Operational Policies

CONSTITUTION AND BYLAWS
As Approved October 05, 2023

ARTICLE I – NAME:

1. The name of the association shall be the ‘WILDWOOD GOLF COURSE MEN’S SECTION”, hereinafter, referred to as the “Association”.

ARTICLE II – OBJECTIVES:

1. To provide an opportunity for amateur golfers to socialize and play golf.
2. To provide an environment for improving golf skills.
3. To support Junior Golf and Junior Golf programs.
4. To oversee funds received from external agencies for the development of golf.

ARTICLE III – YEAR:

1. The fiscal year for the Association shall be from January 01 to December 31.

ARTICLE IV – MEN’S SECTION MEMBERSHIP:

1. Registration deadline is April 30 of the current year.
2. Four age divisions shall exist:
   a. Regular Men’s: 19-54 years.
   b. Senior Men’s – 55-69 years.
   c. Super Senior – 70-79 years.
   d. Legends – 80 years plus
3. Division is determined by age on April 30 of current year.

ARTICLE V – MEN’S SECTION DUES:

1. Annual membership dues shall be periodically reviewed by the Executive. Any recommendation resulting from this review will be presented at a General Meeting and will be subject to the approval of the membership.
2. Ideally dues shall be paid by Mid-April in order to prepare for the season but no later than April 30 of the current year.   Any membership application requests received after April 30 shall be processed at the discretion of the Executive.
3. The Executive may refund individual annual dues with sufficient reason.

ARTICLE VI – JUNIOR SECTION:

1. The Junior Section shall be a separate group and will normally operate independent of the Men’s Section.
2. Junior membership shall be available to males and females under 19 years of age.
3. The Junior Director shall oversee Junior Section activities.

ARTICLE VII- EXECUTIVE:

1. Shall consist of: 

a. President
b. Past President
c. Vice President
d. Secretary
e. Treasurer
f. Assistant Treasurer
g. Membership Director
h. Club Captain
i. Assistant Club Captain
j. Junior Director
k. Member at Large
l. Social Director
m. Assistant Social Director
n. Webmaster

2. Shall be elected to a one-year term.

ARTICLE VIII- GENERAL DUTIES OF EXECUTIVE:

1. Be responsible for the interpretation of the Association bylaws.
2. Direct the financial affairs of the Association.
3. The Executive may spend up to a maximum of $2,000.00 per item without the prior approval of the membership.
4. A quorum for Executive meetings shall be 50% plus one.

ARTICLE VIX- DUTIES OF EXECUTIVE OFFICERS:

1. Past President:
   a. Provide continuity and assistance to the Executive.
2. President:
   a. Conduct a minimum of four meetings per year:
   i. Spring Executive Meeting.
   ii. Spring General Membership Meeting.
   iii. Fall Executive Meeting.
   iv. Fall General Membership Meeting.
   b. Conduct additional meetings as required.
   c. Ensure all meetings follow a set agenda.
   d. Cast a deciding vote in the event of a tie.
3. Vice President:
   a. Shall be the President Elect.
   b. Assist the president.
   c. Perform the President’s duties in the President’s absence.
4. Secretary:
   a. Record meeting minutes. b. Review minutes from the previous meetings.
   c. Prepare correspondence and reports required by the Executive members.
   d. Contact Executive members to advise details of scheduled meetings or other meetings as required.
   e. Maintain the records of the Association and prepare notices of special events and other functions.
5. Treasurer:
   a. Manage the financial affairs of the association.
   b. Maintain a record of receipts and disbursements of the Association.
   c. Arrange for an annual independent audit of the Association finances.
   d. Present audited financial statements at the Spring General Meeting.
   e. Complete and forward to Saskatchewan Lotteries the annual Update Report, together with a copy of the audited financial statements.
   f. Complete and forward to the Non Profit Corporation the required Annual Report, together with a copy of the audited financial statements.
   g. Arrange for insurance for the Association as required.
   h. Prepare an annual budget with the assistance of the Executive and Club Professional.
6. Assistant Treasurer:
   a. Provide assistance to the Treasurer.
7. Club Captain:
   a. Utilize the Men’s Section website tools to organize and distribute the twice-weekly golf draws.
   b. Utilize the Men’s Section website tools to assist tournament organizers and manage registration for Men’s Section tournaments.
   c. Ensure that the Men’s Section Tournament Schedule and other important events or announcements are posted on the Men’s Section website.
   d. Post closest-to-the-pin winners on the Men’s Section website on a weekly basis.
8. Assistant Club Captain:
   a. Provide assistance to the Club Captain.
9. Junior Director:
   a. Coordinate Men’s Section contributions to Junior Activities.
   b. Provide etiquette meetings for junior members dealing with on and off course requirements.
   c. Provide developmental activities for Junior Section members.
   d. Assist the Club Professional with Junior Section functions as required.
10. Membership Director:
    a. Maintain membership and attendance records for all Association members.
    b. Provide appropriate membership acknowledgements when required.
    c. With assistance from the Executive seek out members who will let their names stand for a position on the Executive for the upcoming year.
11. Member at Large:
    a. Carry out assigned tasks as required.
12. Social Director:
    a. Coordinate social events and meals.
    b. Arrange for a bar and permits when required.
    c. Keep financial records for all social events.
13. Assistant Social Director:
    a. Provide assistance to the Social Director. 
14. Webmaster:
    a. Liaises with the Men’s Section Website Developer/Hosting Service to ensure that the Men’s Section website and its functionality is kept up to date.
    b. Ensures that the Men’s Section Website content is current.
    c. Collaborates with Club Captain and other members of the Men’s Section Executive regarding website updates.
    d. The role of Webmaster may: 
    i. Be assigned to an existing member of the Executive who has the required skills to fulfill these duties or;
    ii. Be a stand-alone role that is filled through the standard nomination/election process.
    iii. At the discretion of the Executive to be contracted to an individual or agency qualified to fulfill the Webmaster’s duties. In this case, the contracted webmaster will not be a member of the Executive but will report to the Executive.  
15. Signing Officers:
    Any two of the following Executive positions shall have co-signing Authority for the Association:
    1. President
    2. Vice-President
    3. Treasurer
    4. Assistant Treasurer

ARTICLE X – ELECTION OF THE EXECUTIVE:

1. Shall be held at the Fall General Meeting.
2. The Vice President (President Elect) shall automatically become President.
3. The Membership Director shall provide a nominee for each of the other positions.
4. Nominations will be accepted from the floor.
5. Elections will be decided by a simple majority vote.
6. If, after elections, a position remains unfilled, the Executive may appoint a member to the vacant position for the duration of the term.

ARTICLE XI- GENERAL MEETING FORMAT:

1. Notice of General Meetings shall be posted on the Men’s Section website and the Wildwood Clubhouse Notice Board at least 14 days prior to the meeting.
2. Amendments to the Bylaws may be proposed from the floor at a General Meeting. Amendments proposed by the Executive must be posted on the Men’s Section website and the Wildwood Clubhouse Notice Board at least 14 days prior to the meeting.
3. Issues will be decided by a simple majority vote.