ARTICLE I
ORGANIZATION
Section 1.1
Purpose
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.

Section 1.2
Name
The name of the organization shall be The Topstone Men's Golf Club.

ARTICLE II
MEMBERSHIP AND DUES
Section 2.1
Type of Membership
There shall be two types of membership:
Active
Honorary

Section 2.2
Active Members
An active member is a member in good standing who has paid his dues for the golfing season. Active membership shall be limited to a manageable number set by the Executive Board age 18 or older. 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.

Section 2.3
Honorary Members
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.

Section 2.4
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. Participation in a minimum number of Club sponsored tournaments will be required to continue membership. The minimum number of tournaments shall be determined by the Executive Board.

Section 2.5
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. A majority vote of the Executive Board will be necessary to accept the applicant for membership. Such vote will be taken at the next meeting of the Board. Applications received after the membership reaches the maximum allowed for the year will be placed on the acceptance/approval list. Notification in writing of acceptance or declination for membership shall be promptly given to the candidate. If a candidate is declined for membership, his application, initiation fee and initial dues will be returned.

Section 2.6
Membership and Dues
The initiation fee, for first time members, initial dues and any assessments shall be established by the Executive Board at the last meeting of the preceding year. 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 will 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.

Section 2.7
Resignation & Refunds
All resignations and refund requests must be submitted in writing to the President. Refunds, if allowed, will be based on the date of resignation. The amount of any refund will be determined by the Executive Board.

ARTICLE III
MEMBERSHIP RIGHTS, DUTIES AND DISCIPLINE
Section 3.1
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.

Section 3.2
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 or Secretary. Notices of coming events, competitions, awards, dates and agenda of the general and special membership meetings will be posted on the official website . 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 within one week of the date of the meeting.

Section 3.3
Voting
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.

Section 3.4
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.

Section 3.5
Discipline
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) which he is alleged to have committed. The member shall be given the opportunity to be heard 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, in which case all reference thereto will be expunged from the record. The decision of the Executive Board will be final.

Section 3.6
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.

ARTICLE IV
MEETINGS OF THE GENERAL MEMBERSHIP
Section 4.1
Regular Meetings
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.

Section 4.2
Special 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.

Section 4.3
Notice
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.

Section 4.4
Quorum
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 general membership.

Section 4.5
Voting
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.

Section 4.6
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 Applications for membership (Executive Board meetings)
Reports
Election of officers and Executive Committee (last meeting of year)
Unfinished business
New business
Adjournment

Section 4.7
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 seven days 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 meetings.

ARTICLE V
THE EXECUTIVE BOARD
Section 5.1
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

Section 5.2
President – shall be elected and hold office for two years

Tournament Chairman – shall be elected and serve a term of two years, except for the 2006 year of the club in which the term will be for one yea

At Large Members of the Executive Board
The number of At Large Members of the Club shall be four (4). The term of each member shall be two years from the date of election, except for the 1998 year of the Club, in which two (2) members will have a term of one year and two (2) members will have a term of two (2) years. The duties of the At Large Members shall be to coordinate the spring & fall banquets and all food related components of the seasonal BBQ’s, club championships, interclub matches, member guest and special events. Coordinate the interclub matches, administer the men’s club stats and administer the web site. They shall perform other duties as assigned by the President.

Section 5.3
Qualifications
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.

Section 5.4
Nominations
The President of the Club shall appoint the Chairman of the Nominating Committee. The Chairman shall appoint two other members of the Club who are not presently members of the Executive Board. The Chairman shall present to the Executive Board at the October Board meeting a list of the nominees for the various vacancies. 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 meeting.

Section 5.5
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.

Section 5.6
Vacancies
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 election.

Section 5.7
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 Executive Board will vote on new memberships, and will present a slate of candidates for Club Officers. 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.

Section 5.8
Board Meeting
The Executive Board will hold regular meetings when necessary. 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.

Section 5.9
Quorum
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).

Section 5.10
Voting
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.

Section 5.11
Action by Unanimous Consent in lieu of Meeting
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.

Section 5.12
Resignation
The Club President should be notified in writing by any Executive Board member who wishes to resign.

Section 5.13
Compensation
Members of the Executive Board shall serve in a voluntary capacity and shall not receive compensation for their duties.

ARTICLE VI
OFFICERS
Section 6.1
Elected 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.

Section 6.2
President
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.

Section 6.3
Vice President
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.

Section 6.4
Secretary
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 maintain a list names and addresses of active and honorary members. He shall be responsible for the distribution of all notices, memoranda and announcements to the membership. He shall perform such other duties as assigned by the Club President.

Section 6.5
Treasurer
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.

Section 6.6
Communications Chairman
The communications chair is responsible for the development, distribution and upkeep of all print (membership packets, schedules, tournament cards, letters, registration forms etc.) and electronic media (web content and email) pertinent to the membership throughout the year. Copy writing, page layout, electronic file creation and vendor supervision are essential for preparing files for print and distribution.  The CC will also design and produce all advertising and promotional materials as required by the committee i.e. membership/recruitment advertising campaigns, signage and display materials. Additionally the CC will recommend and negotiate media buys with the local media as required. The CC will work with the web site administrator, the membership and tournament chairs as well as the Pro Shop throughout the year (inclusive of the ‘off season’) in the development of any membership communication or graphics required (print, email, web content, signage, etc.)

ARTICLE VII
COMMITTEES
Section 7.1
Standing Committees
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.

Section 7.2
Special Committees
The Club President may appoint such other temporary or special committees as he may deem necessary to carry out the purpose of the Club.

Section 7.3
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, handicap rules and member handicaps shall be posted on the official website at all times. Each new member will be supplied a written set of local rules when he joins the Club. The current official Golf Committee Manual and U.S.G.A. Golf Handicap System with U.S.G.A. 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. Any designated Open event will not be so limited. An active member will be qualified for the Club championship only when he has competed in a minimum of five Club tournaments prior to the Club championship.

Section 7.4
Tournament Committee
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.

Section 7.5
Membership Committee
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 as well as a list of applicants awaiting acceptance/approval by the Executive Board. The Committee will perform other duties in this regard as directed by the Board.

ARTICLE VIII
FINANCIAL
Section 8.1
Indebtedness
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.

Section 8.2
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 audit [examination of the financial records] to the general membership. Special audits by a CPA may be directed by the President or, in his absence, the Executive Board whenever this action is warranted.

Section 8.3
Club Records
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.

ARTICLE IX
GENERAL PROVISIONS
Section 9.1
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.

Section 9.2
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.

Section 9.3
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.

Section 9.4
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 Club.

Section 9.5
Interpretation
The by-laws will be interpreted in such a manner as will more nearly effectuate the purpose of the Club.

RULES
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 tournament.
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 “Bring a Guest”.
Members must turn in all score cards - dated, signed and attested. Failure to comply will result in disqualification.