Article I Name
Section 1. The Association shall be known as Lancaster County Golf Association.
Article II Mission
Section 1. The mission of the Association is to service the best interest of all golfers residing in Lancaster County: Amateurs (Men, Women and Juniors) and Professionals.
Article III Membership
Section 1. Any golf course within Lancaster County, PA whose players have use of an eighteen (18) hole regulation golf course shall be eligible by invitation of the Board of Directors for membership in this Association.
Section 2. Any golf course eligible for membership may be admitted by a majority vote of the entire Board of Directors.
Section 3. Any golf course which has attained membership in this Association shall forfeit its membership if, in the opinion of the Board of Directors, it has misrepresented itself in its organization or purpose.
Section 4. Dues set by the Board of Directors shall be billed annually to each member course for the purpose of the administration of the Association.
Article IV Board of Directors
Section 1. The Board of Directors shall consist of a maximum of eighteen (18) individuals. Officers will be made up of amateurs and will be President, Vice President, Secretary, Treasurer, Tournament Chairman and Sponsorship Chairman. These officers constitute the Executive Board. Four (4) of the remaining positions will be Professionals of member courses, with a maximum of three (3) of the Professionals representing private facilities.
Section 2. The balance of the Board of Directors shall reflect a mix of both daily fee and private courses.
Article V Officers and Committees
Section 1. The President shall oversee all affairs of the Association and shall perform such other duties that may pertain to that office.
Section 2. The Vice President in the absence or disability of the President shall perform the duties of that office.
Section 3. The Secretary’s duties shall include but not be limited to the following:
A. Keeping minutes of all the meetings of the Association and the Board of Directors, and shall issue calls for meetings.
B. Distribute meeting minutes to all members of the Board of Directors and member courses within ten (10) days after each meeting.
C. Keep a list of the members of the Board of Directors and dates of their terms of office.
Section 4. The Treasurer’s duties shall include but not be limited to the following:
A. Collect Association dues annually.
B. Collect all monies due from all sources and deposit the same to the credit of the Association in a timely manner.
C. Establish such bank accounts as may be needed, with signing authority by either the Treasurer or the President.
D. Pay all obligations in a timely manner.
E. Keep a correct record of all receipts and disbursements.
F. Report the state of finances of the Association to the Board of Directors at each meeting. His accounts may be reviewed by an independent source at the discretion of the Board of Directors or at the completion of his term of office.
Section 5. The Tournament Chairman’s duties shall include but not be limited to the following:
A. He shall oversee and be responsible for the Tournament Program of the Association.
B. Establish a Tournament Committee for each event that consists of the Tournament Chairman, Tournament Director and the event’s host PGA Professional or his designee.
C. Confirm the upcoming years Tournament Schedule with the appropriate member course/ courses and their professional staff and present this schedule to the Board of Directors at the November meeting.
D. Update and issue to the Board, the member courses and the Tournament Directors, the Associations Five (5) Year Proposed Tournament Schedule Matrix by December 31st of each year.
E. Generate the appropriate entry forms and deliver them to each member course on or before the 1st of May of each year.
F. Oversee and maintain computerization and technical innovations used at Association events.
G. Maintain and control the player database.
Section 6. The Sponsorship Chairman’s duties shall include but not be limited to the following:
A. He shall oversee all sponsor related activities.
B. Establish a sponsorship committee, to be approved by the Board of Directors, at the November meeting each year.
C. Ensure that the sponsors receive appropriate attention and benefit from participation in the association events.
D. Be responsible for all correspondence between the Association and the sponsors.
E. Invoice and follow-up for all sponsor related obligation with funds remitted directly to the Tresurer in a timely manner.
F. Preparation of all sponsor related materials, banners, outings...etc. as may be required.
G. Interface with the Tournament Committee for each event to determine sponsor commitments for each event.
Article VI Government and Terms of Office
Section 1. The control and management of this Association, its affairs, and property shall be entrusted to the Board of Directors. A majority of the Board of Directors shall constitute a quorum. Each member of the Board of Directors shall carry one (1) vote on all matters. The President shall vote only to break a tie.
Section 2. The Board of Directors shall appoint Professionals for terms of two (2) years at each election, with a three (3) consecutive term limit of service on the Board. Terms of office for all amateur Board of Directors members shall be three (3) years. Three (3) successive terms shall be the maximum on the Board of Directors, with a maximum of one (1) term for the offices of President and Vice President. Individuals may be re-elected to the Board of Directors immediately after their term has expired without the disruption of service if the majority of the Board agrees.
Section 3. In the event a Board member cannot complete his term on the Board of Directors a replacement shall be nominated and approved by the current Board of Directors to complete the term.
Section 4. A maximum of two (2) officers of the Executive Board may be members of the same course, except when an individual holds a full membership at more than one course.
Article VII Meetings
Section 1. Meetings of the Association shall be held in March, July, September and November, at a time and place designated by the Board of Directors.
Section 2. Each member course of the Association shall have the right to be heard at any meeting of the Association. To present any issue, a member course shall inform the Secretary seven (7) days prior to the scheduled meeting so the issue may be assigned to the agenda. The member course shall then send a delegate to be heard at the meeting.
Section 3. The President may call a special meeting of the Association at any time upon at least five (5) days written notice.
Section 4. Attendance of a majority of the Board of Directors of the Association shall constitute a quorum at any meeting.
Section 5. Proxies shall not be permitted at any meeting.
Article VIII Nominations and Election
Section 1. A nominating committee of three (3) shall be appointed by the President,and approved by the Board of Directors at the September meeting. At the November meeting, this committee shall present a list of candidates for election to the Board of Directors.
Section 2. Nominations of candidates for election to the Board of Directors may also be made by any member course. Such nominations shall be in the hands of the Secretary of the association not later then twenty (20) days prior to the November meeting.
Section 3. No nominations shall be made at the November meeting except to fill a vacancy on the list of candidates and no one shall be eligible for election at said meeting unless nominated as provided in this article.
Section 4. Nominations for the office of President shall be made from the membership of the existing board at the September meeting. Election of the President will take place at the November meeting of the last year of the current President’s term. A majority vote of a quorum of the Board of Directors is required for election. The election shall be done by secret ballot.
Section 5. Elections shall be held at the November meeting. Nominated individuals will be elected by acclamation of Board Members after due consideration of specific positions to be filled for the coming years. Those individuals that have been nominated will be ranked and approached by a designated member of the Board of Directors and asked to fill a specific position on the next year’s Board of Directors. If the top choice does not accept the position, the next person is asked.
Article IX Obligations and Discipline
Section 1. The acceptance of membership in this Association shall bind each member course to abide by all the provisions of the Constitution and By-Laws of the Association and to accept and enforce all decisions of the Board of Directors and the Association.
Section 2. Refusing or neglecting a strict and honorable compliance with the Constitution and By-Laws of this Association, or with the decisions of the Board of Directors, shall render such member courses liable to suspension or expulsion by a majority vote of the entire Board of Directors.
Section 3. No member course shall be disqualified or deprived of any privilege without due notice and formal charges or without an opportunity to be heard in its own defense, except as provided in Article IX Section 2.
Section 4. Any individual whose conduct shall be deemed detrimental to the best interests of golf may be declared ineligible to compete in any activity of this Association by a majority vote of the Board of Directors. However, such individual shall not be disqualified or deprived of participation without due notice and an opportunity to be heard in their own defense.
Section 5. A member course shall have the right to reject an Association event that is scheduled for their facilities when conflicts arise that are acceptable to the Board of Directors.
Section 6. Participation in Association activities is open to all persons regardless of Race, Color or Creed.
Article X Fiscal Year
Section 1. The fiscal year shall end on the thirty-first (31) day of December of each year.
Article XI Trusts and Foundations
Section 1. The Board of Directors may create one (1) or more charitable education trusts or foundations by means of a trust agreement or separate nonprofit corporation, in furtherance of one or more purposes of this Association, so long as the assets and credit of this Association are not pledged or obligated for its support. The Association at any regular or special meeting may vote contributions to any such trust or foundation.
Section 2. The Board of Directors, by the affirmative vote of at least the number of its members necessary to constitute a quorum, shall, at any regular or special meeting, elect trustees or directors required by any trust agreement or corporate charter to manage the affairs of such trust or foundation.
Article XII Amendments
Section1. Any member course or member of the Board of Directors may make proposed amendments. Amendments to this Constitution and By-Laws shall be made as follows:
A. A written copy of the proposed amendment must be presented to the Board of Directors of the Association for review a minimum of ten (10) days prior to presentation for action.
B. Presentation for action on the proposal may take place at the next meeting of the Board of Directors.
C. After appropriate discussion of the proposed amendment a vote of the Board of Directors may take place. A two-thirds (2/3) majority of a quorum of the Board of Directors is required for approval.