PECAN GROVE PLANTATION

WOMEN’S GOLF ASSOCIATION

BY-LAWS

 

 

ARTICLE I - NAME

 

The name of this organization shall be the Pecan Grove Plantation Women's Golf Association (WGA).

 

ARTICLE II - OBJECT

 

The object of the WGA is to promote good fellowship and sportsmanship among its members and to encourage active participation of its members in playing golf and taking part in golf tournaments under United States Golf Association (USGA) rules and regulations.

 

ARTICLE III - MEMBERSHIP

 

Section 1 Persons eligible for membership in the WGA shall be women whose family heads (or who are family heads themselves) are golf dues-paying members of the Pecan Grove Plantation Country Club (PGPCC).

 

Section 2 Any regular member, with WGA and PGPCC dues paid to date, shall be in good standing and entitled to vote and to participate in events conducted under the auspices of the WGA.

 

Section 3 Regular membership dues are billed through the Club at the beginning of each year. Withdrawal from the WGA must be requested through the PGPCC Accounting Department by the end of the February billing cycle. The Membership Chairperson and Treasurer should be notified. Said member will be refunded full dues at this time; any time after February 28/29 there will be no refund. Any new member joining after July 1 shall pay half the membership dues for that year. Any change in the annual dues may be made by a majority of members present at any meeting. No golfer under 18 years of age is eligible for membership in the WGA.

 

ARTICLE IV - OFFICERS AND ELECTIONS

 

Section 1 The elected officers of the WGA, known as the Executive Board, and the appointed Advisory Committee shall together be known as the Board of Directors. They shall be selected by a nominating committee comprised of five (5) WGA members in good standing.

 

Section 2 The Executive Board of the WGA shall be comprised of the President, Vice-President, Secretary, Treasurer, Weekly Tournaments Chairperson, Major Tournaments Chairperson, Rules and Handicaps Chairperson, Ways & Means Chairperson, Past President (honorary officer), and WGA Representative to the Board of Governors. The Advisory Committee shall be comprised of Awards, Publicity, Ringer Board, RoadRunners Interclub Representative, Wednesday 9-Hole Representative, Saturday Ladies Representative, Social, Southwest Interclub Representative, TeeTimers Interclub Representative, Communications, Rally for the Cure, and the Website Coordinator. All members will have voting privileges. The officers shall be elected for a one-year term at the November general membership meeting, installed at the December luncheon, and assume their duties at that time.

 

Section 3 Any vacancy in an elected Executive Board position shall be filled by an election from the general membership. Any vacancy in an Advisory Committee position shall be filled by appointment of the Executive Board.

 

Section 4 A candidate for each office, to be voted on at the general membership meeting in November, shall be selected by a Nominating Committee. The Executive Board shall appoint a Nominating Committee comprised of five (5) members who shall select their own Chairperson. The names of the Nominating Committee shall be posted no later than September 1 of each year. The slate of candidates shall be presented to the membership and posted at least thirty (30) days before the election. The adoption of the entire slate of candidates by acclamation with a majority vote is acceptable. Before the election at the general membership meeting in November, other nominations may be made from the floor. When there are nominations from the floor, election shall be by separate written ballot for each contested office with a tally to be reported after each election. Members of the Nominating Committee may be candidates. The President may not serve on the Nominating Committee.

 

ARTICLE V - MEETINGS

 

Section 1 The Board of Directors shall hold three meetings per year, the date and time of which shall be at the discretion of the President.

Section 2 The WGA shall hold three (3) general membership meetings per year to be held in the months of January, June/July and November.

 

Section 3 Special meetings may be called at any time by the President, by the Vice-President in the absence of the President, or by written petition to the Executive Board by ten (10) regular members. The Secretary shall be responsible for notifying all members of such special meetings. This shall be done at least two (2) days prior to such meetings, informing members as to the time and purpose.

 

Section 4 The general membership meeting held in November shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise.

 

Section 5 At any general membership meeting, fifteen (15) voting members shall constitute a quorum. This quorum may be constituted from members present plus assigned proxies.

 

Section 6 All meetings of the WGA shall be held at the Pecan Grove Plantation Country Club, unless otherwise agreed upon.

 

ARTICLE VI - THE BOARD OF DIRECTORS

 

Section 1 The Board of Directors, comprised of the Executive Board and the Advisory Committee, shall have the general supervision of the affairs of the WGA between its meetings, fix the hour and place of the meetings, make recommendations to the WGA and shall perform such other duties as are specified in these By-laws. The Executive Board has the power to handle business items of a time-critical nature between meetings, provided they do not modify any previous actions taken by the Board of Directors. The Board of Directors shall be subject to the orders of the WGA and none of its acts shall conflict with the actions taken by the WGA. Business items that are of a time-critical nature are allowed to be discussed and voted on (proxy voting not allowed) by the Executive Board via e-mail.  All transmissions and actions taken via e-mail will be reported at and become a part of the minutes of the next regularly scheduled meeting.

 

Section 2 A quorum of two-thirds of the voting board members is necessary to conduct business at any Board of Directors meeting. This quorum may be constituted from board members present plus assigned proxies. Special meetings of the Board of Directors or of the Executive Board may be called by the President, or can be called upon by written request to the President by at least three members of the Board of Directors.

 

Section 3 The Executive Board shall have the power upon its majority vote to arbitrarily reduce or raise the handicap of any member whose abuse of the handicap system is indicated by facts. After a review of these facts with such a member, the Executive Board shall determine the exact penalty and, in extreme cases, the Board may withdraw such player's handicap as recommended by the USGA (in USGA Handicap System, Section 8-4).

 

Section 4 Members of the Board of Directors shall attend all Board of Directors meetings. Three consecutive absences from the Board of Directors meetings by a member of the Executive Board will constitute an automatic resignation from the Board.

 

ARTICLE VII - DUTIES OF THE EXECUTIVE BOARD

 

Section 1 It shall be the duty of the President to preside over all meetings of the WGA and of the Board of Directors. The President shall have general supervision of the affairs of the WGA. The President may call meetings or appoint committees necessary to expedite business to be conducted in the following year. Anytime during the year she may appoint special committees as the necessity for them may arise, and in each case prescribe their duties and powers. The President shall be an ex officio member of the above committees.  The president will represent the WGA at the Board of Governors meetings and convey the WGA membership ideas and views to the Board of Governors and Club Management and will endeavor to convey the ideas and views of Club Management and the Board of Governors' decisions to the WGA membership.

 

Section 2 The Vice-President, in the absence of the President, shall preside at all meetings of the WGA and of the Board of Directors. In the event the President is unable to continue in her office, the Vice-President shall succeed to the office. She shall act as Membership Chairperson, maintaining an accurate list of current members and contacting prospective members. In addition, she shall be responsible for managing the Sunshine Fund.

 

Section 3 Duties of the Weekly and Major Tournaments Chairpersons

 

(a) Subject to the approval of the Board of Directors, the Weekly Tournaments Chairperson shall be responsible for planning and conducting all weekly competitions.  She shall insure that all play day scores are submitted to the Ringer Board Chairperson.

 

(b) Subject to the approval of the Board of Directors, the Major Tournaments Chairperson shall be responsible for planning and conducting (including, but not limited to, their type and cost) all major competitions: the Handicap Tournament, the President's Cup, the Member Guest, and the Club Championship Tournament. She shall ensure that all Major Tournament scores are submitted to the Ringer Board Chairperson.

 

(c) The Weekly and Major Tournaments Chairpersons, subject to the approval of the Board of Directors, shall prepare a schedule of events for the year. When planning the events, they shall consult the Pro Shop to avoid conflicts with other golfing events. The season will begin in January and end on the Saturday before Thanksgiving, with the last events of the season being a Turkey Shoot to be held on both Wednesday and Saturday.  They shall work with the Rules and Handicaps Chairperson in preparing the Terms of Competition. They will be responsible for submitting calendar changes to the Website Coordinator to be posted to the website.

 

Section 4 The Secretary shall keep records of the meetings of the WGA and of the Board of Directors for a period of five years, after which they shall be forwarded to the Historian. She shall attend to the necessary correspondence of the WGA. She shall be responsible for notifying members of all meetings. She shall be responsible for forwarding by-laws and standing rules amendments to the Web Site Coordinator to be posted to the website.

 

Section 5 The Treasurer shall keep the accounts belonging to the WGA for a period of five years, which shall at all times be open to inspection. After five years they shall be forwarded to the Historian. A report of the financial condition of the WGA shall be read at each business meeting. She shall act as Chairperson of the Finance Committee. All non-budgeted expenditures in excess of $25.00 must be specifically approved by the Board of Directors in advance. Expenditures in excess of $200.00 or of more than that allowed by the annual budget must be approved by the membership.

 

Section 6 The Rules and Handicaps Chairperson shall be responsible to the Board of Directors for all aspects of handicapping. She shall be responsible to the WGA for advice on the USGA rules of golf; for cooperating with the Major and Weekly Tournaments Chairpersons in planning and conducting competitions; and for promoting knowledge of and adherence to the USGA rules of golf among the membership. She shall inform all new WGA members of the local rules of play and the establishment of handicaps. She shall be consulted and shall make an official decision concerning any USGA or local rules during play days and tournaments. She shall assist in making decisions concerning suspension of play when necessary.  As Rules and Handicaps Chairperson, she will be authorized to consider any complaint of any WGA member as to incorrect handicaps and/or breaches of the USGA rules for establishing and maintaining handicaps. The Rules and Handicaps Chairperson with the Executive Board will be an investigatory and advisory committee.  It will submit all findings and recommendations for action to the PGPCC Handicap Chairperson for approval and action.

 

Section 7 The Wednesday 9-Hole and Saturday Chairpersons shall coordinate with the Weekly Tournaments Chairperson on play days.  They shall ensure that all play day scores are submitted to the Ringer Board Chairperson.

 

Section 8 The Ways & Means Chairperson shall be responsible for any fund raising activities other than the collection of regular dues and shall report to the Board of Directors.

 

Section 9 The Immediate Past President shall serve as an honorary member of the Board of Directors without voting privileges. If the position becomes vacant for any reason, it is not necessary to fill it.

ARTICLE VIII - DUTIES OF THE STANDING COMMITTEES

 

Section 1 The Awards Chairperson shall work with the Major Tournaments Chairperson in purchasing awards for all WGA golf events. With the Board of Directors approval she shall purchase the year-end awards for winners designated by the Ringer Board chairperson. She shall be responsible for coordinating the WGA Club Championship plaque and picture, as well as keeping all trophies of each tournament up to date. She will also keep current the Interclub and Past President's plaque and order the Pecan Tree Charms and stones as necessary.

 

Section 2 The Interclub Representatives shall fulfill PGPCC responsibilities to the RoadRunners Interclub, the Southwest Interclub, and the TeeTimers Interclub, and report to the Board of Directors and the membership. Each representative is responsible for selecting an assistant.

 

Section 3 The Publicity Chairperson shall be responsible for forwarding WGA related matters to PGPCC for publication in its newsletter, and other publicity related items as requested by the Board.

 

Section 4 The Ringer Board Chairperson shall be responsible for recording weekly scores for Wednesday and Saturday play days and designated tournament scores. She shall keep records of any other yearly competitions and shall notify the Awards Chairperson of the winners of the year-end awards.

 

Section 5 The Saturday Ladies Chairperson shall work with the Weekly Tournaments Chairperson to coordinate the game of the day.

 

Section 6 The Social Chairperson shall be responsible for the menu, refreshments and decorations for all Major Tournaments and the December Awards Luncheon. The type and cost shall be reported to the Major Tournaments Chairperson for the tournaments and to the Board for everything else.

 

Section 7 The Communications Chairperson is responsible for forwarding all WGA related matters to its members via e-mail, including, but not limited to, notification of meetings, play day and tournaments announcements, and other matters requested by the Board.

 

Section 8 The Wednesday 9-Hole Chairperson shall work with the Weekly Tournaments Chairperson to coordinate the game of the day. She will report results to the Weekly Tournaments Chairperson for posting of scores and winnings.

 

Section 9 The WGA charity event chairperson will have a committee consisting of at least a co-chair and a treasurer who are current WGA members. The committee will provide regular financial updates to the WGA president. The event treasurer will work closely with the WGA treasurer with money handling procedures. The Charity Event will keep its own account within PGPCC’s bookkeeping system, separate from the WGA account.

Section 10 The Website Coordinator shall be responsible for all aspects of the WGA web site with approval or at the direction of the Board of Directors, including but not limited to, posting sign-up sheets, preparing news items, maintaining a current membership roster, and publishing updated By-Laws and Standing Rules.  She will also serve as a back-up for the Communications Chairperson.

 

ARTICLE IX - FINANCE COMMITTEE

 

The Finance Committee shall be comprised of the Treasurer, President, Awards Chairperson, Social Chairperson and Major Tournaments Chairperson. The Committee shall prepare and present to the Board of Directors for approval an annual budget, which shall be posted at the beginning of the year. The Committee shall advise the Board of Directors and make recommendations concerning all financial matters of the WGA.

 

ARTICLE X - PARLIAMENTARY AUTHORITY

 

The rules contained in the current edition of Robert's Rules of Order (Newly Revised) shall govern the WGA in all cases in which they are applicable and in which they are not inconsistent with these By-laws or any special rules of order the WGA may adopt.

 

ARTICLE XI - AMENDMENT OF BY-LAWS

 

These By-laws may be amended by a two-thirds vote at any general membership meeting of the WGA, a quorum being present.

 

[Amended January 2020]

 

© 2020 Pecan Grove Plantation Country Club Women's Golf Association

Richmond, Texas