The name of the organization shall be “THE HERONS GLEN MENS GOLF ASSOCIATION (HGMGA)”
To stimulate interest in golf at the Herons Glen Country Club by bringing together a group of golfers desirous of forming a golfing organization.
To promote and foster among the members a closer bond and fraternity for their joint and mutual benefit, and to promote and conserve the best interests and true spirit of the game of golf as embodied in its ancient and honorable traditions.
To encourage conformance to the USGA Rules of Golf by creating a representative authority.
To maintain a uniform system of handicapping as set forth in the USGA Handicap System and issue USGA Handicap Indexes to the members.
To provide an authoritative body to govern and conduct HGMGA competitions.
All members who are in good standing of the Herons Glen Country Club are eligible for membership.
Acceptance of membership in the Association shall be evidence that the holder binds himself to all provisions of the By-Laws and to accept the decisions made by and within the jurisdiction of the Board of Directors of the Association.
Membership in the Association shall entitle the holder to one (1) vote on a ballot (including an absentee ballot), as solicited in the conduct of the affairs of the Association. This provision does not give any member the right to vote at a meeting of the Board of Directors of the Association except as a member of the Board.
Any male resident of Herons Glen may become a social member of the HGMGA by payment of annual dues as established by the Board of Directors. Social memberships will not have any voting privileges nor may they hold office. They shall be entitled to attend all of the golf affairs, which are available to all regular members of the HGMGA excluding any golf events.
Dues and terms
All membership fees and dues shall be established by the Board of Directors from time to time in such amounts as they deem to be adequate to operate and maintain the HGMGA. Annual dues are payable on October 1st of each year. All monies collected shall accrue to the benefit of the membership.
The fiscal year of the Association shall be from October 1st to September 30th, inclusive.
The annual meeting of the Association shall be conducted on the second Tuesday in April. Regular membership meetings are held on the second Tuesday from October through April. Optional meetings may be held for May and September, and no meetings shall be held June through August.
A special meeting of the Association may be called, (in writing), by a minimum of five (5) members that are in good standing, to conduct a specific matter of business when approved by the majority vote of the Board. Special meeting business shall be known to the Board prior to the meeting, and no other business but special meeting business will be discussed at that meeting. The time, date, and purpose of a special meeting must be posted on the HGMGA website and the Bulletin Board in the Pro Shop at least five (5) days prior to the meeting.
The Board of Directors may meet at the discretion of the President.
The President or the Vice President of the Association, when directed by the President, shall preside at all meetings of the Association, however in both their absences, the Secretary or Treasurer (in that order) may conduct all meetings.
A quorum of Twenty-Five (25) members of the Association must be present to have a meeting. All agendas for membership meetings shall be published on the HGMGA website and posted on the Bulletin Board in the Pro Shop at least five (5) days prior to the meeting.
A majority vote shall consist of 50% of those present plus one.
The President shall be the Chief Executive Officer of the Association and the Chairman of the Board of Directors. The President shall preside at all meetings of the Board of Directors and the membership. He shall cooperate with the Management of the Herons Glen Country Club in all matters pertaining to the golf course and the building facilities. However, he shall be allowed to delegate this responsibility to another member of the Board in his absence.
- The President shall recruit and appoint the Chairmen of the working committees.
- In the absence of the Treasurer, any two (2) elected officers shall disperse such funds as are necessary for the proper operation of the Association.
- The President shall deliver to his successor all records in his possession at the first meeting of the Board of Directors following the annual meeting, or at a time of his separation from the position for any reason.
The Vice President, in the absence of the President, shall perform the duties of the President. He shall assist the President whenever called upon in promoting the activities of the Association.
The Secretary shall keep a permanent record of all membership meetings of the Association, and record same in the Minutes Book. He shall give a report of such meetings whenever requested by the President of the Board. In the absence of the President, and Vice President, the Secretary shall assume the duties of the President. The Secretary shall deliver the Minutes Book and other records in his possession to his successor at the first meeting of the Board following the annual meeting or at the time of his separation from the position for any reason.
The Treasurer shall hold and disperse all funds of the Association as directed by the President. He shall keep permanent records of all financial transactions and report same to the Board of Directors at all regular meetings. In the absence of the Treasurer, all checks of the Association shall require any two (2) signatures of the elected officers. The Treasurer shall deliver to his successor all records and monies of the Association in his possession at the first meeting of the Board following the annual meeting, or at the time of his separation from the position for any reason.
The President, Vice President, Secretary, Treasurer, and appointed Chairmen’s terms shall be two (2) years starting May 1st.
An elected officer, (President, Vice President, Secretary, or Treasurer) may run for another position during his present term of office, but he must vacate his present position effective May 1st of the current year. The vacated position will be included on the ballot in the upcoming election. The term of office will be for the remainder of the vacated position.
Board of Directors
The Board shall consist of the four (4) elected officers of the Association and the appointed Chairmen of the Tournament, Rules, Handicap, Ways and Means, and League Day Activities, Communications and Membership Committees, each eligible to vote.
A quorum shall consist of a majority of the Board and either the President or Vice President must be present to conduct such a meeting.
Should a vacancy occur on the Board of an elected office, the Board member in charge shall make an appointment to fill the vacancy on a temporary basis not to exceed sixty (60) days. He shall immediately schedule an election following regular election procedures as outlined herein to fill the vacancy on a permanent basis.
Candidates for the office of the President, Vice President, Secretary and Treasurer shall be selected from the membership.
A Nominating/Election Committee of three (3) members shall be named by the President no less than sixty (60) days prior to the annual meeting in April. No member of the current Board is eligible to serve on the Nominating/Election Committee and shall not participate in any of the deliberations of the Committee.
The Nominating/Election Committee shall post a slate of officers for the ensuring year;
- forty-five (45) days prior to the annual meeting
- after posting, any person who would like to be a candidate, may be nominated by securing the written endorsement of five (5) members of the Association, presented to the Chairman of the Nominating/Election Committee. Those names shall be added to the posted listing
- the total slate will be posted thirty (30) days prior to the meeting and the nominations will be closed.
- a ballot listing all nominees will be prepared by the committee for election at the annual meeting
- absentee ballots may be obtained from the Chairman of the Nominating/Election Committee, only by the member requesting said ballot. The ballot must be returned to the Nominating/Election Committee. The official ballot shall list all elected offices and candidates shall be listed in alphabetical order for each office.
The Tournament Committee Chairman shall be a member of the Board of Directors. He shall recommend a schedule of events and entrance fees to be sponsored and/or administered by the Association. He shall accomplish the Association’s responsibilities in connection with the events and so doing coordinate where necessary with other Associations, Herons Glen staff, and other committees as needed.
The Rules Committee Chairman shall be a member of the Board of Directors. He shall maintain current rules of play at Herons Glen Country Club in accordance with USGA Rules, by announcing any options permitted, announcing local rules as are required, and to hear and adjudicate any rule or dispute brought before him in concurrence with the Herons Glen Head Golf Pro.
The Association Handicap Committee Chairman shall be a member of the Board of Directors. For all events sponsored or administered by the Association in which handicaps are to be employed, the handicaps approved by the Association Handicap Committee shall be the only handicaps accepted. He shall be responsible to make sure that all properly adjusted gross scores of player’s participation in games scheduled by the Tournament Chairman are recorded for handicap purposes in accordance with procedures set forth in the USGA Handicap System Manual..
The Ways and Means Committee Chairman shall be a member of the Board of Directors. The Chairman and his committee shall suggest the way and means for enhancing the overall functions of the Association for the benefits of its members. In addition, based on directives from the elected Board, the Committee shall develop and follow through on those assigned projects.
The League Day Activity Committee Chairman shall be a member of the Board of Directors. He shall be responsible to see that all golf games scheduled on men’s day are supported by scorers and monitors as appropriate, for example the Club Championship, the Shootout, etc., and to administer weekly activities as needed. He shall ensure that all weekly men’s day events gross scores after adjustment for handicap purposes are available for posting. An exception may be made for “Special Event Days”.
The Communications Committee Chairman shall be a member of the Board of Directors. He shall be responsible to develop, maintain and improve upon all means of communications for the HGMGA, including but not limited to the website.
The Membership Committee Chairman shall be a member of the Board of Directors. He shall be responsible to maintain a current list of members and sharing such list with the Treasurer. He shall be the liaison between the HGMGA and new members providing information to new members as needed.
A temporary Audit Committee will be appointed by the President to conduct an annual audit of the HGMGA financial records at the end of the fiscal year. A report by the Committee shall be presented to the members at a monthly meeting during the next fiscal year.
A By-Laws Committee of no less than Five (5) members who are in good standing of the Association and are residents are to review, maintain and update the By-Laws yearly, no later than the annual meeting. In the event of a vacancy, the position will be filled from a list of volunteer names from the membership.
Any member of the HGMGA in good standing or the Board of Directors may submit a suggested amendment to the By-Laws. It will be submitted in writing to the By-Laws Committee, to be reviewed and discussed with the Board of Directors.
The Board of Directors shall have the power to repeal or amend any of these By-Laws provided that such action shall not be effective until approved by a majority vote of the members of the HGMGA at a meeting held in accordance with the provisions contained herein.
ORIGINAL APPROVAL: BOARD OF DIRECTORS 12/07/1992
- “HERONS GLEN” FORMALLY REPLACED “DEL VERA” AS THE NAME OF THE COUNTRY CLUB 11/01/1994
REVISION OF BY-LAWS 10/29/1997
- APPROVED BY MEMBERS 2/17/1998
REVISION OF BY-LAWS 2/1/2000
- APPROVED BY MEMBERS 2/1/2000
REVISION OF BY-LAWS 2/23/2016
- APPROVED BY MEMBERS 4/12/16