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KINGWOOD WOMEN'S GOLF ASSOCIATION
CONSTITUTION AND BY-LAWS

CONSTITUTION

ARTICLE I – NAME
The name of the organization shall be the Kingwood Women's Golf Association
(KWGA).

ARTICLE II - PURPOSE
The purpose of the KWGA is to play competitive golf at the amateur level while
promoting good fellowship and sportsmanship among its members and to
encourage the active participation in the KWGA League. All play shall be
conducted in accordance with the rules of the United States Golf Association
except as modified by local rules of the course.

ARTICLE III – MEETINGS AND COMPETITION
Section 1. The general membership meetings of the KWGA shall be held at least
once a quarter per calendar year. If meeting date changes are made after
publication of the yearly calendar at least two weeks advance notice of the new
meeting date(s) must be given to the membership.
Section 2. The place of the general membership meeting shall be the Clubs of
Kingwood (COK). If the COK is not available, virtual meetings can be held using
an internet platform such as Zoom.
Section 3. Special Meetings of the general membership may be called at any time
by order of the President or by any three members of the Executive Committee, or
the First Vice-President, in the absence of the President. The Secretary shall give
notice of Special Meetings at least two days before the date of the Meeting.
Section 4. At an general membership or special meeting, one-tenth (1/10) of the
members shall constitute a quorum.
Section 5. Weekly competition shall be held on Tuesday excluding any tournament
dates. Weekly competition may be held on an alternative day if Tuesday falls on a
COK holiday, COK scheduling conflict, or so deemed necessary by the Executive
Committee.
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ARTICLE IV – AMENDMENTS
The Constitution may be altered or amended by a two-thirds (2/3) vote, a quorum
being present, at any general membership, special, virtual meeting or electronic
vote of the KWGA. The proposed change(s) are required to be emailed to
members and posted online for at least two (2) weeks in advance of the vote.
Electronic voting will remain open for at least two (2) weeks.

BY-LAWS

ARTICLE I – MEMBERSHIP AND DUES
Section 1. Any female member in good standing at The Clubs of Kingwood who is
over 18 years of age is eligible to become a member of the KWGA by subscribing
to its by-laws and payment of dues. KWGA Members with an established USGA
Handicap are eligible for all competitive play, in accordance with the current
Playday and Tournament Rules.

Section 2. Any female student Member under 21 years of age who has an
established USGA handicap is eligible to become an Associate Member of the
KWGA for the months of June, July and August, for the fee of one-fourth (1/4) the
annual membership dues. This type of membership shall not have voting
privileges.

Section 3. Annual dues will be reviewed by the Executive Committee as needed.
Any change to the established dues must be approved by the Membership. Annual
dues are charged to the Membership in December via The Clubs of Kingwood.
Dues refund requests will be granted up to 30 days after billing. Annual dues for
new members joining from January – September will be billed at 100%, new
members joining in October or after will be billed at 50%.

ARTICLE II – OFFICERS
Section 1. The Officers of the KWGA shall be a President, First Vice-President,
Second Vice-President, Third Vice-President, Fourth Vice-President, Secretary,
Treasurer, and Social Chair.

Section 2. The President shall preside at all meetings of the KWGA and of the
Executive Committee; and shall have general supervision of the affairs of the
KWGA. The President represents the KWGA on the Club of Kingwood's Golf
Committee. She has the primary role of gathering input/feedback from the
members. She shall work with the Head Pro to develop the Playday and
Tournament schedules for the year. She shall work with the other Officers and
Committee Chairs as needed to support their respective roles.
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Section 3. The First Vice-President/Playday Chair, during the absence of the
President, shall perform the duties of said office. As Playday Chair she shall
coordinate play with the Second Vice-President and the Fourth Vice-President. The
Playday Chair, with the assistance of the Rules Committee (see Article V), shall
prescribe all the conditions and rules for the conduct of weekly play. She shall also
supervise ringers. She shall appoint as many members to assist her as she may
deem necessary. She shall work with the other Officers and Committee Chairs as
needed to support their respective roles.

Section 4. The Second Vice-President/Handicap, Rules and Pairings Chair shall be
responsible for overseeing Playday pairings and check-in. She shall be responsible
for membership handicaps and flights, working in conjunction with the Playday
Chair. She shall organize Rules Clinics for the membership. She shall appoint as
many members to assist her as she may deem necessary. She shall work with the
other Officers and Committee Chairs as needed to support their respective roles.

Section 5. The Third Vice-President/Tournament Chair shall be responsible for the
planning of all major tournaments for the 18-Hole League. She shall oversee
pairings, awards, and the issuance of all rules sheets before all major tournaments
and special events. She shall coordinate with the Social Chair. She shall appoint as
many members to assist her as she may deem necessary. She shall work with the
other Officers and Committee Chairs as needed to support their respective roles.

Section 6. The Fourth Vice-President/9-Hole League Chair shall be a member of
the 9-Hole League. She shall appoint all committee members and serve as the 9-
Hole League representative on the Executive Committee. She shall coordinate the
9-Hole League's Playday activities with the First Vice-President/Playday Chair.
She shall work with the Head Pro to develop the Playday and Tournament
schedules for the year. She shall include the KWGA President in all 9-Hole
League communications. She shall work with her committee members as needed
to support their respective roles. She shall work with the other Officers and
Committee Chairs as needed to support their respective roles.

Section 7. The Secretary shall be a member of the 9-Hole League; however, in the
absence of a candidate from the 9-Hole League, the Secretary shall be from the 18-
Hole League. She shall keep the records of the meetings of the KWGA and of the
Executive Committee. She shall attend to the necessary correspondence of the
KWGA and perform such other duties as prescribed by the Executive Committee.
She shall maintain at least 3 years of prior minutes of the KWGA and Executive
Committee. She shall keep the official copy of the Constitution and By-Laws of
the KWGA, and all pertinent secretarial documents of the League. She shall work
with the other Officers and Committee Chairs as needed to support their respective
roles.
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Section 8. The Treasurer shall collect and keep all monies of the KWGA and
disburse them as directed by the Executive Committee. She shall keep accounts
and books belonging to the KWGA. These books are available for review by the
Executive Committee and the general membership as needed. She shall present a
report on the general financial conditions of the KWGA to the Executive
Committee and at general membership meetings. She shall prepare a Year-End
Report compiled with associated documentation to be submitted for independent
audit of the year’s books. She shall propose an annual budget for approval by the
Executive Committee. The Annual Budget shall be based on the Executive
Committee's approved expenditures projected for Playdays, Social Activities,
KWGA related tournaments/luncheons and general treasury items. Projected
income is based on annual membership dues. A minimum balance of $300 is to be
left each year in the bank account for the KWGA. She shall maintain at least 3
years of prior General Ledgers, Treasurer Reports, Year-End Reports and
Reimbursement Forms/Receipts. She is responsible for all pertinent financial
documents of the KWGA. She shall keep a complete and current list of all
members. She shall work with the other Officers and Committee Chairs as needed
to support their respective roles.

Section 9. The Social Chair shall be responsible for planning all social functions of
the KWGA. She shall coordinate her activities with the President, Third Vice-
President/Tournament Chair and co-ordinate with the Prize Committee Chairs and
9-Hole League Social Chair for events as deemed necessary. She shall be
custodian of all KWGA properties used on social occasions. Such properties shall
be used only at the COK when members of the KWGA are directly involved in the
event. She shall appoint as many committee members to assist her as she may
deem necessary. She shall work with the other Officers and Committee Chairs as
needed to support their respective roles.
Section 10. All outgoing officers and committee chairmen shall turn over all
records to their successors. An audit of the KWGA account books shall be required
by the end of January of each year.

ARTICLE III – EXECUTIVE COMMITTEE
Section 1. There shall be a total of nine (9) members of the Executive Committee
comprised of the President, First Vice-President, Second Vice-President, Third
Vice-President, Fourth Vice-President, Secretary, Treasurer, Social Chair, and the
immediate Past President, serving in the advisory capacity with voting privileges
in the case of ties only. These shall hold office for one year or until successors are
elected, however, each officer may be nominated and elected to serve a second
term. The President shall fill all vacancies occurring during the term of office,
subject, however, to the approval of the remaining members of the Executive
Committee.
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Section 2. The Executive Committee shall hold meetings whenever necessary. A
majority will constitute a quorum for the Executive Committee.

Section 3. Absences of two (2) consecutive meetings by any member of the
Executive Committee shall be deemed a resignation from the Executive
Committee, unless previously excused by the President or satisfactorily explained
to the Executive Committee at the next meeting.

Section 4. The Executive Committee shall have control of the management of the
affairs, finances, property and policies of the KWGA, subject to the Constitution
and By-Laws of the Association.

Section 5. The Officers and Executive Committee shall take office upon their
installation.

ARTICLE IV – STANDING COMMITTEE CHAIRS

All Standing Committee Chairs shall be appointed by the President and the Fourth
Vice-President.

ARTICLE V – RULES COMMITTEE
The Rules Committee shall be comprised of the Club Professional, President, First
Vice-President/Playday Chair and Second Vice-President/Handicap, Rules and
Pairings Chair. The decisions made by the Committee concerning any disputes
shall be final.

ARTICLE VI – ELECTIONS
Section 1. The KWGA shall hold its annual election of officers during the 4th
quarter of each year. The election can be held in person at the the 4th quarter
general membership meeting or through electronic voting.

Section 2. Nominations for officers to be voted on at annual elections shall be
made by the Nominating Committee, and in addition, anyone wishing to run for
office shall be put on the ballot. The Executive Committee shall appoint a
Nominating Committee to be comprised of one representative from each flight of
the KWGA, which shall include the current President and the Fourth Vice-
President. No other Executive Committee member shall serve on the Committee.
A Chair shall be elected by the members of the Committee. The Committee shall
make one nomination for each elective office, post the nominations not less than
two weeks prior to the 4th quarter meeting, and shall present this slate to the
membership at the general membership meeting. Additional nominations for each
office may be made from the floor. Officers shall be elected at the 4th quarter
general membership meeting and installed at the Year-end Awards Brunch. At the
end of any officer's first elected year the elected officer may be nominated to serve
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a second term. And, anyone filling a vacancy for an unexpired term shall be
eligible for election to a full term. Not more than one elective office shall be held
by one individual simultaneously.
Section 3. When implementing electronic voting, the proposed slate of officers and
any additional member(s) wanting to run for office shall be included on the ballot.
Electronic voting can take place after being emailed to members and posted online
for at least two weeks in advance of the vote. Electronic voting will remain open
for at least two weeks.

ARTICLE VII – ORDER OF BUSINESS
All meetings shall be governed by Robert's Rules of Order. The Order of Business
shall be: The President shall call the meeting to order; reading of the minutes;
report of the Treasurer; report of the Committees; unfinished and new business;
adjournment.

ARTICLE VIII – AMENDMENTS
These By-Laws may be altered or amended by a two-thirds (2/3) vote, a quorum
being present, at any general membership, special, virtual meeting or electronic
vote of the KWGA. The proposed changes(s) are required to be emailed to
members and posted online for at least two weeks in advance of the vote.
Electronic voting will remain open for at least two weeks.

Constitution and By-Laws adopted March 22, 1974.
Amended and adopted November 5, 1974.
Amended and adopted August 31, 1976.
Amended and adopted December 13, 1977.
Amended and adopted November 7, 1978,
Amended and adopted November 4, 1979.
Amended and adopted October 5, 1982.
Amended and adopted October 4, 1983.
Amended and adopted November 6, 1990.
Amended and adopted November 1, 1994.
Amended and adopted January 16, 1996.
Amended and adopted May 1, 2001.
Amended and adopted September 23, 2003.
Amended and adopted February 28, 2006.
Amended and adopted October 2008.
Amended and adopted May 10, 2022.
Amended, altered and adopted October 16, 2022.
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