DMV AnestasiA Golf Group
CONSTITUTION AND BY-LAWS
Article I - NAME
The name of this golf club shall be The DMV AnestasiA Golf Club, hence forth referred to as Group.
Article II - PURPOSE
FIRST: To stimulate interest in golf by bringing together 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 (see Group rules and regulations).
FOURTH: To maintain a uniform system of handicapping as set forth in the Grint.com Handicap System and/or Virginia State Golf Association Handicap system.
FIFTH: To provide an authoritative body to govern and conduct Majors and weekend competitions.
Article III - MEMBERSHIP
Section 1. Membership shall be made available to all (men/women), 21 years of age or older. There shall be at least 7 members with a maximum membership not to exceed 32.
Potential new members must always be paired with their sponsor, and rotate with other members during their four rounds prior to get to know the individual. If the person is voted into the group, their four rounds will be included into the scoring system.
A silent vote will be held by the members to determine membership inclusion.
Section 2. Membership fees will be in the amount $250.00 (January 1 through December 31). The fee must be in paid in full prior to the beginning of the golf season, there will be no prorated membership dues. Monies collected may be used in the following manner: 1) to purchase membership in USGA/VSGA; 2) to purchase the AnestasiA Cup Championship trophies. 2.) to pay for administrative costs associated with the Club. 3) purchase of end of year achievement awards; e.g., (Player of the Year, Most Improved Player, Most Birdies…); 4) to sponsor/donate monies to charities. 5.) year-end event festivities. These are only options that monies collected can be used; a vote by quorum will be made to determine how funds can be used.
Section 3. Only golfers with a reasonable and regular opportunity to play golf with fellow members and who can personally post scores on the approved handicap indexing website may be members.
Section 4. Membership confers no voice in the operation of any golf course, clubhouse or any facility.
Section 5. Membership confers no special privileges in connection with any golf course.
Section 6. Membership in the club are for golf calendar year only (January 1 through December 31).
Section 7. The golf year for the club play will be (April 1 through October 31). The month of March is used for tune-up in preparation for the golf season to begin in April.
Section 8. Candidates for membership in the Group shall be proposed by one active member in good standing. Candidates must golf with the Group in at least four scheduled tournaments to be considered and a blind vote from all members in good standing will be conducted. A majority vote must be achieved before a candidate will be extended an invitation to join the Group.
Section 9. Candidates meeting requirements in Section 8 will be asked if he/she is interested in becoming a member. If he/she chooses not to become a member; then that person is limited to four (4) rounds of golf with the Group.
Section 10. In the event that any member of the Group 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 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 Group shall be held on or as close as possible to the (third Sunday in the month of November). 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.
Section 12. A legal quorum at all meetings shall be present in person or by proxy. Each active member in good standing shall be entitled to one vote. Proxy statements will be distributed to all members prior to any scheduled meetings so those not attending may vote.
Article IV - TOURNAMENTS
Section 1. Addendum 1 establishes tournaments and major championship dates for the golf year and assigns a date and commitment for each member to make tee times. All tournaments will be schedule alternating on Saturday and Sunday.
Section 2. To be eligible to compete/play in a Major Championship: The member must have a handicap through the club.
Section 3. All members must sponsor one tournament in a golf year. Sponsorship is defined by choosing a course, making necessary tee times, selecting a tournament name. Major trophy winners will decide what course to play. The course may be outside of the affiliate courses. All courses selected must be reasonably priced according to the rules established for that golf season.
Section 4. All regular season tournaments will be played on courses affiliated with the DMV area.
Section 5. Tee box selection will be the White Tees unless otherwise agreed upon by 80% of the group.
Section 6. All members must establish a handicap using USGA Handicap rules prior to the start of each golf season.
Section 7. All members must have at least five (5) rounds of golf logged in the USGA Handicap system to compete/play in a major.
Section 8. There are (5) five major championship trophies that will rotate to the winner of the respective Major annually.
Section 9. Championship trophies will be returned to the club if any of the following conditions occurs: 1) one week prior to the beginning of the specific major;; 2) previous winner has decided not to renew his/her membership dues; 3) previous winner has relocated out of the area; and/or 4) conditions as deemed inappropriate by the Board of Directors. All Championship trophies will be returned to add any additional names and dates of winners.
Section 10. Tie breaker Scenarios will be determined by course No.1 (hardest) handicapped hole
Article V - BOARD OF DIRECTORS
Section 1. The Board of Directors shall consist of three members in good standing of the Group and they shall exercise all powers of management of the club not specifically excepted by these By-Laws.
Section 2. Members will nominate persons for each Board of Directors position. Members in good standing may be nominated by any member. A list of candidates should be presented to the Board no later than December 1st. One week prior to the Annual Meeting, a list of all candidates nominated shall be provided to each member.
Section 3. Board of Directors will serve for one golf club year (January 1 through December 31). A position shall not exceed two years unless no other members wish to serve. Any group member may assist an officer of the board as requested.
Section 4. Board members seeking to serve past their second year may do so with a majority vote.
Section 5. Voting shall be by ballot and those names receiving the greatest number of votes shall be declared to be elected. The Board shall supervise the election.
Section 6. 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 7. In the case of any vacancy through 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.
Article VI - OFFICERS AND COMMITTEES
Section 1. Within (45 days) after the annual meeting and election, the Board of Directors shall meet and elect the officers.
Section 2. The officers shall consist of 1) Commissioner; 2) Deputy Commissioner; 3) 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.
Section 3. The Board of Directors shall authorize and define the powers and duties of all committees.
Section 4. The following positions shall be appointed each year, with such other positions as the Commissioner may deem necessary or advisable:
The Commissioner will:
Preside at all meetings of the executive board and All Member Meetings
Organize club meetings and activities
Give final approval/authorization for club purchases
Brainstorm and help execute ideas for community involvement
Manages the maintenance of the clubs image and acts as the media representative
Finalize annually tournament schedule.
Collect all pertinent materials from current board members to turn over at the January board changeover meeting
Manages activities that sustain and increase the number of members in the club
Organize programs to maintain a positive image of the club through local publicity campaigns and club newsletters
The Deputy Commissioner will:
Act as the Commissioner in his/her absence.
Record the minutes of the board and All Member meetings
Post the minutes on the golf club website after approval by the board members
Read for review the minutes at the next meeting
Send a copy to the person responsible for the club newsletter if desired
Stay in contact with the club webmaster to make sure of club updates
Maintain club records for historical purposes
The Treasurer will:
Prepare an annual budget in March of each year to present at the April meeting.
Only spend money with club approval (A motion, second, and passing vote must be included in the meeting minutes.)
Keep an accurate record of all income and expenses
Deposit all funds in the bank within a week
Pay all bills promptly as approved by the club
Write receipts for all money collected and maintain a copy of the receipts
Prepare an accurate treasurers report for each monthly board meeting
Provide the following information upon request; check register, bank statements, cancelled checks, deposit slips, receipts of all income, and bills for all expenses
Article VII - AMENDMENTS TO BY-LAWS
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 the Group at a meeting held in accordance with the provisions contained herein.