Poplar Creek Golf Club
Club Bylaws
July 2004 revision
ARTICLE I -
NAME
The name of the Club shall be Poplar Creek Golf Club
ARTICLE II
- OBJECTIVES
1)
To work for the preservation and betterment
of the Poplar Creek Golf Course.
2)
To cooperate with the Municipal Authorities
of the City of San Mateo in the development and improvement of the Golf
Course and endeavor to promote good will and courtesy in connection
therewith as will harmonize individual interest with public interest.
3)
To furnish members, in good standing, of
the Poplar Creek Golf Club with the opportunity to participate in
tournaments held by our own organization, golf associations,
social engagements and other
organizations.
ARTICLE III
- MEMBERSHIPS
1. There shall be four (4) classes of memberships:
A.
Life & Honorary Members
1.
Life Members
shall be elected by a majority vote of the Regular members present at
the Annual Meeting, along with mail in votes, without duplication
after having been proposed to the Board of Directors at the preceding
meeting. No more than two (2) candidates shall be proposed in any
one-year. Life members shall not be required to pay initiation fees or
club dues but may elect, at their expense, to continue to pay NCGA dues.
2.
The Board will
determine the two proposed Life Members for any year.
B.
Honorary Members
1.
Regular
members who shall have entered the Armed Forces and membership shall
continue for the duration of their service.
2.
Such other
individuals as recommended to and approved by the Board of Directors
subject to the subsequent approval of the membership.
3.
Honorary
members shall not be required to pay club dues while in this
classification.
C. Regular Members
1.
Regular Members shall be
restricted to men only, minimum of eighteen (18) years of age or over,
and in good Amateur standing. The number of Regular club members shall
be limited to SIX HUNDRED (600). “Regular Members” shall equal the
total of the Regular and Senior membership.
D. Senior Members
a.
Those members who have attained the age of
65 years, and who have paid dues to the Club for ten (10) consecutive
years, shall be considered “Senior” Members. Their annual dues shall be
the current dues as set by the Board of Directors and shall include the
current NCGA dues.
E. Junior
Members
a.
Those who have not reached their eighteenth
birthday. Junior members shall not have voting privileges. Junior
members cannot enter any of the Club Championship tournaments or play on
club teams. Junior members cannot enter any regular club tournaments as
a competitive member.
b.
Junior membership applications will be
processed in accordance with all other membership applications. See
Article XIII. Junior members must pay the current NCGA fees. All other
fees are waived.
c.
Junior members will have first priority
when applying as a regular member at age eighteen. Junior members who
move from Junior status to Regular status shall pay the current renewal
fees and than shall be bound by By Laws as a Regular Member.
ARTICLE IV
- OFFICERS
1.
The officers of the Club shall be
President, a Vice-President, a Secretary and/or Treasurer, a
Sergeant-at-Arms, all of whom shall be elected at the Annual Meeting of
the Club by the active membership of the club.
2.
The office of Secretary and
Treasurer may be filled by one member or two, as the Club may elect.
3.
No Officer, Board Member, or
Chairman, except the Secretary/Treasurer shall be salaried. The
Secretary/Treasurer's salary shall be set by the Board of Directors.
ARTICLE V -
DIRECTORS
l. The Poplar Creek Golf Club shall be
governed by a Board of Directors. Up to (9) Nine shall be elected at the
annual Meeting of the Club, and shall hold office until their successors
are elected and qualified. In the event that the votes of the Board
shall be equally divided upon any question, the President may cast the
deciding vote.
2. The immediate Past-President, having
served one full term, automatically becomes Ex-Officio Member of the
Board for the ensuing year, with all rights and authority accorded those
directors duly elected.
ARTICLE VI
- CLUB CHAMPION
1. The Club Champion is the low gross
winner of the Club Championship Tournament.
2. The Club Handicap Champion is the
winner of the Spring Handicap Tournament
ARTICLE VII
- DUTIES - OFFICERS AND DIRECTORS
1. The President shall preside at all
meetings of the Club Members and of the board of Directors, and shall
perform such other duties as usually devolve upon an executive officer
of a social organization.
2. The Vice President shall perform the
duties of the President during the absence or disability of the
President.
3. The Secretary shall keep a record of
all meetings of the Club and all meetings of the Board of Director. He
shall keep a record of all names and addresses of the Members of the
Club, and shall be charged with the duty of notifying Members of the
Board of Directors of meetings to be held by them. He shall keep a
record of Club correspondence and perform such other duties as usually
devolve upon the Secretary of a social organization.
4. The Treasurer (or
Secretary/Treasurer) shall have charge of all funds of the Club, which
funds shall be kept in a depository duly authorized by the Board of
Directors, and he shall be authorized to disburse funds of the Club on
approval of the Board of Directors
a. All Club disbursement checks shall
be signed by two (2) persons, the President, Secretary/Treasurer,
(Treasurer) and/or the Tournament Chairman.
b. No more than $50.00 may be expended
by any Committee Chairman without prior approval of the Board of
Directors.
c. The Board of Directors may
authorize no more than $500.00 to be contributed to any organization
requesting a contribution from the Poplar Creek Golf Club. Any request
of more than $500.00 must be presented in writing to the Club and such
requests must be voted on by the membership. Any such request must be
read at the General Meeting of the Club, and a majority vote is required
for approval.
d. The Treasurer (or
Secretary/Treasurer) will file Federal Form 990 by the 15th of the 5th
month following the close of the fiscal year.
5. The Sergeant-at-Arms must keep order
at all meetings. At the request of the Chair, see to it that any member
present at such meeting, who is disrupting regular procedure of such
meeting by being disorderly to the extent of gross misconduct, is
requested to either refrain from such misconduct or leave the meeting
hall.
6. The Board of Directors of the Club
shall have supervision over all the affairs of the Club. They shall make
rules and regulations for the government of the club, subject to
ratification by the members at large, act in an advisory capacity with
the officers and committees, approve payment of bills and applications
of members and have such other duties as usually devolve upon the
government of a social organization. The Board of Directors shall
appoint three (3) members for the purpose of annually auditing the
books. Such audit shall be performed during October each year for
submission to the general membership at the next general meeting.
ARTICLE
VIII - COMMITTEES
1.
President shall appoint
all committee chairmen during his term of office, those appointments to
be subject to ratification by the Board of Directors. The function and
duties of each committee will be defined in writing. These definitions
will continue from year to year until changed by the board. The Club
Secretary will record these definitions and any changes that may occur
and make them available to any member on request. At the beginning of
each fiscal year, the new officers and directions will be provided with
copies in order to continue them or to effect change. A by-law change
will not be required to effect changes in "definitions" established. The
President is ex-officio member of all committees. The President may add
or modify committees as necessary, by the majority vote of the
Directors.
1.
The suggested committees
are:
Tournament, Handicap, Entertainment,
Welfare, Course Improvement, Membership, Publicity, Rules and Bylaws,
Life Membership Nomination, Officer/Director Nomination, Zero Tolerance,
and Member Guest
2. At the first meeting of the calendar
year (January) the Board of Directors shall appoint a Nominating
Committee, which will consist of a chairman and four (4) other members.
Said committee shall, at the July meeting prepare and post on the
bulletin board a list of the recommended members for officers and the
board of directors for the ensuing year. Nominations may also be made
from the floor provided they are made at the regular July or August
meeting. No more than four (4) candidates may be nominated in addition
to committee recommendations for each office.
ARTICLE IX
- ANNUAL MEETING
The annual meeting of the Club shall be
held in the month of September of each year, unless otherwise agreed
upon. Reasonable, advance written notice shall be given by the secretary
to each member and fifteen (15) members in good standing shall
constitute a quorum for the transaction of business. A quorum is also
defined as having received at least 15 completed, returned voting
ballots.
ARTICLE X -
REGULAR MEETINGS
1. A regular meeting of the Club shall
be held no less than every three months. The Board of Directors shall
have the option of setting the month and day of the meeting.
2. Due written notice of regular
meetings shall be given by the Secretary to each member in good
standing. Meeting may take place provided a quorum of SIX Director’s
are in attendance.
ARTICLE XI
- SPECIAL MEETINGS
A Special Meeting of the club may be
called by the President at any time, at his discretion, and shall always
be called by him upon written request of fifteen (15) Active Members or
Board of Directors. Due written notice of Special Meetings shall be
given by the Secretary to each member in good standing.
The person or persons requesting a
Special Meeting must personally defray all expenses incurred in holding
said meeting. The notice should state the objective of the meeting and
no business shall be transacted at the meeting except that mentioned in
the call. Typical Board business may be conducted provided a Quorum of
SIX Directors are present. Should proposed business for this special
meeting be considered “emergency” or beyond the scope of “typical” Board
business then the President or presiding Officer must obtain the
attendance of at least 5 additional club members.
ARTICLE XII
- BOARD MEETINGS
1. Meetings of the Board of Directors
may be called by the President at any time, and shall be called by the
President upon request of six (6) Directors. Due notice of the meeting
shall be given by the Secretary. Six (6) board members shall constitute
a quorum for the transaction of business.
2. If a member of the Board fails to
attend three (3) consecutive meetings without valid reasons, his office
shall be declared vacant.
ARTICLE
XIII - APPLICATION FOR MEMBERSHIP
Applications for membership in the club
shall be signed by the applicant and he shall be proposed and
recommended by two (2) members of the Club in good standing. This
application shall be referred to the membership committee for screening
and approval, and following such approval a favorable vote of the
majority of the Board of Directors shall be necessary to election as a
member.
ARTICLE XIV
- EXPULSION
The Board of Directors may suspend or
expel from membership in the Club:
1. Any member at any time by a vote of
not less than a majority of all Directors for any violation of the
By-Laws, or for any conduct unbecoming a gentleman, or which may be
prejudicial to the best interests of the POPLAR CREEK GOLF CLUB,
provided the offending member shall be given notice by certified mail
and an opportunity to be heard personally before the board., in a
private session. Failure to appear , after receipt of the letter and
without extenuating circumstances could result in an adverse decision by
the board, up to and including expulsion from the club,
2. Any member who has signed up for a
Club sponsored tournament where fees are charged and fails to notify the
Tournament Chairman of the need to withdraw, before the sign-up cutoff
date will forfeit all fees. In the event a member needs to withdraw
after the sign-up cutoff date, he must communicate with the Tournament
Chairman, requesting a stand-by player take his place, if one is
available. In the event a stand-by player is not available, the member
shall be responsible for all fees.
ARTICLE XV
- VACANCIES - OFFICERS OR DIRECTORS
1. In the event the office of the
President is vacated, the Vice-President shall become President
immediately for the unexpired term. All other officer vacancies shall be
filled by a majority vote of the Board of Directors.
2. Temporary vacancy of the Secretary
may be filled for a specific meeting by appointment of the President.
3. Vacancies occurring on the Board of
Directors and Committee Chairmen shall be filled for the unexpired term
by appointment of the President, subject to ratification by the Board of
Directors.
ARTICLE XVI
- INITIATION FEES AND DUES - CLUB AND NCGA
1.
Initiation Fee. Applicants
for new membership in the Club shall pay an initiation fee as noted on
the then current application form, plus the current club dues and
current NCGA dues.
2.
Current member’s renewal
dues are payable annually, typically in the month of October or November
or on other dates as deemed necessary by the Board.
c. Club dues.
1.
Regular Members. The
current annual dues for regular members shall include the current NCGA
dues.
2.
Senior Members
1)
Those members who have
attained the age of 65 years, and who have paid dues to the Club for ten
(10) consecutive years, shall be considered “Senior” Members. Their
annual dues shall be the current dues as set by the Board of Directors
and shall include the current NCGA dues.
2)
Junior Members.
The annual Club dues for Junior
Members will be waived. Any current NCGA dues are due and payable during
the annual renewal period for which the dues apply.
4. Honorary or Life Members. There
are no Club dues required of Honorary or Life Members. However, should
these members wish to remain active NCGA members, they are responsible
annually to pay the current NCGA dues.
5. NCGA DUES. Membership in NCGA is
required for all Regular, Senior and Junior members. Membership shall be
optional for Honorary or Life Members. Regardless of Membership
classification, the NCGA dues are to be paid by the member annually.
Multi-Club members shall be responsible for multi-club fees as required
by the NCGA. Any increase or decrease in NCGA dues shall automatically
be extended to all participating members. Members must maintain a
current NCGA membership to participate in Club tournaments unless the
Board allows for a special situation.
4. The term "annual dues" as used in
these By-Laws shall mean payment of club dues, for twelve (12)
consecutive months, as prescribed by the Board. The same "annual"
designation shall apply to NCGA dues.
5. After April 1st each
year, the Club dues shall be 50% of the current annual Club dues. There
will be no change in the NCGA dues at midyear, unless changed by the
NCGA.
6. Default.
1.
Those members who have
failed to pay dues, within the current renewal timeframe as prescribed
by the Board, shall be listed as "suspended" and this list shall be
posted on the Club Bulletin Board or via other Club communication tools.
2. Such
suspended members shall lose all rights and privileges as a
member until and unless reinstated. If the dues remain unpaid by
the “re-instatement date” as prescribed by the Board and the
club membership total has not reached the maximum under these
by-laws, the member shall be required to pay the current
reinstatement fee PLUS club dues PLUS current NCGA dues. Members
who fail to reinstate by the current “Final reinstatement
period”, shall cease to be a member of the club. A new
membership, including initiation fees, club dues and the current
NCGA dues, will be considered, provided the club membership
maximum has not been reached. In the event the roster is full at
the time he requests reinstatement, he must take a position on
the membership waiting list.
ARTICLE
XVII
FINANCIAL
l. A reserve fund not exceeding Five
Thousand Dollars ($5,000.00) shall be maintained, subject to emergency
expenditures, in part, or as a whole upon recommendation of the Board of
Directors, and upon submission of a plan for expenditure to the General
Membership for their vote and approval either at a Special Meeting or a
Regular Meeting.
2. Any funds in excess of the limits of
the Reserve Fund shall go into the General Fund, which is maintained for
the general welfare of the members.
3. In the event monies are expended
from the Reserve Fund, these shall be replaced before additional monies
are deposited into the General Fund.
4. If the financial condition of the
club warrants, the Board may consider utilizing excess funds for any of
the following special events:
a. Club Handicap Championship
b. Club Championship
c. Green fees for at least one outing.
d. Membership participation in events
as recommended by the Board of Directors.
ARTICLE
XVII
Amendments
a. No part of these By-Laws shall be
repealed or amended in whole or in part except by proposition therefore
in writing, read at least two(2) successive regular meetings prior to
the time of its being acted upon.
b. It shall be the duty of the
Secretary to give notice of such proposition by mail, directed to all
members at their last known address. Such notices must be mailed with
regular or special meeting notices and posted on the Club Bulletin
Board. Such a proposition shall be adopted upon two-thirds of the vote
of all members present voting in favor thereof.
c. The Board of Directors, whose
interpretation shall be final, shall determine any question concerning
the meaning and intent of these By-Laws.
ARTICLE XIX
ORDER OF BUSINESS
a. Reading of minutes
b. Secretary/Treasurers report
c. Report of Bills payable
d. Committee reports
e. Unfinished Business
f. New Business
g. The Chair
h. Adjournment
ARTICLE XX
a. Meeting Rules
1. For the purpose of conducting an
orderly meeting, the Chair will use the rules and regulations of
"Robert’s Rules of Order" as guidelines. The By-Laws and "Established
Procedure" shall take precedence.
