Guidelines and Procedures Bylaws and Standing Rules
GUIDELINES AND PROCEDURES
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 chairs 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 4A. The procedures that follow are particular to the administration of the CENTRAL ARIZONA GOLF DISTRICT, hereinafter referred to as CAGD:
1. When you have been elected to the office of President, it is time to begin thinking about your presidency.
2. Confer with the outgoing President regarding meeting dates and sites. Make reservations for the meetings. (You should not be concerned about waiting until you have been installed in the office before beginning plans.)
3. Select and confirm all appointments of Standing Committee Chairs.
4. Maintain communications with CAGD Representatives via email.
5. Maintain and oversee the CAGD website.
6. Make plans for the Annual CAGD Board of Directors, hereinafter referred to as the Board, Meeting. The Bylaws, Article V, Section 1 requires 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.
7. Arrive early on the day of the Annual Board Meeting. The Executive Committee and Chairs 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.
8. At the first Executive Committee meeting of the fiscal year the President shall appoint the Immediate Past President as Nominating Chair.
9. START YOUR MEETING ON TIME.
THE VICE PRESIDENT
The Vice President should review and study the objectives 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 Executive Committee approved duties as may be assigned.
2. The Vice President may be 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.
3. The Vice President shall be responsible for capacity building.
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 4C, describes the basic duties of the Secretary. However, the Secretary may 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 chair 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. 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.
4. When a hand vote is needed, the Secretary will count and record the vote.
5. She will read recommendations of the Executive Committee which require consent or approval of the full Board.
The Treasurer is the keeper of funds and the trustee of all accounts. 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 4D, provide a comprehensive look at what is expected of the authorized custodian of funds. 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 and Secretary of the names and number of members attending the meeting and is 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, the President will pay the course at the end of the tournament day.
4. Prepare and send Blind Draw checks for the five monthly (January, February, March, April and November) Blind Draws to the Reps in a timely manner.
5. Prepare and send checks to the charities immediately upon approval by the Executive Committee for the current year.
1. Keep a complete file of the CAGD membership and update it regularly. Send all information to the President, Treasurer, 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 email addresses. Send this information to all Executive Committee members.
IMMEDIATE PAST PRESIDENT
The Nominating Chair has the responsibility to determine the slate of officers for the following year.
1. After appointment as Chair, within a reasonable time, determine a slate of officers for the following year.
2. The Nominating Chair should ascertain if prospective officers will serve and once determined be prepared to present the slate to the Board Reps for approval prior to the Annual Board Meeting.
3. The Immediate Past President, as Chair, shall conduct the installation of the new officers at the Annual Board Meeting.
REPRESENTATIVES AND ALTERNATES
The procedures in this section will help the CAGD 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 CAGD Representatives at the Club Association level.
1. Be informed, be enthusiastic, and promote the home course Intra-District Blind Draw and the District tournaments.
2. Membership dues are due to the Membership Chair beginning January 1st and cover the period from January 1st thru December 31st.
3. As new members join your association, contact them for District membership. Dues may be paid at any time of the year. They are NOT pro-rated.
4. 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 Chair and entry to the proper Chair. NEVER INCLUDE DUES WITH OTHER MONEY.
5. Invite interested and active members to attend meetings and luncheons.
COMPETITION: Up to six District tournaments and five (5) Intra-District Blind Draws are scheduled each year.
1. When you receive an announcement of a tournament from the Tournament Director, post immediately and direct members to the website.
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. The Intra-District Blind Draw provides competition and prize money between the clubs five (5) times a year. At present they are held in January, February, March, April and November.
2. 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.
3. 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.
4. Be at your club early on the day of play to collect fees, check handicaps and eligibility.
5. Print all information, a sample is on the website. One entry per member.
6. Collect $1.00 from each player. Send correct amount in one check made payable to CAGD along with the completed form.
7. If a player participating in Blind Draw chooses to pick up on any hole or not finish the round, they are ineligible to participate. It is up to the Club Rep to decide what to do with the $1.00 collected if the player becomes ineligible.
8. Although the club has the entire month to play the event, it should be early enough to ensure the Blind Draw Chair receives a club’s entries by the last day of the month. Late entries will NOT be included in the draw.
9. When you receive the winners’ names and amount, put the winners list on the bulletin board.
10. If the club is not having a Blind Draw event in any particular month, please notify the Chair.
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.
Example of Blind Draw Entry
GENERAL: As a member of the Board of Directors of the District, the CAGD Representative helps shape the policies of and to further the progress of the District. The CAGD 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.
PUBLICITY AND HISTORIAN CHAIR
An organization of stature wishes to honor the accomplishments of its members. It will also want to keep an official history of the persons and events which have shaped its growth and development.
Records shall be maintained to ensure a continuing history of the organization. (Bylaws, Article VII, Section 1C). Procedures that cover this important endeavor follow:
1. Attend all tournaments and other activities of the District.
2. Take pictures of winners in tournaments and at the Annual Board Meeting.
3. Obtain list of winners and position of win from the website.
4. Names should be kept in the Publicity and Historian file.
5. Be very careful with the spelling of names.
6. At meetings, a picture of a speaker or an important guest will add to the history book.
7. Take pictures of the Officers and Committee Chairs for the continuing record and note term of office.
8. Keep the history book up to date, neat and attractive for those who follow.
Up to six 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.
TOURNAMENT COMMITTEE & TOURNAMENT DIRECTOR
The Tournament Committee shall be comprised of the Tournament Director, Sites Chair, Rules Chair, and the President.
The Chair 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 managers to verify price, time and number of players.
B. Prepare the announcement flyer, place on the website and send to all CAGD Representatives three (3) weeks before the tournament. Announcements should include:
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. Players are listed on the website as they are received to indicate 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 she will need to join the CAGD to be eligible. Her dues should be paid to her CAGD Representative and forwarded to the Membership Chair immediately so she can play.
B. Make any changes with the pro shop and outside services personnel.
4. Tournament Day:
A. Make any necessary announcements just before participants leave the service area.
B. Announce the winners and special prize awards at the luncheon. Also announce all scores will be posted by the Tournament Committee.
C. Post all scores from the players in the tournament, using electronic option.
5. After the tournament:
A. Send thank you notes.
B. Provide the Treasurer with an account of any expenses that have been incurred for reimbursement.
THE SITES CHAIR
The Sites Chair is responsible for selecting the sites of tournaments and signing the contracts. 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. When selecting sites, if possible, one should be in each area of the District to be fair to all.
3. The site selected should have adequate room for the luncheon to accommodate the number of participants in the tournament and have sufficient carts available.
4. Before booking a tournament, make sure the pro shop has sufficient merchandise for prizes and determine that there are no cart path restrictions.
5. A complimentary round of golf for the Tournament Committee should be made part of the contract.
THE RULES CHAIR
The Rules Chair and Tournament Director 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. These instructions will be posted on the website prior to each tournament.
The Rules Chair should be available to the Tournament Director for advice on the Rules of Golf and assist the Tournament Committee in planning and conducting competitions. The procedures that follow will be of help in the performance of the duties of the Rules Chair:
1. Collaborate with the Tournament Committee on the rules and information
A. Explanation of the event.
B. Special competitions: Closet to the flag, etc. List Hole numbers.
C. Local rules.
D. Special Rules: restrictions on cart travel, coolers, spike less shoes etc.
E. Any other information the participants need to know.
2. Provide the pro shop with sufficient copies of information:
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”.
INTRA-DISTRICT BLIND DRAW CHAIR
RECEIPT OF MONTHLY BLIND DRAW
As the envelopes arrive, verify membership of all participants, count entries and verify the check amount covers the number of entries sent. At times, the check amount exceeds the number of entries as a player might not finish a round. Make a list of the number of entries.
Draw 1/3 of the entries from each club as they arrive, put these aside to take part in the drawing of partners. When you receive the entries from all the clubs who are participating, you can draw partners, staple entries together and add totals.
Take the total amount from the checks and add the amount Central District is allowing for 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.
Prepare an envelope addressed to each club participating. In the envelope place two (2) copies of the list of winners, one for the bulletin board and one to be retained by the CAGD Representative. On the flap of the envelope indicate the amount of the check that the Treasurer should prepare for that club. In addition, send to the Treasurer a recap sheet showing the amount won by each club.
Amended at the Executive Committee Meeting on September 12, 2016.
CENTRAL ARIZONA GOLF DISTRICT BYLAWS
The name of this organization shall be CENTRAL ARIZONA GOLF DISTRICT, hereinafter referred to as CAGD, a non-profit organization.
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.
MEMBERSHIP AND DUES
SECTION 1: ELIGIBILITY
A. Club Associations: Membership shall be limited to women’s golf associations which maintain a USGA recognized handicap system through the AWGA for its members.
B. Individual: Membership shall be limited to individuals who maintain a valid handicap index thru the AWGA and are over the age of eighteen (18).
SECTION 2: DUES
A. The annual Club Association membership in the CAGD is without charge.
B. The annual individual member dues shall be an amount set by the Executive Committee.
C. The CAGD Representative will send a membership list accompanied by one check to cover dues to the Membership Chair.
D. The CAGD Representative shall send dues of new members after January to the Membership Chair in one check on a monthly basis.
SECTION 1: The CAGD shall be governed by these Bylaws, Standing Rules, Guidelines and Procedures.
SECTION 2: The CAGD Board of Directors, hereinafter referred to as the Board, shall consist of one Representative and/or Alternate from each member club.
SECTION 3: The Executive Committee shall consist of the elected Officers, the Tournament Director, the Immediate Past President and the Committee Chairs.
SECTION 4: The Executive Committee shall have the power to transact business between meetings of the Board.
SECTION 5: The Executive Committee shall adopt Standing Rules for the CAGD.
SECTION 1: One meeting of the Board shall be held at a time and place to be determined by the President, upon fifteen (15) days' notice to each CAGD Representative.
SECTION 2: The Annual Board Meeting shall be for the purpose of 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 in attendance or by email response shall constitute a quorum.
SECTION 5: Special and emergency matters may be voted on by email or mail and shall require a majority vote for adoption. This action shall be recorded in the minutes of the next Board meeting.
SECTION 6: Any individual member may attend the Board meeting as an observer.
SECTION 1: The elected Officers of the organization shall be: President, Vice President, Secretary, Treasurer and Membership Chair.
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 than 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: 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.
A. The President shall:
1. Preside at all meetings of the Board and of the Executive Committee.
2. Call meetings of the Board and of the Executive Committee.
3. Prepare, with the assistance of the Executive Committee, an annual budget for Board approval.
4. Be an ex officio member of all committees.
5. Appoint the chairs of the Standing Committees, and may appoint any special committee deemed necessary.
B. The Vice President shall:
1. Assume the duties of the President in her absence, and the Presidency in case of resignation, disability, or the death of the President.
2. Assist the President in her duties, upon request, and perform such Executive Committee approved duties as may be assigned.
C. The Secretary shall:
1. Record and keep in her custody, the minutes of all meetings of the Board and of the Executive Committee.
2. Attend to all correspondence of the CAGD as prescribed by the President, as well as other duties assigned by the President or Executive Committee.
3. Prepare minutes of each meeting for all members of the Board and Executive Committee per Guidelines and Procedures.
4. Send a list of all CAGD officers to the AWGA office as required.
D. The Treasurer shall:
1. Keep full and accurate accounts of all monies received, and shall deposit these in the name and credit of the CAGD in depositories approved by the Executive Committee.
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 and Executive Committee.
4. Present a written report of all receipts and disbursements during the fiscal year to date at the Annual Board Meeting.
5. Present the books of the CAGD for an audit after the installation of a new treasurer.
6. Prepare a budget worksheet that includes the current budget, expenditures and a space for the proposed budget.
E. Membership Chair shall:
1. Keep a complete file of the CAGD membership and update it regularly. Send all information to the President, Treasurer, Tournament Chair, and Blind Draw
Chair on a regular basis.
2. Maintain a complete list of Member Clubs' Representatives, their addresses, phone numbers and email addresses. Send this information to all Executive Committee members.
SECTION 1: STANDING COMMITTEES AND DUTIES
A. The Tournament Committee shall be responsible for the planning and conducting all competitions of the CAGD except Intra-District Blind Draw events.
B. The Intra-District Blind Draw Committee shall conduct Blind Draw events according to a format approved by the Executive Committee.
C. The Publicity and Historian 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 of Golf.
E. The Sites Committee shall work with the Tournament Committee to locate and contract CAGD future tournament sites.
SECTION 2: SPECIAL COMMITTEES
A. Special committees may be appointed by the President as deemed necessary.
NOMINATIONS AND ELECTIONS
SECTION 1: NOMINATIONS
A. At the first meeting of the fiscal year, the President shall appoint the Immediate Past President as Nominating Chair.
B. If the Immediate Past President is unable to serve, the President shall appoint another member of the CAGD to serve in her place.
C. The Nominating Chair report shall be submitted to the Board preceding the Annual Board Meeting.
D. Nominations may be made by email with prior written consent of the nominee.
SECTION 2: ELECTIONS
A. The Board shall elect the officers by email before the Annual Board Meeting. The election of the President and Membership Chair 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 email ballot. A majority of the votes cast shall constitute an election.
C. The officers shall be installed at the Annual Board Meeting and shall take office on January 1st.
CAGD REPRESENTATIVE AND ALTERNATE
SECTION 1: The Board Representative of the member club shall:
A. Represent her Club Association in the CAGD by attending the Annual Board Meeting or advising her Alternate to attend if she is unable to do so.
B. Collect dues for the individual memberships and send these to the Membership Chair along with the required information beginning January 1st, and during the year for any new members on a monthly basis.
C. Post tournament announcements with entry forms at her home club.
D. Schedule and conduct Intra-District Blind Draw competitions at her home club and send required information to the Blind Draw Chair.
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 Annual Board Meeting or at her home club.
SECTION 2: The Alternate Representative shall:
A. Attend the Annual Board Meeting of the CAGD Board.
B. Act as the Representative (with vote) in the event the CAGD Representative is absent.
C. Be informed regarding the operation and functions of the Board, the duties of the Representative, and assist the Representative in her duties.
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
The Bylaws may be amended by a two-thirds (2/3) vote of the Board via email response.
On September 12, 2016, the Executive Committee recommended the amended Bylaws be sent to the Board for approval. The Board approved the amended Bylaws on October 31, 2016.
Individual annual membership dues in the amount of $8.00 shall be paid through the CAGD Representative of the member club, and shall be sent to the CAGD Membership Chair prior to the end of the fiscal year.
When membership is requested by a non-represented individual, the annual dues shall be sent directly to the CAGD Membership Chair.
A reserve fund of $1500.00 shall be maintained to ensure operating funds for the incoming board.
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.
The Standing Rules may be amended:
By a majority vote of the Executive Committee at any meeting
provided notice of the proposed action has been given at a previous
By a two-thirds (2/3) vote of the Executive Committee at any
meeting without previous notice of the proposed amendment.
Standing Rules Amended on September 12, 2016.
Meet, Greet, and Compete