Topstone Men’s Golf Club Bylaws
November 2011. Revision March 2012
ARTICLE I: ORGANIZATION
The purpose of the organization is to promote good fellowship and sportsmanship
among its members by promoting, fostering and encouraging the playing of golf
and participation in related social activities.
The name of the organization shall be The Topstone Men's Golf Club.
ARTICLE II: MEMBERSHIP AND DUES
Type of Membership
There shall be two types of membership:
An active member in good
standing is at least 18 years old and has
paid his dues for the golfing season. Active membership shall be limited to a
manageable number set by the Executive Board. Active membership shall entitle the individual to all
privileges of the Club including the right to vote at any general meeting of
the club membership and the right to vote on any question otherwise presented
to the general membership by the Executive Board.
An honorary member is a person who shall be designated as such for meritorious
contributions to the Club or its objectives. Honorary membership shall be
conferred by the majority vote of the Executive Board. An honorary membership
may be assigned for life or for a period of years. An honorary member shall be
entitled to all privileges of the Club except he shall have no voting rights.
He shall not be subject to payment of membership fees or dues. Honorary
membership shall be limited to ten percent of the active membership. Active
members of the Club who are called into the Armed Forces of the United States
shall automatically be designated as honorary members until their discharge
from active duty.
Term of Membership
An active membership shall be for a period of one year, renewable for a like
period at the beginning of each year at the option of the member upon payment
of his annual dues. The Executive Board reserves the right to consider the
petitioning member's previous year’s participation as one of the qualification
for membership. The minimum number of tournaments shall be determined by the Executive Board.
Admission to Membership
Any candidate requesting active membership shall submit an application
accompanied by the initiation fee and the annual dues. The application will be
submitted to the Executive Board no later than a date specified by the Board. Applications received after the membership reaches the maximum allowed for the
year will be placed on a waiting list. Notification in
writing of acceptance or declination for membership shall be promptly given to
the candidate. If a candidate is placed on the waiting list his application and initiation fee
and initial dues will be promptly returned.
Membership and Dues
The initiation fee
, for first time
members, initial dues and any assessments shall be established by the Executive
All dues, initiation fees and assessments must be paid by a date determined by
the Executive Board. Notification of this date will be communicated to the
members and candidates a minimum of 30 days prior to the specified date. If
dues, initiation fees and assessments are not fully paid for the year by the
due date established, the member may be deleted from the membership rolls.
For good and sufficient reasons the Executive Board may accept a late
remittance of annual dues if accompanied by a request for reinstatement.
Resignation & Refunds
All resignations and refund requests must be submitted in writing to the
President. The amount of any refund will be determined
by the Executive Board.
MEMBERSHIP RIGHTS, DUTIES AND DISCIPLINE
Prizes, Awards, Trophies
Only active or honorary members of the Club (or their guests in member guest
tournaments) shall be eligible to win any prize, award or trophy in any golf
tournament, event or competition that the Club sponsors and for which it
furnishes such prizes.
By-laws, Notices, Announcements
A printed copy of the Rules and By-laws will be available at all times during the
season on the official website of the Topstone Men’s Golf Club. A copy can be
obtained from the President, Secretary or the
Communications Chair. Notices of coming events, competitions, awards,
dates and agenda of the general and special membership meetings will be posted
on the clubwebsite. Notices of significance by the
Executive Board will be e-mailed to each member. A summary of Club business
transacted at each Executive Board meeting will be posted on the website.
Active members in good standing shall be eligible to attend all regular or
special meetings of the general membership and shall have the right to vote on
all items of business coming before such meetings. A member in good standing is
one who has paid his dues, fees and assessments, is not under suspension or
censure and who has met all the requirements of the club.
Duties of Members
The acceptance of membership in the Club shall require each member to uphold
all the provisions of the by-laws and other duly enacted rules of the club.
Members shall be subject to suspension or expulsion for unbecoming conduct
detrimental to the game of golf, to the good name of the club, or to the proper
functioning and administration of the Club. Any member charged with having
engaged in such unbecoming conduct shall be entitled to a written notice of the
specific offense(s) that he is alleged to have committed. The
member shall be given the opportunity to speak in his own defense at a meeting of the Executive Board at a
specific date set by the Board. The date set will be such to afford the member
a reasonable time to prepare to address the written charges. By a majority vote
of the Executive Board present at such hearing, the member may be reprimanded,
suspended, expelled from membership or the charges may be voided, and in which
case all reference thereto will be expunged from the record. The decision of
the Executive Board will be final.
Tournament No Shows
The Executive Board shall enact rules regarding penalties for members that fail
to appear at a prearranged starting time for tournament play. We should state the
rules or say that rules will be posted in the pro shop.The rules can be found in
the membership guide, the club website, the pro shop and on the last page of
this document, see ‘rules.
MEETINGS OF THE GENERAL MEMBERSHIP
Regular meetings of the general membership shall be held at least twice during
the year, one prior to the beginning of the tournament schedule and one at the
end of the tournament schedule. All proper matters of unfinished business and
new business may be brought up at such meetings.
Special meetings of the general membership may be called by the Club President,
by a majority of the Executive Board or upon written request of not less than
ten percent (10%) of the active members. The business of the special meeting shall
be confined to the matter set forth in the notice of the meeting.
A written or printed notice stating the place, day and hour of the meeting and
in the case of a special meeting, the purpose for which it was called, shall be
e-mailed to each active member not less than ten (10) days before the date of
the meeting. A notice of such meeting will also be posted on the Topstone Men’s
Golf Club website.
The presence of at least ten percent (10%) of the active members shall
constitute a quorum for the transaction of business at any meeting of the
At all meetings of the general membership, all questions shall be determined by
a majority of the members present and entitled to vote. Each member may cast
only one vote on each matter properly brought before the meeting.
Order of Business
At all of the meetings of the Club, the order of business shall be as follows:
Call to order
Proof of notice of meeting
Submission of roster of members entitled to vote
Roll call of officers
Reading of minutes of previous meeting and reading of communications and bills
for membership (Executive Board meetings)
Election of officers and Executive Committee (last meeting of year)
Minutes of Meetings
Complete minutes must be kept of all meetings. Minutes of Executive Board
meetings will be summarized and posted on official website within a reasonable time frame for the
information of the membership. Any member in good standing may request and
shall be granted the right to inspect the minutes of the general membership
THE EXECUTIVE BOARD
Number of Officers
The Executive Board shall consist of thirteen (13) voting members, all of whom
must be active members in good standing. The term of the Executive Board shall
be from January 1st to December 31st of the following year.
Number of Officers:
Four (4) Officers of the Club
Four (4) At Large Members
One (1) Handicap and Rules Chairman
One (1) Membership Chairman
One (1) Tournament Chairman
One (1) Communications Chairman
One (1) Immediate Past President
President – shall be elected by majority vote and hold office for two years.
Tournament Chairman – shall be elected by majority vote and hold office for two years.
Members of the Executive Board
The number of At-Large Members of the Executive Board shall be four (4). The term of each member shall be two years from the date of election. The duties of the At-Large Members shall be to assist in the coordination of the spring and fall banquets, special events, and other duties as assigned by the President.
To be eligible to serve on the Executive Board any person shall have been an
active member in good standing for at least one year before his election.
The President shall
present to the Executive Board a list of the candidates for the various vacancies at the October Board meeting. Nominations may also
be made by active members in good standing.
A notice shall be posted on the official website of nominations for Club
Officers, At-Large Members and the four (4)
Committee Chairman positions which have been approved by the Executive Board.
Such notice will be given at least two (2) weeks prior to the regular election
meeting. Each active member in good standing may submit additional nominations
by writing to the President at least one week prior to the regular election
At the last regular meeting of the general membership, election of the At Large
Members, the four (4) Committee Chairman and Club Officers shall be held. The
secret ballot shall be used at all regular elections. Only active members in
good standing shall be entitled to vote. A check list of all members entitled
to vote will be available at the time of the election.
In the event of any vacancy in the membership of the At-Large
Members, Committee Chairman or Club Officers for any reason other than
expiration of term, the remaining members of the Executive Board shall elect by
majority vote a replacement to fill the vacancy until the next regular
Duties of the Executive Board
The duties of the Executive Board shall be generally to control and supervise
the affairs of the Club for the best interest of all members. The Executive
Board shall review and approve recommendations of all committees. The Board may
consider any and all matters presented in the regular course of business or in
any emergency which may arise and shall take necessary action or recommend
appropriate action by the general membership on all matters brought to the Board's
attention. Any Executive Board member may be removed from office at any time,
for negligence or misconduct, by a two-thirds vote of the Executive Board or a
majority vote of active members voting at an annual or special meeting.
The Executive Board will hold regular meetings throughout
the year. Special meetings shall be called by the
Club President or a quorum of the Executive Board at such times and places as
the Club President or Executive Board deem necessary. Notice of regular and
special meetings shall be given each member of the Board. Items of business to
be discussed in a special meeting shall be stated in the notice.
A majority of the Executive Board shall be necessary to constitute a quorum for
the transaction of business at any meeting of the Board, but less than a quorum
may adjourn any meeting to another time or place (or both).
Each member of the Executive Board shall be entitled to one vote upon any
matter voted upon by the Board. The Executive Board shall consist of thirteen
(13) voting members.
Action by Unanimous Consent in lieu of
Any action required or permitted to be taken at any meeting of the Executive
Board may be taken without a meeting, if a written consent to such action is
signed by two-thirds (2/3) of members of the Board and such written consent is
filed with the minutes of the proceedings of the Board.
The Club President should be notified in writing by any Executive Board member
who wishes to resign.
Members of the Executive Board shall serve in a voluntary capacity and shall
not receive compensation for their duties.
ARTICLE VI: OFFICERS
The elected officers of the Club shall be a President, Vice-president,
Secretary, and a Treasurer. These officers shall be elected annually by the
general membership and they shall hold office until their successors have been
elected. No officer shall be eligible to serve in the same office for a third
consecutive term unless the position remains unfilled at the time of elections.
The President shall call regular and special meetings of the members of the
Club and the Executive Board in accordance with these by-laws. He shall, when
present, preside at all meetings of the members and Executive Board and he
shall have a deciding vote at any meeting in the event of a tie. The President
shall appoint such committees and auditors as necessary for proper conduct of
the Club and shall be a member, ex officio, of all committees of the Club. The
President, when directed by the Executive
Board, shall have the authority to sign and
execute in the name of the Club any agreements or other instruments. He shall
enforce the by-laws and rules and perform such other duties as are incident to
the position and office or as he may be directed to perform by the membership
or Executive Board. The immediate past-president
shall serve as a member of the Executive Committee.
The Vice President shall perform all duties of the President in his absence. He
shall also assist in maintaining order at all meetings. The Vice President
shall be a member, ex officio, of each of the Club's standing committees and he
shall perform such other duties as assigned by the Club President.
The Secretary shall maintain full and correct records of all meetings of the
general membership and of the Executive Board. He shall read the minutes of the
meetings of the general membership at the next regular meeting of the Club for
proper action. He shall summarize the minutes of the Executive Board and see
that they are posted on the official website for the information of the general
membership. He shall perform such other duties as assigned by the Club President.
The Treasurer shall have custody of all funds, securities and valuable papers. He
shall draft all financial obligations of the Club as authorized by the
Executive Board. The Treasurer shall provide and maintain full and complete
records of all assets and liabilities. He shall be responsible for the
collection of fees, dues and assessments from the members. He shall prepare and
submit to the Executive Board a monthly financial statement and an annual
financial statement to the general membership. He shall also perform such
additional duties as assigned by the Club president.
The Communications Chair is responsible for the development, distribution and maintenance of all print, digital and web related membership collateral, inclusive of but not limited to; membership packets, tournament schedules, cards, letters and application forms.
The Chair will oversee all club advertising and promotional initiatives and coordinate any signage and/or display material required by the committee.
The Chair will serve as the web site administrator, and the gateway for all membership communications required throughout the year, inclusive of the off-season.
The committees of the Club shall be the Handicap & Rules Committee, the
Tournament Committee and the Membership Committee. The Chairman for each of
these committees shall be elected annually by the general membership to a term
of one (1) year.* In lieu of a quorum for a general election, any vacancies may be filled by
members of the Executive Committee on either an ongoing or rotational basis.
Any member in good standing may apply to serve on any committee by submitting a
letter to the President or the committee chairman. The chairman of these
committees may appoint additional members to their committee with approval of
the Executive Board.
*the tournament chair is a two-year position.
The Club President may appoint such other temporary or special committees as he
may deem necessary to carry out the purpose of the Club.
Handicap & Rules Committee
The Handicap & Rules Committee shall work with the Topstone Golf Club
professional in formulating necessary local rules compatible with the rules and
policies of the United States Golf Association and it shall be the arbiter in
all disputes arising from golf play sponsored by the Club. The Committee shall
compile score data and obtain golf handicaps for each Club member. The
Committee may assign temporary handicaps to any new members and assign a new
handicap to any member if current data does not reflect the true handicap for
various reasons. The full Committee must unanimously agree on a handicap when
assigned under other than normal methods. Local rules, shall be posted on the official website at all times.
new member will be supplied a written set of local rules when he joins the
Club. The current official Golf Committee Manual and USGA Golf Handicap System
with USGA Course Rating System for Men & Women will be followed where
possible. In dealing with questions involving amateur classifications of a
member the Club shall be guided by the rules of the USGA. Only an amateur as so
defined shall be qualified for any prizes or awards in tournaments or in
competitive events sponsored by the Club. An active member will be qualified for Club and flight championship only when he has competed in a minimum
of five Club tournaments prior to the Club championship.
The Tournament Committee shall supervise tournaments, special events and Club
competition. The Committee, with the approval of the Executive Board, shall be
responsible for informing Club members of the dates of golfing events, the
special rules which will apply to the event, the prizes to be awarded and the
determination of winning scores. The Committee shall be the contact group with
all other organizations in tournament and related matters. Notice of the time
and place of all events and the results of competition will be posted by the
Committee on the website for information of the general membership.
The Membership Committee will be responsible for sending applications to
members and new applicants. The committee will maintain membership roles of
active and honorary members. The Committee will
perform other duties in this regard as directed by the Board.
No indebtedness or liability shall be incurred by members of the Executive
Board, individually or collectively, or by any other Club member as agent for
the Club without proper authorization. A blanket Fidelity
bond of a reasonable amount shall be maintained to protect the Club against
misuse of funds by Officers entitled to sign checks.
Auditing [Examination of Financial Records ] of Club Books
The President or, in his absence, the Executive Board shall appoint an
independent Certified Public Accountant (CPA) to examine the books of account
of the Treasurer and to make a report of such annual
of the financial records] to the general membership. Special examinations by a CPA may be directed by the
President or, in his absence, the Executive Board whenever this action is
The Club President, Treasurer, Secretary and Tournament Committee chairman will
be responsible for maintaining Club records. Such records will consist of
Treasurer reports, prize distribution, tournament formats and minutes of
meetings. These permanent records will be available for all members to review
and will be maintained in the confines of the Topstone Golf Club.
Amendment to By-laws
Any amendment to the by-laws must be presented to the general membership in
writing and accepted by a majority vote at a meeting of such membership before
becoming effective. No part of these by-laws shall be repealed, amended or
suspended unless the proposed change has been submitted in writing to the
general membership and posted on the official website at least two (2) weeks
before the general meeting at which a vote of the change is to be taken.
Supplementary Rules and Regulations
The Executive Board may promulgate such rules and regulations, which it deems
necessary to implement the by-laws of the Club. These supplementary rules and
regulations may be challenged as contradictory to the by-laws by an instrument
in writing signed by at least ten (10) percent of active members. When and if a
rule is so challenged, the matter will be presented to the general membership
under new business at the next regular or special meeting of the members.
Stationery and Insignia
The Club may adopt distinctive stationery and other colorful insignia and
crests bearing the name of the Club on such conditions and under such
circumstances as the Executive Board deems appropriate.
Rules of Order
Robert's Rules of Order shall be the recognized authority on all points of
procedure not covered by the by-laws or other rules and regulations of the
The by-laws will be interpreted in such a manner as will more nearly effectuate
the purpose of the Club.
Tournaments will be held each Saturday and Sunday during the season.
Members may sign up 14 days in advance of any event in which he wishes to play.
Final sign up deadline is no later than 5PM on the Wednesday prior to the
Members are responsible for their name being on the tournament sign up sheet
whether they put it there or not.
To avoid a penalty fee, any tournament cancellation must be called into the Pro
shop by 5PM on the Wednesday prior to the tournament. Cancellations received
after this time will require the member to pay a penalty fee unless a
substitute can be found. Members will not be allowed to play in future
tournaments until payment of the penalty fee is received. A second violation
will result in a fourteen (14) day suspension.
Each member will receive a Connecticut State Golf Association handicap that is
computer prepared from scores submitted during the current and previous
seasons. Members will be certified as a CSGA member for competition held by the
USGA and other associations of which the Club may be a member.
New members not transferring a valid USGA handicap must submit five (5)
eighteen (18) hole scores (or a combination of nine (9) or eighteen (18) hole
scores) by June 1st to receive a computerized USGA handicap. Club members will
only be eligible for gross tournament prizes until such time as the required
number of score cards submitted.
Only active or honorary members of the Club, and their guests in member guest
tournaments, will be eligible to win any prize, trophy or award in any golf
tournament, event or competition sponsored by the Club. USGA and local rules
will govern competition in these events.
In all Club events, a member must play with another Club member unless the
event has been designated as ‘open’.
Members must turn in all score cards - dated, signed and attested. Failure to
comply will result in disqualification.
and local rules will govern all Club events.