PICKERINGTON YOUTH ATHLETIC ASSOCIATION
GOLF CHARTER
As Approved by Golf Board May 7th, 2012
Article I – Purpose
Pickerington Youth Athletic Association, Inc. (PYAA) is organized to teach the game of golf for youths who are residents of the Pickerington Local School District (Exception: Youths residing outside of the PLSD may participate in an “Achievers League” only if such a league is offered).
Article II – Description
The golf program will focus on group instruction in the basics of the game and will feature competitive play on local courses against members of a peer group. PYAA Golf participants will receive instruction sessions and competitive events on the golf course.
PGA and LPGA professionals will lead the instruction so that a common educational experience will be afforded to all participants.
Article III – Membership
Volunteers, parents and legal guardians of enrolled players are considered members of the Sport of Golf.
Article IV – Powers and Duties of the Board
The Golf Board shall direct the affairs of the sport, subject to the provisions of the Articles of Incorporation of the PYAA and the Charter, By-Laws and Rules and Regulations approved by the Golf Board.
It is the responsibility of the board to conduct the daily business of the Sport of Golf. Among its duties, it is the function of the Board to elect Executive and Position officers, appoint a Competition Committee, and to submit a budget to be executed within the specific guidelines set forth by the PYAA Executive Board. The Golf Board will operate the golf program in conjunction with the PGA and LPGA member’s policies and procedures.
In addition, the Board will act as a forum for dispute resolution between parties within the sport. This will include the power to censure conduct and penalize those who violate the Charter, By-Laws and Rules and Regulations of the Sport of Golf.
Article V – Officers of the Golf Board
- The Executive Officers of the Golf Board shall be:
President
Vice President / Financial Officer
Secretary / Registrar
- Executive Officers of the Golf Board will be elected to serve a minimum of a one-year term, beginning at the January meeting of the Golf Board. The newly elected officers shall immediately assume their duties with their election.
- Position Officers of the Golf Board may include:
Scheduling Director
Publicity Director
Fundraising Director
Members-at-Large
D.Position Officers of the Golf Board will be elected or appointed to a one-year term on or about the November meeting of the Board. The newly elected or appointed officers shall immediately assume their duties with the election.
E. Members of the Competition Committee will be elected or appointed to a one-year term on or about the May meeting of the Golf Board. The newly appointed Competition Committee shall immediately assume their duties thereafter.
Article VI – The Election Process
On or about the September meeting, the President shall appoint a nominating committee of not less than three members. This committee will be responsible for determining a slate of at least one candidate for each elected position. The committee will offer their recommendations on or about the January meeting. The committee shall nominate candidates for all board positions.
On or about the January meeting, all positions will be voted on and accepted for the duties to be assumed beginning with the January meeting. (Exception: The Competition Committee will be voted on during the May meeting. A majority vote of the members in attendance will be required to accept the slate of candidates.
Article VII – Executive Officer and Position Officer Duties and Responsibilities
President – The President is responsible for the overall direction of the PYAA Golf Program. With the assistance of the other officers, the Presidentwill be responsible for planning and organizing all golf events for the season. The President will represent the organization in all community matters, is responsible for scheduling and chairing all meetings of the Golf Board, overseeing the fiscal operation, registration, and scheduling of the Sport of Golf. The President is responsible for interfacing with the PGA and LPGA golf professionals that sit on the Board. The President will attend the regularly scheduled Executive Board meeting of the PYAA organization.
Vice President / Financial Officer (VP/FO)– The VP/FOis responsible for assisting the President in the overall direction of the PYAA Golf program. In the absence of the President, the above duties will be assumed by the VP/FO. The VP/FO will replace the President if, for any reason, the President cannot continue to perform their required duties. Additionally, the VP/FO will be responsible for maintaining an accurate accounting of all funds received and disburse by the Sport of Golf. As a member sport of the PYAA, all funds will be held by the Executive Board, but the VP/FO will be responsible for acting as a liaison between the Sport of Golf and the PYAA Treasurer. The VP/FO, along with the President, are responsible for presenting the annual budget to the Executive Board at the February meeting. The VP/FO will maintain appropriate records consistent with good procedures to account for disbursements under specific categories within the budget. A written report on the balance of funds shall be presented at each regular meeting of the Golf Board.
Secretary / Registrar (S/R) – The S/R is responsible for recording, publishing, and maintaining the minutes of all meetings of the Golf Board, including the identification of those in attendance. These minutes are to be made available at subsequent meetings of the Board. Additionally, the S/R will receive, consolidate and coordinate all Golf program registrations. All cash or check registration fees will be given to the VP/FO within one week of having been received, while electronic registration fees are directly submitted to the PYAA Treasurer.
Scheduling Director – The Scheduling Director is responsible for formulating schedules for all golf events to include meetings, practices, clinics and competitions pursuant to certain parameters given by the PGA and LPGA professionals (i.e. the number of participants, beginning and ending dates of the season and team composition).
Publicity Director – The Publicity Director is responsible for the creation and distribution of information and management of special events which will promote the interest of the Golf program. The Publicity Director will create and distribute news articles, with the cooperation of the Director of Publicity of the PYAA Executive Board. Such information may be communicated through print media, audio visual, PYAA website, or any other format that has approval of the Golf Board. The Publicity Director will be responsible for the development and distribution of newsletters promoting the activities and the interests of the Golf program. The Publicity Director is responsible for creating and updating content on the Golf website. Responsibilities will include preparing information, populating the calendar and updating all content to ensure it is current for each season.
Fundraising Director – The Fundraising Director is responsible for planning and coordinating and fundraising events or activities approved by the Golf Board. Additionally, the Fundraising Director, in conjunction with the LPGA and PGA professionals, is responsible for the planning, scheduling, and conducting of any fundraising tournaments approved by the Golf Board.
Member at Large – The Members at Large will assist the Golf Board in any capacity for whatever endeavor that is needed, subject to his or her availability.
Competition Committee – The Competition Committee is a non-voting member of the Golf Board and is primarily responsible to assist the Golf Board in “starter” and supervision duties during competitive play. The Competition Committee may also assist the Golf Board, LPGA and PGA Professionals during other PYAA Golf events as requested. Additionally, golf staff members from the Pickerington Local School District may also serve on the Competition Committee to serve as an advisor and volunteer, subject to his or her availability.
Article VIII – Meetings
Meetings of the Golf Board are to be held monthly at the discretion of the Golf Board. Each year, the Board will determine the time and place of the regularly scheduled meetings and post those dates and times on the PYAA website.
Any Executive Officer may call an emergency meeting with at least three days advance notice to the Board members. All Executive Officers and at least two-thirds of the Position Officers must be notified before the meeting can be conducted. Failure of any member to receive such notice shall not invalidate or effect action taken at the meeting.
Official action of the Board can take place with a quorum. A quorum is recognized when at least one-half (50%) of the Board Officers are in attendance. A majority vote of the members in attendance will be requiredin order to take action on matters before the Board.
Article IX – Attendance Requirements for Board Members
It is mandatory that Board Officers attend a minimum of one-half (50%) of the meetings held during the year (January through December). No Board Officer may miss four (4) consecutive meetings at any time. Members of the Competition Committee are only required to attend one meeting per year, specifically to orient themselves to their duties and responsibilities, however regular attendance is encouraged.
If a violation occurs, the President is required to notify the officer in violation that a special meeting will be held to consider and vote on the removal of that person from their position held within the Sport of Golf. The person in question will not be permitted to vote, but will be permitted to fully explain the circumstances involving his or her absences. A majority vote of the Board members in attendance is required to remove the person in violation from their position.A Board Member must attend at least two-thirds of a meeting in order for their attendance to be recognized for that meeting.
If the Golf Board receives notification from the Board Officer prior to the extended absence and is accepted and approved by a majority of the Golf Board, removal of the Board Officer does not need to be considered.
Article X – Suspension or Removal of Members
Any elected or appointed official, player, parent or spectator of the Sport of Golf may, with a majority vote of the Executive Officers of the Board, be suspended or removed from participating in the activities of the Sport of Golf if his or her actions are judged to be detrimental to the organization. This authority is extended to all participants in PYAA Golf activities including but not limited to players, parents and spectators.
Article XI – Appeals
Any elected or appointed official of the Sport of Golf who has been sanctioned by the Board may directly appeal the action to the Executive Officers of the Board. This appeal may be made to any Executive Officer and shall be in writing. The Executive Officers shall convene a special meeting to gather information and to hear evidence from the sanctioned individual. A majority vote of Executive Officers at the meeting is required for action. Executive Officers are granted wide discretion in the resolution of such sanctions.
An appeal of the Executive Officers’ decision may be made to the full Golf Board. Any individual who has been sanctioned may request a hearing before the full Golf Board. He or she may request such a hearing in person at a meeting of the Board or in writing to a Golf Board Officer within ten calendar days after the decision of the Executive Officers.
Upon receipt of the appeal, a special meeting of the Golf Board will be scheduled at which time the person in question will be invited to present information and evidence to support his or her case. The Board will then vote to uphold the decision of its Executive Officers, grant the appeal of the party in question, or take action independent of any previous decision. The Board will communicate its findings in writing to the party in question within five (5) calendar days after the hearing, offering its reasons for the action taken.
Article XII – Amendments to the Charter
Proposed amendments may be offered by any officer of the Board, at any monthly meeting or special meeting by submitting a copy of the proposed amendment to the Recording Officer who shall notify each Officer of the proposed amendment prior to the meeting. If any Officer fails to receive delivery of such a copy, it shall not invalidate the action of the membership according to the amendment. All proposed amendments shall be in writing and shall be read at three consecutive monthly meetings before final action is taken at the third meeting. Amendments must receive the favorable vote of a majority of voting members. Such amendments shall go into effect immediately, unless stipulated otherwise in the motion.
Article XIII – Dissolution
The Sport of Golf may be dissolved at any regular or special meeting called for that purpose. However, such a vote cannot be taken unless notice of the issue has been sent to all officers of the Sport of Golf at least thirty days prior to the meeting at which the vote is to be taken. For such a motion to be approved, two-thirds of those present must vote in favor of the resolution.
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