SUN CITY FESTIVAL WOMEN S GOLF CLUB BY-LAWS

Transcription

1 SUN CITY FESTIVAL WOMEN S GOLF CLUB BY-LAWS ARTICLE I General Section A. Name of Organization The name of this organization will be the Sun City Festival Women s Golf Club (SCFWGC) herein called the Club in these rules. Section B. Purpose of Organization The purpose of this Club is to provide an organized framework under which Sun City Festival Women with a valid/current ID number and card may engage in organized golf events and tournaments. The Club will provide management oversight, centralized scheduling, logistics and publicity in concert with the Sun City Festival Community Association (SCFCA) and the Copper Canyon Golf Course. Section C. Governing Documents These rules will fully comply with the SCFCA Governing Documents and the Chartered Club Rules and Procedures Manual. In the event of a conflict between these Women s Club Rules and the SCFCA Documents and Rules, the SCFCA Documents and Rules will prevail. Section D. Non-Profit The Club shall be operated as a non-profit association in accordance with applicable statutes and the SCFCA Documents. ARTICLE II Membership Section A. Open Membership Membership is open to all SCFCA women meeting the resident age requirements without discrimination as to race, religion, color, ethnic culture or national heritage. Membership into the Club is through the submission of the Club s application that shall include the SCFCA identification card number. The Club shall maintain all applications on file and provide review/access to the SCFCA. Section B. Handicap There is no precondition for membership; however, to compete in Club golf events and tournaments, members are required to join the Arizona Women s Golf Association (AWGA) and establish a handicap Section C. Guest Privileges A guest is defined as a person who is not a SCFCA member and who is attending a Club golf function at the invitation of and accompanied by a Club member in good standing. SCFCA members may participate in Golf Club activities in a guest status up to three times and then they must join the Club as a regular dues paying member. Guest privileges are also reserved for new residents who want to experience SCFWGC events. Section D. Dues The Club Treasurer assesses annual dues in January each year in accordance with the published rates as stated in the Club Standing Rules. The fiscal year shall January 1 through December 31. Page 1

2 Section E. Eligibility for Play A member must have a current AWGA handicap. To be eligible to join and play with the 18-hole group of the WGC, a WGC member must have an AWGA handicap index of 40.4 or lower (AWGA and USGA standard). A WGC member with any AWGA handicap index is eligible to join and play with the 9-hole group of the WGC but must play to a maximum handicap index of 45.0 on Play Days and Tournament Days. ARTICLE III Club Executive Board Section A. Club Executive Board The Club Executive Board will consist of the following officers: President; Vice President; Secretary; Treasurer, Tournament Director, 9-Hole Group Representative and 18-Hole Group Representative. Section B. Executive Board Election The Club Executive Board officers shall be elected by a vote of the general membership in accordance with Article IV, Section C Voting and Quorum procedures. The Executive Board officers will serve without compensation. Section C. Executive Board Terms of Office and Responsibilities. All officers may succeed their position for one additional term, but may not serve more than two consecutive years. President: The Club President presides over all Club meetings and is accountable for the administration of all Club business. The incumbent acts as the principal liaison between the Club and the Copper Canyon Golf Course. The President appoints the chairperson of all committees that have been authorized and oversees the committees functions related to their specific activities. Vice President: The Vice-President performs all duties of the President in the event of her absence or inability to perform. She assists the current Club Executive Board with her experience. The Vice President will be responsible for marketing and community knowledge of the SCFWGC. Secretary: The Club Secretary maintains Club records and all meeting minutes and provides these minutes to the Club Executive Board. Club records include electronic files and applications used to manage the Club. Treasurer: The Club Treasurer receives and deposits all monies due to the Club and pays all obligations that may be incurred by the Club in the regular course of its business. The incumbent maintains an up to date ledger of all financial transactions and provides financial reports as may be required at Club meetings. She prepares, coordinates with the Executive Board and submits year-end reports as required by the SCFCA. Tournament Director: The Tournament Director is responsible for the planning and implementation of all 18-hole format Tournaments. She co-ordinates all Tournament activities with the 9-Hole Tournament chair where necessary and with Copper Canyon Golf club. 9-Hole Group Representative: The Club 9-Hole Group Representative is the key contact for the 9-Hole players and the Executive Board. She is responsible for 9-Hole Play Day schedules and committees. She appoints 9-Hole players who should serve on the Tournament and other committees as needed. 18-Hole Group Representative: The Club 18-Hole Group Representative is the key contact for the 18-Hole players and the Executive Board. She is responsible for 18-Hole Play Day schedules and committees. AWGA Representative: The Executive Board will designate one of their members annually to serve as the AWGA Representative. Past President: The SCFWGC immediate Past President assists the current Club Executive Board with her experience. This position is not elected and is a non-voting member of the Executive Board SCF WGC By-laws Revision 2 Approved by SCF WGC General Membership as of July 15, 2017 Page 2

3 Section D. Nomination and Election Procedures A nominating committee will be appointed by the Executive Board. The Vice-President is the Chair of the Nominating Committee. The Committee will solicit/present nominations to the Executive Board in October. The election will be held in accordance with Section C. Voting and Quorum Procedures and the results certified and announced at the general membership meeting in November/December each year. The Executive Board shall begin their term in January of each year. Section E. Vacancies and Recall of Executive Board Officers In the event an Executive Board officer is not able to perform her duties, or is not able to effectively participate physically or electronically in Executive Board meetings over a 60 day period as determined by the Executive Board, a replacement will be appointed by the Executive Board using the precedence list from the previous nominees receiving votes from general membership. If no precedents exist, a quorum of the Executive Board may appoint a replacement from the general membership at large. ARTICLE IV Meetings Section A. Types and Frequency of Meetings A Club general membership meeting will be held annually. A special general membership meeting may be called by the Executive Board (with a 10 day advance notice) at any time during the year if conditions warrant. Executive Board meetings will be held approximately once per month or as deemed necessary. Section B. Conduct of Meetings/Parliamentary Procedures Issues involving policies, procedures, and events that affect the membership as a whole may be presented for a vote by the President and the results announced during the business portion of each Club general membership meeting using Roberts Rules of Order as a guide. Section C. Voting and Quorum Procedures The Executive Board shall determine the method used for each type of voting opportunity for the general membership and define a voting period of time to accommodate electronic or absentee voting if needed. Methods include electronic voting, secret paper ballot used during a meeting, absentee paper ballot received one (1) week prior to an announced certification date, and voice vote or show of hands during a meeting. A principle voter may delegate her voting power to a proxy by means of a signed statement on a paper ballot. Proxy voting is not allowed electronically or by a voice vote or show of hands. One proxy per principle voter is allowed. General membership voting for election of Club Executive Board members and rules changes shall require a quorum of the Club membership. A Club general membership quorum is defined as a minimum of 20 percent of the general membership in good standing at the beginning of the voting period and will be verified before vote results are certified and announced. Club rule changes require an approval of a minimum of 51% of those voting with a quorum. If a quorum cannot be established by any means, a vote is not certified. Only members in good standing are permitted to vote by any means. The Club Executive Board is responsible for determining that a vote has been conducted in accordance with these By-laws. Voting results are considered certified when all conditions of this Section C are met. The results of all votes taken by the Club General Membership shall be duly recorded by the Club Secretary. SCF WGC By-laws Revision 2 Approved by SCF WGC General Membership as of July 15, 2017 Page 3

4 The Executive Board meeting quorum will be a minimum of 5 of the 7 officers and voting will be by voice, show of hands, or electronic. ARTICLE V Financial Section A. Records The Club Treasurer maintains all financial records for the current and seven previous years of the Club s operations. Section B. Expenditures Individual Club expenditures in excess of $500 shall require a majority approval by a vote of the Club general membership in accordance with the voting and quorum procedures defined in Article IV Section C Voting and Quorum Procedures. The results of the vote by the Club general membership shall be duly recorded in the minutes at which the vote occurred. Section C. Record Certification Club financial records shall be certified on an annual basis by individuals other than the Club Executive Board. Annual audits will be conducted by one qualified Club member who is able and willing to conduct the audit. Audit results will be presented to the general membership and duly recorded in the applicable general meeting minutes. Section D. Bank Account All funds/revenue will be deposited in a bank account established in the Club name with the SCFCA designated chartered Club banking service provider. The Club bank account will be maintained through succeeding Executive Boards. Disbursements shall be made by Club bank account check. All checks over $500 will require two Executive Board member s signatures. Inventory control procedures over durable assets shall include periodic physical counts and reconciliations of underlying accounting records. Club inventories are to be performed annually and maintained and safe guarded to prevent theft and/or deterioration. The Club shall furnish a copy of all inventories to the SCFCA. Section E. Financial Reports The Club shall prepare monthly financial reports. The Club shall submit annually to the SCF CA Lifestyle Director, the New Club officer SCF CA Form CC-5. The Club shall submit semi-annually and annually to the SCF CA Lifestyle Director a copy of the current member roster SCF CA Form CC-4. Additionally, if applicable, the Club will submit Form CC-9 Equipment inventory and SCF CA Form CC-6 Incident/Accident Report. The Club shall submit semi-annually and annually the SCF CA Form CC-7 Financial Report. This report should be certified by the Club President and Treasurer. The Club will present the books for the annual audit during June/July/August of each year. SCF WGC By-laws Revision 2 Approved by SCF WGC General Membership as of July 15, 2017 Page 4

5 ARTICLE VI Committees Section A. Standing Committees Standing committees may include but are not limited to Publicity and History Committee, Social and Hospitality Committee, Rules Committee, Prize/Awards Committee, Play Day Committee, Tournament Committee, Audit Committee, Hole-In-One, and Nomination/Election Committee. Section B. Committee Chairpersons The Chairman of each committee will first be a volunteer for the position and, if qualified, be appointed by the Club Executive Board. In the event a volunteer does not appear, the Club President shall appoint a committee chairman to serve for a period of not less than six months. At least two Club members will serve on each committee and may be a volunteer or a draftee appointed by the committee chair. Section C. Committee Responsibilities All committees will have written charters in the Standing Operating Rules prior to their formation. The Women s Golf Game Day Committee Charter, the Social Committee Charter and the Nomination and/election Committee Charter are attachments to the Standing Operating Rules. Committee Charters may be amended by the Executive Board as conditions warrant. ARTICLE VII Amendments Section A. Amendment Vote To amend these rules requires a majority vote of the quorum in accordance with Section C. Voting and Quorum Procedures. Section B. Notice Requirement and Procedure A notice of any proposed amendments to these Rules must be electronically publicized and distributed to the membership at least 15 days prior to the vote in accordance with Section C. Voting and Quorum Procedures. ARTICLE VIII Dissolution Prior to Club dissolution and after all debts are satisfied, all property and assets will be relinquished to the SCFCA. SCF WGC By-laws Revision 2 Approved by SCF WGC General Membership as of July 15, 2017 Page 5