HOT SPRINGS VILLAGE COUPLE’S CHARTER & BYLAWS
ARTICLE I: NAME
Section 1: This organization is the Hot Springs Village Couples Golf League. It is hereinafter referred to as the Couples.
ARTICLE II: PURPOSES
Section l: To promote good fellowship and sportsmanship among the members of the Couples.
Section 2: To contribute where and when appropriate to the general well-being of Hot Springs Village.
Section 3: Not to operate in any way for pecuniary gain, or profit, but to use or distribute income from any source for the benefit of its members. Upon dissolution, or upon abandonment, to donate all assets remaining after provision for the payment of all debts and liabilities of the Couples back to the current membership.
Section 4: To plan, arrange and conduct competitive golf for play by the members of the Couples, such golf to be played according to U.S.G.A. Rules, as modified for special purposes or occasions by the Board of Directors of the Couples, and according to the Rules and Regulations for Hot Springs Village Golf Courses as promulgated by the Hot Springs Village Property Owners Association. Said modified rules shall be posted on the HSV Couples Web Site.
ARTICLE I: MEMBERSHIP
Section l: The membership shall be limited to any couple that are owners or lessee of Village property entitled to the vested privileges of said Property.
Section 2: All regular members shall be assessed annual dues as determined by the Board of Directors payable in advance.
Section 3: New members joining during the calendar year shall be assessed the full amount of the annual dues through July 31st and an amount to be determined by the Board of Directors for the remainder of the year.
Section 4: The Hot Springs Village golf professional and his assistant professional(s) shall be honorary non-dues paying members of the Association, not to compete unless they and their partner become dues paying members.
Section 5: To be in good standing all members must maintain a USGA Handicap Index, ladies are required to have a 30.5 index or less and men 31.2 index or less.
ARTICLE II: QUORUM
Section 1: A quorum vote is referred to herein signifies a vote by most of the members at any meeting or other activity of the Couples upon any proposal or issue presented for action or decision by the Couples. At Board of Directors' meetings, five directors will be considered a quorum.
ARTICLE III: DUES AND FINANCES
Section 1: The Treasurer will make disbursement from the funds of the Couples as authorized by the Board of Directors in accordance with the needs and obligations of the Couples.
Section 2: The Treasurer’s accounts will be audited, as the Board of Directors deems necessary or desirable by an auditor appointed by the President. The auditor will report the result of such audit to the Board of Directors immediately and to the membership at the next meeting of the Couples.
ARTICLE IV: MEETINGS
Section 1: There shall be two general meetings of the Couples each year, one in the spring, at or just prior to the beginning of scheduled play on the golf course, and one in the fall, at or just after the end of the operational year. All pending issues, which require approval by quorum vote, will be decided at those meetings. At the fall meeting new Board of Directors will be elected for the ensuing operational year.
Section 2: The President may call an extraordinary meeting of the Couples at any time that the Board of Directors considers such a meeting necessary or desirable, giving 15 days’ notice by posting notice on the Couple’s website and/or by email.
ARTICLE V: BOARD OF DIRECTORS
Section 1: Election: The President will appoint a nominating committee of three members annually prior to October 1st for the purpose of selecting a slate of nominees for the ensuing year. It will be the normal practice to secure the acceptance of the nominees before they are presented. The committee will submit its nominations to the President prior to October 15th. The President will submit this slate of nominees to the membership at the fall meeting of the Association, at which time additional nominations may be made from the floor. Election will be consummated by voice vote or show of hands at the discretion of the President.
Section 2: Directors Term of Office: The Board of Directors shall consist of five members, Pairings, Social, Scorers, Handicap regulator, and Publicity and the term is indefinite. To maintain continuity of director experience, these terms shall be staggered so that no more than two vacancies should occur any one year. If for any reason a vacancy occurs, the remaining directors shall elect a member in good standing to fill such vacancy for the unexpired portion of the term.
ARTICLE VI: DUTIES AND POWERS OF THE BOARD OF DIRECTORS
Section 1: It shall be the duty of directors to attend all regular and special meetings of the Board. Failure to attend three consecutive regular meetings, unless such failure is the result of illness or other good and reasonable cause, shall create a vacancy on the Board. If such a vacancy occurs, the remaining directors shall elect a member in good standing to fill such vacancy for the unexpired portion of the term.
Section 2: The Board of Directors shall conduct, manage, and control the affairs and business of the Couples and make such rules and regulations, not inconsistent with these by-laws, it may deem proper and necessary.
Section 3: The Board of Directors shall cause to be kept minutes of all its meetings. These minutes will include all actions taken and proceedings of membership meetings. The Board shall cause to be presented at its annual meeting a complete financial statement at the fall annual meeting of members.
ARTICLE VII: OFFICERS
Section l: The officers, who shall be chosen from the members of the Board of Directors, by the members of the Board of Directors, shall be: President, Vice President, Secretary and Treasurer. The past President shall call for a new Board of Directors meeting immediately following the fall meeting for the purpose of electing new officers for the term of one year, or until their respective successors are elected and qualified.
ARTICLE VIII: DUTIES OF OFFICERS
Section 1: The President shall be Chairman of the Board of Directors and shall: (a) Preside at all meetings of the members and meetings of the directors and shall have the deciding vote, when necessary. (b) Call the directors together whenever they deem it necessary and shall have, subject to the advice of the directors, direction of the affairs of the Couples and, generally, shall have all the powers and duties usually conferred upon that officer or which might be required of them by the Board of Directors. (c) Appoint chairmen for all special committees and assign committee responsibilities. President shall cooperate with the golf professional and assistants in the promotion of mutually beneficial programs. President shall also diligently promote harmony within the membership of the Couples and with other groups and organizations. (The President, shall serve a one year term). If he or she is willing to serve the following year that is acceptable.
Section 2: The Vice President shall act in place and stead of the President when the President is unable to perform the duties of office or is absent from meetings. In the event the Vice President is unable to act, the Board shall appoint some other member of the Board in who shall be vested, for the time being, all the duties and functions of the President. (The Vice President, shall serve a one-year term, and progress to the office of the Presidency, upon completion of their one-year term). If he or she is willing to serve the following year that is acceptable .
Section 3: The Secretary shall: (a) Keep a record of all annual and special meetings of the members. (b) Keep a record of all meetings of the Board. (c) Keep or cause to be kept all membership records. (d) Serve all notices required by the By-Laws.
Section 4: The Treasurer shall: (a) Receive all Couple’s funds and deposit such funds in such depositories as may be approved by the Board of Directors. (b) Disburse funds upon approval by the President, or as established by the budget. (c) Maintain records of all receipts and disbursements. (d) Submit such reports to local, state, and federal agencies as may be required by law. (e) Submit reports to the Board of Directors and an annual report to the membership at the fall annual meeting of the Couples. (f) Keep or cause to be kept all membership records, as they relate to the financial aspect of said membership.
ARTICLE IX: COMMITTEES
Section 1: There shall be four standing committees, namely: 1) Handicap Committee, 2) Rules Committee, 3) Publicity Committee, and 4) Budget Committee. Members of the Board shall chair all committees. Section 2: The President shall assign the duties and responsibilities of each committee. Section 3: Special committees - At least two special committees shall be established as required. These are: (a) A Nominating Committee with the responsibility of securing candidates for Couple’s office, and (b) An Audit Committee with the responsibility of auditing all Couple’s records at the end of each year or at such other times as may be deemed necessary. (c) Additional special committees may be established whenever the need arises.
ARTICLE X: OPERATIONAL YEAR
Section 1: The operational year for all purposes and activities of the Couples extends from the date of the fall annual meeting to the fall annual meeting of the succeeding year.
ARTICLE XI: PARLIAMENTARY AUTHORITY
Section 1: The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the Couples in all cases to which they are applicable and in which they are not inconsistent with these Bylaws and any special rules of order the Couples may adopt.
ARTICLE XII: AMENDMENTS
Section 1: These By-Laws can be amended at any regular meeting of Couples, at which a quorum is present, by two-thirds of the vote cast by those present and voting. Proposed board amendments will be posted on the official Couple’s web site and members notified by email of the posting no less than seven days before the regular meeting.