HOT SPRINGS VILLAGE
WOMEN’S 18-HOLE GOLF ASSOCIATION BYLAWS
REVISED November 2, 2017
ARTICLE I – NAME
The name of this organization shall be the Women’s 18-Hole Golf Association of Hot Springs Village (hereinafter referred to as Association).
The rules contained in the current edition of Robert's Rules of Order, newly revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Association may adopt.
ARTICLE II - OBJECT
The object of the Association is to promote the pleasure of golfing recreation among its members and is supported solely by membership fees, dues and assessments. It is a nonprofit Association with no employees and the gross receipts will be approximately the same as costs and expenses attributable to the activities. No net earnings will be used to the benefit of members.
ARTICLE III – MEMBERSHIP AND DUES
Membership shall be limited to female property owners, wives of property owners and women (or wives of) renters who are not property owners, but are leasing a house or condominium within the confines of Hot Springs Village for a period of at least two consecutive months and have paid the transfer fee to the POA.
Female dependents of the above, living at home, 16 years of age or older may also become members. Members shall pay the full current year’s dues when joining. Dues are not refundable.
The fiscal year of the Association shall be December 1 to November 30.
ARTICLE IV - OFFICERS
There shall be four elected officers: President, Vice President, Secretary and Treasurer. The Vice President shall serve one year as Vice President, the second year as President. The President shall serve one year. The Secretary and Treasurer shall serve a one-year term and may elect to run for a second one-year term.
If for any reason an officer cannot complete her term of office, a replacement for that officer will be appointed by the Executive Committee. A Vice President appointee shall not automatically become President but can be considered eligible for election to the position of President for the following year.
The President shall be responsible for the overall operation and administration of the Association.
She shall appoint chairpersons for necessary committees and assign committee responsibilities.
The President, together with the other Executive Board members, shall meet prior to the first Board meeting to prepare a proposed budget.
She shall work closely and in harmony with the P. O. A. Golf Department in the promotion of enjoyable and beneficial programs. She shall diligently promote harmony within the Association, as well as between the Association and other groups.
She shall be an ex-officio, voting member of the Board for the first year after she has served as President and may serve on any committee, except the Nominating Committee.
The Vice President shall assist the President with her duties at all times.
During the absence of the President, the Vice President shall preside over meetings and conduct any business normally performed by the President.
She shall also be designated as Chairman of the Play Day Committee. She shall appoint as many committee members to assist her, as she may deem necessary.
With the assistance of the President and the Rules Chairman, the Play Day Committee shall prescribe all conditions, rules and regulations for the conduct of regular play days and tournament events.
The Secretary shall make and maintain all necessary Association records. She shall also maintain a record of the current rules and regulations of the Association.
She shall be responsible for correspondence relating to the Association.
She shall take brief minutes of each Association and Board meeting and be prepared to read such minutes at subsequent meetings if called upon. In the absence of the Secretary, the President shall appoint an Acting Secretary.
In the absence of the Treasurer, the Secretary shall perform the duties of that office.
The Treasurer shall maintain a list of current members, collect all dues and other money from the membership, and bank funds submitted to her and maintain an accurate record of all receipts and disbursements.
She shall disburse funds from the Association account.
In cooperation with the Secretary, she shall make any accounting to the State and Federal Agencies as may be required by law.
She shall report the Association account, deposits and disbursements at each business meeting and submit a final accounting record to the Secretary for her records at the close of the current fiscal year.
She shall submit books for audit once a year. The audit shall be conducted by an Association member designated by the Board.
ARTICLE V - EXECUTIVE COMMITTEE
The Executive Committee shall be composed of four members: The President, the Vice President, the Secretary, and the Treasurer.
ARTICLE VI - ASSOCIATION BOARD
The Board shall be composed of the elected officers, the Immediate Past President and the Chairpersons of each committee appointed by the President. The Board shall conduct the business of the Association, and shall institute such rules and regulations, consistent with these Bylaws, it deems necessary and proper.
The Board shall meet monthly from January through October.
Any change in dues or structural changes voted on by the Board must be ratified by a two-thirds majority of the membership present at the next membership meeting or special meeting.
To ensure only one vote per committee, only the elected officers of the Association together with either the appointed committees’ chairpersons OR the committees’ co-chairpersons shall be allowed to vote on motions brought before the Board.
A minimum of 51 percent of the members of the Board shall be required for a quorum.
All regularly scheduled meetings of the Board will be open to all Association members.
ARTICLE VII - COMMITTEES
The President shall appoint chairpersons for as many committees as deemed necessary to provide for an efficiently run organization.
Committees and representatives, who have their own operating budgets and bank accounts will provide an accounting of all related monies to the WGA Treasurer within 30 days of completion of their events and/or activities for the retention in the Treasurer’s official files.
The Nominating Committee shall be composed of a Chairman and two other members, all of whom shall have been active members of the Association for a minimum of two (2) years.
ARTICLE VIII - ASSOCIATION MEETINGS
The Association shall hold membership meetings twice a year, one in the spring and one in the fall. The meeting in the fall shall be for the purpose of electing new officers and for such other business as may come before the Association. The Association’s Board or Executive Committee may call special meetings of the membership at its discretion and an advance notice of ten (10) days must be given to the membership.
One-fourth (1/4) of the membership shall constitute a quorum and a quorum must be present to vote on any issue having an effect on the Association.
There may be written ballots for major issues.
ARTICLE IX - ELECTION OF OFFICERS
The Nominating Committee shall present a slate of nominees for each elective office. They shall have qualified the candidates and obtained the consent of each nominee in advance of the fall meeting.
The names of the nominated officers shall be presented to the membership at large at least 30 days before the fall meeting.
At the fall meeting, the Chairperson of the Nominating Committee will present the slate of officers for the following year. The President will ask for nominations from the floor. Nominations will be handled in accordance with Roberts Rules of Order. If there are no nominations from the floor the Secretary will be instructed to cast a unanimous ballot for the slate as presented. If there are nominations from the floor, then all nominees will leave the room and the vote will be conducted by written ballot.
ARTICLE X - AMENDMENTS
These Bylaws may be altered or amended by a majority vote of the membership at any regular or special meeting of the Association provided the amendments have been submitted in writing and posted at least thirty (30) days prior to the date of such meeting.