Question 1

ARTICLE I - Name of Organization

Accepted Answer

This organization shall be known as Villages Golf Club (VGC) of The Villages, Florida. It has been in continuous service since being established in 1998. The VGC is a non-profit organization, organized under The Villages Community Development Districts (VCDD) as part of The Villages Recreation Department of The Villages, Florida, following their guidelines contained in the category of Resident Lifestyle Volunteer Group.

Question 2

ARTICLE II - Purpose and Intent

Accepted Answer

The purpose of The Villages Golf Club shall be: 
· To create excellent recreational opportunities that promote an active and healthy lifestyle;
· To promote the game of amateur golf among residents of The Villages, Florida; 
· To provide an outlet for international fellowship and golf for residents of The Villages. 
The intent is for members to meet new friends and have fun.

Question 3

ARTICLE III - Membership

Accepted Answer

Membership in the Villages Golf Club is open to any resident, temporary or permanent, of The Villages, Florida. Membership entitles people to participate in all VGC events. All members are requested to have a GHIN handicap to participate in club games.  See Handicap Administrator for more details regarding the use of handicaps.

VGC Club members must understand golf etiquette and scoring and be able to play an 18-hole round of golf in a timely manner (e.g. ready golf), in order to play in VGC events.

Question 4

ARTICLE IV - Executive Board and Officers

Accepted Answer

The governing body of the VGC shall be the Executive Board, which shall consist of the following officers (when enough volunteers are available):
·  President
·  Vice President of Operations
·  Vice President of Membership
-  Social Director
·  Secretary
·  Treasurer
·  Webmaster 
·  Handicap Administrator 
·  Members at Large (Maximum of 3)

All Executive Board Members have voting rights.

All Executive Board Members must be VGC members.

The Executive Board will assume responsibility for conducting the business of the VGC, approving golf events, and determining programming needs for the monthly meetings of the club.

The President and Treasurer shall be signatories on the bank account, currently at Citizens First Bank. An annual audit of the books and financial operations of the club shall be performed by a qualified individual selected by the President and approved by the Executive Board. The results of the audit will be shared with the Executive Board. No individual member or officer of the VGC shall be liable for debts, liabilities, or obligations of the club.

Question 5

ARTICLE V - Election of Officers

Accepted Answer

·  The Executive Board, terms of service, and the business of the club shall be on a calendar year basis (January thru December). 
·  The officers will be elected for two (2) year terms. 
·  When an officer’s term is due to expire, the board should develop a plan to fill the open position to ensure a smooth transition of responsibilities and successful continuity of the Villages Golf Club. As part of this transition planning, it is recommended that the President and Treasurer not transition in the same calendar year.
· The President shall appoint a Nominating Committee consisting of a Chairperson and two other members of the VGC in September. The Committee will prepare a slate of nominees who are willing to serve. 
·  Nominations for the officers for the next year shall be presented to the membership at the October meeting prior to the year of the term so that the final slate of officers can be determined. Nominations from the floor may be made at that meeting. 
·  Voting on the slate of officers will take place at the November club meeting. The VGC members present at the November meeting will represent the quorum needed for the election. 
·  Officers will serve no more than two consecutive full two-year terms (4 years) in their respective positions. Partial terms of service will not count as a "full term".
·  Vacancies occurring among the officers outside of the election process described above shall be filled by appointment by the President with approval of the Executive Board.
·  If no one volunteers, an officer may choose to serve more than 2 full terms in a particular position but only if no other volunteers are available.

Question 6

ARTICLE VI - Duties of Officers

Accepted Answer

Section 1: PRESIDENT 
Presides at all meetings of the VGC and of the Executive Board. 
Appoints those individuals needed for special concerns. 
Attends, in the absence of the Treasurer, to all financial obligations of the VGC. 
Represents the Club as a liaison to the Resident Lifestyle Volunteer Group of The Villages Recreation Department. 
Ensures that records (membership, by-laws, financial, operating procedures, etc.) of VGC are open to participating residents upon reasonable notice.
Appoints a Nominating Committee in September when board member positions are to be vacated in upcoming months.
Ensures correct room setup for club meetings.
Signs the annual contract with The Villages on behalf of the club.

Section 2: VICE PRESIDENT of Operations
Assists the President with the operation of the club business. 
Assumes the position of Acting President in the absence or incapacity of the President. 
Assumes ultimate responsibility for the scheduling of golfing events, obtaining the best price, prizes, dates, and times possible; by working with the pros at the host courses to enhance the experience for the VGC members. 
Identifies locations for dining/socializing after VGC golf events. 
Provides timely details of new events to Webmaster for publication on web site including event date, time, maximum number of participants, cost to members, Event Leaders names etc.
Solicits golf Event Leaders.
Guides Event Leaders in event preparation using the existing templates, game suggestions, guidance documents and examples provided on the VGC website.

Section 3: Social Director
Plans and executes social events for the club including, but not limited to: potlucks, overnight golf events, end of year barbecue, parties, dinners,  and games.
Assists Vice President of Operations with social portions of golf events.

Section 4: VICE PRESIDENT of Membership
Presides at meetings in the absence of the President and Vice President of Operations.
Responds to email inquiries regarding membership that are received on the club website (villagesgolfclub.com) or sent to the club email address (villagesgolfclubinfo@gmail.com).
Obtains the following information from each prospective club member: name, address, phone, villages ID and GHIN member number.
Maintains a database of all club members including the information listed above and their dues payment status. Confirms dues payment status for club members for payments made either via the website or by manual payment to the club Treasurer. 
For each event, ensures that all event participants have paid club dues for the current year.
Moves those individuals from the website and the club database who are not current with dues payment to an inactive member list.
Provides membership information as required by the President, board members, and Event Leaders.
Creates name tags for new members and distributes them at monthly club meetings and events.
Provides updates on membership at monthly and board meetings.
Manages the VGC mailbox (villagesgolfclubinfo@gmail.com)
Conducts annual survey of members for feedback.

Section 5: SECRETARY
Records minutes of the membership meetings and the Executive Board meetings and provides copies of the minutes to the Executive Board as soon as possible after such meetings. 
Maintains a historical record of the meetings and activities of the VGC.

Section 6: TREASURER
Serves as the Chief Financial Officer of the VGC. 
Collects all funds for the VGC, depositing all funds, and dispersing those funds upon the consent of the Executive Board including funds collected via PayPal, the website and manually.
Maintains an accurate record of all deposits, disbursements and all financial activity and provides a record of the status of the VGC funds.
Conducts all business with the depository financial institution (Citizens First Bank), reconciling the Club’s records with the bank and seeing that all signature cards are in proper order.
Collaborates with the VP of Membership to ensure accurate records of dues collected.
Provides all financial records, with receipts or authorization for all disbursements to the audit or auditing committee annually by the middle of January for audit.
Maintains a list of unclaimed prize money and Hole in One Club information for the club and collaborates with the Webmaster for posting on the Website and with the VP of Membership prior to each monthly meeting.
Prepares event prize money envelopes for distribution by the Event Leader at VGC monthly meetings. Distributes money at meetings in absence of the Event Leader.

Section 7: WEBMASTER
Sets up and maintains the VGC website including all sections and subsections.
Ensures the validity of website inquiries. Blocks or deletes unauthorized users from the website.
Ensures that access to the website is limited to Villages residents (temporary or permanent).
Provides assistance with setup, log in, dues payment and any other site technical issues experienced by club members via online, phone or in person.
Ensures that all participants labeled as Site Members on the website are current with club dues.
Responds to email inquiries received on the club website (villagesgolfclub.com) and via the club email, villagesgolfclubinfo@gmail.com.
Works at the direction of the Executive Board regarding website information.
Posts competition/event results, photos, and other club information on the website.
Maintains the unclaimed prize money list and Hole in One Club information on the web site provided by the Treasurer.
Develops and posts event notifications based on information received from the VP of Operations for golf outings. Posts event notifications for club meetings and other events based on information from the Board and/or Event Leaders. 
Sends additional promotional notifications as event dates approach to encourage member sign up.
Prepares a list of attendees for each event approximately one week prior to the event for use by Board Members and the Event Leader for game preparation and check in.

Section 8: HANDICAP ADMINISTRATOR
Works at the direction of the Executive Board regarding handicap administration, scoring events, and processing results of the events.
Uses the USGA GHIN (Golf Handicap Index Network) system to establish new VGC member handicaps. If a member does not have a GHIN handicap, the Handicap Administrator member will utilize previous 18-hole scorecards with tees played or other appropriate means to acquire fair member handicap for VGC events. 
Collects scorecards from each team at the conclusion of the event, if playing.  If the Handicap Administrator is not playing at the event, the Event Leader will deliver scorecards to the handicap administrator within 2 days of the event.
Determines final event scoring for teams/players as appropriate for the game selected for the event by the Event Leader.  Event Scoring will be completed by the Handicap Administrator within a few days of the event including the drawing of "blind draws" prior to events for teams who do not have 4 players.  
Determines team/player standings for prize money distribution and forwards information to Event Leader.

Section 9: AT– LARGE BOARD MEMBER(s)- Maximum 3
Attends all Executive Board meetings as scheduled.
Attends VGC Monthly Meetings.
Assists the VGC officers when needed for special events and activities.

Question 7

ARTICLE VII - Meetings

Accepted Answer

Section 1: Regular Meetings
·  Club meetings are held on the fourth Wednesday of each month (excluding May, June, July and August) in a room designated by The Villages Recreation Department. An Event invitation notice will be posted on the website prior to the meeting containing the time, date and location of the meeting.
·  VGC Board Members, Event Leaders (for events occurring since the previous club meeting), 50/50 leaders and others as needed should be in the meeting room at least ½ hour prior to the start of the monthly club meeting.
·  Speakers or programs may be presented at monthly meetings.

Section 2: Meetings of the Executive Board
·  These meetings are scheduled at a time and place to be designated by the President.

Section 3: Quorum
·  Those members present at any meeting of the VGC shall constitute a quorum.

Section 4: Picnic
·  An annual picnic may be held.

Question 8

ARTICLE VIII - Fees and Dues

Accepted Answer

Membership dues are $15 per year, which runs from September 1 - August 31. Dues payments will be requested from all members no later than September 30.  An exception is noted for new members who join on or after May 1 as their dues will be inclusive through August 31 of the following year.

Dues must be paid in order for a member to participate in any golf event.

Question 9

ARTICLE IX – Golf Events and Prizes

Accepted Answer

Section 1: Events
The VGC will attempt to offer at least TWO (2) golf events per month from September through April including an overnight golf outing. During the summer season (May- August), the Vice President of Operations, at his/her discretion, will plan golf events both in and around The Villages. All club members who have paid their annual dues are eligible to play in VGC events. Fees for regular season events must be paid in full prior to the event, either via the Club website or manually to the Club Treasurer (cash or check made out to VGC).

When VGC plays in The Villages during the summer months, members will pay their own greens fees at the Pro Shop of the assigned course.

Section 2: Guests
An out-of-town guest or family member (non-Villages resident) may golf up to two times per year in an event sponsored by VGC as long as there is an opening not needed by another VGC member and as long as they are accompanied by a VGC member. All fees including cart fees, greens fees, prize fees, taxes (as specified in the Event description on the website) must be paid in advance by the guest or the sponsoring VGC member. If the event is cancelled due to inclement weather, the guest’s fees will be returned.

Section 3: Prizes
Prizes for VGC events played on courses inside or outside of The Villages shall be paid out by the Event Leader or the Treasurer at the next monthly VGC meeting from September through April. Prizes for VGC events played on Villages golf courses during the summer months will be awarded at the course by the Event Leader. Prizes for Summer events played outside The Villages will be awarded at the September meeting by the Event Leader or the Treasurer.

Unclaimed prize money shall be turned over to the Treasurer and posted on the website by the Webmaster. It is the prize winner’s responsibility to contact the Treasurer to arrange collection of the prize money. Guests are eligible for prizes in VGC events, provided they meet the guest definition described in Section 2, above.

Prizes that remain unclaimed for 1 year from the event date, without any notification to the Treasurer or a member of the Board, shall be forfeited and deposited into the treasury of the VGC.

Question 10

ARTICLE X - Conduct of Play

Accepted Answer

•  VGC Club members must understand golf etiquette and scoring and be able to play an 18-hole round of golf in a timely manner (e.g. ready golf), in order to play in VGC events. 
•  All play shall be in accordance with USGA RULES OF GOLF except as amended by VGC Club Rules as posted on the VGC website at villagesgolfclub.com.
•  The Event Leader for an event may establish special rules for lift, clean and place if needed, as appropriate for the specific golf course conditions.  
•  It shall be the duty of the Executive Board to address and act upon any reports of breaches of the Rules of Golf (USGA, Local, Club or Special Event Rules) or inappropriate behavior by members. After full investigation of the circumstances of the violation, the President shall inform the member by letter that the violation or behavior has occurred. The violation must be corrected, or further action will be taken by the Board. Members may be expelled from the VGC upon continued misconduct.

Question 11

ARTICLE XI - Scoring

Accepted Answer

Section 1: Score Cards
When scoring games at an event, each cart should maintain a scorecard recording gross scores for each golfer and the tee box each player played. Scorekeepers on each team should check with each other periodically throughout the round (e.g., at least every 3 holes) so that the final scoring and collaboration for the group will take a minimum of time once the round is finished.

Both scorers in a team must have the same numbers. If one scorer is unsure of a person's score, they should consult with the other scorer at the next tee box rather than beside the green for speed of play purposes. The maximum score is Double Par regardless of whether the actual score is higher for both individual scoring and team scoring (I.e., you cannot be disqualified for picking up on a single hole). 
1.	Double Par on a Par 5 is 10.
2.	Double Par on a Par 4 is 8.
3.	Double Par on a Par 3 is 6.
If a player picks up their ball upon reaching double par, the scorer should record the number with an “X” beside it on the scorecard to indicate that the player picked up before finishing out the hole.

Slashes, dashes, and other unintelligible markings on the official scorecard should be avoided and must be reviewed with the Handicap Administrator when the scorecard is turned in.  Failure to do so may invalidate that team in the game.

Section 2: Event Scoring
Event Scoring will be completed by the Handicap Administrator and Event Leader as follows:
•  Prior to the event, based on the groupings identified by the Event Leader, the Handicap Administrator will draw the “blind draws” for teams who do not have 4 players.
•  All event participants will turn in their scorecards to the Handicap Administrator at the conclusion of the event. If the Handicap Administrator is not in attendance, scorecards are to be turned into the Event Leader who will pass them on to the Handicap Administrator within two (2) days of the event. Participants needing a copy of their scorecard to report their GHIN handicap, should take a photo. 
•  Two (2) score cards must be turned in for each team.  Failure to turn in two cards will result in that team being ineligible for prizes.

Section 3: Prizes
•  The Handicap Administrator will determine team/player standings for prize money distribution and forward the information to the Event Leader and Executive Board. The Event Leader will then determine the prize money to be awarded. 
•  Once this information is determined, the Event Leader should forward the results to the Executive Board. The Webmaster will post the results on the VGC website and the Treasurer will prepare the envelopes containing prize money to be distributed as described in Article IX: Golf Events and Prizes.

Question 12

​ARTICLE XII - Handicaps

Accepted Answer

VGC club members who are members of the GHIN system are responsible for entering their scores into GHIN after each round. VGC members without a GHIN handicap will be given a Course Handicap by the Handicap Administrator. All VGC members are encouraged and expected to obtain and maintain a USGA GHIN handicap.

Question 13

ARTICLE XIII - Cancellation Policy

Accepted Answer

Section 1: Cancellation Notification Policy
If a registered participant is unable to play in an event for any reason at any time, the participant is to cancel in writing by emailing the club at villagesgolfclubinfo@gmail.com.

Section 2: Cancellations Prior to 24 Hours Before an Event
A registered participant who notifies the club as described above prior to 24 hours before an event will receive a full refund of their event fee.

Section 3: Cancellations within 24 Hours of an Event and No-Shows
A registered participant who cancels less than 24 hours before the start of an event or who does not show up for the event will forfeit his/her entire entry fee.  The Executive Board may waive this forfeiture for extreme situations, but it is not a given that they will do so. A registered participant who does not cancel or who cancels on the day of the event must send an email to the Executive Board at villagesgolfclubinfo@gmail.com with a thorough explanation as to the reason for missing the event if a refund is expected.

Section 4: Inclement Weather
In the event of inclement weather on the day of the event, the participant MUST go to the golf course. The weather at the course may be entirely different than at your home or even within a few miles of the course. The course and the Event Leaders will decide on cancellation. Registered participants who do not come to the course (no show) will not receive a refund if the event is not canceled.

Question 14

ARTICLE XIV - Promotional Announcements

Accepted Answer

VGC will not distribute newsletters, promotions, or other emails from the VGC website on behalf of other organizations nor will the club solicit contributions to an organization via the website.

At monthly meetings, the President will allow announcements at the end of the meeting for upcoming charitable events/activities in The Villages. However, the member making those announcements must clear them with the President before they speak and that person then becomes the point of contact for the activity going forward, separate from the VGC website, distribution list, meetings, etc.

VGC will not sponsor, promote, or initiate any political events or announcements at meetings, events, via the website or through any other means.

Question 15

ARTICLE XV - Amendments

Accepted Answer

These By-Laws may be amended at any regular or special meeting of the VGC, by a two-thirds vote of the club members present at the meeting.

These revisions will be effective as of 1 April 2023.

VGC By-Laws Effective 1 April 2023