This page contains the Guidelines and Procedures, followed by the By-Laws
GUIDELINES AND PROCEDURES
THE PRESIDENT
The President carries the major responsibility for the success, effectiveness and reputation of an organization. A capable President must therefore have a practicable understanding of the objectives, policies, traditions and goals of the organization, as well as a workable knowledge of how to plan and conduct a meeting.
She must be, or become, very familiar with the bylaws and other rules of the organization and be satisfied to work within the reach or limitations set by them. Knowledge of basic principles of parliamentary procedures and how to apply them is important and can be acquired through study and practice.
She should study the “job descriptions” of the organization and be prepared to assist the officers and chairwomen in the performance of their duties.
As a presiding officer, through the manner in which she conducts a meeting, the President sets an example for the assembly in fairness, courtesy, objectiveness and operation under the rules.
The above are Guidelines. They are not only desirable but necessary for an effective presidency.
Duties of the President:
The duties of the President are prescribed in the Bylaws, Article VI, section 5-A. The procedures that follow are particular to the administration of the CAGD:
1. When you have been elected for the office of President (fall mailing), it is time to begin thinking about your presidency.
2. Confer with the outgoing President regarding meetings dates and sites. Make reservations for the meeting. (You should not be concerned about waiting until you have been installed in the office before beginning plans.)
3. Select and confirm all appointment of Standing Committee Chairwomen.
4. Make plans for your first meeting. The Bylaws, Article V Section 1 require fifteen (15) days notice of the meeting. Three (3) weeks (or more) are desirable. A reservation slip should be included with the call, naming a deadline for reservations. Usually it is necessary to give a count for both meeting and the luncheon at least 72 hours in advance. Include program (speakers) in meeting plans so you will b able to give this information to the Secretary for mailing.
5. Arrive early on the day of your first meeting. The Executive Committee and Chairwomen should each have a copy of the meeting agenda. It is a courtesy and elicits greater interest to provide a copy of the agenda on the meeting tables for the Board members.
6 At the first meeting of the fiscal year the President shall appoint the immediate past President as the Chair of the Nominating Committee and five (5) CAGD members to serve as committee members.
7. START YOUR MEETING ON TIME.
THE VICE-PRESIDENT
To be prepared, the Vice-President should review and study the objective and policies of the current administration and of the organization as a whole. She should become familiar with basic principles of parliamentary procedure and with the Bylaws and other rules of the organization so that she will be able to preside wisely and firmly when called upon.
She should be familiar with all the duties of the President, be willing to serve as the President’s right-hand-man, and be prepared, if necessary, to preside at any meeting without previous notice.
Duties of the Vice-President:
The duties of the Vice-President are listed in the Bylaws, Article VI, Section 4B.
1. The Vice-President is an aide to the President. She is required by the Bylaws to perform such board approved duties as may be assigned.
2. The Vice-President may ce called upon to help in various situations giving her the opportunity to help shape the future of the organization by her objective and impartial responses.
THE SECRETARY
The Secretary is the keeper of the records and aide to the President. A good Secretary has the attributes of being prompt and accurate; knowledge of the organization’s objectives, policies and methods; and understanding of parliamentary law and a sincere desire to help the President conduct a businesslike meeting
The Bylaws Article VI, Section 4-c, describes the basic duties of the Secretary. However, the Secretary will be asked to assume additional responsibilities:
Duties of the Secretary:
1. As is provided for in the Parliamentary Authority (Bylaws, Article X), when the President and the Vice-President are absent, the Secretary calls the meeting to order and presides until a chairwoman pro tem is elected.
2. By checking the minutes of the previous meeting, she should be ready to alert the President of any “unfinished business” which might be overlooked.
3. She shall be responsible for sending meeting notices, reservation slip, and any pertinent materials to the representatives at least three (3) weeks in advance of the meeting.
4. Conduct roll call of the Board members at all meetings of the Board, of the Executive Committee in executive session and keep a record of attendance.
5. When a rising vote is needed, the Secretary will count and record the vote.
6. She will read recommendations of the Executive Committee which require consent or approval of the full Board.
7. Whenever the Bylaws or other rules are amended, the Secretary should record for ready reference on the margins of these documents the date of the meeting in which each change was approved.
8. She shall e-mail or snail mail information passed out at meetings to the Representatives of the clubs not in attendance.
THE TREASURER
The Treasurer is the keeper of funds and the trustee of accounts. A knowledge of book-keeping, accounting and typing are valuable assets for a Treasurer. Of even greater value are integrity, punctuality, thoroughness and a willingness to work within the limits of the organization’s financial procedures.
The Bylaws, Article VI, Section 4-D, provide a comprehensive look at what is expected of the authorized custodian of funds. These provide adequate guidelines. The following procedures are specific to the Treasurer:
Duties of the Treasurer:
1. Reservations and checks for the meeting day luncheons are sent to the Treasurer. She notifies the President of the number attending the meeting and be responsible for meeting day registration.
2. At the meeting day luncheon, verify number of lunches guaranteed, number served, number paid by reservation (lunches of speakers are paid by the District). Pay the account the same day.
3. Attend all tournaments or, if unable to do so, provide the number of checks needed to the Tournament Chairwoman well in advance so accounts may be paid promptly.
4. To prepare and send checks to the charities immediately upon approval by the Executive Board for the current year.
MEMBERSHIP CHAIRWOMAN
1. Keep a complete file of the CAGD membership and update it regularly.
LIAISON REPRESENTATIVE/ASSISTANT SITES
The duties of the Liaison Representative are set in Article VI Section F. The Liaison Representative shall:
1. Talk to clubs that are new or have been members about questions/ problems/need for CAGD to be part of their organization.
2. Encourage clubs to promote blind draw tourneys at their clubs for CAGD members.
3. Promote CAGD tourneys to the member clubs.
4. Work with member clubs to have Representatives at CAGD meetings.
5. Be an “all around” answer person so clubs will find CAGD “user friendly”.
6. Obtain information from clubs that would like to and/ or might be a great place for CAGD tournaments and otherwise help the Sites Chairwoman.
IMMEDIATE PAST PRESIDENT
The Nominating Committee Chairwoman has the responsibility to guide the Nominating Committee members in the process of determining the slate of officers for the following year.
1. After her appointment as Chairwoman, she should call a meeting of the Committee within a reasonable time to determine a slate of officers for the following year.
2. Under the guidance of the Nominating Committee Chairwoman, the Committee should ascertain if prospective officers will serve and be prepared to present the slate to the Secretary for the fall mailing.
3. The immediate Past President, as Chairwoman, shall conduct the installation of the new officers at the November meeting.
REPRESENTATIVES AND ALTERNATES
The procedures in this section will help the Representatives and Alternates in carrying out duties of their positions as listed in Article IX of the Bylaws. The Alternate should be familiar with them in case she has to fill in for the Representative.
MEMBERSHIP:
The membership of the District is directly proportionate to the interest engendered by the Representatives at the club association level.
1. Be informed, be enthusiastic, promote the home course Intra-District Blind Draw and the District tournaments.
2. If a member of your association is joining to be eligible to play in any upcoming event, (Blind Draw or a Tournament), send dues to the Membership Chairwoman and entry to the proper Chairwoman. NEVER INCLUDE DUES WITH OTHER MONEY.
3. As new members join our association contact them for District membership. Dues may be paid at any time of the year. They are NOT pro-rated.
COMPETITION: Five or more tournaments year and five (5) intra-district Blind Draws are scheduled each year.
TOURNAMENTS:
1. When you receive an announcement of a tournament from the Tournament Director. Post immediately.
2. Encourage members to participate in the tournaments to meet, greet and compete with women golfers from all over the valley.
INTRA-DISTRICT BLIND DRAW
1. Plan Blind Draw dates well in advance. Arrange them early in the month on a regular play day so play may be re-scheduled if rained out.
2. Be at your club early on the day of play to collect fees, check handicaps and elligibility. Only CAGD members of your club are eligible.
3. See the section on Intra-District Blind Draw in the Guidelines and Procedures for further information.
Example of Blind Draw Card
GENERAL: As a member of the Board of Directors of the District, the Representative helps shape the policies of and to further the progress of the District. The Representatives and Alternates represent the members of their club association at the District level. The District is able and ready to assist the associations on any problem or concern within its area of authority, or to direct the association to the proper authority.
1. Invite interested and active members to attend meetings and luncheons.
PUBLICITY AND HISTORY CHAIRWOMAN
An organization of stature wishes to honor the accomplishments of its members as well as to make public announcements of its activities. It will also want to keep an official history of the persons and events which have shaped its growth and development.
The Publicity and History Chairwoman shall obtain news media coverage of the CAGD activities. Records shall be maintained to ensure a continuing history of the organization. (Bylaws, Article VII, Section 1-C).
Procedures that cover both parts of this important endeavor follow:
1. Attend all tournaments and other activities of the District.
2. Take picture of winners in tournaments.
3. Obtain list of winners and position of win from the Tournament Director.
4. Prepare a copy for the media. Names, addresses. Phone numbers etc should be in the Publicity and History file.
5. If a fax service is available to you, fax results as quickly as possible. Some tournament sites may have a fax machine.
6. Be very careful with the spelling of names.
7. At meetings, a picture of a speaker or an important guest will add to the history book.
8. Take pictures of the officers and Committee Chairwomen for the continuing record and note term of office appointment.
9. Keep the history book up to date, neat and attractive for those who follow.
TOURNAMENTS
REGULAR TOURNAMENTS
The five (or more) annual tournaments are not only competitions among the members but also provide a way for the women of the central part of the state to get together, get acquainted and play different courses throughout the area.
All members of the Tournament Committee should be included in the planning of the tournaments and when needed, to help on the day of the tournament.
Winners should be announced during the luncheon.
The rules and information sheet should include the manner in which ties will be broken. In the plan for play, the committee should be guided by the following:
1. A maximum handicap index of 40.4
2. Mulligans may not be used.
3. The competition will be determined by the Tournament Committee and the Executive Board as deemed appropriate to fill the field.
TOURNAMENT DIRECTOR
AND
TOURNAMENT COMMITTEE
The Tournament Committee shall be comprised of the Tournament Director, Sites Chairwoman, Rules Chairwoman, and the President.
The Chairwoman of the Tournament Committee is the Tournament Director and is responsible for carrying out competitions.
The responsibilities of the Tournament Director, once a site has been selected, are:
1. Make the pairings and score cards.
2. Make Tournament announcement flyers.
A. Before making up flyers, double check with pro and dining room mangers to verify price, time and number of players.
B. Prepare the announcement flyer and send to all Representatives six (6) weeks before the tournament. Announcements should include:
1) Name of club, address and any helpful information on travel
2) Date and time of shotgun and the handicap update being used.
3) Opening and closing entry dates. The pro will want the pairings and and alphabetical list several days prior to the tournament.
4) Explanation of the game to be played.
5) ELIGIBILITY: All entrants must be members of the CAGD and have a verifiable handicap
6) Fees: Checks payable to CAGD. There should be check from each team.
7) Prizes will be gift certificates.
8) Entries should include: Name, home club name,, telephone number. E-mail address and a signed release form for each player.
9) Mention special rules, such as no coolers permitted, spikeless shoes only
and club’s cart policy, if necessary.
3. As entries arrive:
A. The Tournament Director should check each entry with the membership roster to verify membership in CAGD. Do a handicap inquiry to verify current handicap and keep all entries in order to prepare pairings when the time comes. E-mail verifications may be made to assure entrants that their entry has been received in time and they are in the tournament. Sometimes a phone call is necessary to determine eligibility. If the entrant is not on the membership list...if need be the entrant join the CAGD to be eligible. Their dues should be paid to their Representative and forwarded to the Membership Chair immediately to they can play.
B. Make any changes with the pro shop and outside services personnel.
C. Make any necessary announcements just before participants leave the service area.
D. Announce the winners and special prize
awards at the luncheon. Also announce all scores will be posted by the Tournament Committee.
E. Pay the bills, making sure they are correct, if the Treasurer is there, be sure she has knowledge of what the bills should be so she can pay them.
F. Provide the Treasurer with an account of any expenses you may have incurred for reimbursement.
4. After the tournament:
A. Post all scores from the players in the tournament, using electronic option.
B. Provide the Secretary with the name and address of anyone that should receive a thank you letter and send a list of winners to the Historian to be included in the history book along with the pictures which were taken.
THE SITES CHAIRWOMAN
The sites Chairwoman is responsible for selecting the sites of tournaments. The procedures that follow will be helpful in the performance of her duties:
1. The sites should be selected one year in advance, if possible.
2. There should be a minimum of two tournaments in the spring and two in the fall.
3. When selecting sites, if possible, one should be in each area of the District to be fair to all.
4. The site selected should have adequate room for the
luncheon to accommodate the number of participants in
the tournament and sufficient carts available.
5. Before booking a tournament, make sure the pro shop has sufficient merchandise for prizes and determine cart path restrictions.
6. A complimentary round of golf for the Tournament Committee should be made part of the contract to allow the Tournament Director and the Rules Chairwoman to scan the course and make any notations which may be needed on the rules sheet for the tournament.
THE RULES CHAIRWOMAN
The Rules Chairwoman shall prepare Rules and Local Rules instructions for each tournament in accordance with the USGA rules, and shall be responsible for rulings at each competition.
The Rules Chairwoman should be available to the Tournament Director for advise on the Rules of Golf and assist the Director in planning and conducting competitions. The procedures that follow will be of help in the performance of her duties.
1. Prepare a rules and information sheet including:
A. Explanation of the event.
B. Any Special competitions: Longest drive, closest to the pin, etc. List hole numbers.
C. Local rules.
D. Special rules; restrictions on cart travel, coolers, spikeless shoes, etc.
E. Any other information the contestants need to know.
2. Provide the pro shop with sufficient copies of this sheet: One for each cart and copies for the pro shop and registration table.
3. At the competition, have on hand a current copy of the “Rules of Golf”, and of the “Decisions on the Rules of Golf”.
4. During play, it is advisable to make rounds of the course, handling any problems which may arise and ensuring a proper pace of play.
5. Throughout the year, be available to answer requests for rules of golf information.
INTRA-DISTRICT BLIND DRAW
The Intra-District Blind Draw Tournaments provide competition and prize money between the clubs five (5) times a year. At present they are held in January, February, March April and November.
GUIDELINES FOR THE REPRESENTATIVE
1. The Representative may run these events on any one day of the month, but the first play day of the month is preferred. Only CAGD members at your club are eligible to participate.
2. Use standard 3x5 file cards. Print all information and complete cards. One entry per member. A sample is provided in your book.
3. Collect $1.00 from each player. Send correct amount in one check made payable to CAGD along with file cards.
4. Although the club has the entire month to play the event, it should be soon enough to ensure the Blind Draw Chairwoman receives a club’s entries by the last day of the month. Late entries will NOT be included in the draw.
5. When you receive the winners’ names and amount, put the winners list on the bulletin board.
6. If the club is not having a Blind Draw event in any particular month, please notify the Chairwoman.
NOTE: For those members who play at more than one club, they may enter a Blind Draw at each club, provided they have paid CAGD dues at each club.
ANNOUNCEMENT OF THE DRAW
Arrangements should be made to distribute flyers announcing the blind draw to the different clubs. At the March meeting have flyers for the November Blind Draw. At the November meeting, for the January Blind Draw and at the January meeting the ones for the February, March and April Blind Draws.
Labels with the Blind Draw Chairwoman’s name and address should be provided for each Representative for each month. This makes it easier for the Representative to return the cards to the Blind Draw Chairwoman .
The Secretary should be given the materials not picked up by the club at the meeting to be included with other information that is mailed to the club’s Representative.
RECEIPT OF MONTHLY BLIND DRAW
As the envelopes arrive, verify membership of all participants, count cards and verify the check amount covers the number of cards sent. At times, the check amount exceeds the number of cards as a player might not finish a round. Make a list of the number of entries.
Draw 1/3 of the cards from each club as they arrive. Put these aside to take part in the drawing of partners When you receive the cards from all the clubs who are participating, you can draw partners, staple cards together and add totals.
THE PAYOFF
Take the total amount from the checks and add the amount Central District is allowing each Blind Draw.
Using the list of names, post the amount each player has won. Then sort by club and amount. The computer is a great help, however, just paper and pencil following the procedures will bring the same results.
FOR THE TREASURER
An envelope addressed to each club participating was prepared. In the envelope was placed two (2) copies of the list of winners, one for the bulletin board and one to be retained by the representative. In addition, a recap sheet showing the amount won by each club. On the flap of the envelope indicate the amount of the check that the Treasurer should prepare.
CENTRAL ARIZONA GOLF DISTRICT BY-LAWS
ARTICLE I
The name of this organization shall be CENTRAL ARIZONA GOLF DISTRICT, hereinafter referred to as the CAGD, a non-profit organization.
ARTICLE II
SECTION 1: To promote the interest of golf among women of the CAGD.
SECTION 2: To organize, arrange and conduct golf activities of the CAGD.
SECTION 3: To assist, upon request, the club associations of the CAGD.
ARTICLE III
SECTION 1: ELIGIBILITY
B. Individual: Membership shall be limited to individuals who maintain a valid USGA recognized handicap index and are over the age of eighteen (18).
SECTION 2: DUES
B. The annual individual dues shall be an amount set by the Board of Directors. (Currently $5.00 a year).
C. The Representative will send a membership list accompanied by one check to cover dues to the Membership Chairwoman.
D. The Representative shall send dues of new members after January to the Membership Chairwoman in one check on a monthly basis.
ARTICLE IV
SECTION 1: The CAGD shall be governed by these Bylaws, Standing Rules, Guidelines and procedures.
SECTION 2: The Board of Directors shall consist of one representative from each member club, members of their Executive Committee and committee chairwomen.
SECTION 3: The Executive Committee shall consist of the elected officers, The Tournament Director, The immediate past President and the Committee Chairwomen.
SECTION 4: The Executive Committee shall have the power to transact business between meetings of the Board of Directors.
SECTION 5: The Executive Committee shall adopt Standing Rules for the CAGD, subject to ratification by the Board.
ARTICLE V
SECTION 1: At least one (1) regular meeting of the Board of Directors shall be held annually at a times and place to be determined by the President, upon fifteen (15) days notice to each member.
SECTION 2: The regular meeting in November shall be the annual meeting and shall be for the purpose of electing and installing officers, receiving reports of the officers and committees and for any other business which may arise.
SECTION 3: Special meetings may be called by the president, ten (10) members of the Board, or upon request of one tenth (1/10) of the membership. The purpose of the meeting shall be stated in the call. Except in the case of an emergency, at least three days (3) shall be given.)
SECTION 4: A majority of the Board of Directors shall constitute a quorum.
SECTION 5: Special and emergency matters may be voted on by e-mail or mail and shall require a majority vote for adoption. This action shall be recorded in the minutes of the next Board of Directors meeting.
SECTION 6: Any individual member may attend Board meetings as an observer.
ARTICLE VI
SECTION 1: The elected officers of the organization shall be: President, Vice President, Secretary, Treasurer and Membership Chairwoman.
SECTION 2: Newly elected officers shall assume office at the
beginning of the fiscal year and shall serve for a term of two (2) years or until the successors are elected, and may be elected to the office for an additional term. No member shall hold more than one (1) office at a time, and no officer shall be eligible to serve more that two (2) consecutive terms in the same office.
SECTION 3: In case of a vacancy in an elected office, except the Presidency, the remaining officers shall, by majority vote, elect a successor to hold office until the next regular election.
SECTION 4: DUTIES: The officers shall perform the duties prescribed by the bylaws and by parliamentarian authority adopted by this organization. They shall deliver to their successors, all materials pertaining to their office, and be available to assist their successors in the proper assumption of their duties. Each shall make an annual report at the annual meeting.
2. Call meetings of the Board and of the Executive Committee.
3. Prepare, with the assistance of the Executive Board an annual budget of Board approval.
4. Be an ex officio member of all committees
except the nominating and audit committees.
5. Appoint the chairwomen of the Standing Committees, and may appoint any special committee deemed necessary;
2. Assist the President in her duties, upon request, and perform such Board approved
duties as may be assigned.
2. Conduct the correspondence of the District.
3. Prepare minutes of each meeting for all members of the Board.
4. Send a list of all CAGD officers and representatives to the AWGA office as required.
2. Disburse funds in accordance with the budget, or pursuant to an appropriation especially made by the Board or Executive Committee, and keep an account of all expenditures.
3. Present a financial statement at each meeting of the Board.
4. Present a written report of all receipts and disbursements during the fiscal year to date at the annual meeting.
5. Present the books of the CAGD for an annual audit prior to the first meeting of the next year.
6. Prepare a budget work sheet that includes the current budget, expenditures and a space for the proposed budget.
membership and update it regularly. Send all information to the Tournament Chair, and Blind Draw Chair on a regular basis.
2. Maintain a complete list of Member club’s representatives, their addresses, phone numbers and e-mail addresses. Send this information to all Executive Board members.
ARTICLE VII
SECTION 1 STANDING COMMITTEES AND DUTIES.
B: The Intra-district Committee shall conduct Intra-district (Blind Draw) events according to a format approved by the Executive Committee.
C: The Publicity and History Committee shall keep photos to assure complete history of the CAGD.
D: The Rules Committee shall be present at tournaments to assure compliance with the USGA rules
E: The Sites Committee shall work with the
Tournament Chairwoman to locate and contract CAGD future tournament sites.
F: Liaison Representative shall:
2. Aid and assist current CAGD representatives.
3. Assist the Sites Chairwoman.
SECTION 2 SPECIAL COMMITTEES
ARTICLE VIII
SECTION 1:
At the first meeting of the fiscal year, the President shall appoint the immediate past President as chairwoman of the Nominating Committee. A Nominating Committee shall be selected as set forth in the Guidelines and Procedures. The Nominating Committee chairwoman shall have no vote.
B. If the immediate past President is unable to serve, the President shall appoint another member of the Board to serve in her place.
C. The Nominating Committee report shall be submitted to the Membership preceding the annual meeting.
D. Nominations may be made by e-mail with prior written consent of the nominee.
SECTION 2 ELECTIONS:
annual meeting. The election of the President and membership Chairwoman shall be conducted on odd years and the election of Vice President, Secretary, and Treasurer shall be conducted on even years.
B: The election shall take place by mail-in ballot. A majority of the votes cast shall constitute an election.
C: The officers shall be installed at the annual meeting and shall take office on January 1st.
ARTICLE IX
SECTION 1: The Representative of the member club shall:
B. Collect dues for the individual memberships and send these to the Membership Chairwoman along with the required information prior to the end of the fiscal year, and during the year for the new members on a monthly basis.
C. Post tournament announcements with entry forms at her home club.
D. Schedule and conduct Intra-district competitions at her home club and send required information to the Intra-district Chairwoman.
E. Keep her club membership informed of CAGD policies and projects.
F. Keep her Alternate informed so the Alternate will be qualified to act in her absence at the District meetings or at her home club.
SECTION 2: The Alternate Representative shall:
B: Act as the Representative (with vote) in the event the Representative is absent from the CAGD meeting.
C: Be informed regarding the operation and functions of the CAGD, the duties of the Representative, and assist the Representative in her duties.
ARTICLE X
The rules contained in the current edition of “Robert’s Rules of Order Newly Revised” shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and special rule of order the organization may adopt.
ARTICLE XI - AMENDMENTS
These bylaws may be amended by a two-thirds (2/3) vote of the Board of Directors provided that the amendment has been submitted to the members of the Board at least two (2) weeks prior to the vote.
STANDING RULES
1. Individual annual membership dues in the amount of $5.00 shall be paid through the Representative of the member club, and shall be sent to the CAGD Membership Chairwoman prior to the end of the fiscal year.
2. When membership is requested by a non-represented individual, the annual dues shall be sent directly to the CAGD Membership Chairwoman
3. A reserve fund of $1000.00 shall be maintained to ensure operating funds for the incoming board.
4. All CAGD competitions shall be conducted in accordance with the USGA Rules of Golf and such Local Rules and conditions as are published for each individual tournament.
AMENDMENTS
These Standing Rules may be amended:
1. By a majority vote of the Board of Directors at any meeting provided notice of the proposed action has been given at a previous meeting.
2. By a two-thirds (2/3) vote of the entire Board of Directors at any meeting without previous notice of the proposed amendment.
Amended January 15, 2006