CONSTITUTION AND BYLAWS
Ratified March 3, 2026
CONSTITUTION
ARTICLE I - NAME
The name of the association shall be White Oak/Canongate
Ladies Golf Association, further known as “the Association”.
ARTICLE II - OBJECTIVE
Section 1: To promote interest in golf among the women players
of the Association through the holding of weekly play days,
occasional tournaments and other events as its officers may elect.
Section 2: To bring about a spirit of cooperation, camaraderie and
support amongst its members.
ARTICLE III - OFFICERS AND GOVERNANCE
Section 1: The officers of the Association shall be the Past
President, President, Vice President, Secretary, Treasurer,
Sunshine Director, Two (2) Play Day Chairmen (one for White
Oak Golf Club Play Day and one for Canongate Golf Club Play
Day). Each officer shall be a full member of the White Oak and
Canongate Golf Clubs.
Section 2: The affairs of the Association shall be managed by the Board of Directors.
Section 3: The Board of Directors shall be composed of the
Officers and the Chairmen of the Standing Committees.
BYLAWS
ARTICLE I - MEMBERSHIP
Section 1: Membership in the Association shall be open to any
lady who has an established USGA handicap, GHIN number, and
is a member in good standing with one of the following Invited
Membership Options: Planterra Premier, Planterra Associate,
Braelinn Signature Golf & Lifestyle, Braelinn Morning Associate,
Braelinn Afternoon Associate, PTC/Newnan Bundle, White
Oak/Canongate Full, White Oak Afternoon + Canongate Full and
Canongate Full. Those that are members of White Oak Afternoon
+ Canongate Full and Canongate Full may be limited in the
Association’s Play Days and Tournament participation due to their
membership course access.
Section 2: Acceptance of membership in the Association shall
bind each member to abide by the Constitution and Bylaws of the
Association and to accept all decisions made by the Association.
Section 3: Only members in good standing with dues paid and an
established USGA handicap and GHIN number are eligible for
major tournaments, voting rights and awards.
ARTICLE II - DUTIES OF OFFICERS
Section 1: The President shall preside at all meetings of the
Association and perform the duties inherent to her office. She
shall appoint any necessary committees and name a Chairman
for all standing committees of which she shall act as a member
ex-officio. She shall plan, along with the help of other officers and board members, both the Opening Day Breakfast and the End of
Season Banquet and Awards. She shall keep a record of the
name, birth date, address, phone number, emergency contact
name and phone number and email address of all members. She
will also communicate with the membership any announcements
and pertinent news throughout the season.
Section 2: The Vice President shall perform the duties of the
President in her absence and shall act in an advisory capacity at
all times. Should the President’s chair be vacant for any reason,
she shall become President for the unexpired term. The Vice
President shall also serve as Chairman of the Tournament
Committee, or appoint a designee. She, or her designee, shall
schedule, plan and conduct all Tournaments, as well as work
together with the Play Day Chairmen to update the Play Day and
Tournament Handbook prior to the beginning of each season.
Section 3: The Recording Secretary shall keep an accurate
record of the proceedings of all meetings of the Association and
the Board of Directors. She shall preserve in a permanent file all
records and letters of value to her successor at the close of her
term of office. A minutes book will be maintained and passed to
her successor.
Sections 4: The Treasurer shall keep all monies and keep an
accurate account of the same. She shall keep an accurate role of
members with their standing of dues, fees, etc. She is authorized
to sign checks and pay debts. In the absence of the Treasurer,
the President shall sign checks for any immediate need of the
Association.
Section 5: The Chairman of the Board will be the Association’s
Past President. The duties of the Chairman will be to assist the
President in the capacity of advisor. The Chairman will not have a
vote in the board meetings.
Section 6: The Sunshine Director’s responsibilities include
mailing cards to members who are sick and/or in the hospital,
condolences sent to members when appropriate, communicate to
members upcoming birthdays for the month, and send birthday
cards to members. An appropriate gift or card shall be sent when
the member herself is hospitalized. In the event of a member’s
death or the death of her spouse, a charitable donation may be
sent not to exceed $50.00. Other cards may be sent at the
discretion of the Sunshine Director.
Section 7: The Play Day Chairmen shall schedule, plan and
conduct all Play Days, as well as work together to update the Play
Day Handbook prior to the beginning of each season. She shall
also be responsible for designating a record keeper who will keep
track of points for determining end of season awards.
Section 8: The term of office for all Officers shall be two (2) years.
In the event an officer resigns or vacates the office permanently,
the President shall appoint a successor subject to the approval of
the Board of Directors.
ARTICLE III - ELECTION OF OFFICERS
Section 1: In September, the president shall appoint three (3)
members to serve on the Nomination Committee. The Committee
shall prepare a slate of officers to be presented and voted upon at the December meeting. Nominations for any office of the
Association may also be presented from any current member. If
there are volunteers willing to fill open positions, a nominating
committee will not be necessary.
Section 2: New officers shall assume their duties on January 1st
of each year.
Section 3: Each officer shall be a full member of the White Oak
and Canongate Golf Clubs.
ARTICLE IV - GOVERNMENT
Section 1: The management of the affairs, property and policy of
the Association shall be governed by the Board of Directors.
Section 2: The Board shall meet at the call of the President at
least twice (2) annually. One meeting is to take place in January
or February to prepare an agenda for the season opening and
general meeting. One meeting is to take place in November to
prepare for the end of the season general meeting, banquet and
awards. A majority shall constitute a quorum, and decisions shall
be decided by a two-thirds (2/3) vote. The President will be a non-
voting member of the board except if necessary to break a tie
vote.
Section 3: The Board of Directors shall prepare a budget at the
January/February meeting for presentation to the membership in
March.
ARTICLE V - STANDING COMMITTEES
Section 1: The standing committees shall be the West Georgia
Representative, the Mid-Georgia Representative, the Ways
and Means Committee and Blog Chairman.
Section 2: The West Georgia Representative shall be responsible
for notifying all members of the West Georgia Association of the
activities of the association. She shall also be responsible for
hosting any tournament/Play Day the West Georgia Association
shall have at White Oak Golf Club.
Section 3: The Mid-Georgia Representative shall be responsible
for notifying all members of the Mid-Georgia Association of the
activities of the association. She shall also be responsible for
hosting any tournament/Play Day the Mid-Georgia Association
shall have at Canongate Golf Club.
Section 4: The Ways and Means Committee shall be responsible
for planning activities to raise funds for the Association. Every
member has the responsibility to assist with the fund raising
events when possible. The 50/50 Pot shall be run by this
committee and held each week at Play Day.
Section 5: The Blog Chairman shall post and keep updated the
Association Blog.
ARTICLE VI - MEETINGS
Section 1: A general meeting shall be conducted in conjunction
with the Opening Day the first week in March.
Section 2: A general meeting for election of officers for the
following season and to close the season will take place in
December.
Section 3: Additional general meetings may be called by the
President as the Board of Directors see fit.
Section 4: Official business of the Association cannot be
conducted unless one-third (1/3) of the active membership is
present.
Section 5: All meetings will be conducted in accordance with
“Robert’s Rules of Order”
.
Section 6: The Opening Day Breakfast and General Meeting
for the Association shall be held on the first Tuesday or Thursday
in March at Canongate Golf Club. The End of Season Banquet,
Awards and General Meeting shall be held at White Oak Golf
Club the first Thursday in December. The venues/days for these
events may be changed pending the Board of Directors approval.
ARTICLE VII - DUES
Section 1: Annual dues shall be payable on or before the
Opening Day general meeting.
Section 2: Amount of the dues shall be established by a two
thirds (2/3) vote of the Board of Directors.
Section 3: No dues shall be refunded in case of resignation.
ARTICLE VIII - FINANCES
Section 1: The fiscal year shall run from January 1 through
December 31.
Section 2: The books shall be subject to audit at the end of the
fiscal year or upon request of the incoming Treasurer or the
President. Records will be retained for two (2) years.
Section 3: No member of the Association shall contract or cause
to be made in the name of the Association any debt of any nature
whatsoever without first receiving proper authorization by a
majority vote of the Board of Directors.
Section 4: Checks may be signed by the Treasurer or President.
All checks over $100 must be approved by the President.
ARTICLE IX
Section 1: Guests may participate in Play Days up to two (2)
times per season. If the same guest comes a third time, she will
need to join the Association in order to play again.
Section 2: The guest will pay the cart and green fees for the
round unless other arrangements can be made.
Section 3: Guests may participate in the Play Day pots and
prizes if she has an official handicap.
ARTICLE X - HOLE-IN-ONE-CLUB
Section 1: There will be one Hole-In-One Club for the
Association. Inclusion is voluntary.
Section 2: Membership fee is $2.00 for the inaugural 2026 year
and $5.00 per year thereafter. The member must be a member in
good standing.
Section 3: The hole-in-one must be made on a Play Day or at an
Association Tournament. The signed and witnessed score card
must be submitted to the Play Day Chairman. The funds will be
dispersed by the Treasurer by check.
Section 4: Once the funds have been won by a member, the fund
starts over, and the members must give another $5.00 to be put
into the fund.
ARTICLE XI - AMENDMENTS
Section 1: The Constitution and Bylaws may be amended at any
General meeting of the Association by a two-thirds (2/3) majority
vote of those present and voting, providing that the proposed
amendments have been submitted to the Board of Directors and
the membership at least fourteen (14) days prior to the voting.
ARTICLE XII - ORDER OF BUSINESS
Section 1: The following order of business shall be observed at
the General Meeting:
A) Secretary’s Report
B) Treasurer’s Report
C) Committee Chairmen Reports
D) Old Business
E) New Business
F) Election of Officers (December meeting)
G) Adjournment
H) Awards (December meeting)
ARTICLE XIII - DISSOLUTION
Upon dissolution of the Association, all funds accrued by the
Association shall be donated to a charity that has been approved
by the Board of Directors.
ARTICLE XIV - PLAY DAYS AND TOURNAMENTS
Section 1: The season shall run March through October. Winter
play shall be November through February. No records shall be
maintained during winter play.
Section 2: The Association shall run two (2) Play Days per week.
The official play days at Canongate Golf Club shall be Tuesdays.
The official play days at White Oak Golf Club shall be Thursdays.
Section 3: Play Day Chairman will determine game format and is
responsible for the weekly pay out with the help of the Treasurer.
Section 4: The Play Day and Tournament Handbook shall be the
official Play Day Rules for the season. The Play Day Chairmen and Tournament Chairman shall update the Handbook and
present it to the Board of Directors at the February meeting. The
Board of Directors shall finalize the Handbook at the same
meeting and present the Handbook to the membership at the
Opening Breakfast.
Section 5: All members must have participated in four (4) Play
Days prior to playing in the handicap tournament and eight (8)
play days for the Championship Tournament, unless the
Tournament Chairman announces fewer plays are required due to
weather or other circumstances. A minimum of eight (8) play days
is required to qualify for any year-end award.
Section 6: Tournaments held will be as follows:
Spring Tournament - To be held at whichever course is
available with the format to be determined by the
Tournament Chairman.
Memorial Tournament (Handicap) - To be held alternated
each year between Canongate and White Oak Golf, OR, if
scheduling allows, one day will be at Canongate and one
day at White Oak.
Championship Tournament - To be held alternated each year
between Canongate and White Oak Golf, OR, if scheduling
allows, one day will be at Canongate and one day at White
Oak. This tournament will be flighted.
**Locations are subject to change due to scheduling
conflicts.
Section 7: Prizes for tournaments will be determined by the
Tournament Chairman. The number of players will determine the
number as flights and the payout amounts.
Section 8: Handicaps for tournaments will be determined by the
player’s handicap at the time the Tournament Chairman sets up
the tournament pairings.
Section 9: Participation in a Tournament = 1 point for each day of
tournament played unless a player withdraws. In that case no
points will be awarded, and no monies will be refunded.
ARTICLE XV - END OF SEASON AWARDS
Section 1: End of Season Awards will be determined by the total
points earned by each member throughout the season.
Section 2: Players may only win one award and the awards will
be given in the following order:
Golfer of the Year - Player with the most total points earned
during the season.
Most Improved Golfer - Player with the largest difference in
starting and ending Handicap Index based on the USGA
Improved Golfer Calculator
Up and Down: The player in each flight with the most birdies and
chip-ins combined. Flights will be determined by handicap
index and/or tees played from on the last Play Day of the
season.
PLAY DAY AND TOURNAMENT HANDBOOK
Play Day Rules
1. Play Days will be a Shot Gun start at 9:30 am. All players must
register between 8:30-9:00 and be ready to meet out by the carts
at 9:15. Only players teeing off at the prescribed time are eligible
for the day’s event. Beginning times are subject to change.
2. The entry fee is $4.00 each play day. Each player receives
one mulligan for the round with her entry fee.
3. Golf Genius will be used to format and send out Play Day
invitations and tee sheets. Invitations to play on Tuesdays will be
sent out Friday mornings and close on Monday mornings.
Invitations to play on Thursdays will be sent out Monday mornings
and close on Wednesday mornings. Tee sheets will be sent out
for each Play Day the evening prior to that Play Day.
4. If on any given week a player decides to play from a tee other
than the one she typically plays from, it is the responsibility of the
player to notify the Play Day Chairman the day before that week’s
play day.
5. Players must maintain pace of play. Do not hold up play for
groups that are behind you. Allow players to play through if there
is a clear hole in front.
6. If a player reaches double par on a hole that does not count for
the game, she should pick up and record her most likely score
and put an X below the recorded score. If the game is a points
game, a player should pick up if she is out of the points for that hole, record her most likely score, and put an X below the score
recorded.
7. All play day cards must be added, attested and signed. Please
keep your own score and one other player’s score including their
points. Confirm not only each other’s gross score, but the game
score and points as well. Play day cards must be turned into the
Play Day Chairman or her designee at the end of each round.
8. Players are responsible for clearly marking their birdies and
chip-ins on their scorecards to receive credit for them.
9. There must be 5 players on a play day to warrant giving prizes.
Players that attend even when no prizes are awarded will get a
play day point and credit for a play day.
10. Players may only play to a maximum handicap of 36 in all
events.
11. You may move your ball one open scorecard length (without
cleaning it) in your own fairway.
12. If a player withdraws, she is not eligible for any prizes or
points that round.
13. In very wet conditions, if it is announced prior to play, you can
lift, clean and place your ball “through the green” no closer to the
hole.
14. USGA rules shall prevail with allowances for local and league
rules.
15. Each player will receive one mulligan per Play Day. Mulligans
may be used for any shot including to achieve a birdie, chip-in or
proximity shot. Mulligans may not be used to achieve a
Hole-in-One.
16. If your ball lies on a rock or root and not in a penalty area,
with the agreement of your playing partners, you have the option
without penalty to take the closest relief off of the rock or root (not
closer to the hole).
17. If your ball lands in a bunker in someone’s footprint or in an
area that is severely damaged, you may lift your ball (without
cleaning it), rake the area, and place your ball back in the same
position. This should be done only with the agreement of
everyone in the group.
Play Day Prizes
1. Points are awarded each Play Day for 1st, 2nd and 3rd places,
birdies, chip-ins, and proximity winners.
2. Payouts will be paid each week for 1st, 2nd and 3rd places,
birdies, chip-ins and proximity winners. Team events and flighted
games will pay 1st and 2nd places.
3. Ties will be broken and determined in the following order:
A. Back side total score
B. Front side total score
C. By hole, beginning with the hardest hole
D. An X disqualifies a player for a tie breaker.
4. Payouts will be awarded as follows:
A. $10.00 first place
B. $7.00 second place
C. $5.00 third place
D. Birdies and chip-ins based on number of players
E. $10.00 proximity (there must be at least 10 players to
pay out proximity) If there are 10-19 players, one proximity prize will be awarded. If there are 20 or more players, a proximity prize will be awarded for both red and green tees.
5. Any player that makes an eagle on a Play Day will be awarded
$10.00, to be paid out from the split-the-pot money.
Points for Play Days and Tournaments
Points will be earned throughout the season to count towards end
of season awards. Points will be calculated and awarded as
follows:
Participating in a Play Day = 1 point
Missing a Play Day due to playing in a West GA/Mid GA play
day = credit for play day.
Winning a Play Day Event
1st = 3 points
2nd = 2 points
3rd = 1 point
Attendance at General Meeting = 1 point
Participation in a Tournament = 1 point for each day of
tournament played unless a player withdraws. In that case
no points will be awarded.
Birdie = 1 point per birdie
Chip-in = 1 point per chip-in
Hole-in-One/Eagle on play day or tournament = 4 points
Championship Tournament
Overall Champion = 7 points
Per Flight
1st = 5 points
2rd = 4 points
3rd = 3 points
4th - 2 points
5th - 1 point
Handicap Tournament
1st = 5 points
2nd = 4 points
3rd = 3 points
4th = 2 points
5th = 1 point
Other Flighted Tournaments
Overall Champion = 7 points
Per Flight
1st place each flight = 5 points
2nd place each flight = 4 points
3rd place each flight = 3 points
Other Unflighted Tournaments
1st = 5 points
2nd = 4 points
3rd = 3 points
Scoring Records
Fair Handicapping depends upon full and accurate information of
a player’s ability as reflected by her scores. To ensure fair play,
every golfer should make sure scores are posted to GHIN year
round; not just during the League season. Incomplete records
lead to unfair handicaps.
