CONSTITUTION AND BY LAWS OF THE WOMEN'S 18-HOLE GOLF ASSOCIATION OF HOBBIT'S GLEN
ARTICLE I: NAME
Section 1. The name of this association shall be the Women's 18-Hole Golf Association of Hobbit's Glen (hereinafter, the “Association”).
ARTICLE II: PURPOSE
Section 1. The purpose of the Association shall be to encourage friendly competition in golf among the members and in tournaments with other women's groups.
ARTICLE III: MEMBERSHIP
Section 1. Membership is open to any woman member, in good standing, of the Hobbit's Glen Golf Club or the Columbia Association upon payment of the Association's dues.
Section 2. Membership shall extend from April 1 of each year through March 31 of the following year.
Section 3. Continuing membership shall be contingent upon the establishment of an 18-hole USGA handicap at Hobbit’s Glen Golf Course. Members must have a USGA handicap to participate in any net score activities. The maximum competitive handicap used is 40.
Section 4. To be eligible for the 18-Hole League Championship, members must have participated in a minimum of six play days in the current year prior to said tournament.
Section 5. Membership may be terminated:
A. Upon a vote of the Executive Board for failure to adhere to the regulations of the Association as set forth herein, the Hobbit’s Glen 18-Hole Golf Association’s Rules of Golf Etiquette, and/or in the USGA Rules of Golf.
ARTICLE IV: DUES
Section 1. Annual dues shall be set are payable upon admission to the Association and must be paid within 30 days of application. No points will be awarded until dues are paid.
Section 2. Dues are not prorated for partial year membership.
ARTICLE V: MEMBERSHIP MEETINGS
Section 1. There shall be two regular business meetings of the Association: the Spring and Fall Meetings.
A. The purpose of the Spring Meeting shall be to inform the membership of the activities of the coming season and conduct such other business as may be required. B. The purpose of the Fall Meeting shall be to hold the election of officers and to conduct such other business as may be required.
Section 2. Special meetings of the membership may be called by the Chair in consultation with the Executive Board, provided 10 days' written notice is given to the membership of the time, date and place of the meeting, and the nature of the business to be transacted.
Section 3. The order of business at all meetings shall be:
A. Reading of the minutes of any previous meeting B. Reports of the officers C. Reports of committees D. Old business E. New business
ARTICLE VI: OFFICERS AND THEIR DUTIES
Section 1. The officers of the Association shall consist of a Chair (elected), Vice-Chair (elected), Past Chair (automatic), Treasurer (appointed) and Secretary (appointed). The term of office shall be one year.
Section 2. The Chair and Vice-Chair shall not serve in the same office for more than two consecutive terms.
Section 3. The elected Chair shall appoint a Secretary and a Treasurer from among the members of the Association. When a new Chair is elected, the current Secretary and Treasurer will submit written notice of resignation to the new Chair, who may ask one or both to continue in their offices.
Section 4. New officers shall assume their duties at the close of the Awards Luncheon. Their duties shall be as follows:
(1) Preside at all meetings of the Association. (2) Appoint all Standing and Special Committee Chairmen. (3) Prepare the schedule with the Executive Board. (4) Be a member ex-officio of all committees. (5) Perform such other duties as may be required by the Constitution and By-Laws or the Executive Board. (6) Represent the Association at the meetings of Hobbit's Glen Committees at the discretion of the Hobbit’s Glen Golf Professional. (7) Make appointments to fill any vacancy on the Executive Board. (8) Appoint the Chair of the Nominating Committee at least 45 days before the Fall Meeting. (9) Co-sign all contracts and obligations of the Association (excluding checks). (10) Serve as Past Chair for a minimum of one year.
(1) Perform the duties of the Chair in the Chair's absence. (2) Serve as a member of the Nominating Committee. (3) Become Chair upon the resignation of the Chair.
C. Past Chair
(1) Perform the duties of the Chair in the Chair's absence. (2) Perform the duties of any committee Chair in their absence. (3) Ensure a smooth transition for the new Chair.
(1) Record the minutes of all meetings of the Association and provide a copy to the Chair. (2) Conduct all correspondence the Chair deems necessary.
(1) Receive and deposit all monies of the Association and maintain a record of all financial transactions. (2) Disburse funds as directed by the Chair. (3) Render an Annual Financial Report at both the Fall and Spring Meetings, and provide copies to the Secretary and the Chair. (4) Have her signature and that of the Chair on file at the bank to permit the Chair to disburse funds in the absence of the Treasurer. (5) Maintain and post a current record of the membership of the Association.
ARTICLE VII: THE EXECUTIVE BOARD
Section 1. The Executive Board of the Association shall consist of the officers, the Tournament Chair and the Web Master.
Section 2. The Executive Board shall act for the Association between any annual or special meetings of the membership.
ARTICLE VIII: COMMITTEES AND APPOINTED POSITIONS AND THEIR DUTIES
Section 1. Standing Committees/Positions
A. Tournament Chair
(1) Be responsible for seeing that all play days and tournaments are run as planned and that appropriate records are kept. (2) Assure that a tournament schedule for the year that includes complete details of each tournament is posted on the Association’s web site at the beginning of the season. (3) Assure that play results are posted on the Association’s web site following each play day. (4) Determine the winners each play day.
(a) In the event of a tie in non-championship tournaments, the winner shall be determined by a match of cards, using the 18-hole net/gross progression. Progression is herein defined: Starting at the allocated Handicap Hole #1, the player with the lower score on that hole wins. The match of cards would continue with Handicap Hole #2 and so on until the tie is broken. In the event the tie is not resolved in 18 holes, multiple winners shall be declared. (b) In the event of a tie in Championship tournaments (Match Play, the 18-Hole Club Championship, and the President’s Cup), the winner shall be determined by “sudden death” play, starting at Hole #1, continuing play on Holes #2, #3, and so forth until the tie is broken.
(5) Be responsible for having the score sheets and starting sheets available in the Pro Shop, prior to the first tee time of each play day. (6) Determine whether play is or has become untenable due to weather, course conditions or other circumstance and notify Hobbit’s Glen Pro Shop and the membership to the extent possible. (7) Notify the Pro Shop of upcoming tournament formats and any special requirements. (8) Determine final points allocation and notify the Pro Shop to prepare gift certificates for the awards luncheon.
B. Web Master
(1) Maintain and update the Association’s web site, containing, at minimum, the season schedule, Women’s Metropolitan Golf Association (WMGA) schedule, League Bylaws, League procedures, registration form, and contact information for the League. (2) Maintain an online sign-up application for members.
C. Rules Chair
(1) Be thoroughly familiar with the USGA Rules of Golf and settle disputes arising out of play under the rules. (2) Work with the Golf Professional in establishing local rules. (3) Assist in the education of members in the rules of golf.
D. Publicity Chairman
(1) Promote publicity in the newspapers, the Club Newsletter, and any other media concerning the Association, its weekly events, tournaments, and individual performances of its members.
E. Awards Luncheon Chair
(1) Arrange the final luncheon, including menu and program. (2) Purchase and distribute the season's awards at the luncheon.
F. Nominating Committee Chair
(1) Appoint a third member of the committee. (2) Ensure that the committee prepares a slate of candidates for the offices of Chair and Vice-Chair, and posts the slate on the Association’s web site at least two weeks prior to the Fall Meeting.
Section 2. Special Committees
The Association Chair shall specify the duties at the time of appointment. For example:
(1) Select a committee and plan the event. (2) Set the cost for the event. (3) Arrange the format and the awarding of prizes for the day. (4) Plan and carry out necessary marketing to members and invitees. (5) Be responsible for the menu and obtain the prizes (6) Manage the event itself.
ARTICLE IX: ELECTION OF OFFICERS
Section 1. Nominations may be made from the floor following the presentation of the Nominating Committee's slate at the Fall Meeting.
Section 2. All nominees shall have given prior consent to their nomination.
Section 3. Voting shall be by ballot. Absentee ballots shall be directed to the Nominating Committee Chair.
Section 4. A plurality of votes cast, provided a quorum of the membership is represented shall be sufficient to elect.
ARTICLE X: QUORUMS
Section 1. At any general membership meeting, 33% of the membership shall constitute a quorum.
Section 2. For meetings of the Executive Board, a majority shall constitute a quorum.
ARTICLE XI: AMENDMENTS TO THE CONSTITUTION AND BY-LAWS
Section 1. The Constitution and By-Laws may be amended by a majority vote of those present at the Fall Meeting, a quorum being present, or at any special meeting of the Association, provided a 10-day written notice of the proposed amendment has been sent to each member of the Association.