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(BYLAWS SUPPLEMENT...2008/2009)
ARTICLE I - BOARD OF DIRECTORS
Section 1 OFFICERS
PRESIDENT - It shall be the duty of the President to preside at all meetings of the Board and at all meetings of the Club members; to call such meetings as are provided for herein; to see that the Bylaws and Club rules and regulations are enforced; and to supervise generally the affairs of the Club.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer skills must include the ability for letter writing (Microsoft Word), on line capabilities for reviewing and monitoring the Clubs web site, and e-mail for necessary communications.
Represent the Men's Club at Community Association Meetings, as it relates to golf course issues.
Schedule and conduct monthly Men's Club Board and member meetings.
Maintain all pertinent Men's Club records (letters and reports) in an orderly fashion for hand off to the incoming President.
Support all Men's Club tournament events. This includes participation in the annual Roadrunner Tournament, as a member of the Roadrunner board.
Participate in weekly tournament events, as it would apply to greeting members, and meeting new members. This would occur at the pairings check in area, and in the staging areas to assist members in an orderly matching of team members.
VICE PRESIDENT - In the event of the absence or unavailability of the President, the Vice President shall perform all the duties of the President. If both the President and Vice-President are absent or unavailable at any meeting of the Board, the Secretary shall call the meeting to order and a temporary chairman shall be chosen to preside at the meeting. The Vice President shall be in charge of the annual Roadrunner Tournament, and perform other such duties as directed by the President.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer skills must include the ability for letter writing (Microsoft Word), e-mail for communications, and on line capabilities for viewing and monitoring the Club web site.
Responsible for developing and coordinating the Men's Club annual schedule for monthly luncheons with the SCPD Food and Beverage department
Participate in weekly tournament events, as it would apply to greeting members, and meeting new members. As required, assist members in finding their team members.
Be responsible for communicating Men's Club related news items to the SCPD Community Association web site, and News and Views.
TREASURER - The Treasurer shall be the financial Officer of the Club and shall supervise the receipt, deposit, and disbursement of the funds of the Club as directed by the Board. The Treasurer shall render an accounting thereof to the Board each month and report to the members at the general meetings. The Treasurer shall keep financial records, pay bills, maintain the bank account, and collect dues. The Treasurer shall prepare the annual financial statement for presentation to the Controller of the Community Association. Records shall be retained for a period of not less than seven (7) years.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer (PC) skills must include general knowledge of QuickBooks (financial accountability and reporting), Microsoft Excel for spreadsheet analysis. Capabilities to communicate with the Club's web site. E-Mail capability is also a requirement.
Prepare and monitor the Club's annual budget, for the fiscal year (FY) period July 1 to June 30. This must be prepared and approved by the new Club Board annually (July). Prior year FY final reporting is due in August.
Perform weekly processing of tournament entry fees. This includes payment to the Pro Shop for tournament winners, bank deposits, and payment of Club bills. Maintain accountability of funds in the checkbook, and in QuickBooks, for financial reporting.
Develop and maintain process instructions, with examples, for performing weekly duties.
Time to perform Treasurer duties will average 7 hours per week.
SECRETARY - The Secretary shall keep a record of all proceedings of the Board and the Club. The Secretary shall be responsible for handling the correspondence of the Club and perform such other duties as the Board may prescribe. The Secretary shall be a member ex-officio of all committees.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Document and publish monthly Club Board Meeting and Luncheon Meeting minutes.
Computer skills to be moderate, with an emphasis on report
Preparation on Microsoft Word, and e-mail communications.
Assist Board members with Club events, as required.
Responsible for the maintenance and timely upkeep of the Club's three ring binder, and bulletin board, in the Vista Grill Room area.
TOURNAMENT DIRECTORS - The Tournament Directors shall be responsible for all regular Club tournaments, notification of tournaments, sign-up sheets, scoring, and posting of winners. For all major tournaments such as the Club Championship, and President's Cup, they will confer with the Board to ensure continuity with past tournaments of similar type. They shall work with the Vice President, if so requested, on the annual Roadrunner Tournament.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Knowledge of running tournaments under U.S.G.A. rules and guidelines.
Computer skills should be very high, with an emphasis on PC for interface to the Club's Tournament Manager software. Must be able to function with Microsoft Excel, along with abilities to send and receive major files on line. E-mail capability is also required.
Maintain a Tournament Directors Message Service, Club provided.
Service and maintain the Club's assets. (Computer, laser printer, and phone/answering machine.)
Maintain a list of members to be available to assist the pre-tournament preparation. I.E. Entry of member sign-ups from the Men's Club web page, and sign up sheets from the pro shops, along with pairing and scorecards. List of members will include a back-up person(s) for the Tournament Chairman, when he is absent from the weekly tournament.
Verify/confirm no shows and cancellations that should be fined. Advise the Treasurer no later than two days after the tournament.
Develop proper trophy selection and recognition for all major tournaments. Work with the Men's Club Facilitator, as required.
Time to perform tournament duties can average 12 hours per week.
HANDICAP DIRECTOR - The Handicap Director must attend the SCGA School for certification. He must have knowledge of the duties and responsibility of a handicap chairman as described in the SCGA Handicap Manual. The Handicap Director shall communicate to the membership of the Club the proper procedure in filling out a scorecard and the penalties for improper scoring and posting of scores.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer skills must be of a high PC level, with the ability to address and work through Club related computer issues. Proficiency in Excel, Data Bases, and PC Anywhere.
Assemble a team of volunteers to assist the Co-Tournament Directors input scores from all MVMGC events.
Maintain an up-to-date MVMGC Handicap Data Base - provided periodically from the Co-Tournament Directors.
Address all Club issues related to index/handicap. (i.e.: Changes from gold to blue tees, and correcting improper posting of scores.)
Within 3 days after being informed of a new member by the Membership Chairman, the Handicap Chairman will contact that new member.
If the new member has an existing index he will obtain the index information. The Handicap Director will immediately convey to the Tournament Chairman the new member's index. This will allow the new member to play in the Men's Club Tournaments.
If the new member does not have an existing index The Handicap Director will work with that member to create a temporary index. He will immediately convey to the Tournament Chairman the new member's temporary index. This will allow the new member to play in the Men's Club Tournaments before establishing an index after posting five (5) 18-hole rounds.
Maintain S.C.G.A. certification and good standing.
Interface with the SCGA regarding membership index/handicap problems that cannot be solved locally. Work with the S.C.G.A. Club Delegate, for assistance, if needed.
MEMBERSHIP DIRECTOR - The Membership Director shall be responsible for the collection of the annual dues for the Club and the SCGA. He shall turn this money over to the Treasurer with a list of the names of all whom have paid. The Membership Director is responsible for maintaining a current list of all members that are in good standing with the Club and the Community Association. At least once a year he will conduct an orientation meeting for all new members.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer skills should be at a moderate level, and should include the ability to run spreadsheet data (Excel), in order to maintain the Club's membership database.
Chair new member orientation meetings.
Provide new member information to the Handicap Chairman, Tournament Chairman, and the web site “Web Master”, in a timely fashion. He should also include changes of personal information, (i.e.: phone number, address, etc.), for existing members.
Maintain an inventory of the Club's new member and renewal forms, at both Pro Shops. Include a list of general rules and regulations for members with the applications.
Responsible for developing, preparing and distribution of the Men's Club membership directory. Start the process in October, for November publishing and distribution. Includes ongoing updates of new members and changes.
INFORMATION TECHNOLOGY COORDINATOR - The Information Technology Coordinator shall supervise and coordinate all digital programs and records created, procured or otherwise used by the Club. He shall assist the other Board members in using those programs and he shall maintain an archive of their use and of the reports and records they produce. He shall review currently programs and procedures, investigate alternatives, and, when appropriate, propose new methods and acquisitions.
GENERAL REVIEW OF REQUIRED DUTIES AND SKILLS:
Computer skills must include an understanding of the operation, function, and limitations of the digital programs used by the Club. This includes Microsoft Excel and Word, Quicken, Tournament Manager and Handicap Manager, e-mail communications programs, digital presentation programs, and web site construction and management tools.
He shall, as necessary, assist the Club officers and Volunteers in using the digital programs necessary in performing their duties. He shall review their uses of those programs, and he shall investigate alternative programs and procedures.
He shall maintain an archive of the financial, membership, and tournament records produced by the Club.
He shall review and document the information flows between the Club’s financial, personnel, web, handicap, and tournament- systems and officers, and investigate the efficacy and feasibility of alternative flows
He shall maintain a calendar of the Club’s major activities and review this at each Board meeting.
Section 2 MEETINGS OF THE BOARD
There shall be a regular meeting of the Board at least once each month at a time and place as fixed by the Board.
A. NOTICE OF BOARD MEETINGS - The Secretary or his designee shall notify all Board members at least five (5) days prior to such meetings.
B. ACTION WITHOUT BOARD MEETINGS - Any action required or permitted to be taken by the Board may be taken without meeting if a majority of the Board shall consent in writing to such action and shall ratify the action taken. Such consent shall be filed with the minutes of the proceedings of the Board.
Section 3 GENERAL POWERS AND AUTHORITY OF THE BOARD
A. The Board shall have the power and authority to implement the following rules and regulations governing the conduct of the Officers and members of the golf club. Members who are abusive, who are in arrears in payment of club dues/fees, who blatantly fail to follow Club rules, or who unnecessarily create turmoil, disruption, and dissension among Club members may have their Club membership temporarily suspended by a majority vote of the Club Officers. The following will apply to these situations: First offense, a written warning from the Club. Second offense, a 30-day suspension by the Club, after a hearing with the Club and Association Documents Committee (ADC). Third offense - termination recommended by the ADC to the Board of Directors of the Community Association.
B The Board shall do all things necessary, consistent with the laws of the State of California, Bylaws of the Sun City Palm Desert Community Association and these Bylaws, to control and manage the affairs of the Club.
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