Last revised: August 26, 2017 by P. Mitchell

CORDILLERA WOMEN’S GOLF ASSOCIATION- BYLAWS -

ARTICLE I

NAMEThe name of this organization shall be the Cordillera Women’s Golf Association (“CWGA”).

ARTICLE II

MISSIONThe mission is to promote good fellowship and sportsmanship among its members, and to encourage its members to play golf and to participate in CWGA tournaments.

ARTICLE III

MEMBERSHIP AND DUESSection 1 - Membership Any female applicant, 18 years of age or over, who is a member in good standing of the Clubs of Cordillera Ranch (“The Club”) and who holds amateur status, is eligible to become a member of CWGA.

Section 2 - Dues Annual dues shall be determined by the Executive Board and be approved by the membership. Dues are to be paid by January 1. For all new members joining after July 1, dues shall be reduced by fifty (50%) percent.

Section 3 Prospective members may play two (2) times before joining CWGA. They shall not be eligible for play day or tournament prizes, with the exception of a Team Event Play Day and Special Events.

ARTICLE IV

MEETINGSSection l The CWGA operating year shall commence at the Annual Christmas Party each year and terminate on the date of the next Annual Christmas Party; however, the financial year shall end on December 31 each year.

Section 2 The General Meetings of CWGA shall be held on the second Wednesday of January, March, May, September and October. General Meeting dates shall be published on the website and may be changed by the President upon approval of the Executive Board. The President, or her designee, shall notify the entire membership by e-mail and posting. A quorum shall be thirty (30%) percent of the members.

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Section 3 Special Meetings, with purpose stated, may be called by the President upon approval of the Executive Board with seven (7) days prior written notice to the membership by e-mail and posting.

ARTICLE V

OFFICERSSection l - Officers The Officers of CWGA shall be a President, Vice President, Secretary, Treasurer, Tournament Chair, and Social Chair.

Section 2 - Duties of Officersa. The President shall preside over all General Meetings of CWGA and of the Executive Board, and shall have general supervision of all affairs of CWGA, including notification to the membership of all General and Special Meetings. She shall appoint all Standing Committee Chairs and fill Board of Director vacancies with approval of the Executive Board. The President is an ex-officio member of all committees (except the Nominations Committee) and shall be notified five (5) days in advance of any meetings. She shall keep the Vice President advised of all business concerning matters of CWGA. She shall reserve her vote in order to break a tie vote or to create a tie vote.b. The Vice President shall be responsible for the website Directory. She shall assume the duties of the President in the event of her absence, resignation or inability to act. She shall act at the will of the President with approval of the Executive Board. She shall maintain an up-to-date website Directory and the CWGA bulletin board in the locker room.c. The Secretary shall keep records of all meetings of CWGA and of the Executive Board and make them available to members upon request. In addition, she shall provide CWGA General Meeting minutes to all members. She shall assume the duties of the Vice President, if necessary, and act at the will of the President with approval of the Executive Board.d. The Treasurer shall receive, deposit, and pay out all monies on behalf of CWGA. She shall be responsible for accounting for dues and / or tournament entry fees collected by the Clubs of Cordillera Ranch for CWGA. She shall maintain the books and records which shall be open for inspection at all times. She shall act as Chair of the Finance Committee and present an annual budget, prepared by the Finance Committee and approved by the Executive Board, to the members for approval at the first General Meeting of each year. Prior to each General Meeting, the Treasurer shall distribute to the membership, a current statement of income and expenditures and a balance sheet. She will act at the will of the President with approval of the Executive Board and, if necessary, assume the duties of the Secretary,e. The Tournament Chair shall be responsible for planning and conducting all regular Play Day competition and acquaint players with tournament procedures. She shall determine annually the flight designation. She shall establish a Tournament Committee of three (3) to six (6) members consisting of at least one (1) member from each flight whenever possible. The Committee shall assist in coordination of Play Day and tournament events. The Tournament Chair shall comply with the duties and responsibilities of her office as outlined in Article X (Rules of Play). She shall determine a budget for prizes to be awarded to Play Day competitors during the year and provide this budget to the Finance Committee to be included in the annual budget. The Tournament Chair shall recommend to the Executive Board, for consideration and approval, additional fees for scheduled tournaments, excluding special events. f. The Social Chair shall be responsible for arranging social events including, but not limited to, menus, refreshments, decorations, and entertainment.

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Section 3 - NominationsA Nominations Committee shall consist of the Parliamentarian, who shall act as Chair, and seven (7) elected members. The Chair shall be responsible for convening a Nominations Committee meeting and completing a proposed slate of officers prior to September 1.a. Two (2) members shall be elected by the Executive Board. These positions must be filled by members who have prior Executive Board experience.b. Five (5) members shall be elected by the membership at the May General Meeting from a nominated list of no more than (10) ten names. No more than three (3) current Board members may serve. The current President is ineligible to serve on the Nominations Committee.c. Members of the Nominations Committee must have been a CWGA member for at least two (2) years from the date that the member first paid CWGA dues and may serve no more than two consecutive years on the Nominations Committee. There must be representation on the Committee from each flight if possible; however, the two-year CWGA membership requirement takes precedence over this. If any flight does not have a player who has been a member of CWGA for the last two years, then there will not be a member from that flight on the Committee.d. The following guidelines shall be followed by the Nominations Committee:

• Prior to the first meeting, the Chair shall confer with all current Executive Board members, who are potentially eligible to serve a second one-year term, to ascertain their desire to serve another term.

• The Chair shall read Article V Section 3 of the CWGA Bylaws to all of the Nominations Committee members at the beginning of the first Nominations Committee meeting.

• If there is more than one (1) nominee proposed for a position, voting by the Nominations Committee for such position shall be by ballot.

• The Chair shall only vote in order to resolve a tie.• The Nominations Committee shall suggest to the newly-elected President candidates to be

considered for potential Standing Committee Chairs.e. Recommendation sheets shall be made available at the May meeting to membership. These sheets are to be kept confidential and shall be kept by the presiding Chair of the Nominations Committee.f. The Nominations Committee shall present a proposed slate of (1) nominee for each office. Consent of the nominee must be secured before the nomination is put forth. g. The Nominations Committee shall present their proposed slate to the membership prior to September 1 by e-mail and posting. h. Nominations from the floor will only be accepted at the September General Meeting. The consent of the nominee shall be obtained before such nomination. No more than three (3) nominations for each position will be accepted from the floor.

Section 4 - Electiona. The Parliamentarian shall provide to the President the proposed final slate of officers no later than seven (7) days after the September General Meeting.b. Within seven (7) days after receiving the proposed final slate, the President shall provide such proposed slate to all members via email and posting.c. Election of Officers shall be held at the October General Meeting. Paper ballots will be distributed to all members in attendance.d. The Vice President shall provide an absentee ballot for all Officer positions to members, upon request, who are unable to attend the October General Meeting. The member’s absentee ballot may be delivered to the Vice President by email or hand delivery. It is the responsibility of the absentee member to insure that their ballot is received by the Vice President prior to the October General Meeting.

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e. A simple majority vote of the total of paper ballots and absentee ballots shall be sufficient for election.f. If more than three (3) or more candidates are nominated for an office, then preferential voting shall be utilized as defined by Robert’s Rules of Order.

ARTICLE VI

EXECUTIVE BOARDSection 1 The Executive Board shall consist of the elected Officers who shall assume their official duties at the Annual Christmas Party.

Section 2 The Executive Board shall hold meetings between one (1) and two (2) weeks prior to the General Meetings. Other meetings may be called, if necessary, by the President with a minimum of three (3) days notice.

Section 3 A quorum of fifty-one (51%) percent of the Executive Board shall be required to decide an issue. A majority, fifty-one (51%) percent, of those in attendance shall be required to vote.

Section 4 - Tenurea. The term of office shall be for one (1) fiscal year.b. Subsequent to the election of Officers for the next year, and prior to the beginning of the elected term, the newly elected Officers may conduct transitional planning activities.c. No Executive Board officer shall hold the same office for more than two (2) consecutive years unless no other member is willing to serve.

Section 5 - Executive BoardIn order to serve on the Executive Board, a member must have belonged to the CWGA for a period of one (1) year from the date that the member first paid CWGA dues.

ARTICLE VII

BOARD OF DIRECTORSSection 1 The Board of Directors shall consist of the current Executive Board and all Standing Committee Chairs. They shall act on behalf of the membership only when necessary to conduct business before the next General Meeting and only when a quorum of the membership cannot be gathered. Other duties may be established by the membership and included in the Standing Rules.

ARTICLE VIII

BOARD OF ADVISORSThe Board of Advisors shall consist of any past Officers as selected by the President. The Board of Advisors shall function solely to advise the President and have no other official duties.

ARTICLE IX

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STANDING COMMITTEESSection 1 - Standing Committeesa. The President shall appoint all Standing Committee Chairs and is an ex-officio member of all committees during her term. She shall be notified five (5) days in advance of any meetings.b. Committees shall maintain records of committee meetings.c. No Standing Committee Chair shall hold the same office for more than two (2) consecutive years, unless no other member is willing to serve.

Section 2 - Financea. The Chair shall be the Treasurer.b. Additional members shall be the Awards, Social, and Tournament Chairs, and any other additional members as may be deemed necessary.c. The Finance Committee shall prepare an annual budget for approval by the Executive Board which shall be presented to the membership for approval.d. The Treasurer shall ensure expenditures do not exceed budgeted amounts without prior approval of the Executive Board.

Section 3 - Membershipa. The Chair shall develop and propose to the Executive Board a plan to expand membership.b. She shall develop membership marketing and promotional materials, including applications and welcome kits, in collaboration with the Clubs Membership Director.c. Once the new member has been billed for CWGA membership dues, the Chair shall forward the new member’s information to the Executive Board and Pro Shop, and provide the new member with access to the CWGA website.d. She shall encourage and assist new members to participate in CWGA activities.

Section 4 - Communicationa. The Secretary shall Chair this committee. b. She shall send cards to members who are ill and spouses or family members who are bereaved. She shall also send a monthly list of member birthdays via email.c. The Chair shall provide CWGA articles for the Club and local publications.

Section 5 - ParliamentarianThe Parliamentarian shall advise any Executive Board member or any other member, as required, on points of parliamentary procedure. She shall chair the Nominations Committee and present the slate of nominees at the appropriate General Meeting.

Section 6 - Rulesa. The Chair shall provide or present a rule of golf upon request and be able to provide an answer to any rules question from the membership.b. She shall assist the Tournament Chair with preparation of a list of rules for each tournament.c. She shall organize a committee to handle any potential rules disputes.d. She shall contact the head golf professional to ensure the course is properly marked.e. The head golf professional shall act as an ex-officio member of this committee.

Section 7 - Awards and Prizes

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The Chair shall purchase prizes and tee gifts for tournaments and Annual Awards in coordination with the Tournament Committee and the Executive Board.

Section 8 - Member-GuestThe Chair shall organize the Member-Guest Tournament and shall assist with any other special events as determined by the membership. The Chair shall recommend to the Executive Board, for consideration and approval, the fee for Member-Guest Tournament.

Section 9 - Websitea. The Chair shall form a committee to maintain the CWGA website, and this committee shall include the Vice President. Committee members will commit for a two (2) year term in order to maintain consistency of the website.b. The website shall include information on Executive Officers, Standing Committee Chairs, membership information, CWGA Schedule of Play, Club Dates of Interest, Bylaws, Standing Rules, and Play Day etiquette.c. The Chair shall only take instruction from the Executive Board.d. The website committee is accountable for website updates and modifications. If the committee has concerns regarding specific updates or modifications, they are to reach out to the Executive Board for direction.

Section 10 - Nine Hole Golfersa. The 9-Hole Committee Chair can be an 18-Hole or a 9-Hole player.b. She will serve on the Tournament Chair committee to coordinate and communicate any 9-Hole play.c. She will manage all 9-Hole tournaments during the year acting under the Tournament Chair.d. She will manage the 9-Hole portion of the Ranch Roundup working under the Member-Guest Chair.

Section 11 - HistorianShe shall collect all photos and memorabilia appropriate for a CWGA yearbook during the term of her office. She shall assemble the yearbook to be displayed and kept in the locker room no later than March 31.

Section 12 - Ways and MeansThe Chair is responsible for raising funds (other than dues) for CWGA. She shall suggest fund raising opportunities to the Executive Board for approval. She shall carry out approved opportunities and solicit assistance from the membership as necessary. She shall keep a complete record of all opportunities and submit a copy to the Treasurer along with all funds raised.

Section 13 - Special EventsThese committees shall be established and a chair appointed when deemed appropriate by the President.

Section 14 - Ad HocThis committee shall be established and a chair appointed when deemed appropriate by the President.

ARTICLE X

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RULES OF PLAYSection 1 - Competitiona. The Tournament Chair shall coordinate the weekly play dates and CWGA tournaments with the head golf professional to establish the CWGA calendar. b. The Tournament Committee shall plan the schedule of weekly events in November of each year and deliver it to the Executive Board for approval and inclusion in the Directory. Each CWGA tournament shall have a rain date. c. Tee times shall be reserved for CWGA play on Wednesdays.d. The Tournament Chair and the head golf professional shall determine the suitability of the course for play.

Section 2 - USGA RulesAll competitions shall be conducted in conformity with the USGA Rules of Golf except when modified by local rules, which shall be presented or posted.

Section 3 - Handicapa. Members of CWGA shall play with a maximum of 40 handicap for Play Days.b. In order to compete in Play Days or tournaments, all players must have an established handicap as determined by the USGA Handicap System.

Section 4 - FlightsThe Tournament Chair shall establish flights for Play Days and tournaments according to the handicap span and the number of members. There must be at least four (4) members in a flight.

Section 5 - Local Rulesa. Local rules shall take precedence over USGA Rules when sanctioned by the head golf professional.b. Players shall play out all holes for Play Day scores when applicable to Play Day formats such as Stroke Play. Players may pick up their ball using either the USGA Equitable Stroke Rule or the USGA Stroke Estimation Rule (by putting an X after the score) when doing so would not impact the outcome of the player’s score for such Play Day formats as Stableford, or Skins. Complete score card shall be turned in for Play Day credit.

Section 6 - Recognition Procedurea. Ties within flights shall be broken according to USGA rules.b. Recognition for Play Days shall be given to thirty (30%) percent of participants in each flight.

ARTICLE XI

AMENDMENTSBylaws may be amended at any General Meeting of CWGA by a two-thirds (⅔) vote of members present and voting, providing a quorum has been established. Notice of proposed new Bylaw(s) or amendment(s) must be emailed and posted one (1) month prior to vote.

It is recommended that a Bylaws Committee be appointed every other year to review the Bylaws for necessary revisions and corrections. The committee shall meet by March 31 so that all

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business of the committee may be concluded, notices sent out to membership, and votes taken and recorded in the same year.

ARTICLE XII

STANDING RULESStanding Rules for the CWGA are provided for in these Bylaws. Standing Rules may be changed by a two-thirds (⅔) majority vote of the membership in attendance at any General Meeting without prior notice, or, by a simple fifty-one (51%) percent majority with with one (1) month notice. Standing Rules shall be kept and maintained separately, and are not considered Bylaws.

ARTICLE XIII

PARLIAMENTARY AUTHORITYRobert's Rules of Order Newly Revised shall govern procedures not specifically covered by the CWGA Bylaws.

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CORDILLERA WOMEN’S GOLF ASSOCIATION- STANDING RULES -

1. In the case of late dues, all benefits of CWGA membership shall be suspended until a member's dues are paid in full.

2. Play Days and Tournamentsa. An entry fee shall be charged for tournaments and is due and payable two (2) weeks prior to the tournament. Since prize money and other expenses are determined by the number of paid tournament entries, there shall be no refunds within two (2) weeks of any tournament. If a tournament is cancelled due to weather and the subsequent rain date is cancelled due to weather, entry fees shall be refunded minus non-refundable expenses.b. Play Days and tournaments shall begin at 9:00 a.m., January thru May and September through November. Play shall begin at 8:00 a.m. June through August.c. Members shall verify Play Day sign-up on the website no later than Monday morning. Sign-up deadline is 11:00 a.m. Play day instructions and sign-up verification from the Tournament Chair shall be via email no later than Monday evening.d. Cancellation notification before Wednesday shall be via e-mail to the Tournament Chair. Cancellation notification on the day of play shall be by phone to the Tournament Chair and to the Pro Shop.e. On Play Days and tournaments, competitors shall exchange scorecards. Scorecards shall be fully completed with name, current handicap, putts, gross and net scores, scorer signature, players signature and date.f. A list of Play Day winners shall be posted after play. Winners being defined as low gross and low net in each flight, if applicable. Weekly or twice monthly payouts will be made to winners as determined by the Tournament Chair and the Tournament Committee.

3. Ace Day: Play Days and PlayoffOn Play Days designated by the Tournament Committee during the year, the winner of low gross and low net over the field shall be recorded. In case a player wins for a second time, the next player in line shall qualify. All qualifying winners may compete in the Ace Day Playoff at the end of the year from which one gross and one net award shall be awarded.

4. Annual Awards shall be as follows:a. To be eligible, members must have a minimum of six (6) individual, completed Play Day scores on Play Days from January 1 through October 31. The Club Championship scores shall be included in the calculation of the following awards. Both Annual Awards will be awarded in the form of Pro Shop credit. In order to qualify for any year-end awards in the 9-Hole Flight, a player must have played a minimum of six (6) 9-hole rounds with a postable score. The 9-Hole Flight will be able to pick up in the middle of a round and still count the round.b. MOST IMPROVED GOLFER AWARD: To be first awarded to the player lowering her handicap index by the greatest percentage over the field and then to the player lowering her handicap index by the greatest number over the field using January 1 and November 1 handicap indices. Percentage is obtained by dividing original handicap index into the number of strokes her index improved.

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5. Annual Christmas PartyCWGA shall host an Annual Christmas Party in December on a date and at a location as determined by the membership.

6. CWGA Documentationa. A Meeting Notice shall be sent by e-mail and posted to all members approximately one (1) week prior to each General Meeting. The Meeting notice shall include: minutes from the previous meeting, current financial report, proposed agenda item(s) and any other documentation needed for discussion or action at the meeting.b. No paper copies shall be provided at the meeting. Members should review the e-mail before the meeting.c. Copies of all pertinent documents shall be maintained by the Executive Officers and the Standing Committee Chairs.d. All records are open to the membership and members may request a copy of any document concerning CWGA by contacting the President or Vice President, if acting in her absence.

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