Revised and Updated May 4, 2022
ARTICLE I – NAME
The name of this organization shall be the DAVIS WOMEN’S GOLF CLUB, Northern California Golf Association (NCGA). (Per General Membership vote 9/13/17)
ARTICLE II – PURPOSE
The purpose of this club is to promote the sport of golf; to conduct tournaments within the club; to cooperate with other groups in furthering tournament competition, all in accordance with the following by-laws and the Rules of Golf as approved by the U.S.G.A.
League shall utilize the Tournament Management Software, for tournament play, Member Planet for member directory, in order to coordinate with NCGA. The Tournament Chair and/or the Assistant Tournament Chair must be Handicap Certified annually ty NCGA.
ARTICLE III – MEMBERSHIP
Membership shall be open to any women interested in playing golf and meeting the criteria set forth in the Operating Procedure. Each member in good standing may have one vote. No member may vote by proxy.
ARTICLE IV – OFFICERS
Section 1. The elective officers of this organization shall be Captain, Tournament Chair, Assistant Tournament Chair, Secretary, Treasurer, Handicap Chair, Assistant Handicap Chair, and NCGA Ambassador and Membership.
Section 2. The officers shall be elected in September of each year or as close to September as possible, to serve for one year, January 1 to December 31.
ARTICLE V – DUTIES OF OFFICERS
Section 1. The Captain shall preside at all meetings; exercise general supervision over the affairs and activities of the club; see that the by-laws and such rules and regulations as may be adopted by the club are enforced; appoint chairs of the three standing committees (Rules, Social, Awards, and per Article X Committees section 1.); appoint chairs of any other committees as are necessary to carry on the activities of the club. See Section 8.
Section 2. The Tournament Chair shall schedule weekly play and record the results in a Tournament Management software system. She shall supervise all tournaments held by the club and with the assistance of the Handicap Chair shall select committee members to organize special tournaments. by the club. In the absence of the Captain, the Tournament Chair shall preside at all meetings and otherwise perform the duties of the Captain. The Tournament Chair or incoming Tournament Chair will be responsible for planning the calendar for the following year She may also be assisted by the Handicap Chair.
Section 3. The Handicap Chair will be NCGA Handicap certified on a yearly basis: and have the authority to correct members’ scores, if necessary. She will be responsible for entering NCGA new member data or changes in member information in Member Planet. She will be knowledgeable of the Tournament Management software and will assist members with technical support of the Tournament Management software, Member Planet and NCGA matters. In her absence the Tournament Chair will conduct the weekly tournaments.
Section 4. The Secretary shall keep a record of the proceedings of all meetings; attend to mailing and posting of notices; perform all duties incident to the office of Secretary; and such duties as may be assigned to her by the Captain.
Section 5. The Treasurer shall collect all monies due; keep accurate accounts showing the financial condition at all times; deposit and disperse funds as necessary on approval of the Captain and/or Board of Directors. She shall provide a current paid membership list by October 31st for the Tournament Chair and Assistant Tournament Chair.
Section 5 A. Treasure will provide all necessary documents for the auditor to complete the annual audit to be in compliance with non-profit requirements. (Per General membership vote 8/1/18)
Section 5B. The Board of Directors will confirm the individual auditor. (Per General membership vote 8/1/18)
Section 5C. A line item (Budget) be included of giving $100.00 annually to the Junior Golf in honor of Nellie Lowe. (Per General membership vote 8/5/15)
Section 6. The Membership Chair shall process applications for membership, accompanied by attested scorecards when necessary, and dues. The Membership Chair shall provide each member with a Membership Kit, which includes the DWGC handbook, links or phone apps to the By-Laws and Operating Procedures, official handbook of the NCGA, course handicap tables, and information on equitable stroke control (E.S.C.). The Membership Chair shall maintain a current membership list including addresses, telephone numbers, and e-mail addresses.
Guest Statement: Non-members will be able to play three (3) times in a calendar year, not including Guest Days.
Section 7. The NCGA Ambassador shall be responsible for NCGA team play participation and direction, posting and informing the club of area play days, major tournaments, and NCGA or USGA actions affecting the club; and any pertinent information regarding the area or club in the NCGA executive board minutes. She shall assist in the conducting of a NCGA play day or tournament at her home course, and encourage members to participate in the play days, tournaments, and workshops held by NCGA. She shall report holes-in-one made by her members to the NCGA office.
Section 8. The Media Relations Chair shall be responsible for the preparation, update and publication of the DWGC handbook. Media Relations shall maintain and update the DWGC website information. Media Relations may recruit other members to develop and coordinate such duties.
Section 9. Officers Responsible for the annual review/update and alignment of the DWGC By-Laws and Operating Procedures will consist of the current Captain, Tournament Chair and Secretary. The annual review/update and alignment will be completed by November 30 of each year. (Per Board of Directors action August 2018) (Note: By-Laws Amendment procedures see ARTICLE XII)
Section 10. The Board of Directors will determine the up-coming membership dues for DWGC no later than August 31 annually. This is provides a 30 day notice to the membership regarding the dues for the up-coming year. (Article IX-DUES)
Dues are payable and due from October 1-the 15th. After October 15 a penalty of $10.00 will be assessed (see Article IX- DUES and Operating Procedure II. DUES)
ARTICLE VI – BOARD OF DIRECTORS
Section 1. The club shall be governed by a Board of Directors, consisting of the Captain, Tournament Chair, Secretary, Treasurer, Handicap Chair, NCGA Ambassador, Membership Chair, Media Relations Chair and Past Captain as an ex-officio member.
Section 2. In the event of a vacancy in office, the Captain shall appoint a member in good standing to fill the vacant office for the remainder of the year with the approval of the Board of Directors.
ARTICLE VII – MEETINGS OF THE MEMBERSHIP
Section 1. The annual meeting shall be held in December at which time the new officers shall be installed.
Section 2. A general meeting will be held on the first Wednesday of September or as close to this day as possible, at which time the officers for the following year will be elected. Nominations to be made by the nominating committee will be posted thirty days prior to the September meeting.
Section 3. Other general meetings will be called by the captain, as needed, and shall be held on a regular day of play at the time and place as directed by the captain. The captain must call a meeting on the request of ten members of the club, or of three or more members of the Board of Directors.
Section 4. Fifteen members shall constitute a quorum for the purpose of transacting business.
ARTICLE VIII – MEETINGS OF THE BOARD OF DIRECTORS
Section 1. Captain is responsible to manage and control the affairs and business of the club, and to recommend rules and regulations or changes as necessary. The Captain must call a meeting upon the request of three Board Members.
Section 2. A majority of the Board of Directors shall constitute a quorum. Five or more members of the Board of Directors shall constitute a quorum.
Section 3. The Captain shall vote only in the case of a tie vote.
Section 4. Past Captain as an ex-officio member shall serve in advisory role only and does not have voting rights.
ARTICLE IX – DUES
Section 1. The dues for members shall be established by the Board of Directors for a twelve-month period, January 1 through December 31 of the following year.
Section 2. Annual dues are payable on or before October 1.
Section 3. Members whose dues are unpaid by October 15 shall be assessed a penalty to be reinstated.
Sections 4. Delinquent golfing members shall not be eligible to enter tournaments until reinstated upon payment of dues and penalty.
Section 5. Dues shall cover NCGA dues, current operating expenses and other expenses authorized by the Board of Directors. For new members, full payment in October of NCGA dues covers October 1-December 31 of the following year. (See Operating Procedures for pro-rated dues?
ARTICLE X – COMMITTEES
Section 1. The standing committees shall be as follows: Rules, Social, Awards, and Nominating.
Section 2. The Rules Committee shall keep all local, U.S.G.A. and NCGA rules up to date and shall keep the membership informed. In case of major questions, a committee of the Tournament Chair, Rules Committee Chair, and NCGA Ambassador shall render a decision.
Section 3. The Social Committee Representatives shall arrange all social events, including decorations and food.
Section 4. The Awards Committee shall select and purchase appropriate awards based upon information received from the Tournament Chair, the Handicap Chair, and the Captain, or at the approval of the Board of Directors.
Section 5. The Nominating Committee shall provide a slate of officers to be nominated at the August General Meeting.
Section 6. The special committees may be Publicity, Corresponding Secretary, and any other committees or representatives (Eclectic, Historian) deemed necessary to carry on the affairs of the club.
Section 7. The committee chair shall appoint their own committee members. A minimum of three shall constitute a quorum, including the chair.
Section 8. The responsibilities of the special committees shall be assigned by the Board of Directors.
ARTICLE XI – PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Newly Revised, when not inconsistent with the By-Laws, shall regulate the conduct of this group.
ARTICLE XII – AMENDMENTS
The By-Laws may be amended at any meeting by an affirmative vote of two-thirds of the members present, provided notice of such meeting shall have been given to each member by means of telephone or e-mail at least thirty days prior to such meeting.
Announcement and copy of proposed By-Laws document with changes highlighted sent to DWGC General Membership, via current email on record to ensure 30-day notice requirements for action to be taken by General Membership vote.
Revised and updated 5/3/2022