Happy Hackers By-Laws, Nov 2013 BY-LAWS HAPPY HACKERS

Transcription

1 Happy Hackers By-Laws, Nov 2013 BY-LAWS OF HAPPY HACKERS

2 2 TABLE OF CONTENTS TO BY-LAWS OF HAPPY HACKERS ARTICLE I - NAME AND PURPOSES...3 Section l. Name...3 Section 2. Purposes...3 ARTICLE II - MEMBERSHIP Section 1. Classification...3 Section 2 Active Membership...3 Section 3. Associate Membership...3 Section 4. Social Membership...3 Section 5. Life Membership...3 Section 6. Resignation...3 Section 7. Removal...3 Section 8. Membership Procedure...3 Section 9. Leave of Absence...4 ARTICLE III - MEETINGS OF THE MEMBERS...4 Section l. Annual Meetings Section 2. Special Meeting...4 Section 3. Notice of Meetings...4 Section 4. Quorum...4 ARTICLE IV - OFFICERS...4 Section l. Officers...4 Section 2. Election and Term...4 Section 3. Duties of Officers...5 A. President...5 B. Vice-President...5 C. Secretary /Treasurer...5 ARTICLE V - BOARD...5 Section l. General Powers...5 Section 2. Members...5 Section 3. Term...5 Section 4. Meetings...5 Section 5. Vacancies...5 ARTICLE VI - DUES AND ASSESSMENTS...5 Section l. Amount...5 Section 2. Due Date...5 Section 3. Suspension of Membership...5 ARTICLE VII - COMMITTEES...6 Section 1. Appointments...6 Section 2. Standing Committees...6 A. Membership...6 B. Tournament...6 C. Substitute...6 D. Entertainment...6 E.. Hospitality...6 Section 3. Other Committees...6 Section 4. Nominating Committee...6 ARTICLE VIII- BY-LAWS [amendments thereto]...6

3 3 BY-LAWS OF HAPPY HACKERS Pinehurst, North Carolina ARTICLE I - NAME AND PURPOSES Section 1. Name: The name of the organization shall be Happy Hackers, hereinafter referred to as the club. Section 2. Purposes: The purposes of the Club shall be to promote companionship and fellowship by: 1. Getting together once a week to play a game of golf 2. Meeting afterward to enjoy an hour of fellowship 3. Participating in the regularly scheduled social activities of the club 4. Abiding by the wishes of the majority of the members of the club Article II - MEMBERSHIP Section 1. Classification. There shall be four classifications of membership: Active, Associate, Social and Life. Section 2. Active Membership shall consist of not more than 40 men and shall be open to any man who is a full resident member of the Pinehurst Country Club who agrees to participate actively in the affairs of the club and has a Pinehurst Country Club handicap with an index of 30.0 or less at the time of joining the club. Section 3. Associate Membership. If the Active Membership is at the maximum of 40, newly approved applicants may be elected by the Board to Associate Membership status for an interim period and progress to Active Membership in chronological order, (except as provided in Section 9 of this article) as vacancies in the Active Membership roster occur, subject to approval of the Board. Associate Members may be scheduled for weekly golf: a) first as substitutes in active member foursomes and; b) then among themselves as practicable. There shall be a maximum of ten Associate Members. Associate Members are encouraged to participate fully in the business and social activities of the club. Associate Members shall be required to pay half of the annual dues of Active Members and shall not have a vote at any meeting of the members. Section 4. Social Membership. Any Active Member who is no longer playing golf and wishes to participate in the social activities of the club may request a reclassification to Social Membership which removes them from the Active Membership roll, subject to approval of the Board. Social Members shall not be required to pay dues and shall not have a vote in the club s business. Social Members may be invited to all meetings and social functions of the club. Section 5. Life Membership. A special classification called Life Membership may be awarded by two-thirds vote of the members present and voting at any meeting of the club to honor a member whose contributions to the welfare of the club over the years are deemed exceptionally noteworthy. Such members will not be counted against the active membership of the club, and will not be required to pay dues but may participate in all club activities and vote at club meetings. Section 6. Resignation. A member may resign from membership in the club at any time by giving written or electronic notice to the President or in person at an annual or special meeting of the club. Section 7. Removal. Members may be removed from active membership or reclassified to social or associate membership provided that such removal or reclassification is carried out in good faith by a vote of two-thirds of the Board. The Board Polices document specifies other instances in which removal may be imposed by Board vote alone, such as for cheating. Section 8: Membership Procedure. A membership application shall be submitted to the Membership Chairman which upon his determining the accuracy of the information contained therein, [such as PCC membership and a handicap index of 30.0 or less] will be submitted for approval of the Board. The prospective member shall be proposed by one member and endorsed by another member who knows the candidate personally and both shall affix their signatures to the application form accordingly.

4 4 The Membership Chairman will propose the candidate to the Board for majority approval of the entire Board at a Board meeting, by mail, or by telephone. If the telephone approval method is used and if a member of the Board has any reservations, he may request that a written, or Board meeting vote be used prior to approval. Proposed new members may be invited to participate in the golf activities of the club when needed to complete foursomes and may be invited to participate in other activities of the club. Sponsors will be responsible for the introduction, attendance and actions of the proposed member as well as his providing full information on the club s activities and procedures. A copy of the By-Laws and the Board Policies of the club shall be given to the new member by the membership chairman immediately upon his approval. All new members must agree in writing to abide by the Board Policies; record of which (usually acknowledgement) to be retained by the club secretary. Section 9: Leave of Absence. Any Active or Associate Member may request the Board for a temporary status change from either Active or Associate to a Leave of Absence for a period of time and for a reason to be approved by the Board. The approval will remove the member from his active or associate status for that period and he will not be included in the monthly golf pairings but will be invited to participate in the social and business activities during that period. At the end of the period, he will automatically return to the status he was in previously providing there is an opening in that status. If he was an Active Member when he went on leave but at the end of his leave of absence period there is the maximum of 40 active members, he will be added to the top of the associate member roll which provides that he will be the next to become an Active Member. If he was an associate member when he went on leave, he will return to the Associate Member Roll not withstanding that the number of associate members is at the maximum of ten. In this instance and when an active member has to be an associate due to the active roster being full, the provision under Section 3 of this Article, for a maximum of ten associate members will be superseded by this section in order to ensure his return to membership at the end of his leave of absence. The member will not have any dues refunded to him while on leave, however, he will not be required to pay dues until he returns to either active or associate status and he will be entitled to the prorated amount of dues allowed by Board policy at that time. ARTICLE III MEETINGS OF THE MEMBERS Section 1. Annual Meeting. The annual meeting of the members shall be held in the month of November each year for the purpose of electing officers, approving committee appointments and for the transaction of such other business as may be properly brought before the meeting. Section 2. Special meeting. A special meeting of the members may be called at any time by the President or the Board or by a signed petition of at least five active members. Such meeting which may be held at a time and place deemed reasonable by the Board, may conduct any appropriate business of the club. Section 3. Notice of Meetings. Written or electronic notice, stating the time and place of the meeting, and in the case of a special meeting, briefly describing the purpose or purposes thereof, shall be sent not less than ten days before and not more than 60 days before to all Active, Associate and Life Members. Notice may be sent to Social Members at the option of the Board. It shall be the primary responsibility of the President to give such notice of the meeting but it may be delegated by the President to another officer. Section 4. Quorum. A majority of the voting members, represented in person or by proxy, shall constitute a quorum for the transaction of business at any annual or special meeting of the members. In the event that a majority is not in attendance either in person or by proxy but at least 40 % of the voting members is in attendance in person or by proxy, they shall have the right to reduce the quorum for that meeting with a 2/3rds majority of those voting members in attendance. ARTICLE IV -- OFFICERS Section 1: Officers. The officers of the club shall be a President, a Vice-President and a Secretary/Treasurer. Section 2. Election and Term. The officers shall be elected at the annual meeting in November. They shall take office January 1 st of the following year and serve for a period of one year. They may be re-elected for two additional years or for a longer time if approved by the voting members.

5 5 Section 3. Duties of Officers A. PRESIDENT The President will preside at all meetings at which he is present; shall exercise general supervision over the affairs and activities of the club and shall serve as ex-officio member on all standing committees. He shall be a signing officer on the club s bank account. He shall supervise the weekly golf activity, selecting the team captains and organizing the foursomes for play. He shall handle complaints or problems with weekly, non-tournament golf, notifying the Board on major issues or if more than two or more complaints are received on an issue. The President shall disseminate to all members copies of the Board Policies document at least once a year or at such times as the Board Policies are updated by a majority vote of the Board. The President shall inform concerned members of any sanctions applicable under the Board Polices document, as directed by a majority of the board. The President may schedule a guest to play with a member if the request is made at least one week in advance. Such guests will not be eligible for any prizes provided from the club treasury but will be eligible for prizes provided from entry fees, providing he contributed the proper fee. Guests must have an established USGA handicap of 30 or less to participate in prize competition. B. VICE-PRESIDENT shall assume the duties of the President during his absence and shall serve as Membership Chairman. C. SECRETARY/TREASURER The duties of the Secretary/Treasurer will include the following duties: 1. Keep the minutes of all club and board meetings 2. Maintain club records 3. Handle club correspondence 4. Notify members delinquent on dues as provided by these By-Laws. 5. Receive club funds, maintain them in a bank in the club s name and pay approved club bills in a timely manner. He will report on the clubs finances by way of a written report at each annual and special meeting of the club. ARTICLE V BOARD Section 1. General Powers. The affairs of the club shall be managed by the Board. Section 2. Members. The members of the Board shall be the officers, the chairmen of the standing committees and the immediate Past President. Section 3. Term. The term shall be for one year commencing on January 1 st following the Annual Meeting and end on December 31 st. Section 4. Meetings. Board meetings will be at the call of the President with a goal of at least quarterly, depending on the amount of business to conduct. Meetings may be held by way of with return voting by the members by or phone, providing that sufficient information is given on issues that require a vote. A vote by will be acknowledgement that the information on an issue was sufficient. A majority of the entire Board shall be required for approval or as otherwise required by other sections in these By-Laws and Board Policies. Section 5. Vacancies. Vacancies occurring among the members of the Board excepting for the Immediate Past President, shall be filled by appointment by the Board, such Officers or Committee Chairmen, to serve only until the next Annual or Special Meeting whereat an election by the membership will take place. ARTICLE VI DUES AND ASSESSMENTS Section 1: The amount of the annual dues for Active Members and Associate Members shall be determined by the Board subject to approval by a majority of the voting members at the annual meeting. Section 2: Annual dues for the next year shall be payable on or before December 15th of each year. Section 3: Any Active Member or Associate Member whose dues have not been paid for two months after the date on which they were due will be dropped from membership in the club. Said members will be advised in writing or by by the Secretary/Treasurer of this action when their dues are 40 days overdue.

6 6 ARTICLE VII COMMITTEES Section 1. Appointments. All committee chairmen shall be appointed by the President from the Active or Life Membership of the club. Section 2. Standing Committees. The standing committees shall be Membership, Tournament, Substitute, Entertainment and Hospitality. The President may establish and appoint such other standing committees as he deems necessary and as approved by the Board. The committee chairmen shall be appointed prior to or at the Annual Meeting or as soon after the Annual Meeting as possible and shall serve a term of one year commencing January 1 st of the year following the Annual Meeting.. They shall not be eligible for re-appointment for more than three consecutive terms unless approved by the members at an Annual or Special Meeting. The Standing Committees major functions/duties shall be as follows: A. - Membership: He will enforce the By-Laws affecting membership and will oversee the procedure for recommending new members to the club. The Membership Chairman shall be the Vice President of the club. B. - Tournament: He will organize and run the monthly tournaments [normally the second Friday of each month] and special tournaments, to include arranging for substitutes for tournament weeks. C. - Substitute. He will arrange for substitutes in the event of any vacancies in regular weekly golf pairings [not tournament week]. An Assistant Substitute Chairman may also be appointed to handle this function if the Substitute Chairman is unavailable. The Assistant Substitute Chairman may be a voting member of the Board at the option of the club President. D.- Entertainment: He will organize and arrange for all special parties and social events of the Club including the annual dinner. E. - Hospitality: He will arrange club support for members with serious health problems. He will notify all members of funeral or memorial services in the event of the death of a member or past member. He will arrange for flowers or cards to be sent to club members or their wives when appropriate. Section 3. Other Committees The President may appoint such other committees as approved by the Board He may at his option invite said committee chairman to one or more Board meeting to report of his activities. The President shall also have the option of allowing said committee chairman to vote at said meeting. Section 4. Nominating Committee The Vice President, who shall be chair of this committee, shall appoint a nominating committee at least 90 days prior to the annual meeting. He shall appoint at least two other active members, one of whom shall be a Past President. The function of the committee is to agree upon one or more Active Members for each office for the following term and to make such proposals to the Board at least 30 days prior to the annual meeting. ARTICLE VIII BY-LAWS These By-Laws may be amended or repealed and/or new By-Laws may be adopted by the affirmative vote of 2/3rds of the entire Board or by a majority vote of the Members present at any annual or special meeting at which a quorum is present, providing that notice of the meeting shall have been given which states that the purpose or one of the purposes of the meeting is to consider such proposed change and that either the proposed amendment is attached or that the notice states the general nature of the amendment. Such notice may be waived by 75 % of the members voting at such meeting. Revised March 10 th 2009, Approved by vote of members Cleaned up typo s June 2009 Revised Article II, Sections 3 and 8, April 2010 by Board Added Section 9, Article II and changed Founder s Membership to Life Membership, August 10th, 2010 by Board. Changed titles for Chairman and Vice-Chairman to President and Vice President, January 6th, 2011 by Board. Revised Article III, Section 1, annual meeting month, July 14 th, 2011 by Board. Revised Nov 13; Board Policies formally added