Willow Park Men’s Club
PO Box 2600 • Castro Valley, CA • 94546 • willowparkmensclub.com

Articles of the Constitution and By-Laws of the Willow Park Men’s Club
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Article I – The Club
Article II – Membership/Fees Collected
Article III – Governing Board/Committees
Article IV – Elections, Appointments
Article V – Officer Duties Defined but not Limited to
Article VI – Rules of Play
Article VII – Meetings
Article VIII – Club Champion
 Article IX – Club Tournaments/Qualifiers
Article X – Amendment Procedures

Last Updated on 09/28/05

 Article I – The Club 

The golf club is herein known as the Willow Park Men’s Club (aka WPMC). It is created as a Non-Profit golf club for the purpose of organizing and promoting club tournaments for members to play and enjoy the game of golf in a professional and social environment.

Article II – Membership/Fees Collected

Section 2:           Full Membership fee for new and returning will be set by the Governing Board to include but not limited to the NCGA fee and dues for membership into the club. Full membership will require no entry fee for men’s club tournament play

Section 3:           Associate memberships will be made available at a reduce fee to be set by the Governing Board.  Associate members are eligible to participate in any club tournament. They will be required to pay the normal tournament fee plus an additional “Entry” fee of $15 in addition to the regular entry fee paid by a full member. This additional fee can be waved or subject to change with the a majority approval vote of the Governing Board.

Section 4:           Deadlines for receipt of membership forms with applicable fee is to be established by the Governing Board to meet NCGA deadline. Membership forms received after the established deadline will be accessed an additional $10.00 late fee as prescribed by the NCGA.

Section 5:           New members joining during the month of October or November for the next calendar year will be allowed to participate in the current year end tournaments.

Section 6:           Limitation to the size of the membership may be set by the Governing Board. If a limitation is set it must be in writing and circulated to the general membership at least 30 days prior to the effective date. The limitation can be rescinded with the same 30 days notice.

Section 7:           Although designated as a “Men’s Club”, women will be allowed to join with the same privileges and benefits.

Section 8:           The Governing Board, at their discretion, may grant honorary membership with a 51% approval vote. Honorary members will have the same rights and privileges as an active member except they may not hold office and will not be a member of the NCGA with this club. They will be allowed to participate in no more than 3 tournaments in a calendar year paying the normal entry fees. This membership can be rescinded with a 51% approval vote from the governing board.

Section 9:           The active membership will consist of members in good standing with the club and the Northern California Golf Association.

Section 10:         The Governing Board, at their discretion, may establish a prorated fee for mid-year membership. This reduced membership fee cannot be offered prior to July 1 of any year to be applied for the remainder of that year. This applies to “New” memberships only.  Renewal membership under this condition will pay an additional “Late” fee to be set forth by the Governing Board.

Section 11:        Dues collected will be used for club expenses as set forth by the budget committee appointed by the President. The budget will be accepted by a 51% vote approval from the Governing Board.

Section 12:       The Office of President will be given a full membership as compensation for holding the office.

Article III – Governing Board/Committees

Section 2       Should a vote on any action result in a tie the President can exercise the right to break the tie.

Section 3:      Club policy, amendments or other changes affecting the running of the club cannot be voted upon unless at least 8 voting members of the Governing Board are present.

Section 4:      Unless specified elsewhere in this document a simple majority of 51% is all that is required to pass a measure.

Section 5:      Committees can be formed at the discretion of the President or the Governing Board to act upon any topics relevant to the administration and operation of the Club.

Section 6:     A Handicap committee will be established consisting of the President, Tournament Chairman and Handicap Chairman. Additional members can be brought in as needed at the discretion of the committee members. This committee will be responsible for disputes, interpretation or clarification of rules during tournament play. They will also be responsible for periodic review and updating the “Local Rules”.

Section 7:    A budget committee consisting of but not limited to the President, Treasurer and the Tournament Chairman shall be created to set forth the budgetary guidelines for the operation of the club. Additional members can participate but must be appointed by the President.

Section 8:    The President “Emeritus” will be deemed part of the Governing Board with full voting privileges

Article IV – Elections, Appointments

Section 2:    To provide for a smooth succession and transition of the elected offices the President, Secretary and 3 Directors will terminate in even years. The Vice President, Treasurer and 3 Directors will terminate in Odd years.

Section 3:    The following offices are to be filled by appointment by the President. The nominee shall be presented to and voted on by the Governing Board and must receive 51% of the vote to take office. The length of term is at the discretion of the President. No vote is necessary to remove an appointee. The appointee must give 60 day notice should they choose to resign or no longer wish to remain in office in the next calendar year. This notice must be in writing specifying the date when they will vacate the office.
                                                -           Tournament Chairperson
                                                -           Handicap Chairperson
                                                -           Membership Chairman
                                                -           Newsletter Editor
                                                -           Web Master

Section 4:     Additional positions such as Sergeant at Arms, Moral Officer, etc. can be added as needed at the discretion of the President. Voting privileges can be granted with a 51% approval of the governing board. These appointed positions can be removed or abolished entirely at the discretion of the president at any time.

Section 5:     Elections for open offices will be held during the annual club meeting in October. The meeting is open to all members in good standing with the club and the NCGA to suggest and elect club officials. A list of candidates for the open offices should be finalized and made available to the membership no later than 30 days prior to the October election meeting.

Section 6:     Any current member with a full membership, in good standing with the club and the NCGA is  eligible to run and be elected to any office. The same are also eligible to be designated by the president to any appointed office. Associate members cannot hold an office.

Section 7:     Should an unexpected vacancy occur the President has the right to appoint a person to fill that Office. He may also call for a special meeting of the Governing Board to elect a replacement. In either case this person will be designated to complete the remainder of that year only. A person is to be elected at the October general election meeting to serve the remainder of the term.

Section 8:     Should there be a tie in the general election a runoff election shall be conducted between the nominees that were tied to determine a winner. If a tie again exists then a vote by the incumbent governing board will decide the winner. If a tie still exists the incumbent president will cast the deciding vote breaking the tie. The winners will assume office on January 1.

Section 9:      No member shall be permitted to hold more than one office within the club at the same time. The exception to this policy will be the Newsletter Editor and Web Master. These may be held joinly or individually.

Article V – Officer Duties Defined but not Limited to

Section 1:     President
                        a.       Shall Preside at all meeting of the club
                        b.       Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                        c.       Shall call monthly meetings to discuss club business and other topics or issues that need attention
                       d.       Provide articles/commentary to be published in the monthly newsletter.
                       e.       Shall supervise the business and social affairs of the club
                        f.       Shall perform all other duties which pertain to the office of President
                       g.       Serve on committee’s created to act upon administrative and operational issues of the club
                       h.       Perform miscellaneous duties as assigned

Section 3:    Secretary
                       a.     Shall keep a full and complete record of all club proceedings
                       b.     Shall assist all other officers as needed
                       c.     Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                      d.      Provide articles/commentary to be published in the monthly newsletter.
                      e.    Shall perform all other duties which pertain to the office of Secretary
                      f.     Serve on committee’s created to act upon administrative and operational issues of the club
                     g.       Perform miscellaneous duties as assigned

Section 4:    Treasurer
                      a.      Shall collect all membership fees
                      b.      Shall pay all fees due to the NCGA
                      c.      Shall pay the course for monthly tournament fees incurred
                      d.      Shall receive and deposit all club money into a bank account designated by the governing board
                      e.       Shall keep a full and accurate accounting of all Revenue and Expenses incurred by the club and it’s officers
                       f.        Provide an accurate general accounting report of year to date Revenue and Expenses to the governing board each month
                      g.       Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                      h.       Provide articles/commentary to be published in the monthly newsletter.
                      i.        Shall assist all other officers as needed
                      j.        Shall perform all other duties which pertain to the office of Treasurer
                      k.      Serve on committee’s created to act upon administrative and operational issues of the club
                      l.         Perform miscellaneous duties as assigned

Section 5:   Membership Chairperson
                      a.       Collect all membership applications and enter data into the NCGA computer
                      b.       Keeps an accurate record of all memberships including names, address, phone number, etc.
                      c.       Provide packet of club information to all new members
                      d.       Provide an accurate count of membership by type at each monthly meeting.
                      e.       Perform other duties as assigned by the President
                       f.       Shall be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                      g.       Provide articles/commentary to be published in the monthly newsletter
                      h.       Shall assist all other officers as needed
                       i.       Shall perform all other duties which pertain to the office of Membership Chairperson
                       j.        Serve on committee’s created to act upon administrative and operational issues of the club
                      k.        Perform miscellaneous duties as assigned

Section 6:    Tournament Chairperson
                       a.       Collect all entry and fees for the monthly tournaments
                       b.      Schedule qualifying tournaments for NCGA events
                       c.       Provide statistics of tournament winners in a timely manner
                       d.      Post all tournament scores to the NCGA in a timely manner
                       e.       Determine the type of play to be used in each tournament
                       f.        Schedule tournament dates
                       g.       Determine number of flights for each tournament
                       h.       Determine how many and what value the flight awards based upon budgetary expense allocation..
                       i.         Provide recap of monies collected to the Treasurer in a timely manner
                       j.        Complete forms and/or documentation for NCGA events as necessary
                       k.      Attend NCGA seminars as necessary
                       l.         Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                       m.     Provide articles/commentary to be published in the monthly newsletter
                       n.       Shall assist all other officers as needed
                       o.      Shall perform all other duties which pertain to the office of Tournament Chairperson
                       p.      Serve on committee’s created to act upon administrative and operational issues of the club
                       q.      Perform miscellaneous duties as assigned

Section 7:    Handicap Chairperson
                       a.       Shall participate on the tournament Handicap Committee with the Tournament Chairperson to settle disputes or issues during the course of a tournament.
                       b.      Shall monitor and review all tournament scores for irregularities
                       c.       Act upon said irregularities as prescribed by the NCGA and USGA rules of golf
                       d.      Shall along with the Tournament Chairperson enforce all USGA rule and regulations
                       e.       Receive Club Handicap Certification from the NCGA
                       f.        Attend NCGA seminars as necessary
                       g.       Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                       h.       Provide articles/commentary to be published in the monthly newsletter
                       i.         Shall assist all other officers as needed
                       j.        Shall perform all other duties which pertain to the office of Handicap Chairperson
                       k.      Serve on committee’s created to act upon administrative and operational issues of the club
                       l.         Perform miscellaneous duties as assigned

Section 8:    Directors
                       a.       Shall assist all other officers as needed
                       b.      Perform special projects as assigned
                       c.       Shall  be responsible for enforcement of the club by-laws and all other rules/regulations adopted by the club
                       d.      Provide article/commentary to be published in the monthly newsletter.
                       e.       Shall perform all other duties which pertain to the office of Director
                       f.        Serve on committee’s created to act upon administrative and operational issues of the club
                       g.       Perform miscellaneous duties as assigned

Section 9:    Newsletter Editor
                       a.       Make available a monthly newsletter to the membership. The newsletter is to be distributed no later than 2 weeks after the completion of a tournament.
                       b.      Provide articles/commentary to be published in the monthly newsletter
                       c.       Shall assist all other officers as needed
                       d.      Shall perform all other duties which pertain to the office of Newsletter Editor
                       e.       Serve on committee’s created to act upon administrative and operational issues of the club
                       f.        Perform miscellaneous duties as assigned

Section 10:  Web Master
                       a.     Provide a Web site for members to acquire information, forms, newsletter, etc
                       b.      Maintain web site and keep up to date with current information
                       c.       Provide minimum of 1 articles/commentary to be published in the monthly newsletter
                       d.      Shall assist all other officers as needed
                       e.      Shall perform all other duties which pertain to the office of Web Master
                       f.        Serve on committee’s created to act upon administrative and operational issues of the club
                       g.       Perform miscellaneous duties as assigned

Article VI – Rules of Play

Section 2:     Tournament Chairmen has the right to modify the rules keeping within the guidelines of the USGA to account for unusual or unplayable conditions

Section 3:      The Handicap Committee shall rule on all issues during a tournament with the decision being final with no appeals. The committee does hold the right to modify or reverse a decision should it be determined that incorrect information was provided during the original evaluation.

Section 4:      All play will be from the Blue NCGA Disk unless at the discretion of the Tournament Chairman it would impose a danger or result in an unplayable or unusual condition to do so. Play from the White or Red tee is allowed at the discretion of the tournament chairmen. Approval to play from those tee areas if not defined in this document must have approval at least 30 days prior to tournament play.

Section 5:     Those members whose age and course handicap add up to or exceed 85 may choose to play from the white NCGA Disk. They are under no requirement to do so but must declare their intention prior to their starting the tournament. The Tournament Chairmen has the authority to move a player(s) back if deemed appropriate.

Section 6:     Women guest or member participating in a club tournament will be designated to play from the Red NCGA Disk. They may choose to voluntary move to either the White or Blue NCGA Disk but must declare their intention to the Tournament Chairman prior to starting the tournament.

Section 7:     The Tournament Chairmen has the authority to assign a player or players to specific tee boxes if deemed appropriate. The players may appeal this decision to the governing board should they choose to.

Article VII – Meetings

Section 2:     Any member of the Governing Board may call a special session for discussion of club affairs.

Section 3:     The annual meeting to fill vacancies will be held in October. The date and time is at the     discretion of the President but must be held no later than the last Thursday. If this is not possible it can be moved with a 51% approval vote of the Governing Board. A minimum of 16 members shall constitute a quorum to transact club business and vote for offices.

Section 4:     Should the need arise the President can, at his discretion; call a special meeting to address issues related to the club.

Section 5:    Any active member in good standing may petition for a special meeting to discuss an issue related to the club and it’s practices. The request must be submitted in writing to the President and signed by at least 15 members. The President has the right to disallow the meeting if fewer than the required 15 signatures are on the petition. Those signing the petition must attend the meeting to present their case. The meeting is to be held no sooner than 30 but no more than 60 days from the date the written request was received. There should be a general broadcast to the membership to allow time for those that want to attend to do so. The only business to be discussed at this meeting will be the issue for which the meeting was originally called. A quorum of twenty-five is needed to transact any business at a special meeting.

Article VIII – Club Champion

Section 2:   The Club Champion will be determined by the person with the lowest Gross combined score over two days of play. The ”Club Champion” will be awarded an automatic paid renewal membership for the following year. This award can at the discretion of the Tournament Chairman be changed or enhanced.

Section 3:   In order to become Club Champion a member must have played and officially completed at  least three(3) tournaments in the same calendar year as the Club Championship tournament.

Section 4:   Participation in a club away tournament if sanctioned by the Governing Board as a membership tournament will count as one the three(3) to be played.

Section 5:   If the regular tournament course is not available or unplayable and a away tournament is scheduled as a replacement it will be defined as a regular membership tournament and count as one of the three.

Section 6:   Participation in the club championship does not count as one of the three(3) for qualification.

Section 7:   Should a player feel extenuating circumstances apply, the player can petition the governing board for an exemption to the three(3) tournament rule. The petition must be submitted in writing and signed at least 30 days prior to the club championship tournament. The request will be discussed and voted upon in the next regular monthly meeting. The petitioner must attend this meeting to present his case. Failure to attend said meeting will constitute forfeiture of the request. The vote will be closed to the petitioner so it can be discussed freely. The exemption is granted upon receipt of at least 75% approval vote from the Governing Board. The petitioner will be notified as early as the end of the meeting but no later than 3 business days after the meeting has concluded. If granted the player is not allowed to petition for exemption for 3 years.

 Article IX – Club Tournaments/Qualifiers

Section 2:   The maximum player index as defined in section 3 of the USGA Handicap System Manual will not exceed 36.4 for men and 40.4 for women. The actual handicap assignment may be greater as it is based upon the slope difficulty of the course.

Section 3:    Tournaments where players in the same flight are playing from different tee boxes, the group playing from the more difficult tee area may be adjusted based upon the differential of the course rating as defined in section 3 of the USGA Handicap System Manual

Section 4:    The number of flights will be established by the Tournament Chairperson based upon the number of players entered. Flights will be based upon handicap assignment with the separation at the most logical point in an attempt to make the number of players in each flight as equal as possible.

Section 5:    Guests are permitted on an exception bases at the discretion of the Tournament Chairman. Members will have priority with guests allowed if room permits. Guests will be charged an additional entry fee of $10.00. This fee will be used to cover the club player fee obligation charged by the Pro Shop

Section 6:    Guests will not be eligible for flight or Tee awards as such they will play with a zero(0) handicap as their score will not count. The exception will be if the tournament is designated as an official club Guest/Member tournament. They will then be eligible for all awards. All guests will be responsible for posting their own scores

Section 7:    If a member does not have an NCGA established index they will play the tournament with a handicap of zero(0).

Section 8:    If for any reason a player does not finish a tournament they are deemed not to have played in the tournament. The score can be posted if they have completed the required number of holes as defined