Information by laws

General Information:

Please familiarize yourself with our Constitution and By-Laws, which are provided below.

The latest USGA bi-monthly handicap indices will be used to calculate handicaps for all tournaments. NO changes will be made to handicaps on the day of play.

USGA rules will apply, unless local rules are posted on the day of the tournament.

Make all checks payable to: Palm Beach County Women’s Golf Association (PBCWGA).   Unless otherwise specified, the listed price for each tournament includes cart fees, lunch and tax.  Applicable club tipping policies will be communicated to participants before each tournament.

Each delegate is responsible for making sure her club members know the proper procedures.

All payments and entries must be received one week prior to play date.

Event Cancellation Policy

Cancellations must be submitted by email only  no later than 5 days prior to the scheduled event to qualify for a refund;

All cancellations must be made by email at least 5 days prior to the event date.  A refund will be issued less a $10 cancellation fee for cancellations received more than 5 days prior to the event.  Cancellations received within 5 days of the event will not receive a refund – No exceptions.

For email submission, go to Email Us page.

Be considerate of other players:  Cell phones may be used only in emergencies –  use only after completing play on one hole and before teeing off on the next hole.  Share the responsibility for flag replacement – “the first one in gets the pin”—thanks.

RAIN OUT POLICY

RAIN POLICY – registered players will be notified via email and/or text 

We will be utilizing the “text” capability in GolfGenius to advise of any last minute weather updates that occur on the day of the event.

• If an event is cancelled, all registered players will be notified in as much advanced notice as possible.
• When we are at the club, if play is stopped due to rain and lunch is being served, attendance prizes will be distributed.
• If less than 9 holes have been played before the rain, a lottery will be used to select winners.
• If 9 or more holes have been played before the rain, par plus any handicap strokes will be added to each player’s  hole-by-hole score, and the winner will be determined as if all players had completed their rounds.

BYLAWS OF:  PALM BEACH COUNTY WOMEN’S GOLF ASSOCIATION, INC.

ARTICLE I. DEFINITION OF BYLAWS

Section 1. Definition of Bylaws. These bylaws constitute the rules adopted by Palm Beach
County Women’s Golf Association, Inc. for the regulation and management of its affairs.

ARTICLE II. CORPORATE NAME AND LOCATION

Section 1. Name. The name of the association is Palm Beach County Women’s Golf Association,
Inc. (PBCWGA)
Section 2. Location. The location of its principal office is in Palm Beach County, Florida.

ARTICLE III. PURPOSES

Section 1. Purposes. The Association is a social club organized for pleasure, recreational golf
among its members and other non-profitable purposes. It has the purposes of 1) promoting
good golf according to the Rules of Golf established by the United States Golf Association
(USGA), and 2) stimulating social contact, good fellowship, good sportsmanship, and
competition among its members. It is a membership organization primarily supported by dues,
fees, charges, or other funds paid by its members. It does not provide goods and services to
the public and cannot provide pleasure or recreation on a commercial basis. Its net earnings do
not inure to the benefit of any person having a personal interest in its activities.

Section 2. Core Values. The core values of the Association are sportsmanship, competition,
and fellowship.

ARTICLE IV. MEMBERS

Section 1. Eligibility for Membership/Member Clubs/ Delegates. Membership is limited to
women 18 years of age or older who are members in good standing of Member Clubs, pay
annual membership dues, abide by the rules of the Association, and have United States Golf
Association (USGA) handicap indices below the maximum level established by PBCWGA for
eligibility. Members need not be full time residents of the State of Florida or the County of Palm
Beach but must have a verifiable address in Palm Beach County for the PBCWGA season.
Private and public golf clubs located in Palm Beach County may be invited to become Member
Clubs: 1) if they have members interested in becoming PBCWGA members and the clubs are
willing to offer their courses for play in PBCWGA events. Each Member Club shall designate a
Delegate to serve as liaison between the Club and the PBCWGA Board. One who has been a
continuous member of PBCWGA for four years or more and who meets the handicap
requirements for membership, but who no longer belongs to a Member Club may continue to be an active member of PBCWGA.

New member applicants must have a current, verifiable USGA index of 24.4 or less and have
posted a minimum of twenty 18-hole rounds of golf within the 12 months prior to the application.
Members renewing within 2 years must have a current, verifiable index of 26.4 or less and have
posted a minimum of twenty 18-hole rounds within the 12 months prior to the renewal
application. If a renewing member has a handicap index higher than 26.4, she will be afforded a
one-year grace period to restore her index to 26.4 or less but must play to a 24.4 index in
PBCWGA events. If at the end of the grace period, the renewing member’s index is not 26.4 or
less, her renewal application will not be accepted. Exceptions due to injury, illness or other
mitigating circumstances will be considered on a case-by-case basis, upon petition of the applicant.
Membership status shall be without regard to race, religion, national origin or sexual orientation.

Section 2. Duties and Rights of Members. Members shall have the duties 1) to pay dues, 2) to be
familiar with the Rules of Golf and the Bylaws of this Association, 3) to wear proper golf attire
and comply with association and tournament rules and instructions, 4) to be considerate of other
players and 5) to conduct themselves in a sportsman-like manner. Members should post their
scores within three days of the event; scores in championship events are to be posted as
tournament scores. Members may participate in PBCWGA tournaments and events, subject to
compliance with the registration procedures and the stated limits on the number of players for
each event (usually no more than 120 players). In the event of oversubscription of an event, the
following order of player selection will be followed: 1) Officers and Committee Chairmen, 2)
entrants unable to play in the last oversubscribed event, and 3) others on the waiting list, in the
order of their placement on the list. Members shall have the right to receive a refund of their
entry fee for an event if they cancel more than five days prior to the scheduled event. Members
also have the right to submit a grievance, in writing, to the Chair of the Grievance Committee,
within 72 hours of the event to which the grievance relates.

Section 3. Annual and Special Meetings of Members. The annual meeting of Members shall be
held at a date, time and place designated by the Board of Directors, usually after the last event
of the season, and on a date that, in the Board's discretion, will facilitate attendance by
Members in person. Special meetings may be called by the Board or President. There will be
two General Meetings each year, one of which will be the Annual Meeting; the other will
generally occur after the opening event. Annual and General or Special meetings, including the
election of Executive Officers, may also be held virtually, in whole or in part, by means of
electronic communications. Exigent circumstances, such as a pandemic, may cause cancellation or deferral of an annual meeting to a later date.

Section 4. Place of Meetings. Meetings of Members shall be held within Palm Beach County,
Florida, except that virtual meetings will be deemed to have taken place in Palm Beach County
regardless of the place of origin.

Section 5. Notice of Membership Meetings. Written notice stating the date, time and place of the
Annual and General Meetings of Members and, in the case of a special meeting, the purpose or
purposes for which the meeting is called, shall be given to Members entitled to vote at the meeting,
not less than seven (7) days before the meeting, by or at the direction of the President, Secretary,
Officers or persons calling the meeting. Notice may be given by mail, email, text, telephone,
voicemail, or other electronic means of communication, directed to the address or other contact
information of record for each Member. If mailed, the notice shall be deemed to be delivered when
deposited in the United States mail, with postage prepaid. If sent electronically, such notice shall be deemed delivered when sent. The Notice shall include the method or methods of participating and voting in the meeting, the matters to be voted upon (including the names of Executive Officers to be elected) and other general business to come before the meeting. In addition to the election of Officers, the Annual Meeting agenda may include reports on financial condition, tournaments, proposed changes in dues or other matters of significance to Members.

Section 6. Quorum and Voting. The quorum for the transaction of business at an annual, general,
special or virtual meeting of Members shall be 50 percent plus 1 of paid membership, in person, by
proxy or electronic participation, at the time of the meeting. Ballots will be electronically distributed to members with the notice of the meeting and may be returned to the Secretary before the
meeting. Ballots returned before the meeting will be counted towards the quorum, and will be
considered votes cast even if the member is not present at the meeting, The presence of a
quorum shall be declared by the Secretary and recorded as such in the minutes. The act of the
majority of the Members voting by electronic ballot or present at a meeting at which a quorum is
present shall be the act of the Members. Each Member shall have one vote. Votes may be cast
in person, by proxy, by telephone, email or other electronic means, as authorized by the Board.

Section 7. Conduct of Members. USGA rules of golf govern play in all tournaments. Players should
strive to enforce rules upon themselves with honesty, integrity, and good sportsmanship. All players
should take responsibility for protecting the field. Cheating will not be tolerated. Such behavior
should be dealt with immediately within the group and reported to the tournament director upon
completion of the round. Unsportsmanlike conduct, including abusive language, club throwing,
disrespect to fellow competitors, club staff, or abuse of club property will not be allowed. Violations and concerns should be reported to the tournament director. Any violation of the required conduct will result in a written letter to the player. Consequences and participation in future events will depend on the severity of the misconduct.

Section 8. Termination of Membership Status. A member may be dropped from membership at any
time, without prejudice, by a unanimous vote of the Board. Following notice, an impartial hearing
and an affirmative vote of two thirds of the members of the Board, a member can be censured or
expelled, with prejudice, for unsportsmanlike conduct, or for conduct which is improper or
prejudicial to the welfare and reputation of the Association.

ARTICLE V. BOARD OF GOVERNORS

Section 1. Function and Duties. The Board of Governors is vested with the power to manage the
business and affairs of the Association. The Board is composed of the six elected Executive
Officers, the Standing Committee Chairs, and such officers or members as the Board may from
time to time appoint. The Past President shall serve as an Ex Officio member and advisor to the
Board. The Board is responsible for the development of a schedule of tournaments, business
and financial plans, budgets, significant financial commitments, contracts, leases and other
instruments, and the oversight of the Association’s compliance with laws. Directors have
fiduciary duties of care and loyalty to the Association and must disclose and seek board
approval for waiver of a director's potential direct or indirect conflict of interest with the
Association.

Section 2. Qualifications. Directors must be members of the Association.

Section 3. Compensation. The Board of Governors shall serve without compensation but may be
reimbursed for expenses they reasonably incur in the performance of their duties, as authorized by the President. The provisions of this section shall not preclude Directors from receiving payment, in a reasonable amount, for services rendered apart from their duties as Directors and approved by the Board. Directors must disclose to the President, or the Board, any potential conflict of interest and must certify their compliance with the Board’s Conflict of Interest Policy.

Section 4. Number of Directors. The number of Directors may vary from time to time, at the Board's
discretion. The Board may vote to increase or decrease the size of the Board at any time.

Section 5. Director Terms. The six Executive Officers shall be elected by the Members to serve
a term of one year. Each Officer shall hold office for the term for which she is elected and until
her successor shall have been elected, or until her earlier resignation or removal from office.
Officers may be re-elected, with no limitation on the number of consecutive terms. Standing
Committee Chairs and other officers shall be appointed by the Board to serve one-year terms;
there is no limit on the number of terms to which the Board may reappoint such persons.

Section 6. Vacancies. Any vacancy occurring in the Board of Governors may be filled by the
affirmative vote of a majority of the remaining Directors. An Executive Officer appointed to fill a
vacancy must stand for election at the next annual meeting of Members.

Section 7. Removal of Directors. At a meeting of Directors called expressly for that purpose, any
Director who is not an elected Executive Officer may be removed, with or without cause, by a
vote of a two-thirds majority of the remaining Directors. The removal of an elected Executive
Officer requires the approval of two thirds of the Members.

Section 8. Quorum and Voting. A majority (one more than one half) of the number of Directors
shall constitute a quorum for the transaction of business. Directors may participate in a meeting
by telephone or other electronic means, and when doing so their presence will be counted as
part of the quorum. The act of the majority of the Directors present at a meeting at which a
quorum is present shall be final. Each Director shall have one vote. As an Ex Officio member
of the Board, the Past President may regularly attend Board meetings, but is not entitled to vote.

Section 9. Executive Committee. The President, Vice-Presidents, Secretary and Treasurer shall
constitute the Executive Committee of the Board of Directors and shall have and may exercise
all the authority of the Board of Directors, between meetings, except that it shall not have the
authority to fill vacancies on the Board of Directors.

Section 10. Place of Meetings. Regular and special meetings of the Board of Directors may be held
within or without the State of Florida. Meetings may be held in whole or in part, in person,
telephonically or by any virtual or electronic means.

Section 11. Board Meetings and Notice. The Board shall hold regular meetings, but at least four
per year. The Board may establish a calendar of regular meetings, which will eliminate the need
for formal call of each meeting. Otherwise, meetings of the Board may be called by the
President, the Vice-President (in the absence of the President), or any three members of the
Board of Directors. Written notice of the date, time, and place of regular and special meetings of
the Board of Directors shall be given to each Director either by personal delivery, electronic
notice or mailed notice at least two days before the meeting. Notice of a meeting need not be
given to any Director who signs a waiver of notice either before or after the meeting. Attendance
of a Director at a meeting shall constitute a waiver of notice of such meeting, except where the
Director attends a meeting for the express purpose of objecting, at the beginning of the meeting, to the transaction of any business because the meeting is not lawfully called or convened.

Section 12. Action by Unanimous Written Consent. Any action required by law or under these
bylaws, or any action which otherwise may be taken at a meeting of the Board of Directors may
be taken without a meeting if a consent in writing, setting forth the action so taken, is signed by
all persons entitled to vote with respect to the subject matter of such consent, and filed with the
Secretary of the Association. Such action shall be ratified at the next meeting of the Board of
Directors.

ARTICLE VI. OFFICERS

Section I. Officers. The Executive Officers of this Association shall consist of the following:
President
Vice-President of Tournaments
Vice President of Club Selections
Vice President of Membership
Secretary
Treasurer
The Board in its discretion may appoint additional officers. Officers must be Directors and
Members of the Association.

Section 2. Election of Officers. Executive Officers shall be elected to one-year terms by a
majority vote of the Members present at the annual meeting of Members, or any virtual substitute
for a physical meeting and election of officers. Officers may be re-elected with no limitation on
the number of consecutive years which may be served.

Section 3. Vacancies. Any Office left vacant by reason of an Officer's resignation, death or
removal shall be filled by the affirmative majority vote of the Directors at any meeting.

Section 4. Multiple Officeholders. In any election of Officers, a single person may be elected to
any two or more offices except that the offices of President and Treasurer must be held by
separate individuals. Officers may also hold Committee Chairmanships and vice versa.

Section 5. Duties. The Officers of this Corporation shall have the following duties:
The PRESIDENT is the Chief Executive Officer of the Association and has responsibility for the
management of the business of the Corporation, subject to the oversight and approval of the Board
of Governors. The President provides strategic direction, leadership and management of the
Association and champions the Association’s core values. She leads the Board of Governors
and presides over meetings of the Board, the Executive Committee, and the Membership. The
President oversees the financial management of the Association and, with the assistance of the
Treasurer and Vice President of Tournaments, prepares the annual budget for review and
approval by the Board. She oversees membership development, with the assistance of the Vice
President Membership, and strives to enhance member participation and satisfaction. She shall
have and perform such other duties as the Board may from time-to-time assign. Her duties
include serving as the official representative of the Association, recommending Board approval of
Standing Committee Chairs and other officers, and appointing the Chair and members of the Nominating Committee.
VICE PRESIDENTS shall perform the duties of President in the absence of the duly elected
President, shall assist the President, as requested, and shall perform such duties as the Board
assigns or delegates to them.
The VICE PRESIDENT OF MEMBERSHIP manages the seasonal registration of new and
renewing members, determines membership eligibility, and manages the payment of dues. She
maintains a database of members and the Membership Directory on the Association’s website.
The Vice President of Membership coordinates the training of and communication with Member
Club Delegates as to their roles and responsibilities and monitors the list of Delegates to ensure
that all Member Clubs have designated Delegates.
The VICE PRESIDENT OF TOURNAMENTS is responsible for all duties pertaining to
tournament entries, flighting, pairings, course set up and all matters related to tournament
administration. She develops proposed event formats for the tournaments scheduled each
season, designating individual, partner and team formats proportionately to support the
Association’s core values. Some tournaments shall be designated “trophy events”. The Vice
President of Tournaments sends confirmation letters to each host club, pro shop and delegate
before each event, communicates with the host Member Club Delegate and pro shop to
coordinate all details of the events, including lunch, and oversees everything on the day of the
event. With the Treasurer, the Vice President of Tournaments assists the President in
developing a proposed budget for presentation to the Board.
The VICE PRESIDENT OF CLUB SELECTIONS identifies and recruits Member Clubs to host
events with the assistance of host club Delegates. She secures signed contracts from host
clubs for each event and presents proposed schedules of tournaments for Board approval. She
also Identifies and recruits potential Member Clubs and assists Member Clubs with the
designation of Delegates.
The TREASURER is responsible for the Association’s bank account, and 1) for the receipt,
disbursement and maintenance of all funds received by the Association, 2) for the maintenance
of records of all receipts and disbursements, 3) for the preparation of financial statements as
requested or required, 4) for the retention of any necessary tax records and the filing of any
necessary tax reports and annual corporate filings. The Treasurer will generally perform all
duties incident to the office of Treasurer as may be required by law, these bylaws, or which may
be assigned from time to time by the Board of Directors. The Treasurer assists the President in
the development of the annual budget for presentation to the Board. She also prepares and
signs checks for the host clubs and provides cash for prizes as needed.
The SECRETARY takes minutes of the meetings of Members, the Executive Committee and the
Board of Directors, acts as the custodian of the corporate records, provides notices as required
by law or these bylaws, and generally performs all duties incident to the office of Secretary and such other duties as may be required by law and these bylaws, or which may be assigned from time to
time by the Board of Directors. She maintains the Association’s Bylaws and drafts and presents
proposed bylaw amendments for approval by the Board or the Members. She shall be
responsible for all Association correspondence.

Section 6. Removal of Officers. At a meeting of Members called expressly for that purpose, any
Executive Officer may be removed, with or without cause, by a vote of two-thirds majority of the Members entitled to vote at an election of Officers.

ARTICLE VII. COMMITTEES

Section 1. Committees. The Board may establish committees for the purposes of assisting it in
performance of its functions and shall delegate to each committee such powers and
responsibilities as the Board prescribes. The President will recommend the Committee Chairs for
Board approval. Standing Committees, which continue from year to year, and whose Chairs
are members of the Board, include Rules, Historian, Social Media, Finance and Grievance.
Except for the Nominating Committee, whose members are appointed by the President,
Committee Chairs may appoint additional committee members.

Section 2. Multiple Chairmanships. Any two or more chairmanships may be combined in one
person as the Board deems desirable or necessary. Officers and Directors may serve as
Committee Chairs and vice versa.

Section 3. Nominating Committee. The President shall appoint a Nominating Committee
consisting of 5 members from different Member Clubs and/or members of the Board of
Governors. The Committee will present a slate of officers for Board approval. The slate shall be
presented for election at the closing meeting, or for election by means of electronic voting or
other means that enable the distribution and tabulation of ballots to all Members. Such
nominees will be for the positions of Executive Officer. Nominations will also be accepted from
the floor of the Annual Meeting, or by write-in ballot.

ARTICLE IX. DUES AND FINANCE

Member dues shall be set by the Board and shall be payable to the Association upon
submission of an application for membership or renewal of membership. Dues notices shall
state that dues are not deductible for income tax purposes. Except as approved by the Board,
there shall be no refunds of dues after April 15 th of any year. A Finance Committee, composed
of the President, the Treasurer and the Vice President of Tournaments, shall draft the season’s
proposed budget for Board approval. The Board may adjust the budget during the season as
necessary. The budget shall be designed to provide a year-end balance sufficient to cover the
expenses of the next season and monies sufficient for a suitable gift for the retiring President.

ARTICLE X. TOURNAMENTS

Section 1. Tournament Schedule. Upon the recommendation of the Vice President of Club
Selection and the President, the Board will adopt a schedule of tournaments for each season.
The Association shall strive to schedule tournaments at a variety of Member Clubs located
throughout Palm Beach County for the convenience of member participation.

Section 2. Standing Tournament Rules and Practices
2.1. Distancing measuring devises are permitted, including cell phone applications for
measuring distances only. Functions to gauge conditions other than distance, such as slope
or wind, may not be used and could result in disqualification. Cell phones may only be used for emergencies, and preferably between completing play on one hole and teeing off on the next.
2.2. A Member must have participated in at least 2 regular events in order to be deemed the
winner of the Championship Event and receive the trophy for that event. Members who do
not meet this requirement may still participate but are only eligible for flight prizes.
2.3. Pro Lady Events. In order to participate in a Pro Lady Event, a Member must have
competed in at least 2 regular tournaments. Member Clubs have the right to select the team
to represent their club in a Pro Lady Event. Club Delegates are not guaranteed the right to
play on their Club’s team for a Pro Lady Event. In the event a Member Club has too few
available Members to field a team for Pro Lady, Members from other Member Clubs can be
invited to play on that Club’s team.
2.4. A team or individual who declines to participate in the tie breaking process used at
trophy events will be considered a “No Card” and ineligible for a prize.
2.5. Pace of Play. Any player in the last groups off the course who returns a scorecard more
than 30 minutes after the group directly in front of her group shall not be eligible to receive a
trophy or prize for that event. The Association encourages Members to ask to play through a
slow group ahead of them.
2.6 Cancellations. Players who cancel their participation in an event must email, phone
and/or text the President and the event tournament director. For cancellations the day of
the event, members should also notify the Pro Shop of the Host Club. If cancelling within
five days of the event, the player will forfeit the entry fee.
2.7. Flights will be determined after all entries are received and shall be just and reasonable.
2.8. Players who score a hole-in-one during Association tournaments will be given a $100 check.
2.9. Late arrival. A player who arrives at an event within 5 minutes after play has started will
be charged a two-stroke penalty. A player arriving later than 5 minutes after play has started
may play, but is not eligible for prizes that day.

Section 3. Rain Policy and Procedure
3.1. Golf Genius will be used to provide last minute weather updates that occur on the date
of the event.
3.2. If an event is cancelled due to inclement weather, all registered players will be notified
as soon as possible.
3.3. If less than 9 holes have been played before an event is cancelled, a lottery will be
used to distribute prizes. If 9 or more holes have been played before the rain, par plus any
handicap will be added to each player’s hole-by-hole score, and the winner will be
determined as if all players had completed 18 holes.

ARTICLE XI. OPERATIONS.

Section 1. Fiscal Year. The fiscal year of the Corporation will be from January 1 to December
31.

Section 2. Execution of Documents. Except as otherwise provided by law, contracts, checks,
drafts, promissory notes, orders for the payment of money, and other evidence of indebtedness
of this Corporation will be signed by the Treasurer or the President.

Section 3. Books and Records. This Association shall keep correct and complete books and records of account, and minutes of the proceedings of its members and Board of Directors. The Corporation will maintain a roster of its members and the original or a copy of its Bylaws.

Section 4. Financial Information. Not later than 45 days after the close of each fiscal year, the
Treasurer shall prepare a balance sheet showing in reasonable detail the financial condition of
the Association as of the close of its fiscal year, and a statement or revenues and expenses,
broken down by each event.

Section 5. Nonprofit Operations Compensation. This Corporation will not have or issue shares of
stock. No dividend will be paid, and no part of the income of this Corporation will be distributed
to its directors or Officers. However, the Corporation may reimburse Directors, Officers, and
Committee Chairs for expenses reasonably incurred by them in the performance of their duties
and may pay compensation in a reasonable amount to Directors or Officers for services
rendered apart from their duties as Directors or Officers, as approved by the President.
Section 6 Dissolution and Distribution of Assets. In the event that The Palm Beach County
Women’s Golf Association, Inc. is dissolved as a not-for-profit corporation within the State of
Florida and ceases to exist for the stated purposes, such certificate of dissolution shall be filed
with the Secretary of State, according to the statutes of the State for the dissolution of non-profit
corporations, and all property and assets shall be transferred to another golf association which
has been granted exemption from the Federal Income Tax under the provisions of Section
501(c)(7) of the Internal Revenue Code.

ARTICLE XII. ADOPTION OF AND AMENDMENTS TO BYLAWS

Section 1. Adoption. Initial adoption of these bylaws shall be by the affirmative vote of two thirds of the Members present at a physical or virtual Meeting of Members, provided notice has been sent to
each Member thirty days prior to being voted upon. In the alternative, the bylaws may be adopted by
the affirmative vote of the majority of the Board, subject to ratification by the affirmative vote of two thirds of the Members present by the submission of email ballots, provided notice of the proposed
ratification has been sent to each Member thirty days prior to the proposed ratification.

Section 2. Amendments. Except for provisions regarding Membership Eligibility, the Election of
Executive Officers and the basic rights of Member Clubs and Members, amendments to which
must be approved by Members, these bylaws may be amended by the affirmative vote of the
majority of the Board, provided the Members are subsequently informed of the changes.

Adopted by action of the Board of Governors on June 22, 2022, and as ratified by the
Members on August 12, 2022.

Katherine K. Combs
Secretary