Minutes of Captains/Vice-Captains Fall Meeting Monday, October 23, 2017 Hazelmere Golf Course, Surrey, BC

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1 1. MEETING CALLED TO ORDER by Laura Weatherhead at 10:03 a.m. Confirmed there were 17 clubs represented out of a total of 27 Member Clubs. The meeting was declared competent to go forward. There were 33 people in attendance. CLUBS IN ATTENDANCE: (Introduction of Members was heard) Chilliwack Meadow Gardens Cultus Lake Meadowlands Fort Langley Nico Wynd Golden Eagle Nico Wynd Business Guildford Pitt Meadows Hazelmere Poppy Estates Ledgeview Surrey Maple Ridge Swan-E-Set The Falls 2. ZONE 3 EXECUTIVE IN ATTENDANCE WERE INTROUDCED: Laura Weatherhead, as Chair Betty Clark, as Secretary Stacey McIlwaine, Vice-Chair Betsy Terpsma, Past Chair Lynda Grant, Treasurer Rosalie May, Rules Chair Darcy Jacobson, 1 st Team Chair Donna Larter, 2 nd &3 rd Team Chair Julie Martin, Business Women s Chair Elena Hale, Zone 3 and 4 Coordinator UNABLE TO ATTEND: Christine Wong, Junior Chair; Lorna Semple, BC Golf Representative 3. MINUTES OF THE CAPTAINS/VICE CAPTAINS 2017 SPRING MEETING: MOTION Cultus Lake/The Falls to adopt the minutes as circulated CARRIED 4. EXECUTIVE REPORTS 4.1 Treasurer s Report The following financial report for the 2017 season was presented by the Treasurer, Lynda Grant BCGA Women's Zone 3 Women's Committee Income Statement Actual Jan 1 to Oct 21, 2017 Sales Revenue Membership Totals 4, , Golf BC Grant Total: Captains Meetings Senior Ladies Zone 3 -Entry Fee 4, Four Ball Zone 3 & 4 total Entry 6, Amateur & Senior Zone 3 & 4 Total Total Income Neutral 1, P a g e C a p t a i n s M e e t i n g F a l l

2 Award Pin Sales Total Revenue 18, Other revenue Interest Revenue 1.36 Total Other Revenue 1.36 TOTAL REVENUE 18, EXPENSE Program Costs Captains Meetings, Spring & Fall 1, Senior Ladies Zone 3 Total 3, Four Ball, Zone 3 & 4 Totals 6, Amateur & Senior Zone 3 & 4 Totals 1, , Total Neutral Expenses 1, Award Pin Expense Total Programs Cost 15, , General & Administrative Expenses Bank Charges 4.50 Courier & Postage Total Executive Expense Flowers & Cards Mileage / Tolls ( General ) Total Office Supplies 0.00 Rules/Handicap Seminars Software Programs Tournament Expenses Total General & Admin. Expenses 1, TOTAL EXPENSE 16, NET INCOME 1, Bank Balance 7, MOTION: Chilliwack/Hazelmere to accept the 2017 Financial Report as presented CARRIED 4.2 Course Rating BC Golf has taken over the responsibility of the course rating of all golf courses. Clubs were advised to refer any course rating questions to Kwadwo Frempong at the BC Golf office. 4.3 First Team Report Darcy Jacobson reported for Virginia Astell The 2017 season started with a Match Play Rules Seminar held at Point Grey Golf Club. It was well attended by players from Zone 3 and 4. Bernice Pozdroski gave an informative presentation and answered rules related questions. 2 P a g e C a p t a i n s M e e t i n g F a l l

3 The 10 teams competing for the MacAdam Cup had a successful season. All games were completed as scheduled and scores were very close in many of the matches. We wish to welcome the Vancouver Chinese Ladies Club to the Team 1 roster for the 2018 season. Correspondence received about interpreting the team manual, having difficulty looking up Handicap Factors on the Golf Canada site and having difficulty fielding a team of 10 players led to a review of the Team Manual by myself, Ann Warrender, Michelle Roy and Darcy Jacobson. Minor revisions to the Team Manual have been made to clarify and address these concerns: 1. (Reference p. 4 # 3 Eligibility) All teams will have 8 players for the 2018 season 2. We will try to schedule the Weekday teams and Business Women s teams so that they do not fall within the same week (Sunday to Saturday). 3. (Reference p.5 #5 Team Selection). After considerable discussion, the Zone Executive has recommended the following clarification: Weekday divisions and Business Women s divisions playing at the same course are considered to be members of the same Club. At the beginning of the season, a player must declare whether she will play Team for a Weekday Division or a Business Women s Division within her own Club/Group. 4. (Reference p.10 #8 Handicaps). Add the following: A list of Team Players is exchanged at this time along with their Handicap Factors. Please list player s names as they appear on the Golf Canada Handicap System. A copy of these lists should also be sent to the appropriate Team Chair. 5. **(Reference p.4 #3 Eligibility and p.8 Other Guidelines #1 ) Addition of wording Team players must be registered with BC Golf as members of your club. 6. (P.4 Third Team) Added the following: If a handicap factor less than 36.6 results in a course handicap greater than 40, the player must play to a 40. These revisions have been added to the team manual in red so they are easy to locate. Note: No changes have been made to Section 2 or Section 3. A further revision of the manual will be made when the new rules are approved in Team 1 results for 2017 are: 3rd place - Ledgeview 150 points 2nd place - Peace Portal st place - winner of the MacAdam Trophy - Burnaby Mountain Congratulations to all team players for a successful season. Suggested Team dates for 2018 are: May 8 June 5 July 10 July 31 August Second and Third Team Report Donna Larter The 2017 Team Play was a success without issues. All team captains did an excellent job organizing games that were rained out and kept the completion on schedule and in a friendly manner. Prior to giving the winning teams their plaques I have a couple of items that need discussing. 1. A reminder about what Team Play is. It gives members the opportunity to learn the rules of golf and golf etiquette when competing in a friendly match play event, it provides players with the opportunity to play at different courses, promotes friendship, camaraderie and fair play when competing against players from other clubs. 2. Team Captains need to ensure that their team roster and handicap indexes are exchanged. The visiting team to the host team and the host team to the visitors, ensuring that the correct spellings of names are the same as the ones registered with BCGA/Golf Canada. Your roster is usually made right after your regular League play 3 P a g e C a p t a i n s M e e t i n g F a l l

4 and the sooner you can get this to the host club the better. Changes can be made before 6:00 pm the night before the game, with this being said good sportsmanship and leniency should be considered if the unforeseen happens and a replacement of a player is required after 6:00 pm. It is just a score card that has to be changed. 3. Recently I sent out an to Third Team Captains asking them Would you consider playing Team Play on Tuesday rather than Thursday? The results are as follows: Tuesdays The Falls, Ft Langley, Belmont, Chilliwack (4) Wednesdays Mission Thursdays Surrey, Nico-Wynd, Golden Eagle, Poppy (4) 4. Next question Would you consider omitting morning meet and greet with coffee and muffins for less expense to your club? Results are as follows: For the most part they would go either way whatever is the majority however the vote was 4 for omitting and 4 for continuing coffee and muffins. It is my opinion that we continue with the meet and greet and coffee and muffins or whatever you are serving at your course. To make a summation based on the outcome of the questionnaire we have as many clubs wishing to play on Tuesday as we do on Thursday with the exception of Mission who wants to continue their home games on Wed. Newlands has withdrawn their third team. Considering we have made it possible for away games to be played on Wed at Mission and Tuesdays at Belmont it is hard to ignore the possibility of doing the same for the prospective clubs. In saying that it might be a scheduling nightmare, but not impossible. I made a schedule based on this possibility and it could work. This is where I need your feedback and suggestions? Or we can keep it simple and continue on next year with playing on Thursday which worked out fine. 5. Second Team has not approached me for any changes however if we proceed with Third team schedule to reflect a desired day it may be precedent setting, and if Second Team has any suggestions or concerns now s the time to state them Team Results: SECOND TEAM Third Place Peace Portal Second Place Carnoustie (T) Chilliwack (T) First Place - Hazelmere THIRD TEAM Third Place Mission Second Place Fort Langley First Place Belmont A discussion was held on the results of the questionnaire. When the question was put to the floor, the general feeling of the group was to continue with the muffins and coffee, meet and greet. Third team will continue to be scheduled on Thursdays with options to reschedule team to another day within that week. Presentation of the Second Team plaque was made to Hazelmere. Linda Brotherston accepted the plaque from Donna Larter. Plaque will be displayed at Hazelmere in the ladies lounge for the year. 4 P a g e C a p t a i n s M e e t i n g F a l l

5 Third team plaque was presented to Belmont. No one was in attendance from Belmont. Donna will make arrangements to deliver. 4.5 Rules Report Rosalie May This was a busy season, as Zone 3 Rules Chair and Rules Official, with Rules Official activities for Zone 3/4 Women s and several Provincial events. Zone 3 Rules Seminar, Nico Wynd Business Women, June 24: Requested by Joanne Dorman, Rules Chair for Nico Wynd Business Women. Response and attendance was very good and feedback favorable. I welcome the opportunity to conduct similar seminars in Zone 3 /4 Tournaments: Zone 3/4 Amateur/Senior Women s, May 30/31, Richmond Zone 3/4 Junior Girls, June 25, Shaughnessy * 5 P a g e C a p t a i n s M e e t i n g F a l l

6 Zone 3/4 Four-Ball, June 26, Meadow Gardens ** Zone 3/4 Business Women s, August 19, Surrey *** Zone 3 Senior Women s, September 12, Meadow Gardens ** * Well organized and successful tournament, with very engaged organizers and competitors. One recommendation would be to formally allocate a scoring area which is to be occupied by players and scorers only, with parents prohibited from entering that zone and participating in scoring and rulings discussions. ** No major rules issues; just pace of play concerns, as there was a tournament scheduled to follow our play. This caused some stress and concern for some players who had difficulty keeping up with the group ahead. *** No issues at this event. Appreciation to Lorna Semple and Lynne Powlik, who covered for me, as I attended to personal business out of province Rules Team at the following Provincial events: Senior Women s, June 19-22, Sunshine Coast Junior Boy s and Supplemental, July 2-7, Squamish Men s Amateur, July 16-21, Morgan Creek Senior Men s, July 24-21, Myrtle Point 4.6 Junior Report Christine Wong In 2017, Zone 3 Junior Girls Chair Christine Wong partnered with Zone 4 Junior Girls Chair Stephanie Wong in hosting the Junior Girls Spring Tour Series. The events took place at the following: 1. Spring Tour Series #1 - March 26, 2017 at Beach Grove Golf Club a. Hosted by Zone 4 2. Spring Tour Series #2 - April 30, 2017 at Quilchena Golf and Country Club a. Hosted by Zone 4 3. Spring Tour Series #3 - May 20, 2017 at Northview Golf and Country Club a. Hosted by Zone 3 4. Zone Championship June 25, 2017 at Shaughnessy Golf and Country Club a. Hosted by Zone 3 Participation The overall participation of the players from Zone 3 and Zone 4 were exceptional in There was an average of 28 girls per event (representing both zone 3 and zone 4) and an average of 11 girls representing Zone 3. Registration For 2017, we incorporated the use of EventBrite to organize our registration. This allowed for minimal to no use of paper communication. Parents and players were able to register directly onto the site and all the personal information would be recorded on one spreadsheet upon registration. It would also show the breakdown of number of players from each Zone and revenue. We will continue using this method for registration and provide any hard copies as needed. Communications/Marketing Zone 3 and Zone 4 teamed up in creating a strategy to engage our golfers. We created an Instagram account (@bcgolfjrgirls3.4) and took over the Facebook account (@bcgazone34juniorgirlsgolf). Since the creation of an Instagram account on February 1, 2017, we have had over 145 followers and made 30 posts to promote the Spring Tour Series events, photos of winners and golf courses that hosted. In addition to social media, we also ed the 6 P a g e C a p t a i n s M e e t i n g F a l l

7 Minutes of Captains/Vice-Captains parents and players of events and registration process. We believe that with the importance of social media in this day in age, many of our players are able to stay on top of upcoming events and post-event photos. We believe that in our first year to plan and promote this spring tour, we have taken away many learning s. For example, stay up-to-date with providing results and photos of winners to share on the Zone websites. The Zone 4 Chair and I have also discussed potentially creating a dedicated website for the combined zones. This would include a schedule of tournaments, potential clinics, and registration of events, photos, social media and a place for the players to interact with the organizers. Venues The venues for our events this year was exceptional to deal with. They were all very accommodating and provided the best rates for us within the budget. We will most likely host our events across the Lower Mainland at different venues for Budget Working with a limited budget, we were able to host events that were professional at private golf clubs and one public course. For 2018, we are looking to increase the cost of registration to accommodate for a variety of prizes and potential of hosting events at exclusive clubs. Feedback Based on the feedback from parents and players, they would like us to host more than four (4) events in the spring. There has been the request to even host some events at the end of the summer months and into the fall season. We may look at this option for All results are posted on the Zone 3 and Zone 4 websites. 4.8 Business Women s Report Julie Martin reported for Susan Haines Annual Tournament Report th Tournament was held on Aug. 19, 2017 hosted by Surrey. There was a 1pm shotgun start and the tournament was limited to 72 players. Surrey hosted a great tournament. Hi-lights a. Low Gross Teri La France, University Club b. Low Net Mary Lou Riordon, McCleery c. Team of the Year Tsawwassen Springs Business Ladies Submitted by Helen Lo of Surrey On behalf of Surrey Business Ladies, it s been a pleasure for us to host this event. We congratulate all the winners and appreciate the participation from the clubs. Congratulations to the Low Gross Champion, Teri La France, University Cub and Low Net Champion, Mary Lou Riordon, McCleery. Both ladies will get an invite to the tournament next year at Swan E Set. In the event that the winners couldn t make it to the tournament next year, the first runner up from the list of low gross or low net will get free entries. Congratulations to Team of the Day and Team of the Year winner Tsawwassen Springs Club. Through this event, we have also raised $905. For Kidsport BC and Kidsport Surrey/White Rock chapter. We also want to thank Nico Wynd Club for their help and guidance to our tournament. We extend our thank you to Heather Cunningham whose tips and advice were will considered. 7 Page Captain s Meeting Fall 2017

8 Minutes of Captains/Vice-Captains As we pass the baton to Swan-E-Set and their tournament chair, Darcy Jacobson, if you need any help or assistance, please do not hesitate to let us know. It s now a wrap and we are sticking a bow and sending all the good wishes to next year s host, Swan-E-Set. Chairperson s Report: The time has come for me to pass the torch of the Chair position Zone 3-4 Business Ladies to Julie Martin of Surrey, our current Vice Chair. Commencing the 2018 Golf Season Julie will lead the executive for two years, with Darcy Jacobson continuing as Treasurer for one more year. A new Vice Chair from Nicowynd will round out the 3 member executive Zone 3 and 4 Tournament at Swan-E-Set In accordance with the Constitution, the Tournament Schedule and Host Clubs for the next two years are: 1. Swan-E-Set Fraserview INFORMATION ITEMS: Team Schedule will be calculated and issued to the members at the Fall Zone 3-4 Business Women s Captains Meeting Zone 3-4 Business Women s Tournament August at Swan-E-Set. 2. Next Zone 3-4 Business Women s Captains Meeting A fall meeting for the Zone 3-4 Business Women s Golf Association has been scheduled for Sunday, November th 5, Registration 9:30, Meeting at 10:00 am at the Surrey Golf Course in their restaurant section. 4.9 BC Golf Zone Council Representative Lorna Semple Funding The Zone Grants won't change for There will be a change in the Public Player fees sent to the Zones, they will be reduced from $5.00 to either $1.00 or zero. The reason being that Public Players are being handled by Golf Canada so BC golf cannot add to that fee. Where the Public Player fee was used in lieu of a zone levy allowing Public Player's to play in Zone events, Zones should consider adding that to the entry fee for any Public Players. Championships Of particular concern is the low level of participation in female events. The championship committee will be asked to review whether we should continue to conduct separate events for junior girls, amateur and senior women. We see very few new competitors in the senior women s championship and a review of those playing in the Mid Master are also Seniors. A number of high profile junior and intermediate aged girls did not compete in either the girls or women s championship opting instead to play American Junior Golf Association and other events where they could get more points from the World Amateur Golf Ranking list. 8 Page Captain s Meeting Fall 2017

9 Course and Slope Rating Kwadwo has a full rating schedule from mid-august through to mid-october. Between 30 and 40 ratings will be completed in Josiane Anthony worked with Kwadwo. Over the summer she transcribed data into course rating sheets before a rating team would go out. She worked on updating data in the Course Rating Manual and it is 90% complete with current up to date information. 150-Year Birthday Celebration The advertising campaign will run through September on Global TV. Registration has been nominal and Kris has heard from more than one source they found the registration system awkward to navigate. In his travels to various clubs he has seen the birthday celebration poster and the erase bullying poster on club bulletin boards but it is clear clubs did little if anything to promote. It has become clear to British Columbia Golf that clubs have little interest in promoting any message on their behalf and they feel they should be very wary of any programs built on the assumption that anticipates strong participation from the club. There is particular concern about the concept a wholesale membership rate will boost sales at any club 4.10 Zone 3/4 Co-ordinators Report Elena Hale Good Morning Ladies as this will be my final report I would like to take the opportunity to say how much I have enjoyed meeting and working with the Zone 3 Executive. It will indeed be strange to finally be retired as I have been involved with golf since the late eighties in many different capacities from all positions at the club level (except rules) to Executive level of Zone and also the Provincial level when we did not have Zones but Districts and the Ladies were not amalgamated with the Men. This really makes me feel old hence the retirement. Firstly I have sent the necessary letters to Brad Burgart, General Manager, Capilano Golf Course for the Amateur /Senior Tournament on May 28/29th, Capilano has indicated that they would look forward to hosting this event for one day only May 28th, unfortunately this is a Monday so consequently we have to find another course for the second day for the banquet and prize awards. It was suggested that I should try for a course in Zone 3 which I have done and the 2 nd day for the Amateur/Senior Tournament will be at. I also sent a letter to Brent Gough, Vancouver Golf Club with regards the Junior Championship in 2018 but to date have not heard back.this request will be put to their Fall Match Committee Meeting when it convenes. The Four Ball Tournament was discussed at the 3/4 Meeting on October 2 nd, 2017 and we have come up with three or four choices which I will forward to the incoming Chair, Sybil Rodger who will make the necessary enquiries and bookings. As I was not in attendance at the 2017 Amateur/Senior Championship at Richmond I will let the Chair give you a report. I assisted with the Four Ball Tournament on June 26 th at Meadow Gardens Golf Club and this tournament went well other than the participants felt they were a little rushed as we had to be off the course in four and a half hours. This really should not be a problem as many of the participants were in golf carts. Unfortunately the golf course had accommodated quite a few of the ladies with golf carts that had not previously been booked and the carts had to be made ready for the next tournament perhaps one should make a note to have the ladies book before hand this of course was part of the courses fault in being accommodating. I also attend the 2017 Junior Championship at Shaughnessy Golf Course and as always was very impressed with how the Junior Chairs run their tournaments and also how well all the girls played. It was certainly quite amazing how far 9 P a g e C a p t a i n s M e e t i n g F a l l

10 and how well the juniors can hit the golf ball and how well they conduct themselves on the course. In closing I would like to say how much I have enjoyed being part of the British Columbia Golf and I wish everyone good golfing and thank you all for volunteering. There is a saying Volunteers are not paid, not because they are worthless but because you are all priceless Financial Report 2017 Balance Expenses: March 3 rd, 2017 Spring Meeting Zone 3/4 Coffee & Muffins, Lunch plus Taxes and Gratuities October 2 nd, 2017 Zone 3/4 Coffee & Muffins, Lunch Mileage Zone 3/4 1 st Team - March Mileage Zone 3/4 1 st Team - October Mileage Zone 3/4 Chair Shaughnessy, Capilano, Hazelmere, Peace Portal Revamping of Trophy for Four Ball Miscellaneous Stamps, Paper & Ink Balance remaining October, 2017 $ $ $ $38.00 $34.40 $ $ $ $ Zone 3 Chair Report Laura Weatherhead As always, this has been a busy but productive year. I am ending an incredibly but rewarding two year term as Chair and I think I am finally figuring out the job! Thanks to all of you and your members for their understanding and patient support throughout. The Amateur/Senior tournament was hosted by Zone 4 this year at the Richmond Golf and Country Club. A new prize structure where Gross prizes (after the Gross and Runner Up winners in each category) were awarded regardless of zone affiliation was instituted and well received by the participants. The Zone 3 Amateur Low Gross Winner was Claire Lovan from Eaglequest, and the Runner Up was Kate Kim of Hazelmere. Kate also won the Senior Low Gross, with Karen Pultz of Peace Portal the Runner Up. Kate and Karen went on to represent Zone 3 in the BC Senior Championship at the Sunshine Coast Golf Club the event was won by Karen who then competed at the Canadian Senior Championship in Newfoundland. Claire and Jessica Wu of Redwoods competed in the BC Amateur in Vernon. We hosted the Zone 3 & 4 Four Ball for 80 players at Meadow Gardens. We were fortunate to have Elena negotiate an 8:00 shogun start at a very reasonable rate. Unfortunately, due to a shortage of power carts, the players felt pressure to maintain their pace of play. A very large tournament was following ours and the Course needed the carts returned for a quick turnaround. However, we did all finish in just over 4 ½ hours and we all enjoyed a delicious lunch. Having a reduced entry fee for Early Bird entries was definitely an effective strategy as most the entries were received well in advance of the deadline. The Early Bird entry did not work as well for the senior Women s Tournament, also held at Meadow Gardens in 10 P a g e C a p t a i n s M e e t i n g F a l l

11 September. It has become the norm for this tournament to teeter on the brink of cancellation, which makes it very difficult to do any advance preparation registration, purchasing prizes, etc. We did end up with a very enthusiastic group of 49 women and there were enough carts this time to relieve the time pressure. I have heard from many of the participants who had a great time and who plan to be back next year. I know that Stacey has some thoughts about generating some earlier buzz about this particular tournament and will be inviting your comments and suggestions. We had a great crew of wonderful volunteers for both tournaments and thank you also to the members of the executive who participated in both tournaments. In response to several conversations and s that I ve had with some of you regarding the confusion over the forms for remitting money and winners, we are going to make it simple next season. You will hear more about this at the spring meeting. Lastly, I would like to say a special thank you to Betsy and Elena who are leaving the Executive after many years of service. They have always been there to help and I have needed their advice often! 5. ZONE TOURNAMENTS All results are posted on the Zone 3 Women s website at or on a link at 6. Women s Programs The winners of the following Women s programs were announced: 6.1 Dorothy Oliver Franklin Laura announced the winner of this award from Zone 3 Mary Scanlan from Poppy Estates. Presentation of the clock was accepted by Poppy Estates. 6.2 BC Pin Round Laura announced the winner of this award from Zone 3 Angela McMillan from Belmont Golf Club. As no one was in attendance from Belmont, Laura will make arrangements to have the silver tray delivered to Angela. 7. NEW BUSINESS 7.1 Captains were reminded to send in the names of their new executive for Betty advised that any format they had them in would be acceptable but will send a template to complete and return via Stacey opened the discussion on the Senior Women s Tournament. The timing was discussed, is September too late, the format was also discussed; a change to a team format appeared to be acceptable. We struggle to get 40 participants but perhaps with a team format 11 P a g e C a p t a i n s M e e t i n g F a l l

12 we could get clubs to send a team of at least 3. The last Monday in August was thought to be a good date for timing, and a noon shotgun would be preferred. This event should be something that every club in the Zone participates in. 7.3 Presentations were made to retiring Executive members Elena Hale and Betsy Terpsma. A big thank you and a round of applause was heard. 7.4 Elections: Betsy Terpsma, as Nomination Committee Chair, advised that the executive positions are elected on a two-year term. The positions that are up for election this year are Secretary and Vice-Chair Nominations were requested from the floor for Secretary Hearing none Betty Clark agreed to remain on the Executive as Secretary Nominations were requested from the floor for Vice-Chair Hearing none this position was left vacant After a short break Betsy advised that Betty had indicated that if the position of Secretary could be filled, she would be interested in putting her name forward for Vice-Chair. These two positions were left for the Executive to work on filling over the winter. 8. Laura advised that unfortunately the water has not been restored and therefore no lunch would be available. Lynda will return everyone s cheques and apologies to the Captains were heard for the inconviences. 9. Announcement Spring Captain s and Vice-Captains Meeting Monday, March 19, 2018 Location TBD If any club would be interested in hosting the Spring meeting, send an to Stacey. 10. Adjournment There being no further business the meeting adjourned at 12:06 pm 12 P a g e C a p t a i n s M e e t i n g F a l l