Temecula Creek Inn Women's Golf Club
By-Laws and Standing Rules
Article I Name
The name of the Club shall be Temecula Creek Inn Women's Golf Club, a non-profit organization (EIN #41-2163975). This organization will be referred to in the By-Laws and Standing Rules as Temecula Creek Inn Women's Golf Club, TCIWGC, or the Club.
Article II Major Objective of TCIWGC
The objectives of this Club are to promote, foster, regulate, develop and conduct amateur golf activities among the members of this Club.
A. To establish and maintain U.S.G.A. handicaps for all active members.
B. To promote and hold such social and recreational activities as the general membership may desire.
C. To cooperate and comply with the general rules and regulations of the U.S.G.A., except where local rules prevail.
Article III Affiliation
This Club shall be affiliated with the San Diego County Women’s Golf Association (SDCWGA), and Santa Margarita Women’s Golf Association (SMWGA).
Southern California Golf Association (SCGA) is licensed with USGA to maintain all member GHIN indexes.
Article IV Membership and Dues
Section 1:
Active membership is limited to women, minimum age 18, who agree to abide by and support the By-Laws and Standing Rule of this Club.
Section 2:
To qualify for membership at TCIWGC, a prospective member should complete an application and have an established GHIN/Index. The Board of Directors will review all applications prior to accepting an applicant as a member.
Section 3:
Memberships dues are payable annually or at such times as determined by the Board of Directors. The membership year shall be January 1st through December 31st.
Membership renewals are due and payable by October 15th and are delinquent after November 1st. Any payment received after November 1st is subject to a ten dollar late fee.
Players joining the Club during the year will pay the full annual membership fee.
Article V Officers and Board of Directors
A. The elective officers of the Club shall consist of President, Vice President, Secretary, Treasurer, Tournament, Membership, Handicap, and Social. The past president shall automatically assume the office of Parliamentarian. These officers shall be active, playing members of the Club. The elected officers constitute the Board of Directors.
B. Board meetings are called to prepare for General Meetings and to address any issues that arise for the Club or the members. There must be a quorum of Board Members present to handle Club business and vote on issues.
C. The President shall appoint the following committee chairs: Website Administrator, Rules, Ringer, Publicity, Birdie/Chip-in/Sandy, Sunshine, and delegates to SDCWGA and SMWGA. At the President’s discretion any chair or member who may be working on a special project may be asked to report to the Board meeting. Any member of the Club may sit in on a Board meeting.
D. The term of office shall be one year. No member shall hold any one office for more than two consecutive years.
E. All vacancies shall be filled by appointment of the President with the approval of the Board of Directors.
F. At the discretion of the Board, an individual officer may assume the responsibilities for more than one office simultaneously if the circumstances warrant.
Article VI Duties and Responsibilities of Elected Officers
The President shall:
- Preside at all meetings.
- Be ex-officio member of all committees except the nominating committee.
- Guide and supervise all activities and policies of TCIWGC.
- Appoint chairs of committees or special projects as deemed necessary with the approval of the Board.
- Appoint an auditor to audit books of the Treasurer at the end of the term.
- Execute contracts on behalf of the Club, as required to secure event schedules and services. The Board of Directors will be apprised of all contracts.
- Review and maintain a file of all active contracts.
The Vice-President shall:
- In the absence of the President, have and perform the powers and duties prescribed for the president.
- Succeed the presidency should that office be vacated during the regular term.
- Assume any other duties requested by the President.
- Coordinate the annual Member-Guest, President’s Cup (aka Queen’s Cup), and oversee all special events (i.e. the He Said/She Said, Mini-Guest, etc.).
- Request the appointment of an assistant if deemed necessary. - Execute contracts on behalf of the Club, as required to secure event schedules and services. The Board of Directors will be apprised of all contracts.
- Purchase a gift for the out-going President and present it at the installation of new officers.
The Membership Chair shall:
- Receive applications for membership from new members and notify the Board of new members’ information.
- Ensure that new members are entered into the website with all pertinent information, including the ability to sign up for tournaments on-line.
- Provide each new member with information which acquaints them with the Club, its personnel and activities and how to access information on the Club website.
- Introduce new members both at a General Meeting and on the website News and “Featured Member” pages.
- Ensure that adequate and accurate instructions are maintained on how to handle all aspects of the player database.
-Publish a membership roster periodically throughout the year, as warranted by changes to the membership.
The Handicap Chair shall:
- Be responsible for establishing, verifying and recording of handicaps for all members in accordance with the rules and regulations of the U.S.G.A.
- Verify that players posted their weekly scores within 72 hours, and post their scores, if necessary.
- Maintain active Handicap Certification.
- Represent the Club in all matters related to SCGA.
- Award the Most Improved Golfer for the year with an appropriate gift at the year-end Holiday event.
The Tournament Chair shall:
- Prepare a calendar of events and course assignments to be approved by the Board and Pro Staff. This will be made available to all members.
- Ensure that adequate and accurate instructions are maintained in the Tournament manual.
- Train Quarterly Tournament Coordinators to set up, run, and score weekly play days.
- Schedule and supervise all tournaments, including the weekly sweeps, other than the special tournaments itemized in the Vice President’s responsibilities.
- Distribute prizes and awards, post results of all club tournaments and sweeps on the Club website.
- Keep a record of tournament funds, to include monies paid out for awards or prizes.
- Maintain score cards for one year, and game summaries and winnings for two years.
- Execute contracts on behalf of the Club, as required to secure event schedules and services. The Board of Directors will be apprised of all contracts.
The Secretary shall:
- Record and keep minutes of the general monthly meetings and Board meetings.
- Post the Meeting Minutes on the website each month for member review.
- Be responsible for all correspondence at the direction of the President and Board of Directors and be custodian of the Club’s permanent files.
- Retain minutes of general monthly meetings and Board meetings for 3 years.
The Treasurer shall:
- Prepare an annual budget for approval by the Board before the October Board meeting. Subsequent to the Board’s approval, the Treasurer shall submit the budget to the membership for approval at the next General meeting.
- Obtain approval from the Board for an unbudgeted expenditure of more than $100.
- Receive and be accountable for all monies and make all distributions. Keep itemized account of all receipts and expenditures and render monthly/annual report of same. The monthly report shall be posted on the website for member review.
- Deposit funds of the Club in a bank selected by any two of the following: President, Treasurer, Vice-President or Secretary.
- Present books for audit at termination of the fiscal year.
- Retain all bank records and financial reports for 5 years.
The Social Chair shall:
- Schedule, coordinate and supervise all social activities such as luncheons, pizza party and Holiday party.
- Execute contracts on behalf of the Club, as required to secure event schedules and services. The Board of Directors will be apprised of all contracts.
The Parliamentarian shall:
- Ascertain that Robert’s Rules of Order (revised) shall be the authority in all questions of parliamentary law not covered by these By-Laws Article.
- Serve in an advisory capacity to the Board and ensure compliance with these By-Laws.
VII Duties and Responsibilities of Appointed Chairs
The Website Administrator shall:
- Ensure that the domain and golf club software licenses are maintained.
- Ensure that all functions of the website are operating properly and interface with the website provider regarding any technical problems.
- Maintain user ID’s and passwords for all required levels of access to the website.
- Interface with all Officers and Committee Chairs responsible for website functions.
- Maintain up-to-date files for member access.
- Train new members on website use.
The Rules Chair shall:
- Be equipped to explain golf etiquette, enforce all rules of the U.S.G.A. and answer any questions regarding local ground rules, tournament rules, etc. if necessary, with the help of the local Pro.
- Prior to a tournament she shall post any regulations the Tournament Chair may request.
The Publicity Chair shall:
- Update News Items and photos on the Club website to publicize upcoming events or issues and report on them afterwards.
- Update TCIWGCC bulletin boards with current Club information and pictures, as appropriate.
The Ringer Chair shall:
- Notify all new members of the opportunity to join.
- Collect $5.00 from participants every three months.
- Keep and post changing record of lowest score per member per week during the three month period.
- Distribute money to the low- gross and net winners of each 9-hole course at the General meeting every quarter.
Birdie/Chip-In/Sandy Chair shall:
- Notify all new members of opportunity to join the Birdie/Chip-In/Sandy registry.
- Collect money from members who wish to participate. Members may pay on a quarterly or yearly basis.
- Keep track of members who make Birdies/Chip-Ins/Sandies each week.
- Prepare a quarterly report and distribute winnings at the first General Meeting following each quarter..
The Sunshine Chair shall:
- Send card and/or flowers or plants to ailing members, send condolence cards to members.
Delegates to SDCWGA and SMWGA shall:
- Post all tournament information and newsletters from the respective organizations.
- Alert members of upcoming events.
- Assist in the coordination of association events at TCI.
- Attend key meetings and events of the respective associations.
Article VIII Government and Management
The control and management of the affairs, funds and property of the Club shall be vested in a Board of Directors as outlined in Article V, who in turn, are subject to the By-Laws of the Club. The immediate Past President shall act in advisory capacity.
General meeting of all the members shall be held on the first Thursday of each month. At the discretion of the Board of Directors, this date is subject to change in case of a holiday, schedule conflict, or inclement weather. The Board of Directors may call special general meetings and the membership will be so advised one week in advance.
The Board of Directors shall meet once a quarter or at the call of the President. A quorum shall consist of a majority of the officers.
In case of dissolution of this Club the interim board will decide on an equitable distribution of existing funds to members and/or charity.
Article IX Nominations and Election of Officers
The election of officers shall be held annually. A nominating committee of three (none to serve more than two consecutive years) shall make nominations for each office. One of the committee will be appointed by the Board of Directors and two elected at the general meeting at least 60 days prior to the election date.
The Nominating Committee shall nominate at least one, and not more than two, candidate(s) for each office. Each candidate must have been a member of the Club for at least six months prior to election. The slate shall be posted and read at least 30 days prior to election date. Following the reading of the slate by the Nominating committee, the President shall call for nominations from the floor. Consent of nominees shall be obtained before floor nominations are made. If more than one name is placed in nomination for the same office, the elections shall be by secret ballot. Recommendations of the Nominating Committee shall be accepted if there is only one name placed in nomination for each office. Members of the Nominating Committee are eligible for office.
Elections shall be held at the November general meeting. Newly elected officers shall assume their duties at the first meeting in January.
Article X Rules of Order
Roberts’ Rules of Order (revised) shall be the authority in all question of parliamentary law not covered by these By-Laws.
Article XI Amendments
These By-Laws may be amended by new By-Laws adopted at any general meeting by a 2/3 vote of those members present provided the proposed amendment or By-Laws has been announced at the previous general meeting.
STANDING RULES
Regular Events
Ladies Play Day - Every Thursday.
General Meeting Day- First Thursday of the month following golf.
Membership
Annual Dues - Fees set by the Board prior to renewal date. Fees include SCGA fees for GHIN membership, the Club Holiday Party, and Club operating expenses. There is no refund of dues.
New Applicant
The new applicant can obtain an application at TCI Pro Shop or apply online at the club's website.
To qualify for membership at TCIWGC, a prospective member shall complete an application and should have an established GHIN/Index. If the applicant does not have an established GHIN/index, the applicant is invited to play five times with designated members on Thursday play days in order to determine an established handicap.
The Board of Directors will review all applications prior to accepting an applicant as a member.
Weekly Sweep
To be eligible for sweep wins, a member must pay the sweeps fee, play with at least one member, play the game of the day as instructed, turn in the requested number of scorecards which are to be legible, signed, dated and attested. Sweeps will be paid at each General Meeting monthly by the Tournament Chair or Coordinator.
Hole-in-One
If a member makes a hole-in-one during a regular Club Thursday play day, she will receive $100 from the Club. Her name, date of the event, and hole on which it occurred will be inscribed on a Club plaque.
Major Tournament Eligibility
Major tournaments are the Club Championship, President’s Cup (aka Queen’s Cup), and others as designated by the Vice President. These will be identified in the Club Calendar.
To be eligible for a major tournament, a player must have a valid handicap, been an active member for six months, and played six 18 hole rounds with Temecula Creek Inn Women’s Golf Club on regular Thursday play days during the six months prior to the tournament. Up to two of those qualifying rounds can be club team play.
Any member who is not eligible may submit a letter to the Board requesting a waiver of eligibility with an explanation for not meeting the requirements and request to participate in the tournament. The Board will determine whether to grant the individual eligibility.
Tournaments
The Tournament Chair shall define the weekly play day tournaments.
Any special events such as Member/Guest Invitational, Guest Appreciation Days, Jack and Jill events will be determined by the Board of Directors in concert with the Pro Staff. These will be shown in the Club Calendar.
Team Play
Team Play opportunities are available for interested Club members through San Diego County Women’s Golf Association (SDCWGA) and Santa Margarita Women’s Golf Association (SMWGA). Other opportunities may also arise. The Club has the authority to participate in Team Play activities with any organization it deems appropriate. The Board may appoint a Team Captain, assemble a team, define a team uniform, and in general foster the play. Individual players assume all the expense of participation in Team Play activities.
Picking up
A member who picks up her ball on any hole is automatically eliminated when the weekly sweeps are gross, net and putts. A member may pick up on a hole when the score on that hole is not included in that weekly sweeps game.
Rain Play
If rain begins after play has started the Tournament Director will flight those members who complete the round. Those not completing 18 holes will be eliminated from the day’s sweeps and no money refunded.
Play Day
Cancel with the Tournament Chair before day of play. Call the Pro Shop at least one half hour before tee time if it is necessary to cancel on a Play Day. Start times may not be passed to another player.
Dress
Dress for golf should conform to U.S.G.A. standards. No short shorts, bra or bikini tops permitted.
Scores
Each group must keep 3 scorecards: tournament, ringer and handicap. The tournament card must be signed by the scorekeeper and attested by all players in the group. The ringer and handicap must be attested by at least one other player in the group. The player is responsible for the accuracy of her score on the scorecards. All players are responsible for entering adjusted scores into the GHIN system as soon as possible after play.
Local Rules
The Tournament Chair shall define the Club local rules. These will be approved by the Board, and then posted on the website.
Complaints
Complaints or criticisms must be submitted in to the Board of Directors in writing and signed by the complainant.
Changes to Standing Rules
Request for changes to these Standing Rules may be made in writing to the Board of Directors. A request must be acted upon within three months.
(Last updated 12/2/19)
