Trilogy Niners Golf Club
Board Members and Committee Chairs
Miriam Sluder (919) 818-0636 email@example.com
Dee Hoime (952) 913-5433 firstname.lastname@example.org
Lisa Stowe (248) 310-2197 email@example.com
Linda Shubin (719) 649-5058 firstname.lastname@example.org
Janet Peterson (602) 390-4909 email@example.com
AWGA Handicap Rep
Judy Mitchell (405) 620-3249 firstname.lastname@example.org
TRILOGY AT POWER RANCH (“TPR”)
Trilogy Niners Golf CLUB BYLAWS
[Pursuant to TPR Rule R-9: Rules Governing Trilogy Clubs]
ARTICLE I - INTRODUCTION AND NAME
- The name of the Club shall be Trilogy Niners’ Golf Club (“CLUB”).
ARTICLE II - PURPOSE AND OBJECTIVE
- To promote and provide Trilogy at Power Ranch Owners and Non-Owners, in Good Standing with the Community Association (CA), to come together for Club sponsored social events and activities which are open to the general Membership and their guests.
- This CLUB shall be operated as a non-profit club.
ARTICLE III - AUTHORITY AND COMPLIANCE
- These Bylaws comply with the TPR community association Articles of Incorporation, Bylaws, Rules, Regulations, Procedures, and therefore, supersede and have sole authority over the CLUB’s individual Bylaws. In the event of a conflict the community association documents shall prevail.
- The CLUB shall have the responsibility to communicate with the CA’s Activities Department in coordinating the use of CA resources and scheduling use of facility space.
- The CLUB shall adhere to the use of Club Forms created and provided by the CA in the administration of club activities and provide the CA with all completed forms as required and submitted according to established schedules. (see attachment A)
- The CLUB shall maintain a minimum of 25 (twenty-five) registered Members at all times unless CA management recommends to the CA Board that special consideration is given for a lower number of registered Members.
- The CLUB shall have a minimum of ONE General Membership meeting during each calendar year. Notice of such General Membership meeting shall be provided to the Members no less than 30 (thirty) days before said meeting. During this meeting the agenda will include, at a minimum, an election of officers and presentation of the Club financial reports.
- A Quorum may be defined and established by the CLUB.
ARTICLE IV - MEMBERSHIP
- Membership shall be open to all Owners and Non-Owners in Good Standing with TPR CA.
- Other than established CLUB membership dues, Members will not be required to join any national, state, or regional affiliated organizations.
- The membership year shall be for a twelve-month period as specified by the CLUB.
- Annual membership dues shall be recommended or established by the CLUB Board.
- Dues are payable at the beginning of each membership year. Members will be considered delinquent after thirty (30) days. The treasurer will provide a receipt for all dues paid in cash.
- All current Members in Good Standing shall be entitled to vote at regular and special meetings of the CLUB and to participate in all CLUB social activities.
- Disciplinary procedures shall follow Rule 9 of the TPR Association’s rules as may be amended from time to time by the CA Board.
- Proper conduct and common courtesy are expected from all CLUB Members. If a Member’s behavior is undesirable or inappropriate, his/her CLUB membership may be terminated by recommendation of the CLUB Board on behalf of the CLUB to the CA Executive Director.
ARTICLE V - ELECTION OF OFFICERS AND TERM OF OFFICE
- Elections shall take place every one or two years and be held prior to the term starting on April 1st.
- The CLUB shall elect its officers consisting of a President and Treasurer and at least one other officer.
- The CLUB shall establish a Board of an odd number of elected officers, which will include the President and Treasurer.
- All officers elected shall serve without compensation. All officers must be Owners/Non-Owners, in Good Standing with TPRCA.
- Term of office for all officers shall be for one or two years and will be from April 1stof the first year through March 31stof the appropriate year.
- Any midterm vacancies shall be appointed by the remaining CLUB Board.
ARTICLE VI - RESPONSIBILITIES OF OFFICERS
- President -The President shall be responsible for acting as the CLUB spokesperson.
- Attend all meetings held by the CA for Club Officers.
- Preside at all meetings except the CLUB Committee meetings, if any.
- Attend all CLUB Committee meetings, if any.
- Approve and submit all communications to the CA requiring action by the CA Executive Director in writing.
- Approve all communications delivered to the Membership verbally, in writing or by email prior to dissemination of information.
- Responsible for completing and submitting master calendar event requests for CLUB events.
- Responsible for the CLUB organization.
- Create and appoint CLUB Committees, if necessary.
- Reconcile the petty cash fund quarterly.
- Attend the CA Board meetings, when necessary.
- Treasurer -Shall be responsible for the following:
- Oversee all financial transactions pertaining to the CLUB and keeping the President apprised of all current transactions.
- Deposit all funds collected from CLUB Dues or CLUB activities through the CA within two (2) business days. (If a large amount is anticipated, contact CA staff for directions).
- Submit when necessary, appropriately signed “Funds Request” form to the CA office, along with an invoice or receipt of purchase to substantiate the request.
- Prepare monthly reconciliation of all CLUB financial transactions, report and resolve discrepancies with the CA accountant.
- Maintain and balance the CLUB’s Petty Cash Fund monthly and follow the CA Petty Cash Procedure.
- Maintain inventory records and conduct at least an annual reconciliation of all equipment and supplies, if any.
- Maintain all financial records in compliance with CA requirements.
- Prepare and provide to the CLUB Board and General Membership an Annual Financial Report.
- Prepare an annual budget for CLUB approval. When approved, submit the budget to the Activities Director.
- Notify the CA management if the CLUB’S membership year is other than a calendar year.
- Vice-President -If applicable, the Vice President shall assist the President and, in case of absence of the President, is responsible for performing the duties of the President.
- Attend with the President, all meetings held by the CA for Club Officers.
- Complete and submit, upon approval of the President of the CLUB, the CA “Notification of New Officers” form and any/all forms required from the CLUB for submission to the CA.
- Review the annual inventory reconciliation.
- Assist the President in organizing CLUB social activities.
- Support the President in all CLUB activities and meetings.
- Secretary -If applicable, the Secretary shall be responsible for the following:
- Maintain current contact list of all Members.
- Maintain current CLUB Roster of all registered Members and, upon approval of President, submit CLUB Members Roster to the CA on or before May 31stof each year.
- Prepare and submit quarterly Participation Report to the CA by the 15thof the month following the end of each quarter.
- Take the minutes of all Board and General Membership Meetings.
- Retain all CLUB records, including but not limited to, correspondence and meeting minutes (current year plus two previous years); participation reports (current and prior year).
- Other Responsibilities -CLUBS not having a Vice-President or Secretary, responsibilities will be performed by other members as delegated by the President of the CLUB.
- Maintain and be responsible for the CLUB website.
- Prepare and submit monthly articles for inclusion in the San Tan Press.
- Perform other responsibilities as the CLUB President assigns.
ARTICLE VII - FINANCIAL
- The fiscal year shall be January 1stthrough December 31stof each year.
- Financial records shall be retained for a period of not less than three (3) years.
- The officers of the CLUB shall designate officers able to authorize the approval to request checks from the CA for Board approved expenses.
- If a CLUB should choose to gift or pay for services, the CLUB must follow Article VIII to establish a Bylaw addendum and communicate such addendum to the CLUB.
- If a CLUB chooses to maintain a petty cash fund, the CLUB Board must establish the fund’s amount and single payment limit. A CLUB Board may also authorize temporary increases in the petty cash fund amount and single payment limit based on CLUB activities.
- If a CLUB chooses to donate funds and/or goods to an organization, it must establish and follow an addendum to their Bylaws. The CLUB Membership must approve the donation.
ARTICLE VIII - ADDENDUMS TO BYLAWS
- Proposed Addendums to Bylaws must be provided to all Members either by way of telephone, posting in the CLUB designated area, email or any other method that reaches the General Membership at least 14 (fourteen) days prior to the noticed meeting. To modify the Bylaws of the CLUB requires a majority vote of the Members present at the noticed meeting for such purpose. The Bylaws are not effective until approved by the CA Board.
ARTICLE IX - STANDING RULES
- Standing Rules that document the operation of the CLUB may be adopted by a majority vote of the membership present.
ARTICLE X - DISSOLUTION OF CLUB
Prior to the CLUB dissolution, all debts must be satisfied. All CLUB property and assets shall be turned over to the TPR CA. Members may be held liable for incurred debts that are not satisfied by the CLUB’s assets.
Revised March 13, 2020
TRILOGY NINERS GOLF CLUB STANDING RULES
Revised November 6, 2018
Club will be known as Trilogy Niners Golf Club (TNGC).
Definition of Standing Rules:
Standing Rules are the collection of motions in effect, current policies and procedures of an organization (TNGC). They may be changed at any time by a majority vote of the Members attending a General Meeting. Standing Rules are maintained as a reference for Board Members, committees, chairs and interested members. As the Board passes new motions that impact the function of the TNGC, such motions will be added to the document. Standing Rules shall be available to all members in the same fashion as the By-Laws.
1. Eligibility – Membership must be current and possess an established AWGA handicap.
2. TNGC plays Wednesday afternoons. Tee time and date exceptions are defined in the schedule of events.
a) The weekly fee is $3.00 for standard weekly games. The $3 will be paid at the same time the green fees are paid. Members sign up on our Gmail account (Trilogyniners@gmail.com) from Wednesday morning until Saturday evening.
b) Cancellations for weekly play must be communicated to the Pairings Chair by Tuesday prior to golf, or the President by 10 am on Wednesday prior to golf.
c) Exceptions may be made by the Board.
d) The Trilogy Golf Pro Shop will calculate the winners and provide and post results promptly.
e) The prize fund is paid to winners in the form of Trilogy Golf gift certificates.
f) If there are more members signed up than tee times available, there will be a lottery to determine players for that day.
3. Members are responsible for green fees to the Pro Shop.
4. The TNGC adheres to the AWGA local rule that allows the use of distance measuring devices.
5. A guest may only play with the TNGC three (3) times in a year. A guest willl not pay the weekly fee nor be able to be eligible for prize money. The Guest will be scheduled to play only after all regular TNGC Members have been given a tee time.
6. The maximum handicap used in TNGC competition is 42.
7. The scorecard must be signed by a player from each golf cart before turning in to the Pro Shop.
8. The TNGC Board is emphatic to keep the standards set up by the USGA and the AWGA so the game of golf remains a game of integrity. This is difficult as there are no referees on the golf course so it requires the cooperation of the entire club.
9. It is the duty of each foursome to ensure correct scoring in their group. If there is any doubt as to a penalty stroke, play 2 balls and ask the Pro at the end of the round. DO NOT sign the scorecard until the correct scoring is resolved.
10. Players are responsible for posting their own scores to the AWGA website unless notified otherwise. In the TNGC, the Handicap Chair will post all scores for league play. Play from other courses or games, other[MS1] than league play, are the responsibility of the member. If you play, you post winter or summer scoreson any course you play. If you do not finish a round or pick up on a hole, the Pro Shop will help you determine your score. Random checks will be done by the Handicap Chair to ensure everyone is posting.
11. Players who are physically unable to play all nine holes will be allowed to play as many holes as they can. However, they will not be eligible to play in the weekly money game and will not pay the $3 fee.
12. Incorrect posting and/or scoring will result in a player being ineligible for weekly games and events.
13. Proper conduct and common courtesy on and off the course are essential for a successful Club. A player whose continued behavior projects an undesirable or inappropriate image will be at risk of losing their membership in the Club.
14. The Board will prepare a Schedule of Events for social and competitive activities which will be posted and published at the beginning of the season.
15. The Pairings Chair will assign pairings for weekly play by using a lottery system and send them to the President for review before dissemination to the members no later than Tuesday prior to Wednesday play.
16. A Championship Tournament for the season is a low gross championship.
a) The low gross Championship is a two-day competition. It may be an eclectic tournament to be decided by the Championship Committee.
i) Member with current established handicap.
ii) Participated in TNGC golf a minimum of four (4) times prior to the tournament.
iii) Exceptions may be made by the Board.
iv) During the Championship event, scorecards are kept in the opposite cart from the player. NO ONE keeps their own official score.
17. The Annual Banquet will be held in the spring after the second day of the Championship Tournament play. Championship prizes and other year-end awards will be presented.
18. Nominations and Election – The Nominating Committee Chair will be appointed by the President.
a) No member of the Nominating Committee may seek an office while serving on the committee. If a member wishes to pursue an office, the member must officially resign from the committee.
b) Officers will be elected by March 31st.
c) New officers take office effective June 1st.
d) TNGC year runs from June 1stto May 31st.
e) If only one candidate has been recruited and nominated for an office, the candidate may be elected by unanimous consent or acclamation by a show of hands.
f) The Nominating Committee shall conduct the election, prepare, distribute, collect, authenticate and count ballots.
g) The Board shall certify and announce the results of the election.
19. Financial Policies:
a) All funds must be authorized by a person other than the person requesting funds or reimbursement.
b) All Committees that collect or disburse funds must document income and expenses and submit a financial record. The committees will follow correct procedures as written out by the Treasurer.
c) Checks for entry fees and other expenses must be made payable to Trilogy at Power Ranch with the name of the event listed in the check’s memo line.
20. Special Funds:
Hole in One Fund: This is not a mandatory payment. Members may pay five (5) dollars to the Hole in One Fund in addition to annual dues. The Fund may only be won in TNGC events and payout will be at the Awards Banquet. The Hole in One is payable at $500 per incident within a season.
21. Board or member approved policies shall become part of the Standing Rules.
a) Refund Policy: Members are entitled to a full refund for special events and tournaments if cancellation is made prior to the registration deadline. After the deadline, no refund will be given.
b) Pace of Play and Safety Policy: The TNGC pace of play includes suggestions to stay on pace. Keep up with the group ahead of you and be ready to play when it is your turn to play. Regardless of pace, no player should hit until the group in front is safely out of reach of your best shot. A nine-hole round should be completed in no more than 2 hours and 15 minutes.
22. Committee chairs are appointed by the President with approval of the Board. The Committee receives authority from the Board and shall communicate with the Board regarding activities.
23. All TNGC players will play from the Red Tees for all events.
24. TNGC Membership is capped at 70 members per season. Preference will be given to any member from the previous season. If more than 70 persons apply for membership, the Membership/Hospitality Chair maintains a wait-list for individuals who wish to play.
25. TNGC Membership dues are due no later than December 1.
26. TNGC Membership is not open to persons who hold membership in TLGA unless such dual membership was in place prior to the 2017-2018 season.
27. Any member assigned a tee time for a given week and fails to cancel said tee time forfeits the opportunity to play for two (2) weeks.
28. As defined in the By-laws organizational statement, the TNGC is a year-round Club that observes a fiscal year from June 1 through May 31. The Club observes League Season as beginning with the November Kick-Off Luncheon and running through the annual Horse Race Tournament in April. Summer Season begins the week after Horse Race to the November Kick-Off Luncheon.
29. Hole in One Fund and Ringer Card awards are not awarded for Summer Season play.
30. Rules and Scoring Conflict Resolution. If during course of play, there is a disagreement as to the Rules of Golf, members should follow this procedure. The process has several steps, but in most cases, resolution will be immediate.
If a player believes that another player in their playing group has miscounted a score or there is a disagreement in the group about whether a rule was followed, there needs to be an immediate discussion to resolve the issue. If a score is in dispute, it should be resolved before teeing off on the next hole. The player in question must be able to recall every stroke taken. This doesn’t need to be confrontational; just talk to each other. If an agreement can be reached, there is no reason to go to step two. However, please send the rules chair an email to let her know about the issue.
If an agreement can’t be reached, circle the number of the hole on the card and if it is a rules issue, the player affected should play 2 balls, one ball using her rule interpretation and another ball using the rule interpretation of the other members of the group. Both scores, if different, should be noted on the card. At the end of the round, if there is still a disagreement, no member of the playing group should sign the card. Contact the rules chair and she will talk with everyone in the playing group to try to resolve the issue. Most of the time, the rule will be clear and the issue can be resolved. However, there will be times when an issue will be left unresolved.
The rules chair will be monitoring resolved and unresolved issues on the course. There are two reasons for this. First, they will be looking for patterns where a number of disagreements about a miscounted score or following rules. In terms of scoring issues, the rules chair will have discussions with the player to discuss the importance of accurate scorekeeping, the effect on her playing partners when theycontinually have to count her score too, and tips on how to count—use beads, etc. In terms of rules issues, again, the rules chair will work with the player so that she has a better understanding of the rule(s) where there was a disagreement
There is a point, however, where education has been tried and an individual still is having repeated problems with counting her score or knowing the rules. In those rare cases, because these issues impact others in the playing group, the rules chair and her committee will notify the player that she can no longer compete for prizes within the league. This will be done after the vetting processing of the second occurrence of the violation. After the third breech of conduct within a season for the same offense, the rules chair and her committee, after consultation with the president, will ask the member to discontinue association with the Club for the remainder of that season.
This amends the November 6, 2018 Standing rules by:
1. corrects ending time for weekly sign up to play
2. adding procedural statement regarding Rules and Scoring Conflict Resolution.
3. clarifies steps of dispute resolution. Edited on 3/19/2019.