|
PENDLETON CREEK GC MEN’S CLUB BY-LAWS |
ARTICLE I
Title and Purpose
1. The name of
the organization shall be “Pendleton Creek GC Men’s Club”, herein after
referred to as the Men’s Club.
2. The purpose
of the Men’s Club shall be to promote the game of golf, sportsmanship and fellowship,
as well as sponsor events to promote such growth in the Men’s Club.
3. The Men’s
Club is organized as a social club.
ARTICLE II
Membership
All male members
in good standing of Pendleton Creek GC, 18 years of age or older are eligible
for membership.
Payment of
the annual dues is considered consent to follow these By-Laws and for a Men’s
Club member to remain in good standing with Pendleton Creek GC. Failure to follow these By-laws or the rules
of Pendleton Creek GC will subject a Men’s Club member to discipline as
outlined in the By-laws.
ARTICLE III
Board of Directors
1. Structure
& Terms of Office
a. The Board of
Directors of the Men’s Club herein after referred to as “Board” shall be
comprised of up to 13 club
members. Each director shall be elected
for a term of three (3) years. Directors
shall be elected the last Thursday in September each year. For the elections to
be held for seats whose terms expire in 2021 & 2022, and thereafter, up to Four
(4) Directors shall be elected. For the election to be held for seats whose
terms expire in 2023, and thereafter, up to Five (5) shall be elected.
b. The Board
term of office shall run from January 1st to December 31st.
c. Any member
of the Board who is absent from three (3) consecutive Board meetings, without
good reason, shall be removed from the Board.
Any vacancy created on the Board shall be filled for the remainder of
the term, by appointment ratified by two-thirds vote of the Board.
d. Term Limits:
i. The number
of terms that an individual may serve shall be limited to three consecutive
terms of three years each.
ii. If a member
fills a vacancy and more than eighteen (18) months remain in that term; then
such person shall be eligible to serve two additional three-year terms. If less
than eighteen (18) months remain in the term, then such person shall be
eligible to serve three additional three year terms.
iii. If the
number of open positions exceeds the number of candidates for election, then at
the first meeting following the election; a former Board member may, if
confirmed by a majority of the Board, be appointed by the President to the open
position. Such person shall serve for a period of one year and said position
will be placed on the ballot for the next scheduled election. If the seat
remains vacant; the appointment/election procedure described above shall
continue until a new Member is elected to the seat.
iv. Board
Members who serve their maximum terms may, after a period of twelve months,
seek re-election to the Board.
v. Any service
as a Board Member prior to the September, 2019 General Election shall not be
counted for term limitation purposes.
i. Responsibilities
a. The Board
shall meet monthly with the exception of the months of December and
January. Additional meetings may be
called by the President, giving the members at least seven (7) days’
notice. In order to have a meeting, at
least 7 members must be present including the President and/or Vice President.
b. The Board
shall be responsible for the management and control of the policies of the
Men’s Club, selection of its officers and enforcement of its “By-Laws”.
c. The Board
shall not authorize any expenditure or indebtedness beyond the income of the
Men’s Club.
d. At the September
meeting the Board will review and approve the candidates for the annual
election.
e. The board
shall vote to approve the budget for the current year at the second meeting of
the year.
j. Membership
a. A candidate
for membership on the Board must be a member in good standing of Pendleton
Creek GC and a member in good standing of the Men’s Club for at least one (1)
year prior to the annual election.
k. Governance
a. 4.1 Robert’s
Rules of Order shall govern the Men’s Club meetings.
Article IV
Elections
1. Any
incumbent Board Member must declare that they will seek re-election at the July
board meeting, approved by the Board and recorded in the minutes of the meeting
by the Secretary.
2. Any
interested candidate must submit their declaration of candidacy, via email, to
the Secretary by the first Monday in August.
3. Declaration
of Candidacy must be received by the Secretary by the last Monday in August.
4. The slate of
interested incumbents, candidates and the voting process instructions shall be
posted on the Men’s Club website, in the clubhouse and in the men’s locker room
fourteen (14) days prior to the scheduled election.
5. In
the event that the number of interested candidates is less than or
equal to the number of available seats; then the Board of Directors shall have
the ability to seat those candidates and declare them duly elected without
holding an election.
6. The election
will be held in a manner determined by the Board of Directors and communicated
to the membership fourteen (14) days prior to the election. The election
period will be at least Seven (7) days. In the event they are needed, Absentee
and/or Paper Ballots may be requested from the Secretary and must be postmarked
by the date of the election and received by the Secretary within 7 days of the
election.
7. In the event
of a tie that will determine who wins a seat (i.e. a
tie for 4th place when 4 seats are available); a runoff election
will be held between the candidates who are tied.
8. The
Secretary shall announce the results of the election at the October Board
meeting. The results will be published immediately following the meeting.
ARTICLE V
Officers and Duties
1. Officers of
the Men’s Club shall be President, Vice President, Secretary, and
Treasurer. Officers shall serve for a
term of one (1) year. Only the offices
of Secretary and Treasurer may be held simultaneously by the same person.
Officers may run for re-election for the same or different office.
2. The
President:
a. Shall be the
chief executive officer of the Men’s Club;
b. Shall preside
over all meetings of the Men’s Club and Men’s Club Board;
c. Shall
appoint all committee chairmen with the advice and consent of the other officers;
d. Shall work
closely with the management of Pendleton Creek GC and the other Associations
affiliated with Pendleton Creek GC in executing the affairs of the club and
representing the best interest of the Men’s Club membership;
e. Shall vote
only in the event of a tie vote of the other Board members;
3. The Vice
President:
a. Shall
perform such duties as shall be assigned to him by the President and shall
assume the duties of the President during his absence or disability;
b. If the
office of President shall become vacant as determined by the Board, the Vice
President shall assume the duties of President for the remainder of the term;
c. Shall
oversee the administration of any scholarship award.
4. The
Secretary:
a. Shall record
and be custodian of all minutes of meetings of the Men’s Club, the Men’s Club
Board and such standing committee meetings as he shall attend;
b. He shall see
to the correspondence of the Men’s Club and the Men’s Club Board and perform
all other duties incident to his office or as directed by the Board;
c. He shall
oversee all election processes and shall be responsible for all election
materials including nomination forms and absentee ballots, In
the event that the Secretary is a candidate in a general election; then the
President shall be responsible for overseeing the election; if both the
President and Secretary are candidates in the same general election, then the
President shall appoint a Board Member to oversee the election.
5. The
Treasurer:
a. Shall keep
the accounts of the Men’s Club, receive and deposit all monies belonging to the
Men’s Club;
b. Pay all
bills when due;
c. He shall
prepare a written report for review and approval by the Board members at each Board
meeting;
d. He shall
also prepare his books for annual review and approval by the Board at the
February meeting;
e. He shall
provide a detailed annual budget based on information obtained from each
committee chair and officer at the second (2) meeting of the calendar year;
f. Any checks
to pay a bill that will exceed a budgeted item will require two (2) signatures,
the Treasurer and President or Vice President.
6. In the event
of death, disability, resignation, or removal from office of any officer other
than the President, the President shall with the advice and consent of the
Men’s Club Board, appoint a member of the Board to fill the unexpired term of
said officer, unless filling of said vacancy is covered elsewhere herein.
7. Term Limits:
a. The number
of terms that the President and Vice President may serve shall be limited to
three consecutive terms of one year each in that office.
b. If a Board
Member fills a vacancy in an officer position and more than six months remain
in that term; then such person shall be eligible to serve two additional one year terms. If less than six months remain in the term,
then such person shall be eligible to serve three additional one
year terms.
c. Any service
as an officer prior to the November, 2019 Annual
Reorganization Meeting shall not be counted for term limitation purposes.
ARTICLE VI
Annual Reorganization
1. Shall occur
at the end of the last Board meeting of the year which is attended by the
outgoing Board and the newly elected members. The outgoing President will
conduct and oversee the election by the new members of the new President. The
new President will preside over the election of the remaining officers which
will be voted on by the new Board.
ARTICLE VII
Activities
1. The
President shall, at the first meeting of the year, and with the advice and
consent of the Board of Directors, nominate the following Chairman:
a. Awards
b. Membership
c. Communication
d. Tournament
e. Handicap
f. Scholarship
g. Thursday
Night League
h. Split Club
i. Benevolent
j. Social
The Chairman
shall, in addition to his specific duties herein enumerated, be responsible to
the President and Treasurer in matters of finance and records including
developing an annual budget, if required. The Chairman is encouraged to appoint
a committee consisting of him and two (2) other Board members.
2. Chairman
roles:
a) The Awards Chairman
shall be responsible for obtaining and awarding of all prizes for all events of
the Men’s Club. Awards shall be awarded no
later than the year-end banquet.
b) The
Membership Chairman shall be responsible for all affairs pertaining to
membership of the Men’s Club, collecting and turning over to the Treasurer all
dues and fees, and promoting membership in the Men’s Club.
c) The Communication
Chairman shall be responsible for the operation and maintenance of the Men’s
Club website, dissemination of all information to promote the Men’s Club to
members on the Men’s Club website or by other appropriate media.
d) The
Tournament Chairman shall prepare a tournament schedule for the season,
supervise and control all weekly tournament play, verify eligibility of winners
with the Handicap Chairman. He shall authorize all weekly awards.
e) The Handicap
Chairman shall be responsible for the review of all member handicaps. He shall
make any adjustments required to insure proper posting of all member’s scores.
He shall implement USGA rules to the determination of all handicaps. He shall notify
the Tournament Chairman any member ineligible for tournament play.
f) The
Scholarship Chairman shall be the Vice President, and he shall represent the
Men’s Club in the administration of the Scholarship if the Board authorizes a scholarship
to be awarded in any given year.
g) The Thursday
Night Men’s League Chairman shall organize and administer the Thursday Night
Men’s League in cooperation with Pendleton Creek GC.
h) The Split
Club Chairman shall organize and administer the Split Club program, oversee the
selection of weekly and year end winners. He shall also have the results posted
in the locker room and Men’s Club website.
i) The Benevolent
Chairman shall be responsible to act on the behalf of the Men’s Club in
expressing sympathy, condolences, get well wishes to club members who have lost
a loved one, had surgery, required hospitalization for an illness or other
events the Board deems appropriate.
j) The Social
Chairman shall be the liaison between the new and existing Men’s Club members
and strive to assimilate new members.
k) The
President may, at his discretion, appoint such Special Events Committee as he
may deem necessary to conduct the affairs of the Men’s Club.
ARTICLE IX
Suggestions and Complaints
Any member of the Men’s Club who has a proposed By-Law
revision, suggestion or complaint may have it normally brought to the attention
of the Board by presenting it in writing to the Secretary or the
President. It will, thereupon, be
brought before the Board at its next meeting.
The member making such proposed By-Law revision, suggestion or complaint
shall be notified of the time and place of the next meeting and may attend if
he so desires. The Secretary shall
notify the member making the proposed By-Law revision, suggestion or complaint
of the results of the Board’s action in writing within seven (7) days after the
meeting.
ARTICLE X
Amendments
1. All proposed
amendments and revisions to the “By-Laws” of the Men’s Club shall be drawn up
by the Board and shall be posted on the Men’s Club website and in the men’s
locker room for at least fourteen (14) days prior to a ratification vote.
2. All proposed amendments and revisions to the By-Laws shall be voted on,
up to twice a calendar year, by members in good standing. A majority vote of at
least fifty-one percent (51%) of the members in good standing shall be
necessary to approve an amendment or revision.
ARTICLE XI
Use of Income and Dissolution
1. No part of
the net earnings of the Men’s Club shall benefit or be distributed to its
members, officers, or other private persons, except that the Men’s Club shall
be authorized and empowered to pay reasonable compensation for services
rendered, and to make payments and distributions in furtherance of the purpose
set forth in Article II herein.
2. Upon
dissolution of the Pendleton Creek GC Men’s Club, the officers shall pay or
make provision for payment of all of the liabilities of the Pendleton Creek GC
Men’s Club. A meeting of the Board of Directors
and members shall be called to determine the disposition of the remaining
assets of the Men’s Club exclusively to such organizations which are operated
solely for charitable, educational, or scientific purposes and which shall
qualify as an exempt organization or organization under section 501(c)(3) of
the Internal Revenue Code of 1954 (or
corresponding provisions of any future Internal Revenue Code), as provided for
by an order of the Supreme Court in the Judicial District in which the Men’s
Club is located, and pursuant to section 1008 of the Not-for-Profit Corporation
Law of the State of New York.
ARTICLE XII
Code of Conduct
1.
All members of the Men's Club are expected to adhere to the Pendleton Creek Golf Club Rules & Regulations,
including the Code of Conduct.
2.
Follow all USGA and local rules
and regulations pertaining to golf.
3.
Shall conduct themselves with
Integrity, Honesty and Respect.
4.
Shall represent themselves and
the Men’s Club in an appropriate manner while participating at other clubs
and/or events.
A member found in violation of the code of conduct may be expelled
from the men’s club and may be recommended to the club for additional
disciplinary action.