(Revised November 2020)
ARTICLE I – MEMBERSHIP
Membership in this organization shall be open to all women golfers over the age of 18 and upon establishment of a USGA GHIN Handicap through Torres Ranch Golf Clubs and upon payment of Association dues.
ARTICLE II – BOARD OF DIRECTORS
Section 1. The business of this Association shall be managed and conducted by the Board of Directors composed of the elected officers.
Section 2. The Board of Directors shall have the power to fill any vacancy in their number and the office of President and Vice President until the next annual election. This shall be subject to the approval of the Executive Committee.
Section 3. The Board of Directors shall have the power to call special meetings of the Association when in their discretion the same shall be necessary or advisable.
Section 4. The Board of Directors shall meet at the call of the President or Vice President in the absence of the President. A majority of its members shall constitute a quorum.
ARTICLE III – OFFICERS
Section 1. The President shall preside at all meetings of the Association and at meetings of the Board of Directors and Executive Committee. She shall name Chairwomen of the Standing Committees on which she shall act as member ex-officio except Nominating Committee.
Section 2. During the absence or disability of the President, the Vice President shall perform her duties and shall act as a member ex-officio except the Nominating Committee
Section 3. The Secretary shall keep the record of all meetings of the Association, the Board of Directors, and the Executive Committee. She shall also be membership chair. Member application forms and checks will be sent to her or the President. She shall keep the league membership list updated. She will also be responsible for coordinating communications to all members upon request.
Section 4. The Treasurer shall keep an accurate account of all funds received by her, depositing such monies in the name and to the credit of the Association. She shall make a like report whenever requested by the Board of Directors.
ARTICLE IV – EXECUTIVE COMMITTEE
A) The Executive Committee shall consist of the four Officers of the Association, the outgoing President and the appointed Committee Chairs.
B) The Executive Committee shall meet regularly, as determined by the Board of Directors.
C) Meeting of the Executive Committee will be announced to the members and may be attended by any member of the Association in good standing.
D) The Executive Committee shall make and amend rules for the conduct of golf tournaments and social affairs which the Association may decide to sponsor and expend funds of Association in conducting these functions.
E) If special meetings are required, they shall be called either by the President, three members of the Executive Committee or ten members of the Association. Requests for special meeting, other than by the President, shall be submitted in writing and signed by all requestors and shall state the purpose of the meeting. Should a special meeting be required, membership will be notified prior to the meeting.
F) The Executive Committee shall have the authority to adopt Standing Rules which govern daily operations related to, but not limited, to tournaments and Competition.
G) The Executive Committee shall not approve expenditures not specifically covered in the budget over $100.00 without the vote of the membership.
H) The members of the Executive Committee shall be appointed for a period of two years.
ARTICLE V - COMMITTEES
It shall be the duty of the President, as soon as possible after her election, to appoint Chairwomen of the Standing Committees as needed.
A) Tournament Chair: The chair shall be responsible for tournaments within the Association. (See detailed job description under Chairman’s Guidelines).
B) Rules Chair: The chair shall make a careful and thorough study of the USGA Rule of Golf as well as the local course rules which shall be posted. Shall be a resource to members on the rules of golf. (See detailed job description under Chairman’s Guidelines).
C) Hospitality Chair: The chair shall be responsible for contacting and greeting new members and guests, and for sending greeting cards and flowers as necessary. (See detailed job description under Chairman’s Guidelines).
D) Handicap Chair: The chair shall be responsible for handling handicaps by instructing members on posting procedures, keeping handicap information and ensuring that TRLGA is certified. (See detailed job description under Chairman’s Guidelines).
E) Inter-Club Chair: The chair shall attend the Captain meetings, post information on all upcoming competitions, signup sheets, qualification dates and courses competition will be held. (See detailed job description under Chairman’s Guidelines).
F) Publicity Chair: The chair shall be responsible for bulletin boards and collecting information regarding Association events for submission to local newspapers. (See detailed job description under Chairman’s Guidelines).
G) State representative Chair: The chair shall be responsible for attending State meetings as needed, run the Medallion Tournament and posting of upcoming events. (See detailed job description under Chairman’s Guidelines).
H) Southern District Chair: The chair shall collect yearly dues of SDWGA from members, post upcoming State events and run local State Tournaments. (See detailed job description under Chairman’s Guidelines).
I) Nominating Committee: The Nominating Committee shall consist of the nine chairpersons on the Executive Committee. ight chairpersons on the Board: Hospitality, Inter-club, Publicity, Rules, Southern District, State Representative, Tournament and Handicap Chairperson. The immediate past President will serve as Chairman of the Nominating Committee.
J) Play Day Chair: The chair will work with the Pro-Shop, manage pairings software, determine weekly games, and be responsible for ringers at both courses.
ARTICLE VI – NOMINATING COMMITTEE
The Nominating Committee consisting of nine chairpersons will meet thirty days prior to the December meeting. The immediate past President, who will serve as Chair will call the meeting.
A) The duty of the Nominating Committee is to find candidates for each office: President, Vice President, Secretary, and Treasurer. Persons serving on the committee can be nominated for office. The Nominating Committee should receive a membership list and contact each member to see if they are interested in serving as an officer. The committee should then carefully review the list of candidates and select people they think will do the best job in each office ( a minimum of one candidate per office). A member of the committee should then be selected to call each nominee to see if they would be willing to serve if elected.
B) The Nominating Committee shall post a list of candidates three weeks prior to the closing meeting on the bulletin boards, the Association website, and also email members a list of the candidates from the league email site.
ARTICLE VII – ELECTIONS
A) The Association shall hold its election of officers at the closing meeting in December.
B) A slate of officers shall be presented to the membership by the Nominating Committee.
C) Other nomination may be made from the membership.
D) If there is more than one nominee for any elected position, voting will be done by written ballet.
E) In the event that the Executive Committee determines that a December membership meeting cannot be held, voting for officers may be conducted by email vote. A copy of the slate of candidates shall be emailed to each league member from the league email site three (3) weeks prior to the date established for the December general membership meeting found on the league calendar. Members will have five (5) days to respond to the email, from the date the email was sent, naming any other individuals that they would like to nominate for one of the offices. Within five (5) days of receiving any additional nominees from league members, the nominating committee will send out a complete list of candidates that includes those nominated by the members. Members shall have seven (7) days from the email being sent listing the full slate of candidates to respond to the email and vote for one individual for each elected office. A quorum shall be the numbers of league members that responded to the league email listing the full slate of candidates. A majority of those responding shall determine the elected officers.
F) New officers shall assume their responsibilities at the closing of the December meeting. If voting is done by email, new officers shall assume their responsibilities the date established for the December general membership meeting found on the league calendar.
ARTICLE VIII – FINANCES
A) The amount of dues payable each year shall be determined by the Board of Directors and paid to the Treasurer in December. No member shall be eligible for tournament play until her dues for the current year have been paid. No cancellations or refunds of dues shall be made if a member resigns before close of the year. Handicap fees are paid separately, as well as Southern District dues.
B) An audit shall be conducted by an independent third party appointed by the Board when a new Board in installed.
C) An audit shall be conducted if the Treasurer leaves office before her term has expired.
ARTICLE IX – MEETINGS
A) Regular monthly meetings shall be held 8-9 times during the year: January through May, September through December. Meetings may be called as needed during the months of June through August.
B All dues for TRLGA members must be paid in order for a member to vote.
C) The members present at the meeting shall constitute a quorum unless otherwise specified.
D) All meeting shall be conducted under Roberts Rules of Order, using the most current edition.
ARTICLE X - BY LAW AMENDMENTS
A) A one-third membership shall constitute a quorum at a general membership meeting for changes to the by-laws.
B) In the event that the Executive Committee determines that a general membership meeting cannot be held and there is a need to amend the bylaws, a vote on the proposed bylaw change can be conducted by an email vote. A copy of the proposed amendment must be emailed to the general membership thirty (30) days prior to a separate email being sent to vote on the proposed amendment changes. Members shall have seven (7) days from the email being sent to respond to the email approving or disapproving the proposed bylaw change. A quorum shall be the number of league members that respond to the email. Approval shall be based on the majority of those responding.