SJP LADIES GOLF ASSOCIATION NINERS (SJP LGA NINERS)
BY-LAWS


 
ARTICLE I – NAME
 
Section 1.  The association shall be called SJP LADIES GOLF ASSOCIATION NINERS (SJP LGA NINERS).
 
​Section 2. The association shall be a non-profit, unincorporated association for women playing golf at St. James Plantation

 
ARTICLE II – PURPOSE
The purpose of the association is to encourage friendly competition, good sportsmanship and the education on the rules of golf. 
 
ARTICLE III – MEMBERSHIP
 
Section 1.  Must be a property owner in St. James Plantation and have an active club membership (golf, sport, social) at any course in St. James Plantation.
 
Section 2. Possess a current USGA Handicap Index no greater than 45.0 or less when initially joining, identify St. James as your home Club or link your existing GHIN account to the Clubs of St. James network and maintain a minimum posting rate as specified by the Clubs at St. James to be eligible to play in the SJP LGA NINERS. 
 
Section 3.  Prospective members may play and compete in the weekly tournaments no more than two (2) times before joining the SJP LGA NINERS.
 
Section 4.  Members of the SJP LGA Niners may invite guests to play in the weekly events, as competitors, with the following conditions:

  1. Guests must have an established USGA handicap index of no greater than 45.0, which the SJP LGA NINERS Tournament Director can verify.
  2. The guest must pay the current weekly entry fee.
  3. An individual can only play as a guest twice during the SJP LGA NINER season (March-November).
  4. Guests who do not have an official USGA handicap index, or have an index over 45.0 may play, but only as a non-competitor.  
Section 5.  New members can obtain an application form from the SJP LGA NINERS website or from an envelope located by the SJP LGA NINERS bulletin board, located on the lower level of the Members Club.  The completed form and a check for the annual dues, made out to SJP LGA NINERS, must be returned to the current SJP LGA NINERS Membership Chairperson or placed in the SJP LGA NINERS Mailbox near the bulletin board on the lower level of the Members Club.
 
Section 6.  The members agree to adhere to the USGA Rules, as well as the SJP LGA NINERS Rules of Play, Policies, and Etiquette as outlined on the SJP LGA NINERS website.
 
ARTICLE IV – DUES AND FEES
 
Section 1.   Each year, the SJP LGA NINERS Executive Board shall determine the Annual Dues, Weekly fees, and Tournament Fees.
 
Proposed changes to Dues and/or Weekly Fees shall be published in both the SJP LGA NINERS Newsletter and on the SJP LGA NINERS bulletin board at least two weeks prior to the scheduled annual meeting.  Approval of such changes requires a two-thirds majority vote of members attending the annual meeting.
 
Section 2.  The annual dues are payable to the SJP LGA NINERS by January 31st of each year, after which a late fee of $10.00 will be assessed by renewing members.  Any new member joining the SJP LGA NINERS after August 31st will pay half the established annual dues.
 
Section 3.  Annual dues are payable to SJP LGA NINERS with accompanying membership application.  The SJP LGA NINERS Membership Chairperson will collect all applications and checks and submit to the current SJP LGA NINERS current Treasurer. 
 
Section 4.  The official SJP LGA NINERS golf season will be March through November.
 
 
ARTICLE V – MEMBERSHIP MEETINGS
 
Section 1.  The SJP LGA NINERS Annual Membership Meeting shall take place on or before December 31st.
 
Section 2.  Additional general membership meetings will be held when deemed necessary by the Executive Board or at the request of a simple majority of the membership. 
 
ARTICLE VI – EXECUTIVE BOARD (WAS CALLED ORGANIZATIONAL STRUCTURE)
 
Section 1. Executive Board
 
The control and management of the SJP LGA NINERS and its funds shall be entrusted to the Executive Board.  The Executive Board is charged with establishing the annual budget and maintaining the organization’s financial stability. 
 
The executive Board consists of the following officers:

  1. PRESIDENT
  2. VICE PRESIDENT/ PRESIDENT-ELECT
  3. TREASURER
  4. SECRETARY
  5. IMMEDIATE PAST PRESIDENT (EX-OFFICIO), if willing to serve or a Committee Member appointed by the President.
 
Section 2. Nominations

    a.  Any member of the SJP LGA NINERS is eligible for any of the offices subject to the conditions herein specified.
    b. Not later than one hundred twenty (120) calendar days prior to the SJP LGA NINERS Annual Membership Meeting,
        the  President shall appoint, from the membership, three (3) volunteers for the Nominating Committee to identify
        candidates for the positions of President, Vice President/President-Elect, Treasurer and Secretary.   
    c. The names of the committee members will be published in the SJP LGA NINERS newsletter and on the
         SJP LGA NINERS bulletin board as soon as the committee is constituted.
    d. The committee shall be established to:       
       (1) solicit candidates for the offices of President, Vice President/President-Elect, Treasurer and Secretary
       (2) vet the applicants for the positions
       (3) prepare a list of candidates (not to exceed four (4) for each position)
       (4) if required, reduce the number of candidates to four (4) per position, the committee shall:
          (a) establish criteria for each office
          (b) obtain relevant information from the candidates for the committee’s consideration
          (c) the list of candidates, with a brief listing of qualifications, will be posted on the SJP LGA NINERS bulletin board
               and identified in at least one (1) issue of the SJP LGA NINERS newsletter
     e. The nominating committee shall prepare a slate of candidates for officers to be posted in the SJP LGA NINERS
          newsletterr an on the SJP LGA NINERS bulletin board fifteen (15) calendar days prior to the annual meeting. 
     f.  Voting will be conducted by written ballot.  Should a tie occur, voting will continue until the tie is broken.  

Section 3.  Election

  1. Officers shall be elected at the SJP LGA NINERS Annual Membership Meeting to serve from January 1 to December 31 each year.
  2. The President’s term is one (1) year and she may succeed herself for one (1) additional year.  If not serving an additional one year, she shall become the Ex-Officio the following year.  
  3. There are no term limits for Vice President, Treasurer, Secretary or Appointed Committee Member (if necessary).

ARTICLE VII – DUTIES OF OFFICERS
 
Section 1.  PRESIDENT

  1. Preside at all meetings.
  2. Represent the SJP LGA NINERS at all functions, including the monthly Clubs at St. James Golf Committee.
  3. Have the power to fill vacancies on the SJP LGA NINERS Executive Board, subject to the approval of the SJP LGA NINERS Executive Board.
  4. Serve as an Ex-Officio member of the SJP LGA NINERS Executive Board, in the year following her completed term.
  5. Have signature authority for fund withdrawals along with a second authorizing signature.
  6. Collaborate with the Clubs Tournament Director to decide on play or no play due to inclement weather.
  7. Appoint the Nominating Committee.
 
Section 2.  VICE PRESIDENT/PRESIDENT-ELECT

  1. In the absence of the President, perform all duties of the President.
  2. Act as Public Relations/Publicity Director.
  3. Act as Sergeant-at-Arms and parliamentarian at all SJP LGA NINERS meetings. 
  4. Perform other reasonable duties as may be imposed upon her by the President.
 
Section 3.  TREASURER

  1. Collect all dues and all sums due the SJP LGA NINERS.
  2. Disburse the funds of the SJP LGA NINERS upon approval of the President.
  3. Maintain all financial records of the SJP LGA NINERS.
  4. Reconcile club billing accounts related to credit book.
  5. Report on the state of the SJP LGA NINERS finances at the SJP LGA NINERS Annual Membership meeting. 
 
Section 4.  SECRETARY

  1. Keep minutes of all SJP LGA NINERS Executive Board and membership meetings.
  2. Take charge of all correspondence pertaining to the SJP LGA NINERS.
  3. Manage the SJP LGA NINERS newsletter and distribute it to members in a timely fashion.
  4. Maintain a current list of SJP LGA NINER’S membership email addresses to provide notices to the membership.
  5. Submit any publicity notices requested by the President.
 
Section 5.  IMMEDIATE PAST PRESIDENT (EX-OFFICIO)

  1. Shall act as an advisor with voting rights on the SJP LGA NINERS Executive Board.
 
Section 6.  REMOVAL OF AN OFFICER FROM THE EXECUTIVE BOARD
 
If it has been determined that an officer on the Executive Board has become negligent in her duties to the SJP LGA NINERS, she may be removed by a unanimous vote of the remaining Executive Board members. 
 
 
Section 7.  All officers and committee chairs shall deliver to their successors all accounts, books, and property of the league with which they have been entrusted during or before the first meeting of the league year.
 
Section 8.  No officer, committee member or league member shall incur any expense on behalf of the league without the approval of the Executive Board.  The Executive Board shall have no power to incur expenses for the league beyond the amount of cash on hand or in the process of collection.

 ARTICLE VIII – CHAIRS AND COMMITTEES
 
The President, with the advice and consent of the SJP LGA NINERS Executive Board, shall appoint standing committees to conduct the activities and business of the SJP LGA NINERS.  Committee Chair positions may be abolished or established by the SJP LGA NINERS Executive Board. 
 
ARTICLE IX – MEETINGS
 
Section 1.  Notice of all meetings shall be posted in the SJP LGA NINERS newsletter and on the SJP LGA NINERS bulletin board two (2) weeks prior to the meeting.
 
Section 2.  Only currently paid SJP LGA NINERS league members, who are present at the meeting, may vote.

Section 3.  Two-thirds (2/3) of members, present at meetings, will constitute a majority for voting purposes. 
 
Section 4.  All meetings will be conducted using the latest edition of “Roberts Rules of Order”.
 

 ​ARTICLE X – AMENDMENTS
 
Section 1.  Any proposed amendment is to be presented, in writing, to the Executive Board.  The proposed amendment shall require approval by a simple majority of the Executive Board for preparation and presentation to the general membership.
 
Section 2.  The SJP LGA NINERS By-Laws may be amended by a two-thirds (2/3) vote of the members present and voting at the annual meeting or special meeting called by the SJP LGA NINERS Executive Board for that purpose. 
 
The membership will be provided with two (2) weeks’ notice via the SJP LGA NINERS newsletter and the SJP LGA NINERS bulletin board of the following:

  1. The date of the meeting to review amendments and address questions.
  2. The proposed amendments containing the original and revised wording, via the SJP LGA NINERS newsletter.