HHMC Bylaws
We are a social club that runs golf tournaments and community events for the benefit of our members. The following Bylaws dictate how the HHMC shall conduct business.
ARTICLE I - Organization
The “Hyland Hills Men’s Club” (HHMC) is a non-profit organization administered by an elected Board of Directors with the primary goals of fostering a community of up to 300 members, organizing golf tournaments, and maintaining handicaps for the Membership.
ARTICLE II - Club Activities
In addition to golf tournaments, the club shall organize at least two social activities: a Kick-Off Banquet at the start of the golf season and an End-of-Year Banquet at the close of the season. These social events shall be free and open to all members, as they serve as the primary opportunities to conduct business pertinent to the entire Membership.
ARTICLE III - Fees and Dues
1. Initiation Fees and Dues
New members shall pay $225, which represents a $100 initiation fee and $125 dues for the current season.
2. Renewal Period
Current members can renew for $125. Invoices shall be sent in the month of January, and these dues must be paid prior to a date set by the Board each year. Members of the HHMC who have not renewed by this date will be automatically dropped from the rolls.
3. Honorary Memberships
Any member who will be age 75 by March 1st and has been a member for at least 15 consecutive seasons will be offered an Honorary Membership renewal for $55. The Honorary Membership rate may also be offered to select members, if good cause is shown and the Honorary Membership is approved by Board vote.
4. Dues exemption
Upon good cause being shown, the Board of Directors may waive a member’s annual dues or refund any portion of that year’s dues. During that period the member shall not play in any tournaments.
5. Waitlist
When the club is at or near its 300 member threshold, prospective new members shall be offered a means to join a waitlist. Invitations will be sent in proportion to the number of openings, in the order of their joining, until the Membership reaches 300, subject to Board discretion.
ARTICLE IV - Board of Directors
1. Board of Directors
The Board shall consist of 9 elected Directors, each serving 2 year terms, ending on November 1st of the second year.
2. Election of Directors
The club Membership shall elect the Board of Directors for the following year at the End-of-Year Banquet. Any member may declare candidacy prior to the election, with those who declare at least 7 days prior to the Banquet being included in a printed ballot. Any others may declare candidacy prior to the vote and be written in. Each member of the HHMC may vote for up to 4 or 5 candidates, as dictated by the number of open positions. In the event of a tie for the final position(s), an instant runoff shall be conducted between the tied candidates.
3. Officers of the Board
The Board of Directors shall elect a President, Vice President, Secretary, and Treasurer to act as Officers of the Board and of the Membership until the next election of Officers. If an Officer leaves the Board, the Directors will elect a replacement at the next meeting of the Board.
4. Meetings of the Board
The Board of Directors shall conduct regular meetings, generally occurring in the first week of each month. Meetings may be conducted in person or by video conferencing, and five members must be in attendance to constitute a quorum.
5. Procedure of the Board
Robert’s Rules of Order shall be the final authority as to parliamentary procedure at all meetings of the Board, insofar as they do not conflict with the provisions of these Bylaws. A written summary of any proposed change to club policy must be distributed to all Directors at least 24 hours prior to the board meeting in which it’s intended to be proposed. All motions require 5 “YES” votes to pass, except as described in Article V.
6. Business Outside of Meetings
Minor decisions about how to apply existing policies and/or minor expenditures may be voted on by the Directors via text or email. Such votes shall require a specific motion, a second, and 5 “YES” votes to pass. Any business that was previously delegated to a committee may be decided independently by that committee.
7. Government and Management
Control and management of the affairs, funds, and properties of the club shall be vested in the Board of Directors. All checks, bonds, or contracts in writing that are necessary for the conduct of the business of the club shall be signed by the Treasurer.
8. Interpretation
The Board has the authority to interpret these Bylaws, to conduct any business not explicitly described in the Bylaws, and its decisions shall be final.
9. Resignation and Vacancies
A Director may resign by notifying the Board in writing. The Board shall, by majority vote, appoint any member of the club to fill any vacancies. The appointee will complete the term of the Director whose vacancy he fills.
ARTICLE V - Expulsion
By vote of 7 Directors, any member of the HHMC may be expelled for conduct unbecoming of the club. The member shall be offered a chance to meet with the Board prior to the vote. In the event any member is expelled, that member forfeits any initiation fee, but may be refunded any portion of the dues paid for the year in which he is expelled, subject to Board discretion. Should said member be a Director of the Board, they’ll be replaced via Article IV, Section 9.
ARTICLE VI - Disclaimer
The HHMC and its Directors shall not be liable to any member for any damage or claim arising out of club activities, inclusive of any golf tournaments or social gatherings conducted at Hyland Hills. By joining, members acknowledge this waiver to the fullest extent permitted by law.
ARTICLE VII - Amendments
These Bylaws may be amended by a two-thirds majority vote of the members present at a properly convened gathering of the entire Membership (generally either the Kickoff Meeting or the End-of-Year Banquet, but also any other meeting of the Membership with 7+ days notice).
Proposed: 3/13/2025, Approved: 3/28/2025
