HEALTH SAFETY AND ENVIRONMENT

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1 GUIDE FOR ORGANISERS OF PECTEN GOLF CLUB OUTINGS, MEDALS AND MATCHES The aim of this guide is to provide a checklist of tasks that the Organiser of a Pecten Golf Club (PGC) outing, medal or match must perform. In the event of clarification being required, the organiser should contact a member of the Pecten Golf Club Committee see the Welcome Pack for details of the current Committee. Contents Page HEALTH SAFETY AND ENVIRONMENT... 1 RULES & ETIQUETTE... 2 Organising of Weekend Outings - Medals / Stableford... 4 Before the event... 4 On the day... 5 After the event... 6 Monday Medals... 7 Club Championship (36 Hole Competition)... 7 Matches... 9 Mixed Competitions... 9 RESULT SHEET RESULT SHEET ORGANISERS ALLOCATED AN OUTING OR MEDAL ARE RESPONSIBLE FOR FINDING A REPLACEMENT IN THE EVENT THEY ARE UNABLE TO FULFIL THE ROLE ON THE DAY, AND NOTIFYING FIXTURES SECRETARY, THE SECRETARY AND THE CAPTAIN. HEALTH SAFETY AND ENVIRONMENT It is a condition of Shell funding of PGC that Shell HSE standards are applicable to PGC. Consequently, PGC members should be reminded to make themselves aware of, and implement, the following: R&A safety guidance in the Rules of Golf Environmental considerations such as car sharing when getting to PGC fixtures Health aspects such as warm-up, sun screen, etc., when playing. Security aspects such as golf equipment out-of-site in car, locked car, taking care of valuables etc. Comply with a club s local safety related rules e.g. do not drive until a bell is sounded, a green is clear, etc. 1

2 Organisers should be aware that PGC has insurance that provides public liability cover for the PGC, and individual PGC member cover. However, the cover is conditional and limited. Organisers must ensure that any guidance given to a PGC member by the organiser does not incur risk to PGC members or other individuals e.g. when instructing a PGC member to play (first tee), when it is safe to proceed on the course, etc. The consequence of an injury arising from the guidance provided, is a potential liability for the individual organiser and PGC. RULES & ETIQUETTE For all outings, copies of Rules of Golf and Golf Rules in Brief can be collected from the PGC Secretary and PGC Committee members. Organisers should ensure that beginners are encouraged to understand the rules and etiquette requirements, and especially the need to avoid slow play. A member s responsibility in respect of booking and payment are as follows: Tee times are booked via the online booking system at PGC medal and outing booking system Payment options for members are detailed in the Payment Procedure - - Payment procedure link. Note: Acceptance of cash is at the discretion of the Organiser. The PGC Treasurer will not accept cash, therefore if an Organiser accepts cash, the Organiser must transfer the equivalent value of the cash either via online banking to the PGC bank account, or send a personal cheque to the PGC Treasurer. Under no circumstances will credit be granted to a member. No pay, no play. Medals Procedures specific to Medals are as follows: In respect of payment, see Payment Procedure. In the event of withdrawal, a full refund will be given. Early notification of withdrawal to the Organiser is encouraged. 2

3 Outings Procedures specific to Outings are as follows: The Organiser must specify to booking system administrator (Dave Tranmer, James Hamilton or Padraig McCloskey) the last day when the booking system should accept a booking, which will be determined by the last day that the host club will accept confirmation of numbers, for example COB Wednesday before the weekend. Acceptance of a booking and payment after this time is at the discretion of the Organiser. Note: The booking system default last day for accepting bookings is one week before the outing. Advance booking is required so that numbers can be confirmed with the host Club and to ensure adequate funds are available for payment of the host Club on the day of the outing. In the event of a member withdrawing, a refund is dependent on what the host club is prepared to refund at the time of withdrawal. Early notification of withdrawal to the Organiser is encouraged. Methods of payment: See Payment Procedure - Payment procedure link. 3

4 Organising of Weekend Outings - Medals / Stableford See the organiser s checklist - Organiser's checklist Before the event PRE- OUTING TASKS STATUS WHEN Consult Organiser s Notes and Payment Procedure at LINK for full details of tasks and procedures Consult the PGC Fixtures List to establish the date, venue and tee times of the outing Check that the outing is correctly set-up in the booking system in MasterScoreboard see PGC medal and outing booking system Contact the host club to establish the last day that the host club will accept confirmation of numbers. Confirm with the booking system administrator (Dave Tranmer, James Hamilton or Padraig McCloskey) the last day a booking can be made. Send an outing notification to PGC members, including booking procedure, using the PGC distribution list. Monitor bookings in the MasterScorebaord, and if numbers are low, organize a reminder to be sent to PGC members, and if necessary, release tee times back to the club. Alternatively, if the outing is oversubscribed, contact club to increase tee times, if possible. Collect cheques for club and caterer payment, from the PGC Treasurer Ensure the appropriate trophy is available on the day for presentation to the winner(s), including the frustration trophy, if required. Download the booking list from the booking system, prepare a tee time draw and distribute to the whole PGC membership. Note: ensure that committee members are spread evenly over the field to assist in the organisation of teeing off and ensuring that play is not unduly slow Finalise the booking list and contact host club to confirm players and catering requirements before the agreed deadline with club, including any special dietary requirements of players. Contact the outing host Golf Club to establish acceptable methods of payment (Note: Sometimes separate cheques are required for green fees and the caterer). Also, confirm when numbers should be finalized for both tee times and catering*. Collect trophies and balls from Tullos by contacting a Committee member based at Tullos, and establish appropriate ball prizes for the outing Finalise the tee time draw and distribute to the players at least 2 days before the outing. Prepare a results sheet for the outing see appendix of the Organiser s Notes for a template month before outing 1 month before outing 2 to 3 weeks before outing 1 to 2 weeks before outing 1 week before outing 1 week before outing 4 days before outing Club specific arrangement* Club specific arrangement 4 days before outing 2 days before outing 2 days before outing 4

5 The norm is for outings to be medal am & Stableford pm. There are a couple of exceptions: At the organiser's discretion, other forms of stroke play competition can be arranged for the afternoon, e.g. Bogey Competition. It is not generally acceptable for Texas Scramble events to be organised. At the organiser's discretion, a longest drive and nearest the pin competition can be arranged. It is advisable to seek approval from the Golf Club hosting the outing and consult the Golf Club about suitable holes. The organiser must arrange for markers, and the deployment and collection of markers. Medal Final: Qualification priority for the Medal Final is: 1. Medal winners or better score working from the lowest score i.e. lowest first and 61s last. The organiser will contact all eligible competitors to confirm who wishes to play, and based on the priority system, determine tee times on the day that can be filled members that have not qualified for the Medal Final. On the day 1. The organiser should confirm all players have paid before playing. 2. Prior to play, the organiser should make up scorecards for the competitors with any local rules identified, type of competition being played and tees to be played from. The cards for the afternoon round should also be prepared, as there may not be time between rounds. 3. Confirm that the tees to be used for the outing are a measured course with a SSS [This is required for a competition to be qualifying for handicap purposes]. Consult a Committee member, if in doubt, and make the Handicap Secretary aware of any doubt, if doubt arises after playing the course. [See section below Status of Qualifying Competitions ] 4. Where the Golf Club and Caterer are to invoice direct, confirm the number of full day and (if applicable) one round tickets with the professional; confirm the number of meals with the caterer. Invoices should be collected on the day or requested that they are sent direct to the PGC Treasurer, Shell UK Ltd, 1 Altens Farm Road, Nigg, Aberdeen, AB12 3FY). 5. Green fees should be paid to the professional before commencing play. Pay the caterer after the meal. 6. On completion of events, scorecards to be scrutinised before any results are announced and a complete record made of the scores and results. If possible, get another Committee member to verify the results. 7. Golf balls for awarding to winners and in the event of "2's" being achieved. (NB Guests cannot win trophies, only the golf balls) 5

6 AM Medal competitions PM Stableford Winner (best nett) 3 balls 1st 3 balls 2 nd nett 2 balls 2nd 2 balls 3rd nett 1 balls 3rd 1 ball A golf ball is awarded for every 2 scored on the day (whether par 3, 4 or 5!!!). A golf ball can be awarded for the longest drive and nearest the pin. In the case of ties, the following rules shall be applied to determine the placing: Medal Rounds: 1.The best gross score less ½ handicap on holes 10-18; if still tied then 2.The best gross score less 1/3 handicap on holes 13-18; if still tied then 3.The best gross score less 1/6 handicap on holes 16-18; if still tied then 4.The best gross score less 1/3 handicap on hole 18; if still tied then 5.Prizes shared between both players. Stableford Rounds: 1.The best points score on holes 10-18; if still tied then 2.The best points score on holes 13-18; if still tied then 3.The best points score on holes 16-18; if still tied then 4.The best nett score on holes 18; if still tied then 5.Prizes shared between both players. 7. Frustration trophy is awarded at the discretion of the organiser. It can be awarded, for example, to anyone who has a particularly outstanding experience on the day, or going from winner in morning to say last in afternoon or breaks a club for instance. After the event 1. All score cards and results sheets, including notification of nil returns, are to be sent to the handicap secretary in order that full records are maintained in accordance with the S.G.U. regulations. The Handicap Secretary will update the handicaps and produce the final results sheet. 2. Reconcile payments received with those that played and confirm all payments have been received. 3. Send any cheques to the PGC Treasurer. 4. If you paid by Pecten Club cheque, send receipt(s) to the PGC Treasurer. 6

7 Monday Medals 1. Members will have booked tee times using the online booking system. 2. Download and print a list of the booked players for reference on the day of the Medal. 3. Collect an electronic finance/payment sheet for the medal from the PGC Treasurer. NOTE: This must be completed and returned to the PGC Treasurer in electronic format. 4. The organiser must confirm that all players have paid before playing. 5. Get golf balls from previous organiser and/or a Committee member at Tullos. 6. The organiser should aim to arrive at RAGC in plenty of time before the first tee time to get score cards from the Pro's Shop. 7. If numbers allow, it is suggested that, despite any pre-booked times, organiser should consider Sending early groups of in twos (rather than 3's) to keep play moving. Avoiding groups with more than one player "playing for handicap" (it is recommended that handicapped member marks PFH cards). 8. Inevitably, some members will fail to be ready for their tee time as booked. Therefore, the organiser should try to ensure that those golfers who are ready to play go out in threes at regular intervals. He should also remind them that they should aim to complete the first five holes in 45 minutes. 9. Prizes: ALL "2's" get 1 ball each Winner (best nett) 3 balls 2 nd nett 2 balls 3 rd nett 1 ball Club Championship (36 Hole Competition) The Club Championship is as 36 Hole Competition, held (normally) on 2 consecutive Mondays. Each round of the Club Championship shall be treated as per a Normal medal. (i.e. with a medal prize and golf balls awarded accordingly and winners of each round and those with net scores equal/below SSS also qualifying for medal final) Additionally, from Full Members playing in both rounds, the Club Handicap and Scratch Champions shall be established. Handicaps may be adjusted between rounds. The organiser shall publish groupings and tee times for the 2 nd round of the Club Championship. Groupings should be in order of scratch ranking in competition after first round (i.e. lowest gross scores in first round in first group etc). [Competitors may request a later time from the organiser, before draw is published This request should be acceded to] 7

8 The Handicap Champion shall be the Full Member with the best aggregate net score. They will be awarded the Fircroft Cup (Club Championship Handicap Trophy). The Scratch Champion shall be the Full Member with the best aggregate gross score. They will be awarded the Roseburn Shield (Club Championship Scratch Trophy). Both Handicap and Scratch Champions shall each receive 3 balls, and be entitled to represent the club in the North East Champion of Champions competition. If appropriate, these balls shall be additional to those awarded for a single round. Status of Qualifying Competitions The tee SSS is usually printed on the club's course card. If this is absent, before play, the organiser should check with the Pro (or Secratary) whether the tees being used have been measured (a measured course ) for SSS, and if so establish what the SSS is (and advise the Competitors/Handicap Committee). If there is no SSS, then Organiser should advise the competitors, before play, that the Competition is non-qualifying and advise the Handicap Committee. Confirmation that the course to be played is a measured course is needed because CONGU requires competition organisers to advise all competitors, before the event whether the competition is qualifying (counts for handicap), or not. To be qualifying several conditions must be met: a) The competition tees being used must be those of a Measured Course (i.e. have an official SSS) b) The playing length of the course from the tees being used must not be more than 100yds different in total from the Measured Course. c) Must be under Competition Conditions (i.e. Stroke Play - which can be medal, Bogey or Stableford, and no "gimmees" etc.) Generally, the clubs will ensure the Measured Course conditions (+/- 100yds) are maintained. If after play, it is suspected that this is not the case, please consult with any of the PGC Committee in first instance (and then Pro if required) to establish if the allowable exception circumstances have been met. Competition Committee should be formed/consulted if unsure. For information, many clubs display on their noticeboard a Certificate showing Tees/SSS for their Measured Course's. 8

9 Matches IN THE CASE OF MATCHES, ALWAYS CONFIRM WITH THE TEAM MEMBERS THEIR AVAILABILITY AND PRODUCE A TEAM LIST FOR EACH PERSON AS A REMINDER. The organiser must check who holds the trophy. Trophies held by Shell are located at Tullos and can be obtained via Committeee members based at Tullos. Confirm arrangements and teams with the opposing match organiser. Discuss with fixtures secretary if any deposits have been paid and by whom. Many of the principles of a weekend outing will apply to matches and can be used as a guide. Prizes: Trophy to winning team. Other prizes (e.g. golf balls) by arrangement with opposition. Discuss any budget allowance for prizes with the PGC Treasurer. Mixed Competitions Medal/Matchplay: Ladies Competition H'cap = Ladies'CONGU H/cap + (SSSladies - SSSmen) Stableford (and Bogey/Par) Competitions: 1: Calculate difference between score which would be achieved by men and ladies if both "play" to handicap. 2: For Competition purposes subtract this difference from the men/ladies from the gender's score which would score highest if playing to handicap. 3. Re-adjust if individual did not score on appropriate hole(s). Examples: 1. Men would score less Stableford point if playing to handicap. - Men SSS 70, Par 69, Men playing to handicap would score 35 points - Ladies SSS 72 Par 72. Ladies playing to handicap would score 36 points - Ladies' Competition score would be reduced by 1 point (36 minus 35). [But only if individual scored on highest stroke index hole appropriate for their handicap] 9

10 2. Men would score more Stableford points if playing to handicap. - Men SSS 68, Par 70. Men Playing to handicap would score 38 points. - Ladies SSS 72, Par 71. Ladies playing to handicap would score 35 points. - Men's competitions score would be reduced by 4 strokes. (38 minus 35). [But only if individual scored on highest 3 stroke index hole appropriate for their handicap] Mixed Doubles: Ladies Competition Handicap is calculated as in Stroke/Matchplay above, and then recommended fraction (3/4) is applied. Pecten Golf Club Committee Revised March

11 RESULT SHEET COMPETITION: VENUE: DATE: NAME HANDICAP STABLEFORD MEDAL Points Gross NETT 2s RESULT 1 st gross: 1 st nett: 2 nd nett: 3 rd nett:

12 RESULT SHEET COMPETITION: VENUE: DATE: RESULT NAME HANDICAP STABLEFORD MEDAL Points Gross NETT 2s 1 st : 2 nd : 3 rd : FRUSTRATION TROPHY: OVERALL (if applicable): 12

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