EMPIRE RANCH MEN'S GOLF CLUB (ERMGC)

Transcription

1 BYLAWS OF THE EMPIRE RANCH MEN'S GOLF CLUB (ERMGC) EMPIRE RANCH GOLF COURSE CITY OF FOLSOM COUNTY OF SACRAMENTO STATE OF CALIFORNIA ORIGINALLY CREATED APRIL 30, 2002 APPROVED OCTOBER ( ), 2014

2 Contents ARTICLE 1 GENERAL INFORMATION 3 ARTICLE 2 BOARD OF DIRECTORS Section 1 Powers 4 Section 2 Officers and Duties 4-8 Section 3 Terms of Office 8 Section 4 Elections 8-9 Section 5 Vacancies 10 Section 6 Removal of Officers 10 Section 7 Changing the Number of Directors 10 Section 8 Financial Procedures Section 9 Board Member Benefits ARTICLE 3 MEMBERSHIP Section 1 Dues and Applications 14 Section 2 Members in Good Standing 14 Section 3 Membership Year 14 Section 4 Age 14 Section 5 Rejection 14 Section 6 Suspension and Expulsion ARTICLE 4 MEETINGS ARTICLE 5 TOURNAMENTS & HANDICAPS Section 1 Tournament Eligibility 18 Section 2 Playoff Procedure 19 Section 3 Tournament Handicap System 20 Section 4 USGA Handicap System Section 5 Committee Rules for Home Tournament Play 22 Section 6 Cash Prizes 22 Section 7 Stipends and Special Prizes 23 Section 8 Posting of Tournament and Recreational Golf Scores 23 ARTICLE 6 MAINTENANCE OF THE BYLAWS Section 1 Amendments 24 Section 2 Decisions 24 Section 3 Policy File 24 AMENDMENTS AND CLARIFICATIONS

3 ARTICLE 1 GENERAL INFORMATION The name of this club is the Empire Ranch Men's Golf Club (ERMGC). The Club is deemed as a regular club by the Northern California Golf Association (NCGA) for which it is a member. It is the intent of the Club to become The Club is an Internal Revenue Code Section 501(c)7 social organization formed for the purpose of promoting friendship and good sportsmanship among our members in organized Club-sponsored golf tournaments and social events. We have no offices, but shall maintain a mailing address for the transaction of the business at: ERMGC c/o Empire Ranch Golf Course 1620 East Natoma Street Folsom, CA To clarify our status for tax purposes, we declare: Notwithstanding any of the above statements of purposes and powers, this club shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the specific purpose of this Club. 3

4 Section 1: Powers ARTICLE 2 - BOARD OF DIRECTORS Subject to the provisions of the Bylaws, the authority to conduct, manage and control the business affairs of the ERMGC ( the Club ) rests with the Board of Directors ( Board ). The membership has granted the Board with the following powers: a) To make and enforce Bylaws and other rules, regulations, and policies so long as they are consistent with existing law; b) To admit and/or remove for cause any member; c) To prescribe the rules under which our tournaments are conducted and to prohibit any related activities which it deems prejudicial to the best interest of the Club or are likely to bring the Club into disrepute; d) To conduct all financial transactions for the Club in accordance with approved financial procedures and best practices. Section 2: Officers and Duties Unless otherwise determined by a majority vote of the Board, its officers shall be designated as: President, Secretary, Treasurer, Home Tournament Chairman, Away Tournament Chairman, Handicap Chairman, and Membership Chairman. One of these officers shall also be appointed by the President to act as Vice- President to fulfill the duties of the President, if needed, on a short-term or emergency basis. Sub-Section 1: Shared Responsibility Although each Director has specific responsibilities and duties, it is incumbent on each Director to work with and assist other Directors as requested. Sub-Section 2: Duties of the President Call to order and preside at all meetings. Ensure the Bylaws and policies adopted by the Board are properly executed. Exercise general leadership over the business and affairs of the Club and report at each meeting on the general conditions of the Club and any concerns relative to the Club. Sign legal and financial documents and correspondence on behalf of the Club. Cast the deciding vote in the event of a tie at all meetings. Annually assign different duties and responsibilities to the Directors and nominate a Vice-President (with the ratification of the Board). 4

5 Assign a Director to function as the Match Play Championship Tournament Chairman. Assign a Director to function as the Putting Championship Tournament Chairman. Oversee entries and collect registration fees for NCGA Qualifier tournaments. Coordinate sponsorship efforts to raise supplemental funds. Perform other such duties as pertain to his office and that may be required by the Board. Provide a general fund budget to the Board for approval no later than the December regular Board meeting. Sub-Section 3: Duties of the Secretary Maintain full, open, complete and accurate records of all meetings of the Club and publish them on the website within five business days after each meeting. Publish and distribute any notices that may be required. Publish and maintain the Bylaws and Policy File, including an appendix documenting all adopted or rescinded policies. Edit and arrange for the creation and distribution of the annual newsletter no later than October 15. Maintain current non-tournament information on the Club website. Maintain the official correspondence of the Club. Function as the primary liaison between the Club and the NCGA. Perform other such duties as pertain to his office and that may be required by the Board. Sub-Section 4: Duties of the Treasurer Sign all checks and drafts; possess Club debit card. In his absence, the Treasurer is authorized to delegate primary signatory authority in the order of the President first, or if both are absent, a Director appointed by the President. Receive and secure all money of the Club; deposit it in the name of the Club in such bank or banks as the Board may designate; and disburse the same in accordance with Financial Procedures section of the Bylaws. Deposit stipends 5

6 into each Director's account during the first week of January, April, July and October. At the direction of each Tournament Chairman, pay all deposits due to Empire Ranch or other golf courses and make all payments due on behalf of the Club immediately following the close of every tournament. Within five business days after the close of each tournament, process all tournament related payments (unless the final results of a tournament are delayed). Process the registration of ERMGC members who have qualified for NCGA Tournaments. Keep full and accurate records of accounts of the Club and submit all reports as called for in the Financial Procedures section. Submit at all Board meetings a complete statement and report on the health of the general fund including a comparison of the annual general fund budget to current revenue and expenses. Submit to each Board member, and post online for the membership, a complete statement and report on the health of the general fund including a comparison of the annual general fund budget to current revenue and expenses by the second Wednesday of each non-meeting month. Sign all financial documents requiring his signature. File all necessary tax documents, including 1096 & 1099 forms. Identify and report on any existing or predictable financial problems. Perform all such other duties as pertain to his office and as that may be required by the President or Board. Sub-Section 5: Duties of the Home Tournament Chairman At the October Board Meeting, present to the Board for its approval the Home Tournament schedule, dates and anticipated formats for the upcoming year. Plan, publish and promote all home tournaments using the Club website and other appropriate means. Prepare all necessary items required for the administering and scoring of each home tournament. Administer and conduct all Club NCGA qualifying tournaments. 6

7 Determine when guests may be allowed to play in a home tournament. Proactively coordinate with the Pro Shop as required in advance of, and on the day of, a tournament. Assign individual Directors to on-site tournament-related tasks and oversee scoring activities. Ensure that all tournament scores are accurately posted to the NCGA GHIN handicap program and that all monies have been provided to the Treasurer within two days of the completion of each tournament. Post the results on the Club website within two one days after each tournament. Submit a printed report of itemized expenses detailed tournament budget (to include itemized expenses/revenue, prize money payouts, and player payment) and results to the Board within three days after each tournament. Perform all such other duties pertinent to his office and as that may be required by the President or Board. Sub-Section 6: Duties of the Away Tournament Chairman At the November Board Meeting, present to the Board for approval the Away Tournament schedule, dates and anticipated formats for the upcoming year. Plan, publish and promote all away tournaments using the Club website and other appropriate means. Determine when guests may be allowed to play in an away tournament. Proactively negotiate and coordinate with the Pro Shop and/or tournament sales employee as required in advance of, and on the day of, a tournament; is authorized to sign applicable contract, if necessary. Prepare all necessary items required for the administering and scoring of each away tournament. Assign individual Directors to on-site tournament-related tasks and oversee scoring activities. Ensure that all tournament scores are accurately posted to the NCGA GHIN handicap program and that all moneys have been provided to the Treasurer within two days of the completion of each tournament. Post the results on the Club website within two one days after each tournament. 7

8 Submit a printed report of itemized expenses detailed tournament budget (to include itemized expenses/revenue, prize money payouts, and player payment) and results to the Board within three days after each tournament. Perform all such other duties as pertain to his office and as that may be required by the President or Board. Sub-Section 7: Duties of the Handicap Chairman Oversee the ERMGC Tournament Handicap System, including providing Tournament Chairmen with adjusted handicaps in a timely manner prior to each tournament. Chair the Handicap Committee and report relevant recommendations to the Board. Monitor recreational play as needed to ensure that players are accurately posting their scores and that scores are posted in a timely manner and notify the Board when a player may not be accurately and promptly posting his recreational scores. Prepare the necessary documentation and notification letters to members who do not adhere to the spirit and intent of the handicap system. This position acts as the "Assistant Tournament Chairman" and will provide assistance, up to and including conducting tournaments, when either tournament chairman is unable to do so. Track all member tournament play and publish as necessary. Perform all such other duties as pertain to his office and as that may be required by the President or Board. Sub-Section 8: Duties of the Membership Chairman Prepare the annual membership registration form for inclusion with the annual newsletter and ensure adequate copies are available in the Pro Shop. Review and process membership applications and maintain an accurate membership roster via the GHIN system or other system as directed by the Board. Coordinate with NCGA staff regarding membership issues. Submit at all Board meetings a complete statement and report on the state of the Club s membership including number of renewed, new or deleted members. 8

9 Perform all such other duties as pertain to his office and as that may be required by the President or Board. Section 3: Terms of Office Directors shall be elected to two year terms. The term of a President shall be one (1) year, but there is no limit on the number of times he can be re-elected. The President should have served in at least two different positions on the Board and preferably be in his second term as a Board Member before his election. The President is elected by a majority vote of the Board. Section 4: Elections Sub-Section 1: Voting Eligibility All members in good standing are eligible to participate in the election process for the position of Director. Sub-Section 2: Election Calendar April Regular Board Meeting: The Board announces the beginning of the nominating period and names the Nominating Committee, which will consist of at least two Club members, including at least one Director. June Regular Board Meeting: The Nominating Committee recommends a slate of candidates. The deadline for a member in good standing to make a written nomination. Written nominations cannot be in the form of an or other electronic means. The nominee must accept in writing other than by or electronic means. Verbal nominations will not be accepted. The Absentee Voting dates and procedures announced. Two calendar days after June Regular Board Meeting: The Secretary announces the slate of candidates and makes Absentee Ballots available. Voting via or other electronic means shall not be permitted until such time it can be proven these methods are secure and confidential. July Home Tournament: Early Voting (if authorized). July General Membership Meeting: Election Day The Secretary shall prepare sufficient ballots that will include all candidates in alphabetical order. Write-in candidates shall not be accepted. The candidates with the most votes will be elected to the number of vacancies that exist. The Secretary, except when he is running for re-election, a Director appointed by the President, shall be 9

10 responsible for recording and announcing the number of votes for each candidate. In case of a tie, the Nominating Committee shall schedule a run-off election no less than seven and no more than 15 calendar days from the date of the original election. Absentee Ballots shall be prepared and made available no less than five calendar days in advance of the election. In the case of a tie in a run-off election, the Nominating Committee shall immediately place the names of the tied candidates in a hat and conduct a blind draw to determine the winner(s). September Regular Board Meeting: The deadline for the Board and Director(s)- elect to elect the President. The President-elect appoints the Vice-President. October 1: New terms begin. Section 5: Vacancies Whenever a vacancy occurs on the Board, it shall be filled by an appointee of the President subject to confirmation by the majority of the Board. The member so appointed, shall hold office until the next regularly scheduled election or, at the option of the Board, serve out the remainder of the term. Section 6: Removal of Officers Any Director may be removed from the Board for good cause shown by an affirmative vote of not less than 75 percent of the members present at a General Membership Meeting called for that purpose. But under no circumstances shall the membership remove more than two (2) Directors in any single year. The President may be removed from his position for good cause shown by a 75 percent vote of the Board at a Special Board Meeting called for that purpose. The Special Board Meeting shall be conducted by the Vice-President. The Board shall immediately elect a new President and he shall reassign the former President to a new position on the Board. Section 7: Changing the Number of Directors The Board may approve the addition or reduction of Directors by majority vote at a Special Board Meeting called for that purpose, provided ten (10) notice has been given to the Board and membership. If a Director position is deleted, the reduction will be accomplished by having one fewer open position in the next election. If a Director position is added, the President shall appoint a member to 10

11 fill the position. The member so appointed, shall hold office until the next regularly scheduled election. Section 8: Financial Procedures Sub-Section 1: Checking Account The President and the Treasurer are responsible for the ERMGC checking account. Both of their signatures shall be on record with the bank. Either of them may sign a check or make a purchase using ERMGC debit cards after consulting with the other. Aside from the typical payments for green fees, credit book deposits, prize funds and other regularly occurring direct tournament expenses, no expenditures over $250 shall be permitted without prior approval from the Board. All transactions shall appear in the Monthly Transaction Report. For home tournaments, members who finish in the who have won money in within their flights will have their winnings put into their Empire Ranch credit account by the Treasurer, who shall write one check per tournament to the golf course for this purpose and provide the course an itemized list of winners provided to him by the Home Tournament Chairman. No funds may be withdrawn or transferred from any credit account by any method without the prior written permission of the President, who will notify the Board and provide them with a copy of any such letter in a timely manner. Sub-Section 2: President The President will have full access to all online financial records and is responsible for reviewing and verifying all financial reports and statements with the Treasurer prior to each Board meeting. At each Board Meeting, he will insure that Tournament Chairmen have verified their tournament budget records match with the Treasurer s Monthly Transaction Report. Sub-Section 3: Treasurer The Treasurer will promptly deposit all ERMGC funds after receiving them from any Director or other source. He will document each such exchange of funds in a Bank Deposit Reconciliation form signed by both himself and the appropriate involved Director or, by verification between himself and the involved Director. Each will keep a copy of the reconciliation form or and a copy provided to the President. All reconciliation forms and/or s shall be retained for a minimum of two years from the date of the transaction. He will record and itemize all transactions into the Club s financial software and provide the President a copy of the Club s complete electronic file at least on a monthly basis. 11

12 With the President, he will have full access to all electronic records (including credit card merchant accounts and checking accounts) and other than passwords, will promptly make all financial information available to any Director upon request. At each Board Meeting, he will provide the following reports: 1) Monthly Transactions Report, detailing every transaction from the previous month (a copy of which he will provide to the Board in advance of their meeting, so that they can verify that it matches their records); 2) Profit and Loss Statement, detailing the totals of each budget category through the end of the previous month; 3) Monthly Bank Statement, which he will have reconciled; 4) Monthly Credit Card Transactions; 5) General Fund Budget Status. He will post the Profit and Loss Statement and general fund budget status online each month. Sub-Section 4: Membership Chairman The Membership Chairman will review and process all incoming applications and collect all checks and cash paid for membership dues. He will forward the checks and cash to the Treasurer, fully documented on a Bank Deposit Reconciliation form signed by himself and the Treasurer or, by verification between himself and the Treasurer. Each will keep a copy of the reconciliation form or and a copy provided to the President or Vice President if the President is the Membership Chairman. At each Board Meeting, he will give a report detailing the: 1) number of members who joined during the previous month, broken down by budget category; 2) total number of members to date; 3) comparison of the total number of members to date with the previous year; 4) total amount of money contained in all checks & cash turned over to the Treasurer; 5) total amount of membership dues received via credit card. He will then verify that his records match the Treasurer s Monthly Transactions Report. Sub-Section 5: Home and Away Tournament Chairmen Tournament Chairmen will collect all checks and cash paid for tournaments. They will forward the checks and cash over to the Treasurer within 48 hours after their tournament, documenting everything with on a Bank Deposit Reconciliation signed by themselves and the Treasurer or by verification between himself and the Treasurer. Each will keep a copy of the reconciliation form or and a 12

13 copy provided to the President. All reconciliation forms and/or s shall be retained for a minimum of two years from the date of the transaction. At each Board Meeting, they will give a report (when applicable) detailing the: 1) number of players participating in the most recent tournament; 2) method and amount that all players paid; 3) total net revenue or expenditure for the event; 4) total amount of checks & cash turned over to the Treasurer. They will verify that their records match the Treasurer s Monthly Transactions Report. Sub-Section 6: Audits In addition to the monthly posting of financial records and the bi-monthly reporting of financial records at regular Board meetings, all financial records are available for review by the membership at any time. Upon a member s request, a financial records review meeting may be scheduled with the Treasurer; any other Director may attend the review as well. The scope of the records review may include bank statements, QuickBooks records, receipts and transmittals for the current year and, if necessary, the previous year. The results of the financial records review will be posted on the Club s website. Section 9: Board Member Benefits The following shall be the compensation for each Director: Exemption from annual ERMGC & NCGA membership fees. Exemption from all tournament green fees and flight prize pool fees. Each quarter, a credit of $500 shall be paid from the Club s general fund into each Director s Empire Ranch credit account. Any honors or special recognition the Board and/or membership may typically give to an outgoing Director shall not be granted when that Director resigns his position prior to the end of his term, unless forced to do so by relocation, illness, or personal reasons. 13

14 ARTICLE 3 MEMBERSHIP Section 1: Dues and Applications Yearly dues will be determined by the Board and Director(s)-elect and submitted to the membership for consideration no later than the September Meeting. Dues must include funds for NCGA membership, NCGA electronic handicapping, and the operation and expenses of the Club. Dues will accompany an application for membership or renewal. Section 2: Members in Good Standing An applicant is considered to be a member in good standing when he has submitted an application for membership, paid his yearly dues and been notified by the Board of acceptance. Any applicant who has been rejected, expelled or suspended from any club associated with the NCGA is not eligible for membership in the Club. Section 3: Membership Year The annual membership year is October 1 through September 30. Section 4: Age An applicant must have reached his 18th birthday before he will be eligible to apply for membership. Section 5: Rejection In the event of a rejection of an applicant for membership, the membership fee shall be returned to the applicant. No rejected candidate shall again be considered for membership until after one year from the date of his rejection. The Board shall have the authority to accept or reject all new members. Section 6: Suspension and Expulsion Sub-Section 1: Authority The Board shall have the power, by majority vote, to suspend for such a period and upon such terms as it deems appropriate, or to expel and forfeit the membership of any member for conduct which in the Board s opinion is likely to be detrimental to the welfare, interest, repute, integrity or character of the game of golf or the Club. 14

15 Sub-Section 2: Penalties When determined by the sufficient evidence exists that a member has failed to accurately post a golf score to the NCGA handicap system regardless of where or how played in a timely manner of the played round, the Board must take the following action in descending order: First Offense: Posting of a penalty score in accordance with the USGA Handicap System (Addendum 1, Section 3). Second Offense: Reduction of the member s NCGA handicap by 50 percent for the next twelve ERMGC events entered by that member. The member cannot win a first place prize for those events nor will he be eligible to qualify for any NCGA event. Third Offense: Expulsion. Sub-Section 3: Notice to the Member No vote shall be taken by the Board on a proposed forfeiture, suspension or reduction in a member s handicap or expulsion until 10 days after a written notice setting forth the charge or charges against the member concerned has been sent to the member by registered mail. The member has the right to be heard or respond during that 10-day period before any final vote is taken thereon. 15

16 ARTICLE 4 MEETINGS Regular Board Meeting Special Board Meeting General Membership Meeting When 6:00 pm on the second Wednesday of October, December, February, April, June and September at Empire Ranch Golf Course. The President may change the time, date and location of any Regular Meeting. May be called by the President. The President must call a Special Board Meeting upon the written request of at least two Directors. The third Wednesday of July, and on any other date determined by the Board. Additional General Membership Meetings must be held upon receipt of a written request signed by more than 5% of the membership. Advance Notice of Time and Place No advance notice is required, unless time, date or location of the meeting is changed, in which case at least fortyeight (48) hour notice shall be given to the Board and membership. At least forty-eight (48) hour notice shall be given to the Board and membership. Notice shall include the item(s) of business to be discussed. At least ten (10) day notice shall be given to the Board and membership. Notice shall include the item(s) of business to be discussed. Agenda ---Reading of the minutes of all unread Regular & Special Board Meetings. Reading of minutes may be waived by President if copy of minutes are available for members upon request and/or posted on ERMGC website. ---Reports*: President, Secretary, Treasurer, Home Tournament Chairman, Away Tournament Chairman, Handicap Chairman, Membership Chairman ---Establishment of Quorum ---Old Business ---New Business ---Questions / Comments from the membership ---Adjournment ---Establishment of Quorum ---Special Business* ---Questions / Comments from the membership ---Adjournment *Special Board Meetings are typically called to conduct a single item of business, but multiple items of business may be discussed and any business which might be done at a Regular Board Meeting may be done at a Special Board Meeting. ---Roll Call of Directors ---Reading of the minutes of the previous General Membership Meeting ---Reports*: President, Secretary, Treasurer, Home Tournament Chairman, Away Tournament Chairman, Handicap Chairman, Membership Chairman ---Establishment of Quorum ---Old Business ---New Business ---Questions / Comments from the membership ---Adjournment * see Financial Procedures section for required report items * see Financial Procedures section for required report items 16

17 Quorum Two-thirds (2/3) of the Board must be present in order to conduct business, but a meeting may be called to order and information presented if at least three (3) members are present. Two-thirds (2/3) of the Board must be present in order to conduct business, but a meeting may be called to order and information presented if at least three (3) members are present. Five percent (5%) of the membership must be present to conduct business, but there is no quorum requirement for: 1) Board Election 2) Voting on removal of a Director A smaller number than a quorum may meet for informational purposes only. Who Can Make A Motion and Vote? Any Director except the President, who cannot make a motion and may only vote to break a tie. Any Director except the President, who cannot make a motion and may only vote to break a tie. Any member in good standing except the President, who cannot make a motion and may only vote to break a tie. 17

18 ARTICLE 5 TOURNAMENTS AND HANDICAPS Section 1: Tournament Eligibility Sub-Section 1: Members All members in good standing are eligible to participate in ERMGC tournaments. Sub-Section 2: Guests Allowing guests to participate in Club events is the exception rather than a practice regardless of the size of the event s field. The determination as to guest participation rests with the respective Tournament Chairman. When the Tournament Chairman has determined the field for an event is unlikely to be full, he may permit guests to participate. Guests are eligible to receive prizes in designated Member/Guest tournaments and in Gross Skins Game, Two-Hole Game and other side bets within tournaments in which winnings are not paid from the Club s general fund. Sub-Section 3: Medical Exemptions A medical exemption may be granted by a majority vote of the Board, so long as the member in question is in good standing and has, in the opinion of the Handicap Chairman, a strong record of past participation. This exemption allows the Home Tournament Chairman to waive the five-tournament minimum requirement for eligibility to win a Major or NCGA Qualifier. The intent is to grant exemptions only to members who have a history of meeting the minimum participation requirement, but are not able to do so because of illness or injury. The Board will base its decision on these factors and the medical facts as attested by the member. Sub-Section 4: NCGA Qualifiers and Major Tournaments In addition to handicap requirements, a player must have participated in a minimum of five Club tournaments (any combination of home or away tournaments) within the twelve months preceding the event to be eligible to win first place in any Major (see Tournament Handicap System for definition of a Major ) or a qualifying spot in any NCGA qualifying event. The Match Play Championship counts as one (1) tournament, regardless of the number of rounds a player completes. The Club Championship counts as one (1) tournament, provided a player completes both rounds. Each round completed at away tournament counts as one (1) tournament. The counting of tournaments to determine first place eligibility for a particular event shall include the previous year's edition of that event, provided it was held in the same month. For example: if a member played in the Club Championship last September and four other tournaments since then, that member is eligible for the Club Championship this September, even though there may be twelve months and several days between events. Should this year's Club Championship 18

19 be held in October, the member s participation last year would not count. The count does not include the event for which the member is registering. Section 2: Playoff Procedure Sub-Section 1: Major Tournaments/NCGA Qualifiers In the case of a tie for first place in any Major Tournament (excluding the Major Away Tournament), or for the last of any spots in a NCGA qualifying tournament, a hole-by-hole sudden death playoff will be conducted immediately following the announcement of results. In the event that a sudden death playoff cannot be conducted at that time, the method of breaking the tie will be at the sole discretion of the Home Tournament Chairman. The involved players are required to be present for the playoff to participate. A player not immediately present for the playoff will be eliminated from the playoff. If a playoff is not feasible as determined by the Tournament Chairman at the conclusion of the tournament, the Tournament Chairman will schedule a playoff date for the players who are present for the tournament-day playoff. Sub-Section 2: All Other Tournaments Tie(s) for non-major or NCGA qualifying tournaments will be resolved through the United States Golf Association matching scorecard method and of determining the best net score for the last nine holes. If the tying players have the same net score for the last nine, the winner will be determined on the basis of the last six holes, last three holes and finally the 18 th hole. The last nine holes are considered to be holes 10-18, 13-18, If the tie still exists, the tie shall be decided by lot as determined by the Tournament Chairman. 19

20 Section 3: Tournament Handicap System GHIN Index? ERMGC T-scores* ERMGC Tournaments** Source of Tournament Handicap / Eligibility No n/a n/a Handicap Chairman sets handicap using info gleaned from player or any other sources (typically 75% of estimated handicap). Cannot win any NCGA Qualifier spot, Major championship**** or 1 st Place in flight in any tournament. Yes 0 n/a 75% of GHIN index. Cannot win any NCGA Qualifier spot, Major championship**** or 1 st Place in flight in any tournament. Yes 1 n/a 90% of GHIN index. Cannot win any NCGA Qualifier spot, Major championship or 1 st Place in flight in any Major tournament****. Yes 2 or more Fewer than 5 Average of the two lowest t-score differentials from the player s 4 most recent events*** or GHIN index, whichever is lower. Cannot win any NCGA Qualifier spot, Major championship or 1 st Place in flight in any Major tournament****. Yes 2 or more 5 or more Average of the two lowest t-score differentials from the player s 4 most recent events*** or GHIN index, whichever is lower. Eligible to win 1 st Place in any event. *From Tournaments played within the past 12 months. **Any ERMGC Tournament held within the past 12 months, including team events. Includes ERMGC events cancelled within 24 hours of scheduled start, for which the player was registered and paid. ***Includes ERMGC Tournaments cancelled within 24 hours of scheduled start, for which the player was registered and paid. ****Directors Cup, President s Cup, Club Championship and Major Away Tournament. Section 4 5: USGA Handicap System Sub-Section 1: Purpose The purpose of the USGA Handicap System (as detailed in the USGA Handicap Manual) is to make the game of golf more enjoyable by enabling golfers of differing abilities to compete on an equitable basis. The system provides fair Course Handicaps for players regardless of ability, and adjusts players Handicap Index up or down as one's game changes. At the same time it disregards high scores that bear little relation to the player's potential ability and promotes continuity by making handicaps continuous from one playing season or year to the next. Sub-Section 2: Timely Posting Posting scores immediately following the round at the course where the round is played is the preferred way to expose scores to peer review. This method of 20

21 posting shall be used at all times. If a player fails to post a score in a timely manner, the Handicap Chairman may post the score without the player's authorization. The Club Handicap Committee has determined 48 hours to be timely. In competition, the committee in charge of the competition will post the scores of all the competitors. Sub-Section 3: Adjustments The Handicap Chairman has the responsibility of making certain that a player s USGA handicap index reflects his potential playing ability. Before an adjustment becomes effective, the chairman must give the player an opportunity to explain the circumstances surrounding the proposed adjustment, either in writing or verbally. When an adjustment does become effective, it shall be identified with the letter "M". Under the conditions listed below, the handicap chairman may adjust a player s NCGA handicap index. The handicap chairman is duly responsible to identify and notify those players who violate the spirit and intent of the handicapping system. If a player continues to violate the handicapping system after notification, the Handicap Chairman shall recommend to the Board that player s handicap index be withdrawn. Improving faster than the system can react. A player just taking up the game may improve too rapidly for his handicap index to be calculated by standard procedures to reflect his potential ability. Numerous away scores change the index. If a player s handicap index increases by three or more strokes due to posting numerous away scores and subsequent scores at his home club clearly indicate his handicap is too high, the handicap committee shall adjust the player s handicap downward. Temporary Disability. An increased handicap shall not be given because a player is off his game or has discontinued play. However, an increased handicap may be given for a temporary disability and must be indicated with the letter "L". Failure to Post. An NCGA handicap index shall be adjusted up or down if a player does not turn in all acceptable scores or otherwise does not observe the spirit of the NCGA handicap system. The Handicap Chairman shall determine the amount and time of adjustment. If a player fails to post an acceptable score in a timely manner after completion of the round, the handicap chairman will post the score and a penalty score and rating equal to the lowest handicap differential in the player s scoring record. However, if the score not posted is unusually high, the Handicap Chairman will enter the score and a penalty score and rating equal to the highest differential in the player s scoring record. 21

22 If a player manipulates his scores to influence his handicap index, the Handicap Committee will adjust or withdraw his handicap index. Examples of manipulating scores are: a) Posting erroneous scores. b) Repeatedly playing more than one ball to avoid posting scores. c) Not adjusting hole scores according to a player s index. d) Deliberately reporting more or fewer strokes than actually scored. e) Deliberately taking extra strokes to inflate a score. If 13 or more holes are played, the player shall post an 18-hole score. If 7 to 12 holes are played, the player shall post a nine-hole score. In either case, scores for un-played holes shall be recorded as par plus any handicap strokes that a player is entitled to receive on the unplayed holes. The handicap committee shall review the reduction of a player s index for exceptional tournament scores. When a player has two or more tournament scores with differentials of three strokes better than his handicap, the Handicap Committee may adjust the player s handicap index equal to the lowest tournament score for a period of time as determined by the Handicap Committee. If a player repeatedly fails to meet his responsibilities under the current NCGA handicap system, the Handicap Committee shall withdraw the player's handicap index. Before any action can be taken, the player shall be advised of the information available to the Handicap Committee and shall be invited to respond either in writing or verbally. A player who has had his handicap index withdrawn, may be reinstated under conditions set forth by the Handicap Committee. Section 5 6: Committee Rules for Home Tournament Play Local Committee Rules and Conditions of Competition will be provided at each tournament. The Committee will be comprised of all Board members present at the event, with one designated as the Tournament Chairman who will have final authority on decision-making for the respective event. 22

23 Section 6 7: Cash Prizes In order to avoid violating NCGA amateur status rules, Cash prizes will be awarded in categories in which players choose to pool their own money (such as Gross and Net Skins, and Two-Hole optional games) in all tournaments, and as flight prize money for away tournaments only. Section 7 8: Stipends and Special Prizes Sub-Section 1: NCGA Qualifiers Winners of NCGA Qualifiers will receive a stipend to help defray travel costs associated with their participation in the resulting NCGA tournament(s), should they be required to play outside of the Sacramento region. This stipend shall be $200 per person, or a higher amount if approved by the Board. This is in addition to NCGA tournament entry fees which will be paid from the Club s general fund for all NCGA tournament qualifiers. Sub-Section 2: Hole-In-One Assistance The Club will cover the on-site bar tab of any player who records a hole-in-one during a home or away tournament up to $250. Section 8 4: Posting of Tournament and Recreational Golf Scores The Tournament Chairman will post all Club tournament scores to the NCGA handicap system. However, each Club member is responsible for the timely accurate posting of all recreational golf scores regardless of where played, winter or summer rules, even if less than 18 holes are played. Players should follow existing guidelines (see USGA Handicap System) when posting of a score that is for less than 18 holes. If there is an indication that a member has failed to post a score, the Handicap Chairman will contact the member and, at his discretion, give the member 24 hours to post. Should the member fail to comply, the Handicap Chairman will post a score for him equal to the lowest differential he has posted on the most recent player report. 23

24 ARTICLE 6 MAINTENANCE OF THE BYLAWS Section 1 Amendments These Bylaws may be amended by a two-thirds (2/3) majority of the Board at either a Regular Board Meeting or a Special Board Meeting called for that purpose; or by a two-thirds (2/3) majority of the membership present at a General Membership Meeting. Additionally, it is required that: 1) the proposed changes must have been submitted in writing to the membership at least twenty-one (21) days in advance; and 2) appropriate notice of the meeting has been given; and 3) a quorum is present. Section 2 Decisions All Bylaws and adopted policies governing this club must be consistent with NCGA Policy. With respect to all questions as to the construction of the Bylaws, the decisions of the Board shall be final. Section 3 Policy File These Bylaws establish the Club s organizational structure, purpose, direction duties, overall policies, duties and responsibilities. The purpose of the Policy File is to provide details of how the Club operates and conducts business and tournament operations in support of the Bylaws. Policy File items can be added, modified or deleted by a majority vote of the Board of Directors. The Policy File will made available to all members along with the Bylaws. 24

25 AMENDMENTS AND CLARIFICATIONS 5/11/2004: 1) Amended Article 4, Section 1, Sub-Section 2 to permit guests to win Gross Skins only. 2) Amended Article 2, Section 4, Sub-Section 1 to advance the deadline for receiving Floor Nominations from 10 to 30 days prior to elections. 3) Added a section authorizing Absentee Ballots (Article 2, Section 4, Sub-Section 5a). 10/6/2004: 1) Added Article 4, Section 2a, establishing a new system for setting members' handicaps for Home Tournaments. 2) Amended Article 4, Section 5, to specify the procedure and penalty for non-posting of recreational scores. 10/6/2004: 1) Amended Article 4, Section 2a, to clarify the Tournament Handicap System. 02/02/2005: 1) Amended Article 4, Section 2, to clarify the issue of temporary handicaps. 08/03/2005 (the following done under one vote, as detailed in the Minutes): 1) Minor amendments to voting procedures in Article 2, Section 4, Sub- Sections 5 & 5a & Article 2, Section 6. 2) Deleted Article 2, Section 9 (Committees). 3) Clarified Article 2, Section 10 (Director Compensation). 4) Minor wording amendments in Article 3, Sections 1 & 7. 5) Revised Article 4, Section 1, Sub-Sections 4 & 5, incorporated the Match Play Championships in sections related to major tournaments. 05/10/2006: 1) Amended Article 4, Sections 2a & 2b to reduce from 6 to 4 the number of events from which a player s Tournament Handicap can be drawn. 04/12/2007: 1) Deleted Article 4, Section 4, Sub-Section 2: Club Championship, to reflect that the Board will no longer pay tournament registration fees for the Club Champion. 25

26 05/15/2007: 04/09/2008: 08/07/2008: 12/10/2008: 02/12/2009: 05/07/2009: 03/10/2010: 10/12/2011: 1) Minor amendments and clarifications to Article 4 to clarify tournament eligibility and handicap policies. 1) Added language to Article 2, Section 10, clarifying that a Director who resigns prior to the end of his term for reasons other than relocation or illness will not receive any special recognition. 1) Added Article 1, Section 4, clarifying the limitations of Club activities. 1) Added Article 4, Section 2, establishing playoff procedures for Majors and Qualifiers. 1) Added Article 4, Section 1, Sub-Section 3 establishing a procedure for granting medical exemptions. 2) Deleted Committee Rule #3. 1) Added Article 4, Section 1, Sub-Section 3 establishing a procedure for granting medical exemptions. 1) Clarified Article 4, Section 2a, pertaining to the ERMGC Tournament Handicap System. 2) Amended Article 2, Section 8, which allows the Board to add Directors, to include authority to decrease Directors. 1) Amended Article 2, Section 4: Elections, Sub-Section 2: Election Calendar, to add Director(s)-elect. 2) Amended Article 3, Membership, Section 1: Dues and Applications, to add Director(s)-elect. 26

27 04/18/2012: 08/15/2012: 11/13/2012: 12/12/2012: 07/13/2013: 1) Amended Article 4 adding the ability to waive reading of the minutes under specific circumstances. 2) Amended the phrase and the Monthly Bank Statement from the last paragraph of Article 2, Section 8, Sub-section 3: Secretary/Treasurer. 3) Added a defined time of 48 hours to the Timely Posting paragraph in Article 5, Section 4, Sub-Section 2: Timely Posting. 4) Amended Article 2, Section 2: Officers and Duties to realign the current duties to the appropriate officers, and added the requirement for the President to present a budget no later than the December Board meeting. 1) Amended Section 3, Tournament Handicap System, removing the putting competition as a qualifying tournament. 1) Amended Article 2, Section 9, Board Member Benefits, adding "personal reasons" regarding outgoing Director recognition. 1) Amended Article 5, Section 2, Playoff Procedure, creating Sub-Section 1 for tie-breaking procedures for Major and NCGA qualifying tournaments; reference to other tournaments removed. 2) Amended Article 5, Section 2, Playoff Procedure, creating Sub-Section 2 for tie-breaking procedures for non-major and NCGA qualifying tournaments. 1) Amended language with grammatical changes not impacting language meaning or intent throughout all Articles. 2) Amended language in multiple Articles bifurcating the Secretary/Treasurer officer position to two separate officer positions. 3) Amended Article 2, Section 2, Officer and Duties, to allow majority instead of unanimous vote of the Board in determining Club officer designations; Membership Chairman officer position and clarified the President appoints the Vice President. 4) Amended Article 2, Section 2, Sub-Section 2, Duties of President, to include assigning Directors to function as the Putting Championship Tournament Chairman and Match Play Championship Tournament Chairman. 27

28 5) Amended Article 2, Section 2, Sub-Section 3, Duties of Secretary/Handicap Chair, bifurcating the duties of Secretary/Handicap Chairman; deleted responsibility for preparing annual membership registration form. 6) Amended Article 2, Section 2, Sub-Section 4, Duties of Treasurer, deleting responsibility to contact tournament chairmen seven days prior to tournament and assume unpaid tournament collection fee duties; Treasurer to report on health of budget at all Board meetings including a comparison of the general fund budget to actual income/expenses. 7) Amended Article 2, Section 2, Sub-Section 5, Duties of the Home Tournament Chairman, deleting requirement to provide annual projected prize money plan at October meeting. 8) Amended Article 2, Section 2, Sub-Section 6, Duties of the Away Tournament Chairman, deleting requirement to provide annual projected prize money plan at October meeting. 9) Amended Article 2, Section 2, Sub-Section 7, Duties of the Handicap Chairman, eliminate requirement to post updated ESC reports for all tournaments; removed membership-related duties; moved tournament assignments to Policy File; removed requirement to assist tournament chairmen with information on website. 10) Added Article 2, Section 2, Sub-Section 8, Duties of the Membership Chairman, to include all duties previously assigned to other officers; identified reporting requirements; membership roster responsibilities. 11) Amended Article 2, Section 3, Terms of Office, clarifying the President is elected by a majority vote of the Board. 12) Amended Article 2 Section 4, Sub-Section 4, Election Calendar, deleting reference to authorizing of Absentee Ballots; Absentee Ballot dates announced at May Regular Board Meeting. 13) Amended Article 2, Section 7, Changing the Number of Directors, changing unanimous vote to majority vote. 14) Amended Article 2, Section 8, Sub-Section 1, Checking Account, changing approval threshold from $100 to $ ) Amended Article 2, Section 8, Sub-Section 2, Treasurer, moves deposit procedures to Policy File; added reporting on monthly credit card transactions and the status of the general fund at all Board meetings; required to post general fund status on website. 16) Amended Article 5, Section 1, Sub-Section 4, NCGA Qualifiers and Major Tournaments, moves tournament no-show information to Policy File. 17) Amended Article 5, Section 3, Tournament Handicap System, deleting the Match Play Championship as a major tournament. 18) Amended Article 5, Section 4, Sub-Section 3, Adjustments, moving the sample letter to Policy File. 19) Amended Article 6, Section 3, Policy, added. 28