MDGA By-Laws/Guidelines

THE BYLAWS OF THE MIDWEST DEAF GOLFERS ASSOCIATION

Revised August 2008
ARTICLE I – NAME OF ASSOCIATION
This association shall be known as the MIDWEST DEAF GOLFERS ASSOCIATION (MDGA)..
ARTICLE II – PURPOSE
Section 1: Purpose
The purpose of this association shall be to encourage participation in the sport of golf, climaxed with an annual invitational golf tournament for deaf golfers held by a Midwestern state specified as Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota and Wisconsin.
Section 2: Tournament Hosts
No state other than the ones named in Article II, Section 1 is eligible to host the annual tournament.
ARTICLE III – MEMBERSHIP
Section 1: Membership
Membership in this association shall be open to deaf men. The minimum age of membership shall be 18 years.
NOTE: The word “deaf” as used herein, shall mean either total loss of hearing or hearing so severely impaired as to constitute a handicap in the normal world.  The level of hearing loss shall be at least 55dB.
 
Section 2: Suspension/Expulsion
Any member may be suspended or expelled from the rights and privileges of his membership if such action(s) are proven to be a detriment to this association and its members.
  1. A two-thirds (2/3) vote of the Council is a sufficient cause for suspension or expulsion.
  2. Such members shall have the right to appeal such decision before the membership assembly.
ARTICLE IV – DUES
Section 1: Rate of dues
The assembly shall determine the rate of annual dues.
Section 2: Payment due
The membership dues shall be payable annually before or on the determined deadline when the entry fees must be paid.
Section 3: State Affiliation Fee 
Each state shall pay an annual affiliation fee.  This fee is required for discussion and voting privileges at Council meetings.
ARTICLE V – OFFICERS, DELEGATES AND TERMS OF OFFICE
Section 1: Officers
The officers of this association shall be the President, Vice-President, Secretary and Treasurer, each of whom shall be elected for a term of two (2) years. The term of office of the above officers shall commence on January 1 of the following year.
Section 2: Trustees
Three (3) trustees, whose terms of office shall be one (1), two (2) and three (3) years respectively, shall be elected by the membership.
Section 3: Elections
The election for the President and the Secretary shall be held in even-numbered years while the Vice-President and the Treasurer shall be elected in odd-numbered years. Annually, an election shall be held to fill a vacancy created by the departing trustee at end of his term. Candidates for the above offices must be present to be nominated from the floor at the membership meeting. Each candidate must be a resident of a Midwestern state as specified in Article II, Section 1.
Section 4: Council
All of the above elected individuals shall comprise the Council along with the host chairman of the current tournament, the Hall of Fame chairpersons, the Historian, the Handicapper, two (2) most recent past Presidents and at most two (2) delegates from each Midwestern state as specified in Article II, Section 1 and Article IV, Section 3.
Section 5: Delegates
A delegate shall be elected by his people from any golf-affiliated organization in his state and shall serve three (3) years.
ARTICLE VI – DUTIES OF OFFICERS
Section 1: President
The President shall preside over all meetings of this association and enforce due observance to the bylaws. He shall see that appeals being made to the Council whose rulings shall be made as promptly as possible. Such rulings shall be final until the next annual meeting of this association. He shall approve all invoices and co-sign checks issued by this association. Upon the approval of the Council, he shall establish any committee and appoint members in good standing to serve on such committee(s). He shall appoint a qualified member of the Hall of Fame to be the chairperson of the Hall of Fame committee.  He shall appoint a qualified member of the Hall of Fame to be the historian.  He shall appoint a qualified member of this association to be the handicapper.
Section 2: Vice-President
The Vice-President shall work in close cooperation with the President and assume as many duties as the President assigns. He shall be assigned to chair the Law Committee consisting of members in good standing appointed by the President. He shall ascend to the Presidency when the office should be declared vacant prior to the annual meeting. He shall perform all duties of the President in his absence. He shall be the liaison person to the Hall of Fame committee.
Section 3: Secretary
The Secretary shall maintain an updated five-year membership mail list, mail out announcements and approve the entry forms. He shall answer all mail within seven (7) days and keep the President fully informed on all official correspondence by sending him copies of all communications. He shall record the minutes of all official council, general and special meetings of this association. He shall also serve as Publicity Director for this association and shall publish a MDGA NEWSLETTER focusing on past and future events in the United States and Canada. The newsletter shall be published two (2) times a year and shall be available to all dues-paying members. He also shall refer all historical data of this association since the inception to the historian.
Section 4: Treasurer
The Treasurer shall pay all invoices and bills only upon warrants signed by the President. He shall keep an itemized account of all receipts and disbursements and submit financial reports at all council and general meetings. He shall collect all membership fees, registration fees, entry fees and any other monies payable to the association. All financial reports prepared by the Treasurer are subject to an audit by the trustees at least one day before the annual meeting. He shall also devise means to raise funds for the purpose of improving tournament prizes.
Section 5: Trustees
The trustees shall consider it their duty to see to it that the administrations of this association are faithfully and accurately kept. They shall be responsible to arrange foursomes for all three days of the tournament. They shall audit the financial reports before the annual meeting. They shall be assigned by the President to any duties whichever to ease the workload of the treasurer during the tournament.
ARTICLE VII – REMUNERATION OF OFFICERS
Section 1: President
The President shall be reimbursed for a total entry fee excluding his membership fee, registration fee and prize fee. He shall be given lodging for four nights at one-half (1/2) of the room rate.
Section 2: Vice-President
The Vice-President shall be given lodging for four nights at one-fourth (1/4) of the room rate. However, he shall be given the same privileges whenever he assumes the duties for which the President is compensated in case of the President’s absence.
Section 3: Secretary
The Secretary shall be reimbursed for a total entry fee excluding his membership fee,registration fee and prize fee. He shall be given lodging four nights at one-half (1/2) of the room rate.
Section 4: Treasurer
The Treasurer shall be reimbursed for a total entry fee excluding his membership fee, registration fee and prize fee. He shall be given lodging four nights at one-half (1/2) of the room rate.
Section 5: Trustees
Each trustee shall receive a salary determined by this association.
Section 6: Delegates
Each State Deaf Golf organization shall assume the responsibility of reimbursing expense for accommodations incurred by their delegates.
Section 7: State Organizations
Under no circumstances shall a State Deaf organization incur indebtedness in the name of this association.
ARTICLE VIII – MEETINGS
Section 1: Council
The Council shall hold its annual meeting no later than three (3) o’clock in the afternoon on the day before the first round of the tournament.
Section 2: General Membership
The general membership meeting shall be held the evening before the first round for business and elections.
Section 3: Special Membership
The President may call a special meeting at any time, if he deems it necessary, during the tournament week.
Section 4: Rules Meeting
A briefing session shall be held after the general membership meeting concentrating on the explanation of local golf rules, pairings for first round and announcements about the tournament.
ARTICLE IX – QUORUM
Section 1: Council
Eight (8) members, including at least three (3) officers and at least (5) delegates, of the Council shall constitute a quorum for any official meeting of the Council.
Section 2: Membership
One-third (1/3) of the current membership of this association shall constitute a quorum for the general and special membership meetings.
ARTICLE X – ANNUAL TOURNAMENT AND HOST
Section 1: Date and Bidding Procedure
The annual golf tournament of this association shall be held during the week of the first Wednesday in August. Bids for the tournament must be made three (3) years in advance. In order for the membership to consider a site, three (3) or more members from the bidding area must be present at the meeting when a bid is made.
Section 2: Deposit
The host shall be required to make a deposit of $100.00 for the right to bid as host for the tournament. If successful with a bid, the deposit shall be placed in escrow and applied to proceeds from the tournament. After the successful completion of the tournament, the deposit will be returned to the host.
Section 3: Registration
The Treasurer shall collect entry fees, including registration fees. He shall turn over monies excluding membership and registration fees to the host prior to the beginning of the tournament.
Section 4: Accounting
The chairman of the tournament shall provide a full accounting of all monies collected and spent for the tournament and for any affair held in the name of this association.
Section 5: Guidelines
The host shall follow the guidelines for making the tournament possible and successful. A copy of guidelines shall be attached to the bylaws upon the request of the host.
Section 6: Rights of the Association
The association reserves the right to conduct any activity on any one day during the tournament for the purpose of fund-raising.
ARTICLE XI – HALL OF FAME
Section 1: Purpose
The purpose of the association’s Hall of Fame is to honor outstanding deaf golfers and deaf golf leaders who have contributed exceptional service to the sport of golf in the regional area of this association.
Section 2: Committee
The Hall of Fame Committee shall consist of a Chairperson selected by the President, the Historian and at least five (5) Hall of Fame members, including at least one (1) past officer. The Chairperson shall select the five Hall of Fame members with the approval of the President. The Chairperson shall serve his position as long as he desires. However, the President shall use his authority to terminate the Chairperson’s term, if he deems it necessary, and appoint a new Chairperson. The term of the Committee members shall be unlimited. However, it shall be up to the discretion of the Chairperson to dismiss any Committee member, if deemed necessary, and replace him. The Chairperson shall fill vacancies, if any.
Section 3: Remuneration
The Chairperson shall receive an allowance per year determined by this association. This association shall reimburse Committee members for reasonable expenses incurred in the selection of candidates.
Section 4: Contributions
The chairperson shall welcome contributions from other sources to benefit the Hall of Fame and shall make a report at each Council meeting of this association.
Section 5: Nominations and Procedures
The chairperson shall mail out nomination forms to members of the committee three months prior to each tournament. Balloting will be finalized one month prior to the tournament. The voting by the committee shall be on a five-three-one (5-3-1) basis, with the first preference receiving five (5) votes, second preference three (3) votes and third preference one (1) vote. Those candidates receiving a majority of votes shall be declared elected into the Hall of Fame. No more than three (3) persons shall be inducted every year.
Section 6: Requirements for candidates
A candidate must have participated in at least ten (10) MDGA tournaments and have accumulated sixty (60) points in order to be eligible for nomination to the Hall of Fame. However, exceptional candidates with less than the minimum awarded points may be placed on the ballot by a vote of two-thirds of the Hall of Fame committee.
The number of points shall be awarded as follows:
  • Tournament Participant – 2 points
  • Tournament Champion – 10 points
  • Flight Champion – 5 points
  • President – 5 points
  • Vice-President – 5 points
  • Secretary – 5 points
  • Treasurer – 5 points
  • Tournament Committee – 3 points
  • Tournament Chairperson – 10 points
  • Trustee – 3 points
  • Delegate – 3 points
Section 7: Recognition
Each person duly inducted into the Hall of Fame of this association shall receive a plaque in recognition of the honor. A recent photo of the newly inducted member shall be requested. The names of the persons inducted into the Hall of Fame shall be printed in each program book, if any, by the host of the tournament.
Section 8: Special Awards
Special awards and considerations of Old Timers shall be left to the discretion of the Hall of Fame committee.
ARTICLE XII – HISTORIAN
The Historian shall keep a record of all historical data of this association since the inception, arranged in chronological order. He shall also keep any printed materials in relation to this association. He shall bring all the historical data to tournaments for members and guests to browse through. He shall be a current member of the Hall of Fame and shall serve on the Hall of Fame Committee.
ARTICLE XIII – HANDICAPPER 
The Handicapper shall maintain tournament handicaps for all MDGA 18-hole tournament participants.  He shall receive a salary as determined by this association.
ARTICLE XIV – AMENDMENTS
These bylaws may be amended by a two-thirds (2/3) vote by the membership at this association’s general meeting.

 

 

 

MIDWEST DEAF GOLFERS ASSOCIATION (MDGA)
Annual Golf Tournament Guidelines
Annual Tournament Date, Bidding, Host

 

       The annual golf tournament of this association shall be held during the first week of August. If August 1 is on Sunday through Wednesday, this is the first week of August.

       Bids for the tournament site must be made three (3) years in advance. In order for the membership to consider a site, three (3) or more members from the bidding area must be present at the meeting when a bid is made.

       The host shall be required to make a deposit of $100 for the right to bid as host for the tournament. If a bid is successful, the deposit shall be placed in escrow and applied to proceeds from the tournament.

Flights

       The annual tournament is divided into four (4) flights for regular golfers. They are Championship, First, Second and Third Flights. For senior golfers, there are three (3) flights. They are Senior Championship, Senior First and Senior 27-Hole Flights.

       Host General Responsibilities

       BASIC ENTRY FEE: The host shall determine an entry fee, subject to the approval of the President, Vice-President, Secretary and Treasurer. An entry fee should include the following items: 1) membership fee, 2) registration fee, 3) prize fee, 4) green/cart fee, 5) banquet fee.

       PRIZES: The host shall raise a minimum of $2,000 for the tournament prize fund. This host prize fund, the prize fees paid by golfers and the MDGA prize fund make up the total tournament prize fund, no matter how many golfers participate.

      TROPHIES: The host shall purchase and/or solicit trophies for the tournament. See the Trophy Chairperson section for more information on trophies.

      The host shall provide interpreters wherever they are needed, such as at hotel check-in time, and any meetings with hotel or golf course personnel.

      The host shall receive from the MDGA treasurer a tournament prize fund raised by the member states of the MDGA. The member states are listed in Article II of the By-Laws.

      The host shall provide special assistance to a tournament participant’s spouse or child having such handicap that requires it.

The host shall provide special a full accounting (report) of all monies collected and spent for the tournament held in the name of the MDGA.

      The host shall plan some social activity for Tuesday and/or Wednesday evening.

      The host shall hang the MDGA banner in the golf clubhouse and in the banquet room.

      The Association’s (MDGA) Responsibilities

      The association shall advertise in the MDGA newsletters and on its website (www.mdga1947.org).

      The association shall collect the tournament entries.

      The association shall collect the MDGA prize fund from each of the member states. Each state shall raise $380 each year for this fund.

     The association shall present the Hall of Fame awards.

     The association shall preside over all meetings during the tournament week.

     The association shall pay green fees to the golf course for the tournament.

     The association shall collect the membership and registration fees from each entrant.

     The association shall turn over all prize fees to the host.

     The association shall reimburse the host for the special awards (Medalist and Most Improved Golfer).

     The association shall mediate any disagreement among golfers within a group. A golfer may bring a complaint before the MDGA officers, provided there are other witnesses. The officers may exercise their authority to remove a golfer from a tournament for his inappropriate behavior or action.

     The association shall reserve the right to conduct any activity for fund raising during the tournament.

     The association shall assist the host with fund raising.

     The association shall establish the rules of the tournament. In general, the USGA rules apply with a few exceptions as allowed by the MDGA. Winter rules are permitted both in the fairway and the rough. For out-of-bounds, the golfer has an option. He can hit again from the same spot, with a one stroke penalty. Or, he can elect to go to the point where he crossed the out-of-bounds margin and hit from there with a two stroke penalty. For a lost ball, the golfer will drop in the area of the lost ball with a one stroke penalty. There is a maximum stroke limit. On a par 3, the limit is 6 strokes. The golfer enters 7 on the scorecard. On a par 4, maximum is 8. The golfer enters 9 on the scorecard. On a par 5, limit is 10. The golfer enters 11 on the scorecard. The golfer also enters 4 putts for that hole, no matter what.

    The trustees shall have the responsibility of keeping score and arranging foursomes for all three days of the tournament.

    Host Chairperson Responsibilities

    Appoint committee members to oversee the following areas.

    Assistant Chairperson

    Fund-raising Activities

    Banquet Arrangements

    Trophies

    Prize Funds

    Publicity Activities

    Social Activities

    Preside over committee meetings – ex-officio member of all committees.

    Present the bid at the annual MDGA meeting for a future golf tournament.

    Reserve a golf course. Refer to section G of these guidelines.

    Reserve a motel or hotel for the tournament headquarters. Refer to section H of these guidelines.

    Inform MDGA officers about planning and progress made toward the tournament during the first three months of the year. Submit a final progress report sixty (60) days prior to the tournament. If available, give a copy of hotel and golf course contracts to the MDGA Secretary.

     Mail the general entry form to the Secretary by April 1st.

     Prepare the financial report within one (1) month after the end of the tournament with the unanimous approval of the host committee and forward it to the MDGA President and Secretary.

     Host Committee Responsibilities

     Assistant Chairperson

     Maintain records of the local tournament fund, both income and expenses.

     Approve expenses with Chairperson’s consent for each committee.

     Appoint rangers to work at the golf course during the tournament to help speed up play if necessary.

     Function as the Host Chairperson during his/her absence.

     Fund-Raising Activities

     Plan fund-raising projects for the tournament with the Assistant Chairperson.

     Contact the local chamber of commerce for fund-raising suggestions.

     Establish a monetary goal and keep track of the progress toward that goal.

     Work closely with the assistant chairperson on itemizing income and expenses.

     Banquet Arrangements

     Reserve a location with capacity of at least 250 seats for the banquet.

     Arrange for the printing of tickets for the banquet.

     Arrange for proper seating of MDGA officers and guests at the head table.

     Select food choices for the banquet with the approval of the host committee.

     Determine the price per adult, and look into reduced prices for young children.

     Appoint a Master of Ceremonies to run the banquet with the approval of the host committee.

     Introduce people at the head table.

     Tell jokes, stories.

      Introduce banquet speakers.

      Set up nameplates for head table only. Suggestions for head table are:

      MDGA and MDLGA officers, and spouses

      Host Chairpersons and spouses

      Master of Ceremonies and spouse

      Speakers, if any, and spouses

      Banquet Chairperson and spouse

      Prepare an extra table for trophies and other items.

      Make sure the platform for Master of Ceremonies and trophy presentations is high enough and well lighted for visibility.

      Make arrangements for a floor show, if desired.

      Purchase roses, tiara and sash for the MDGA queen.

      Remind MDGA President to meet with officers and host chairperson for the purpose of electing the MDGA queen.

      The queen elected shall not be from the local area of the tournament.

      The queen elected shall not be a previous MDGA queen.

      The people involved should observe the personality, attitude, popularity, enthusiasm and involvement among the ladies considered to be elected as the MDGA queen.

      Trophies

      Trophies shall be distributed to:

      Tournament Champion

      Tournament Runner-Up

      First Flight Champion

      Second Flight Champion

      Third Flight Champion

      Senior Champion

      Senior First Flight Champion

      Handicap Champion

      Senior Handicap Champion – NFSD is responsible for this

      State Team Champions (4 small trophies)

      Most Improved Golfer – MDGA pays for this

      Medalist – MDGA pays for this

      Compare prices and quality of trophies from different companies. Try to obtain at wholesale prices, if possible.

      Order and purchase trophies and arrange for engraving.

      Contact organizations and companies requesting donations of trophies. Do this at least five (5) months in advance.

      Arrange for trophies to be set up in a proper and safe place for display throughout the tournament.

      Arrange for distribution of trophies to winners.

      Prize Funds

      Request donations from companies. Ask for hole sponsorship, ask for program book advertisements, ask for items such as towels, golf balls, tees, ball markers. Ask golf course for plastic name plates to attach to golf bags. Ask next year’s tournament host to advertise.

      Set up the prize fund.

      Collect the prize fees paid by golfers from the MDGA Treasurer.

      Collect the tournament prize fund from the MDGA Treasurer.

      Raise a minimum of $2,000 for the prize fund from local fund-raising.

      Work with MDGA officers to determine the prize payout to golfers. All golfers will receive no less than the amount of the prize fee. All prizes are to be paid in cash or check. Gift certificates or merchandise will not be considered.

      Suggested Prize System: For each of the first two days of the tournament, arrange the golfers into four (4) groups, as equal as possible, based on their scores on that day. Each group shall receive the same amount of prize money. For example, $40 to the low ¼ of scores), then $35, then $30, then $25 to the high ¼ of scores. After the tournament is completed, pay remaining prizes to golfers in at least top one-third and at most top one-half of the field.

      If handicap prizes are paid out, then split the prize fund between scratch and handicap results based on MDGA membership approval of prize fund splits.

      Understand that this is only a suggestion. Should the host prefer a different prize system, the host must contact the MDGA President well in advance for approval.

      Ask the tournament champion to choose a golf windbreaker (jacket or pull-over) or sweater with the course logo from the pro shop. The host is to purchase the item and present it to the tournament champion at the banquet.

      Establish contests such as closest to the pin, longest drive, fewest putts either all three days or on last day only. On first two days, separate the regular and senior golfers. On the last day, hold separate contests based on each flight.

      Publicity Activities

      Prepare advertisements of the tournament at least one year in advance. Distribute them at MDGA tournaments and other deaf golf events such as FWGAD and SEDGA tournaments. Try to distribute as many flyers as possible.

      Create posters for exhibits at deaf conventions or gatherings, such as NAD, NFSD, or post at deaf regional sports events such as CAAD, MAAD and also national sports events, if possible.

      Draw a general map of the local area. Show the headquarters hotel and the golf courses. Include other places of interest such as restaurants, shopping malls and sporting goods stores. For non-golfers, show sightseeing places of interest, if possible.

      Place advertisements or flyers in local, state and national publications for deaf readers, if necessary.

      Spread the word of the MDGA website, www.mdga1947.org.

      Obtain a local photographer to capture the tournament in photographs, especially for group photographs and foursomes. If desired, contact a local deaf artist for drawings or paintings, if available.

      Contact the local newspaper about the MDGA/MDLGA tournaments.

      Social Activities

      Plan an event that will entertain golfers and families during the evenings after the first two rounds. The banquet is held on the evening after the final round. A social gathering at a local deaf clubhouse is usually a very good event. This does not have to be a formal event.

      Arrange for some entertainment and transportation for the golf widows and their families. A nearby shopping center, children’s eat-and-play store or general tourist attraction would be good places for entertainment.

      Golf Course Requirements

      The golf course shall be convenient to a nearby hotel, preferably within ten (10) miles. If this is not possible, then the golf course shall be an easy drive from the hotel by highway or freeway.

      The golf course must be an official USGA slope-rated 18-hole layout. Par must be at least 70.

      The golf course shall have tees for regular golfers at about 6,100 yards and tees for senior golfers at about 5,900 yards. This yardage guideline is based on a par 72 course.

      The golf course shall have an above-average USGA slope rating. It shall be challenging for the better golfers, yet be fair for all golfers. It shall be enjoyable for all golfers to play.

       A slope rating of 130 or more is considered very difficult and is not recommended for the MDGA tournaments. If no other course is available, then the yardage of such a difficult course should be reduced to be fair to all golfers.

       The golf course shall be well maintained.

       The golf course shall have a practice putting green and a driving range.

       The golf course shall have a sufficient number of golf carts for a shotgun start and extra carts for rangers, if needed.

       The golf course shall have a clubhouse with an adequate pro shop, at least a snack bar serving food and drinks, and adequate seating capacity.

       The golf course shall have an adequate meeting area for the Board and Delegates meeting at 3pm in the afternoon prior to the first day of the golf tournament.

        Tournament Headquarters Requirements

        The motel/hotel shall provide two meeting rooms for the evening prior to the first day of the golf tournament (one room for the MDGA and one for the MDLGA).

        These rooms should hold the appropriate number of people.

        Set up one cash bar to serve both rooms, if possible.

        Provide a platform for meeting visibility purposes.

        The host shall set up a registration area in the lobby for use by the host committee and the MDGA Treasurer. If possible, set it up near the meeting rooms.

        The host shall ask the hotel for complimentary rooms for executive or committee use during the tournament. If not provided, then the host shall determine the best location in the hotel for such use.

        The motel/hotel shall have a restaurant and a lounge (wet bar).

        The host shall reserve at least 25 rooms for the MDGA and MDLGA.

        The host shall accept other compliments from the motel/hotel when offered.