CTWGA - Central Texas Women's Golf Association

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Constitution

Article I - Name

The name of the organization shall be the Central Texas Women's Golf Association.

Article II - Objects This Association has been formed and exists for the purpose of promoting in its members the true spirt of keen, friendly competition in the name of golf, and to that end, the members pledge themselves to know the "Rules of Golf and the Etiquette of the Game" and to obey them in every particular, thereby assuring the greater enjoyment of all players, to adopt, enforce and interpret the rules of the playing of golf in all Association events.

To hold each year an Annual Championship Two-Day Medal Tournament and to decide when and under what conditions it shall be played.

Article III - Obligations

The acceptance of membership in the Association shall bind each club to uphold all the provisions of the Constitution, By-Laws and to accept and enforce all rules and decisions of the Board of Directors acting within its jurisdiction.

Article IV - Die

The Die for Central Texas Women's Golf Association may not be used for any purpose other than the outgoing President, past Presidents, and the Championship trophy.

ByLaws

Article I - Membership

Section 1. The membership of this Association shall be limited to Texas country clubs located in Central Texas, that are recognized by the United States Golf Association. Membership in the Central Texas Women's Golf Association shall be by the Board of Directors of the association. In order to facilitate play, only those clubs having a private/semi-private eighteen-hole course, or more, shall be extended an invitation to join the Association. New clubs joining Central Texas Women's Golf Association must have enclosed dining facilities to accommodate 100 players.

Section 2. Any player sho has reached her eighteenth (18) birthday, who has the required handicap index (26.4), who is a member of the Ladies Golf Association at her country club and whose country club is a member of Central Texas Women's Golf Association shall be eligible to play.

Section 3. The annual dues of the Association for member clubs shall be thirty dollars ($30.00). These dues shall be payable by January 15th of each year.

Section 4. New member clubs must serve as host in the second year of joining. All member clubs must act as host within a four or five year period, if requested. They will also waive green fees, or their membership will be terminated.

Article II - Officers

Section 1. The officers of this Association shall be: President, First Vice President, Second Vice-President, Third Vice President, Fourth Vice President, Recording Secretary, Corresponding Secretary, Treasurer and Publicity Chairman.

Section 2. The term of office for all officers shall be one (1) year. Officers shall take office by December 1, after the final November meeting.

Section 3. Duties.

(a) President. The President shall preside at all meetings of the Association and the Board of Directors and in general shall perform the duties incident to her office. She shall appoint such special committees as may be deemed necessary. She shall be responsible for making arrangements for course reservation dates with the assistance of the First Vice President.
(b) First Vice President. During the absence or inability of the President to fulfill her duties, the First Vice President shall perform the duties of said office. She shall assist the President in making arrangements for course reservation dates for regular monthly play and the Annual Two-Day Medal Championship Tournament. She shall be responsible for the compilation and printing of the yearbook, play day calendar and general rules. She shall give a list of member clubs, presidents and representatives to all Board members. She shall assist the President in any job needed.
(c) Second Vice President. During the absence or inability of the President or First Vice President, the Second vice President shall perform the duties of the office. She shall also be designated as Tournament Chairman with the responsibility of accepting play day tournament entries, doing player pairings, verifying all scores of the scoring committee, determining field winners and winners in each flight, and awarding the prizes.
(d) Third Vice President. She shall assist the Tournament Chairman and keep an accurate record of play day participation.
(e) Fourth Vice President. She shall assist the Second Vice President in running play days and the tournament. She shall send monthly play day and tournament instructions to the host clubs and answer any questions. She shall assist the host club with setting up registration and scoring committees.
(f) Recording Secretary. She shall keep record of all meetings of the Association and of the Board of Directors.
(g) Corresponding Secretary. She shall have charge of correspondence and papers of the Association.
(h) Treasurer. She shall keep full and separate accounts of all money received and shall deposit same in the name of the Association in such depositories as she and the President may agree upon, with both of their signatures on the account. She shall disburse all money as directed by the Board of Directors. She shall have authority to receive and give receipts for all money due and payable to the Association from any source, and to endorse, in behalf of the Association all checks, drafts, notes, warrants, and orders for payment of money. She shall be responsible for collection of dues after the original notification of date for payment of said dues has been mailed to member clubs by the Secretary. She shall make payments to monthly host clubs for luncheon reservations and golf balls. She shall pay $50.00 to the host club of the Two-Day Championship Tournament. She shall present at each meeting of the Association a written report of the financial condition of the Association and make a like report to the Board of Directors upon request. Her monthly report shall be audited as may be designated by the Board of Directors. The Treasurer shall be responsible for purchasing the outgoing President's gift. In general, she shall perform the duties indicent to her office.
(i) Publicity Chairman. She shall handle all publicity for the Association with each of the member clubs. She may appoint assistants whenever she deems necessary. She shall be responsible for printing monthly play day information cards.
(j) The Past President shall serve as Parliamentarian.

Section 4. Election of the nominating committee by Directors shall be made at the September meeting. The nominating committee shall be composed of three (3) members of the Board of Directors. There shall be no proxy vote. The outgoing President shall be chairperson of the nominating committee. All members of the nominating committee must be present to elect the officers. Each director shall place three (3) names on a ballot as their choice for the committee. This committee shall present a proposed slate of officers for election by the Board of Directors at the October meeting of the Board. Announcement of newly elected officers shall be made at the November meeting of the Association.

Section 5. Vacancies in office shall be filled by the Board of Directors.

Article III - Board of Directors

Section 1. The governing body of the Central Texas Women's Golf Association shall be composed of fifteen (15) members hereinater called "Directors". The Board shall consist of nine (9) officers of the Association, the immediate past President serving as Parliamentarian, and five (5) additional members. No club may have more than three (3) Directors simultaneously.

Section 2. Quorum. At any monthly or special meeting, a majority of the Board members which will be eight (8) shall constitute a quorum.

Section 3. The immediate past President shall remain on the Board for one year as Parliamentarian.

Section 4. New Directors shall take office December 1, after the November meeting. The term of office of a Director shall be three (3) years, whatever office she may hold, except if elected President her fourth (4th) year and Parliamentarian her fifth (5th) year. A Director may not serve two (2) consecutive terms. The Board may appoint a current member to serve an additional year to preserve continuity of the Board.

Section 5. Nominations for new Directors shall be made by the Board of Directors at the meeting in September. Nominations for new Directors may be made by the general membership from the floor at the September meeting for consideration of the Board.

Section 6. The Board of Directors shall have entire control of the management of the affairs, property and policies of the Association; subject however to the Constitution, By-Laws and resolutions of the Association itself, made at any monthly or special meeting.

Section 7. The Board of Directors (or a quorum of Directors) (8) shall meet at the call of the President. At least ten (10) days notice of the time and place of the meeting shall be mailed by regular or electronic mail to each member of the Board - unless there is a major crisis, she then can call a special meeting by telephone. A Director must attend all play days and Board meetings, excluding illness or emergencies. If she misses two (2) play days in succession, excluding illness or emergencies, she shall be replaced by the Board of Directors.

Section 8. The Board of Directors shall have the power to act in the following manner without meeting. Any resolution in writing signed by all the Board members shall constitute action by the Board of Directors, with same force and validity as if same had been adopted by the vote of members at a duly convened meeting; and it shall be the duty of the Secretary to place a copy of such resolutions so signed in the record of the Association.

Section 9. An Audit Committee of three (3) consisting of the incoming President, incoming Vice President and the incoming Treasurer shall audit the books once a year for the incoming Treasurer.

Article IV - Meetings

Section 1. Meetings of the Association shall be held monthly at the host club immediately after completion of play.

Section 2. Quorum. A majority of the Clubs of the Association having a representative at the meeting shall constitute a quorum.

Section 3. Order of Business: The following order of bsiness shall be observed at the meeting of the Association.

(a) Call to order by the President
(b) Reading of the minutes of the previous meeting by the Secretary
(c) Treasurer's Report
(d) Report of the Board of Directors by the President
(e) Old Business
(f) New Business
(g) Adjournment

Section 4. No new business shall be voted on by the general assembly until such business has been presented to the Board of Directors in writing at least one month in advance for consideration and deliberation. All meetings shall be governed by Robert's Rules of Order.

Article V - Championship Tournament

Section 1. It shall be the duty of the Board of Directors to hold an annual Central Texas Women's Association Two-Day Medal Tournament, the date to be between March 1st and December 1st, and to be decided by the Board of Directors of the Association.

Section 2. This Tournament shall be played according to the rules of the U.S.G.A. The Tournament Committee and President with the assistance of the golf professional of the host club shall interpret the rules of golf.

Section 3.

(a) Entry fee for the Championship Tournament shall be ten dollars ($10.00) plus luncheon and cart fee for both days as stipulated by the host club. Cancellations must be received at least five (5) days prior to the first day of the Tournament in order to receive a refund.
(b) A player must have the required handicap index and have played twice in the year since the date of the last Championship Tournament to compete for prizes in the Two-Day Championship Tournament. Past Presidents have priority into the tournament but must also have played at least twice in the year since the date of the last Championship Tournament. A hosting club player, with the required number of play days, shall be exempt from the host club policy as described under General Rule 12. If the field is not full with qualified participants (those having had two play days and required handicap index), players having the required handicap index and one play day may compete, but they will be required to pay an additional ten dollars ($10.00) entry.
(c) The low gross winner of the Championship Two-Day Medal shall be Champion Woman Golfer of Central Texas for the year, and shall be awarded a trophy to be kept at the winning memnber's club during that year. The sot of engraving on this trophy shall be paid by the Association.
(d) Prizes shall be awarded for low gross and low net for the field and low gross and low net (as many as prize money will allow) in each flight, flights to be determined by handicap index.
(e) Method of breaking ties will be announced prior to the tournament. An acceptable method of matching scorecards will determine the winner on the basis of the best score for the last nine holes, using the last day's scorecard. If the tying players have the same score for the last nine (9) holes, determine the winner on the basis of the last six (6) holes, last three (3) holes and finally the eighteenth (18th) hole. If such a method is used in a handicap stroke play competition, one-half, one-third, one-sixth, etc. of the handicaps should be deducted.

Article VI - Amendments

The Constitution and By-Laws may be altered or amended at any regular or special meeting of and by the Board of Directors by a two-thirds (2/3) vote.
The Constituion and By-Laws were revised and approved by the Board of Directors in January 2010.

GENERAL RULES

The following shall be considered the rules for monthly play days:

1. All competition shall be played in accordance with the rules of golf as set down by the USGA with such specific rules as are in force and are published for the course over which the competition is being held and such other modifications as the Board of Directors may adopt when deemed necessary. The Central Texas Board discourages exceptions to USGA rules. The Tournament Chairman of Central Texas must approve any exceptions to USGA rules.

2. Monthly play shall preferably be the second Wednesday of each month beginning in March and ending in November. If necessary, alternate days may be acceptable. Entry fee for play shall be $7.00 for prizes plus the luncheon and cart fee charges as stipulated by the host clubs.

3. Association events will run in four (4) divisions for a field of 100 players, five (5) divisions for a field of 101 or more players. Field will be divided equally by handicap indexes determined by the Tournament Committee and the Central Texas Board. Maximum handicap index for all events shall be twenty-six point four (26.4).

4. The CTWGA Representative of each member club must send (via regular or electronic mail) a copy of the handicap index sheet to the address on the play day card on the official entry date. The handicap sheet will reflect handicaps in effect on the official entry date and will include a complete list of eligible players (26.4 HI or less). Players from clubs not sending in the current handicap index sheets must play gross score only for that play day. Each individual player must send the entry fee to the address specified on the play day card at least twelve (12) days prior to the play day. Entries postmarked earlier than the official entry date will not be accepted for play day or tournament entry. Only entries sent via the U.S. Postal Service, 1st Class Mail, are valid. Any other form of entry is not acceptable. No refunds will be made later than five (5) days preceding the date of play. All checks must be made payable to CTWGA and include on the face of the check, your club, your first name, and your current handicap index (your handicap index on the official entry date). Cart and lunch fee will be included in the entry fee. Individual players may not send their own substitutes. The host club will fill all cancellations.

5. The Host Club Representative shall appoint a committee to register all entries and post final gross and net scores. The score sheets shall then be turned over to the Central Texas Tournament Committee who will determine winners and award prizes for the day's play. Tournament instructions shall be mailed to the representative of a club before they host a play day.

6. SLOW PLAY. The group will be warned one time. Then each player will be timed and the player or players using more than 45 seconds (from the time they get to their ball until they make their shot) will be penalized two (2) strokes. If slow play continues, the player or players that were penalized will be disqualified and required to discontinue play.

7. All scores must be verified before posting and no score shall be changed after posting. All putts must be holed out. All cards must be dated, signed by players, and turned in to the scorer's table. NO SEARCH WILL BE MADE FOR ANY PLAYER TO SIGN CARD AFTER CARD HAS BEEN TURNED IN.

8. All players must ride in golf carts provided by the host club.

9. If a tournament is oversubscribed, preference will be given to members who have attended the most play days during the eligibility period.

10. Membership in Central Texas Women's Golf Association is limited to 45 clubs.

11. A player may obtain distance information by using a devide that measures distance only. However, if, during a stipulated round, a player uses a distance-measuring device that is designed to gauge or measure other conditions that might affect her play (e.g., gradient, wind-speed, temperature, etc.) the player is in breach of Rule 14.3 for which the Penalty is disqualification.

12. All entries received on Wednesday for a play day will be accepted unless oversubscribed, then, players with the most play days will be given preference. Eligibility is established from the Two-Day to Two-Day Tournament play. However, if your check is received by Wednesday and is returned for a play day, you are assured of a spot in the next play day provided your entry is received on time for that following play day. Entry checks from host club members will be accepted only if the field is not full.

13. GOLF ATTIRE: Participants in Central Texas must wear proper country club attire. Shorts/skorts must be a minimum of fingertip length. Shirts must have sleeves or a collar. All clothing should be in good taste befitting a lady of a country club. Halter tops, tank tops, strapless tops, tennis attire, jogging shorts, jeans or jean shorts or excessively tight clothing are not acceptable attire.

14. INCLEMENT WEATHER:
A. Prior to the tournament date
If a play day has been cancelled prior to the tournament day, the tournament will be considered cancelled for that month and no credit will be given for play day attendance.

B. Prior to tee off
If a play day is called off prior to tee off because of inclement weather--such as lightening--by the Tournament Committee, all who were present will be given credit for the play day.

C. After teeing off
If a play day is called off after teeing off because of inclement weather--such as lightning--by the Tournament Committee, regardless of the holes played, all who were present and were playing will be given credit.

D. Refunds
If a course is closed due to inclement weather, there will be no refund on leased carts.

E. General information
In the event of a cancellation, lunch may be served and the regular business meeting may be held.

15. If a play day is being held, you must complete three (3) holes of golf to be given credit for the play day.

16. All current Board members and all Past Presidents will be given priority for play days providing their entry is submitted properly. All Past Presidents of CTWGA are eligible to participate in all play days, with three requirements:
     a. They must play to a maximum handicap index of 26.4 or less
     b. To get priority into the Two-Day Tournament, they must have participate in two (2) playdays since the last Two-Day Tournament. If the tournament is not full, they must have one play day and they will be required to pay an additional five-dollar ($5.00) entry fee.
     c. Present club must be a member of CTWGA.

17. New club entry lists shall be put at the head of the eligibility list following Board members and Past Presidents, for the first play day after their acceptance.