ACT GOLF ASSOCIATION www.actgolfassociation.com	actgolfassociation@outlook.com anywhere in the doToobox.]

15 September 2017

Bylaws

for

ACT GOLF ASSOCIATION

As amended at the Annual General Membership Meeting on 15 September 2017.

ARTICLE I – NAME AND AUTHORITY

1.	The Association is known as the Allied Command Transformation Golf Association (AGA).

2.	The AGA is formed as a sporting and social club.

3.	The AGA is established as a Virginia State Golf Association (VSGA) Recreational Golfer’s Club, and considers the Sewell’s Point Golf Course in Norfolk, VA as its ‘Home Club’.

ARTICLE II – AIM

4.	The aim of the AGA is to promote golf, and the social aspects of golf, in the international community of Allied Command Transformation (ACT), and to develop friendly relations with the local military and civilian golfing communities in the Hampton Roads area while encouraging conformance to the United States Golf Association (USGA) Rules of Golf.

ARTICLE III – MEMBERSHIP

5.	The membership criteria of AGA build on the wish to promote openness and inclusiveness. Therefore, the AGA welcomes any military, civilian or retired member, and/or their immediate family, of ACT or other NATO entities who wish to join as a member. It is, however, a prerequisite to be a member in order to participate in AGA activities or events unless expressively stated in the propositions for a specific event.

Section 1 – Categories

6. Membership categories are as follows:

Active Members. The following persons serving at Headquarters, Supreme Allied Commander Transformation (HQ SACT), persons associated with or posted in support of HQ SACT (e.g., national liaison representatives , support staff) or with NATO commands, Agencies or affiliated entities in the Hampton Roads Area are eligible as active members:

All military personnel;

NATO International Civilians, Consultants or Interns;

Contractors while working under contract at HQ SACT or affiliated entity;

The spouses, partners, and dependent children who reside in the Member’s household. Dependent children must be at least 18 years of age to vote at a General Membership Meeting.

Previous members of ACT or other NATO bodies who reside in the Hampton Roads area, and their spouses and partners. Such persons may be requested to document their former affiliation with ACT/NATO.

Honorary Members. Current SACT, DSACT, and HQ SACT COS are invited to be honorary members. Honorary membership does not include VSGA membership.

Long Distance Members. This category is open to military and civilian persons and their dependents, from the ACT entities – Joint Warfare Center, Joint Forces Training Center, and the Joint Analysis and Lessons Learned Center as well as HQ SACT Staff Element Europe and SACT’s Representative in Europe (SACTREPEUR). Further, Active Members and Associate Members who depart the area upon completion of a tour of duty may continue their membership as Long Distance Members. Long Distance Members may not hold offices in the AGA or vote at General Membership Meetings. Long distance membership does not include VSGA membership.

Associate Members. Non-US military personnel serving in the Hampton Roads area pursuant to a NATO Visa / NATO Travel Order. Associate Members will be subject to the regulations in Article III – Membership, Sections 2 – 5 but may not be elected as members of the Board of Directors or vote at General Membership Meetings.

Affiliate Members. The Board of Directors may grant membership to individuals, proposed by Active AGA members, who do not meet the criteria listed above but who have otherwise demonstrated a strong link or relationship to NATO, if the Board finds that such membership would meet the aim and general intent of the AGA. Affiliate Members will be subject to the regulations in Article III – Membership, Sections 2 – 5 but may not be elected as members of the Board of Directors or vote at General Membership Meetings.

Guests. AGA members may invite guests to participate in AGA matches; however, such guests will play outside of the competition unless otherwise specifically stated in the propositions for the specific match.

Section 2 – Terms of membership

7.	Members must have an established Handicap Index (HCP) in order to participate in AGA golf matches and tournaments. Members who have no HCP should initiate the required qualification described in Article IV below. Participation in ‘AGA Social Golf Events’ does not require a HCP Index.

8.	The membership year begins 01 October and extends until 30 September the following year. The AGA membership is automatically renewed from year to year, provided that the membership fee is paid no later than 15 October of the new membership year. The membership fee will be pro-rated the first and last year of membership but will be paid in one annual payment. All monies collected shall accrue for the benefit of membership, and there shall be no refunds for termination of membership mid-year except if termination is due to unforeseen changes to end-of-tour date.

Section 3 – Termination of membership

9.	Membership is automatically terminated upon a member’s departure from the ACT or NATO community, unless the membership eligibility can – and is desired to - be retained under the provisions of Paragraph 6 above. AGA Members should inform the Membership Secretary of their end-of-tour date, or if they intend to discontinue their membership for any other reason.

10.	In the event any member commits any act which reflects discredit or disrepute on the AGA or refuses or fails to comply with the rules and regulations adopted by the Board of Directors or any appointed or elected AGA official, such member shall be subject to suspension or expulsion after written notice and the right to be heard, by a vote of two-thirds of the Board of Directors at any regular meeting or special meeting called for such purpose.

Section 4 – Conduct

11.	AGA members are required at all times to comply with the etiquette of golf, any specific rules at clubs/facilities where AGA events are conducted, and with the provisions of the annual AGA Members’ Guide.

Section 5 - Fees

12.	Details of current AGA fees and what they cover are explained in the annual AGA Members’ Guide. The annual fees may only be changed if authorized by a General Meeting of Members. Members must pay their annual membership fees in order to participate in AGA events.

ARTICLE IV – HANDICAPPING

Section 1 – General.

13.	The method of calculating and adjusting playing handicaps for the AGA is based on the Golf Handicap and Information Network (GHIN) used by the USGA. The Handicap Director will keep copies of these rules and will provide further information in the AGA Members’ Guide.

14.	The highest handicap index permitted in AGA matches/competitions is 36.4 for men and 40.4 for ladies.

Section 2 – New members.

15.	New members who have a recognized handicap certificate from a Federation or former club will, on presentation of the certificate to the Membership Secretary or the Handicap Director, have that handicap recognized at face value.

16.	New members with previous golfing experience who are unable to present a valid proof of handicap will submit three properly completed scorecards, countersigned by an Active AGA Member with an established handicap of 28 or lower before a substantive handicap can be awarded by the Handicap Director. Until this has been achieved, the new member may only play in AGA ‘Social Golf’, or in AGA sponsored matches/tournaments against a “0” handicap, or outside the competition.

Section 3 – Novice golfers.

17.	Novice golfers will establish a handicap through the various schemes offered and coordinated by the Novice Coordinator of the AGA. The requirements for establishing a handicap in respect of practical ability and theoretical knowledge and tests change from season to season, as do the learning opportunities at the various golf clubs in the area. Further information, relevant to the current season, will be provided in the AGA Members’ Guide, and offers and opportunities will be regularly published on AGA website.

ARTICLE V – STRUCTURE

Section 1 – General Membership Meeting

18.	The Annual General Membership Meeting shall be held during the month of September under the chairmanship of the President of the AGA (or, in his absence, the Vice-President).

19.	Extraordinary General Membership Meetings may be held at the decision of the Board of Directors or if requested by 25% of members with voting rights.

20.	At least five weeks prior to the meeting, the Board of Directors shall call the meeting and inform members of the agenda and of the Board’s suggested candidates for AGA offices. Other members may be nominated to the Board at least two weeks prior to the Annual Meeting. At least one week prior to the Annual Meeting, a list of all candidates nominated shall be sent by email to each member and a copy of the list shall be posted on the AGA’s website/blog.

21.	A legal quorum of at least 10% of the Active Members by person or by proxy is required to convene a General Membership Meeting. If the required quorum is not present at the beginning of the meeting, the meeting shall be postponed for 30 minutes at which time the meeting shall commence and be conducted with the active members by person or proxy.

22.	Agenda items for decision may be voted upon by show of hands or by secret ballot. Decisions, other than changes to the Bylaws, shall be determined by majority of the votes cast by active members in person or by proxy.

Section 2 - Officials

23.	Management of the AGA is carried out by elected officials as herein described. The Board of Directors will strive to ensure that positions of management within the AGA committees are filled by willing volunteers and that as many nationalities, ranks, and categories of personnel as possible are represented in the various committees.

24.	The officials of the AGA and their principal duties are as follows:

President. The President has overall responsibility for matters of policy affecting the Association and ensures that the interests of the AGA are represented as appropriate at the highest levels of ACT, with the Virginia State Golf Association, and with the local military and civil community. The President is responsible for the day-to-day running of the activities of the AGA, the provision of an annual AGA Members’ Guide, and will normally represent AGA at AGA hosted events, prize-givings etc.

Vice-President. The Vice-President deputizes in the absence of the President and is a member of the Board of Directors and of the Handicap Committee.

Recording Secretary. The Recording Secretary is responsible for the organization of routine and annual meetings and major social functions as specified by the Board of Directors. He/she is also responsible for recording and distributing the minutes and Action Lists of meetings, attending to AGA general correspondence, and coordinating, producing and promulgating the annual AGA Members’ Guide.

Treasurer. The Treasurer is responsible for maintaining proper accounts of all financial aspects of AGA activities, including matches/competitions, social, and property related matters. He/she is to present accounts for audit when requested by the President. He/she is to present audited accounts for approval at the Annual General Membership Meeting, and to develop, in close coordination with the Board of Directors a financial plan for each season.

Membership Secretary. The Membership Secretary is responsible for the maintenance of the AGA membership scheme and records database. He/she is to be the first point of contact for prospective AGA members and thus introduces them to the membership of AGA. He/she maintains the membership roll and collects fees from members annually. He/she will be responsible for mailing of all general membership correspondence, and will coordinate closely with the Secretary and the Handicap Director.

Handicap Director. The Handicap Director is responsible for maintaining the AGA handicap system and for keeping the handicap list updated and accessible on the AGA website. The list is to be maintained in accordance with the current procedures and regulations of the rules of golf as applied by the USGA and the R&A. These rules are to be promulgated (and explained as necessary) annually in the AGA Members’ Guide. He/she is to liaise, through the Tournament Committee, with the Tournament Directors and with the Membership Secretary in respect of stipulating, publicizing and enforcing necessary handicap qualifications to allow both current and new members to take part in AGA competitions at the appropriate playing level.

Tournament Director(s). The Tournament Director(s) are responsible for coordinating the organizing and publicity of all aspects of the annual program of matches and tournaments, and for recommending the distribution of prizes. They will liaise with the Handicap Director regarding handicap indexes and handicap allowances, and are to ensure that detailed records are kept of all AGA organized events. A Lead Tournament Director is appointed by the Board of Directors, and provides general oversight and management of the program. The Lead Tournament Director will coordinate with the other AGA officials in order to develop a roster of organizers for the running of the planned monthly and season-long events.

Publicity and Sponsorship member. The Publicity and Sponsorship Member is responsible for the development and implementation of publicity on AGA activities. He/she will work closely with the Tournament Directors to ensure proper exposure of AGA activities He/she will work closely with the Secretary on publicity for social events. He/she is responsible for identifying and arranging support of the AGA golfing program through contact with sponsors and will liaise closely with the Tournament Directors to ensure that all parties benefit from the arrangements. He/she is responsible for procuring and maintaining an inventory of all AGA properties and trophies, and to make such items available to AGA members at agreed rates.

Novice Coordinator. The Novice Coordinator is responsible, in close coordination with the Handicap Director and the Membership Secretary, for the development, coordination and implementation of an AGA novice program with the aim to provide information and assistance to help newcomers to golf in respect of available training opportunities, obtaining qualifications, and for providing advice regarding opportunities to play.

Dual Office. Elected Officials may hold more than one position - on an as-required basis - to assist with the management of AGA matters or activities.

Section 3 – Prerequisites

25.	AGA officials are to be active members of the Association.

26.	AGA officials are elected or re-elected at the Annual General Membership Meeting and will serve for a period of one year without compensation.

Section 4 – Committees

27.	The business of the AGA is conducted through standing committees as described below:

The Board of Directors is chaired by the President and comprises the elected and appointed officials of the AGA. The Board addresses matters of policy affecting the AGA and is responsible for the day-to-day management of the activities of the AGA. The Board will normally meet on a monthly basis throughout the year.

The Tournament Committee is chaired by the Lead Tournament Director and comprises the President, the Tournament Directors, the Handicap Director, and the Publicity and Sponsorship Member. The Committee supervises the preparation and execution of AGA matches and tournaments and adjudicates in matters of dispute.

The Handicap Committee is chaired by the Handicap Director and comprises the Vice President, the Lead Tournament Director, and the Membership Secretary. The Committee supervises the allocation of playing handicaps to AGA members. It may assess and adjust current handicaps of players if perceived necessary, and will adjudicate in disputes.

President	Vice-President	Recording Secretary	Treasurer	Membership Secretary	Handicap Director	Tournament Director	Publicity and Sponsorship Member	Novice Coordinator
Board of Directors	X	X	X	X	X	X	X	X	X
Tournament Committee	X	X	X	X
Handicap Committee	X	X	X	X

28.	In addition to the standing committees, working committees may be set up as necessary to undertake special projects.

Section 5 - General

29.	The functions of the committees are as follows:

Selection. AGA officials are normally nominated and elected at the AGA General Membership Meeting. In nomination of candidates, the international nature of ACT should be reflected as far as possible in the composition of the Board of Directors.

Election. Election is by ballot of the Active Members present at the meeting, the result being decided by majority vote. If there are more than two candidates for a post, and no one candidate receives more than 50% of the vote cast, the candidate with the least number of votes is to be eliminated and a further ballot is held until such time as one candidate receives more than 50 % of the votes cast.

Replacement. The Board of Directors may nominate replacements to fill interim vacancies, subject to approval by a majority vote of the AGA members present at the next general meeting of the AGA.

Quorum. A minimum of three members of the Board of Directors (one of whom must be the President or the Vice-President) will constitute a quorum for the Board.

ARTICLE VI – FINANCE

Section 1- Membership fees.

30.	The annual membership fee will be approved by the Annual General Membership Meeting after recommendation by the Board of Directors.

Section 2 – Annual Budget and disbursement of funds and disposal of assets.

31. The Treasurer will present an Annual Budget proposal detailing the planned disbursement of funds and disposal of assets for approval at the General Membership Meeting. Outside of the Budget proposal the Board of Directors may decide by majority vote on the disbursement of funds not exceeding $ 1500 and on the disposal of assets worth less than $ 150.

32. The President is authorized a one-time expenditure per annum of $ 250 without prior approval of the Board of Directors.

Section 3 – Cash Holdings and Disbursements.

33. The Treasurer is authorized to make disbursements in accordance with the approved budget or as authorized by the Board of Directors, or President pursuant to Article VI Section 2.

34. The Treasurer is authorized to maintain Petty Cash account up to a value of $ 250. Deposits will be made whenever funds on hand exceed $ 250. The Treasurer and/or the Membership Secretary will make deposits to the AGA bank account (to be established in a local bank by the Treasurer).

35. The President, the Treasurer, and the Membership Secretary will be authorized to sign checks for the AGA

36. Designated Tournament Directors are authorized to collect tournament fees and incur expenditure on tournament prizes in accordance with the financial limits outlined in the Annual Budget Proposal. Excess cash is to be remitted to the Treasurer for deposit into the AGA account.

37.	The Treasurer is responsible for the financial instruments of the AGA.

Section 4 – Accounting and audit.

38.	The Treasurer will maintain current accounting records including all bank and cash operations, inventory and property values, and shall inform the Board of Directors of the status at their meetings.

39.	The President will be responsible for ensuring that the funds of the AGA (i.e. all monies, negotiable documents, equipment, supplies and other valuables) are being properly maintained and audited. He/she will ensure that the accounts of the AGA are audited every year prior to the AGA General Membership Meeting by an audit board comprising of two members of the AGA, appointed by the previous AGA General Membership Meeting, who do not participate in fund keeping or treasurer functions.

40.	When the Treasurer of the AGA is about to change, the President will direct a handover of all AGA financial instruments and their verification by the appointed auditors prior to the handover.

Section 5 – Financial statement.

41.	Copies of financial statements will be distributed to the members of the AGA and will be discussed in detail at the Annual General Membership Meeting.

ARTICLE VII – AMENDMENTS TO THE BYLAWS

42.	Amendments to the Bylaws, which represent more than routine updating, may be made at any General Membership Meeting provided due notice is given by publication at least five weeks in advance of the meeting, and the amendment is approved by 66% of the active members present and voting.

43.	Amendments may be made in an emergency by the Board of Directors and subsequently confirmed at the next General Membership Meeting.