Touring Mixed Golf Association
1. Membership
a) Membership is open to all adults over the age of 18 who want to participate including those who have been recommended by an existing member.
b) To become a Member, an individual must pay the annual membership registration fee.
c) The membership year is May 1 to April 30.
d) Members who indicate they have a golf partner must golf with their selected partners or substitutes.
e) Membership registration fees shall be paid by Member on an annual basis by a predetermined date outlined by the TMGA Board of Directors (“TMGA Board” or “Board”).
f) TMGA Board Members holding an active position are exempt from paying Membership registration fees.
g) Membership registration fees will be determined by the TMGA Board annually.
h) Memberships are non-transferrable and non-refundable.
i) The TMGA Board of Directors reserves the right to refuse or suspend membership.
2. Rights and Obligations of Members
a) Respectful towards other Members, TMGA Board of Directors and golf facility staff members.
b) Members must follow the rules and regulations outlined at all facilities which TMGA participates at.
c) Members have the right to vote and appoint Directors and Officers to the Board at the Annual General Meeting (AGM).
d) Members have the right to file a complaint to any TMGA Board Member.
e) Members are responsible for ensuring timely payments of membership registration fee and course fees as per the schedule outlined by the TMGA Board of Directors. Members are subject to a non-sufficient funds (NSF) fee if cheques do not clear the bank.
f) Member shall follow the policies and procedures outlined by TMGA.
g) Members are entitled to receive notice of meetings, attend any meeting and speak at any TMGA meeting.
h) Members who fail to meet the above rights and obligations may result in expulsion from the Association and cancellation of membership. Additional circumstances where a Member may result in expulsion from the Association include, but not limited to, any of the following:
i. Member fails to make timely payments as per fee schedule,
ii. Member, in the opinion of the Board, has engaged in any conduct or activity that undermines that the Association or its objective, and
iii. Member has failed to abide by the Bylaws and/or Rules & Regulations.
i) No member of TMGA is, in the member’s individual capacity, liable for a debt of liability of TMGA.
3. Withdrawal of Membership
a) Members may choose to voluntarily withdraw their membership at any time during the season by written notice to the President.
b) The Member is considered to have ceased being a Member on the date their notice is received.
c) Membership registration fees are non-refundable. Any unplayed games at the time of withdrawal will be refunded to the Member, subject to golf facility cancellation policy.
d) Member is responsible for settling any outstanding fees owed to TMGA at the time of withdrawal.
4. Annual General Meetings
a) The Annual General Meeting (“AGM”) may be held in conjunction with the year-end banquet and must be held no later than September 30th of each calendar year. An AGM may also be held virtually. Members will be notified of the AGM fourteen (14) days in advance through email communication.
b) The Agenda shall include, but shall not be limited to the following: President’s Report, Financial Report, voting of recommended courses for the following year, Election of Officers, and New Business from the Members.
c) The fiscal year for TMGA is September 1 to August 31.
d) Members may be subject to vote on various issues which will be through a show of hands or secret ballot when necessary. Voting may be performed electronically. Majority vote (50% or more) is required.
e) Only Members who have paid membership fees or are Board Members of TMGA may vote. Substitutes cannot vote.
f) A quorum of 15 Members is required.
5. Special Meeting of the Members
a) A Special Meeting may be called at any time by the TMGA Board of Directors
b) On written request of at least four (4) Directors. The request must state the reason for the Special Meeting and the motion(s) intended to be submitted at this Special Meeting.
c) On written request of at least one-third (1/3) of the Voting Members. The request must state the reason for the Special meeting and the motions(s) intended to be submitted at this Special Meeting.
d) Members will be notified of a Special Meeting fourteen (14) days in advance through email communication.
e) Only the matter(s) set out in the notice for the Special Meeting are considered at the Special Meeting.
f) A quorum of 15 Members is required.
g) Members may be subject to vote on various issues which will be through a show of hands or secret ballot when necessary. Voting may be performed electronically. Majority vote (50% or more) is required.
h) Only Members who have paid membership fees or are Board Members of TMGA may vote at Special Meetings. Substitutes cannot vote.
6. Governance of TMGA
a) The TMGA Board of Directors governs and manages the affairs of TMGA.
b) Powers and Duties of the Board include:
a. Paying all expenses for the operating and managing of TMGA
b. Management and oversight of the TMGA operations
c. Maintaining all accounts and financial records of TMGA
d. Making policies, rules and regulations for the operation of TMGA
e. Appoint Committees to advise the Board
f. To remove a Director for failure of being respectful towards other Members, other TMGA Board of Directors and golf facility staff members or has engaged in any conduct or activity that undermines the Association or its objectives.
g. To remove a Director if a Director misses 3 consecutive meetings without notice and reasonable cause.
h. To remove a Director for not fulfilling Director roles and responsibilities
i. If there is a vacancy on the Board, the remaining Directors may appoint a Member in Good Standing to fill the vacancy for the remainder of the term, except for the position of Past President where it remains vacant.
7. Composition of the TMGA Board of Directors
The Board of Directors consists of a minimum of seven (7) to a maximum of nine (9) Directors. There are seven (7) positions:
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President
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Vice President
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Past President
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Director, Finance
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Director, Prizes (2 positions)
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Director, Statistics
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Director, Communications
a) TMGA Board of Directors are elected by Members by majority vote at the Annual General Meeting (AGM).
b) Directors must attend meetings regularly and prepare thoroughly for all meetings to properly address issues at the meetings.
c) Directors shall show respect for fellow Officers and Members during and outside of meetings.
d) TMGA Board of Directors are Board Members.
e) Directors shall hold position for a minimum of 2 years, with the exception of President and Vice President.
f) All Director terms shall commence in October of the year they were elected in.
g) Directors have the choice of vacating the position or retaining the position for the following year, serving on the Board for at least 2 years.
h) Directors agree to respectfully support all decisions made by the Board, even if they do not support the decision.
i) All Directors positions are voluntary and do not get paid.
j) Each Director or Officer holds office with protection from the Society. The Society indemnifies each Director or Officer against all costs or charges that result from any act done in his role for the Society. The Society does not protect any Director or Officer for acts of fraud, dishonesty, or bad faith.
k) No Director or Officer is liable for the acts of any other Director, Officer or employee. No Director or Officer is responsible for any loss or damage due to the bankruptcy, insolvency, or wrongful act of any person, firm or corporation dealing with the Society. No Director or Officer is liable for any loss due to an oversight or error in judgment, or by an act in his role for the society, unless the act is fraud, dishonesty or bad faith.
l) Directors or Officers can rely on the accuracy of any statement or report prepared by the Society’s auditor. Directors or Officers are not held liable for any loss or damage as a result of acting on that statement or report.
8. TMGA Board of Directors Meetings
a) The President calls TMGA Board of Director meetings.
b) The Board holds at least three (3) meeting each year.
c) An Agenda is distributed in advance of each meeting by the President.
d) Each Director, including the President, the Past President, and Vice President has one (1) vote.
e) Any TMGA Director can call meetings, as required.
f) TMGA Board of Director meetings are open to any TMGA Member but only Directors may vote.
g) TMGA Members cannot call a TMGA Board of Directors meeting but can submit complaints or topics to be considered at a Board meeting.
h) Board meetings may be held virtually.
i) A quorum of four (4) Board Members (Directors) is required for TMGA Board meeting, to be duly constituted. In addition, either the President or Vice President must be part of the quorum.
j) Majority vote (50% or more) is required.
9. TMGA Board of Directors Responsibilities
a) Past President
(1 year term)
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Support President through mentorship, coaching, advising and analysis of Board development and procedures
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Provide historical context for decision making
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Participate in meetings held by TMGA Board of Directors
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responsible for compliance and adherence to TMGA's Bylaws/Rules & Regulations
b) President
(This is a 2-year term plus 1 more year as Past President to mentor incoming President)
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Responsible for the management and welfare of the league
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oversee and confirm all other Board of Directors roles and functions/responsibilities are being carried out appropriately
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schedule and chair Board meetings
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responsible for compliance and adherence to TMGA's Bylaws/Rules & Regulations, and updating them as needed
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review and resolve Member and/or course issues, with assistance from other Directors
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monitor all incoming Member emails and notify Vice President and Director, Finance of any changes to attendance
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review tee times document and send out notification of round to membership
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negotiate rain-out policies with golf course, as required
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responsible for submitting any changes or updates related to the Association including but not limited to: filing annual return, submitting amendments to by-laws, changes in Directors forms, etc.
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assist Vice President with coordination and execution of Year-End Banquet
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MC the Wind-Up Banquet and award prizes when necessary
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Bank Signing Authority
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assist other Directors with league duties, as necessary
c) Vice President
(This is a total of 5-year term; 2-year term VP, 2-year term President, 1-year term Past President)
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contact golf courses to arrange all golf games for the season; advise President of any rescheduling requirements
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coordinate with golf courses for proximity markers, number of attendees, tee times, golf passes, and rain-out policy as required
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reschedule rain-out dates with golf courses, if required
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prepare tee times groupings for every game and distribute to President a week in advance of the game
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coordinate all Year-End Banquet needs with golf course (venue, seating, menu, etc.)
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Bank Signing Authority
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responsible for compliance/adherence to TMGA's Bylaws/Rules & Regulations
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custody and sole use of the corporate seal (if necessary)
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assist other Directors with league duties, as necessary
d) Director, Finance
(Minimum 2-year term)
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record all Board Meeting Minutes and distribute to all Board members
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receive all Member payments and review them to ensure accuracy (dates, amounts, etc.) and communicate with Member of any discrepancies as required
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manage and maintain Membership List throughout the season
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accurately manage all banking-related activities (deposits and/or refunds from/to Members or Board members, ensure all payments have proof of receipts, etc.)
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prepare monthly bank reconciliation on a timely basis to ensure accurate banking records
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request/refund payments according to any changes in the roster
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safeguarding any cheques or banking-related documents
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ensure all banking related transactions are TMGA-related
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to prepare and hold custody of Minutes and Other Books of Records. Digital Meeting minutes will be stored in Dropbox and receipts to be scanned in. In absence of the Director, Finance another Director shall take meeting minutes
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Bank Signing Authority
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responsible for compliance/adherence to TMGA’s Bylaws/Rules & Regulations
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assist other Directors with league duties, as necessary
e) Director, Prizes (2 positions)
(Minimum 2-year term)
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responsible for coordinating, purchasing and distribution of prizes for the TMGA league (e.g. Spring Social and year-end banquet, proximity holes, etc.)
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assign all prizes for proximity holes and golf passes for Members
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responsible for compliance/adherence to TMGA’s Bylaws/Rules & Regulations
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assist other Directors with league duties, as necessary
f) Director, Statistics
(Minimum 2-year term)
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collect all score cards at each event; validates cards for accuracy & completeness
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collect all proximity markers from each golf game and tracks winners and provides a list to Prize Committee
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responsible for compliance/adherence to TMGA’s Bylaws/Rules & Regulations
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assist other Directors with league duties, as necessary
g) Director, Communications
(Minimum 2-year term)
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maintain active status of TMGA.CA domain
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maintain TMGA.CA website to ensure content is current
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manage all TMGA.CA email addresses for current Board of Directors
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serve as primary Admin/Moderator of TMGA's private group page on Facebook
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responsible for compliance/adherence to TMGA’s Bylaws/Rules & Regulations
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assist other Directors with league duties, as necessary
10. Standing Committees
The Board establishes the following Standing Committees:
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Executive Committee
a) Consisting of the President, Vice-President and Director, Finance
b) Carries out emergency and unusual business between Board Meetings
c) Reports to the Board on actions taken between Board Meetings
d) Carries out other duties as assigned by the Board
11. Liabilities
a) Members of TMGA will not hold the TMGA Board of Directors liable for any loss, death, or injury incurred while participating in an activity planned by TMGA.
b) TMGA shall not borrow money or issue debentures.
12. Audit of Accounts
a) On an annual basis, an audit of the TMGA financial records shall be performed. An audit can either be done by a qualified Chartered Professional Accountant (CPA) or two Directors may perform this function.
b) An audited financial statement shall be presented to society members every year at the AGM.
c) Members may choose to inspect and review the books and financial records at every AGM.
13. Altering, Rescinding and Adding Bylaws
Members must pass a special resolution to alter, rescind or add by-laws. Changes will not come into effect until it is registered at Corporate Registry. For by-law amendments, a majority vote of 75% or more is required from Membership