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July 2009 Minutes
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July 2009 Minutes
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SAWGA EXECUTIVE BOARD MEETING
MINUTES Meeting Called to order by President Jeanne Parsley at 12:45 PM Attendees: Jeanne Parsley, Peggy Baker, Sydney Muenster, Carol Buss, Bay Ponseigo, P.J. Wright, Gayle Fisk, Linda Stahl, Cindy Tuerk, Mary Lucas, Nancy White, Susan Powell, Terry Lambert. The minutes from the last Board meeting were read by Peggy Baker, in the absence of Secretary Irene White, and approved as written. First Order of Business: to review the procedural guides for officers. Sydney Muenster stated that she needed the changes for the new directory and that all changes needed to be posted 30 days before the meeting and general elections in August Mrs. Parsley asked all officers to review and make their changes in a timely manner. The reviews from officers follow: 1st Vice President: She will remain the back up official when the president is away. She will no longer do a kick-off coffee or buy gifts for outgoing officials. She will make sure flyers are sent to local ladies’ golf associations regarding the new season of membership. She will do publicity for SAWGA in the newspaper and to the webmaster for the website. She will notify the newspaper 6 to 8 weeks in advance of the new tee-off tournament. It was suggested that the president send a note to Barbee Winn Weems stating our thanks for many years of hospitality and tell her we are not doing a coffee this year. 2nd Vice President. Will be membership chair. She will coordinate with Terry Lambert regarding directories online, membership applications on line, all changes of information from members will be posted. Syd had some other changes for members that she proposed for the by-laws and directories. All courses are listed in directory with their addresses and phone numbers. But she suggested we put that info on the email memo that goes out for play days. Add to by-laws that a member must be an amateur with a maximum index of 34.0 from a USGA approved handicap source. Bag tags: a new plastic bag tag will be given to new members. There will be brass tags that can be purchased for $10.00 by a new or returning member. Second VP will be responsible for development, content, distribution of the membership brochure and be responsible membership campaigns. Syd had posted a sample brochure on line for the board to review and it was approved with a few vocabulary changes. Secretary: Add to duties that the secretary will have a sign up sheet at all general meetings for attendees. Treasurer: Change the wording in book from BNB to Bank of Board approval. Change Bank to a Board approved Financial institution instead. Tournament Chair: She must make an attempt to keep pairings within 8 strokes of participants in combined flights. She made some minor grammatical changes in the guide. Parliamentarian: Change the wording to no roll call but to take roll of attendees. Special Tournament chair: Run the tee-off tournament and general meeting days. She will take out the last line of the procedure guide. Social Tournament Chair: She will take out last line of procedural guide and add a check list that will be followed for set ups. Summer Play: She will just add tourney and general meeting where awards will be distributed. Ringers: procedural guide is okay. Handicap Chair: She will reword the 1st paragraph and check on course ratings. Rules Chair: Who revises standing rules?
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Rules chair will update or revise yearly with board approval Publicity chair: This has been merged into the duties of the first vice-president. Communications: Terry may have some additions to guide. He has reworked the website to allow members to change their information themselves. He will still be available to do it or help those having trouble. He will set up voting on line for our members. This must be added to the by-laws. Domain name: registering yearly vs. multiple year registrations (3 to 5 yrs at a time). Fees have gone up. Terry will look for other sources but the one we use has better capabilities. Sunshine chair: Make sure all information is given to chair in order to get cards, calls or visits seen too. Historian: She covers events and sends to website. Ask Wendy to coordinate pictures with members etc. The president requested all changes to be sent to her and Syd by July 28th. A discussion regarding the $5.00 no show fee was held and agreed to have it enforced by the tournament chair and forwarded to the treasurer for collection or deduction from earnings if applicable. Membership renewals must be received by September 30th to be included in directory. We will encourage old members to bring new ladies to our organization. Former members cannot be brought as guests. Syd suggested we give a discount for bringing in new members. It was decided that the bookkeeping would be difficult. It was decided that if you bring in 5 or more new members, you can get next years dues free. This will be to only one person who brings in the most new members.
Unfinished business: Bag tags-status Nancy told the board that she has the left over ones to sell and will give them to Syd. $10 for the brass ones. Also has leftover head covers, leather-like for $20. They need to be sold to reimburse PJ Wright for the cost. They will be at the kick-off Tournament to be sold. Vote on a home course or do we need one? It was decided that we don’t need a home course as we will do away with ringers. And the ringer chair will now be responsible for keeping track of one low gross and one low net in each flight for the year. Gayle says we lose participants geographically when we move outside Loop 410. It was decided to leave weekly play as is. Rotating courses, regular play. PJ Wright made a motion to eliminate home course and ringers, and record a new prize in each flight at the end of the golf year. 2nd by Linda Stahl. Passed by board. Ringer chair will now be known as Seasonal Awards Chair. This year will be Bay Ponseigo. Gayle Fisk mentioned that Erica at Alamo trails courses said no shotgun starts, only tee times. Some courses will not give us breaks on greens fees. We will try to play 3 city courses a month and use Brackenridge as a last Monday course due to cost. We will encourage all members to buy the discount cards from Alamo Trails. You can go online for discount coupons for July and August. (ACGT.com players club) Some of the prices Gayle obtained were: $30 for Ft. Sam, $35 for Pecan Valley (no walkers),$35 for Republic and $26 for Olmos. Taxes are extra. If any course is over $40, it will be used as a last Monday course. Reminder to all board members: review the standing rules and change vocabulary and grammar where needed. Syd has sent out some changes. Please reply to her with your corrections.
New Business: Gayle is to review handicap ranges for play days to see if they need adjusting to balance flights. Tee-off tournament--Nancy states that it will be held at Sonterra Country Club on the South course with an 8:30am shotgun. She will get the final cost done today as we need to get flyers to the ladies this week. There is an estimate of $55 for golf and buffet plus taxes. We will use last year's handout as a template for the tournament which is on Nancy’s computer. The format will be 4 ball (or better known 2-person best). It is suggested that board members should play with a new potential member if possible. The cost will be between $70 and $75 per person depending on the final costs obtained by Nancy. The tee gift is a club grip cover. Nancy will get the flyers to Peggy to distribute. Terry gave a demonstration of planned new online functions of the website:
It was an informative presentation.
The meeting was adjourned at 3:45pm. Respectfully submitted
Peggy Baker
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