2015

HYATT HILLS GOLF ASSOCIATION

BY-LAWS &
STANDARD OPERATING PROCEDURES
(Est. 2003)
ARTICLE #1 NAME
Section 1.

The name of this organization shall be HYATT HILLS GOLF

ASSOCIATION (TUESDAY LEAGUE).

ARTICLE #2 PURPOSE & ACTIVITIES

Section 1.
Section 2.
A)
B)

The purpose of this organization is to promote, with dignity and honor,

the sport of golf among women regardless of handicap status.
The activities of the organization shall be:
To promote a cooperative spirit among its members so that the fullest
benefit can be derived by all.
To improve their skills so that members achieve their full potential.

ARTICLE #3 MEMBERSHIP REQUIREMENTS

Section 1
.
Limited to 64 members.
Section 2.
Membership requirements are as follows:
A) New members need to establish an 18 hole established (GHIN) handicap or
present (5) 18 hole or (10) 9 hole score cards, signed, dated and attested.
Until new member establishes a GHIN handicap, she will play to a 40
handicap. Once 18 hole handicap is established, member can then
qualify to participate in tournaments. We strongly encourage new
members to attend Golf Clinics. Clinics will teach golf etiquette, pace of
play, golf swing and short game.
B) Every membership application shall be referred to the Handicap Chairperson for
confirmation of handicap qualifications.
C) All perspective member applications will be reviewed by the board. The board
will notify the new member when accepted.
D) Members are eligible for tournaments according to their handicap which changes
twice a month.
E) In order to be eligible to renew your membership for the following year, you must
have played at least eight times the previous year unless there are
extenuating circumstances. These will be reviewed by the board.
ARTICLE #4 OFFICERS
Section 1.

The Officers of this organization are:

PRESIDENT
VICE-PRESIDENT
SECRETARY
TREASURER

Amended March 2015

A)
B)

The Officers are elected at the annual awards dinner.

Each Officer shall hold office for a term of 2 years, but can serve a
maximum of 4 consecutive years.

ARTICLE #5 OFFICERS DUTIES

Section 1.
A)
B)
C)
D)
Section 2.
A)
B)
C)
D)

PRESIDENT
The President shall preside over all meetings such as Executive Board,
Full Membership and any meeting she may call at her discretion.
She shall establish policies and activities.
She shall appoint Chairpersons for the Executive Board.
If an officer other than the President resigns during her 2 year term, the
president will appoint her replacement.
VICE PRESIDENT
The Vice President will perform the duties of the President in her
absence.
Assist the President in the performance of the duties at her request.
She shall succeed the President in the event the office becomes vacated.
She shall appoint a Committee to assist her with the arrangement for the
Awards Dinner and help with any work that needs to be done for its
success.

Section 3.
SECRETARY
A) The Secretary shall preside over meetings in the absence of the President and the
Vice President.
B) She shall keep a record of attendance for any meeting held by the organization.
C) She shall record the minutes of all meetings.
D) She shall handle all league correspondence and keep everything on file.
E) She must have a copy of the most recent By-Laws and Standard Operating
Procedures available at all meetings.
Section 4.
A)
B)
C)
D)
E)
F)
G)

TREASURER
The Treasurer shall preside over meetings in the absence of the
President, Vice President and Secretary.
She shall maintain a checking account in the name of Hyatt Hills Golf
Association (Tuesday League) if feasible with authorization cards in
hers and the Presidents name updated when necessary.
All expenditures must be authorized by the President and kept on record
and recorded in the leagues accounting.
She shall receive, disburse and deposit all monies of the organization
such as dues, dinner fees and any other source of income.
She shall be prepared to provide a financial report on an annual basis
and/or upon request of the President.
She shall prepare a report of income and expenditures to present to the
members of the league at the general meeting and annual awards dinner.
She shall maintain approximately $200.00 in the leagues account for the
following season.

Amended March 2015

ARTICLE #6 EXECUTIVE BOARD

Section 1.

Section 2.
A)
Section 3.

The Executive Board shall consist of the four Officers (Article #4,
Section #1) of this organization and the Chairpersons listed below who
have been appointed by the reigning President.
TOURNAMENT CHAIRPERSON
HANDICAP CHAIRPERSON
RULES CHAIRPERSON
MEMBERSHIP CHAIRPERSON
TRUSTEE (Past President)
Chairpersons shall hold office for at least two years (subject to change
when necessary)
All Officers, Chairpersons and their committee members shall be asked
to be present at the Executive Board meetings. However, only members
of the Executive Board shall be entitled to a vote.
The Executive Board shall meet at the Presidents discretion.

ARTICLE #7 MEETINGS
Section 1.
Section 2.
A)
Section 3.
Section 4.
Section 5.
Section 6.
A)
B)
C)
D)
E)
F)
G)
H)
I)
Section 7.

Any business meetings may be held when necessary at the discretion of

the President.
An annual full membership general meeting will be held at least one
week prior to the start of every new season.
Membership list, tournament schedule and handicap listings will be
emailed prior to or at the general meeting.
A general meeting will be held at the Annual Awards dinner held at the
end of each season.
One-half of the Executive Board constitutes a quorum and must be
present at all meetings.
It will be the duty of the Executive Board to carry out the instructions of
the league and take official action between meetings. The board shall
inform members of any action taken which involves the entire league.
Meetings shall start at a designated place and time with the following
order of business:
Call to order;
Roll call (sign-in sheet);
Report of Officers and Committee Chairpersons;
Old Business;
Reading of the minutes of the last meeting (copy of minutes will also be
emailed to the membership.);
Reading of the Treasurers report;
New Business;
Special Business;
Adjournment.
The workings of the league shall be conducted in accordance with
guidelines in Roberts Rules of Order.

ARTICLE #8 ELECTIONS
3

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Section 1.
A)

B)
C)

D)

E)

F)

Two months prior to the banquet in an election year, the President will
appoint a Nominating Committee of 3 league members to nominate
capable and willing candidates for President, Vice President, Treasurer
and Secretary. Any member may nominate another member for a
position at least two weeks prior to the dinner.
The nomination must be made in writing or emailed two weeks prior to
the banquet.
At this general meeting, the President and Chair people will present all
the nominations to the board. A member may only run for one position.
Should a member be nominated for more than one position, the member
will be contacted by the Nominating Committee prior to the meeting to
decide which position the member will seek. In the event more than one
person is nominated for a position, a closed ballot box will be used to
decide who will hold that position. If there are no nominations for a
position, the Executive Board will appoint a member to hold the
position, with the President having the deciding vote.
The President will announce the names of those nominated at the
meeting. In the event that only one person has been nominated for a
particular position, that member will be announced as the future officer.
Any contested positions will be placed in a closed ballot box and voted
on by the entire membership at the beginning of the annual end-ofseason banquet. Each member will receive and sign one ballot. They
will then vote and submit same into a locked ballot box. Any member
unable to attend may submit an absentee ballot prior to the banquet.
After a sufficient amount of time, the Nominating Committee will close
the voting period and count the votes in private with the Executive
Board. The final vote count and winners shall then be announced to the
membership.
If only one person is nominated for each office, voting will be done by a
show of hands.

.
ARTICLE #9 ANNUAL DUES
Section 1.
A)
Section 2.
A)
Section 3.

The dues fee will be determined by the Executive Board and will be
subject to change when necessary.
The annual Dues will include the cost of GHIN fees and the cost of
points and prizes. Members must play at least five league rounds in a
season to be eligible for year-end prizes.
Dues payment will be required before the beginning of each new season.
The due date will be indicated on the membership application renewed
yearly.
All members will be required to pay the dues fee in full. Dues will not
be prorated regardless of when you become a new member of the league
during the season.

ARTICLE #10 EXECUTIVE BOARD CHAIRPERSONS DUTIES

4

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Section 1.
A)
B)
C)
D)
E)

Section 2.
A)

B)
C)
D)
E)
Section 3.
A)
B)
C)

Section 4.
A)
B)
C)

TOURNAMENT CHAIRPERSON
She shall select a working committee consisting of assistants.
Prepare, with her committee, a Tournament Schedule consisting of the
dates and tournaments that will be played.
Email the Tournament Schedule to the membership at the start of the
season.
Plan and supervise all tournaments.
Determine flight categories after play each week using current handicaps
at all times. Flights will be used for all players with established
handicaps. No less than 8 players constitute a tournament!! No less
than 6 players constitute a flight. (It may become necessary to combine
flights at times).
MEMBERSHIP CHAIRPERSON
The Membership Chairperson shall distribute a renewal application to
each eligible member in good standing before the start of the current
season, indicating on the application the following:
1. The cost of the dues;
2. The date of the pre-season membership meeting;
3. The time and place of the meeting.
The Membership Chairperson shall compile an alphabetical list of all
members names, addresses, email addresses and telephone numbers for
membership distribution at or before the pre-season general meeting.
Maintain a waiting list of those who wish to join.
May or may not collect dues (depending upon wishes of Treasurer).
Contact members, if needed, regarding membership issues.
HANDICAP CHAIRPERSON
She shall stress the importance that EACH, EVERY and ALL scores are
posted on league play day and otherwise.
She shall be required to see that ALL scores are POSTED on league play
day and that all the proper strokes were deducted where required.
New handicaps come out twice a month. She shall post the new
handicaps on the bulletin board in the ladies room when updated by
GHIN.
RULES CHAIRPERSON
The Rules Chairperson shall remind members that the USGA approved
Rules of Golf are on line for those who wish to read/review.
She shall post all local and ground rules or any modifications thereto.
If a ruling is needed, she and her committee will research and advise the
member(s).

ARTICLE #11 AMENDMENTS

Section 1.
These By-Laws and Standard Operating Procedures may be amended by
a Committee of 3 chosen by the Executive Board when and if necessary,
presented to the Executive Board for approval and sent to the general
membership for approval by two-thirds of the membership.

Amended March 2015