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Last Updated: 07/21/2011 |
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Section 1.01 NAME The Wyoming Senior Women's Golf Association, also known as the WSWGA, is incorporated under the laws of the State of Wyoming and is herein referred to as the "Association". Section 1.02 PURPOSE The purposes of the Association are as follows: a. To promote, maintain and enhance the game of golf among senior women in Wyoming. b. To establish and maintain camaraderie among its membership. c. To conduct an annual 36-hole stroke play tournament. d. To give recognition to the winners of its tournaments. e. All profit from the annual tournaments will be donated to help support a local charity in the host tournament city. Section 1.03 INCORPORATION The Association has been established since June 29, 1967 as a nonprofit corporation in the State of Wyoming, Office of the Secretary of State, having been assigned entity identification number 1980-000100658. The corporation has been assigned the Internal Revenue Service (IRS) Taxpayer Identification Number (TIN) 83-0292986. Section 1.04 BOARD The business and affairs of the Association are under the supervision of the Board of Directors as provided in Article IV. The Board of Directors is herein referred to as the "Board". Section 1.05 FISCAL YEAR The fiscal year for the Association's operation and membership dues shall be from January 1st to December 31st. Section 2.01 MEMBERSHIP ELIGIBILITY A woman golfer who has proof of Wyoming residency, will attain at least the age of fifty (50) by December 31st of the year she applies for membership, has an established 18-hole handicap (GHIN or equivalent) and who has retained her amateur status may become a member of this Association. Proof of Wyoming residency requires a valid Wyoming driver's license and/or ownership of real estate holdings in Wyoming. In the case of extenuating circumstances regarding residency, the decision of the Board shall stand. All Members must submit their Wyoming Driver's License number with their annual dues payment in addition to providing their active Wyoming GHIN handicap number or equivalent. Section 2.02 DUES Members of the Association shall pay annual dues which are established by the Board according to Section 4.08 of these By-Laws. Section 2.03 APPLICATIONS Applications for membership may be obtained from the Association's Registrant or from the Association's website. All Members must provide a copy of their current Wyoming Driver's License as proof of residency. Only New Members, those who have not previously been an Association Member, must provide their date of birth (DOB) on their application. Section 2.04 MEMBERSHIP CARD New Members of the Association shall be provided a membership card which will be mailed to them upon payment of their new member dues. Section 3.01 ANNUAL MEETING The annual meeting of the Members of this Association shall be held in the evening of the first day of the golf tournament in the city or town where the tournament is held. If no tournament is held in any year, the Board shall set the time and place for such a meeting. Section 3.02 NOTICE OF MEETINGS The President shall give notice stating the place, day and hour of the annual meeting and, in case of a special meeting, the purpose or purposes for which the meeting is called at least thirty days prior to the date set. The purpose of the annual meeting shall be election of Board members and any other business that should properly come before the meeting. Section 3.03 SPEICAL MEETINGS Special meetings of Members for any purpose or purposes may be called by the President or by the Board. Section 3.04 VOTING AND QUORUM At all annual or special meetings, all Members in good standing shall have one (1) vote on matters requiring a vote by Members. A quorum shall consist of two-thirds (2/3) of the Members present at such meetings. Section 3.05 ORDER OF BUSINESS The order of business of all meetings of Members and of the Board shall be as follows: 1. Call to Order 2. Reading of the Minutes 3. Registrar's Report 4. Local Tournament Director's Report 5. Introduction of new Members and presentation of membership cards and pins 6. Selection of Tournament site 7. Elections 8. Presentation of Awards 9. Other Business Section 3.06 RULES OF ORDER Except as otherwise provided in these By-Laws, meetings of Members of the Association and of the Board shall be conducted in accordance with Robert's Rules of Order. Section 3.07 MEMBERSHIP NOMINATION Members may nominate candidates for the vacancies on the Board providing such nominees have consented to such nomination. Section 3.08 RIGHT TO VOTE No Member whose annual dues have not been paid at the time of any annual or special meetings of the Members shall be allowed to vote. Section 4.01 BOARD OF DIRECTORS A. The control and management of the Association and its affairs and property shall be entrusted to a Board consisting of seven (7) Members in good standing. B. Insofar as possible, Board members elected shall represent different sections of the state. C. A Board Member who ceases to be a Member for any reason shall automatically cease to be a Member of the Board. D. Prospective nominees' names shall be sent to the President, in writing, in advance of the meeting form Members who desire membership on the Board. E. Consent of the nominee must be obtained whether nominated by committee or from the floor. Section 4.02 TENURE IN OFFICE At the time of the annual election, new Board members shall be elected for a term of three (3) years and until their successors are elected. The terms of the office shall be staggered so that one (1) member is elected one year and three (3) members are elected in the following two years with this cycle repeating itself each three (3) years. Section 4.03 VACANCY In the event that a vacancy occurs on the Board, the remaining members of the Board shall fill the vacancy or appoint a replacement who shall serve the balance of the term for which the vacated Board member was elected. If the office of President becomes vacant, the Vice-President is to succeed. Section 4.04 EX OFFICIO BOARD MEMBERS Ex-officio Board Members are not eligible to vote, but are encouraged to participate in all meetings of the Board. The Board shall appoint the following ex-officio Board Members whose tenure shall be permanent or until one of the following occurs: a) the ex-officio Member resigns her position, b) the ex-officio Member ceases to be a Member in good standing of the Association, or c) the Board votes to replace the ex-officio Member. A. Registrar: The Registrar shall have the overall responsibility for all financial matters pertaining to the Association's permanent financial accounts and shall make an annual financial report to the Membership at the annual meeting as well as periodic financial reports to the Board as may be requested. Her duties and responsibilities shall include: 1) keeping the membership records current at all times; 2) publishing and sending out the annual dues notices and collecting the dues and fees; 3) publishing and sending out the tournament registration forms and collecting the same from the local tournament director at the annual tournament; 4) obtaining all tournament player's gross and net daily scores and a list of flight winner names; 5) disbursement of funds from the Association's permanent checking and savings accounts; 6) reconciliations of all permanent financial accounts to their respective bank statements; 7) have the Association's financial books audited bi- annually; and 8) insure the Association's website is kept up to date. B. Tournament Coordinator: The Tournament Coordinator shall act as a liaison between the Board and the local Tournament Director. The Coordinator will prepare and maintain a current listing of the duties of the local Tournament Director and communicate with her frequently so that the format of the annual tournament, practices and procedures will remain consistent from year to year. The Coordinator will also assist the local Tournament Director with the implementation of any new practices and procedures which may be approved by the Board. She will obtain the necessary information from the Tournament Director to prepare the tournament entry form. The Coordinator will also maintain the local Tournament Director's notebook so that it is current at all times. Section 4.05 MEETINGS OF THE BOARD OF DIRECTORS A. The regular meetings of the Board shall be held at the annual tournament or such other place and at a time as its members may designate. B. Special meetings of the Board may be called by the President or by three (3) Board members upon notice to each Board member of the time, place, and purpose of such meeting. C. Telephone communications and or E-mail correspondence may be used to conduct necessary business during the course of the year. Section 4.06 QUORUM A majority of the Board then serving shall constitute a quorum for the transactions of business. Section 4.07 DUTIES AND POWERS It shall be the duty of the Board to carry out the objects and purposes of the Association subject to these By-Laws. The Board shall have the power to fill any vacancy in the Board as provided in Section 4.03; to appoint ex-officio Board members as provided in Section 4.04; to fix membership annual dues and fees provided in Section 4.08; to establish and keep up to date the necessary standing rules for the Association's membership and to approve startup monies and the entry fee for the Association's annual tournament. Section 4.08 DUES AND FEES The Board will establish the annual dues, fees and late payment charges assessed to the Membership which will be published in the Association's standing rules. Dues are neither refundable nor transferable. Monies received from dues will be used for administrative expenses and to supplement the annual tournament with a startup fund. Section 4.09 COMMITTEES For better execution of its powers and duties, the Board may appoint from its own membership or from the membership of the Association, such committees as the occasion may require and as it may deem necessary. It shall define the duties of such appointed committees. Section 4.10 ANNUAL REPORT The Board shall present, at each annual meeting of Members, a written report as to the financial conditions of the Association, including an account of the financial transactions during the twelve (12) month period proceeding the month of the annual meeting. Section 5.01 OFFICERS The officers of the Association shall consist of a President, Vice-President, and Secretary, who shall be elected by and serve at the pleasure of the Board. The Board of Directors shall meet immediately after the general membership meeting each tournament year for the purpose of electing Association officers for the ensuing year, and conducting other business as may come before the Board. Section 5.02 DUTIES OF OFFICERS A. President: The President shall preside at all meetings of Members and of the Board and shall have general supervision over the affairs of the Association. She shall call the Board together when it is deemed necessary. She shall be an ex-officio member on all appointed committees of the Association. The President will notify all Board members of the time and place of Association Board meetings. B. Vice President: The Vice President shall assume all duties of the President in her absence. The Vice President shall perform such duties as are incidental to the office or as assigned by the President of the Association. Should neither the President or Vice President be present, a chairman shall be chosen by the remaining Board members. C. Secretary: The Secretary shall prepare, certify and maintain minutes of all Board meetings and the general Membership Meeting. Within thirty (30) days of any such meeting, the minutes will be sent to all Board Members and the Registrar to be published on the Association's website. The Secretary will perform other duties as may be fixed by the Board or the President. The Secretary shall conduct all correspondence excepting that pertaining to the Registrar. Section 6.01 HOSTING THE ANNUAL TOURNAMENT Members of the Association are urged each year to bring forth information at the annual meeting concerning their club's willingness to host a subsequent Association tournament. It is recommended that each potential host golf course prepare a letter to the Association advising of its willingness to be the host and indicate the associated cost of green fees, cart rentals, etc. for the two day event plus a practice round. Section 6.02 LOCAL TOURNAMENT COMMITTEE AND DIRECTOR Each year, a local tournament committee of Members will be formed in the city or town which is hosting the next annual tournament. The committee will appoint a local tournament director who is responsible for organizing the annual tournament; recruiting her volunteer help; preparing a tournament budget; seeking local donations to help offset tournament expenses; obtaining board approval for the proposed entry fee; seeking hotel discounts for the tournament players; communicating with the Tournament Coordinator regarding the tournament details to insure consistency and implementing any changes directed by the Board; obtaining awards for winners in all flights; and working with the host golf course to insure a successful tournament. Section 6.03 STARTUP FUNDS The Board determines each year the amount of tournament startup monies to be paid from one or more of the Association's permanent checking or savings accounts. These funds will be paid to the local Tournament Director by the Registrar in a lump sum amount when requested prior to the annual tournament. The startup funds, tournament entry fees and local donations are the source of revenue for all tournament expenses. See the Board's standing rules for other information concerning the annual tournament. Section 7.01 SALARIES No Board Member or other Member of the Association shall receive any salary of any kind from the Association. Section 8.01 AMENDMENTS These By-Laws may be modified, altered, or amended at any regular meeting of the membership or at any adjournment thereof, or at any special meeting called for that purpose, by an affirmative vote of two-thirds (2/3) of the Members represented at such meeting providing there is a quorum present. Any proposed amendments to these By-Laws shall be made in writing, to any one or more of the current Board of Directors. | |||||||||||||||||||
| The following is a summary of amendments approved by the membership at annual meetings since 2001: | |||||||||||||||||||
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