Club By-Laws

Tri-Valley Ladies Golf Club

By-Laws EFFECTIVE Date: 10/22/2025

ARTICLE I – Club Name

The name of this organization shall be Tri-Valley Ladies Golf Club.

ARTICLE II – Object

The object and purpose of the club shall be to promote participation and coordination of golf activities following the etiquette, rules and handicap system as provided by the United State Golf Association (USGA). This club is affiliated with the Northern California Golf Association (NCGA).

ARTICLE III – Dues

Dues for the membership shall be paid in advance for the year. This entitles the member to participate in competitive play with the club and receive a handicap. The dues include membership to the NCGA.

Dues shall become due and payable no later than December 1st of each year.

ARTICLE IV – Membership

Membership will be accepted throughout the year. It may be acquired by playing three 18 hole rounds with an Executive Board member and paying the appropriate dues following acceptance by the Executive Board. The Executive Board can rescind any member’s membership at any time. Determination will be made at the discretion of the Executive Board and any appropriate Committee Chairperson.

ARTICLE V – Officers

The officers of this club shall be Captain, Co-Captain, Secretary, Treasurer, Tournament Chairperson and Handicap Chairperson. These officers make up the Executive Board. The term of office shall be two years. Officers shall take office from January 1 to December 31. If a vacancy should occur, the Executive Board shall recommend a replacement and a quorum from the general membership shall approve the appointment.

ARTICLE VI – Duties of Officers

Captain:

1. Presides at all meetings.

2. Appoints chairs of standing committees.

3. Prepares agenda for all meetings.

4. Becomes a signer on the club’s checking account.

Co-Captain:

1. Acts in the absence of the Captain and assists her in the performance of her duties.

2. Serves as Membership Chairperson, coordinating the entire new membership process.

3. Provides potential new members with membership application, the club’s Prospective
   Membership Information sheet and the club’s Local rules.

4. Welcomes prospective members. Plays at least one round of golf with each prospective member.

5. Coordinates the required three 18 hole rounds for the prospective member with the Tournament Chairperson. The prospective member will play with a member of the Executive Board on each of these three rounds.

6. Informs the Executive Board when a prospective member has completed the required number of rounds and assures that the prospective member goes through the Board approval process.

7. Introduces new members to current members.

8. Provides the new member with the club’s Procedures, the club’s By-Laws, the club member book, a red pen and a sample scorecard.

9. Keep notes and other useful information for the successor.

Secretary:

1. Records and preserves the minutes of Executive Board meetings and all meetings called for the entire membership.

2. Presents minutes for review to the appropriate members.

3. Maintains and keeps the following documents: Club By-Laws, Prospective New Member Information, Club Local Rules and Club Procedures.

4. Handles all club correspondence as needed.

5. Keeps minutes and other club documents for successor.

6. Acts as Sunshine Chairperson. Sends out cards to members on behalf of the club as the
   situation warrants.

Treasurer

1. 1. Collects dues and monies and deposits to the club bank account.

   2. Pays all disbursements as directed.

   3. Maintains a record of all collections and disbursements.

   4. Presents a financial report at all meetings and provides a copy to the Captain and Secretary.

   5. Ensures that a new member has submitted the membership dues.

   6. Informs the Handicap Chairperson of the names of members, after receiving their dues.

   7. Maintains a roster of current members.

   8. Acts as backup to Handicap Chairperson in maintaining the club roster in the NCGA’s Member Planet software.

Tournament Chairperson

Weekly Duties

1. Assigns tee times and emails members by weekend prior. Creates a waiting list, if needed.

2. Notifies the pro shop of selected course of any cancellations of tee times.

Day of Play Duties

1. Selects special game for weekly competitions, if desired.

2. Collects sweeps from each member, hands out scorecards and distributes prior winnings, as needed. Coordinates the distribution and collection of closest to the pin markers.

3. Collects the scorecards and any penalty money for water hazard or bunker strokes at the end of the weekly competitions and tournaments.

4. Determines sweeps and other competition awards, announces to membership and pays out awards as appropriate.

5. Collects names of members who wish to play in the following weekly competition.
   Sends out email to all members requesting sign-ups for the subsequent week.

6. Completes the playdate record for the playday and maintains the playdate binder.  

Monthly Duties

1. At the beginning of each month, determines the winner of the monthly poster award and notifies the members.

2. Prints out the report of member handicaps produced by the Handicap Chairperson.

End of Year Duties

Determines annual winners in award categories. Announces these at annual holiday luncheon and disperses the appropriate awards.

Handicap Chairperson

1. Reviews scorecards of weekly competitions and tournaments. Verifies posted scores and posts scores of players who have not posted.

2. Provides updated handicap data as needed.

3. Maintains the club’s handicap standing with the NCGA, by attending workshops and taking tests as needed.

4. Maintains the club roster in the NCGA platform.

5. Maintains records for determining the Eclectic award.

6. Maintains records for determining the Most Improved Player award.

7. Chairs the Handicap Committee consisting of three club members.

ARTICLE VII – Committee Chairpersons

By the end of the year, the incoming Captain determines a chairperson for the following:

NCGA Club Representative

1. Responsible for informing members of various NCGA announcements, including information from NCGA meetings.

2. Relays information about NCGA sponsored playdays to the club members.

Rules Chairperson

1. Responsible for interpreting the USGA Rules and the club’s local rules and then rendering a decision, as needed.

2. Responsible for educating club members on new or changing USGA or local rules.

Hospitality Chairperson

1. Responsible for making arrangements for club luncheons. This includes finding the venue, selecting the menus, notifying all club members and collecting the member monies for the event.

Each Chairperson may select other members to assist in performing their duties.

ARTICLE VIII – Boards

The Executive board shall consist of the Captain, Co-Captain, Secretary, Treasurer, Tournament Chairperson and Handicap Chairperson. The Executive Board shall meet at the discretion of the Captain.

ARTICLE IX – Meetings

Meetings shall be held as scheduled. A quorum shall consist of 1/3 of the membership at a regular or special meeting.

ARTICLE X – Weekly Competitions

A weekly competition is any Wednesday playday in which at least 4 members have paid sweeps.

ARTICLE XI – Nominations and Elections

In an election year, the Captain shall appoint a nominating committee consisting of three members. The proposed slate of officers will be announced to the membership prior to the election. Officers will be elected in October. Installation of the new officers will be held at the December luncheon.

ARTICLE XII – Amendments

These by-laws may be amended by a quorum vote of the membership at any time. The Executive Board shall decide all questions of interpretation of the By-Laws.

Tri-Valley Ladies Golf Club: By-Laws 10/22/2025