Constitution and By-Laws
CONSTITUTION AND BY-LAWS OF
SENIOR MEN’S GOLF ASSOCIATION OF
HILTON HEAD ISLAND INCORPORATED
Updated April 20th, 2017
ARTICLE I – Name
This Association shall be known as and recognized by the name “Senior Men’s Golf Association of Hilton Head Island, Incorporated."
ARTICLE II – Purpose
The objectives of this Association are to encourage friendly competition in the game of golf by holding regularly scheduled golfing events for its members, as well as regulating, promoting and encouraging the game of golf among its membership.
ARTICLE III – Member Clubs
a. A Member Club must be approved by the SMGA Board of Governors
b. A Member Club must agree to host at least one SMGA golfing event each year.
c. A Member Club must be located within Beaufort (SC), Jasper (SC) or Chatham (GA) Counties.
1. A golf club not meeting these requirements may be considered for SMGA Member Club status by the Board of Governors upon petitioning of said golf club.
2. The Board may waive these requirements at their discretion on a year-to-year basis.
3. Non-Member Clubs may be designated by the Board for the purposes of conducting Events.
ARTICLE IV – Members
a. Have reached their fifty-fifth (55) birthday,
b. Have a USGA Index not exceeding 24.0 at date of application and election (date of notice of acceptance sent to new members), and
c. Are golfing members who enjoy golfing privileges at one of the golf clubs designated by the Board of Governors as an approved Member Club.
d. Golfing privileges are defined as:
1. A golfing membership at an SMGA member club, or
2. A golf package at an SMGA approved member club that must be in effect at the time a member registers for an SMGA event. This package is to be verified by the SMGA Club Representative. If the member allows the package to expire or exhausts all golfing privileges, he will be suspended from all SMGA events until golfing privileges are restored.
a. Regular membership in the Organization shall be managed periodically to maintain membership at a manageable level. New members will be admitted twice a month on a first come first served basis during the year. The membership will be divided into two sections, White and Green, as determined by the Board of Governors.
b. Those members of the Association who have reached their 75th birthday shall be reclassified as Honorary members the following year, provided they have served a minimum of one year as a regular member. Such members upon payment of the regular annual dues shall be entitled to all rights and privileges of the association. Their I.D. number will contain an “H” in front of their White or Green indication.
c. Those Honorary members upon reaching their 20th consecutive year of membership shall become “Emeritus Members” and in addition to the privileges accorded Honorary Members shall be exempted from paying regular annual dues. Their I.D. number will contain an “E” in front of their White or Green indication. Emeritus members will be exempt from the requirement to maintain a membership in a member club, if they are no longer participating in SMGA golfing events.
Any member may be expelled from membership by the Board of Governors after being informed of the charges against him and being allowed to be heard; such vote to be by a two-thirds (2/3) majority of the total Board of Governors.
a. Applications for membership shall be submitted on an application form provided by the Board of Governors. Applicants must meet all membership requirements (Article IV, Section 1) at the time the application is submitted. Applicants for membership must be endorsed by the Member Club’s SMGA Board Representative.
b. An applicant rejected by the Board of Governors will not be eligible for membership consideration for a one year period.
When a member resigns form the SMGA, he forfeits the full rights and privileges of membership and is not eligible to reapply for membership during that calendar year. Dues paid for that year will not be refunded. When a SMGA member resigns from his Member Club and does not join another member club, or does not otherwise qualify under the rules in Article IV, Section 1-d-2, he forfeits his full rights and privileges of membership in the SMGA.
All members of the SMGA must have access to the GHIN Handicap System other than through the SMGA, per the SMGA Agreement with GHIN.
ARTICLE V – Board of Governors
The affairs of the Association shall be governed by a Board of Governors composed of no fewer than fifteen (15) nor more than twenty (20) members. At each annual meeting, a sufficient number of Governors will be elected to maintain the Board membership at no fewer than fifteen (15) nor more than twenty (20) members. Governors shall be elected to serve for terms of three (3) years beginning on January 1, or until their successors are elected, to fill vacancies occurring by expiration of terms of Governors.
The Board of Governors shall decide all questions not determined by the By-Laws and fill all vacancies on the Board of Governors and Officers. If a member of the Board is unable to serve, the President, with the approval of the Board, shall appoint a replacement to complete that member’s term. The Board of Governors shall have the authority to construe and interpret these By-Laws and Constitution, and any decision made by the Board of Governs shall be binding on all members.
Each club holding membership in the Association, as provided in Article III, Section 1, shall be represented by a member on the Board of Governors. Each Representative will be recommended by the President and approved by the Board.
A Board member may succeed himself if re-nominated and reelected.
The Board of Governors shall elect and be administered by the following officers, including, but not limited to: President, First Vice-President/Tournament Chairman, Second Vice-President/Membership Chairman, Technology Chairman, Hospitality Chairman, Secretary and Treasurer.
ARTICLE VI – Officers
The Officers of the Association shall consist of President, two (2) Vice-Presidents, Secretary, Treasurer, Hospitality Chairman and Technology Chairman.
The officers shall be elected by a majority vote of those present at the monthly Board of Governors meeting held prior to the Annual Meeting of the Association. Term of office for all officers of the Association shall be for a period of one (1) year, or until their successors are elected, and shall assume office January 1st of the ensuring year. Announcement of new officers will be made to the membership at the Annual Meeting.
The President shall be responsible to the Board of Governors for the operations of the Association. He shall preside at all meetings of the Association; he shall be an “Ex-Officio” member of all committees except the Nominating Committee.
The First Vice-President shall be Chairman of the Tournament Committee.
The Second Vice-President shall be Chairman of the Membership Committee.
The Vice-Presidents, in descending order, shall perform all the duties of the President in the event of his absence.
The Treasurer shall have care and custody of all moneys, funds and properties of the Association and, in addition, shall:
a. Deposit or cause to be deposited all such moneys of the Association in and at such depository as the Board of Governors shall from time to time approve,
b. Be responsible for the collection of all accounts and maintain proper books of accounts,
c. Have the power to endorse for deposit all checks, drafts, or notes in such a manner as may be approved by the Board of Governors,
d. Be responsible for the payment of all debts and obligations after they have been approved by the President, the Board of Governors, or the Chairman of the Committee who incurred them, and
e. Render an annual statement of the receipts and expenditures for the preceding year at each Annual Meeting and such other reports for the preceding year at each Annual Meeting as the Board of Governors may request.
The Secretary shall:
Give notice of the meetings of the Association and the Board of
Governors and keep
the minutes thereof,
Prepare letters that are intended for distribution to the general
Maintain a list of SMGA Board of Governors contact information,
member club contact information, and other information as might be
necessary for the SMGA
d. Have other powers and duties as assigned by the Board of Governors of the Association.
The Technology Chairman shall:
a. Coordinate the transmission of information between the event chairmen and the Technical Associate,
b. Have responsibility for hiring and supervising of the Technical Associate and Web Master,
c. Create the necessary forms for the communication of all Event information between the event chairmen and the web site, and
The Hospitality Chairman shall:
Identify a facility at which to hold the Annual Meeting and contract
with said facility arrangements for meeting space and food for
attendees, within the budgetary guidelines established by the Board
b. Arrange for luncheon food service at certain events as may be established in coordination with the Tournament Chairman and the responsible Event Chairmen.
ARTICLE VII – Annual Dues
The Board of Governors of the Association shall set the membership
dues for the year, and such dues shall be payable
or, in the case of a new member,
Any member not paying his annual dues by the specified date shall be dropped from the roll of the Association, subject to review of the Board of Governors.
Any member whose membership has been terminated in accordance with Section 2 of this Article may be reinstated to membership only upon his re-election as a member by the Membership Committee and payment of all past dues.
ARTICLE VIII – Committees and Their Duties
a. The Tournament Chairman shall be the First Vice-President.
b. The Event Chairmen shall be assigned by the Tournament Chairman with the approval of the President.
c. The Event Chairmen shall undertake the management of all SMGA events and shall have complete responsibility for the programs and conditions of all SMGA events, but in accordance with such guidelines as the Board may establish.
d. The Event Chairmen shall be the arbitrator of all complaints and appeals pertaining to the SMGA events and the players. If a member wishes to appeal the findings of the Event Chairmen, he may appeal to the Board of Governors.
e. The Event Chairmen shall have the power to purchase all prizes and enter into any arrangements and incur any expenses considered necessary for the successful conduct of the SMGA events not exceeding, however, the amounts appropriated for the purpose by the Board of Governors.
a. The Membership Chairman shall be the Second Vice-President.
b. The Committee may consist of two (2) or more members who shall be appointed by the Chairman with the approval of the President.
c. All applications for membership shall be reviewed for proper qualifications by the Membership Chairman. The Chairman shall review with the Board the names of all applicants for membership. No applicant shall be approved as a member of the Association except upon
d. The Membership Chairman shall notify the applicant
e. The application of any applicant that is rejected by the Membership Chairman shall be submitted to the Board for review.
f. The Membership Chairman may grant a leave of absence to any member for up to one year with automatic reinstatement at the end of that time, providing he is a member in good standing.
g. It shall be the responsibility of the Board Representative from each member club to notify the Membership Chairman of the change in status of SMGA members of that club which would render them ineligible to continue membership in SMGA, such as a failure to maintain golfing membership in a SMGA member club. If an SMGA member club arbitrarily refuses to conduct the one Event per year, it shall be the Membership Chairman’s responsibility to recommend to the Board of Governors whether to grandfather existing members or drop them. The Board of Governors’ vote on this shall be final and binding. It shall be the Membership Chairman’s responsibility to notify those members being dropped for this change in status.
h. The Board Representative from a member club has the responsibility to monitor the golf privileges of any member qualifying under Article IV, Section 1-d-2. If such a member allows the package to expire or exhausts all golfing privileges, the Board Representative shall inform the Membership Chairman upon this occurrence, and the Membership Chairman will take appropriate action to suspend said member from SMGA events.
a. The Committee may consist of the Technology Chairman and two (2) or more members who shall be appointed by the Chairman with the approval of the President. The members may be designated as the Technical Associate and the Webmaster.
b. The Technology Chairman and Committee shall undertake to research and apply computer software, equipment and applications to continuously improve all processes used to conduct SMGA activities.
c. The Committee shall document all current processes and propose changes to the processes as technology advances.
d. The Committee shall train each Board of Governors member in using computer programs as necessary.
e. The Committee shall train outside resources utilized to perform SMGA computerized administrative duties as necessary.
a. The Chairman of the Nominating Committee shall be a past President who will be selected by the current President subject to the approval of the Board of Governors.
b. The Committee shall consist of up to five (5) members who shall be appointed by the Chairman subject to the approval of the Board of Governors. No member of the Nominating Committee shall be a member of the Board of Governors.
c. It is the responsibility of the Nominating Committee to recruit replacements for those Board members whose term is expiring. These nominations shall reflect that no more than two (2) members of the Board may be from the same club.
d. The membership shall be notified of the Nominating Committee’s report not less than thirty (30) days prior to the Annual Meeting.
e. Other nominations may be made by the membership in the form of a written statement filed with the Secretary and signed by not less than ten (10) percent of all the members of the Association in good standing from at least three (3) different clubs. Such nominations shall be submitted to the Secretary not less than ten (10) days before the Annual Meeting of the Association.
a. The Chairman of the Audit Committee shall be appointed by the President and shall not be a current Board member.
b. The Committee may consist of one or more members. The Chairman is responsible to select a current member or a professional to review the financial records and issue a statement to the President.
c. The President shall review the statement and report to the Board prior to the Annual Meeting of the Association.
ARTICLE IX – Meetings
The Annual Meeting of the Association shall be held on the date and at a place determined by the Board of Governors. At such meeting, Governors shall be elected as provided by Article V, Section 1, of these By-laws. Notice of the time and place of the meeting shall be given to the members at least thirty (30) days prior to the date of the meeting. The notice shall also include information regarding all matters known to the Governors at the time of the notice that are to be presented to the membership.
Any fifteen (15) members desiring any matter to be presented at the meeting shall present such matter in writing to the Board of Governors on or before September 15. Should this matter, or any other matter, other than By-Law amendments, require a membership vote, it shall be included in the thirty (30) day notice together with the Board of Governors position on the matter. Voting shall be conducted by written ballot and require a simple majority of those in attendance at the Annual Meeting for adoption. No matters requiring a vote, other than those specified in the Notice, may be taken up at the Annual Meeting.
The members of the Association present at the Annual or any Special Meeting of the Association shall constitute a quorum.
The Board of Governors shall by resolution, from time to time fix the date, time and place for holding of its meetings. Reasonable notice of all meetings of the Board of Governors shall be given by the Secretary to each Governor.
A special meeting of the Association may be called by the Board of Governors, or by request of the membership. Members may request a meeting by submitting a written request of twenty percent (20%) of all members in good standing to the Secretary giving the names and addresses and SMGA club affiliation of all requestors. Notice of such special meeting of the Association shall be mailed or emailed to all members not less than thirty (30) days prior to the meeting, stating the date, time and place of the meeting, as well as the purpose and all matters on the agenda.
Special meetings of the Board of Governors of the Association may be called at any time by the President and may be called upon the written request of four (4) Board Members filed with the Secretary. Reasonable notice of all such meetings shall be given by the Secretary to each Governor.
A majority of the members of the Board of Governors shall constitute a quorum for the transaction of the business of the Association.
ARTICLE X – Order of Business (Annual Meeting)
The order of business at the Annual Meeting shall be as follows:
1. Reading of Minutes of the Previous Annual Meeting
2. Report of President
3. Report of Treasurer
4. Reports of Committees
5. Unfinished Business
6. New Business
7. Election of Governors
8. Introduction of New Officers
ARTICLE XI – Annual Year
The annual year of the Association shall begin on the first day of January of each year and end on the last day of December of that year unless otherwise provided by the Board of Governors.
ARTICLE XII – Events
The Tournament Chairman shall be authorized to hold SMGA golfing Events, as may be appropriately arranged.
A member shall receive one credit for each Event entered.EE
a. The Board of Governors may suspend or alter this requirement, at their discretion, in the event of significant issues arising with the scheduling or conduct of Events, including, but not limited to, weather interference or other hindrances. (This paragraph to be included only if the above paragraph is not deleted.)
The Board of Governors may make rules and regulations concerning the operations of the Association not contrary to law and these by-laws, the qualifications of the members playing in SMGA events and the method and manner of play, as they may deem fitting and appropriate.
ARTICLE XIII – Fees and Charges
The entry fee and all other charges connected with any of the SMGA Events shall be established by the Board of Governors. Only members in good standing (current annual membership dues paid) are eligible to participate in SMGA Events. Entry fees and other charges must be paid electronically to be eligible for each event.
Entrants playing in an SMGA Event contested over more than one day are responsible for cart fees covering all days of play. (The exception is for single elimination events, i.e., Individual Match Play).
ARTICLE XIV – Amendments
These By-laws may be amended by either of the following:
(a) the vote of two-thirds (2/3) of the members present at an Annual or Special Meeting of the Association, provided thirty (30) days written notice of the proposed changes shall be sent to each member; or
(b) the affirmative vote of two thirds (2/3) of the total Board of Governors at any meeting provided; the notice of each meeting shall include the proposed amendments.
ARTICLE XV – Method of Notifications
The use of electronic notification, or “email,” shall constitute proper notification to members at large and to the SMGA Board of Governors for any purpose outlined in the By Laws.