By Laws

By Laws of the New Hampshire Women’s Golf Association

1951 | Revised 2016

ARTICLE I – Name

ARTICLE II – Objectives and Territorial Jurisdiction

A. The corporation’s objective is to promote, stimulate, organize, and maintain interest and activity in golf by and among women in the State of New Hampshire. The corporation shall function as an affiliated State Association of the United States Golf Association.

B. To educate the public on women’s amateur golf through sponsorship of clinics, workshops and seminars.

C. To foster, promote and advance the interest and true spirit of amateur golf among women, and to encourage and cultivate a spirit of cooperation, fellowship, harmony, and friendly competition among the members of the Association.

D. To sponsor and develop programs for the development of skills and education of women amateur golfers, as well as to conduct such workshops, clinics and tournaments as its Board of Directors may desire.

E. To maintain its current membership in the USGA and to affiliate with other organizations whose objectives also nurture, foster and promote regional and national competition for female amateur golfers.

F. To promote adherence to the USGA Rules of Golf and a USGA-approved handicap service chosen by NHWGA.

G. To determine USGA Course Ratings for golf courses under NHWGA jurisdiction, in accordance with USGA-approved procedures, guidelines and licensing agreement.

H. To make, alter or amend Bylaws consistent with our Articles of Incorporation or the laws of the State of New Hampshire for the administration, operation and regulation of the affairs of the Corporation.

ARTICLE III – Membership

A. Club Membership

1. Club membership in the Association shall consist of organized Golf Clubs within the State of New Hampshire as defined in USGA guidelines. Eligibility for Club membership shall be in accordance with policy as set forth by the NHWGA governing board.

2. Application for Club membership shall be made in writing to the Secretary of the Association and must be approved by the majority vote of the Governing Board.

B. Individual Membership

1. Eligibility for individual membership shall be in accordance with policy as set forth by the NHWGA Governing Board.

ARTICLE IV – Officers

A. The Officers of the Association shall be the President, Vice-President, Immediate Past President, Secretary and Treasurer.

B. The President shall preside at all meetings of the Association. She shall perform all duties usual to such office. In the absence of the President, the Vice-President shall preside; and in the absence of both, the President shall appoint a board member to preside over the meeting. The President is charged to uphold and stand by all written policies and job descriptions as published by the Governing Board.

C. The Secretary shall take minutes of all meetings of the Association and of the meetings of the Governing Board and shall issue calls for such meetings. She should have available for reference at all meetings a copy of the Association Bylaws, the policy book and the membership book. She needs to maintain the book of Corporate Records, conduct any correspondence as directed by the Governing Board and be the keeper of the historical records. The Secretary is charged to uphold and stand by all written policies and job descriptions as published by the Governing Board.

D. The Vice-President shall take direction from the President and Governing Board for whatever additional duties they may deem to the positions. The Vice-President is charged to uphold and stand by all written policies and job descriptions as published by the Governing Board. The Vice-President shall assume the duties of the President in her absence and assume the Presidency in case of resignation, disability, death or removal from office.

E. The Treasurer shall keep a record of all financial accounts and keep all monies belonging to the Association and expend same under direction of the Governing Board. She shall report, in writing, the state of finances when required by the Governing Board and at the annual meeting shall present a written report showing receipts and expenditures. Her accounts shall be subject to an internal review at the discretion of the Governing Board by an appointed committee. The review shall take place prior to the annual meeting. The Treasurer is charged to uphold and stand by all written policies and job descriptions as published by the Governing Board.

ARTICLE V – Board of Directors / Governing Board

A. The Governing Board shall consist of the Officers, GHIN/Handicap Chair, Points Chair, Membership/Public Relations Chair, Tournament Chair, Specialties Chair, Rules Chair, Mixed Foursomes Chair, Schedule Chair, and two (2) Members at Large. The Governing Board is charged to uphold and stand by all written policies and job descriptions as published.

B. Newly elected and appointed directors shall take office at the close of the annual meeting of the Association (Article VII, Section A).

C. Any member of the Governing Board may be removed from office at any time by the affirmative vote of the majority of the Board Membership. Cause for removal shall include non-performance of duties, being absent for two (2) consecutive meetings or three (3) meetings a year, with the exception of excused absences. Any other misconduct or dereliction of duty in office shall be cause for removal.

D. 1) The Governing Board shall have the responsibility of setting all policy of the Association. The Governing Board shall be responsible for the management of the affairs of the Association. It shall have the power to fill any vacancies occurring in the Governing Board for the balance of the unexpired term, and shall appoint such special committees as may be found necessary.

2) Eight (8) members present shall constitute a quorum.

3) The Governing Board shall be responsible for maintaining a set of Policies to supplement these Bylaws.

4) The Governing Board shall meet at the call of the President or any three (3) of its members and at such time as it may determine. Notice shall be given to each member of the Governing Board. Meetings may be held face to face or by electronic means as stated in the NHWGA Policy Book.

E. The Officers shall serve concurrent two (2) year terms except for the Treasurer, who shall serve a two (2) year term to be elected in the alternate year from the Secretary. The GHIN/Handicap Chair, Points Chair, Membership/Public Relations Chair, Tournament Chair, Specialties Chair, Rules Chair, Mixed Foursomes Chair and Schedule Chair shall serve staggered three (3) year terms. The Members at Large shall serve staggered two (2) year terms. The Governing Board shall be elected at the Annual Meeting of the Association.

ARTICLE VI – Nominations and Elections

A. There shall be a Nominating Committee to be composed of five (5) members; the Chair who shall be the Immediate Past President; the Vice-President; the Tournament Chair; and two (2) members of the Association appointed by the existing Governing Board.

B. The Nominating Committee shall be responsible for the preparation and distribution of the slate of candidates for the election of Officers based upon their known leadership, experience and interest in golf.

C. The Chairperson of the Nominating Committee or her appointee shall present the recommended slate of candidates to the Governing Board for their approval at the August meeting of the Board of Directors.

D. The Chairperson of the Nominating Committee or her appointee shall present a slate of candidates to the membership for vote at the Annual Meeting. The Governing Board shall accept additional nominations of willing and qualified candidates from the floor at this time.

E. Elections shall be by voice vote whenever only one (1) candidate is nominated for an office. Whenever more than one (1) candidate is nominated, vote shall be taken by ballot, and the candidate receiving a majority of votes cast for one (1) office shall be considered elected.

F. In the event more than two (2) candidates are named for any one office, a majority of the members voting shall be necessary to elect. In the event such a majority is not obtained, a second vote shall be taken upon the two (2) leading candidates.

ARTICLE VII – Association Meetings

A. The Annual Meeting of the Association shall be scheduled in the fall on a date designated by the Governing Board.

B. Special meetings of the Association may be called by the President, the Governing Board, or by the written request of thirty (30) members of not less than ten (10) Clubs belonging to the Association, for the purpose of submitting matters for consideration by the Governing Board.

C. Two (2) weeks’ notice of the time and place of any special meeting shall be sent to all members. The notice of the special meeting shall state the object thereof, and only that business shall be voted on at said meeting.

D. Thirty (30) members of the Association representing not less than ten (10) golf Clubs shall constitute a quorum. No voting by proxy shall be allowed.

ARTICLE VIII – Dues

A. The Club dues to the Association shall be payable upon receipt.

B. The annual Club dues shall be established by the Governing Board.

C. Any member Club that has failed to pay its dues by June 1st (provided its Club Representative or appropriate Club personnel has been personally notified) may be deemed inactive for the current year at the discretion of the Governing Board.

D. Each individual member will pay annual dues to the Association at a rate and by a date established by the Governing Board.

ARTICLE IX – Finances

A. The fiscal year of the Association shall be January 1st to December 31st.

B. All funds of the Association shall be deposited to the credit of the Association under such conditions and in such financial institutions as shall be designated by the Governing Board.

C. All contracts, checks and orders for the payment, receipt or deposit of money, and access to securities of the Association shall be as provided by resolution of the Governing Board.

D. All persons responsible for the signing of checks shall be bonded as provided by resolution of the Governing Board.

E. All members serving on the Governing Board shall be covered by directors and officers liability insurance provided by NHWGA.

F. An annual budget of estimated income and expenditures shall be approved by the Governing Board.

G. All contributions, bequests and gifts made to the Association shall be accepted or collected only as authorized by the Governing Board.

H. Contracts and debts may be entered into only as directed by a motion of the Governing Board. Contracts with clubs may be entered into by the tournament chairs and the tournament scheduler.

I. Independent professional counsel shall be retained by the Governing Board as necessary.

J. The Association shall abide by all laws and file applicable state and federal financial forms, reports and taxes.

ARTICLE X – Obligations

A. Acceptance of membership in the Association shall bind each Club and its members to abide by all conditions of the New Hampshire Women’s Golf Association Bylaws and policies and to accept all decisions of the Governing Board within its jurisdiction.

B. Acceptance of membership in the Association shall bind each Club to allow use of its facilities at least once every three (3) years, or five (5) years following a multi-day tournament, for tournament dates agreeable to both.

C. Any Club or individual member failing in the obligations as set forth may be suspended or expelled by two-thirds vote of the Governing Board after due notice by certified mail. Any Club or individual member suspended or expelled shall have the right to appeal for reinstatement at a special meeting of the Association called for such purpose.

D. Club resignation from the Association must be made in writing and sent to the Secretary and will be accepted provided all dues and obligations have been met.

E. All retiring Governing Board members shall turn over to their successors all related materials in their possession and be available to assist their successors in the proper assumption of their duties. A full description of duties and responsibilities shall be included in the records of each retiring member.

ARTICLE XI – Club Representatives

A. Each member Club shall appoint a Representative to act as the liaison between her individual club and the Governing Board of the Association. The name of the person so selected shall be submitted to the Chair of the Club Representatives (Vice-President) prior to the Annual Meeting. In the event of failure by a Club to submit the name of the Representative, the Governing Board shall have the authority to choose a Representative for said Club. A Club Representative may be replaced at any time on written request to the Governing Board by a majority vote of its own Club Members.

B. Each Representative will receive an instruction kit containing information and forms pertaining to procedures, duties and her responsibilities to the Association and her member club.

ARTICLE XII – Handicaps and Tournament Participation

A. To be an active playing member of the New Hampshire Women’s Golf Association, an individual must have a handicap index according to NHWGA policy and follow the tournament requirements for participation in NHWGA events.

ARTICLE XIII – New Hampshire Women’s Golf Association Amateur Championship

A. The Association shall annually conduct a tournament entitled “The New Hampshire Women’s Golf Association Amateur Championship.”

B. Only members of the Association with a current handicap index according to NHWGA policy will be eligible to participate in the NH Women’s Golf Association Amateur Championship provided they abide by the tournament requirements.

1. Any amateur woman who wishes to compete in the NHWGA Amateur Championship must be a resident of the State of New Hampshire and be a member in good standing of the New Hampshire Women’s Golf Association as of the closing date for tournament entry.

2. Any amateur woman residing outside the State of New Hampshire shall be eligible to compete in the New Hampshire Women’s Golf Association Amateur Championship provided she is a member in good standing of the NHWGA as of the closing date for tournament entry and that she has been a member in good standing of an NHWGA golf club for the preceding three (3) years. Verification of Club membership must be provided by the member on request.

C. The ruling of the Governing Board shall be final as to eligibility.

D. The New Hampshire Women’s Golf Association Amateur Championship will be held at a golf course in New Hampshire to be confirmed by the Governing Board.

ARTICLE XIV – Other Tournaments

A. The Association shall conduct other golf tournaments at such times as may be designated by the Governing Board.

ARTICLE XV – Parliamentary Authority

A. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the proceedings of this Association in all cases to which it is applicable and in which it is not inconsistent with these Bylaws.

ARTICLE XVI – Amendments

A. These Bylaws may be amended by 2 / 3 of those members present at any regular or special meeting of the membership provided written notice of the substance of the proposed amendments has been mailed, faxed or emailed to the membership at least two (2) weeks prior to the meeting at which amendments are presented for action.

B. The Bylaws of the New Hampshire Women’s Golf Association were revised in 1957, amended in 1959, 1967, 1970 and 1971, and were partially revised in 1973, 1983, 1990, 1997, 1999, 2000, 2003 and 2006. A major revision to the Bylaws was made in 2010.

C. Article V of the Bylaws of the New Hampshire Women’s Golf Association was revised on August 8, 2012 and amended on October 6, 2012.

D. Article XIII of the Bylaws of the New Hampshire Women’s Golf Association was amended on October 4, 2014.

E. Article IV of the Bylaws of the New Hampshire Women’s Golf Association was amended on April 11, 2015.

F. Article XIII.B1 of the Bylaws of the New Hampshire Women’s Golf Association was amended on October 3, 2015.

G. Article XIII.B1 and B2 of the Bylaws of the New Hampshire Women’s Golf Association was amended on April 9, 2016.