SAWGA BOARD OF DIRECTOR MEETING MINUTES

August 15, 2011
Republic Golf Course

The meeting was called to order by President Syd Muenster at 12:15 pm.  Board members present were Syd Muenster, Peggy Baker, Norma Renfro, Debbie Baum, Sue Marmion, Brenda Mosley, Flo Scott, Penny Nyman, Susan Powell, Sandy Hogan, Kathy Zurawel, Barb Hemmi, Bay Ponseigo, Terry Lambert, Cindy Tuerk, and Linda Stahl.

Board Members absent were Mary Lucas, Cindy Garcia, and Jeanne Parsley.

Motion was made by Barb Hemmi, seconded by Peggy Baker, to accept the minutes as posted on the website, after a correction was made to the flight distribution (page 2).  Instead of reading as Flight 4, it should read as Flight 3. Motion carried.

Audit Results:
First Vice President, Peggy Baker, discussed the recent audit of all receipts and bank statements.  She reported that everything was in order.  She thanked members Linda Armstrong and Judy Enderlin for their assistance and commended Treasurer, Sue Marmion, for the good job.

Treasurer’s Report:
Treasurer, Sue Marmion, reported that the treasury balance is presently $2,597.60. 

Syd reported that the Budget Committee met on June 27, 2011.  A quorum was present. The 2011-12 Budget was approved as presented.

Membership Report:
Second Vice President, Norma Renfro, stated that we had 116 members last year and to date, 29 members have paid their dues for the 2011-12 year.  She will ask Terry Lambert to send another announcement reminding members of their dues.  Members who don’t renew as of  October 31 will no longer have access to the Member information on the website.  A membership drive play day was discussed and will be considered.  Forms for new members/guests will be available at the Tee-Off Tournament on August 29.  The brochure is also online.  Terry Lambert also noted that registered guests playing in the tournament will have their information already online.

Tournament Chair Report:
Brenda Mosley presented the schedule for next year.  There are two new courses added to the schedule – Northern Hills and Golf Club of Texas.  She is still working with Melissa from Alamo City Golf regarding the Club Champion dates and possibly having the tournament as a two day event, beginning either the week of May 7 or May 14.  The Board discussed a two day vs. one day event.  Syd shared that several members had indicated that a two day tournament was a better reflection of a true champion.  Motion was made by Peggy Baker, seconded by Barb Hemmi to have a two-day aggregate tournament.  Motion carried. 

After further discussion as to whether to have the two day tournament on back to back days, a motion was made by Sandy Hogan, seconded by Barb Hemmi, to have it two consecutive days.  Motion carried.

After further review of alternate dates and venues, the Board directed Brenda to continue working with Alamo City Golf on the May 14 and 15 dates at Breckenridge.  Syd suggested in the future the tournament be alternated between a city course and a premier course.

The Board discussed participation guidelines for new members playing in the Championship Tournament, possibly adding that new members will be able to play but not compete unless they have played a minimum of so many days prior to the tournament.  Sandy Hogan motioned that members have to play at least five times in a SAWGA event to be eligible to compete in the SAWGA Club Championship. Seconded by Peggy Baker.  Motion carried.

Susan Powell reviewed the wording on the Platter.  At last year’s tournament, there was confusion regarding precedent order as to who it should be awarded to –  Low Net winner or Super Senior winner.  Motion by Peggy Baker, seconded by Flo Scott, to do away with the platter and only award certificates to the winners.  Motion carried.

Terry Lambert asked if Ringer information should be notated on the play day schedule on the website.  Since just about all playdays are Ringer days, Brenda suggested that instead it could be announced at the start of each play day by the tournament chair and asked that Terry include a sentence on the weekly email which days were considered as a Ringer day.  Syd requested Brenda to provide Ringer information to Terry for communication to the General Membership.

Terry noted that we need to set the dates for the monthly Ace Tournament.  Terry commented that typically it is the third week of each month.  Syd asked that Brenda Mosley, Tournament Chair, and Barb Hemmi, Ace Tournament Chair, to identify the dates together and communicate the dates to Terry Lambert. 

Social Tournament Report:
Kathy Zurawel reported that there have been only 21 signed up for the Tee-Off Tournament at Fair Oaks Ranch on August 29, 2011.  The format is a 4 Person Step-Away Scramble.

The Christmas Tournament and Lunch will probably be scheduled at Olympia Hills on December 12.

Plans are to have the Spring Awards Tournament scheduled on May 21 at the Quarry.

Sandy Hogan discussed the awarding of gift certificates at the Tee-Off Tournament at Fair Oaks Ranch.  She questioned using either gift cards from Dick’s, Academy Sports, and/or a third choice or use a generic card which has an administrative fee attached and if the decision should be presented to the membership. Motion was made by Barb Hemmi, seconded by Sandy Hogan, to have the tournament chairman decide which type of gift card should be awarded.  Motion carried.

Special Tournament:
Penny Nyman is working on the First Friday Tournaments.  The first one will be on Friday, October 7 at River Crossing and La Cantera on November 4.  It has yet to be determined which course will be available but the first choice is the Palmer Course.  Cost to each player at both River Crossing and La Cantera will be $55.

Handicap Report:
Linda Stahl discussed the inactive handicaps.  Members need to be aware when GHIN fees are due.  The city courses can tell you when dues are due.

New Business:
Syd asked if anyone had changes to the Bylaws at this time.  She did not see any that needed to be made. 

Terry Lambert referred to Article VII, Section 1, Paragraph C of the Bylaws suggesting to eliminate the Directory Chairman responsibility since all member information is located on the website.  Syd stated that the responsibility for the directory should remain with the Second Vice President.   She should print a copy of the directory at the end of each month as a paper back-up in case the website crashes.  Norma Renfro agreed to accomplish.  The Directory Chairman has ultimate responsibility for a member directory. 

Old Business:
Syd discussed the Procedural Guidelines, emphasizing they are not Bylaws or Standing Rules but a guideline for the Chairwoman’s assistance. If she has a compelling reason to change the administrative procedure, she has the ability to make the change as the Chairwoman.   She should, however, coordinate with any other person that is involved with the process and affected by her change.  Syd will be working with each committee chair in order to update the Procedural Guidelines.

The next General Meeting is scheduled for August 28, after the Tee-Off Tournament play at Fair Oaks Ranch.

Syd will email the Board with some possible dates for the next Board Meeting.

Terry Lambert suggested that the Standing Rules and Procedural Guidelines should reflect the following: 1) report  tournament scores to the SAWGA Webmaster at sawga@sawga.org and to the Express News newspaper at sports@express-news.net, and 2) remove all references in Bylaws, Standing Rules, and Procedural Guides to using sign-up sheets and calling or emailing tournament chairs to register to play – as all registration references should be for online registration.  He would like to eliminate sending out two emails per week prior to each play day and, instead, use the reminders on Thursdays.

Susan Powell asked for suggestions as to what to do with old supplies, such as medallions, mugs, and head covers, etc.  Peggy Baker offered to handle the left over supplies.

There was no other new or old business.  A motion was made by Peggy Baker, second by Debbie Baum, to adjourn.  Motion carried.  Meeting adjourned at 2:20 p.m.

Respectfully submitted,
Debbie Baum, Secretary