Polk County Disc Golf Club, Inc.
By-Laws
Definitions:
Member: General members of the club with the following benefits:
A bag tag and invite to the yearly bag tag event.
The right to attend and vote at the yearly Polk County Disc Golf Club meeting.
The ability to be elected to an Officer or Event Coordinator position.
Event Coordinator: Event Coordinators serve at the direction and by vote of the Board of Officers. All monies collected by the Event Coordinator must be reported and turned over weekly to the Treasurer for proper accounting. Examples of events would be typical weekly events where club funds are collected.
Officers of the Board: President, Vice President, Treasurer, Secretary, Communications Director, Maintenance Director, IT Director, uDisc Director, and Advisory Members. Decisions made by the Officers of the Board are by majority vote of present members.
Advisory Members: Also referred to as Lifetime members, that have been nominated and approved by the Officers of the Board. Advisory members serve a special purpose of council to the Board and more specifically the President and Vice President. Advisory members vote on the board of Officers during the monthly Officers meetings.
Officers of the Board Meeting: To be held in person or virtually bi-weekly or monthly to cover at a high level the following items (Revenues, Expenses, Events, Park Maintenance, Special Projects, and Member issues).
Yearly Membership meeting: To be held in the first 2 weeks of May each year for Officers of the Board voting, bag tag event and suggestions for projects for the coming year.
Article I –
The association described in these bylaws shall be known as the Polk County Disc Golf Club, Inc. and hereinafter may be referred to as the club, or the Polk County Disc Golf Club.
Article II –
The Polk County Disc Golf Club is a non-profit organization dedicated to:
Promoting the sport of disc golf in the Polk County area of Florida
Maintaining, improving, and designing courses in the Polk County area
Organizing disc golf tournaments or other events that promote comradery, foster competition, and benefit the community.
Acting as liaison between Polk County disc golfers and local parks departments
Article III –
These bylaws shall govern the organization and operation of the Polk County Disc Golf Club and its meeting. These bylaws shall become effective upon an affirmative vote from 2/3 of the meeting members.
Article IV –
Membership in the Polk County Disc Golf Club is contingent on a $25 payment for new membership. Memberships begin May 1 of the year and conclude April 30, at which point membership is terminated pending renewal for the following year.
Membership may be revoked or suspended by a majority of Officer Members for conduct that reflects negatively on disc golf in Central Florida or the Polk County Disc Golf Club. Officer Members, through a unanimous vote, may also grant lifetime memberships (Advisory Membership role) to those who have gone above and beyond to fulfill the missions stated in Article II.
Article V –
The Polk County Disc Golf Club will have Officer of the Board Members who are responsible for conducting club business. Those wishing to be Officers must be current club members in good standing. Officer Memberships will be voted upon at the final meeting of the year (See Article VI) and terms run from May 1 to April 30 of the following year. If an Officer position is vacated during the year, the president may either appoint a replacement or declare a special election.
The responsibilities of the Officer Members are as follows:
President
Schedule and coordinate local tournaments (subject to the approval of most meeting members)
Coordinate with the PDGA and the state coordinator as well as local governments
Maintain a positive relationship with membership and other clubs.
Appoint interim Officer Members or declare a special election to fill a vacant position.
Lead club meetings as well as the election of Officer members
Accept or delegate responsibilities not outlined in the club bylaws.
Vice President
Perform the duties of an absent President and perform such duties as are assigned by the President.
Coordinate course maintenance, workdays, and the movement of pin placements with course pros
Work with tournament directors to secure volunteers and ensure a successful tournament.
Treasurer
Maintain the club’s bank account.
Keep records of all financial transactions made with club funds.
Sign checks and disperses funds as approved at club meetings.
Coordinate the collection of club dues and keep a record of current members.
Present financial information to members at club meetings
Approve spending $200 or less and emergency spending over $200.
Oversees the filing of taxes.
Secretary
Lead the proceeding of club meetings.
Record the agenda, minutes, and notes from all club meetings.
Coordinate with the Communications Director in dispersing clear and consistent information to club leadership
Maintain member lists and contact information.
Communications Director
Updates and maintains the Polk County Disc Golf Club website/FB Page to make sure club information is easily available and relevant.
Keeper of all club passwords and login information as well as changes to those passwords when members change roles.
Assist in notifying members of local tournaments and setting up tournament registration.
Maintain and grow the club’s presence on social media and disc golf websites.
Create and distribute the club e-newsletter if applicable.
Keep bulletin boards at local courses up to date with club information and events.
uDisc Director
Perform all duties within the uDisc space as needed for the club such as Event set up, Course installation, monthly layout changes for Loyce, etc.
Maintenance Director
Lead all workday activities and final decisions related to course changes.
Director of IT
Web-site maintenance, Discord maintenance and other IT related duties as needed.
All Board members additional responsibility
Serve as point person for all events coordinators and backup role as needed for weekly events.
Serve as tournament director for club sponsored Polk County tournaments.
Attend at a minimum half of all board meetings per quarter, failure to maintain regular attendance should be reviewed by all other members of the board to ensure a board members role is being fulfilled as needed.
Article VI –
Amendments
Potential amendments to these bylaws must be drafted in writing and brought to a club meeting. The amendment will be discussed in the next meeting and voted on in the following. An amendment requires 2/3 approval of voting members for it to be enacted.
Officer Elections
The election of Officer Members will occur at the March meeting and terms will begin the first of the following April-May. Those running for an Officer position must appear at the November meeting or otherwise state their intention to run to the Secretary no sooner than 24 hours before the March meeting. A majority vote is required for a member to be elected to an Officer position. If multiple candidates are running and they all receive 50% of the vote or less, the two candidates with the most votes will have a runoff election. If two candidates both receive 50% of the vote, a second vote will be conducted immediately. If neither candidate surpasses 50%, the presiding president will choose the winner. If the acting president is a part of the deadlock, this responsibility falls to the Vice President, then Secretary if necessary.
Spending
All purchases made with club money that exceed $200 must be approved by members at a club meeting. An exception to is a TD or course designer spending within a budget that was already approved by members. Another exception is emergency spending which is approved by the Treasurer. Emergency spending must be time sensitive and was unable to be voted on at a past club meeting.
Miscellaneous
Club actions that are not delegated in these bylaws are subject to voting by club members. Examples of miscellaneous actions include but are not limited to creating and cancelling club tournaments, course redesigns, lending of club equipment, and bids for major PDGA tournaments.
Article VII –
The Polk County Disc Golf Club may be dissolved if a plan to dissolve the Club is approved by 75% of its members present. A dissolution plan shall be made available at a meeting for it to be voted on at the next meeting. All remaining club funds will be donated to a charity of the president’s choice upon approval of the dissolution plan by the club members. ___________________________________________________________________
Date: April 2, 2024