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Club By-Laws Details

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The High Bridge Hills Golf Association
CONSTITUTION AND BY-LAWS

2007

                                     
Article 1 - NAME

The name of this golf club shall be The High Bridge Hills Golf Association.
 
Article II - PURPOSE

FIRST: To stimulate interest in golf at the High Bridge Hills Golf Club by bringing together a group of golfers desirous of forming a golfing organization.

SECOND: To promote and foster among the members a closer bond and fraternity for their joint and mutual benefit, and to promote and conserve the best interests and true spirit of the game of golf as embodied in its ancient and honorable traditions.

THIRD: To encourage conformance to the “USGA Rules of Golf” by creating a representative authority.

FOURTH: To maintain a uniform system of handicapping as set forth in the USGA Handicap System and issue USGA Handicap Indexes to the members.

FIFTH: To provide an authoritative body to govern and conduct club competitions.

Article III - MEMBERSHIP

Section 1. Membership shall be available to all (men/women) 14 years of age or older. There shall be at least 10 members. Once 20 or more women have joined the club, they will be split off into their own club – The High Bridge Woman’s Golf Association.

Section 2. Memberships in the club are individual and non-transferable (which is associated with the High Bridge Hills Golf Club, a public utility owned and operated by the Town of High Bridge, New Jersey, U.S.A.).

Section 3. Only golfers with a reasonable and regular opportunity to play golf with fellow members and who can personally return scores for posting may be members and receive USGA Handicap Indexes from the club.

Section 4. Membership confers no voice in the operation of any golf courses, clubhouses nor any facilities of the courses.

Section 5. Membership confers no special privileges in connection with any golf course.

Section 6. Memberships in the club are for a calendar year only, with all memberships expiring on (November 1 through October 31).

Section 7. The fiscal year for the club will be (November 1st through October 31).

Section 8. Upon receipt of the application form and membership fee, the Board reserves the right to reject any application and refuse membership for any reason.

Section 9. The Board of Directors may confer honorary memberships upon those whom they feel have contributed to the advancement of golf. The unanimous affirmative vote of the Board shall be required to approve such action.

Section 10. In the event that any member of the club shall commit any act which reflects discredit or disrepute thereon or shall refuse or neglect to comply with the rules and regulations adopted by the Board of Directors or the duly appointed officers, such member shall be subject to suspension or expulsion after ten days written notice. They shall have the right to be heard, by a vote of two-thirds of the Board of Directors at any regular meeting or special meeting called for such purpose.

Section 11. The annual meeting of the High Bridge Hills Golf Association shall be held on the day of the club’s last tournament immediately following the tournament. The Board of Directors shall provide for the holding of such other meetings as may be deemed necessary or desirable, and they shall call special meetings upon written petition signed by not less than (ten percent of the membership). The club Secretary will send out a membership dues notice prior to the last tournament of the year to notify all members that their membership dues for the next year will be collected during the meeting immediately after the last tournament of the year.

Section 13. All membership fees and dues shall be established by the Board of Directors from time to time in such amounts as they deem to be adequate to operate and maintain the club. Members shall be liable for dues until their written resignation has been received and accepted. All monies collected shall accrue to the benefit of the membership.

Article IV - MEETINGS

Section 1. Order of Business

At all meetings of the club, the order of business shall be:

a. Roll Call.

b. Reading and approval of the minutes of the previous meeting.

c. Unfinished business.

d. Reports of officers.

e. Reports of standing committees.

f. New business.

g. Adjournment.

Section 2. Procedure

"Roberts' Rule of Order, Revised" shall be the final authority as to parliamentary procedure at all meetings of the members, insofar as they do not conflict with any provisions of the By-Laws.

Section 3. Quorum

25% (Twenty-five percent) of the total membership shall constitute a quorum at any meeting of the club. Each active member in good standing shall be entitled to one vote.

Article IV - BOARD OF DIRECTORS

Section 1. The Board of Directors shall consist of nine (9) members in good standing of the High Bridge Hills Golf Association and they shall exercise all powers of management of the club not specifically excepted by these By-Laws.

Section 2. The entire club membership will vote by a secret written ballot and the nine (9) names receiving the greatest number of votes cast shall be declared to be elected to the Board. Nine (9) will be the number for the first year of the elections under this new constitution. On all subsequent years, the number will be determined by how many Board members are up for election. If six are up for election, then only the first six of the nine will be used. This will be explained further later.

Nomination Process

The President will select two non-Board members who will contact the eligible club membership and ask each if they wish to be considered for a Board position. Eligibility is defined as any club member in good standing whose membership dues is paid and who is not currently on the Board and any club member who is on the Board and whose term will expire in the current year. The compiled list of members who wish to be considered will be forwarded to the club Secretary. The club Secretary will send out a notice, three weeks prior to the annual meeting that will be held at the last tournament of the year, to all members of the club advising them that this is the list of members that should be considered for Board positions. They should vote for nine of them and place them on the Nomination/Ballot form that will also be provided in this notice. This form should then be sent to the Secretary for tallying (votes will be kept confidential by the Secretary) or they can bring it with them to the annual meeting. This form is also used as an Absentee Ballot.

Absentee Ballots

Those members requiring an absentee ballot may request one from the Secretary. The deadline for receipt of absentee ballots shall be the day before the day of the last tournament of the year.

Breaking Ties

All ties shall be broken by a draw of names from a hat. The drawn name is the winner and the remaining name in the hat is moved down on the list. For example, if the ninth and tenth names on the list both have 5 votes, then those two names go in a hat and someone draws one out. The drawn name is included in the nine and the remaining name is not included. Detailed examples of this process will follow.

Board Members Election Process using New Constitution

Term Limits

The Board members will have limited terms of office. The limit shall be for three (3) years. A yearly term is defined as being from November 1st through October 31 of each year of the term.

However, before instituting the three year term limit which will begin on November 1, 2004, the Board of Directors will be elected during the first two years of the clubs new constitution using a tiered approach to term limits. After these first two years, there will always be at least three Board seats up for election. The idea is to have only one-third of the Board seats up for election while the remaining six seats provide continuity during the election process. Just like the U.S. Senate.

Election Process – First Two (2) years – Varying Term Limits

A vote will be taken by the entire club membership after the last tournament of the year to determine what members shall be on the Board of Directors. The vote count results will be sorted in descending order, with the highest amount of votes received at the top of the list and the least amount of votes received at the bottom of the list.

The varying term limits for the Board of Directors for the first two years are determined by the ranking of the vote count. Only the top nine (9) on the vote count result list will be eligible for a Board seat.

The first three members at the top of the list will have three (3) year terms. The next three on the list will have two (2) year terms. The last three on the list will only have one-year (1) terms.

Breaking Ties

Ties that occur across these three groupings will be broken by a draw from a hat. Here are some examples of tie breaking using the following voter results and rankings.

          Member                Vote Count

  1. Name 1                          12                       
  2. Name 2                          11
  3. Name 3                          10
  4. Name 4                          10
  5. Name 5                          9
  6. Name 6                          8
  7. Name 7                          5
  8. Name 8                          3
  9. Name 9                          3
  10. Name 10                        3

 As you can see, there are some ties. Names 3 and 4 are tied with 10 votes each and Names 8,9 and 10 are tied with 3 votes each. How do we determine which nine names go on the list and which names go into which term groupings?

Names 3 and 4 will be put into a hat and a member of the election committee will draw one name from the hat. If Name 4 is drawn, then Name 4 remains in the first group whose members will have a three-year term. Name 3 then drops down into group two. The voter count result list is then reordered and re-ranked as follows:

          Member                Vote Count

  1. Name 1                          12                       
  2. Name 2                          11
  3. Name 4                          10 (Winner of first tie breaker)
  4. Name 3                          10
  5. Name 5                          9
  6. Name 6                          8
  7. Name 7                          5
  8. Name 8                          3
  9. Name 9                          3
  10. Name 10                        3

Since Names 3, 5 and 6 all have different vote counts and none of those vote counts are the same as any name in the grouping below them, they will all remain in group 2 and have two year terms.

The only thing left is to determine which names will be in the last group that has a one year term. Name 7 shall remain in the last group simply because it has the most votes of any other name in the group or below it.

We now must consider what to do with Names 8, 9 and 10. We can only have three names in the last group. We must resolve the ties between the last three names to determine which name shall remain in the last group and which name shall not be eligible for any group at all since it will drop off the list of nine.

Since Names 8, 9 and 10 are all tied with 3 votes each, those names will be put into a hat and a single name will be drawn. Suppose Name 9 was drawn. Name 9 will now remain in the last group. The remaining names will then be put into a hat and the name drawn will be the last name in the last group. Suppose that the last name drawn is Name 10.

So now the new groupings after the tie-breaking process has completed will look like this:

Group 1 – Three year terms

  1. Name 1                          12                       
  2. Name 2                          11
  3. Name 4                          10 (Winner of first tie breaker.)

Group 2 – Two year terms

  1. Name 3                          10
  2. Name 5                          9
  3. Name 6                          8

Group 3 – One year term

  1. Name 7                          5
  2. Name 9                          3  (Winner of second tie breaker process.)
  3. Name 10                        3  (Winner of third tie breaker process.)

Name 8 is taken off the list since it was not a winner in any tie breaking process. The groupings are now complete.

This election process explanation shows how we handle the process for the first year. We must now describe how it works in subsequent years since, at this point after only one year, there will be varying lengths for terms of office. We need to get to a point where all terms are for the same length – three years – but with differing election years.

Election Process – Subsequent Years – Three Year Term Limits

Second Year

In the second year of elections, all previous one-year term Board seats (that were elected during the first year election process) will be up for election by the full club membership for a three-year term.

Third Year

In the third year of elections, all previous two-term Board seats (that were elected during the first year election process) will be up for election by the full club membership for a three-year term.

In all subsequent years, there will always be three Board seats (those that were elected three years ago) up for election.

Each year, at the full-membership meeting after the last tournament of the year, the full membership will once again vote for all nominees and the ranking process previously described will take place. Only the top three on this list will be elected to the three open seats. Ties will be handled as previously described.

At this point, after the third year, all seats will be for three (3) year terms with their starting and ending term dates all being one year apart.

Example:

                             Term Start Date   -        Term End Date

3 seats        -        November 1, 2004         –        October 31 2006
3 seats        -        November 1, 2005         –        October 31, 2005
3 seats        -        November 1, 2006         –        October 31, 2008

Eligible Candidates

Any member in good standing, whose membership dues is paid and who is not currently on the Board and any club member who is on the Board and whose term will expire in the current year may run for election for the open seats. That means they must first want to be elected for the first time. If they do want to be considered, then they must go through the nomination process previously described. Once nominated, they are subject to the results of the full membership voting and ranking process which puts them somewhere on the list of nine. Only nominated names will be voted on by the full membership. 

Section 3. The Board of Directors shall meet at such times and places as they may select and a majority of the Board shall constitute a quorum at any meeting.

Section 4. In the case of any vacancy through death, resignation, disqualification or other cause, the remaining directors, even though less than a quorum, may elect a successor by majority vote to hold office for the unexpired term of the director whose place shall be vacant, and until the election of his successor. If a Board Member misses two (2) consecutive meetings without good reason and without notifying the Board in advance, that member will be asked to resign and a new replacement member will be elected.

Article V - OFFICERS AND COMMITTEES

Section 1. Within (30 days) after the annual meeting and election, the Board of Directors shall meet and elect the officers. The process for electing officers is as follows:

  1. The President will call a special election meeting.
  2. Nominations will be accepted for each office. Members can nominate themselves. No other member has to “second” the nomination.
  3. Secret ballots will be taken and tallied.
  4. Ties will be broken by a draw of the hat.

 Section 2. The officers shall consist of president, vice-president, secretary and treasurer, and their duties shall be such as their titles would indicate or such as may be assigned to them respectively from time to time.

a. President:      Shall preside at all meetings of the club and shall have general supervision over the affairs of the club. its property and servants.

b. Vice President:  Shall, in the absence of the President, perform his duties. Should neither be present for any meeting, Members shall be chosen by vote to conduct the meeting.

c. Secretary:       Shall keep records of meetings and perform other duties as may be assigned by the officers, shall mail notices of meetings of the club to the members as provided in the By-Laws and conduct all correspondence, excepting that pertaining to the office of the Treasurer,

d. Treasurer:      Shall collect and discharge the funds as directed by the club. He shall keep the accounts in books belonging to the club, and such books shall be open for inspection at all times. In the absence of the Treasurer, the Secretary, shall be empowered to sign checks in the name of the club.

Section 3. The Board of Directors shall authorize and define the powers and duties of all committees. Chairmen and members of all committees shall be appointed by the president, and the president shall be an ex-officio member of all committees except the nominating committee. Committees are open to all members who want to be on a committee, not just Board members.

Section 4. Except as modified by the Board of Directors, all appointed committees shall function as recommended in the USGA Golf Committee Manual. The following are examples (but not limited to and are subject to change) of committees that shall be appointed each year with such other committees as the president may deem necessary or advisable:

a. Tournament Committee:

1. Plan and conduct all competitions.

2. Prepare schedule of events, and upon approval by Board, distribute to members.

3. Distribute responsibility of the program among the committee members, and acquaint players with procedures.

4. Publish and post special conditions of play.

5. Assist in preparations of Local Rules, if any, to be used for play.

6. Post USGA and Local Rules, and explain these Rules to players.

b. Handicap Committee:

1. Assume responsibility for scoring, handicap revisions, turning in score cards, assessing penalties, maintaining records and notifying members of changes.

2. Announce course rating and tees to be used for play.

3. Issue handicap cards to members or a periodic list of players with Handicap Index.

c. Social Committee:

1. Create suitable social activities in conjunction with the golf program.

d. Publicity Committee:

1. Keep members advised of activities.

2. Distribute information regarding the club to the media and to the sponsoring organizations.

e. Membership Committee

1. To investigate and act upon all applications for membership and to recommend appropriate action to the Board of Directors.

Article VI - AMENDMENTS TO BY-LAWS

Section 1. The Board of Directors shall have the power to repeal or amend any of these By-Laws provided that such action shall not be effective until approved by a majority vote of The members of High Bridge Hills Golf Association at a meeting held in accordance with the provisions contained herein.

These By-Laws, read and approved by the members of the High Bridge Hills Golf Association are accepted by the Officers of the Board of Directors.

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