EXECUTIVE BOARD MEETING January 25, 2017 Hilton Garden Inn Fairfield, California

Transcription

1 EXECUTIVE BOARD MEETING January 25, 2017 Hilton Garden Inn Fairfield, California President Nancy Boggs called the meeting to order at 9:06 a.m. Secretary Maureen Cook called the roll. Absent were Marilyn Domingo, Sue Kort and Patty Soiseth; all other members were present. MINUTES Approval of October 2016 minutes were tabled until the March 2017 meeting. Motion to approve the December 2016 minutes with revision was made by Lynn Harvey, seconded by Jan Louden. Motion passed unanimously to approve minutes as revised. CORRESPONDENCE and NOTES Jane Sullwold received a thank you from junior golfer Lucy Liu. COMMITTEE ASSIGNMENTS Finance Committee: Chair Lynn Harvey: members on committee include Nancy Boggs, Lynn Harvey, Zelna Morrow, Maureen Cook, Marilyn Domingo, Jane Sullwold, and Dana Carrigan. Lynn Harvey reported that the committee will be discussing some open items from the 2016 year as our priorities for Items include: Looking at our checking account on balance sheet Process for performance review with Executive Director Review capital equipment on hand Discuss event-based budgeting vs. current practice Executive Director compensation These topics will be reported on for the coming year in future meetings. Rules Committee: Chair Dana Carrigan: Dana reported Susie-Q Conklin will join the rules committee. There are currently nine members. Tournament Committee: Chair - Marilyn Domingo: As Marilyn was away, President Nancy Boggs reported that all contracts were in. Karen Mabe will be working with Marilyn. Caroline O Brien reported on Golf Genius. It was suggested that Area Directors begin to start working with this program, and using it on play days alongside the existing TPP scoring system we have been using. 1

2 Site Selection Committee: Chair Lynn Harvey: Reported she has reviewed our ten-year play history. She has asked Marilyn Domingo and Dana Carrigan to be on this committee. Any Area Directors that have a suggestion for courses to play in 2018 should notify her. Helen Lengfeld Committee: Chair Jane Sullwold. Sue Kort is also on this committee. Junior Grants Committee: Chair Reecy Casamajor: Reecy reported committee members are: Zelna Morrow, Sheila McMurphy, Maureen Cook, and Caroline O Brien. Application acceptance begins at the end of March Nominating Committee: Chair Julie Gonzalez volunteered to chair this committee. Also on this committee are Jane House and Sandy Ferrario. The Challenge was discussed. Jane Sullwold brought up conversation regarding which course to play in April. (In the Challenge the PWGA board plays against the WGANC board). Manteca Golf Club was mentioned as a possible site and further details will be forthcoming. OLD BUSINESS USGA Handicapping assessment: Bobbi Hanada handicap chair, reported on the update for USGA educational assessment survey. Bobbi has contacted the Area Directors with names of clubs that still need to take the assessment. USGA will send a memorandum in February notifying online when they will be launching the educational assessment schedule. There are only a few PWGA clubs that have not taken the assessment to date. Clubs that have already taken the assessment will only verify some information. They will not have to re-take the assessment. Standing Rules: The revised Standing Rules were reviewed. Jane Sullwold and Dana Carrigan led the discussion that concerned hotel rooms during tournaments and parameters for allocating them for the Board. Maureen Cook made a motion to accept the Standing Rules as of the January 27 th revision. Seconded by Lynn Harvey. Motion passed unanimously. Member Survey: President Nancy Boggs reported on Jane Sullwold s work in setting up the survey. Discussion held to edit/re-word some questions to improve clarity. Area Workshop attendees will be notified of this survey and asked to complete it. The survey will be launched March 1, 2017 with the E- revision. Area Workshops: Best practice for accounting expense details for area workshops was discussed. Caroline O Brien introduced the power point presentation to be used at the Area Workshops in February. Discussion of workshop presentations was held. With no further discussion, Kaaren Walsh made a motion to adjourn, seconded by Bobbi Hanada. Meeting adjourned at 11:56 a.m. 2

3 Respectfully submitted, Maureen Cook, Secretary Motions: 1 Approved the December 2016 minutes as revised 2 Approved the revised Standing Rules President Report Since our last meeting I have attended the Annual NCGA meeting with Jane and Caroline. It was their changeover meeting and we saw their new President Patrick Quinn sworn in. After the meeting Jane and I played a round of golf with Gail Rogers and her husband. I'm sure we will be talking with Gail in the future as she is in line to be President of NCGA. I made it through the holiday season with a minimum of stress. I received my last golf course contract and still am dealing with my last two hotel and banquet contracts, I think these people must work an hour a day and the rest of the time they are on a "conference call". I met with Caroline, Julie, Jane and Lynn to discuss the survey. Jane is putting together a sample for survey monkey so we can find out what our membership wants from their organization in the future. We will be asking the members at the workshops to stress the need to participate in the survey back at their clubs. I've made the hotel reservations for the workshop traveling teams and have been working with Caroline and other directors on the agenda for the workshops. Nancy Boggs Vice President My activities since the changeover Board Meeting in December 2016 have been quite different as Vice President than as Area Director so I do not have that much to report. I have traded a few s and phone calls with the new Bay Area Director, Jan Louden, and will continue to help her as needed but she seems to have everything well in hand. At the Executive level: Met with the USGA Initiative Committee (Caroline, Nancy, Jane, Julie & I) on January 12th to formulate a member survey. Reviewed the first draft of that survey and recommended several changes. Made travel plans to attend the Women s Alliance Roundtable Meeting (WARM) Conference in Phoenix, AZ. Looking forward to it and will add on some personal days to take advantage of the Giants Spring Training schedule. Am in the process of reviewing a 10 year history of Major Tournament locations in order to formulate some ideas for Am in the process of reviewing the 2016 PWGA Financial Statements and will be meeting with Caroline to discuss the Finance Committee priorities for Lynn Harvey Treasurer I have signed checks and the financial documents for the change over of Officers. Donation received in the month of December were deposited. Reviewed the minutes and requested that they reflect the Board direct me to pay for gift cards in the amount of $ to an Area Director and two of her Board members. I also discussed with the Board that the Executive director spends over a one hundred dollars 3

4 on gifts for her employees. The Board indicated that as long as she had money in her budget she could use her discretion. Checks were written in the amount of $ each for office staff. Staff can not receive presents in the form of money so I recommended that they be part of their salary. Zelna Morrow Secretary Becoming a member of the Executive Board is proving to be quite an assignment. I have been spending 2017 getting familiar with the paperwork and details associated with being secretary. Kudos to Deirdre Bragg for her outstanding organization and the skills needed for this multi-tasked position. With ankle boot brace in tow, I convinced my Orthopedist to let me play at Poppy Hills. It was my first time playing the 4 Ball Tournament. I have since played in mid-december at Carmel Valley Ranch and San Juan Oaks. I am happy to report my ankle is doing well..golf game, not so much. I am looking forward to our 2017 events. Maureen Cook Past President. Since our December meeting: Attended the NCGA annual meeting with Nancy Boggs and Caroline O Brien. Nancy and I played golf at Poppy Hills after the meeting with Gail Rogers (incoming Secretary/Treasurer of NCGA, and future 2019 president) and her husband. Gail has been involved in our discussions with NCGA about our future, so it was great to spend some time getting to know her in a more informal setting. Attended a meeting in Fairfield on January 12 with Nancy, Caroline, Julie Gonzalez and Lynn Harvey (members of our committee for USGA issues) to discuss how we should survey our members regarding their preferences for going forward after Had lunch on January 16 with Kim Algren, 2017 President of WGANC, and Pat Quinn, 2017 President of NCGA. We had a candid discussion about the different options for PWGA and WGANC in 2018, articulated reasons for our preferred option, and got insight from Pat regarding NCGA s current thinking. Another meeting of our full committee will occur on January 30, and Pat and other NCGA representatives will attend the first part of the meeting. Prepared a draft of the survey that is currently being reviewed by members of the committee so that it can be presented at next week s board meeting. The current thinking is that the survey will be presented and explained at the February workshops, then will go live in March. One potential hold up is that we do not yet have a formal decision from USGA regarding selection of a partner for GHIN services in Northern California, and we have learned that an announcement will not be made until sometime after a USGA meeting on February 6. Prepared proposed revisions to the Standing Rules in conjunction with Dana Carrigan, which will be sent separately before the meeting. Jane Sullwold 9 Hole Director Since our last meeting: Met with my support staff to discuss how we will work together and clarified responsibilities for playdays. Compiled distribution lists of Executive Board members, Club Captains and PWGA Reps 4

5 Contacted Redwood Canyon GC about the possibility of a new 9 hole club. Since the closure of Sunol GC members from the Sunol have been playing at Redwood Canyon and might be interested in joining PWGA there, but at this time only have 8 members. Sent to all Captains and Reps introducing myself. Received (in a round about way) the list of the Niner MIG's. Contacted the clubs and requested a brief bio for the purposes of introducing the MIG at there perspective workshop. Had the Stockton Area playdays and Invitationals uploaded to the Niner Website Sent out workshop flyers to all of the nine hole clubs and personally invited them to the Workshop. P repairing for workshops. Contacted Jean Eisner, past Niner Director to ask if she would be a contact person for the Bay Area Clubs. She accepted and I will work on recruiting a single contact for each area at the breakout session of each workshop. Sandy Ferrario Tournament Director Since our last meeting I have completed the following: Completed attendance at three USGA Webinars for training on the new tournament software. Received access to the new software via Caroline O Brien Met with Nancy Boggs and Zelna Morrow to review potential timeline of financial reviews. This was necessary to insure that adequate time is available to complete required work (if any). Reviewed and updated information to be disbursed to Area Directors and Reps for 2017 Team Play Completed list of proposed enrollment dates for 2017 tournaments and sent to Caroline O Brien. Respectully Submitted Marilyn Domingo Handicap Director * Continue to answer members question either through s or phone calls regarding handicapping and adding and deleting new members. Bobbi Hanada Rules Director Since the last meeting I have: Propose the following changes to the Rules School section of the Standing Rules: Section 9, F: F. The Rules Director and Assistant Rules Director shall be allowed compensation to attend a Rules School (NCGA or USGA) each year. (i) Each Area Rule Chairperson or one alternate, who will be selected at the discretion of the Area Director, shall be allowed compensation to attend a NCGA Rules School each year. The Area Rule Chairperson must be willing to take the formal NCGA test and report the score to the Area Director. (ii) PWGA Rules Committee members shall be allowed compensation to attend a NCGA Rules School each year. The Rules Committee member must be willing to take the formal NCGA test and report the score to the Rules Director. (iii) Compensation is allowed as defined above in Section 8. Defining expenses (Article V, Section 9 of Bylaws) 5

6 (iv) The Rules Committee shall consist of up to sixteen (16) members including the Rules Director and Assistant Rules Director. (v) Rules and tournament officials may be compensated upon request for working non-pwga major tournaments as determined by the Rules Director. No compensation shall be provided for working NCGA tournaments. An official requesting reimbursement shall submit a written statement explaining how PWGA will benefit from her participation, the requested amount of reimbursement, and the expenses the official will pay herself. Nothing in this paragraph is intended to limit PWGA from providing full compensation for tournaments it co-sponsors. Updated PWGA Local Rules to include Accidental Movement of Ball on Putting Green. (Yellow Card attached in word document for area uses if desired) Local Rule (above) sent out to all PWGA clubs Preparing for workshops Recruiting officials for major tournaments. Susie-Q Conklin joined the Rules Committee Answering rules related s Dana Carrigan Course Rating Director 1- Attended seminars on the new USGA rating program especially the one about dual rating associations 2 - Spoke with Vicky Ciccarelli, WGANC course rating co-chair, on issues with the new rating program as well as how both associations plan on working with NCGA in Met in Rocklin with Caroline and Lee Ann on procedures for data entry of ratings in New rating program does not allow our area chairs to have sufficient access to the program. It was decided that Lee Ann will do the initial data entry with Kaaren continuing to check the numbers for accuracy and reasonableness. 4 - As part of that meeting, we had a conference call with Jim Cowan and Jeremy Gray of NCGA. We discussed the new rating program and if there were any procedure changes for the two associations for none. We also talked about the future of women raters with NCGA. Jim was most gracious in welcoming women raters and in fact was worried that he might not have enough women raters. He will schedule some seminars later in the year to explain how NCGA does its rating. He also invited me to attend his upcoming seminars for his raters. I will do so in March. 5 - Started entry of data for Grape Ranch, formerly Palo Cedro, using our new procedures. 6 - Received NCGA courses to be rated in 2017 and forwarded to area chairs 7- Worked with Codie and Peggy on their courses to be rated in Continued to do cleanup of the USGA data. 9 - Sent to all raters detailing what is going to happen with rating in 2017 and asking that they let me know if they are not planning on continuing - only 9 out of 76 will not be continuing 10 - Send another to all raters with a USGA Course Rating Q & A for their reading pleasure Fielded various questions from course rating chairs. Kaaren Walsh Redwood Area Director Since our last meeting I have: - Updated my list of for the reps and captains. - Sent out Workshop info to captains and reps. - Checked-in with Fountaingrove for our contract since I had not heard from him. - Worked on the Workshop folders I like to give out. 6

7 - Sent the 9 hole reps a special invite to the Workshop. Reecy Casamajor Bay Area Director Since our last meeting I have: Updated all of my contacts for club officers, PW reps and executive board. Sent out flyer and signup sheet for Bay Area workshop. Began compiling a list of attendees. Finalized contracts for BA playdays. Jan Loudon USGA/UVS LIAISON PWGA 1/12 - Participated in committee meeting held in Fairfield to develop survey re: USGA proposal. 1/25 - Attending Executive Board Meeting. 1/30 - Will be attending meeting with NCGA, WGANC and PWGA regarding proposal. 2/6 - Will be attending Bay Area Annual Workshop in Castro Valley. CWC 2/1 - Will be participating (via teleconference) CWC planning meeting. UVS ed the 2017 UVS Golf Schedule to all volunteers, Bay Area and Monterey Area Directors and Caroline O'Brien. The schedule was posted on our webpage. Julie Gonzalez Sacramento Area Director Since our December meeting I have survived all the Christmas banquets and parties and relatives visiting. I now have my sister and her husband here for 3 months (snow birding from IA) and I really enjoy them. As far as real business, all I've been doing is getting everything ready for our workshop on Feb.15. Also created my contact lists of new reps and have communicated with them. On a sadder note, my former Tournament Chair and long time friend, Bev Nelson, passed away this morning. She fought a long fight with cancer and had a seizure in late Dec. that she never recovered from. We'll all miss her. Sue Kort North Central Area Director Since our last meeting I have: Updated addresses for Reps and Presidents. Sent out workshop flyer and sign up sheet. Have been working on workshop agenda. 7

8 Have been fielding questions from various clubs. Have been in contact with venues for playdays. Sheila McMurphy Stockton Area Director Since last meeting: working on finalizing all contracts for play days workshop preparation Great job by the travelers! Patti Soiseth Fresno Area Director All contracts in and signed Updated s for reps and captains Board, reps and captains have RSVP'd for meeting on 1/27/17 Getting meeting packets ready Fresno Area PW Workshop info out to all courses Scheduled Golfer's Gallery Trunk show for 1/27/17 with intent to recruit vendor to join PWGA Jane House Monterey/S. Bay Area Director Finalize all the Play Dates: April 10th San Juan Oaks, May 8th Carmel Valley Ranch, June 12th Paso Robles, July 17th Crazy Horse (Zone Qualifier), August 14th Seascape (TOCC), September 11th Pacific Grove, and October 16th Monterey Pines Cheryl and I put together the Monterey/South Bay Area Workshop flyer I wrote up something nice about the two ladies who won the most improved golfer. An award I have never won but will next year. Took care of a complaint from Ms. Y. Chan about her PWGA membership. Worked with Cheryl on the Conditions of Play for out Play Dates Put together the eligibility letter for the TOCC players Made contact lists for the Executive Board, PWGA Reps, Captains, and the ladies at San Juan Oaks since I am their PWGA Rep. Becke Reese Executive Director Thank you for your years of service to Joanne Holman, Deirdre Bragg, Cheryl Wecker, Donna VanGrouw and Bev Chance. This organization would not be where we are today without volunteers like you. Welcome to our new Directors Maureen Cook, Sandy Ferrario, Becke Reece, Jan Louden and Jane House. BILLING: The first quarter billing went out to clubs last week. If you have any questions regarding your invoice please call us at the office. Treasurers should first talk the Handicappers before calling us if they notice a discrepancy. Remember the handicapper must make any changes/ corrections on the computer at the golf course or on GHP. All members pay the same rate of $5. Destra Amado our billing assistant is in the office on Tuesdays to handle your billing inquiries. 8

9 JUNIOR GIRLS: Did you know that we awarded 35 grants to Junior Girls Programs this past year? We used most of the available funds in the program. Last year, many of your clubs came through with many rounds of golf for the Raffles and Spring Partners and Mixed Couples tournaments. I hope that once again you can request a round or two from your golf course to include in the raffles this year, as this is the primary source of funding for the Grants Program. A letter went to all golf courses in our database this week requesting donations of rounds of golf, your personal touch with the GM may help ensure a donation. Also if you have a Junior Girls Program that could use funding please contact us for an application or print one from our website. USGA: The next step in our management of the proposed USGA changes is to survey our membership. In order to move forward we believe that it is very important that we hear directly from our members. The committee working on the USGA initiative met again this month to discuss the member survey. A survey has been compiled and will be presented to the Executive Board for approval at this meeting. The survey will be highlighted at the area workshops and launched in the March 1st erevision. There will be a meeting with WGANC and NCGA on January 30th to continue discussions. WORKSHOPS: The 2017 Workshops are starting in a couple of weeks. Please plan to attend these workshops as there is a wealth of information to be had. Remember all members are welcome. This year there will be one general session for everyone including a Rules component. Hope that this is a great year for you and that your game is inspiring! I hope to see you at one of our many Playdays and/or Major Tournaments. Caroline O Brien 9