PALATINE HILLS GOLF ASSOCIATION BYLAWS
Revised 04/12/2019
Article I Organization and Object
Section I
Name: The name of this association shall be Palatine Hills Golf Association (PHGA), a not for profit organization. Object: Promote the best interest of the game of golf, good fellowship and sportsmanship among the Association members.
Article II Membership
Section I
Membership shall consist of all members who have been approved by the Board of Directors and are in good standing.
Section II
Membership is restricted to golfers of good character and sportsmanship.
Section III
Membership shall cease if the member shall fail to maintain their good character, sportsmanship or pay their financial obligations within the prescribed time limit. The decision as to the failure of a member to maintain the pre-requisites for membership shall lie with the Board of Directors.
Section IV
Initiation fee, annual dues and special assessments shall be the sums established by the Board of Directors. Every application for membership shall be accompanied by the required fee, but such fees shall be refunded if the application is not accepted.
Section V
Membership applications shall be subject to:
A. Applicants for Membership may be submitted at anytime during the year and pay all applicable dues.
B. It shall be the obligation of the membership to bring to the attention of the Board of Directors any objection to the acceptance of any applicant.
C. Any objection to the acceptance of an applicant shall by majority vote of the Board of Directors present at its regular meeting accept or reject the applicant, or make any other determination it deems appropriate.
Section VI
Any member who shall be found in violation of the By-Laws of the Association, the rules of conduct adopted by the Board of Directors, or of conduct injurious to the reputation of the Association may be suspended or expelled from membership, provided that such action of the Board of Directors shall require the affirmative vote of a majority of Members of the Board of Directors in attendance at the regular meeting.
Before any member may be suspended or expelled, a complaint shall be filed with an officer. A copy of such complaint shall be served upon such member, together with notice of time and place when the Board of Directors will meet to consider such complaint. The member named in the complaint shall have the right to appear before the Board in person. The decision of the Board after such hearing shall be final and conclusive.
Section VII
Limited Guest Play: A golfer who has never previously been a Member may play a maximum of four times (4) before joining as a Member. Such guest play is limited to regular weekend Permanent Tee Time events or Pot Game events. The guest golfer must have a GHIN handicap and pay the event fee.
Article III Addresses
Section I
The Secretary shall keep a record of all addresses of all members.
Article IV Officers
Section I
The officers of the Association shall be a President, a Vice President, a Secretary and a Treasurer. The officers shall be elected for a term of one (1) year by election of the members. Their term of Office shall run from October1 through September 30.
Section II
Duties of the officers shall be as follows:
A. President:
The President shall preside at all meeting of the Association and Board of Directors and shall have general supervision over the affairs of the Association. He/she shall be an ex-officio member of all committees. The President will be the Co-Chairman of the Spring Scramble and the Chairman of the TCTB.
B. Vice President:
In the absence of the President, the Vice President will perform his duties assigned or delegated by the President. The Vice-President will send out Condolence cards and be the Chairman of the Spring and Fall Smokers as well as the Co-Chairman of the Spring Scramble.
C. Secretary:
The Secretary shall have the care and custody of the current minute books and shall do and perform all duties ordinarily pertaining to the office of Secretary. He/she shall email notice of any special meeting to all members in good standing at least ten (10) days before such meeting. He/she shall forward all approved minutes to the Website Administrator and Historian/Librarian.
D. Treasurer:
The Treasurer shall receive and disburse the funds of the Association under direction of the Board of Directors. He/she shall submit reports to the Board at each monthly meeting and inform the Scoring and Handicap Chairman of paid membership dues.
Article V Directors
Section I
The control and management of the Association and its affairs, including the setting of annual dues, initiation fees and special assessments, shall be entrusted to the Board of Directors.
The Board of Directors shall consist of President, Vice President, Secretary, Treasurer, ten (10) Directors elected by the membership (two of whom have not served on the Board in the prior year), immediate Past President, prior year’s immediate Past President, and the Board appointed Handicap & Scoring Chairman, Park District Liaison, and Historian/Librarian.
Section II
A. Handicap & Scoring Chairman:
The Handicap & Scoring Chairman shall be responsible for the Master Computer, the clubhouse remote laptop, and the travel event laptop. He/she will format the computer for the current year; keep the member roster current, which includes home and email addresses, phone numbers, dues status, scoring, results, bi-monthly handicap updates, GEM tee updates, answer membership questions in relation to scoring and handicaps. He/she will post this info to the PHGA website and automatically be a member of the GEM committee. He/she will also be responsible for keeping the member email blast list current.
B. Website Administrator:
The Website Administrator shall be responsible for maintaining the PHGA website,posting any information that is not covered in Section II-A, including pictures, Board meeting minutes, Travel Event information, and general announcements. He/she shall also set-up the PayPal account for payments to the PHGA, for the annual dues and travel event fees.
Section III
A. Historian/Librarian: The Historian/Librarian shall have the care and custody of all records and minutes as well as appropriate event forms and Committee job descriptions and responsibilities.
Section IV
Each member of the Board shall be elected to the Board for a term of one (1) year from October 1st until September 30th.
Section V
Regular Board Meetings shall be held on the second (2nd) Thursday of each month at 7:00 PM from February through October or as modified by the Board of Directors.
Section VI
Ten (10) members of the Board of Directors shall constitute a quorum for transaction of business.
Section VII
It shall be the duty of the Board to carry out the objects and purposes of the Association, subject to its By-Laws.
Section VIII
For the better execution of their duties, the Board may appoint such standing and special Committees, as they deem advisable. The Board shall define the duties thereof.
The Board of Directors,by majority vote at any regular or special meeting, may remove any member of any committee.
Article VI Meetings and Elections
Section I
The fiscal year of the Association shall commence on the first day of October each year and end on the 30th day of the following September.
Section II
Special meetings of the Association may be called at any time by the President, by three (3) members of the Board, or by ten (10) regular members. The call for special meetings shall be emailed to all Board Members by the persons making the call and outlining the subject or subjects for discussion at the special meeting. Thirty-five (35) members shall constitute a quorum at any Membership meeting of the Association.
One copy shall be posted on the Association Bulletin Board not less than fifteen (15) days before the date called for the meeting, and a second copy shall be delivered to the Association Secretary, or, in the event of his absence, to the Association President within twenty-four (24) hours of the Bulletin Board posting.
No business shall be considered at a Special Meeting except that which is referred to in the meeting announcement. Upon notification of a Special Meeting, the President and/or Secretary shall notify the membership at least ten (10) or more days prior to the meeting date set by the President.
Section III
The Secretary shall email notice of the Annual Election to all Regular Members along with instructions as to the procedure. The nominating committee shall present their recommended slate to the full board for approval for the ensuing year. The nomination committee slate will be noted on the ballot as the nominating committee proposed slate. Should any other active PHGA member wish to nominate himself/herself as a candidate for any of the Executive Committee positions he/she may do so within thirty days of election or July 31(whichever date comes first), he/she will be placed on the ballot with his/her picture plus the office in which they are seeking. Election Ballots shall be tabulated, for the Officers and Directors, at the Fall Smoker preceding the annual Takahashi Classic Championship by the Nominating Committee which consists of the current President and the past two Presidents. The new Officers and Directors will be announced at the Takahashi Classic Banquet.
Article VII Required Approvals
Section I
These By Laws may be modified, altered or amended by the Board of Directors at a meeting of the Board by a two-thirds (2/3) vote of the members present.