Bylaws
Last Updated: 06/14/16

TEMECULA VALLEY WOMEN'S GOLF CLUB
BYLAWS

ARTICLE I - NAME

The name of this organization will be Temecula Valley Women's Golf Club, a nonprofit organization.  This organization will be referred to in the Bylaws and Standing Rules as the Temecula Valley Women's Golf Club (TVWGC).

ARTICLE II - MAJOR OBJECTIVES AND AFFILIATION OF TVWGC

A.  The objectives of TVWGC are to promote, foster, regulate, develop and conduct amateur golf activities among the members of this organization.

  • To establish and maintain USGA handicaps for all members.
  • To promote and hold such social and recreational activities as the general membership may desire.
  • To cooperate and comply with the general rules and regulations of the USGA, except where local rules prevail.

B.  This club will be affiliated with the Women's Public Links Golf Association (WPLGA).

ARTICLE III - MEMBERSHIP AND DUES

Section 1.  An individual member must be, 18 years and over, who agree to support the Bylaws and Standing Rules of TVWGC.

Section 2.  The Executive Board of Directors will set annual dues for active membership.  Annual fees are due and payable by November 1st of each year and will be delinquent November 15th.  If joining after July 1st, club dues will be prorated on a quarterly basis for the remainder of that calendar year.

Section 3.  Applicants joining with an established handicap index or verifiable USGA index of 40.4 or less will immediately, upon payment of dues, be eligible to vote and participate in TVWGC weekly games.

Section 4.  An applicant without a handicap shall play five times, within two months, with a Board member of TVWGC on Ladies Day and score 117 or less on at least one of these days to establish a temporary handicap.  The two-month time limit may be extended at the discretion of the Handicap Chair.

Section 5.  Social Members:  Social membership is for former, non-golfing members, in good standing of TVWGC, who desire to participate in the social activities of TVWGC which consist of three club-sponsored events each year:  Christmas party and major golf tournament (Summer Classic and Club Champion ) luncheons ( one of which will be a pizza party).  Social members may attend meetings but may not vote, hold office or inspect records.  The fee shall be a reasonable amount and be set by the Executive Board of Directors.

ARTICLE IV - OFFICERS AND DUTIES

Section 1.  Elected officers of TVWGC shall be the President, Vice President, Secretary, Treasurer, Membership Chair, Handicap Chair and Tournament Chair.  In the event there are not enough candidates to hold individual offices, multiple offices may be held by a single candidate.  These officers and the immediate Past President (Parliamentarian) shall serve on the Executive Board of Directors.

Section 2.  THE PRESIDENT:
Presides at all meetings of TVWGC and the Executive Board of Directors.
Calls all special meetings.
Appoints all Committee Chairs with the approval of the Executive Board of Directors.
Appoints and discharges all special committees.
Acts as an ex-officio member of all committees.
Assures that the Bylaws and Standing Rules adopted by TVWGC are strictly enforced.
Supervises all affairs of TVWGC.
Signs Checks, in the absence of the Treasurer, for payment of all bills.

Section 3.  THE VICE PRESIDENT:
Acts as assistant to the President and in the absence of the President presides at all meetings.
Succeeds to the Presidency should that office be vacated during her regular term.
Assumes any other duties of the President, when necessary.
Conducts all Major Tournaments. 
Selects and purchases prizes and plaques for Major Tournaments with prior approval of the Executive Board of Directors. 
Maintains all Major Tournament plaques.
Prepares a calendar of events to be approved by the Executive Board of Directors.

Section 4.  THE SECRETARY:
Records the minutes of all meetings of TVWGC and the Executive Board of Directors and maintains these in a permanent file for future reference.
Writes all TVWGC correspondence at the direction of the President and/or Executive Board of Directors.
Furnishes a copy of the minutes of each meeting to the President and Board members.

Section 5.  THE TREASURER:
Receives and deposits all monies for TVWGC in a bank selected by the Executive Board of Directors.
Pays all bills as directed by the Executive Board of Directors, and signs all checks.  In the absence of the Treasurer, the President is responsible for signing all checks.
Keeps an itemized list of all financial transactions of TVWGC and reports these at General Membership Meetings.
Prepares a preliminary budget for approval by the Board at the beginning of the year.  This budget may be revised as required.
Turns the completed books over to an auditing Committee appointed by the President at the end of each year.

Section 6.  THE MEMBERSHIP CHAIR:
Promotes membership in TVWGC and is responsible for compiling the membership list.
Works with the Treasurer in maintaining the active membership in good standing through collection of dues.
Provides an active membership roster to the Executive Board of Directors with additions and corrections as they occur.
Sends new member application forms to Handicap Chair.
Promotes such other membership activities as the Executive Board of Directors may dictate.
Administers a Big Sister program for new members.

Section 7.  THE HANDICAP CHAIR:
Verifies the handicaps of TVWGC members.
Collects handicap score cards each Tuesday after play.
Verifies that score cards are signed, and posted correctly.
Keeps record of number(s) of games played by each member and provides eligibility list for major tournaments.
Computes handicaps for qualifying new members after five games have been played.
Posts all handicap information on bulletin board.
Fills out and submits paperwork, plus a check for new member dues, to WPLGA to add or delete members to club roster.
Selects and purchases award for Most Improved Player with approval of the Executive Board.

Section 8.  THE WEEKLY TOURNAMENT CHAIR:
Sets up a monthly schedule of weekly "table ladies" and fills in when necessary.
Supervises Weekly Games and coordinates results with the Handicap Chair and Webmaster.
Updates master instructions as necessary.
Keeps a permanent record of Weekly Game results and expenditures.
Disburses monthly winnings and/or selects and purchases prizes with prior approval of the Executive Board of Directors.
Acts as final arbiter, together with her Committee, of all complaints and appeals during Weekly Games.

Section 9.  THE PARLIAMENTARIAN:
This position is filled by the immediate past president who acts as an advisor to the Board and is a nonvoting member.
Gives advice to the President and, when requested, to any other member.
(As inconspicuously as possible) calls the attention of the President to any error in the proceedings that may affect the substantive rights of any member or may otherwise do harm.
Only in the most involved matters should the Parliamentarian actually be called upon to speak.

ARTICLE V - NOMINATIONS AND ELECTIONS

Section 1.  Nominations for office shall be made by a Nominating Committee consisting of a minimum of three (3) people elected by a majority vote of the general membership and one (1) person appointed by the President.  The Committee shall be formed at least sixty (60) days prior to election.  The Membership shall receive notification of the slate of officers at the October general meeting prior to election of officers at the November general meeting.

Section 2.  Candidates must have been members of TVWGC for at least one (1) year prior to election.  Exceptions to the (1) year requirement must be reviewed and approved by the Board.

Section 3.  Elections shall be held at the November general membership meeting.  Nominations from the floor, with the nominee's consent to serve, shall be accepted.  All nominees shall be elected by a majority vote of those members present.

Section 4.  Installation of officers shall be held at the December general membership meeting, no later than the last Tuesday of the year.

Section 5.  The term of office is one year with a term limit of three consecutive years.  Members seeking to serve for more than three consecutive years must obtain a waiver of the term limit from the Board of Directors prior to running for office.

Section 6.  If a vacancy arises in an office - except for that of President - the Executive Board of Directors will appoint a replacement.  If the vacancy is in the office of the President, the Vice President will become President.

ARTICLE VI - EXECUTIVE BOARD OF DIRECTORS

Section 1.  The Executive Board of Directors shall consist of all elected officers of TVWGC.  The immediate past President shall serve as advisor.  If an immediate past president is not available to act as advisor, then the President will appoint another past president, with approval of Executive Board of Directors.

Section 2.  The Executive Board of Directors shall be installed at the December meeting and their duties shall begin January 1 and continue until December 31 of the same year.

Section 3.  The business and affairs of TVWGC shall be managed under the direction of the Executive Board of Directors, except as may be otherwise provided for in these Bylaws and Standing Rules.  All elected officers will execute their responsibilities by voting on any matter before the Board.

Section 4.  The Executive Board of Directors shall meet the first week of each month, or at the discretion of the President.  A majority of the number of elected members of the Executive Board of Directors, authorized by these bylaws, constitutes a quorum for the transaction of business.

Section 5.  Records maintenance:  financial records will be kept for seven (7) years.   All other records will be kept for three (3) years.

ARTICLE VII - STANDING COMMITTEES (appointed by the President) AND THEIR DUTIES

Section 1.  THE SOCIAL CHAIR:
Coordinates the social activities of TVWGC including luncheons and a Christmas party.
Sends cards or flowers as the occasion dictates to members of TVWGC.
Conducts the 50/50 raffle held at general membership meetings.

Section 2.  THE RULES CHAIR:
Shall be thoroughly familiar with USGA Rules of Golf and the local rules of golf.
Has authority to settle all disputes resulting from play under USGA rules of the game.
Shall be prepared to discuss the rules upon the request of the membership and permission of the President.
Shall enforce all rules of the USGA, including etiquette of golf and pace of play.
Shall be assisted in her duties by the Tournament Chair, the President, and any other member she deems necessary.

Section 3.  THE WPLGA DELEGATE:
Receives correspondence from WPLGA and reports to membership as appropriate.
Maintains bulletin board with current WPLGA information.
Acts as a liaison between WPLGA and club members who may have questions related to WPLGA events.
Receives sweeps payout for members participating in WPLGA events.
Attends the WPLGA General Meeting in January.

Section 4  THE RINGER CHAIR
Collects money from interested members for the year or quarter they wish to participate in.
Puts members into flights according to handicap.
Posts flight information on bulletin board.
Collects ringer cards each Tuesday after play.
Updates member's individual score on the ringer sheet when a hole is improved.
Determines the winners in each flight at the end of the quarter.
Distributes cash to winners on the first meeting day after the quarter ends.

Section 5.  THE BIRDIE CHAIR
Collects money from interested members for the year or quarter they wish to participate in.
Keeps track of members who make Birdies each week on the verification sheets in the lounge.
Prepares a quarterly report and distributes winnings at the first General Meeting following the end of each quarter.

Section 6.  THE CHIP-INS/SANDY CHAIR
Collects money from interested members for the year or quarter they wish to participate in.
Keeps track of members who make chip-ins and Sandys each week on the verification sheets in the ladies lounge.
Prepares a quarterly report and distributes winnings at the first General Meeting following the end of each quarter.

Section 7.  SPECIAL COMMITTEES:
Special committees (for example, the Nominating Committee and the Audit Committee) may be formulated by the President and/or Executive Board of Directors from time to time, as required.  They will be discharged by the President at the expiration of performance and responsibility for which they were created.

ARTICLE VIII - MEETINGS AND QUORUM

Section 1.  General membership meetings shall be held on the second Tuesday of each month.  If for any reason, golf is not played that day, general membership meetings shall be held at Golf Club at Rancho California (GCRC).

Section 2.  The President may call special meetings at any time by giving seven (7) days notice to all TVWGC members.

Section 3.  A minimum of fourteen (14) members present at general meetings will constitute a quorum for the transaction of business.

ARTICLE IX - FINANCES

No expenditures in the name of TVWGC shall be incurred by any member without approval by the Executive Board of Directors, unless the expense has been previously budgeted.

ARTICLE X - AMENDMENTS

These Bylaws may be amended or repealed or new Bylaws adopted at any regular or special meeting of TVWGC by a majority of those members present, written notice of same having been given and/or posted 30 days prior to the day of voting, or having been read at the previous general membership meeting.

ARTICLE XI - RULES OF ORDER

The rules contained in the current edition of Robert' Rules of Order - Newly Revised shall govern the organization in all cases to which they are applicable and in which they are consistent with these Bylaws and any special rules of order this organization may adopt.

ARTICLE XII - RELOCATION/DISSOLUTION OF TVWGC

In the event that TVWGC can no longer operate at GCRC, the current Board of Officers shall follow these guidelines in determining the fate of the club and any monies that may be in the treasury.  Prior to completion of either option, the Board should attempt to get a majority vote from the current general membership.  If a meeting of members cannot be assembled or reached by other means (i.e., phone, fax, email, etc.) in order to obtain a vote, the Executive Board may make the final decision without a general membership vote.  A notification of the decision should be made and action should not be started until the membership has been notified 30 days in advance of any action on the decision.

Section 1.  RELOCATION OF TVWGC
Executive Board (EB) is to appoint a committee to research other courses in the area without an existing women's golf club, or they may look at clubs that have women's golf clubs already established wherein TVWGC could consider merging with such an existing club.

  • EB will consider the results of the committee's research and will present suggestions(s) to the general membership.  A vote by the majority of members present will determine any action to be taken.
  • All monies, held by the club, that have been paid into side pots (birdie, ringer, chip-in/sandy) by members, prior to any relocation decision, will be refunded to those members not wishing to relocate.  Checks will be mailed within thirty (30) days after the relocation is completed.
  • No refund of membership dues will be paid to members that opt not to relocate.
  • WPLGA and any other organization affiliates will be notified by the Handicap Chair of new location, new name, etc.
  • GCRC will be notified by the President on behalf of the Executive Board.

Section 2.  DISSOLUTION OF TVWGC
In the event the TVWGC Executive Board deems it necessary, and votes to dissolve TVWGC, the following procedures shall be followed:

  • Notify the general membership of the EB's action to rescind the Bylaws.
  • President will appoint a final auditing committee.  Upon completion of audit and payment of all obligations, any unused monies will be refunded pro-rata within thirty (30) days, after the completion of the final audit, to all members in good standing at that time.
  • All side pot monies (birdie, ringer, chip-in/sandy) held by TVWGC will be refunded to current participants in those side pots.
  • WPLGA, GCRC and/or any other current organization affiliates will be notified by the President on behalf of the Executive Board.
  • The President will be responsible for storing all records either herself or by appointment.

Revised:  6/14/2016





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