Constitution & Bylaws of the
Mountainview-Preserve Men's Golf Association
effective January 1, 2006
revised April 5, 2006
ARTICLE I
Name
The name of this association shall be the MountainView-Preserve Men’s Golf Association (M-PMGA), known hereafter as the Association, a non-profit organization.
ARTICLE II
Object
The purpose of this Association is to stimulate and maintain interest in golf at the MountainView and Preserve Golf Clubs; to promote good fellowship among the members; to promote friendly competition with other area golf clubs; to sponsor local, regional and state-wide tournaments; and to promote this Association such that it will maintain an enviable position in the social and recreational life of SaddleBrooke Property Owners.
ARTICLE III
Authority and Limitations
The Association will operate as an instrumentality of SaddleBrooke HOA #2, hereinafter referred to as HOA #2, in compliance with its bylaws and regulations, but will not conduct business or obligate funds in the name of HOA #2.
ARTICLE IV
Membership
Section 1. Membership shall be open to any man having a current SBHOA #1 or #2 membership card. No eligible person shall be denied membership because of race, color, religion, national origin, or marital status. All male persons who are SaddleBrooke homeowners or lot owners who have completed the Design Center phase of their home purchase and who have an established USGA handicap at MountainView and Preserve Golf Clubs shall be eligible to become members of this Association. Members shall be eligible for participation in all Association tournaments and activities. Members are required to adhere to these By-Laws and to any rules that may be properly enacted by the Board of Directors, known hereafter as the Board. Any member may be dropped from membership by a two-thirds vote of the members present at any duly convened meeting of the Association, being so recommended by the Board, for any violation of the Constitution and By-Laws or for any conduct unbecoming of a member and contrary to the best interests of the Association. The Board shall have the authority to suspend a member. Within thirty days after notice to the member of his being dropped or suspended from membership, such member may file with the Secretary a written appeal to the Board of Directors in the event unknown and extenuating circumstances were not brought out at the time when such member was expelled. No member shall be in good standing if under an order of expulsion or be he delinquent in payment of dues unless the Board of Directors has extended a grace period. The membership of such member shall be forfeited and all rights and privileges thereof terminated.
Section 2. Annual dues for membership shall be established by the Board no later than the September Board meeting. The Arizona Golf Association (AGA) handicapping fee will be added to the M-PMGA dues when established by the AGA. Annual dues shall be due to the Treasurer by November 1st of each year and shall be considered to be delinquent after December 15th. Delinquent members may be ineligible to play in any Association event beginning on January 1st of the following year and may not be a member in good standing at the same time until such dues are fully paid. A monetary penalty may be charged for reinstatement. Golfers paying only the AGA handicap fees must also pay by December 15th.
Section 3. Persons applying after July 1st shall pay M-PMGA half-year dues and handicap fees as designated by the AGA.
Section 4. Any member shall be entitled to vote at any regular or special meeting of the Association, and to participate in all Association events upon compliance with all adopted regulations and bylaws. Association business shall be decided by a majority vote of those present and voting. Unless specified otherwise, votes may be cast either secretly or openly at the option of the members present.
ARTICLE V
Officers
Section 1. The Board of this Association shall be made up of nine elected officers – a President, a Vice-President, a Secretary, a Treasurer, a Membership / Publicity Chairman, a Tournament Chairman, a Handicap Chairman, a Rules Chairman, and a Special Events Chairman.
Section 2. In order to provide continuity of leadership, five officers (President, Treasurer, Handicap, Rules, and Special Events) will be elected in the odd numbered and four officers (Vice-President, Secretary, Membership/Publicity, and Tournament) will be elected in the even numbered years at the December annual Association meeting, each officer to serve a two-year term. Any officer can be removed from his position on the Board by majority vote of the Board of Directors at a meeting called for that purpose.
ARTICLE VI
Nominations and Elections
Section 1. No later than the September Association meeting, the Board shall appoint a Nominating Committee Chairman and two other members. The committee shall prepare a slate of officers for review and approval by the Board at the November Board meeting. No member’s name shall be placed on the ballot without his consent.
Section 2. The slate of officers proposed by the Nominating Committee shall be posted by the Secretary in the MountainView and Preserve Pro Shops not later than seven days before the election.
Section 3. Nominations will be accepted from the floor with the consent of the person being nominated.
Section 4. A majority of those members present and voting shall elect officers at the annual December Association meeting. Each member shall be entitled to one vote at all meetings of the Association and all votes must be cast in person. Unless specified otherwise, votes may be cast either secretly or openly at the option of the members present. Those elected shall take office on January 1st.
ARTICLE VII
Governing Body
Section 1. The governing body of the Association is the Board of Directors, hereafter referred to as the Board.
Section 2. The Board shall have full power to manage, govern and control the affairs of the Association and to authorize the disbursement of funds subject to the mandates of the membership at any meeting called for the purpose of acting upon the affairs of the Association.
Section 3. Meetings:
a. The Board shall have monthly meetings set by the President with approval of the Directors. The President or any five Directors may call a special meeting allowing sufficient time to notify the other Directors.
b. The Board shall complete the transition so as to be prepared to assume all duties not later than February 1st following their election to office. A joint meeting of the new and retiring officers shall be conducted at the January meeting.
Section 4. Quorum: A majority of the Board shall constitute a quorum.
Section 5. Vacancies: Vacancies occurring in any office, other than the presidency, shall be filled for the current year term by a majority vote of the remaining officers. The position will be filled for the remainder of the term by vote of the Association at the annual December Association meeting. Should the President resign, the Vice-President will automatically assume that office.
Section 6. Records: All Board members, upon retiring from office, shall deliver all records and other property belonging to the club to their successor.
ARTICLE VIII
Duties of Officers
Section 1. President: The President shall be the chief administrator of the Association and shall preside over all regular and Board meetings; shall be ex-officio a member of all committees, except the Nominating Committee, but without the right to vote at a committee meeting; shall appoint, with Board approval, the Chairmen of Committees, and at the direction of Board or membership, shall appoint special committees. In addition, the President shall schedule facilities usage with the Activities Director, negotiate for the Association contracts, such as equipment and instruction, and sign for contracts in addition to the SB HOA #2 representative. He shall perform such other duties as may be later prescribed.
Section 2. Vice-President: The Vice-President shall assist the president and shall, in his absence, perform the duties of that office. He shall perform such other duties as may be prescribed.
Section 3. Secretary: The Secretary shall act as secretary of and keep the minutes of all meetings of the Association and of the Board. He shall notify the membership of all meetings of the Association, have custody of all records of the Association in connection with his duties as Secretary and shall perform such other duties as may later be prescribed. The secretary shall make available any reports required by HOA #2.
Section 4. Treasurer: The Treasurer shall collect all dues for membership and all monies from other sources. He shall have custody of all Association funds, meet all Association financial obligations subject to such regulations as may be prescribed by the Board and/or the membership, account to the Association and to the Board for all receipts and disbursements, and perform such other duties as may later be prescribed. He shall present the Association financial report to the Board and SB HOA #2 at the end of the fiscal year (December 31) by January 15th.
ARTICLE IX
Committees
Section 1. The elected committee chairmen and their duties are:
Tournament Chairman: The Tournament Chairman shall prepare for the Board’s approval the schedule of weekly tournaments quarterly at least one month before the beginning of each quarter. He will prepare scorecards for each tournament. Following each weekly tournament with the exception of Special Events, the Chairman shall check each scorecard for accuracy, determine the winners and prepare the list of payouts. The Chairman shall perform such other duties as may later be prescribed.
Handicap Chairman: The Handicap Chairman shall monitor the handicaps of all members. He will review the scorecards of each weekly tournament and ensure that all scores are entered correctly with the AGA handicap system. He will review the list of payouts prepared by the Tournament Chairman to ensure accuracy of results and disqualify any member who has not entered their score. The Chairman shall perform such other duties as may later be prescribed.
Rules Chairman: The Rules Chairman shall be cognizant of the rules of golf and will review and provide resolutions of all rule questions and/or violations occurring during M-PMGA play. He will prepare articles on the rules of golf to be published in the M-PMGA Newsletter, on the M-PMGA website and posted on the M-PMGA bulletin board. The Chairman shall perform such other duties as may later be prescribed.
Special Events Chairman: The Special Events Chairman shall plan and conduct all special M-PMGA tournaments including the Club Championship, President’s Cup, Member/Guest plus such other tournaments as designated by the Board. The Chairman shall perform such other duties as may later be prescribed.
Membership/Publicity Chairman: The Membership/Publicity Chairman shall keep a record of the members of the Association, establish and present an orientation program for new members, prepare and update the M-PMGA Members Handbook, and prepare articles about M-PMGA activities for publication in various newspapers/newsletters/M-PMGA website. The Chairman shall perform such other duties as may later be prescribed.
Section 2. Unless otherwise provided for in these Bylaws, members of each committee shall be appointed by the chairman in whatever number he desires.
Section 3. Each committee shall maintain an up-to-date procedure book which shall describe the duties of the chairman and the committee.
ARTICLE X
Fiscal and Finance
Section 1. The fiscal year shall be January 1 through December 31. .
Section 2. Budget:
a. The Board shall prepare a budget to be approved by the membership no later than the March meeting.
b. The budget may be revised as needed during the year with the approval of the Board and membership.
Section 3. The Treasurer and at least one other officer shall be authorized to sign checks.
ARTICLE XI
Meetings
Section 1. The Secretary shall post the date, time and location of all meetings of the Association on the M-PMGA website and in the MountainView and Preserve Pro Shops not later than seven days before the meeting. Business meetings of the Association will be scheduled in the months of May and September.
Section 2. There shall be an annual meeting of the Association on the first Wednesday of December each year to elect the Association officers and to conduct other business as appropriate.
Section 3. Special meetings may be called at any time by the President, or by any five members of the Board provided notice of such meeting has been given by telephone, at least five days prior to the day of such meeting. All members of the Association are encouraged to attend the meetings of the Board. Only members of the Board may be in attendance during any executive session. Executive sessions can only be called for legal or personnel matters. Committees shall hold meetings at any time upon the call of the chairman or a majority of the members of the committee.
Section 4. All meetings, unless otherwise designated, shall be held at SB HOA #2 facilities.
ARTICLE XII
Parliamentary Authority
Roberts Rules of Order shall be the authority on all questions of parliamentary law unless in conflict with these bylaws, SB HOA #2, or with the laws of the state of Arizona.
ARTICLE XIII
Amendements
Section 1. These bylaws may be amended by a two-thirds vote of the members present and voting at a regular or annual meeting of the Association, provided written notice of each proposed amendment, or proposed new bylaws, have been posted two weeks prior to the meeting.
Section 2. All proposed amendments of these bylaws are subject to final approval by SB HOA #2.
ARTICLE XIV
Dissolution
In the event of dissolution of this Association, all assets will be donated to SB HOA #2. Dissolution shall not be construed to include changes in the name of the Association, as for instance, if membership were to increase to justify separate Men’s Clubs at both MountainView and Preserve golf courses.
Dissolution will not be initiated until all outstanding debts are satisfied. The President may direct the use of any and all assets to satisfy outstanding debts, provided a majority of the Association membership has authorized the President to do so.
All members must be advised that they are liable for any debts incurred by the Association and must satisfy them in full prior to dissolution.
If dissolution is contemplated, the membership and SB HOA #2 must be notified at least two weeks in advance of the meeting date and time.
ARTICLE XV
Guests
Non-residents are ineligible for membership and may attend Association events only as stipulated in SBHOA #2 Rules and Regulations.
Adopted by Membership: ________________________________
(Date)
Amended by Membership: ________________________________
(Date)
SIGNATURES
John Keating Jim Van Sistine
Club President (please print) Club Secretary (please print)
_________________________________________ ____________________________________
Club President (signature) (Date) Club Secretary (signature (Date)
REVIEWER/APPROVED
________________________________________ __________________________________
SBHOA #2 Board of Directors (Date)