QCDGC BYLAWS
I. Name/Definition
II. Purpose
III. Membership
IV. Leadership
a) Chairs business meetings as Chief Executive Officer.
b) Responsible for drafting the agenda for business meetings.
c) Verifies that a Quorum is present at business meetings in order that the QCDGC may take action.
d) Responsible for giving the members in attendance a detailed description of the matter being voted on. The Chairperson will call the vote to order, in whatever format is appropriate (hand count, secret ballot, etc.) and count the results.
e) Has the authority to authorize an expenditure of up to $100.00 for purposes which serve the club's interest. These expenditures must be presented at the next regular business meeting. The decision to authorize expenditure must always be made with the prior approval of another officer or event director.
a) Takes the minutes of all business meetings, recording all motions and voting.
b) Keeps the QCDGC's recording containing all by-laws, minutes and correspondence. These bylaws will be signed by the Council Chair and the Secretary to certify accuracy.
c) Maintains a list of members.
d) Maintains a list of Standing Committee directors and members.
e) Is responsible for all official QCDGC correspondence.
a) Holds funds deposited, and disburses funds on the order of the Club.
b) Reports at each business meeting on the financial status of the Club by keeping a ledger which will include all receipts of payment. This ledger shall be kept in accordance with good accounting practices.
c) Reports at each business meeting the source of incoming funds and monies earmarked for specific use, e.g. fundraising, member dues, course maintenance, equipment, merchandise, etc.
d) When disbursing cash, will write a receipt to be signed by the receiving member. The member is responsible for the cash until a receipt is given to the Treasurer.
Two
State Representatives : One from
Four Ward Representatives: One from each of four quadrants taken
from the general Quad Cities area divided vertically by Interstate 74 and
horizontally
by the
All Ward Representatives will be responsible for the following:
a) Holding two general membership meetings per year.
b) Attend no less than eight meetings per year
c) Act as liaison between members of their respective wards and the QCDGC
d) Lead and support the promotion of disc golf in their respective wards
e) Notify the Chairperson of items and issues that need to be included on meeting agendas and, if necessary, direct issues to the appropriate committee.
f) Participate in at least one committee
g) Report to and work with the Public Relations Committee in regard to recruiting new members and retaining current members within their wards
In addition, State Representatives will:
a) Act as spokespersons for Committee Directors who are unable to
attend regular business meetings
b) Run business meetings and generally stand in for the Chairperson in his/her absence.
The following committee directors shall be voted in or relieved of duty by the membership and shall report to the Executive Committee. Committees are expected to maintain regular communication amongst committee members and with the Executive Committee. This includes holding regular meetings, with minutes and reporting of decisions, recommendations, and activity to the Executive Committee and membership at regular business meetings. Committee directors are representatives of the QCDGC and may make decisions while following QCDGC guidelines and will be held fully accountable to the QCDGC on all decisions made by the committee.
a) Responsible for procurement and distribution of disc golf related merchandise to the club membership, local retailers, and general public.
b) Responsible for maintaining a selection of items to be sold by the QCDGC, not to exceed 1,000 units of golf discs.
c) Responsible for maintaining and reporting to the club membership proper accounting records of all transactions, including cash deposited into club funds, cash paid from club funds, and unpaid invoices.
d) Responsible for maintaining and reporting to the club membership regular detailed inventories of club-owned merchandise.
e) Responsible for maintaining an appropriate supply of membership incentives including, but not limited to, club-branded shirts and discs.
f) Will work closely with the Treasurer to pay invoices and bills using traceable means (checks, debits, etc) and depositing funds into the club account.
a) Responsible for development and maintenance of an Internet Web Site for the QCDGC.
b) Responsible for site content including both the website and the message board/forum activity.
c) Responsible for promoting all QCDGC events, including leagues, professional and amateur tournaments, via the website.
d) Responsible for maintaining the QCDGC history.
a) Responsible for increasing public awareness of the sport of disc golf and the QCDGC, addressing both non-players and potential new players.
b) Responsible for publicizing all QCDGC events including leagues, professional and amateur tournaments, utilizing print and electronic means.
c) Responsible for soliciting sponsorship and all fund raising events.
d) Responsible for the QCDGC newsletter.
a) Responsible for organizing and directing tournaments including, but not limited to, organizing volunteer help for registration, hole spotting, and scorekeeping.
b) Trains people for positions of tournament directors and officials. These people must demonstrate understanding of the P.D.G.A. rules of disc golf and must pass the test to be an official or tournament director for a P.D.G.A event.
c) Responsible for turning in a balance sheet for each event, regardless of sanctioning status (PDGA Tournament Directors Report is acceptable)
a) Responsible for maintaining a list of current club and non-club league activities, including start and stop dates, entry fees, and current league directors. Information will be posted on the QCDGC website.
b) Initiates ideas for new formats for disc golf play.
a) Responsible for approaching, presenting to, and working with appropriate municipal or private governing bodies in regards to new disc golf facilities.
b) Responsible for maintaining a 5-year calendar/timeline of course installation and maintenance activities, to minimize overlap of projects.
c) Responsible for adhering to a strict timeline for installation and maintenance, to minimize overlap of projects.
d) Responsible for developing a design process to develop course layouts which take the wishes of the property owner, safety, challenge, and flow into consideration. This process may include a single person, a committee, an open invitation, hiring a design consultant, or any variety of methods.
e) Responsible for awareness and communication of design intent, course layout, work days, and maintenance, to the Executive Committee and the membership.
f) Responsible for maintaining
g) Responsible for maintaining good condition at the disc golf courses.
h) Keeps in contact and works cooperatively with the park boards and their staff.
i)
Post signs at the individual courses in
cooperation with the Publicity Committee and the posting policy of each posting
location. Represents the sport and the
QCDGC to players on the courses.
Voting eligibility: Those members meeting all requirements of active membership by the voting date will be eligible to vote.
a) All officers and committee directors shall be elected by a tallied vote of eligible voting members of the Quad City Disc Golf Club. (i.e. The most number of votes wins.)
b) All officer elections shall be held on an annual basis during the October business meeting, at a meeting comprised of a quorum.
c) All committee director elections shall be held on an annual basis during the April business meeting, at a meeting comprised of a quorum.
d) The Council Chair will announce officer nominations to the members during the September business meeting and committee director nominations to the members prior to the March business meeting. Campaign information, biographical information, and intentions will be provided if appropriate and available.
e) All nominated parties will not be considered final until willingness to perform the assigned duties is confirmed. If no commitment is given, or the nominee can not be contacted, their name will not be placed on the ballot, but they will be eligible for write-in candidacy.
f) The officer nomination process will be closed at the September meeting and the motion seconded. The committee director nomination process will be closed at the March meeting and the motion seconded. Write-in candidates will be allowed after this point, but will not be listed on the ballot.
g) The nominated parties will be allowed to vote if they are eligible voting members.
h) All voting shall be done by secret mailed ballot, to be collected prior to the start of the October business meeting for officers and prior to the start of the April business meeting for committee directors. Results will be tabulated by the Secretary and one other voting member of the QCDGC, to be appointed by the outgoing Council Chair.
i) Newly elected officers will assume office immediately following the October meeting. Newly elected committee members will assume office immediately following the April meeting. Turn over of all materials will take place within 14 days of the election.
Any officer or Committee Director of the Quad City Disc Golf Club in violation of the organization’s purpose, bylaws, or failure to fulfill duties as stated may be removed from office by the following process.
a) A written request signed by at least 5 members of the organization must be submitted to the Council Chair or other officer. The written request will detail allegations and evidence in support of their request.
b) Written notification (print or e-mail) to the officer or committee member must be sent out by the Council Chair within 24 hours, requesting the officer or committee member be present at the next meeting and prepared to speak in their own defense.
c) Written notification (print or e-mail) must be sent out by the Council Chair within five (5) days, stating a motion has been put forth to remove X officer/committee member, and the decision will be made at the next business meeting or at a specially scheduled meeting.
d) If the Council Chair is under question, the Secretary will perform the notification to the officer in question and to the membership.
e) 50% of the voting membership must be in attendance at the meeting to vote on removal of an officer. There is no minimum attendance required for a vote on the removal of a committee director. A two-thirds (2/3) majority is necessary to remove the officer or director.
f) Secret ballots will be distributed to those present and will be collected and counted by the Secretary and one other voting member of the QCDGC, to be appointed by the Council Chair.
Should an officer or committee director resign or be removed from office, the Council Chair will call for nominations for the vacant position at the next concurrent business meeting.
a) Written notification (print or e-mail) must be sent out, by the Council Chair, to the voting membership, within 5 days of the officer or committee director being removed or resigning. The notification will state an officer or committee director has resigned or has been removed. Notification will state a special election will be held at the next concurrent business meeting.
b) The Council Chair will announce officer or committee director nominations to the members in the written notification if known, or during the next current business meeting.
c) All officers and committee directors shall be elected by a tallied vote of eligible voting members of the Quad City Disc Golf Club. (i.e. The most number of votes wins.)
d) Campaign information, biographical information, and intentions may be provided if appropriate and available.
e) All nominated parties will not be considered final until willingness to perform the assigned duties is confirmed.
f) The nominated parties will be allowed to vote if they are eligible voting members.
g) All voting shall be done by secret ballot, to be collected during the next business meeting. Results will be tabulated by the Secretary and one other voting member of the QCDGC, to be appointed by the Council Chair.
h) Newly elected officers or committee directors will assume office immediately during the meeting. Turn over of all materials will take place within 14 days of the election.
i) In the instance there is an unrivaled candidate, the Council Chair will name the sole candidate as the new officer or committee director.
No board member or committee member may participate on any committee or in any portion of a meeting when he or she has a direct financial or other private interest, personally or through a member of his or her immediate family, that may be seen as competing with the interests or concerns of the Quad City Disc Golf Club or is not common to other members. This prohibition is negotiable; if the person with the potential conflict believes he or she can be fair, objective, and can overcome the conflict. Full disclosure is required in these circumstances, including detailed written reports involving finances, recommendations, and actions. The QCDGC officers will make the determination if the participation of the club member on the board or committee is mutually beneficial to all parties, if voted a 50%+1 majority of the board.
a) Where there a parallel or conflict between board or committee responsibilities and private or public employment, and there is an appearance that the board member or committee member is advancing his or her personal interests or the personal interests of his or her employer by virtue of his or her position on the board or committee; or
b) Where a board or committee member, or a member of his or her immediate family, has allegiance to another organization or entity and there is an appearance that the interests are competing; or
c) Where there is a direct financial, private, or personal interest, that is incompatible with the proper discharge of QCDGC board or committee responsibilities or that would impair independence of judgment.
a) Any potential conflict must be disclosed to the board, the committee or a committee designated by the board. When there is doubt as to whether a potential conflict exists that is not evident from the definitions above, the matter shall be resolved by a vote of the board. A vote of 50%+1 board majority approves the resolution.
b) The person with the potential conflict may provide written information regarding matters involving the potential conflict, but may not participate in the discussion or final vote. The person with the potential conflict must excuse himself or herself from the room during the discussion and final vote and from participating in any way in executive sessions.
c) The minutes must reflect disclosure of a potential conflict of interest and that the interested person was not present during the discussion and final vote or at the executive session.
That member may vote on issues which affect all members in the same way, including elections in which they are a candidate. When a member has a financial interest not common to other members of the QCDGC, they should consider refraining from voting on issues which may affect their personal gain/loss. Refraining from voting is not required, however.
V. Business Meetings and Rules of Order
A. Business meetings will be held monthly and all are invited to attend. Meetings are open to the public and are opportunities for interested parties, including park board members, sponsors, or media, to gain awareness of club activities. A minimum of nine ( 9 ) meetings per year are required.
B. Before the QCDGC can take action at a business meeting, the Council Chair must verify that a Quorum is present. A Quorum consists of six ( 6 ) of the nine ( 9 ) officers.
C. A main motion may be made by any member once having received the floor.
D. The motion must be seconded to then be voted upon. If a motion does not receive second, the motion dies and may be reviewed at a subsequent business meeting if necessary.
E. Once a main motion has been received, and discussion has occurred, only the following motions are in order:
1. Motion to close debate, which if seconded and accepted by vote, ends the debate and requires immediate vote on the main motion;
2. Motion to commit (refer the motion to a committee);
3. Motion to amend the main motion (change, add or delete words relevant to the main motion). This motion is voted upon prior to the vote by the membership in attendance on the main motion.
F. If a motion does not receive the necessary number of votes to move the issue forward, the motion dies and can be reviewed at a subsequent business meeting if necessary.
G. Meetings will be adjourned by the Council Chair after a motion and a second.
H. Amendments to these Bylaws will be made only by motions and if seconded, will be voted on at the next business meeting. Notification of a proposed amendment to the bylaws will be sent by the Secretary to the voting membership no less than 21 days prior to the next concurrent business meeting. A written account of the proposed change will be included in the notification. Passage of an amendment will require a two-thirds majority vote of the members present at the meeting.
I. Should the membership of the QCDGC determine it is in the best interest of the club to disband, a 2/3 majority vote of all eligible club members will determine the official disbandment of the club. If the QCDGC should disband, the treasury will first pay off all outstanding debts. The balance will then be used to sponsor a tournament for the membership.