The name of this Organization shall be The Heathrow Women’s Golf Association.
Section 1: The purpose of this organization is to provide organized weekly play, encourage participation, and promote a spirit of fellowship and sportsmanship among the members of the Association.
Section 2: To establish and maintain handicaps consistent with USGA’s requirements, except as modified by local rules of the course.
Roberts Rules of Order Newly Revised shall govern the proceedings of the organization in all cases to which they are applicable and where they are not consistent with these Bylaws.
These Bylaws may be amended at the regular membership meeting by a two-thirds vote of the active members present and voting, provided that a copy of the amendment has been posted no later than two weeks prior to the meeting at which the amendment will be voted upon.
Membership and Dues
Section 1: Membership shall be opened to any woman member 18 years of age or over, provided that she has a USGA handicap at the Country Club of Heathrow, not to exceed 40, established by current score postings. Handicaps are considered current if ten 18-hole rounds have been posted in the previous six months. Any member whose handicap is above 36 must play to a 36 in HWGA events. Members that do not meet the handicap requirements may participate in events; however, they will not be eligible to win any weekly or special tournaments. Special circumstances will be considered by the President and Tournament Chairwomen. Women of professional golf status may participate in individual events, but shall not be eligible to win any event.
Section 2: The amount of the annual dues shall be determined by the recommendation of the current and incoming board. Dues shall be payable to the Treasurer of the Association no later than July 31, to be eligible to be listed in the yearbook. No member may enter any weekly tournament unless all dues have been paid. Anyone joining after January 31 will pay one-half the amount of the dues. Dues are non-refundable.
Section 1: All monies of the Association shall be deposited in its name and shall be strictly accounted for and controlled by the Treasurer. All monies shall be returned yearly to the membership in prizes, awards, and other approved expenses, with the exception of approximately $300.00 as working capital for the newly elected board of the Association.
Section 2: An officer with permission from at least two (2) board members may spend no more than $100.00 for the benefit of the HWGA.
Section 3: HWGA shall act as a non-profit organization according to Federal laws.
Section 1: The Executive Board shall consist of elected officers. The officers shall be President, Vice President, Secretary, Treasurer, and Tournament Chairperson.
Section 2: The Board shall manage the business affairs of the Association.
Section 1: The President shall preside at all meetings of the Association and shall have general supervision and authority of the affairs of the Association.
Section 2: The Vice President shall preside at all meetings of the Association in the absence of the President. This person shall be responsible for administering invitational sign-up/registration of HWGA members.
Section 3: The Secretary shall keep records of all meetings of the Association and of the Board and reporting same as in the Bylaws. This person shall be responsible for – maintaining and updating the official HWGA bulletin board to include meeting notices and HWGA communications; preparation and maintenance of the membership directory; notification and posting of By Law Amendment Proposals per By Law Policy; reporting on minutes of prior meetings at general membership meetings.
Section 4: The Treasurer shall collect and keep all monies of the Association and disburse them as directed by the Association. This person shall make a report of financial conditions of the Association at each meeting. This person shall be responsible for – developing and maintaining the annual HWGA budget; administration and collection of HWGA dues; collection of fees associated with all special tournament events.
Section 5: The Tournament Chairperson shall plan and conduct weekly tournament competition and will coordinate same with the club Golf Staff. This person may appoint an assistant to help with these responsibilities. They will develop all tournament schedules, post weekly winners, and with the assistance of the Treasurer, award prizes. Weekly sweeps will be paid to 1/3 of the playing field. Format may dictate rounding down. This person shall be responsible for posting weekly winners as well as status of President's Cup competition.
The maximum term of office shall be two consecutive years in one Board position. Term of office shall be June 1 through May 31.
Vacation of Office
Section 1: Should the office of the President become vacant, the vice-President shall succeed to that office and assume all responsibilities until the next election year.
Section 2: Should an elective office or chairperson become vacant, the President may appoint a replacement with the Board’s approval.
Section 1: The President or any Board Member shall call meetings as deemed necessary in order to effectively conduct the business affairs of the Association.
Section 2: The majority of those present at any Board meeting, special meeting or meeting of the general membership shall constitute a quorum.
Section 1: The Nominating Committee shall prepare a slate of Executive Officers and shall make public and post the proposed slate at least two (2) weeks prior to the Spring Meeting. Additional nominations from the general membership may be made at the Spring Meeting at which time the Election will be held.
Section 2: Voting shall be conducted by ballot in the event of more than one candidate for an office. The entire slate may be accepted by majority vote.
The President shall appoint the necessary committees and committee chairpersons that she deems necessary to most effectively conduct the affairs of the Association. It is the responsibility of each chairperson to appoint an assistant to assure the fulfillment of their responsibilities and assign duties. Committee chairpersons have privileges of board membership, including the right to make motions and to vote. The President shall be ex-officio and member of all committees except the Nominating Committee.
To be eligible for the Nominating Committee, an active member shall be a member for one year. There shall be a Nominating Committee of three members, of which two are appointed by the Executive Board and one nominated from the floor at the December general meeting.
Section 1: Major Tournament
The chairperson’s responsibilities are to organize and promote all areas of the major tournaments. This person shall select a committee to work with. The chairperson’s responsibilities include: theme, fund raisers, decorations, food service, prizes and awards, entry fees, mulligan sales, and other necessary functions to assure a successful tournament. This person will require assistance from the Rules Chairperson, the Tournament Chairperson, the Treasurer, and the general membership to successfully fulfill said responsibilities.
Section 2: Rules:
The chairperson shall be responsible for promoting the knowledge of and adherence to the USGA and local rules of golf among the membership. If a question arises that cannot be settled by careful study, the chairperson shall consult with the Head Golf Professional and then render a decision and, if necessary, refer the matter to the USGA. This person shall, with the Board’s approval, make a general rules sheet to be followed on ladies’ play day.
Section 3: Membership Directory
The Secretary shall be responsible for the preparation of the membership directory.
Section 4: Hospitality
The chairperson shall be responsible for contacting new members and informing them of the necessary requisites and, if eligible, invite them to join the Association. This person shall regularly post new members.
Section 5: Photographer
The photographer shall keep pictorial records of all special major events and shall submit photos for inclusion in the Heathrow Country Club newsletter.
Section 6: Parliamentarian
The Parliamentarian shall review the By-Laws each year, follow and advise on “Roberts Rules of Order Newly Revised” at all meetings.
Section 7: Nine-Hole Representative
This person shall attend board meetings and act as a liaison for the nine-hole players in accordance with ladies’ day play.
Section 8: Advisor
The Advisor shall be the immediate past President. This person shall be available to the President and the Executive Board for advice when asked and may attend Board meetings as a non-voting member.
Section 9: Review Committee
The Chairperson shall head a Committee whose sole responsibility is to review complaints against HWGA members. This Committee has the authority to recommend disciplinary action to the Executive Board, including suspension or termination of membership, in accordance with the Committee guidelines.
Section 10: Birdies and Ringers
This Chairperson shall be responsible for the Birdies, Ringers, and Most Improved competitions.