CONSTITUTION, BY-LAWS AND STANDING RULES
As Amended and Approved
May 24, 2012
ARTICLE I – NAME AND PURPOSE
Section 1 – The name of this Association shall be the Golf Course Superintendents Association of New Jersey.
Section 2 – This Association shall maintain its offices at a location to be determined by the Executive Committee.
Section 3 – The Purpose of this Association shall be to promote professional improvement through the education and co-operation of its membership.
Section 4 – This Association is not organized for any pecuniary profit.
ARTICLE II – QUALIFICATION OF MEMBERSHIP
Membership in the Association shall be limited to those persons employed within or dealing with the golf course management industry. The Executive Committee shall be the sole judge of an applicant’s qualifications for membership.
ARTICLE III – ADMINISTRATION
The administration of the affairs of this Association shall be vested in an Executive Committee, to consist of the following: the officers, consisting of the President, Vice President, Secretary and Treasurer; the immediate Past President and a Board of Directors as determined by the By-Laws of this Association.
ARTICLE IV – MEETINGS OF THE ASSOCIATION
Section 1 – Regular meetings of this Association shall be held at such time and place as the Executive Committee may decide.
Section 2 – An annual meeting shall be called by the Executive Committee as close to December 1st of each year as is reasonably possible for the purpose of electing the officers of this Association. Each member shall be notified of this meeting and the proposed slate of officers at least fourteen (14) days in advance.
Section 3 – Special meetings may be called by written request of at least 20% of the voting membership.
ARTICLE V – AMENDING THE CONSTITUTION
Any amendment to this Constitution must be posted on the web site and all voting members must be notified in writing 60 days prior to a vote, this notification must contain an interpretive statement. An affirmative vote of three-quarters of those voting members present will pass the amendment.
ARTICLE VI – INDEMNIFICATION
The Golf Course Superintendents Association of New Jersey shall indemnify any and all persons who may serve or have served at any time as officers or directors, and their respective heirs, paid administrators, successors and assigns, against any and all expenses, including amounts paid upon judgments, counsel fees and amounts paid in settlement (before or after suit is commenced), actually necessarily incurred by such person in connection with the defense or settlement of any claim, action, suit or proceeding in which they, or any of them are made parties, or a party, or which may be asserted against them or any of them, by reason of being, or having been an officer or director of the Association, except in matters as to which any such officer or director, or former officer or director, shall be adjudged in any action, suit or proceeding to liable for his or her own negligence or misconduct in the performance of his or her duty. Such indemnification shall be in addition to any other rights to which those indemnified may be entitled under any law, by-law agreement, or otherwise.
ARTICLE I – MEMBERSHIP
Section 1 – Classifications
Membership in this Association shall consist of the classifications and qualifications for each as herein set forth. A “Golf Course Superintendent” is one who is entrusted with the management and operation of the tract of land defined as a golf course, including involvement in construction and maintenance of golf courses and related equipment.
A. Life A – Membership within this classification shall be Class A members in good standing with at least ten years of active membership. Life A members must be retired from active service to the golf course industry and have attained the age of 55 years. A Life A member shall have all the privileges of this Association, except that of holding the office of an elected position. A Life A member shall not be held liable for the payment of annual dues or assessments.
B. Life AF – Membership within this classification shall be Class AF members in good standing with at least ten years of active membership. Life AF members must be retired from active service to the golf course industry and have attained the age of 55 years. A Life AF member shall have all the privileges of the Association, except those of voting and holding the office of an elected position. A Life AF member shall not be held liable for payment of annual dues or assessments.
C. Class A – Membership within this classification shall have at least three years experience as a Golf Course Superintendent, be presently employed as such and shall possess a valid pesticide license for turf. Class A members shall have all the rights and privileges of this Association.
D. Class B (Formerly SM) – Applicants for membership within this classification shall be employed as a Golf Course Superintendent for less than three years or not otherwise qualified under Class A. Class B members shall have all the privileges of this Association, except that of an elected position.
E. Class C – Applicants for membership within this classification shall be employed as an Assistant Golf Course Superintendent. Class C members shall have all the privileges of this Association, except those of voting and holding an elected position.
F. Class AF (Affiliate) – Applicants for membership within this classification shall be a representative of industry with a product or service applicable to Golf Course maintenance. Class AF (Affiliate) members shall have all the rights of the Association, except those of voting and holding an elected position.
G. Associate (Formerly D) – Applicants for membership within this classification shall be employed at a golf course under the direct supervision of a Class A or B (Formerly SM) member of the Association. Associate members shall have all privileges of this Association, except those of voting and holding an elected office. Associate members may attend any regularly scheduled meeting of the Association. However, they will not be permitted to play golf unless as a guest of an A, B (Formerly SM), C or AF member.
H. Student – Applicants for membership within this classification shall be enrolled in a formal course of education in the study of Turf Grass Management, or related field. Class Student members shall have all privileges of the Association, except those of voting and holding an elected office. Class Student members may attend any regularly scheduled meeting of the Association. However, they will not be permitted to play golf unless as a guest of an A, B (Formerly SM), C or AF member.
I. Non-Resident (NR) – Applicants for membership within this classification shall be existing and continuing Class A, B (Formerly SM), or C members of another GCSAA affiliated chapter. Class NR members shall have all privileges of this Association, except those of voting and holding an elected position. Class NR members may attend any regularly scheduled meeting of the Association. However, they will not be permitted to play golf unless as a guest of an A, B (Formerly SM), C or AF member.
J. Honorary Member – Only a person with a distinctive contribution to the Golf Course Superintendents profession or industry shall be considered for this classification. Application to this classification shall be upon written request of ten Class A members of this Association, including a member of the Board of Directors on behalf of the individual. The Director will then present the request to the Membership Committee for consideration. The Honorary membership list will be reviewed annually by the Membership Committee and submitted to the Executive Committee at their first meeting each year and approved by a majority vote of same. Honorary members shall have all the privileges of this Association, except those of voting and holding an elected position.
K. Inactive Member – An active member (dues-paying) may petition the Executive Committee to be placed on the inactive list. An inactive member will lose all the privileges of this Association, except that he will remain on the mailing list. He may return to his former membership status upon written notification to the Executive Committee and payment of present dues.
L. Informed Member – Any person of good character who is a qualified representative of the golf, turf management, or academic communities may be invited by the Board of Directors on a year-to-year basis to be an informed member of the Association. Informed members shall not be required to pay dues or assessments of the Association and shall not have voting privileges or be eligible to hold office. Informed members shall be allowed to attend any regularly scheduled meeting of the Association.
Section 2 – Applications and Admissions
A. All applicants must meet conditions of membership for their respective classification. Applications for membership shall be upon a form prescribed by the Executive Committee. The application will be signed by the applicant and attested to by two Class A members in good standing.
B. Application forms shall be available through the Director from which the application is to be made.
C. For every application for Class A, B (Formerly SM), C, AF and Associate (Formerly D) classifications must attend one GCSANJ function with one of their sponsors before being accepted as a GCSANJ member.
D. All applications for membership and classification change shall require a two-thirds affirmative vote of the Executive Committee present to be passed.
E. Dues shall be payable upon election.
F. Total AF Membership shall not exceed 40% of the total Class A, B (Formerly SM), and C members in the Association.
G. Effective July 1, 1997, all new Class A and B (Formerly SM) membership applicants must submit an application for membership or evidence of membership with the Golf Course Superintendent Association of America.
Section 3 – Membership Reclassification and Conduct
A. All requests for a classification change must be submitted in writing to that member’s Director to be reviewed and submitted to the Executive Committee.
B. The Executive Committee may review a member’s classification to determine if the classification is in compliance with the By-Laws.
C. Any member whose classification is under review by the Executive Committee must be notified in writing of the right to a hearing before a reclassification can be effected.
D. Any member may be disciplined, suspended or expelled for any infraction of the Constitution, By-Laws or Standing Rules of this Association, or for any conduct inconsistent to the welfare of this Association. No action may be taken without giving the member written notice of the charges and an opportunity to be heard before the Executive Committee. Said action will require a three-quarters vote of the entire Executive Committee and may not exceed a period of one year.
E. Any member who has resigned or been expelled may make, after the expiration of one year, application for membership in the normal manner.
F. Any person under suspension for non-payment of dues or assessments may be, upon application made in regular form, restored to good standing upon payment of the accrued liabilities.
G. Prohibited Conduct:
1. Any violation of this Association’s Code of Ethics
2. Use of the Golf Course Superintendents Association of New Jersey affiliation for the purpose of schemes, ideas or objects for the purpose of private or collective gain.
3. Conduct that is prohibited shall be cause for disciplinary action or expulsion, in accordance with the procedures set forth in Article 1, Section 3.
H. The decision of the Executive Committee is final.
Section 4 – Dues and Assessments
A. The annual dues shall be the sum fixed at any annual meeting of this Association as approved by a plurality vote of the voting membership in attendance thereat.
B. Annual dues of this Association are payable prior to January 31.
C. Any member in arrears after January 31 of the current year, without showing good cause, will automatically be removed from the membership and if such individual would like to re-apply, this individual will be required to complete the application process.
D. The Executive Committee may, when requested in writing, temporarily excuse or extend the time of payment of dues or assessments.
E. In the event of an emergency, the Executive Committee may levy an assessment, not to exceed one year’s dues. Said assessment to be paid by all members, except Life A and C, Honorary and Inactive members.
F. The fiscal year of this Association shall be from November 1 to October 31.
ARTICLE II – GOVERNMENT
Section 1 – The Executive Committee, as established by the Constitution of this Association, shall report to the membership at its annual meeting.
A. The Officers of this Association shall be Class A members in good standing in both GCSANJ and GCSAA.
B. The Directors of this Association shall be Class A or B (Formerly SM) members in good standing. There shall be eight (8) Directors elected by plurality vote in accordance with the Standing Rules of this Association. A majority of the Directors of this Association shall be Class A or B (Formerly SM) members in good standing in both GCSANJ and GCSAA.
C. Each member of the Executive Committee will serve until his successor has been duly qualified and elected.
D. The term of office for the Executive Committee shall be: Officers – one year; Directors – two years.
E. Impeachment of Officers and Directors:
1. In accordance with the Standing Rules of this Association, the membership shall have the power to remove an Officer or Director.
2. The Executive Committee may remove any elected Officer or Director who shall, without good cause, miss three consecutive meetings of the Executive Committee. An affirmative vote of not less than nine (9) of the Executive Committee shall be necessary for removal.
F. Vacancies of any Officer, except that of President, shall be filled by appointment of the President with the approval of the Executive Committee. In the event that both offices of President and Vice President have become vacant, the Executive Committee shall elect by plurality one of their members to fill the un-expired term of the President. Vacancies of a Director shall be filled in accordance with the Standing Rules of the Association.
Section 2 – Duties of the Officers
A. President – The President shall preside over all meetings of this Association and the Executive Committee, and shall be a member ex-officio of all committees except the nominating committee.
B. Vice President – The Vice President shall be vested with all the powers and shall perform all of the duties of the President in his absence.
C. Secretary – The Secretary shall be the custodian of the records of this Association. He shall cause to be kept a record of all meetings, minutes and correspondence of this Association.
D. Treasurer – The Treasurer shall be responsible for full and accurate accounts of receipts and disbursements in the books belonging to this Association. He shall be responsible for the deposit of all monies and other valuable effects in the name and to the credit of this Association, in such depositories as may be designated by the Executive Committee. He shall render to the Executive Committee a monthly statement of the financial condition of this Association. He shall annually cause to be made a review by an independent CPA a proper audit of the financial condition of this Association. The books of the Treasurer shall be made available for inspection by the Executive Committee at its discretion.
Section 3 – Committees
A. With the approval of the Executive Committee, the President shall appoint the chairpersons for the following standing committees: Finance, Membership, Public Relations, Communication, Government, Golf, Education, By Laws, Merchandise, Club Relations, Awards, Nominations, Affiliate Liaison, Rutgers Liaison, GCSAA Delegate and any additional committees as may be deemed necessary.
B. Duties of Standing Committees
1. Finance Committee – To monitor the overall financial aspect of the
GCSANJ, with regard to expenses, income, net worth, investments and disbursement of all funds, past, present and future.
2. Membership Committee – To review and make recommendations to the Board of Directors relative to membership and the membership process.
3. Public Relations – To further and maintain the reputation of the Golf Course Superintendents Association of New Jersey (GCSANJ), and increase its exposure to the public sector. In turn, the committee should set goals to educate the general public as to the profession of the Golf Course Superintendent, and the positive impacts our association has on the environment and society.
4. Communication Committee – To make available pertinent information regarding the Association, its membership and the profession, for promotional purposes and decimation via a regular newsletter, website, and other appropriate means to the membership and the local golf community.
5. Government Relations Committee – To keep the Board of Directors and membership of the Association informed on issues that may effect or influence our industry with regard to national, state and local mandate.
6. Golf Committee – To secure sites for monthly meetings and carry out the responsibilities to insure the smooth operations of these meetings.
7. Education Committee – To provide interactive educational opportunities for the membership of the association and the local golf community.
8. By-Law Committee – To inform Board of Directors of any changes to by-laws that may be suggested by a member of the association. Also to insure GCSANJ by-laws are in accordance with GCSAA by-laws.
9. Merchandise Committee – To organize the availability of association merchandise, receive orders form the membership who may desire such merchandise, and supply any similar products that may be necessary for distribution at association functions.
10. Club Relations/Ethics Committee – To promote the image and importance of the Superintendent to a golf course. Assist any member superintendent when difficulties arise with an employer. Investigate all allegations brought to the committee of misconduct or breach of association’s Code of Ethics.
11. Awards Committee – To determine the recipient of the GCSANJ Distinguished Service Award and the GCSANJ Member of the Year Award.
12. Rutgers Liaison – To work closely with the Board of Directors to ensure the cooperation and partnership of the GCSANJ and Rutgers University.
13. Commercial Liaison – To present to the Board of Directors the concerns and the needs of the GCSANJ affiliates so the Board of Directors can consider this information in their discussions.
14. GCSAA Chapter Delegate – To advise and inform the Board of Directors and the membership the proceedings of the annual election of officers to the board of directors of GCSAA, and any other GCSAA business or information that may have a direct effect on GCSANJ as a Chapter association to the National.
15. GCSANJ Foundation – The foundation is organized exclusively for charitable, educational and scientific purposes. This shall include the making of distributions to organizations under all Federal tax codes regulations.
16. Scholarship Committee – Within the guidelines established by the Board of Directors, this committee shall be responsible for the solicitation and distribution of funds to be used to support both local and national scholarship programs.
17. Nomination Committee – Each Director, during the first year of their term in office, shall appoint a voting member of their constituency, not seeking elected office, to serve on the committee. The committee, not less than fourteen days prior to the annual membership meeting, shall cause to be mailed a copy of their slate to the voting members of this association. A copy of the slate shall be entered into the records of this association.
ARTICLE III – QUORUM
Section 1 – Membership Meetings – At any membership meeting, a total of at least 10 percent of the voting members of this Association shall constitute a quorum. Proxies DO NOT count towards a quorum.
Section 2 – Any voting member of the Association may exercise their vote through the use of a proxy. A proxy may be exercised only by the person named in such proxy, who must be a voting member in good standing with the association. The proxy must be presented to the secretary or his designated officer prior to the meeting being called to order.
Section 3 – Executive Committee Meetings – At Executive Committee meetings, a majority of the Committee shall constitute a quorum.
ARTICLE IV – MEETINGS
Section 1 – The most recent edition of Robert’s Rules of Order will govern the conduct of all meetings of this Association, whereas it is not consistent with the Constitution, By-Laws and Standing Rules of this Association.
Section 2 – Order of Business
A. Call to order
B. Registration of Quorum
D. Reports of Officers and Committees
E. Old Business
F. New Business
ARTICLE V – BENEVOLENCE FUND
Section 1 – Creation of Fund
There shall be a Benevolence Fund in the sum of $1,000 allocated from our General Fund. This money shall be used to aid disabled or distressed members. When sum is less than $1,000, the Treasurer shall make further allocations.
Section 2 – Trustees
The President, Vice President and Secretary/Treasurer shall act as Trustees of the Fund, and the Trustees shall make collection of the requisite percentage of dues to be applied to this trust and shall, during the period for which they are appointed, have the sole power for management, distribution and disbursement of the funds. The funds shall be paid at the discretion of the Trustees to any disabled or distressed member.
The provisions shall not be construed to vest in any member, a matter of right, payment of any portion of the interest or principal of the Trust Fund. The Board of Directors may, from time to time, make recommendations to the Trustees as to management and distribution of the funds; such recommendations, however, shall be only advisory.
ARTICLE VI – AMENDING THE BY-LAWS
Any proposed amendment of these By-Laws must be posted on the web site and all voting members must be notified in writing 60 days prior to a vote, this notification must contain an interpretive statement. An affirmative vote of two-thirds of those voting members present will pass the amendment.
ARTICLE I – CODE OF ETHICS
As a member of the Golf Course Superintendents Association of New Jersey, I pledge myself to:
1) Maintain the highest standard of personal conduct to reflect credit and add to the stature of the profession.
2) Abstain from the debasement of, or encroachment upon, the professional reputation, practice or employment of another Superintendent.
3) Make certain that the position is open and/or incumbent is aware of same before making any application to any prospective employer.
4) Call, if possible, on the Superintendent when visiting another golf course.
ARTICLE II – DISTRICT STRUCTURE
Section 1 – Construction of Districts
A. There shall be within the geographical boundaries of the State of New Jersey four (4) areas of identity that shall be known as Districts. The intent of this division is to promote interest in this Association and maintain a balanced representation of the Executive Committee.
B. The structure of the Districts is to be as follows:
1. District No. 1 – Those golf courses north of Route 80.
2. District No. 2 – Those golf courses south of Route 80 but north of Route 78 and 287.
3. District No. 3 – Those golf courses south of Route 78 and 287 but north of Burlington and Ocean counties.
4. District No. 4– Those golf courses in:
Atlantic County Cumberland County
Burlington County Gloucester County
Camden County Ocean County
Cape May County Salem County
C. The Executive Committee of this Association shall assign each member a District. The members’ vote and the right to hold office shall remain within that District. Any member may petition the Executive Committee to change Districts.
Section 2 – District Government
A. Each district in the Association shall be represented on the Executive Committee by One (1) Director, who shall have been elected by the voting members of that District. The remaining Four (4) positions will be At Large Directors who will be voted on by the entire membership not by a specific district constituency.
B. Should a vacancy occur in either Director position, an election will be held to fill that position for the un-expired term.
C. Should a vacancy occur in the District Director position and there are no nominations and no candidates running from that District, the Executive Board shall appoint one of the At Large Directors who is geographically closest to that District to fill the vacancy and a vacancy will then occur for the open At Large Director position. That Director will be voted on by the entire membership not by a specific district constituency.
D. All Districts must function within the framework of the Constitution, By-Laws and Standing Rules of this Association. No District shall have the authority to bind this Association for the payment or the performance of any contract.
Section 3 – Elections
Director elections must be held after the second week in September and before the third week in October. Results of said election will be transmitted to the Association Secretary within five (5) business days.
Section 4 – Quorum
Eight (8) voting members of a District shall constitute a quorum at all District meetings.
ARTICLE III – POSITION OF EXECUTIVE DIRECTOR
The Executive Committee may appoint an Executive Director, who shall be the chief executive employee of the Association. This person’s function shall be to put into effect the decisions of the Executive Committee, and otherwise to advise, promote and carry out the objectives and purposes of this Association, as directed by the Executive Committee. His or her term of office and compensation shall be decided by the Executive Committee, but in no event may the Executive Committee commit itself to a contract exceeding two years.
ARTICLE IV – IMPEACHMENT
Any Officer or Director of this Association may be removed from his position at any regular or special meeting provided that the voting membership has received written notification of the intended impeachment fourteen (14) days prior to the meeting. A three-quarters affirmative vote of those voting members present shall be necessary for removal.
ARTICLE V – AMENDING STANDING RULES
The Standing Rules may be amended at any meeting of this Association by a plurality vote of the voting members present, provided that written notification has been sent fourteen (14) days in advance of the meeting to each voting member with an interpretative statement included.