By-Laws
ARTICLE I - NAME:The name of this Association shall be the SaddleBrooke Women’s Golf Association. The official abbreviation shall be SBWGA-18.
ARTICLE II - PURPOSE:The objective of this association is to organize women golfers of SaddleBrooke and to promote and conserve the best interest and true spirit of the game of golf.
ARTICLE III - MEMBERSHIP:SBWGA-18 membership is open to any woman resident or renter residing in SaddleBrooke HOA#1 or HOA#2 (provided the reciprocal agreements are still in effect). A renter member is required to have a valid renter card issued by HOA#1 or HOA#2. Those renting for three (3) months or more must pay the full SBWGA-18 annual fee; those renting for less than three (3) months may join the SBWGA-18 at a reduced rate under conditions set forth in the Standing Rules.
Special Membership may be offered to current or former members upon application to the SBWGA-18.
ARTICLE IV - OFFICERS:The elected officers of this Association shall be President, Vice President, Secretary, Treasurer, Tuesday Play-Day Chair, Special Tournament Chair, Handicap Chair and Membership Chair. Each officer will be elected for one year only. With the exception of the President and Vice President, each officer may seek nomination for a second consecutive year in the same office. These officers shall form the Elected Board. To fill an unexpired term, an officer may be elected by the current Elected Board members at any of its meetings.DUTIES OF OFFICERS:PRESIDENT: The President shall preside at all meetings of the Association and the Elected Board, and shall be an ex-officio member of all committees, except the Nominating Committee. She shall appoint standing chairs, as she deems necessary. She will be a recognized signature on all SBWGA financial accounts.
VICE PRESIDENT: The Vice President shall perform the duties of the President in the absence of the President or at her request, and perform any other duties required by the President. She shall assume the office of the President in the event of a vacancy. She will be nominated for the office of President the following year.
The Vice President is responsible for the safe keeping of the President’s Medallion and the mold of said medallion. She is also responsible for the reservations and menus for the monthly meetings.
SECRETARY: The Secretary shall keep a correct and current record of all meetings of the Association and of the Elected Board.
TREASURER: The Treasurer shall keep full, accurate and current records of all funds received and deposit them in the name of the Association in a depository approved by the Elected Board. The treasurer will disburse funds as directed by that Board. She shall prepare the annual budget for submission and approval by the current board. The Treasurer will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
TUESDAY PLAY-DAY CHAIR: This person shall be responsible for all regular weekly tournaments of the Association. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
SPECIAL TOURNAMENT CHAIR: This person shall have the responsibility to fill the chair positions for the Major and Special tournaments of the Association. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may become a nominee for this office the year following the elected Chair’s final year of office.
HANDICAP CHAIR: The Handicap Chair shall follow USGA and AGA procedures and guidelines for handicapping each member. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
MEMBERSHIP CHAIR: The Membership Chair shall meet with each prospective member, establish her eligibility for membership, and collect dues and fees.
*She shall advise all elected officers of the current Elected Board of each new member. She shall introduce new members at General Meetings. The elected Chair will participate in appointing an assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
All officers upon retiring from office, shall deliver all funds, accounts, records, papers and properties of the Association to their successor and shall submit recommendations, if any, at that time. All officers shall perform other duties as prescribed.
ARTICLE V - MEETINGS:The President will determine meetings of the Elected Board. General Meetings will be held on the first Tuesday of a month designated by the Board or when deemed necessary by the President or a majority of the membership.
All board meetings are open to the membership, except for executive sessions. Members who wish to speak at a Board meeting shall request to be on the agenda prior to the meeting.
QUORUM: Twenty (20) current voting members of SBWGA-18 shall constitute a quorum for General Meetings. Five (5) members of the Elected Board shall constitute a quorum for conducting business at their meetings.
**ARTICLE VI - DUES:The annual dues of the Association shall be decided by the Elected Board, and shall be due in accordance with Standing Rules, Membership, 2. Dues are non-refundable. The fiscal year shall be January 1st through December 31st.
ARTICLE VII - NOMINATIONS AND ELECTIONS:A. Officers shall be elected at the General Meeting in November. They shall be installed and take office at the December meeting. The membership present shall constitute a quorum for the purpose of electing officers. A plurality of said quorum shall have the power to elect.
B. The Nominating Committee will consist of three (3) members: One member appointed by the Elected Board, two (2) members appointed by the general membership at the General Meeting in April. (Amended October 15, 2019)
C. The Committee will present a slate of one or more nominees for each office as provided in ARTICLE IV.
D. The written report of the Nominating Committee shall be presented to the President and posted three weeks prior to the November General Meeting.
E. Any member may nominate any other member by filing a written notice of such nomination with the President, together with the nominee’s written consent, at any time prior to the election meeting. These nominations will be posted with the Nominating Committee’s slate and placed on the ballot.
F. Nominations may not be made from the floor at the time of the elections.
G. The election of officers shall be by ballot unless a single slate has been nominated.
ARTICLE VIII - AMENDMENTS:These By-Laws may be amended only at a General Meeting of the Association by a two-thirds (2/3) vote of the said quorum. All proposed amendments must be posted thirty (30) days prior to the meeting. *(Note: These changes are made so that they will be in accordance with Robert’s Rules of Order, Revised).
ARTICLE IX - ORDER OF PROCEDURE:Robert’s Rules of Order shall govern the Association on all particulars not herein provided.
ARTICLE X - RULES:A. All competition shall be played in accordance with the current USGA Rules of Golf or as modified by local rules.
B. Guests playing in a given tournament of the Association must have an established, verifiable, current USGA Handicap.
C. The establishment of standing rules is the responsibility of the current Board.
*ARTICLE XI – LIABILITY
To the fullest extent permitted by law, neither the Association nor its Officers, Directors and Agents shall be liable for any action or inaction made in good faith which the Association or its Officers, Directors and Agents reasonably believed to be within the scope of her duties.
*ARTICLE XII – BUDGET AND FINANCES
The Association’s financial records shall be reviewed within sixty (60) days of the close of the fiscal year. This review shall be conducted by two (2) advisors residing in SaddleBrooke HOA#1 or HOA#2 who are not on the current Elected Board of Directors, both of whom have financial backgrounds. The outgoing and newly elected Treasurers shall be in attendance. A report of the review shall be made at the next General Meeting.
Yearly, a line item in the budget must exist of uncommitted and unencumbered funds of at least one thousand ($1,000) dollars for the un-budgeted expenses incurred during the current fiscal year and that line item must be carried forward to the next year.
Revision History
*Proposal: March 2018
*Adopted: May 1, 2018
ARTICLE II - PURPOSE:The objective of this association is to organize women golfers of SaddleBrooke and to promote and conserve the best interest and true spirit of the game of golf.
ARTICLE III - MEMBERSHIP:SBWGA-18 membership is open to any woman resident or renter residing in SaddleBrooke HOA#1 or HOA#2 (provided the reciprocal agreements are still in effect). A renter member is required to have a valid renter card issued by HOA#1 or HOA#2. Those renting for three (3) months or more must pay the full SBWGA-18 annual fee; those renting for less than three (3) months may join the SBWGA-18 at a reduced rate under conditions set forth in the Standing Rules.
Special Membership may be offered to current or former members upon application to the SBWGA-18.
ARTICLE IV - OFFICERS:The elected officers of this Association shall be President, Vice President, Secretary, Treasurer, Tuesday Play-Day Chair, Special Tournament Chair, Handicap Chair and Membership Chair. Each officer will be elected for one year only. With the exception of the President and Vice President, each officer may seek nomination for a second consecutive year in the same office. These officers shall form the Elected Board. To fill an unexpired term, an officer may be elected by the current Elected Board members at any of its meetings.DUTIES OF OFFICERS:PRESIDENT: The President shall preside at all meetings of the Association and the Elected Board, and shall be an ex-officio member of all committees, except the Nominating Committee. She shall appoint standing chairs, as she deems necessary. She will be a recognized signature on all SBWGA financial accounts.
VICE PRESIDENT: The Vice President shall perform the duties of the President in the absence of the President or at her request, and perform any other duties required by the President. She shall assume the office of the President in the event of a vacancy. She will be nominated for the office of President the following year.
The Vice President is responsible for the safe keeping of the President’s Medallion and the mold of said medallion. She is also responsible for the reservations and menus for the monthly meetings.
SECRETARY: The Secretary shall keep a correct and current record of all meetings of the Association and of the Elected Board.
TREASURER: The Treasurer shall keep full, accurate and current records of all funds received and deposit them in the name of the Association in a depository approved by the Elected Board. The treasurer will disburse funds as directed by that Board. She shall prepare the annual budget for submission and approval by the current board. The Treasurer will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
TUESDAY PLAY-DAY CHAIR: This person shall be responsible for all regular weekly tournaments of the Association. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
SPECIAL TOURNAMENT CHAIR: This person shall have the responsibility to fill the chair positions for the Major and Special tournaments of the Association. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may become a nominee for this office the year following the elected Chair’s final year of office.
HANDICAP CHAIR: The Handicap Chair shall follow USGA and AGA procedures and guidelines for handicapping each member. The elected Chair will participate in appointing an Assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
MEMBERSHIP CHAIR: The Membership Chair shall meet with each prospective member, establish her eligibility for membership, and collect dues and fees.
*She shall advise all elected officers of the current Elected Board of each new member. She shall introduce new members at General Meetings. The elected Chair will participate in appointing an assistant with the understanding that the assistant may be a nominee for this office the year following the elected Chair’s final year of office.
All officers upon retiring from office, shall deliver all funds, accounts, records, papers and properties of the Association to their successor and shall submit recommendations, if any, at that time. All officers shall perform other duties as prescribed.
ARTICLE V - MEETINGS:The President will determine meetings of the Elected Board. General Meetings will be held on the first Tuesday of a month designated by the Board or when deemed necessary by the President or a majority of the membership.
All board meetings are open to the membership, except for executive sessions. Members who wish to speak at a Board meeting shall request to be on the agenda prior to the meeting.
QUORUM: Twenty (20) current voting members of SBWGA-18 shall constitute a quorum for General Meetings. Five (5) members of the Elected Board shall constitute a quorum for conducting business at their meetings.
**ARTICLE VI - DUES:The annual dues of the Association shall be decided by the Elected Board, and shall be due in accordance with Standing Rules, Membership, 2. Dues are non-refundable. The fiscal year shall be January 1st through December 31st.
ARTICLE VII - NOMINATIONS AND ELECTIONS:A. Officers shall be elected at the General Meeting in November. They shall be installed and take office at the December meeting. The membership present shall constitute a quorum for the purpose of electing officers. A plurality of said quorum shall have the power to elect.
B. The Nominating Committee will consist of three (3) members: One member appointed by the Elected Board, two (2) members appointed by the general membership at the General Meeting in April. (Amended October 15, 2019)
C. The Committee will present a slate of one or more nominees for each office as provided in ARTICLE IV.
D. The written report of the Nominating Committee shall be presented to the President and posted three weeks prior to the November General Meeting.
E. Any member may nominate any other member by filing a written notice of such nomination with the President, together with the nominee’s written consent, at any time prior to the election meeting. These nominations will be posted with the Nominating Committee’s slate and placed on the ballot.
F. Nominations may not be made from the floor at the time of the elections.
G. The election of officers shall be by ballot unless a single slate has been nominated.
ARTICLE VIII - AMENDMENTS:These By-Laws may be amended only at a General Meeting of the Association by a two-thirds (2/3) vote of the said quorum. All proposed amendments must be posted thirty (30) days prior to the meeting. *(Note: These changes are made so that they will be in accordance with Robert’s Rules of Order, Revised).
ARTICLE IX - ORDER OF PROCEDURE:Robert’s Rules of Order shall govern the Association on all particulars not herein provided.
ARTICLE X - RULES:A. All competition shall be played in accordance with the current USGA Rules of Golf or as modified by local rules.
B. Guests playing in a given tournament of the Association must have an established, verifiable, current USGA Handicap.
C. The establishment of standing rules is the responsibility of the current Board.
*ARTICLE XI – LIABILITY
To the fullest extent permitted by law, neither the Association nor its Officers, Directors and Agents shall be liable for any action or inaction made in good faith which the Association or its Officers, Directors and Agents reasonably believed to be within the scope of her duties.
*ARTICLE XII – BUDGET AND FINANCES
The Association’s financial records shall be reviewed within sixty (60) days of the close of the fiscal year. This review shall be conducted by two (2) advisors residing in SaddleBrooke HOA#1 or HOA#2 who are not on the current Elected Board of Directors, both of whom have financial backgrounds. The outgoing and newly elected Treasurers shall be in attendance. A report of the review shall be made at the next General Meeting.
Yearly, a line item in the budget must exist of uncommitted and unencumbered funds of at least one thousand ($1,000) dollars for the un-budgeted expenses incurred during the current fiscal year and that line item must be carried forward to the next year.
Revision History
*Proposal: March 2018
*Adopted: May 1, 2018