COMMONGROUND WOMEN’S GOLF CLUB (CGWGC)

BYLAWS

ARTICLE I. NAME

The name of this organization shall be the CommonGround Women’s Golf Club, hereinafter known as the CGWGC.

ARTICLE II. PURPOSE

Section 1.        To promote the best interests of the game of golf.

Section 2.        To promote good fellowship and sportsmanship among the members of the CGWGC and to encourage the active participation of its members in playing and enjoying golf.

Section 3.        To adopt, enforce, and interpret the USGA Rules of Golf in all CGWGC events.

Section 4.        To issue Handicap Indexes to its members and to ensure the Handicap Index of members who have designated CommonGround to be their home club is administered in accordance with the requirements of the World Handicap System Rules of Handicapping.

Section 5.        To provide an authoritative body to govern and conduct CGWGC competitions.

ARTICLE III. MEMBERSHIP

Section 1.        Eligibility. Any female person 18 years of age or over is eligible for active membership upon payment of annual dues.

Section 2.        Responsibility. Members shall be familiar with the Rules of Golf, local rules, and conditions of competition. The World Handicap System requires that members play regularly with one another and personally return scores for posting in order to be eligible to receive a Handicap Index.

ARTICLE IV. DUES AND FINANCES

Section 1.        Annual Dues. The Board of Directors shall establish annual dues.

Section 2.        Dues Payment Dates. Dues shall be due and payable when a player registers for membership.

Section 3.        Membership Year. The membership year shall be April through October.

Section 4.        CGA Membership. CGWGC membership dues shall include the Colorado Golf Association membership fee (which includes GHIN handicap fees) and entitles the member to receive CGA information and CGA membership benefits.

Section 5.        Handicap Services. In order to be eligible for prizes related to CGWGC play, individual members of the CGWGC shall maintain a Handicap Index acceptable under the World Handicap System.

Section 6.        Use of Dues. Membership dues shall be used to pay CGA membership fees, reasonable administration costs, prizes and social events. The amount to be carried over to the following year in the CGWGC bank account for operating expenses should be no less than $500

Section 7.        Tournament Monies. Tournament monies, annual contest monies and hole-in-one monies shall be accounted for and reported separately in the budget of CGWGC monies. All tournament accounts payable shall be approved by the tournament committee.

                        The CGWGC, abiding by the USGA Rules of Amateur Status, shall not pay prize money or its equivalent to CGWGC members (amateur golfers) in a match, competition, or exhibition. Competitors may receive prizes or prize vouchers of retail value not in excess of $750 in any one competition or series of competitions. The CGWGC shall also ensure that prize winners do not exchange a prize or prize voucher for cash.

Section 8.        Budget. No later than March before the spring meeting of the members, the Treasurer shall submit to the Board of Directors for approval a budget for the fiscal year that includes Committees building zero-based budgets. No Board member may request more than $100 over her budget without the approval of the Board.  

Section 9.        Fiscal Year. The fiscal year shall be the calendar year.

Section 10.      Sponsorships. Individuals or businesses may sponsor an event for the CGWGC. The minimum level of sponsorship is $200 and in return the sponsor receives verbal and written acknowledgement. Acknowledgement is controlled by the Board so as to keep all messages tasteful and appropriate. The sponsors are not to be given time to directly address the membership at CGWGC events unless the sponsor submits a written request to the Board that includes the content to be presented and it is approved by the Board prior to the event. Sponsors may provide gifts with business cards or advertising collateral at the discretion of the Board. All giveaways must be approved by the Board before being disseminated at CGWGC events. The Board determines the sponsorship contribution structure on an as needed basis.

ARTICLE V. BOARD OF DIRECTORS

Section 1.        Composition. The Board of Directors shall consist of the four (4) Executive Officers (President, Vice President/Membership Chair, Secretary, Treasurer) and two (2) Board Members (Tournament Chair and Handicap Chair), are elected by the CGWGC members, and are voting members.

Section 2.        Term. Directors shall serve for a term of one year. The Board positions shall be elected each year at the Annual Fall Meeting of the CGWGC and assume office after the Fall Meeting. Board members can serve multiple terms if renominated and elected at the Annual Fall Meeting.

Section 3.        Eligibility. To be eligible to serve, a candidate’s dues shall be current.

Section 4.        Duties. The duties of the Board of Directors are as follows; requiring a Board Vote in accordance with Article VIII, Section 4.D.

  1. Schedule and conduct the election of the CGWGC Board of Directors from its membership.
  2. Have general supervision of the affairs of the CGWGC between meetings.
  3. Adopt rules needed to carry on the business of the Board, provided such rules are not in conflict with the Rules of Golf, the Rules of Amateur Status, these bylaws, any special rules of order adopted by the CGWGC.
  4. Adopt the budget submitted by the Treasurer.
  5. Approve plans of the Tournament Chair.
  6. Authorize disbursements not previously reflected in the budget.
  7. Set the time and place for CGWGC meetings.
  8. Identify and approve a non-CGWGC board member to conduct an annual audit of the CGWGC’s financial records
  9. Develop and propose member nominees to replace Board members with expiring terms.
  10. The Board will operate in good faith in its decision-making and in individual roles, with the primary objective of benefitting as many members as possible.

Section 5.        Vacancies. In the case of a vacancy in the Board of Directors caused by the resignation or other departure of a Director who is not an Executive Officer, the vacancy shall be filled on an interim basis by a member of the Board of Directors and approved by a majority vote of the Board, until such time as a permanent replacement has been duly elected by the CGWGC members by email vote or at a special meeting called for such purpose. The permanent replacement Board member shall be selected from the pool of CGWGC members who are not currently Board members. A board member who fills an interim position shall not have an additional vote for that interim position.

ARTICLE VI. OFFICERS

Section 1.        Executive Officers. The officers of the CGWGC shall be a President, Vice President/Membership Chair, Secretary, and Treasurer.

Section 2.        Eligibility. To be eligible to serve as an officer, a candidate must be a member of the CGWGC.

Section 3.        Term in Office. The elected officers shall serve for a term of one year, with the exception of the President who may serve a second or third year if requested by the Board of Directors.

Section 4.        Vacancy in Office. In the case of a vacancy in the office of President, the Vice-President/Membership Chair shall serve as President for the remainder of the term. A vacancy in any office other than President shall be filled on an interim basis by a member of the Board of Directors and approved by a majority vote of the Board, until such time as the Board has been able to elect an individual to fill the vacancy from the pool of CGWGC members who are not currently Board members.

Section 5.        Duties of Officers. The elected officers shall perform the duties provided in this section and such other duties as are prescribed for the office in these bylaws, by the Board of Directors, by the President, or in the adopted parliamentary authority.

  1. Duties of the President. The President shall:
    1. Preside over all meetings of the CGWGC and Board of Directors.
    2. Be authorized to sign checks for authorized expenses.
    3. Be an ex-officio member of all committees.
    4. Liaison with general director of golf and communicate important league updates to the CGWGC membership in the most effective approach such as email and/or verbal communication.
    5. Annually review and solicit suggestions for amendments to the bylaws from the Board.  With the Vice President/Membership Chair make proposed revisions and submit to the Board for review and vote in accordance with Article XI.
    6. Assist the Vice President/Membership Chair in creating the club registration process.
    7. Transfer to her successor information and records pertaining to her office and assist her successor as needed/requested to ensure a smooth transition.
  2. Duties of the Vice-President/Membership Chair shall:
    1. Perform the duties of the President in her absence or at her request.
    2. Be authorized to sign checks for authorized expenses.
    3. Present the slate of nominees to the membership at the Fall Meeting and solicit a voice vote to elect the nominees.
    4. With the President, annually review the bylaws and assist in making proposed amendments for Board review and vote in accordance with Article XI.
    5. Be the membership chair for the CGWGC including creating and coordinating with the Board the annual registration process and responding throughout the year to inquiries regarding membership.
    6. Coordinate with the Social Chair promotion of the club to recruit new members.
  3. Duties of the Secretary. The Secretary shall:
    1. Maintain a record of all meetings of the CGWGC and the Board of Directors.
    2. Maintain a current file of all CGWGC records, minutes, and bylaws.
    3. Report on the affairs of the CGWGC at each meeting.
    4. Coordinate annual CGWGC handbook for uploading on the website.
    5. Coordinate and assist the Social Chair on announcing events.
    6. Write sympathy and congratulation cards to members.
  4. Duties of the Treasurer. The Treasurer shall:
    1. Be custodian of all CGWGC funds held in the CGWGC’s account.
    2. Be authorized to sign checks for authorized expenses.
    3. Provide updates at scheduled Board meetings for assessing the current financial status of the club so the Board can take appropriate action in accordance with Article IV Section 6.
    4. Have books ready for the annual financial audit by the last day of January of each year and at other times as directed by the Board of Directors.
    5. Fill out and submit all applicable government and tax forms.
    6. Prepare and submit to the Board for approval no later than March a budget for the fiscal year.
    7. Assist the Board members in creating processes for collection of fees from members such as registration fees, late cancellation fees and hole-in-one fees.

ARTICLE VII. COMMITTEES

Section 1. Composition.

    1. Each CGWGC standing committee shall be chaired by an elected board

Member or a CGWGC member in good standing appointed by the president, and shall consist of members in good standing.

    1. Ad hoc committees of members in good standing are appointed by the President.
    2. All committees shall be governed by these bylaws and the policies of the CGA.
    3. The President shall be an ex-officio member of all committees but will not participate in conducting the annual financial audit.

Section 2. Standing Committees. The standing committees of the CGWGC shall be Tournament, Handicap, Rules, and Social.  The chairs may solicit assistance of knowledgeable members in good standing to carry out the committee duties for which they are responsible.

  1. Duties of the Tournament Chair.  The Tournament Chair shall:
    1. Be responsible for overseeing all phases of tournaments sponsored by the CGWGC, subject to the approval of the Board of Directors.
    2. Be in charge of the scheduling of CGWGC tournaments.
    3. Be responsible for the weekly golf program in accordance with the USGA guidelines.
    4. Be in charge of determining weekly games.
    5. Be in charge of pairings and scoring.
    6. Determine payouts in conjunction with the Treasurer and post winnings.
    7. Use all reasonable efforts to provide a coordinated and comparable experience in terms of tournaments and payouts for the 18-hole and 9-hole members.
    8. Provide general oversight of all inter-league teams that represent the CGWGC. Should any issue arise related to the by-laws of inter-leagues in which CGWGC members participate, provide guidance on CGWGC’s participation on those teams. Inter-league teams include, but are not limited to A, B and C team organizations and others organized through the CGA, and any others in which a team represents CGWGC
  2. Duties of the Handicap Chair. The Handicap Chair shall:
  1. Oversee the issuance of handicaps in compliance with the World Handicap System Rules of Handicapping.
  2. Ensure that CGWGC members are educated on applicable topics of the World Handicap System.
  3. Activate or deactivate members before and during the season.
  4. Maintain handicap certification for the CGWGC league.
  5. Determine Most Improved Player for the Membership Year.
  1. Duties of the Rules Chair. The Rules Chair shall:
    1. Oversee all rules questions for play.
    2. Provide education as needed and/or requested by the Board.
    3. Schedule rules seminars as needed.
    4. Review proposed Local Rules for compliance with the USGA Rules of Golf.
  2. Duties of the Social Chair. The Social Chair shall:
  1. Organize social functions of the CGWGC such as the Meet and Greet, Member/Guest Day, and the Fall Meeting.
  2. Coordinate with the Tournament Chair on the social aspect of events related to tournaments.
  3. Coordinate calendaring of social events with the Tournament Chair.
  4. Organize and lead committees as needed to assist in promoting and conducting the social events.
  5. Create promotional material for digital display in the CommonGround clubhouse for purposes of recruiting new members and to announce the annual Spring Meet and Greet, Member/Guest Tournament, Fall meeting and other events.

 

ARTICLE VIII. NOMINATIONS AND ELECTIONS

Section 1.        Nominations. For expiring Board positions, the Vice President/Membership Chair will present the slate of proposed Board members to the membership at the fall meeting.

Section 2.        Nominations from the floor. Nominations may be made from the floor provided the nominee meets the eligibility requirements and is present or has given prior written consent to the Vice President/Membership Chair.

Section 3.        Elections.

  1. At the Fall Meeting, the election of Board members shall be by voice vote except when there are two or more nominees for the same position in which case the vote will be through a written ballot produced and distributed to the members in attendance at the Fall Meeting.
  2. Write-in votes shall be permitted provided the candidate meets the eligibility requirements and is present or has given prior written consent to the Vice President/Membership Chair.
  3. A majority vote of the members in attendance at the Fall Meeting shall be required for the election.

Section 4.        Meetings.

  1. Meetings of the Board of Directors shall be held one month prior to the Fall and Spring meetings, or at the call of the President or any three Board members with at least two days’ notice to all members of the time, place, and date.
  2. Special meetings of the Members may be called by the Board of Directors, the President or by Members holding not less than 20% of the total votes of all members entitled to vote.
  3. Quorum. The quorum of the Board of Directors shall be four (4) members.
  4. Majority Vote. Items voted on by the Board shall pass by a majority vote. Items not receiving a majority or are a tie vote do not pass.

ARTICLE IX. DISCIPLINARY PROCEDURE

By unanimous vote of the Board, any member may be disciplined by dismissal from the CGWGC due to the violation of CGWGC rules, non-compliance with the World Handicap System, the Rules of Golf, the Rules of Amateur Status, or any golf-related conduct which results in adverse reflection on the CGWGC following a hearing by the board.

ARTICLE X. PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the proceedings of the CGWGC in all cases to which they are applicable and in which it is not inconsistent with these bylaws and any special rules of order that the CGWGC may adopt.

ARTICLE XI. AMENDMENT AND POSTING

The bylaws may be amended by a two-thirds vote of the Board of Directors. The bylaws, as amended from time to time, will be posted on the CGWGC’s website.

ARTICLE XII. DISSOLUTION

In the event of dissolution, all assets shall be assigned in accordance with Section 501(c)(3) of the Internal Revenue Code. None of the funds shall inure to the benefit of individual members.

 

 

 

 

 

October 1, 2024