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By Laws

By Laws
Approved: June 21, 1962
Amended: 1967, 1968, 1971, 1972, 1974, 1975
Complete revision: 1976
Amended: 1976, 1977, 1978, 1980, 1981
Complete revision: 1982
Amended: intermittently
Complete revision: 1990
Amended 1995
Amended: September 2003
Amended: May 2016
Complete revision: Spring 2017

BY LAWS

ARTICLE I – NAME AND OBJECT
The name of this organization shall be the Erie District Women’s Golf Association. The object of this organization shall be to stimulate sportsmanship and promote golf standards through social and sports activities throughout the Erie area.

ARTICLE II — MEMBERSHIP
Section 1 – Qualifications
A. All amateur women golfers, sixteen years or older, who are members in good standing of an Eighteen Hole Erie County or Crawford County Golf Club shall be eligible for membership, if approved by the Executive Board; and as defined in Standing Rules and Procedures I – General, #1.
B. Honorary membership may be conferred to Hall of Fame inductees upon recommendation of the Executive Board and membership approval.

Section 2 – Expulsion and Reinstatement
Members may be expelled for just cause by a unanimous vote of the Board of Directors. They may apply for membership the next year if they meet the qualifications and are approved.

Section 3 – Dues
A. The Board of Directors shall establish the dues.
B. The amount of the annual dues shall be stated in the Standing Rules.
C. Upon payment of dues, each member receives full privilege of participation in this organization.
D. No woman shall be eligible to compete for prizes or shall be paired until her dues are paid.
E. The fiscal year ends after the final Interclub of the year or when all the bills are satisfied for that year. The new fiscal year will begin after the fall meeting of the Board of Directors.

ARTICLE III – MEETINGS
Section 1
The golf season shall be introduced by a spring business meeting of the Board.

Section 2
The slate of nominees for office will be presented and election of officers will be held after the final Interclub of the year. The fall meeting of the Board of Directors will be the final business meeting for the year.

Section 3
Special meetings shall be called at any time by the President, the Board of Directors, or upon the written request of any ten members. Notice of special meetings shall set forth the business to be transacted thereat.

Section 4
A quorum of the membership-at-large shall be the majority of the members present and voting.

ARTICLE IV – OFFICERS AND EXECUTIVE BOARD
Section 1 – Personnel
A. The officers shall be the President, Vice-President, Recording Secretary, and Treasurer.
B. There shall be an Executive Board composed of the elected officers, the immediate past president, and the Trustee.
C. The Executive Board shall have all the powers of the Board of Directors between meetings.

Section 2 – Duties
A. The PRESIDENT shall
1. be responsible for the general direction of all association activities, and preside at all Executive Board, Board of Directors, and general membership meetings.
2. be a member, ex-officio, of all committees except the Nominating and the Auditing Committees.
3. appoint standing and special committee chairmen except where otherwise specified in these By-Laws.
4. appoint the trustee if desired.
5. have the power to fill vacancies for all committees with ratification by the Executive Board.
6. remain on the Executive Board and Board of Directors as immediate past President upon expiration of her term as President.
7. sign checks in the absence of the Treasurer.
B. The VICE-PRESIDENT shall
1. assist the President and perform the duties of the President in her absence.
2. succeed to the Presidency when the vacancy occurs or upon the next election.
C . The RECORDING SECRETARY shall
1. keep the minutes of all association meetings.
2. provide a copy of the minutes to the Executive Board and others as designated by the Executive Board.
3. maintain a file of essential records pertaining to appointments, committees, officers and annual reports.
4. maintain the official copy of the Constitution and By-Laws, and the Standing Rules and Procedures.
E. The TREASURER shall
1. be custodian of all funds of this association.
2. keep association funds in an approved bank.
3. make disbursements as authorized by the Executive Board.
4. give a financial statement at each meeting.
5. have the power to sign checks.
6. collect annual dues.
7. maintain a roll of all paid members and provide membership information for publication on the website.
8. send memorials for members as instructed by the Executive Board.
9. submit financial records for an audit every two years.
F. The TRUSTEE shall
1. act as an advisory member for this association.
2. be a member of the Executive Board and the Board of Directors with no vote.
3. serve at the discretion of the President.
G. The IMMEDIATE PAST PRESIDENT shall
1. be a member of the Executive Board and the Board of Directors with no vote.
2. chair the Constitution and By-Laws Committee.
3. chair the Nominating Committee.

Section 3 – Election Procedure
A. The officers shall be elected biennially at the election meeting after the final Interclub of the year.
B. T he elected officers shall take office immediately following the final fall Board Meeting, and shall hold office until successors are elected or appointed.
C. The term of office shall be two years.
D. The officers shall be elected by ballot at the election meeting except when there is only one candidate for an office. In this case, the election may be by voice or show of hands.

Section 4 – Nominating Procedure
A. The Nominating Committee shall present a ballot including nominees for elective offices to the association at the election meeting.
B. The ballot shall offer at least one consenting candidate for each vacancy to be filled.
C. Only nominations of consenting candidates shall be accepted from the floor.

Section 5 – Vacancies
A. If a vacancy occurs during the first year of office, the Executive Board shall appoint a replacement to serve until the annual election meeting. The Nominating Committee shall present the slate in the prescribed manner to fill that vacancy for the balance of the term.
B. If a vacancy occurs in the second year of office, the Executive Board shall appoint a replacement to serve until the biennial election meeting.
C. If a vacancy occurs in the presidency, the Vice-President shall automatically fill that office.

ARTICLE V – BOARD OF DIRECTORS
Section 1 – Personnel
A. The Board of Directors shall consist of the four elected officers, the trustee, the immediate past president, the club representatives, and the chairmen of all Standing Committees.
B. The chairmen of special committees shall be members appointed by the President.

Section 2 – Duties
A. The Board of Directors shall guide this association’s activities, policies, funds and methods.
B. The Board of Directors shall present to the membership all proposed major program activities or changes for ratification.

Section 3 – Vacancies
Vacancies, excluding elected officers, shall be appointed to fill out the remainder of the term by the President and Executive Board as stated herein.

Section 4 – Meetings
Meetings shall be called at any time by the President or upon the request of any three members of the Board of Directors.

Section 5 – Quorum
A quorum of the Board of Directors shall be a majority vote of the membership of that body present.

ARTICLE VI – COMMITEES
Section 1 – Standing Committees – appointed
A. There shall be the following Standing Committees with chairmen appointed for a one-year term.
1. The Nominating Committee
2. Publicity Historian Committee
3. The Prize Committee
4. The Hall of Fame Committee
5. The City Match Play Tournament Committee
6. The Senior Tournament Committee
7. The Couples Tournament Committee
8. The City Stroke Play Tournament Committee
B. All chairmen shall submit a written report to the President preceding the annual meeting. All chairmen’s records and books shall be in the hands of the incoming President within thirty days following that meeting.
C. The chairmen, except the Nominating Committee chairman, may ask as many members as needed to assist in her duties.

Section 2 – Standing Committee Duties
A. The NOMINATING COMMITTEE shall
1. consist of a member from each club and the immediate Past President who shall serve as chairman.
2. be selected by the chairman annually to serve for one year.
3. meet at least four weeks prior to the annual election meeting.
4. present a ballot offering at least one consenting candidate for each office.
5. appoint the chairman of the AUDITING Committee.
B. The PUBLICITY-HISTORIAN COMMITTEE shall
1. inform the public and membership of golf association activities.
2. keep the association scrapbook up to date.
C. The PRIZE COMMITTEE shall
1. make out due-bills to be given to winners in all classes at each tournament, and report results of same to the Treasurer.
2. keep detailed records of each tournament.
3. purchase prizes as directed by the Executive Board.
D. The HALL OF FAME COMMITTEE shall be responsible for all phases of the Hall of Fame selection and related duties.
E. The TOURNAMENT COMMITTEES are responsible for all phases of assigned tournament as stated in the Standing Rules and Procedures.
1. City Match Play
2. City Stroke Play
3. City Seniors
4. City Couples

Section 3 – Special Committees
A. The President shall create special committees, with the approval of the Executive Board, as she deems necessary, to carry on the work of this association.
B. Chairmen of special committees shall attend meetings upon the request of the President.
C. THE AUDITING COMMITTEE shall
1. consist of a chairman appointed by the Nominating Committee biannually and two other members, each from a different club, who are appointed by the chairman.
2. conduct a complete audit of the Treasurer’s books every two years.
3. submit a report to the Executive Board within thirty days of the audit.
D. THE BY-LAWS COMMITEE shall
1. consist of the Immediate Past President as chairman and at least one other past president as appointed by its chairman.
2. review the By-Laws annually and propose amendments.

ARTICLE VII – AMENDMENTS AND RULES OF ORDER
Section 1.
Amendments to the Constitution and By-Laws may be made at any general membership meeting by a majority vote of the members present provided notice of each amendment is included in the call of the meeting, and has previously been approved by the Board of Directors and filed with the Recording Secretary.
Section 2.
Roberts Rules of Order shall be a parliamentary authority for all matters of procedure not specifically covered by the Constitution and By-Laws.
Section 3.
No vote or mandate by the general membership shall be rescinded by the Executive Board, the Board of Directors, or the Committee Chairmen.
Section 4.
The Standing Rules may be amended by a majority vote of the Board of Directors, who are present and voting, if there has been no vote or mandate by the general membership on the rule.
Section 5
When we are guests at a member club, all rules and procedures of that club shall be adhered to by this organization if such policy does not conflict with E.D.W.G.A. Constitution and By-Laws, and Standing Rules and Procedures.