By-Laws
CONSTITUTION AND BYLAWS OF OHWGA
Revised January 2021
ARTICLE I – Organization and Object
Section 1. NAME
This is an association organized pursuant to the laws of the State of Connecticut and shall be known as “OAK HILLS WOMEN’S 18 HOLE GOLF ASSOCIATION (OHWGA). For designation purposes, it is referred to in these Bylaws as the Association.
Section 2. OBJECT
The object of the Association shall be to affiliate women in an organization to promote the best interest of golf and to encourage social activities among its members.
Section 3. ADDRESS
The Association shall be located at Oak Hills Park, 165 Fillow Street, in the city of Norwalk, county of Fairfield and state of Connecticut.
Section 4. FISCAL YEAR
The fiscal year shall run from the 1st of January through the 31st of December of each calendar year.
ARTICLE II – Membership
Section 1. MEMBERS
Members shall be limited to females, eighteen years of age or older. Membership will be without discrimination, in compliance with all applicable federal and state laws. All members in good standing will be allowed to participate in pairings. Only members with established handicaps will be allowed to participate in tournaments. The maximum allowable handicap for tournament scoring purposes will be determined by the Board of Directors and published in the OHWGA handbook.
Section 2. DUES
Members shall pay such annual dues as established by the Board of Directors. All current dues shall be paid before participating in any Association tournaments. Dues should be paid by or before the first event, otherwise a late fee may be assessed. Membership dues are non-refundable. Members current with such annual dues will be considered members in good standing.
Section 3. NEW MEMBERSHIP
All applications for membership shall be made to the membership chairperson, with the required dues. All members shall be accepted for membership without regard to handicap.
Section 4. REPRIMAND AND EXPULSION
Prior to any hearing conducted by a majority of the Board of Directors, due notice should be served to the implicated member of their right to be present and heard. The Board, by its majority vote, may expel or reprimand any member of the Association for conduct which, in the opinion of the Board, is detrimental to the spirit of good golf sportsmanship, to the course upon which it is played, to the community generally, or to the Association itself.
ARTICLE III – Board of Directors
Section 1. CONTROL
All property and affairs of the Association shall be under the control and management of the Board of Directors, subject only to provisions of this Constitution.
Section 2. ELECTION
The nomination for Board members shall come from the membership and will be submitted to the Nominating Chairperson. The Nominating Chairperson shall submit nominations to members in good standing for a vote to elect the new members of the Board. Such new Board members will serve for a period of three years.
The officers will be elected by the Board at the first regular Board meeting, which should be held as soon as practical after the final tournament. At the Board meeting, each Board member, whether physically present or not, will submit her nomination for officers in writing to the Secretary. Such nomination should have the agreement of the person being nominated. Nominations will be approved and a written vote will be taken. The positions will be filled as follows: President, Vice President, Secretary, Treasurer.
Section 3. COMPOSITION AND TENURE
The Board of Directors shall be composed of no less than nine or more than thirteen. Ideally the number of Board members should be an uneven number to facilitate the breaking of tie votes. The Executive Board, consisting of President, Vice President, Secretary and Treasurer, shall be elected by the Board of Directors from the members of the Board of Directors at the first meeting of the Board, and shall hold office for one year.
The former President of the Association shall remain as ex-officio member of the Board for a period of one year after completion of their term of office. Such position shall be advisory only and without right to vote.
The Board of Directors shall appoint eight standing Committee Chairpersons as follows:
Membership
Tournament
Hospitality
Handicap
Nominating
Rules
Bylaws
Publicity
The Board may appoint any other committees as deemed necessary.
Committee Chairpersons shall accept committee members from the Board of Directors and from the membership at the first meeting following the final tournament. The President shall, with the approval of the Board of Directors, appoint or replace any committees and the Chairperson thereof, as she shall deem proper and necessary for the operation of the Association.
No Committee Chairperson or Committee member shall have the right to obligate the Association or the Board of Directors in any way or in any sum in excess of that specifically authorized by the Board of Directors for its use.
Section 4. MEETINGS OF THE BOARD
The Board shall have two meetings during the year on such dates as it may determine, and any additional meetings as deemed necessary.
Section 5. VACANCIES
Any vacancies on the Board of Directors shall be filled for the unexpired term by a majority vote of the members of the Board.
Section 6. QUORUM
A majority of the members of the Board of Directors shall constitute a quorum at a Board of Directors meeting.
ARTICLE IV – Duties of Officers
Section 1. DUTIES OF PRESIDENT
The President shall preside at all meetings of the Association and of the Board of Directors and shall have general supervision over the affairs of the Association. She shall be, ex-officio, a member of all committees for one year. The Board of Directors shall, by a majority vote of its membership, present and voting, authorize the President or any other officer to execute all written contracts and incur any obligations in the name of the Association.
The President shall, with the approval of the Board of Directors, fill any vacancies in any committee at any time, temporarily, until the next annual election.
Section 2. DUTIES OF VICE PRESIDENT
In the absence of the President, the Vice President shall perform the duties of the President and in the absence of the Vice President, the Secretary shall preside.
Section 3. DUTIES OF SECRETARY
The Secretary, or her designee, shall keep the records of the meetings of the Association, the Officers and Board of Directors.
Section 4. DUTIES OF TREASURER
The Treasurer, or her designee, shall collect all member dues and record date of enrollment, receive and disburse all money and keep the accounts. She will provide the Board and the Membership Committee updated lists of all members. At the meeting of the Board of Directors, she will report the amount of receipts, disbursements and the balance of cash on hand as well as any other information concerning the financial affairs of the Association as it may require. Before the annual meeting, she shall prepare a detailed report, in writing, of the financial affairs of the Association for the preceding fiscal year, and a budget for the current year. She shall pay all bills, authorized by the Board of Directors, including the initial enrollment fee in CSGA or other handicap service, and will file the annual tax return of the Association. The Treasurer shall sign all checks, drafts or orders for the payment of money. In the absence of the Treasurer, her designee, as registered with the bank, may sign said checks or drafts.
ARTICLE V – Duties of Committees
Section 1. MEMBERSHIP COMMITTEE
The Membership Committee shall use its best efforts to obtain prospective members. It shall, with due diligence, publicize the advantages of membership in the Association. It shall also provide new members with all information necessary for them to participate in association activities.
Section 2. TOURNAMENT COMMITTEE
There shall be not less than five members appointed to this committee, whose function shall be to plan, arrange and conduct all regular, tournaments. The committee is not responsible for any “special” events, which shall be handled separately for those events. The Committee shall keep records of all regular tournament results, utilizing a “tournament board” or other mechanism, and determine allocation of prizes. All tournaments will be based on eighteen holes of regulation play.
Section 3. HOSPITALITY COMMITTEE
There shall be not less than three members appointed to this committee whose functions shall be to plan, arrange and conduct dinners, luncheons, and any special functions or events.
Section 4. HANDICAP COMMITTEE
There shall be not less than two members appointed to this committee, whose primary function shall be to monitor and distribute handicap information as generated and provided by an appropriate service (CSGA, WHO, etc.). Individual members are responsible for accurate submission of all their scores, which will be monitored by the committee. The Chairperson of this committee shall furnish to the Board of Directors, upon request, a record of the play of any member upon which her handicap has been predicated.
Section 5. NOMINATING COMMITTEE
At the first meeting of the Board of Directors after the end of the tournament season, the Board shall elect a Nominating Chairperson. The Chairperson will send to all members, a request for nominations to the Board, and will distribute such nominations to the membership for vote.
Section 6. RULES COMMITTEE
The committee will interpret USGA and local rules and keep members informed of any changes.
Section 7. BYLAWS COMMITTEE
The committee will keep the Bylaws up to date and present in a prescribed manner.
Section 8. PUBLICITY COMMITTEE
This committee handles all publicity releases to social media, and other public media, of tournament results and special events, and any other publicity releases.
ARTICLE VI – Meetings
Section 1. ANNUAL MEETINGS
The Association shall hold an annual meeting, either physical or virtual, in the Spring, before tournament play begins. Written notice of the meeting shall be given to the membership in advance of said meeting.
Section 2. SPECIAL MEETINGS
Special meetings may be called by the President or her designee, either physical or virtual, any time upon two weeks written notice to the members.
Section 3. ORDER OF BUSINESS
The following order of business shall be observed as far as applicable at all Board meetings of the Association: Reading and approval of minutes of last meeting, Reports of Officers and Board of Directors, Reports of Committees, Unfinished Business, New Business and Adjournment.
Section 4. RULES OF ORDER
The rules contained in ROBERTS RULES OF ORDER, REVISED shall govern the meetings of the Association where they are applicable and where they are not inconsistent with these Bylaws.
Section 5. RIGHT TO VOTE
No member shall be permitted to vote or participate at the annual election or any other meeting whose dues are unpaid.
ARTICLE VII– Amendments to Bylaws
Section 1. PROCEDURE
Proposed amendments to these Bylaws shall be first submitted, in writing, to the Board of Directors. The Board of Directors shall approve or disapprove of the proposed amendments.
Section 2. AMENDMENTS APPROVED
Such amendments, as approved by the Board of Directors, shall be sent by the Secretary to the membership, requesting a vote for approval. A majority vote of the membership is required for the approval of all amendments.