Trophy Club Men’s Golf Association

CONSTITUTION

Approved November 20, 2004

 

ARTICLE I – NAME

 

SECTION 1.  The name of this organization shall be the Trophy Club Men’s Golf Association, which may be referred to as the “MGA” or the "Association".

 

SECTION 2. Any adult male member of the Trophy Club Country Club in good standing is eligible to become a member of the MGA by agreeing to the MGA Constitution and By-Laws and by payment of dues as hereafter provided.

 

 

ARTICLE II – OBJECT

 

SECTION 1.  The object of this Association is the promotion of good fellowship, competition and sportsmanship and to encourage the active participation in tournaments and MGA sponsored activities.

 

 

ARTICLE III – ORGANIZATION

 

SECTION 1.  The officers of the Association shall consist in minimum of a President, Vice-President, Tournament Director, Treasurer and a Secretary which shall be elected to serve terms of one year, by vote of a simple majority of the votes cast by the membership of the Association in a duly declared election. Additional officers and committees may be implemented as needed for efficient operation and shall be provided for in the By Laws with said officers and committee chairs elected and serving terms of one year as elected officers. 

    

SECTION 2.  Operation and management of the Association shall be by a Board of Governors. The Board of Governors shall consist of all of the elected officers of the association, and will include any other permanent officers and permanent committee chairs elected by the membership. The Board of Governors will also include the most recent past President and a number of Member At Large.  The number of Member At Large will be determined in the By-Laws. Ad-Hoc committees (non-elected and temporary) may be appointed by the Board of Governors as needed for special circumstances.  Ad-Hoc committee chairs shall not be considered elected officers and shall not sit on the Board of Governors.

 

SECTION 3.  An election for officers shall be conducted at least annually by procedures as developed by the Board of Governors and stated in the By-Laws.

 

SECTION 4.  Officers shall serve according to the duties as developed by the Board of Governors and stated in the By-Laws.

 

 ARTICLE IV – MEETINGS and ELECTIONS

 

SECTION 1.  The President will preside at all Board of Governor meetings and at the meetings of the Association..

 

SECTION 2.  Board of Governors meetings shall be held on a regular basis at least 4 times per year.  A meeting of the Board of Governors shall be held within 30 days after the date of the election of officers for the upcoming year.  If at all possible, both the incumbent and incoming officers shall attend this meeting.  The meeting schedule of “Regular Meetings” will be established by the Board of Governors at the first meeting after the election of officers.  In addition to the “Regular Meetings”, special meetings may be called by order of the President, or the Vice-President should the office of President be vacant or if the President be incapacitated or unavailable after due diligence to locate; and, providing the matter is considered urgent and at least three Board of Governor members agree to the urgency. The Association Secretary shall give notice of any special meeting at least seven (7) days before the date of the meeting. Such notice is sufficient if posted on the bulletin board at Trophy Club in any of the customary locations where tournament information is regularly posted.

 

SECTION 3.  Meetings of the Board of Governors shall be in the Trophy Club Country Club facilities if at all possible. 

 

SECTION 4.  Meetings of the entire Association shall be called by the Board of Governors as required.  There shall be at least one meeting annually of the entire Association and there may be as many ‘special meetings’ as the Board of Governors deem necessary. All possible effort should be made to assure that each member of the Association is made aware of the meeting.  It shall be considered sufficient notice for the meeting notice to be posted on the club bulletin boards at least one week prior to the meeting.

 

SECTION 5.  At least 30 days prior to the end of the year, the Association President shall appoint a nominating committee and charge them with developing a list of candidates for the offices to be elected.  The nominating committee shall present the nominations for discussion at an open meeting of the Association.  After the presentation of the nominating committee list, nominations shall be opened to the floor.  Any nominations must be made and seconded according to the rules of order.

  

SECTION 6.  The election of officers may be conducted at the meeting where the slate of officers is presented, including those duly nominated at the meeting, by voting with a show of hands, or may at the discretion of the Board of Governors be conducted by a formal election by secret ballot. Said decision to conduct the election shall be made by the Board of Governors prior to the election meeting or the default shall be a show of hands.  The method and procedures for the election shall be developed and implemented by the Board of Governors such as to allow sufficient time to advertise the election, distribute the ballots, and accumulate and publish the results. The result of the election shall be determined by a simple majority of those voting.  None of the above shall be construed as preventing the entire voting process from occurring at the meeting.

 

 

 

ARTICLE V – AMENDMENTS

 

SECTION 1.  Changes or amendments to the Constitution require approval in an election by a majority of the voting membership.  Proposals to change the constitution must be submitted to the Board of Governors in writing with the exact wording and explanations of the rationale for the proposed changes. The Board of Governors must take action on the proposal within 30 calendar days of receipt. To submit the changes to a vote by the membership shall require approval by a 2/3 majority of the entire Board of Governors.  The Board of Governors shall then within a reasonable time call a meeting to bring the proposal to a vote of the membership (this may be at the annual meeting).  All possible effort must be made to assure that the entire membership is aware of the proposed changes and has the opportunity to vote.  The Board of Governors may elect to require a secret ballot, or by a show of hands at the meeting. Approval of the changes shall require a simple majority of the votes cast. If approved, the changed Constitution will be effective within 10 days of the day the results are made public.

 

SECTION 2.  The By Laws may be modified or augmented/deleted by approval of a simple majority of the Board of Governors.  The By-Laws may not abrogate or otherwise change any provisions of this Constitution. 

BY-LAWS

 

 

ARTICLE I – MEMBERSHIP AND DUES

 

 

SECTION 1. The Board of Governors shall determine the annual dues and method of payment.  Dues may be payable either annually or by the month.  The method of payment shall be determined prior to the start of the year and normally should not be changed for that year.

SECTION 2.  Membership in the MGA shall be limited to Trophy Club male members over 21 years of age.  Only the primary member is eligible for MGA membership.   Dependants of Trophy Club Members are not considered eligible for MGA nor or they allowed to play in MGA tournaments, except  dependants of MGA members may be allowed to play in ‘Member/Guest’ tournaments as the guest of the primary MGA member provided they are at least 21 years of age.

 

ARTICLE II – OFFICERS AND THEIR DUTIES

 

SECTION 1.  The officers of this Association shall be as provided by the constitution and shall be elected to serve terms of one year. 

SECTION 2. The following are the currently designated officers of the Association and their duties:

 

PRESIDENT: Conduct monthly meetings of MGA board.   Preside at all MGA meetings. Fill any vacancies that may occur. Serve on the Trophy Club Golf Committee. Keep the MGA focused on its mission and bylaws. Communicate with the Club management as needed.

 

VICE PRESIDENT:  Preside at any meetings in the absence of the President.  Help with any tasks that the President may assign.  Support the MGA committees as needed and communicate with the club management as needed.

 

TREASURER:   Maintain financial records of all MGA income and expenses.  Provide a monthly finance report to the MGA board. Pay all bills.  Work with club management and accounting to assure proper billing and collection of MGA dues.

 

SECRETARY:   Keep minutes of all MGA board meetings. Provide reports when needed.  Prepare notices, correspondence or information as needed by the President or board.

 

 

TOURNAMENT DIRECTOR/ASSISTANT TOURNAMENT DIRECTOR: Prepare tournament recommendations and schedule for the year and bring to the MGA board for discussion and approval.  Recommendations should include format, pricing, prizes, handicapping, starting times, food and beverage for each tournament.  Coordinate plans and calendar with the Director of Golf.  Manage the MGA tournaments with support from the Golf Pro staff the day of the events.   Recruit any help or support needed to assure a successful and well-run tournament.  Provide all tournament information to MGA communications chairman and Pro shop staff to help with the promotion and sign up of each event.  Make sure tournament information and sign up sheets are posted through out the club one month in advance of the tournaments.  Present tournament plans to the MGA board at the monthly meetings.

 

COMMUNICATIONS CHMN: Establish an e-mail roster of the MGA membership.  Send out notices of all tournaments on a regular basis. Develop a newsletter or communication piece to communicate MGA and club information to the MGA members.  Provide MGA information to the Club Relations Director that should be sent to all Trophy Club Members.  Develop and maintain an internet (web) site to permit easy and fast dissemination of information to all MGA members.

 

MEMBERSHIP CHMN: Promote the recruiting and joining of the MGA membership to all men of Trophy Club.  Develop and coordinate with the Pro shop a system for club members to join the MGA that includes the billing of their dues.  Keep an up to date roster of MGA members.  After each tournament, review the roster of those that played to assure they are MGA Dues paying members.  Report the status of the MGA membership at the monthly MGA board meeting.

 

SOCIAL & SPECIAL PROJECTS CHMN: Plan and coordinate any Social Events or Special Projects the MGA decides to do.  Support the Tournament Directors with any help they may need for the monthly tournaments.

Negotiate prices and arrange for the food and drink service with the club management for all the MGA tournaments and functions.

 

IMMEDIATE PAST PRESIDENT: Serve as an advisor to the incoming President and serve as a member of The Board of Governors.

 

BOARD OF GOVERNORS: Help guide the MGA. Be a part of the Decision making process. Help promote and recruit members to the MGA.  Take on assignments that the President or other officers may need help with.

 

EVERYONE:    Share MGA information with other club members and promote membership in the MGA

 

 

ARTICLE III – BOARD OF GOVERNORS

 

SECTION 1. There shall be a total of sixteen Governors; twelve (12) members ex officio and four (4) members at large. Members ex-officio shall be the Association's President, Vice-President , Tournament Director, Secretary, Treasurer, Assistant Tournament Director, Social Chairman, Handicap Chairman, Membership Chairman, Special Projects Chairman, Publicity Chairman, and the Immediate Past President.

The President shall fill any vacancies, subject, however to approval of the remaining members of the Board of Governors. Other alternate non-voting members may be added at the pleasure of the President with the approval of the Board of Governors.

 

SECTION 2. The Board of Governors shall hold meetings whenever necessary, a majority will constitute a quorum for the Board of Governors.  Any action at a meeting of the Board of Governors at which a quorum is present may be taken by a majority of the members in attendance at the meeting.

 

SECTION 3.  Absence of any member for three (3) consecutive meetings unless satisfactorily explained to the Board of Governors, shall constitute a resignation from the Board of Governors, who shall thereupon fill the vacancy by the appointment of a member.

 

SECTION 4. The Board of Governors shall recommend rules for the conduct of Golf Tournaments and social affairs, which the MGA may desire to sponsor and to recommend the approximate expenditures of the MGA in carrying out its objectives and purposes.

 

SECTION 5. The Governors shall take office on the first day of January each year. Any member of the MGA Board of Governors may be removed from office upon the affirmative vote of eleven members of the Board of Governors. Such a removal vote must be upon the recommendation of the Executive Committee with notice to the subject member at least ten (10) days in advance of the meeting at which the vote will be taken.

 

ARTICLE IV – EXECUTIVE COMMITTEE

 

SECTION 1. The Executive Committee of the Board of Governors shall be composed of the President, Vice-President/Tournament Director, Assistant Tournament Director, Secretary, Treasurer and the Social Chairman. The Executive Committee may meet at such times and places as the President shall determine. The Executive Committee may make recommendations to the Board of Governors with respect to tournaments, fiscal matters, membership and other matters related to the MGA. 

 

ARTICLE V – COMMITTEES

 

SECTION 1. The Board of Governors may create any committee it deems necessary, and appoint members thereto.

 

ARTICLE VI – ELECTIONS

SECTION 1. The Association shall hold an annual meeting during the month of November each year.  The meeting shall be held at Trophy Club Country Club. At the meeting the Executive Committee shall nominate persons to serve as Governors and officers, and shall also nominate persons to serve as at-large members of the Board of Governors. Individual members may also make nominations from the floor. Each member in attendance at the member may vote, and those not in attendance may vote by proxy. 

 

ARTICLE VII – ORDER OF BUSINESS

 

SECTION 1.  The Order of Business shall be that the President shall call the meeting to order; the reading of the Minutes; the report of the Treasurer; report of committees; Old and/ or New Business; and Adjournment.

 

ARTICLE VIII – AMENDMENTS

 

SECTION 1. These By-Laws may be altered or amended by a two thirds (2/3) vote of the Board of Governors present at any regular meeting of the Board of Governors, provided (1) the members present constitute a quorum, and (2) the proposed change has been read at the immediately preceding meeting of the Board of Governors.