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THE CALGARY LADIES GOLF ASSOCIATION
STANDING RULES - REVISED OCTOBER 12, 2006
BY-LAWS - REVISED APRIL 21, 2008
1. NAME:
The Association shall conduct its business under the name: The Calgary Ladies Golf Association ("the Association").
2. EXECUTIVE:
The Association shall be managed by an Executive made up as follows:
Past President
President
Vice President
Secretary
Treasurer
Calgary Ladies Closed Amateur Tournament Chairman
Senior Ladies Closed Tournament Chairman
Junior Ladies Closed Tournament Chairman
Calgary Ladies Medallist Series Chairman (formerly 12 & Under)
Tournament of Champions Chairman
Riley's Tournament Chairman
Website Administrator
A local provincial executive representative should be invited to attend the Association Executive meetings as "liaison personnel", having no vote on the Calgary Executive.
3. MEMBERSHIP:
Paragraph (1).
Membership in the Association shall be restricted to organized golf clubs located within forty (40) Kilometres from Calgary City Centre. They must be members in good standing of the Alberta Golf Association. To be eligible to play in any Calgary Ladies Golf Association sanctioned event, a player must be a member in good standing of a member club of the Association and must have a current RCGA Handicap Factor.
Paragraph (2).
All clubs belonging to, or applying for membership in the Association must be prepared to host the annual Calgary Ladies Closed Amateur Tournament, Senior Ladies Closed Tournament, the Junior Ladies Closed Tournament, Tournament of Champions, Riley's Tournament and Calgary Ladies Medallist Series as their turn comes up in rotation.
4. MEETINGS:
Meetings of the Association shall be held as follows:
A) Executive meetings - called at the discretion of the President
B) Spring General Meeting - April
C) Fall Annual General Meeting - October
5. VOTING:
Any member of an Association club may attend the Spring General Meeting and the Fall Annual General Meeting. However, only the President and the Captain, or their designated representatives, may be eligible to vote.
6. REPORTS:
A report will be given by each executive member at both the Spring General Meeting in April and at the Fall Annual General Meeting in October.
7. FISCAL YEAR:
The fiscal year end of the Association shall be the 31st of October of each year.
8. QUORUM:
A quorum required for the spring and fall meetings will be 60% of the existing clubs belonging to the Calgary Ladies Golf Association represented, in person, at the meeting.
9. SIGNING OFFICERS:
The President together with any one of the Secretary or Treasurer.
10. BUDGET:
The Treasurer shall present a financial report at both the spring and the fall meetings.
STANDING RULE: (October 21, 2002) Any increase to a tournament entry fee must be supported by a budget proposal prepared by the tournament chair and presented to the executive committee for review and approval no later than the Spring Executive meeting. A tournament chair may request a special executive meeting for this purpose.
11. DUTIES OF THE OFFICERS:
PRESIDENT
Presides over all meetings. She is a member of the Host Club of the Calgary Ladies Closed Amateur Tournament.
STANDING RULE: (April 26, 1993) The Calgary Ladies Golf Association will provide a Keeper Trophy for the City Junior Champion yearly, providing funds are available.
STANDING RULE: (March 30, 1996) the yearly Keeper Trophy to the Calgary Junior Ladies Amateur champion will be a silver ring.
VICE PRESIDENT
In the absence of the President, presides over all meetings. She will be in charge of running the C.H.A.M.P.S. competition, organizing play with the assistance of the Vice Presidents of all participating clubs.
STANDING RULE: Entry of any new golf clubs in the C.H.A.M.P.S. competition must be in writing, fielding both "A" Division and "B" Division teams, and must be received by the Vice President prior to the Association's Fall Annual General Meeting.
STANDING RULE: (March 30, 1996) To qualify for entry into the C.H.A.M.P.S. competition, a NEW club's membership must have a minimum of 12 "A" and 12 "B" Division players.
STANDING RULE: (March 30, 1996) When a club applies to participate in C.H.A.M.P.S. there must be another club on the waiting list in order for approval to participate the next year. If there is no other club waiting to start, the applying club will be put at the top of a waiting list until a second club applies for entry into C.H.A.M.P.S.
A Club applying to participate in C.H.A.M.P.S must first qualify for the minimum requirements before it can go on the waiting list.
Responsible for engraving on trophies for the C.H.A.M.P.S. competition as well as the presentation of trophies and certificates at the end of the season. She will be a member of the Host Club of the following year's Calgary Ladies Closed Amateur Tournament.
SECRETARY
Keeps minutes of the meetings. Helps the President with correspondence: writes to clubs regarding tournament dates for the following year; includes minutes of the Spring or Fall meeting and Notice of Spring or Fall meeting in the packages handed out at the respective Spring or Fall meetings.
TREASURER
Has charge of all monies and gives report at meetings.
STANDING RULE: (October 3, 2005) To make it equitable for all clubs, the assessment be set at $1.00 per lady member per year, which includes the Junior assessment, with a minimum of $25.00 per club.
STANDING RULE: (October 21, 2002) The Treasurer will present a budget for the next year to the membership at the Fall General Meeting as part of the Treasurer's report. The executive may rescind the above-noted administration fee if it is determined through the budget proposal that the funds are not required.
STANDING RULE: (March 30, 1996) A Treasurer's Summary, not a detailed Treasurer's Report is to be included in the Spring & Fall meeting package.
STANDING RULE: (March 30, 1996) Any excess revenues from tournaments are brought into the general fund and are to be used, where necessary, by all Calgary Ladies Golf Association sanctioned events.
CITY RULES CHAIRMAN
To be available in and advisory capacity to the Rules Chairman of the host clubs of all Association City Tournaments.
To provide a qualified official to assist with rules decisions on days of play during all Association Tournaments.
STANDING RULE: (October 19, 1998) The City Rules Chairman will be a two year position: Year 1 - Assistant Rules Chairman for the Calgary Ladies Closed Amateur Tournament (provided by the club hosting the tournament the following year); and Year 2 - Ladies Amateur and Rules Chairman for the Calgary Ladies Golf Association.
STANDING RULE: (April 3, 2006) The City Rules Chairman be abolished due to difficulty filling this position.
PUBLIC RELATIONS CHAIRMAN(PUBLICITY)
Will co-ordinate all Association City Tournaments with the appointed Public Relations Chairman from each host club. The Association Public Relations Chairman will do all the basic groundwork, providing to the media all city tournament information.
The Public Relations Chairman will provide guidelines to the host clubs and will be available to assist the host club's public relations chairman in reporting tournament results to the media.
STANDING RULE: (October 19, 1998) The Public Relations Chairman will be a two year position: Year 1 - Assistant Publicity Chairman for the Calgary Ladies Closed Amateur Tournament (provided by the club hosting the tournament the following year); and Year 2 - Ladies Amateur and Publicity Chairman for the Calgary Ladies Golf Association.
STANDING RULE: (October 12, 2006) The Public Relations Chairman be abolished due to difficulty filling this position.
CALGARY LADIES MEDALLIST SERIES CHAIRMAN
Makes all arrangements for, and notifies clubs of, place and time of event. This chairman to be selected or be a volunteer from this group of golfers.
SENIOR LADIES CLOSED TOURNAMENT CHAIRMAN
Organizes and runs the Senior Ladies Closed Tournament. She is named from the host club and her name is to be announced at the Fall Annual General Meeting proceeding her year in office.
JUNIOR LADIES CLOSED TOURNAMENT CHAIRMAN
Organizes and runs the Junior Ladies Closed Tournament. She is named from the host club and her name is to be announced at the Fall Annual General Meeting proceeding her year in office.
STANDING RULE: (October 3, 2005) All member clubs are to provide financial support for the Junior Ladies Closed Tournament with a contribution of $0.50 per lady member, which is included in the $1.00 per lady member per year assessment under Treasurer.
CALGARY LADIES CLOSED AMATEUR TOURNAMENT CHAIRMAN
Organizes and runs the Calgary Ladies Closed Amateur Tournament. She is named two years prior to her home club hosting this tournament. She will work as Assistant Draw Chairman two years prior, Draw Chairman one-year prior, then as Chairman the last year.
TOURNAMENT OF CHAMPIONS CHAIRMAN
Organizes and runs the Tournament of Champions.
TOURNAMENT PURPOSE:To recognize the Lady Champions of the Calgary Ladies Golf Association member clubs.
RILEY'S TOURNAMENT CHAIRMAN
Organizes and runs the Ladies Division of the Riley's Best Ball Tournament.
NOTE: The Chairmen in charge of their respective committees are to keep the Executive advised of the dates and functions of each group.
NOTE: The clubs that are hosting tournaments the following year must submit Chairmen names for the new Executive member listing prior to the Fall Annual General Meeting.
12. CONDUCT OF MEETINGS:
Meetings shall be conducted according to Robert's "Rules of Order".
13. MEMBER CLUB EXECUTIVE LIST:
The Member Club Executive List is for the express use of Calgary Ladies Golf Association Member Clubs and not to be used for solicitation in any manner.
*** END-OF-BYLAWS ***
NOTE:
- ALL POSITIONS REQUIRE COMPUTER KNOWLEDGE
- THE CLUB HOSTING THE AMATEUR SELECTS A LADY TO ACT AS PRESIDENT AND ANOTHER TO ACT AS AMATEUR CHAIRPERSON FOR THREE YEAR TERMS
- PACKAGE ENCLOSURES MUST BE GIVEN TO THE SECRETARY PRIOR TO MEETINGS
- ALL REPORTS TO BE E-MAILED TO THE SECRETARY ONE WEEK PRIOR TO THE SPRING & FALL EXECUTIVE AND GENERAL MEETINGS
- EACH POSITION MUST MAINTAIN A DETAILED JOB DESCRIPTION
PRESIDENT:
TERM: 3 YEARS
HEADS EXECUTIVE
Year prior to hosting amateur - Vice-President
Year of Amateur - President
Year after Amateur - Past President
FROM CLUB HOSTING AMATEUR THE FOLLOWING YEAR
Year 1 - Vice President of Calgary LGA
- attend Calgary LGA Executive and General meetings (4)
- organize C.H.A.M.P.S. interclub matches and attend Wind-up
- work with Amateur Draw to select committee members
- is primary Calgary LGA liaison for Junior Girls Tournament
Year 2 - President of Calgary LGA
- prepare Agenda and chair Calgary LGA Executive and General Meetings (4)
- prepare Welcome for Website
- obtain written confirmation for Hosting Clubs
- send letter & Volunteer Positions to Ladies Section of Host Clubs and request name of Chair
- advise Diane Williams (5 Year Planning) of all confirmations
- liaison for Calgary LGA Executive, RGA, AG, Calgary Men's
- up-date Volunteer Positions, Tournament Guidelines
- store and track Inventory, including banners, flags
- is primary Calgary LGA liaison for Amateur Tournament
Year 3 - Past President of Calgary LGA
- up-date Summaries of Minutes, Champs, Tournaments
- is primary Calgary LGA liaison for Senior Ladies Tournament
SECRETARY:
Term: 1 year
ON EXECUTIVE
FROM CLUB HOSTING AMATEUR or ANY MEMBER CLUB
- attend Calgary LGA Executive and Gemeral Meetings(4)
- prepare and distribute notice of Spring and Fall Executive and General Meetings
- assist President in preparing the Agenda for the 4 meetings
- record and distribute Minutes of Meetings
- call the roll and record attendance at General Meetings
- correspond with Member Clubs
- create,maintain and distribute list of member Club executives
- compile and distribute Club information packages for Spring and Fall meetings
- maintain the Secretary files
- MAY also be the Secretary of the Ladies Amateur Tournament
TREASURER:
Term: 1 Year
ON EXECUTIVE
FROM THE CLUB HOSTING THE AMATEUR TOURNAMENT
- attend Calgary LGA Executive and General Meetings (4)
- collect and pay monies for the Calgary LGA
- collect and pay monies for the Amateur, Senior and Junior tournaments
- maintain accounting books and bank accounts
- work with the Secretary to send out invoices prior to the Spring meeting
- MAY also be the Treasurer of the Ladies Amateur tournament.
CITY AMATEUR SHADOW DRAW CHAIR:
TERM: 2 YEARS
ON EXECUTIVE
FROM CLUB HOSTING AMATEUR TOURNAMENT 2 YEARS FROM CURRENT YEAR
Year 1 - City Amateur Shadow Draw
- sit on Calgary LGA executive and attend meetings (4)
- work with Amateur Draw Chair throughout planning, organizing and execution of the Amateur tournament
- becomes Amateur Draw Chair the following year when their club hosts the Amateur
Year 2 - City Amateur Draw Chair
- sit on Calgary LGA executive and attend meetings (4)
- design entry form and poster
- email Entry Forms, Information package to Website Administrator
- receive all tournament entries and notify of acceptance into tournament
- create the draw for 1st and 2nd rounds (3-somes by flights converting index to handicaps) and 3rd round (based on previous 2 rounds)
- organize day 1 registrations
- determine flight and tournament winners (break ties and playoff requirements
- insure tee times (ProShop) and results are forwarded in a timely manner to the Website Administrator
- continually work with the Shadow Draw Chair (next years' City Amateur Draw Chair) to ensure experience and knowledge is passed on with regards to the duties of next years' Amateur Draw Chair
CITY AMATEUR SHADOW CHAIR:
TERM: 2 YEARS
ON EXECUTIVE
FROM CLUB HOSTING AMATEUR TOURNAMENT TWO YEARS FROM CURRENT YEAR
Year 1 - City Amateur Shadow Chair
- sit on Calgary LGA executive and attend meetings (4)
- works with Amateur Chair throughout planning, organizing and execution of the Amateur Tournament
- becomes Amateur Chair the following year when their club hosts the Amateur
Year 2 - City Amateur Chair
- sit on Calgary LGA executive and attend meetings (4)
- organize the Amateur Tournament
- select committee
- chairs meetings
- prepare tournament budget with Treasurer and ensures budget is adhered to
- be responsible for the organization and smooth running of the tournament
- compile and provide tournament information to Calgary LGA executive and general membership
- continually work with Shadow Amateur Chair (next years' Amateur tournament
SENIOR LADIES TOURNAMENT CHAIR:
TERM: 1 YEAR
ON EXECUTIVE
FROM CLUB HOSTING THE SENIOR TOURNAMENT
- sit on the Calgary LGA executive and attend meetings (4)
- organize the Senior Ladies Tournament
- select a committee, including Rules and Publicity positions
- prepare budget with City Treasurer
- all funds channeled through the City Treasurer
JUNIOR LADIES TOURNAMENT CHAIR:
TERM: 1 YEAR
ON EXECUTIVE
FROM CLUB HOSTING THE JUNIOR TOURNAMENT
- attend Calgary LGA executive and General meetings (4)
- organize the Junior Ladies Tournament
- select a committee including Rules and Publicity positions
- prepare budget with City Treasurer
- all funds channeled through the City Treasurer
- attend Junior Tournament the year prior to hosting to observe
MEDALIST SERIES TOURNAMENT CHAIR
TERM: Continuous
ON EXECUTIVE
- sit on the Calgary LGA executive and attend meetings (4)
- organize the Medalist Series
- prepare budget
- all funds channeled through the Medalist Chair
- email Entry Forms, Information package to Website Administrator
- email weekly results to Website Administrator
- attend a Medalist Series Tournament the year prior to hosting to observe
TOURNAMENT OF CHAMPIONS CHAIR
TERM: Continuous
ON EXECUTIVE
- sit on the Calgary LGA executive and attend meetings (4)
- organize the Tournament of Champions
- prepare budget
- all funds channeled through the City Treasurer
- email Entry Forms, Information package to Website Administrator
- email results to Website Administrator
RILEY'S MATCH PLAY CHAIR
TERM: Nominated and Continuous
ON EXECUTIVE
- sit on the Calgary LGA executive and attend meetings (4)
- organize the Riley's Match Play
- prepare budget
- all funds channeled through the Riley's Chair
- subsidized by Riley's Inc. and self-sustaining
- email Entry Forms, Information package to Website Administrator
- email results to Website Administrator
WEBSITE ADMINISTRATOR
TERM: Continuous
ON EXECUTIVE
- post all information regarding dates, standings, winners on website
PUBLICITY:
TERM: 1 YEAR
FOR EVERY TOURNAMENT EXCLUDING C.H.A.M.P.S.
As of 2006 NO LONGER CITY POSITION - recruiting for 3 events difficult
FROM EACH HOST CLUB
- member of tournament committee and attend meetings
- work with draw chair (Amateur) or Chair to send out promotional material for tournament at same time as entry forms
- arrange publicity for the Tournament
- work with the media to get tournament information to the public
- confirm media contacts and formats required Amateur publicity should pass on to all other tournament/publicity Chairs
- send out news releases during the tournament
- send out information each day after play is completed
- accompany media on the course during the tournaments
- arrange for photos during tournament and at awards AND LABEL them
- photocoy newspaper clippings as newsprint fades
- email Entry forms, Information package to Website Administrator
- email DAILY results to Website Administrator
RULES:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
As of 2006 NO LONGER CITY POSITION - recruiting for 3 events difficult
FROM EACH HOST CLUB
- sit on committee and attend meetings
- for Amateur attend 2 days Provincial Rules Clinic (all expenses paid)
- assist in arranging pin placements and information sheets for players
- assist in establishing local rules including methodology for tie breaks
- assist in developing player handout information
- arrange for radio rental
- enlist qualified ALGA/CALGARY LGA personnel for assistance and rulings
- be on course providing rules assistance
SOCIAL:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
FROM EACH HOST CLUB
- sit on the tournament committee and attend meetings
- organize the social aspects of the tournament
- organize and attend Volunteer Appreciation Night
- organize breakfasts and lunch for players/volunteers/rules officials for each day of the tournament
- organize wind up dinner/entertainment(include tournament committee plus Rules officials)
PRIZES:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
FROM EACH HOST CLUB
- sit on tournament committee and attend meetings
- organize and buy prizes for the tournament
- solicit sponsorship and door prizes, if desired
- arrange for engraving of trophies
- arrange for nametags for committee and volunteers
- arrange for tournament pin
VOLUNTEERS:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
FROM EACH HOST CLUB
- recruit and organize the volunteers for the tournament(drivers,spotters, scorers, etc.)
(li>set up work schedules for volunteers
- distribute info, pins, nametags, written material on Volunteer Appreciation night
- oversee distribution and collection of volunteer vests
- shuttle volunteers to position during tournament
- organize and attend Volunteer Appreciation Night
- work with Social Chair to organize breakfasts on tournament days
- work with Social Chair to organize lunch for volunteers and rules officials
TOURNAMENT SECRETARY:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
- required for Amateur only if position not taken by Calgary LGA Secretary
- required for Senior and Junior Tournaments
- record and distribute minutes for meetings of tournament organizing committee and handle such correspondence as required
TOURNAMENT TREASURER:
TERM: 1 YEAR
FOR AMATEUR, JUNIOR & SENIOR TOURNAMENTS
- required for Amateur only if position not taken by Calgary LGA Treasurer
- required for Senior and Junior Tournaments
- prepare tournament budget with Tournament Chair
- manage tournament entry fees and expenditures
- prepare an accounting of expenses
NOTE:
The Chairmen in charge of their respective committees are to keep the Executive advised of the dates and functions of each group.
The clubs that are hosting tournaments the following year, must submit Chairmen names for the new Executive member listing, prior to the Fall Annual General meeting.
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Revised: 10/25/2009
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