GLENLAKES LADIES GOLF ASSOCIATION (GLGA)
ADDENDUM I – ELECTION OF OFFICERS
Elections are held each year in the fourth quarter of the fiscal year. If there is more than one candidate running for a particular office, elections shall be held by secret ballot. If there is only one candidate for each available office, the election shall be made by the raising of hands. Votes may also be submitted prior to the meeting in writing or in an email to a board member.
ADDENDUM II – OFFICERS AND DUTIES
The President shall preside at all meetings of the Association and hold quarterly meetings.
She shall appoint all Chairpersons for her year in office.
The Treasurer will provide the President with names, addresses and telephone numbers of the entire membership.
She will maintain and keep a current schedule of all events for the year. This information will be posted in the ladies locker room, along with a list of Officers and Committee Chairpersons.
She shall see that the Hole-In-One Plaque and the Memorial Plaque are kept updated. See Addendum VI.
She shall appoint two (2) Association Members to audit the Association Books and require written confirmation and results when this is completed.
She will post in the ladies locker room on the bulletin board all correspondence received regarding the GLGA, i.e., correspondence from AGA, other LGA Association tournaments, etc.
She shall Co-Chair any special tournaments with the Men’s Golf Association Representative.
She is responsible for providing GLGA information to the coordinator of the Glenlakes Golf Club website.
She will select and announce at least three months prior to elections the three (3) members that will serve on the nominating committee.
She is authorized to sign checks in the absence of the Treasurer.
Following her term in office she shall join the Executive Board as Advisor for the next year.
The Vice President shall assist the President when called to do so.
The Vice President shall ensure that at least one Executive Board member serves on the committee of the major tournaments.
She shall be a co-chairperson of League Play. In the absence of the League Play Chairperson at a scheduled league play-day, the Vice President shall assume all league play responsibilities including, but not limited, to the cancellation due to inclement weather or course conditions.
She shall meet with the GM to secure event dates for the following year.
She is authorized to sign checks in the absence of the Treasurer.
The Vice President shall take the office of the President the following year.
The Secretary shall keep the minutes of all meetings of the Association and of the Executive Committee meetings. She shall enter all Association reports, literature and/or correspondence in the Secretary’s books.
The Secretary will act as the “Newcomer” representative. She shall present a packet of information to the new member which will include current copies of the following information: Constitution/By-Laws, Rules and
Regulations, list of members, description of all special events play, GLGA Schedule of Events for the year and GLGA Officers and Committee Chairpersons for the year.
The Treasurer shall keep a full and accurate record of all monies received and spent as directed by the President and Executive Board.
All expenditures over $100.00 to be disbursed from the GLGA Treasury, excluding special events, must be presented to the Executive Board for approval.
She shall keep a current list of members in good standing.
The Treasurer must obtain signatures from the President and Vice President for bank signature cards. The signatures authorize these Officers to sign checks for the Association if required.
The immediate past President will join the Executive Board as Advisor and will assist the President when called to do so.
ADDENDUM III - DUES
Dues are to be paid in full by the end of the fiscal year. A member is considered delinquent after the close of the fiscal year and will not be eligible to win any awards or monies until all dues are paid and current. Checks are to be made payable to the GLGA. Current dues are $30.00 per year. Any member delinquent after the close of the fiscal year will be subject to an additional $5.00 late fee. These amounts are subject to periodic change. (See Addendum VII)
ADDENDUM IV – RESPONSIBILITY OF GLGA CHAIRPERSONS
AND COMMITTEE MEMBERS
The League Play Chairperson shall determine play of the day on a monthly basis. The chairperson shall be responsible for publicizing all winners. See "Rules and Regulations" for procedure.
If a Play-day event must be cancelled, i.e., inclement weather, course conditions, etc., the League Play Chairperson will make that determination and inform the Pro-Shop.
TEAM PLAY & INTERCLUB EVENTS:
The Baldwin County Area Ladies Golf Association (BCALGA) TEAM PLAY AND INTERCLUB are other events available for our Association Members to participate in at their option. These events are in no way governed by the GLGA Constitution and By-Laws.
The BCALGA Team Play Chairperson is appointed by the President. She shall attend all meetings with other club delegates or send an alternate.
The BCALGA Team Play Chairperson shall be responsible for sending a four (4) member team to attend scheduled team events. If a four (4) member team is not available, she is responsible for sending a two (2) member team to scheduled team events.
The Interclub Chairperson is appointed by the President. She shall attend all meetings with other club delegates or send an alternate.
See the Bulletin Board in the Ladies Locker Room for information on these events. The Chairpersons are responsible for keeping this information current and posted for all members.
HISTORIAN AND PUBLICITY:
The Historian and Publicity Chairperson is appointed by the President. She is in charge of the GLGA Scrapbook. She is responsible for accumulating and recording all materials pertinent to the Association such as newspaper articles and pictures of all activities of the Association and to submit pictures and articles to the newspaper of all special events.
RULES AND BY-LAWS:
The Rules and By-Laws Chairperson is appointed by the President. She is to monitor all rules for the GLGA and all Association events. She is responsible for bringing to the attention of the Association any changes in the USGA Rules, Local Rules or GLGA By-Laws. She shall see that the By-Laws are followed and all amendments are properly recorded. She should also provide a rules sheet for each event.
SUNSHINE, SOCIAL AND TELEPHONE:
The Sunshine Chairperson is appointed by the President. As the representative of the Association she will be in touch with any Association member incapacitated by illness or accident. Contact could include, but is not limited to, telephone calls, cards, flowers, etc.
If a hospital stay is required and flowers are appropriate, a $25.00 limit shall apply.
In the case of death of a member or the member’s immediate family (spouse, children, Mother and/or Father) an appropriate memorial not to exceed $50.00 shall apply.
The Nominating Committee will secure at least one individual to run for the office of Vice President.
If the Secretary and/or Treasurer have held their respective office for only a one (1) year term, these same individuals may be contacted to run again for that office for the second term. If they have served a second term, the Nominating Committee must secure at least one individual to run for those respective positions.
Any Member may approach the Nominating Committee and ask to be placed on the ballot for the office of Vice President, Secretary or Treasurer.
The Nominating Committee must be prepared to hand out secret ballots, if required. See Addendum I of the By-Laws for Elections.
Two (2) members of the Association, excluding the current Treasurer or any Executive Board Member, will be appointed by the President in the fourth quarter to audit the Treasury records for that fiscal year. The Treasurer will make available these documents when requested by the Auditing Committee. Once all documents have been reviewed, the Auditing Committee will make a written report of their findings to the President and the Treasurer.
ADDENDUM V - TOURNAMENT COMMITTEES
The Tournament Committee Chairpersons are appointed by the President. A chairperson of any LGA event must be a member of the LGA. The Chairperson of each event will select her committee members, be responsible for initiating the necessary duties relative to the event and keep an accurate report of all monetary transactions.
All events must be documented at their conclusion and a written report must be submitted to the President for inclusion in the Association Books.
ADDENDUM VI - AWARDS/RECOGNITIONS
Hole-In-One: A special award shall be given to any GLGA member making a Hole-In-One on the Glenlakes course. It shall be witnessed and attested by two (2) other players and the remainder of the nine (9) holes shall be completed, weather permitting.
Memorial Plaque: The purpose of this plaque is to recognize deceased members of the GLGA (past or current).
ADDENDUM VII - AMENDMENTS TO BY-LAWS
These By-Laws may be amended by a majority of those present at any regular or special meeting. Members may be present to vote or they may submit a vote prior to the meeting in writing or in an email to a board member. The Rules and By-Laws Chairperson is responsible for posting notice of the impending changes. This notice needs to be posted on the bulletin board two (2) weeks prior to the meeting.
Revised 10/12/04, 1/29/07, 4/2/08, 2/4/09, 12/01/10, 04/11/12, 06/09/12, 10/16/12, 1/3/13 & 04/03/13