Bylaws

It should be noted that all rules and regulations of the Silvermine Golf Club are ultimately determined by owners of the club.

ARTICLE I – PURPOSE OF CLUB

The purpose of this Club is to promote golf, sportsmanship and good fellowship amongst its Members.

ARTlCLE II – MEMBERS

The members of this Club shall be all those who have been accepted as Members under the categories listed in the rules and regulations. The maximum number of active Memberships shall be limited to 375. This does not include honorary.

ARTICLE III – BOARD OF GOVERNORS

The Board of Governors shall consist of no more than twelve Members of the Club.

TERM:

Each member shall be elected for a term of four years. In the event that a Board Member resigns during the year, the President shall select a club Member to serve the remain­ing term of the resigning Member. Each year new Members shall be elected to fill the Governorships whose terms have expired. The retiring President shall be an ex-officio Member of the Board.

NOMINATING COMMITTEE:

The President will propose three Members of the club to form a Nominating Committee, which must be approved by the Board. No board Member may serve on the Nominating Committee, nor shall any Member of the committee be elected to the Board. The Nomi­nating Committee will interview all candidates. The Nominating Committee will report to the Board and recommend a slate of candidates from the nominees to be recommended by the Board. This slate shall ensure ongoing board representation from both the women’s 18 hole and 9 hole divisions.

ELECTION:

This slate will be presented to the Membership at the annual meeting called by the president. A letter or an article in the club newspaper will be sent from the Board to all Club Members stating the vacan­cies and requesting nominations for each vacancy. Candidates may be nominated from the floor at the annual meeting. The new board Members will be elected at the annual meeting by majority vote of the attending Members and written proxies. Any club Member not -­attending the Annual Meeting may forward their proxy vote to the Board’s secretary at least one week prior to the meeting. In the event of a tie, a vote of the current Board will elect the nominee. In the event of a further tie during the Board vote, the out-going President will cast the deciding vote. The Presidents of the Women’s 18-Hole and Women’s 9-Hole groups, or their appointees, each have permanent positions as board members not subject to approval by the nominating, term, or election rules.

ELIGIBILITY /ATTENDANCE:

A Member of the Board of Governors who has served one full term (4 years ) will be ineligible for re-election until one year after the expiration of his/her term of office. A Board Mem­ber, who is appointed to fill a vacancy, is eligible to be elected, but may choose, at their discretion, to serve no more than 4 consecutive years. Should any board Member fail to attend three successive meetings of the Board, the Board of Governors may declare the position vacant by majority vote.

ARTICLE IV – RESPONSIBILITIES OF THE BOARD OF GOVERNORS

The Board of Governors shall enforce the by-laws of the Club and shall exercise a general supervision of the internal affairs of the Club. It shall recommend rules and regulations setting forth rights and privileges of Membership. The Board of Governors shall represent the Membership of the Club in all dealings with the owners of the Club and make such recom­mendations as it may deem necessary.

The Board of Governors shall elect from their number the follow­ing officers to serve for the term of two years (previously one year):

  • President
  • Vice President
  • Secretary
  • Treasurer

At the discretion of the Board of Governors, any or all officers whose terms have not expired may be elected for a one-year extension.

The Board of Governor’s Fee provides supplemental funding for many activities throughout the year. It is the responsibility of the BOG to set the annual fee and administer the fund. While the primary purpose of the fund is to enhance the membership experience at the club, it may also be used to benefit the club’s mission in promoting golf, fellowship, and good sportsmanship amongst it members. Some examples are:

  • Help subsidize/ enhance the food & beverage portion of major events
  • Fund the new member reception
  • Provide hole-in-one drink coverage
  • Provide support to 9 Holers, 18 Holers, and Junior golf programs
  • Host the annual meeting

This is not meant to be an exhaustive list.

The BOG along with Club Management is responsible for setting the annual Board of Governors budget, which will be to provide to the membership once it is officially approved and spending funds throughout the year in accordance with the mission stated above, as determined by majority vote. Any funds not used in a calendar year will be carried over to the following season. An actual accounting of expenditures will be shared with membership at the end of each season.

ARTICLE V – RESPONSIBILITIES OF OFFICERS

Section 1. President

The President shall preside at all meetings of the club and all meetings of the Board of Governors. He/She shall appoint the Chairperson of standing committees with the approval of the Board of Governors. He shall be a Member ex-officio of all committees and shall be entitled to vote therein. He shall be able to execute agreements on behalf of the Board, subject to their subsequent approval.

Section 2. Vice President

In the absence of the President, the Vice President shall perform his/her duties at meetings of the Board of Governors and meetings of the officers, as well as meetings of the Members of the Club. Ifboth President and Vice-President are absent, a Chairperson shall be chosen from the remaining Members of the Board.

Section 3. Secretary

The Secretary shall maintain a record of the Club meetings and the meetings of the Board of Governors. The Secretary shall mail notices of all meetings to the Membership involved and shall conduct all of the correspondence on behalf of the Board, except that of Treasurer and Hospice Chairperson.

Section 4. Treasurer

The Treasurer shall be responsible for the handling and disburse­ment of all Board of Governors’ funds and shall keep accurate and complete records thereof, and furnish to the President and the Board of Governors, full information as to the financial condition of the Board of Governors’ funds.

ARTICLE VI – STANDING COMMITTEE

The Board of Governors shall approve the appointment of the follow­ing committee chairmen for conducting the affairs of the Board.

  • Membership
  • Greens
  • Men’s Competition
  • Hospitality
  • Ladies 18 Holer
  • Ladies 9 Holer
  • Family and Juniors
  • Bylaws

Each of these Chairperson may add Members to form a committee as deemed necessary by the Chairperson. The Board of Governors may form other committees to support the mission of the club and enhance membership enjoyment and participation.

Membership

The membership chairperson shall work with Club Management to provide a welcoming experience to all new members, and to organize and manage an annual new members’ reception. The chairperson is responsible for updating membership information for various BOG requirements.

Greens

The Greens chairperson shall have the responsibility of working closely with the golf course manager and golf course superintendent to ensure that the golf grounds are maintained in the very best possible condition. The committee will meet with the superintendent regularly and make recommendations to him and the Board of Governors.

Men’s Competition

The Men’s Competition chairperson shall have the responsibility of reviewing with Club Management the men’s competitive golf program for the entire year, which is to be shared with the Board of Governors. The golf program includes all tournaments, dates, and special events.

Hospitality

The Hospitality chairperson will make recommendations to the management for the improvement of the clubhouse and food service operations. He/she will work closely with Club Management in making sure that the clubhouse and halfway house are maintained and serviced in the best possible manner for the enjoyment of the membership.

LADIES 18 HOLERS

This is a group within the Membership with its own board and governorship bylaws.  The mission of the Ladies 18 Holers is to promote golf, sportsmanship, and fellowship among their members.  Membership in the group is open to women members of the club who have an established Silvermine course handicap of 36 or less (Handicap Index of 32.6 or less), are members in good standing, and pay annual league dues.  Returning 18 Holers with higher handicaps are grand mothered.

LADIES 9 HOLERS

This is a group within the Membership with its own board and governorship bylaws. The group organizes events and competitions focused on the Pro Shop nine-hole course.  Membership in the group is open to women members in good standing who are looking to start their golf experience at Silvermine and develop confidence in league play. The emphasis is on having fun. A course handicap in not necessary to join.

FAMILY AND JUNIORS

The Family and Junior Chairperson shall work closely with Club Management to plan and coordinate events and competitions for both families and juniors.  The Junior Program shall include a JPGA Team for children ages 8 to 14 years old with weekly practices and interclub matches.  Annual events shall include a Junior Fun Day, the Family Scrambles, a Parent/Child Tournament, and a Pro Shop Member/Guest Event.  Events and timing are subject to change at the BOG’s discretion. 

BYLAWS

The Bylaws chairperson shall review the Bylaws on an on-going basis, and propose changes as required. 

ARTICLE VII – MEETINGS OF THE BOARD OF GOVERNORS 

MEETINGS

At the first meeting following the annual meeting, the Board shall select officers and appoint chairpersons.  The Board will hold monthly meetings during the golf season, with no fewer than eight meetings per year. Special meetings may be called at any time by the President or by five Members of the Board. The Secretary shall inform all Members of the Board at least 24 hours in advance, either in writing or by telephone, of special meetings, or changes in time and/or location of the meetings. Except as otherwise provided in the Bylaws, any business may be transacted at any meeting. 

QUORUM AND MANNER OF ACTING

Seven Governors shall constitute a quorum of the Board for the transaction of business at any meeting, and except as otherwise required by statute or by these Bylaws, the action of the majority of those present at any meeting at which a quorum is present shall be the act of the Board of Governors. Should vacancies reduce the board membership to 10 or eleven members, then a quorum will be 6 members. In the absence of a quorum, and as decided by an attending officer, the attendees present may act on matters requiring a vote. The attending office may seek approval from absent members to reach a majority. Any such action will be subsequently reported to the Secretary for inclusion in meeting minutes.  Any governor or officer of the Board may resign at any time whether by oral notice at any meeting of the Board or by giving written notice thereof to the Secretary. Such resignation shall take effect immediately. 

ARTICLE VIII – MEETINGS OF CLUB MEMBERSHIP 

ANNUAL MEETING

The annual meeting of the Club shall be held as announced by the Board of Governors. It is customary to hold the meeting near the end of the golf season, normally on the 1st or 2nd Sunday in October.

SPECIAL MEETING

Special Meetings of the Club may be called at any time by the President or by a majority of the members of the Board of Governors or upon written petition to the President of at least twenty-five club Members. 

NOTICE OF MEETINGS

Written notice of every Club Meeting stating the day, hour and place shall be given by the President or Secretary to each Member, emailing it to them at their last known email address at least two weeks before such meetings. In the case of family Memberships, one email notice to the family shall be sufficient. 

QUORUM

Any meeting of the Club attended in person or by written proxy by ten percent of the Membership and majority of the Board of Governors shall constitute a quorum. 

MEMBERSHIP LIST

At least three days before each Club meeting a complete list of Members entitled to vote shall be presented by the Silvermine Golf Club, Inc. and such list shall be open to inspection by any Member at the time and place of the meeting. 

VOTING

Each Membership, single or family, shall be entitled to one vote per issue, to be decided by Membership vote. Attendance in person or by written proxy to a Board Member is required to exercise a vote. 

ARTICLE IX – PRIVILEGES 

PRIVILEGES 

Club Members shall have the right to use the Clubhouse, grounds and facilities maintained by the Lessor for Golf Club purposes, under such provision as shall, from time to time, be made in these Bylaws or be adopted by the Board of Governors.  

INDEBTEDNESS

At the discretion of Club Management, indebtedness to the Club, Pro Shop, Board of Governors or Food Service Vendor may be brought to the attention of the Board of Governors.  The responsibility of the Board is to work with Club Management to treat members equitably, and to ensure that deliberate, chronic debtors are denied the privileges of the club.  Specific remedies, such as requirements to post a credit card information to use dining room facilities or posting the name of indebted members, are the purview of Club Management who may from time to time solicit the recommendation of the Board.

PRIVACY

Members information, including membership classification, status, physical and email addresses, etc. is not to be shared outside of the Club Membership.  Club Management may use the information within the club to promote club activities including food service, tournaments, and other events.   Members may not solicit other members, using club membership data, for activities that are not club sponsored.  

ARTICLE X – AMENDMENTS 

These Bylaws may be amended or added to by the vote of three quarters of the Members present at any annual or special meeting of the Club, provided a quorum is present. It shall also be necessary that notification of intent to amend or add to the Bylaws be contained in the notice of the annual or special meeting. No proposal to amend these Bylaws shall be acted upon unless it shall be recommended by the Board of Governors.