FRISCO LAKES WOMEN'S GOLF ASSOCIATION CONSTITUTION AND BYLAWS
Amended and Restated as of June 28, 2017
ARTICLE 1 - GENERAL
Section A. The name of the organization shall be the Village at Frisco Lakes Women's Golf Association, which may be referred to as the Association or the FLWGA.
Section B. The objective of the Association is the promotion of good fellowship and sportsmanship among its members, and to encourage the active participation of its members in playing golf and taking part in golf tournaments.
Section C. These bylaws will fully comply with the Village at Frisco Lakes Community Association, Inc. (VAFLCA) Governing Documents (Documents) and Chartered Club Rules and Procedures (Rules). In the event of a conflict between these bylaws and the Documents or Rules, the Documents or Rules will prevail.
Section D. This organization shall be operated as a non-profit association in accordance with applicable statutes and VAFLCA documents.
ARTICLE 2 - MEMBERSHIP
Section A. Membership shall be open to all Village at Frisco Lakes Community female homeowners or residents in good standing, those under contract for future home purchase, and annual renters, without discrimination as to race, religion, color, ethnic culture, or national heritage and upon subscribing to the Association's bylaws, rules of conduct and competitive play, and payment of dues as hereinafter provided. Any exceptions will be reviewed and approved by the Board.
Section B. Members will not be required to join any national, state, or regionally affiliated organization.
Section C. Guest privileges will be accommodated three times in any FLWGA managed tournaments or play days. A current member in good standing that no longer resides in the Frisco Lakes Community may continue to participate in FLWGA organized events through the end of her membership calendar year.
Section D. The annual membership dues and fees shall be set forth from time to time by the Board of Directors. The renewal membership dues and fees for the following year shall become due on November 1st of the current year and will be offered at a published rate if paid before December 31st. As of January 1st, membership dues will incur an increased rate and any renewal membership will be reinstated immediately upon receipt of payment. Any person who is delinquent in payment of her dues shall not be allowed to participate in any official FLWGA function and shall remain inactive until such time as her account is current. Members joining after September 1st shall pay reduced dues.
ARTICLE 3 - BOARD OF DIRECTORS
Section A. The affairs of the Association shall be managed by its Board of Directors. The Board of Directors of this Association shall be comprised of its President, Vice President, Secretary, Treasurer, Membership Director, Social Director, Golf Director, the Immediate Past President and such other Directors as may be elected in accordance with the provisions of these bylaws. Directors must be members of the FLWGA.
Section B. The term of office for each Director shall be for one year beginning January 1st and until December 31st and until her successor shall have been elected and qualified.
The duties of the Directors will include but not be limited to the following and to such other duties as may be prescribed by the Board of Directors from time to time.
President: The President shall be the principal executive director of the Association and shall in general supervise and control all of the business and affairs of the Association. She may sign, with the secretary or any other proper Director of the Association authorized by the Board of Directors, any contracts or other instruments which have been authorized to be executed. She shall perform all duties incident to the office of President.
Vice President: In the absence of the President or in the event of her inability or refusal to act, the Vice President shall perform the duties of President, and when so acting shall have all the powers of and be subject to all the restrictions upon the President. She shall also be responsible for FLWGA Website publicity, management and/or administration. She may appoint an assistant if she deems it necessary.
Treasurer: The Treasurer shall collect and keep all monies of the Association and disburse them as directed by the Board of Directors. She shall keep the accounts and financial books belonging to the Association, which shall be at all times open to inspection by the Board, and shall make a written report at each meeting of the Board of Directors of all monies received and paid out, and the amount of funds on hand. She shall also make a report of the financial condition of the Association at each meeting of the members.
Secretary: The Secretary shall keep the minutes of the meetings of the Board of Directors and all meetings of the members. She shall also be the custodian of the Association's records.
Membership Director: The Membership Director shall maintain a register of the current members of the Association, including name, address, phone number, and email address for each on the FLWGA website; and shall be responsible for sending all notices to members in accordance with the provisions of these bylaws. She shall also be responsible for sending appropriate sentiments to members.
Golf Director: The Golf Director shall lead various committees, coordinators and chairpersons responsible for all play days and tournaments, local or away. She shall also be responsible for handicaps, rules, End of Season awards, and other golf programs. She will serve as an FLWGA Website Administrator and provide website assistance to those individuals that she has appointed.
Social Director: The Social Director shall arrange all FLWGA social events. She will appoint her own committee(s) for assistance, as she deems necessary.
Section C. The Board of Directors will meet monthly at the call of the President. The date, time and location of each Board meeting shall be included in the FLWGA annual calendar. Notice of the date, time and location of the first Board meeting and of any changes to the calendar shall be sent by email to each Director at least 7 days in advance. But if all of the Directors shall meet at any time and place and consent to the holding of a meeting, such meeting shall be valid without call or notice. A majority of the existing FLWGA Directors must be present at a meeting to establish a quorum for the transaction of business. Voting shall be by voice vote unless a written ballot is requested in advance.
Section D. The Board of Directors shall fill any vacancy occurring in the Board because of death, resignation, disqualification, or because of an increase in the number of Directors. A Director elected to fill a vacancy shall be elected for the unexpired term of her predecessor in office. Any Director may be recalled from her elected position by the presentation to the Board of a duly verified petition requesting the recall signed by a majority of the current members at the time of submission.
ARTICLE 4 - MEMBER MEETINGS AND ELECTION OF BOARD OF DIRECTORS
Section A. An Annual Meeting of the members will be held each December for the transaction of such business as may come before the Association. The Board of Directors shall establish the date, time and place for the meeting and notice thereof shall be sent by email to each Member entitled to vote at such meeting at least fourteen (14) days in advance of the meeting date.
Section B. Procedures and timeline for election of the Board of Directors to serve in the following year.
Not later than:
(1) September 1st of each year, the President shall appoint a Nominating Committee of five (5) current Members in good standing who are not currently Directors of the Association.
(2) September 25th, the Nominating Committee shall report back to the Board of Directors a slate of Members proposed to be nominated for election as Directors for the following year.
(3) October 1st, the slate shall be sent to all Members advising that they may make additional nominations to the original slate and that the Membership Director must receive any additional nominations via email or in writing no later than October 10th.
(4) October 15th, a ballot including all nominees shall be sent to all Members. Members shall vote via FLWGA website with voting to conclude on October 25th. The final results of the vote as confirmed by the website data will be tallied by a committee of three (3) Members, appointed by the President, who are not on the current board, on the ballot or on the Nominating Committee.
(5) A notice shall be sent to the membership on November 1st announcing the results of the vote.
The notice of Annual Meeting as required to be given pursuant to Section A of Article 4 will again include the results of the vote. The new Directors shall be introduced at the annual meeting.
Section C. A special meeting of the Members may be called at any time by order of the President, or any three (3) members of the Board of Directors, or the Vice President in the absence of the President. A notice stating the purpose, place, day, and hour of any special meeting of Members shall be sent by email to each Member entitled to vote at such meeting, not less than seven (7) nor more than thirty (30) days before the date of such meeting.
Section D. The presence in person or the return of ballots representing a minimum of twenty (20) per cent of the Members and a majority of the Board shall constitute a quorum for the transaction of any business requiring a vote of the Membership.
ARTICLE 5 - FINANCIAL
Section A. All funds of the Association shall be deposited to the credit of the Association in such banks, trust companies or other depositories, as the Board of Directors shall select from time to time.
Section B. The Board of Directors may accept, on behalf of the Association, any donation, contribution, gift, bequest or devise for any general or special purpose of the Association.
Section C. The Board of Directors shall, from time to time, adopt written "Financial Controls and Procedures" to regulate the receipt, disbursement and safekeeping of the Association's money including, without limitation, authority to sign checks or contracts and authority to approve expenditures.
Section D. At the end of each year, the outgoing Board of Directors shall appoint one or more individuals who are not then Directors of the Association, to review and validate that the Association's financial records for the year then ending are in accordance with these bylaws and the Financial Controls and Procedures adopted pursuant to this Article 5. The results of the review shall be presented in writing to the new Board of Directors as soon as possible the following year.
Section E. Any Member in good standing shall be entitled to receive, upon request, a copy of the most recent financial statements of the Association or the report of the results of the most recent financial review.
ARTICLE 6 - COMMITTEES
Section A. There shall be as many standing committees as are necessary for the Board to accomplish its objectives.
Section B. Directors shall appoint committee chairpersons as needed and advise the Board.
Section C. All committees will have written guidelines outlining the scope of the committee’s authority and responsibilities.
ARTICLE 7 – RECORDS
Section A. Financial records of the Association shall be maintained for a period of seven (7) years.
Section B. Historical records, including minutes of the Board meetings and of any Membership meetings shall be maintained for a period of seven (7) years. The Secretary shall review records prior to destroying them for the purpose of preserving historical information, which might be useful to the Association.
Section C. Members, including past Members, are prohibited from disclosing any roster information of Members to non-members. Roster information is to be used only for FLWGA business.
ARTICLE 8 - AMENDMENTS TO BYLAWS
Section A. To amend the bylaws of this Association requires a majority vote of the membership present or the return of ballots representing a minimum of twenty (20) percent of the members at a meeting duly called for such purpose; a majority of the Board shall constitute a quorum being present and required notice being given.
Section B. Minimum of fourteen (14) days notice is to be given of an intention to alter, amend, or repeal the bylaws or to adopt new bylaws at such meeting.
Section C. Members shall vote via FLWGA website. The final results of the vote as confirmed by the website data will be announced at the meeting duly called for such purpose and accepted by the quorum present. Following the meeting, a notice announcing the results of the vote shall be sent to the membership.
ARTICLE 9- DISSOLUTION
Prior to Association dissolution and after all debts are satisfied, all property and assets shall be turned over to the VAFLCA.
Article 10 - SAFETY AND FINANCIAL LOSS
The FLWGA is not responsible for accidents of any nature, or financial injury/loss to any FLWGA Members or guests during a FLWGA activity.