ARBUTUS RIDGE LADIES GOLF CLUB BYLAWS
1. NAME
The name of this organization shall be the Arbutus Ridge Ladies Golf Club (ARLG Club), a non-profit organization.
2. OBJECTIVES
The objectives and purposes of this club are to promote, regulate, and conduct activities among the members of the ARLG Club as follows: • To hold weekly play and other special tournaments throughout the year • To promote and hold social and recreational activities as the general membership may desire • To promote the establishment and maintenance of handicaps according to the handicapping system of Golf Canada • To cooperate and comply with the rules and regulations of the Royal Canadian Golf Association (RCGA)
3. MEMBERSHIP AND FEES
3.1 Membership obliges a person to abide by and support the By-Laws, and whenever possible, support the events of the Club.
3.2. Annual dues, as determined by a motion at an Annual General Meeting (AGM), shall be due and payable at the Official Opening Day meeting each year. There shall be no prorating of dues for any portion of the year. A member must be in good standing in order to hold office or participate in any club activity, including major tournaments and weekly play.
3.3. Ladies Golf Club Membership Requirements are: a. A membership at Arbutus Ridge Golf Club (ARGC) which includes payment of the Members Advisory Council (MAC) annual fee. b. An account with ARGC so that winning monies can be deposited to a credit book account. c. Payment of the Ladies Golf Club annual fee. d. Registration with Golf Canada to maintain a valid handicap.
3.4. An exemption for 3.3a above, may be requested, and after approval by the Ladies Club Executive Committee, may be granted for medical reasons or other extenuating circumstances which prevent full use of the golf membership.
3.5. Guests may be invited to play up to three (3) times during the regular weekly draws each season but will not be eligible for prizes.
3.6. Reservations are required for all meal events. A notice of 48 hours must be given for cancelations, otherwise the meal may be charged to the members account.
3.7. All members with an established handicap are eligible for Interclub play.
3.8. New members must have an established handicap before they can qualify for prizes.
3.9. Honorary Membership may be designated for founding members of the club; ladies who have supported the club since its start-up years of 1988 and 1989 and who no longer play as a regular member.
3.10. The maximum handicap factor to be used for ARLG Club shall follow the guidelines of BC Golf Association & Zone 5.
4. EXECUTIVE COMMITTEE
4.1 The Executive Committee shall consist of: Captain, Vice-Captain, Secretary, Treasurer, Rules/Handicap Chair, Draw Chair, Tournament Chair, Webmaster, Past Captain. Members-at-Large may be assigned duties at the discretion of the Executive Committee.
4.2. Election of the Executive Committee will occur at the AGM each year.
4.3. The policies, business, funds, and affairs of the ARLG Club shall be managed by the Executive Committee who, in turn, shall be subject to the bylaws of the ARLG Club. A quorum will be a majority of the executive, for the purpose of doing business.
4.4 The ARLG Club fiscal year shall be from November 1st through October 31st. The Club Officers shall assume their duties on the first day of the fiscal year. The Executive Committee shall serve a term of one (1) year in their elected capacity.
4.5 In the event of a vacancy in the position of Captain, the Past Captain shall become Captain and fulfill the remainder of the term. If the Past Captain is unable to fill the vacancy, the remaining members of the Executive, shall appoint the most recent available Past Captain to fill the remaining term.
4.6 In case of a vacancy in any other position, the Executive Committee by majority vote, shall fill the vacancy for the balance of the term.
4.7 To serve as a member of the Executive Committee, the nominee must be a member in good standing of the ARLG Club and Members’ Advisory Committee (MAC).
5. OFFICERS AND DUTIES
5.1 Captain The Captain shall be the Chief Executive and Administrative Officer of the ARLG Club, shall preside at all club and executive meetings. The Captain shall be the club liaison to the Zone 5 Women’s Golf and Arbutus Ridge Members’ Advisory Committee (MAC). The captain shall prepare the annual fixture list in consultation with the executive. She shall serve as an ex-officio member of all committees except the Nominating Committee.
5.2 Vice-Captain The Vice-Captain shall act as the assistant to the Captain and, in the absence of the Captain, shall preside at all meetings. She shall be the liaison and help organize the Interclub activities with other participating golf courses as directed by the executive.
5.3 Secretary The Secretary shall keep full and complete minutes of all meetings of the Club and Executive Committee and shall take charge of and conduct all correspondence of the Club with the approval of the Captain.
5.4 Treasurer The Treasurer shall receive all money belonging to the ARLG Club and shall deposit it in a bank account in the name of the ARLG Club. Cheques shall be signed by two of the following: Treasurer, Captain, and Vice Captain who will also be signatories on the bank account. The Treasurer shall prepare a fiscal year budget and categories of expenditures for presentation and approval of the Executive Committee by April 1st each year. The Treasurer will also supply a final Balance Sheet to the Executive Committee for approval and report to the members at the AGM. The Treasurer shall keep a cash and disbursement ledger and reconcile on a monthly basis the bank statement and the ARLG Club’s account with the ARGC.
5.5 Rules/Handicap Chair The Rules/Handicap Chair shall be familiar with the Rules of Golf according to the RCGA, monitor the handicaps of the Ladies Club and assist the Ladies Club with the local rules. The Rules Chair has the responsibility to ensure that any disputes over rules are satisfactorily resolved. This can be in consultation with the Club Pro, Manager, and/or Golf Canada.
5.6 Draw Chair The Draw Chair shall prepare the weekly draw, record, and post (when required) all pairings, record results and post notices of winners.
5.7 Tournament Chair The Tournament Chair shall organize and supervise the major tournaments for the club. She shall record results and post notices of winners and arrange for engraving and presentation of trophies at the AGM each year.
5.8 Webmaster The Webmaster shall update and manage the arlgclub.org website and any associated accounts.
5.9 Immediate Past Captain The Immediate Past Captain shall act in an advisory capacity to the Executive Committee. In the event the immediate Past-Captain is unable to serve for any reason, any former Past-Captain may be appointed by the President to serve. In the event of a vacancy in the position of Captain, the Immediate Past Captain shall step up to complete the term.
5.10 Each Chair may choose one or more club members to assist her in the performance of her duties.
6. MEETINGS AND ELECTIONS
6.1 Unless otherwise stated, regular Executive Committee meetings shall be held monthly at a date, time and place as determined by the Executive Committee.
6.2 Special meetings may be called by the Captain at any time by notifying all members in advance.
6.3 The Captain shall appoint, with approval of the Executive Committee, the Past Captain, or if unavailable a previous Past Captain, for the purpose of nominating new Executive Committee members for the ensuing year. The Nominating Committee shall complete its slate of proposed nominees no less than twenty-one (21) days before the AGM, shall report to the Executive Committee, and shall post a copy of the slate of nominees on the bulletin board in the Women’s Locker Room. The slate of nominees shall be presented to the membership at the AGM.
6.4 At the AGM, after reading the recommendations of the Nominating Committee, the Captain shall call for nominations from the floor. If there are no nominations from the floor, the recommendations of the Nominating Committee may be accepted by a majority vote of the members present.
6.5 The election of the Executive Committee shall be by ballot. If there is only one candidate for each office and there is no objection from a member the presiding officer can declare that the nominees have been elected (election by acclamation). If a member objects, the election shall be by ballot.
7. FINANCES
7.1 Not less than two hundred and fifty dollars ($250.00) shall be left in the treasury at the end of the fiscal year.
8. QUORUM
8.1 In order to transact official business of the ARLG Club, a quorum, consisting of at least twenty-five (25%) of the membership and including at least two (2) of the elected Executive of the ARLG Club, must be present at a General Meeting.
9. ADOPTION & AMENDMENTS
9.1 The bylaws become valid upon adoption by a majority of the votes cast at a duly called meeting of members.
9.2 These Bylaws may be amended by a two-thirds (2/3) vote of the members present, at a general meeting of the membership, at a special meeting called for that purpose by the Captain, or by email vote of the members, providing twenty-one (21) days’ notice is given to the membership.
9.3 A copy of the Bylaws shall be made available on the ARLG Club website and provided to all members.
10. RULES OF ORDER
10.1 “Robert’s Rules of Order Newly Revised” (RRON) shall be the parliamentary order of the ARLG Club, subject to the special rules which have been, or will be, adopted by the ARLG Club.
Approved at the AGM September 2020.
1. NAME
The name of this organization shall be the Arbutus Ridge Ladies Golf Club (ARLG Club), a non-profit organization.
2. OBJECTIVES
The objectives and purposes of this club are to promote, regulate, and conduct activities among the members of the ARLG Club as follows: • To hold weekly play and other special tournaments throughout the year • To promote and hold social and recreational activities as the general membership may desire • To promote the establishment and maintenance of handicaps according to the handicapping system of Golf Canada • To cooperate and comply with the rules and regulations of the Royal Canadian Golf Association (RCGA)
3. MEMBERSHIP AND FEES
3.1 Membership obliges a person to abide by and support the By-Laws, and whenever possible, support the events of the Club.
3.2. Annual dues, as determined by a motion at an Annual General Meeting (AGM), shall be due and payable at the Official Opening Day meeting each year. There shall be no prorating of dues for any portion of the year. A member must be in good standing in order to hold office or participate in any club activity, including major tournaments and weekly play.
3.3. Ladies Golf Club Membership Requirements are: a. A membership at Arbutus Ridge Golf Club (ARGC) which includes payment of the Members Advisory Council (MAC) annual fee. b. An account with ARGC so that winning monies can be deposited to a credit book account. c. Payment of the Ladies Golf Club annual fee. d. Registration with Golf Canada to maintain a valid handicap.
3.4. An exemption for 3.3a above, may be requested, and after approval by the Ladies Club Executive Committee, may be granted for medical reasons or other extenuating circumstances which prevent full use of the golf membership.
3.5. Guests may be invited to play up to three (3) times during the regular weekly draws each season but will not be eligible for prizes.
3.6. Reservations are required for all meal events. A notice of 48 hours must be given for cancelations, otherwise the meal may be charged to the members account.
3.7. All members with an established handicap are eligible for Interclub play.
3.8. New members must have an established handicap before they can qualify for prizes.
3.9. Honorary Membership may be designated for founding members of the club; ladies who have supported the club since its start-up years of 1988 and 1989 and who no longer play as a regular member.
3.10. The maximum handicap factor to be used for ARLG Club shall follow the guidelines of BC Golf Association & Zone 5.
4. EXECUTIVE COMMITTEE
4.1 The Executive Committee shall consist of: Captain, Vice-Captain, Secretary, Treasurer, Rules/Handicap Chair, Draw Chair, Tournament Chair, Webmaster, Past Captain. Members-at-Large may be assigned duties at the discretion of the Executive Committee.
4.2. Election of the Executive Committee will occur at the AGM each year.
4.3. The policies, business, funds, and affairs of the ARLG Club shall be managed by the Executive Committee who, in turn, shall be subject to the bylaws of the ARLG Club. A quorum will be a majority of the executive, for the purpose of doing business.
4.4 The ARLG Club fiscal year shall be from November 1st through October 31st. The Club Officers shall assume their duties on the first day of the fiscal year. The Executive Committee shall serve a term of one (1) year in their elected capacity.
4.5 In the event of a vacancy in the position of Captain, the Past Captain shall become Captain and fulfill the remainder of the term. If the Past Captain is unable to fill the vacancy, the remaining members of the Executive, shall appoint the most recent available Past Captain to fill the remaining term.
4.6 In case of a vacancy in any other position, the Executive Committee by majority vote, shall fill the vacancy for the balance of the term.
4.7 To serve as a member of the Executive Committee, the nominee must be a member in good standing of the ARLG Club and Members’ Advisory Committee (MAC).
5. OFFICERS AND DUTIES
5.1 Captain The Captain shall be the Chief Executive and Administrative Officer of the ARLG Club, shall preside at all club and executive meetings. The Captain shall be the club liaison to the Zone 5 Women’s Golf and Arbutus Ridge Members’ Advisory Committee (MAC). The captain shall prepare the annual fixture list in consultation with the executive. She shall serve as an ex-officio member of all committees except the Nominating Committee.
5.2 Vice-Captain The Vice-Captain shall act as the assistant to the Captain and, in the absence of the Captain, shall preside at all meetings. She shall be the liaison and help organize the Interclub activities with other participating golf courses as directed by the executive.
5.3 Secretary The Secretary shall keep full and complete minutes of all meetings of the Club and Executive Committee and shall take charge of and conduct all correspondence of the Club with the approval of the Captain.
5.4 Treasurer The Treasurer shall receive all money belonging to the ARLG Club and shall deposit it in a bank account in the name of the ARLG Club. Cheques shall be signed by two of the following: Treasurer, Captain, and Vice Captain who will also be signatories on the bank account. The Treasurer shall prepare a fiscal year budget and categories of expenditures for presentation and approval of the Executive Committee by April 1st each year. The Treasurer will also supply a final Balance Sheet to the Executive Committee for approval and report to the members at the AGM. The Treasurer shall keep a cash and disbursement ledger and reconcile on a monthly basis the bank statement and the ARLG Club’s account with the ARGC.
5.5 Rules/Handicap Chair The Rules/Handicap Chair shall be familiar with the Rules of Golf according to the RCGA, monitor the handicaps of the Ladies Club and assist the Ladies Club with the local rules. The Rules Chair has the responsibility to ensure that any disputes over rules are satisfactorily resolved. This can be in consultation with the Club Pro, Manager, and/or Golf Canada.
5.6 Draw Chair The Draw Chair shall prepare the weekly draw, record, and post (when required) all pairings, record results and post notices of winners.
5.7 Tournament Chair The Tournament Chair shall organize and supervise the major tournaments for the club. She shall record results and post notices of winners and arrange for engraving and presentation of trophies at the AGM each year.
5.8 Webmaster The Webmaster shall update and manage the arlgclub.org website and any associated accounts.
5.9 Immediate Past Captain The Immediate Past Captain shall act in an advisory capacity to the Executive Committee. In the event the immediate Past-Captain is unable to serve for any reason, any former Past-Captain may be appointed by the President to serve. In the event of a vacancy in the position of Captain, the Immediate Past Captain shall step up to complete the term.
5.10 Each Chair may choose one or more club members to assist her in the performance of her duties.
6. MEETINGS AND ELECTIONS
6.1 Unless otherwise stated, regular Executive Committee meetings shall be held monthly at a date, time and place as determined by the Executive Committee.
6.2 Special meetings may be called by the Captain at any time by notifying all members in advance.
6.3 The Captain shall appoint, with approval of the Executive Committee, the Past Captain, or if unavailable a previous Past Captain, for the purpose of nominating new Executive Committee members for the ensuing year. The Nominating Committee shall complete its slate of proposed nominees no less than twenty-one (21) days before the AGM, shall report to the Executive Committee, and shall post a copy of the slate of nominees on the bulletin board in the Women’s Locker Room. The slate of nominees shall be presented to the membership at the AGM.
6.4 At the AGM, after reading the recommendations of the Nominating Committee, the Captain shall call for nominations from the floor. If there are no nominations from the floor, the recommendations of the Nominating Committee may be accepted by a majority vote of the members present.
6.5 The election of the Executive Committee shall be by ballot. If there is only one candidate for each office and there is no objection from a member the presiding officer can declare that the nominees have been elected (election by acclamation). If a member objects, the election shall be by ballot.
7. FINANCES
7.1 Not less than two hundred and fifty dollars ($250.00) shall be left in the treasury at the end of the fiscal year.
8. QUORUM
8.1 In order to transact official business of the ARLG Club, a quorum, consisting of at least twenty-five (25%) of the membership and including at least two (2) of the elected Executive of the ARLG Club, must be present at a General Meeting.
9. ADOPTION & AMENDMENTS
9.1 The bylaws become valid upon adoption by a majority of the votes cast at a duly called meeting of members.
9.2 These Bylaws may be amended by a two-thirds (2/3) vote of the members present, at a general meeting of the membership, at a special meeting called for that purpose by the Captain, or by email vote of the members, providing twenty-one (21) days’ notice is given to the membership.
9.3 A copy of the Bylaws shall be made available on the ARLG Club website and provided to all members.
10. RULES OF ORDER
10.1 “Robert’s Rules of Order Newly Revised” (RRON) shall be the parliamentary order of the ARLG Club, subject to the special rules which have been, or will be, adopted by the ARLG Club.
Approved at the AGM September 2020.