Wycombe Heights Golf Club Policy and Procedures Document

Wycombe Heights Golf Club Policy and Procedures Document 2018 WHGC Rules and Procedures 1 of 23 14/03/2018

Contents 1. Introduction 2. Mission Statement 3. Officers of the Club 4. Committees 5. New Members 6. Competitions 7. Competition Entry 8. Diary & Fixtures 9. Members Obligations 10. Appendix Revisions: WHGC Rules and Procedures 2 of 23 14/03/2018

Introduction The purpose of this document is to provide details of all the rules and procedures of the club. It will be used for enquiries and making decisions on club matters and be the first reference point for club officials and committees for information regarding the running of the club. It must be regarded as a living document to be amended and extended as and when deemed necessary by the club s officials. WHGC Rules and Procedures 3 of 23 14/03/2018

Mission Statement Wycombe Heights Golf Club is a non-profit making club that is run in co-operation with Wycombe Heights Golf Centre (BGL Ltd) by its members to provide regular competitive golf to all members. The club administers handicaps in strict accordance with CONGU (Council of National Golf Unions) rules and organises club competitions, inter-club matches and entry to county and national competitions and matches. WHGC Rules and Procedures 4 of 23 14/03/2018

Officers of the Club & Committee Officials Chairman Officer of club - alongside the Treasurer and Captain Elected & ratified at Club AGM Sits on the Executive Committee and the Competitions Committee Treasurer Duties Officer of club - alongside the Chairman and Captain Elected & ratified at Club AGM Sits on the Executive Committee and the Competitions Committee. Ensure bank mandate is kept up to date and reflects changes in roles. Raise the request for and the receipt of the annual Capitation payment from Burhill based on the numbers on the 1 st January of each year. Deposit and record all regular financial input to the club (e.g. Competition entry fees, match fees). Pay and record all bills/invoices raised against the club (one of two signatures on each cheque). Maintain up to date financial accounts. Present financial accounts and report for the period at Competition Committee Meetings. Liaise with Chairman and Captain to approve any requests for expenditure. Monitor annual and overall budgets and report and issues. Review match and competition entry fees for following year as required and present to Executive Committee for approval. Present financial accounts and report for the year to the AGM. Track no shows. Write and send out letters regarding no shows, misdemeanours and bans to members. Collect no show fees Report on no shows, defaulters and bans to the Competitions Committee Meeting WHGC Rules and Procedures 5 of 23 14/03/2018

Captain Officer of club - alongside the Treasure and Captain Elected & ratified at Club AGM Sits on the Executive Committee, presents Captains report. Duties: - Chairs competitions meeting. Presents Captains report at competitions meeting. Organise Club diary for year. Decides on Charity for year. Has casting vote in all golf matters Organise presentation evenings, including ordering of trophies. Selection of teams for club matches. Book Competition tee times & other functions with Centre Manager. Along with Chairman adjudicates on disciplinary matters. Vice-Captain Duties: - Support & assist Captain in all matters of golf & administration. Work closely with the Captain to ensure a smooth and consistent succession. WHGC Rules and Procedures 6 of 23 14/03/2018

Handicap & Competitions Secretary Sits on Competitions Committee. Duties: - Assess all new members for handicap, monitor and process cards. Post entry sheets for competitions. Monitor all draws for competitions. Run eclectic and OOM competitions. Cancel unused tee times. Monitor withdrawals and inclusions from reserve lists. Put out and collect all signing in sheets and fee boxes. Record no shows. Collect entry fees for summer singles, winter pairs, eclectic, Beavis. Produce draws for match play competitions and update the draw sheets. Process all competition draw sheets and update the handicap list. Maintain all members handicaps in line with CONGU. Collect all score cards for competitions, check against start sheet and signing in sheet. Input cards for both days of two-day competitions and amalgamate the results. Record all cards of players playing for handicap, print and post. Enter new members into the handicap list achieving first award. Reprint handicap list. Reprint eclectic and OOM sheets. Record & post on notice board winners and runners up of competitions. WHGC Rules and Procedures 7 of 23 14/03/2018

Committees Executive Committee. The Executive Committee is made up of the following personnel: - Center Manager (BGL Ltd) Chairman Treasurer Captain Vice-Captain Lady Captain Senior Captain Executive Secretary The role of the Executive Committee is to resolve all issues between Wycombe Heights Golf Club & BGL Ltd Competitions Committee The Competitions Committee is made up of the following personnel:- Chairman Treasurer Captain Vice-Captain Outgoing Captain Handicap & Competitions Secretary Club Secretary Match Organiser The role of the Competitions Committee is to ensure the efficient running of all competitions & matches organised by Wycombe Heights Golf Club. WHGC Rules and Procedures 8 of 23 14/03/2018

Handicap Committee The Handicap Committee is made up of the following personnel:- Handicap Secretary 2 Committee Members Seniors representative Ladies representative The role of the Handicap Committee is to ensure the efficient recording & posting of handicaps for all members of Wycombe Heights Golf Club and the recording & posting of results of all matches & competitions organised by the Club. Occasionally it may be necessary to revise the handicap limits for the two divisions of the men s section. This will normally be required because of the large number of players in a particular division. Any changes to these limits is at the discretion of the Competitions Committee. Changes will be posted on the handicap section of the noticeboard. WHGC Rules and Procedures 9 of 23 14/03/2018

New Members New members joining Wycombe Heights Golf Club who wish to play in club competitions and obtain an official CONGU handicap will be introduced in the following manner. Before being included in club competitions, new members must first attend an informal meeting with a Handicap Committee member. The aim of this meeting being to:- 1. Obtain membership number and contact telephone number. 2. Fill out the handicap questionnaire to assess playing experience. If in possession of a current CONGU handicap, go to step 5. 3. Decide with them, and issue, a provisional handicap explain restrictions and reasons I.e. inclusion in competitions at right level, target to play to, only for use at Wycombe Heights. 4. Explain how their CONGU handicap will be awarded three cards in competition, all high scores reduced to double bogey (correct? Triple bogey for two shot holes if h/c > 18?), lowest card minus SSS. Show them where their scores for handicaps will be posted. 5. Explain that they will only be eligible to win once they have returned a total of five two competition cards not including any used for initial handicap award. This increases to three prior to entry in to The Club Championship, The Robin Panter Cup, Summer Singles and Winter Pairs. 6. Take them through the method of entry into competitions, green fees, competitions fees, signing in, entry sheets and reserve list, obligation of being aware of their own tee times. Show and explain all club notice boards. Stress the importance of not pulling out of competitions. Explain the qualification for the major club competitions. 7. Obligations as to, dress code, etiquette, slow play, playing to rules, showing up for competitions on time and at first tee, posting score cards, maintaining handicap by returning at least three competition cards per year. (Calendar year or rolling year?) 8. Give them the New Members Information letter, rules in brief and club diary. 9. Handicap awards and handicap limits are under constant review and the committee reserve the right to limit handicaps for certain competitions if they feel it protects the integrity of the competition. WHGC Rules and Procedures 10 of 23 14/03/2018

Competitions Wycombe Heights Golf Club organises for its members the following competitions throughout the year: - Club Championships Robin Panter Cup Summer Singles Knock-Out Winter Pairs Knock-Out Monthly Medal (April to October) Monthly Stableford Presentation Medal Scratch Medal Summer Eclectic Order of Merit In addition to those noted above, other competitions are run from November to March in place of the medal competitions. The Captains Final Fling The Secretary s Team Stableford The Canadian Pairs The Gordon Edwards Trophy The Captains Christmas Cup The Harlequin WHGC Rules and Procedures 11 of 23 14/03/2018

Club Championship Book 30 tee times (to discuss with Center Manager) 36-hole stroke play competition, played over 2 days (18 holes each day) Cut to be made at end of 1 st day. The top 25 gross plus the top 25 net or 33% of each, whichever is greater. If there are less than 65 entrants then there would be no plate completion. Maximum Handicap of 28 Players making the cut play in 2 nd round of Championship. Players missing the cut play in Plate Stableford Competition. The following prizes are awarded: - Club Champion, awarded to player with best Gross score over 36 holes. Net Champion, awarded to the play with the best nett score over 36 holes Best Gross score on each day 2 prizes. Best Nett score on each day 2 prizes. Plate trophy, awarded to player with the most points on 2 nd day The Robin Panter Cup Book 25 tee times 36-hole stableford competition, played over 2 days (18 holes each day) Maximum Handicap of 28 The following prizes are awarded: - The Robin Panter Trophy, awarded to player with highest points score over 36 holes. 1 st and 2 nd places in Divisions 1 and 2 4 prizes. Excluding overall winner Best points score on each day 2 prizes. WHGC Rules and Procedures 12 of 23 14/03/2018

Summer Singles Knock-Out Competition 18 hole match play competition. The upper most name in the draw to offer his opponent 3 weekend dates, ties only to played on weekdays if both parties agree. Matches ending All Square after 18 holes will continue play from 1 st tee until a winner is decided. Maximum Handicap of 28 Handicap allowance is the full difference between competitor s handicaps. Ties to be played by dates noted on competition draw sheet. No extensions of time for matches to be played before quarter finals. Extension at quarter final stage and after is at the discretion of the Competitions Committee. The following prizes are awarded: - Winner & Runner-Up 2 prizes. Winter Pairs Knock-Out Competition 18-hole match play competition. The upper most pairing in the draw to offer his opponent 3 weekend dates, ties only to played on weekdays if all parties agree. Matches ending All Square after 18 holes will continue play from 1 st tee until a winner is decided. Maximum Handicap of 28 Handicap allowance is the 90% difference between competitor s handicaps. Ties to be played by dates noted on competition draw sheet. No extensions of time for matches to be played before quarter finals. Extensions at quarter final stage and after is at the discretion of the Competitions Committee. The following prizes are awarded:- Winners & Runners-Up 4 prizes (2 winners & 2 runners-up) WHGC Rules and Procedures 13 of 23 14/03/2018

Monthly Medal Competition 18 hole stroke play event. Competitors play on Saturday OR Sunday of competition weekend. Winner is the player with the lowest nett score in each division. The following prizes are awarded:- Winners & Runners-Up in Divisions 1 and 2 4 prizes. Monthly Stableford Competition 18 hole stableford event. Competitors play on Saturday OR Sunday of competition weekend. Winner is the player with the highest points total in each division. The following prizes are awarded:- Winners & Runners-Up in Divisions 1 and 2 4 prizes. Weekly Midweek Stableford Competition 18 hole Stableford event No entry fee and no prize fund Winner is the player with the highest point s total. Presentation Stableford 18 hole stroke play event. Entrants MUST have won an award to qualify for entry. Winner is the player with the lowest nett score. The following prizes are awarded:- Winners & Runners-Up 2 prizes. Scratch Medal Competition 18 hole stroke play event. Winner is player with the lowest gross score. The following prizes are awarded:- Winner & Runner-Up 2 prizes. WHGC Rules and Procedures 14 of 23 14/03/2018

Summer Eclectic Competition Eclectic competition decided over a nominated number of club competitions played during the summer months. The qualifying events are the monthly stableford & medal competitions played from March to October including the Club Championship & The Robin Panter Cup but excluding the Scratch Medal & Presentation Medal. The following prize are awarded:- Best nett eclectic scores 1 prize. Order of Merit League competition decided over a nominated number of club competitions played during the summer months. The qualifying events are the monthly stableford & medal competitions played from March to October including the Club Championship & The Robin Panter Cup but excluding the Scratch Medal & Presentation Medal. Points awarded on sliding scale depending on overall finishing position in qualifying competitions. 20 points to winner, 19 for 2 nd place down to 1 point for 20 th position. 30 points down to 1 for Club Championship and The Robin Panter Cup 1 point awarded for every competition played in. Winner is player with highest total number of points at end of qualifying competitions. The following prizes are awarded. Winner 1 prize. Tee Boxes All qualifying competitions will be played from the white tees. Supplementary cards must be played from the white tees If you are marking a supplementary card for another member but not submitting a card for yourself then you must play from the yellow tees. General play MUST be from yellow tees. Failure to adhere to these rules may result in a suspension from competition. WHGC Rules and Procedures 15 of 23 14/03/2018

Use of Buggies in Competitions Although the use of buggies in competitions is not specifically banned under R&A rules, golf clubs are recommended to have a written policy in place. The Committee are working to implement this recommendation by including relevant wording in the update of our Procedures & Policies document due to be completed by the 2017 AGM. In the meantime, to clarify the situation, the use of buggies is NOT allowed in our Qualifying Competitions, unless previously approved by The Committee. Any exceptions will be debated by The Committee & COULD result in disqualification. WHGC Rules and Procedures 16 of 23 14/03/2018

Competition Entry Before the competition To enter the Club Championships, The Robin Panter Cup, Summer Singles Knock-Out or Winter Pairs Knock-Out the player or players (for Winter Pairs) must have played three qualifying rounds within the previous twelve months. To be eligible to win any club competitions a player must have entered three cards from qualifying competitions. A qualifying competition is any competition played from the white tees that has been organized by the club. Junior members of the club, 13 years of age and over and of an acceptable golfing standard, are eligible to play in competitions and can win provided the required number of cards have been recorded. The position of junior members within the draw will be controlled and they must possess a completed parental receipt form. Juniors under the age of 13 may be accepted at the discretion of the committee. Juniors must not be allowed to play in a two ball with an unrelated adult member, Summer Single s participation will require a chaperone. Entry for all club competitions is by means of a Competition Entry Sheet or Online via the Website. Players wishing to participate in a competition should mark their name clearly on the entry sheet on the day they wish to play and under the column for their particular handicap category. Ten days before the date of the competition a draw will be made & the Competition Draw Sheet placed on the notice board. It is the player s responsibility to check the draw sheet for their start time and cannot be altered unless it is in exceptional circumstances and only by a committee member. Players who miss the draw for competition entry may enter their name on the reserve list at the bottom of the Draw Sheet. Reserves will only be included in the competition if a player already included in the entry withdraws from the event. It is the player s responsibility to check if his name has been moved from the reserve list to be included in the competition. Players included in the competition draw who are unable to play MUST contact a committee member a minimum of 72hrs before he is due to play. Players who miss the competition and DO NOT contact a committee member will be fined 10 WHGC Rules and Procedures 17 of 23 14/03/2018

On the day of the competition The player must Sign-In on the sheet provided. The player should place his entry fee in one of the envelopes provided and mark his name & date clearly on the outside. The player should be on the tee and ready to play at his allocated time. Players arriving late on the tee will incur a 2-shot penalty (stroke play) or loss of hole (Match play). Immediately following the competition, the player should write down their groups finishing time, sign his card, ensure the card is also signed by his marker and place it in the box below the notice board. Discipline Discipline within the club will be decided upon by the Captain and the competitions committee. In certain cases, the centre management (BGL Ltd) may become involved. Typically, the following penalties will apply: - Walking off the course Failure to sign in Not returning scorecard Late on the tee Failure to show for competition. Fine of 10 1-month ban Disqualified from the competition Disqualified from the competition Two shot penalty or Loss of hole Repeated late withdrawal Gross misconduct Misuse of white tee boxes 1-month suspension Suspension, at the discretion of the committee and centre. 1-month suspension. Any other breaches of etiquette or rules should be reported to the committee, who will investigate as necessary and decide on the penalty to be applied. In cases where serious breaches of etiquette or rules have occurred the player or players concerned will be required to attend a meeting with the Club Captain, Treasurer and Chairman. This meeting is to be arranged as soon as reasonably practicable after the incident. Any decision regarding player sanctions will be decided at this meeting and the offenders advised of the outcome immediately. The competition committee will be advised of the action at the following monthly meeting. WHGC Rules and Procedures 18 of 23 14/03/2018

Diary and Fixtures Club Diary: Contact clubs to arrange dates for matches for the forthcoming year (Captain, Lady Captain and Senior Captain). Liaise with Lady and Senior Captains (and the Center Manager) to produce complete club listing for competitions and club matches (and other functions?) for the forthcoming year. This list to be double checked with Lady and Senior Captains for signing off. (Captain, Lady Captain and Senior Captain.) Issue document to printing company no later than the end of November to produce the draft diary. Check the draft and advise the printers of any errors. When error free proceed with production of diaries. Book tee times for competitions and club matches with Centre Manager. (Captain, Lady Captain and Senior Captain and Centre Manager.) 20 tee times for weekend medals and stableford. 25 Tee times for Club Championship and Birkdale. Shotgun starts where necessary. WHGC Rules and Procedures 19 of 23 14/03/2018

National Competitions (NAPGC & BBO events) Complete entry forms for competitions and post with necessary entry fees as soon as possible. Advise the Competitions Committee as soon as draw sheets are received and give details of dates for completion, venue and opposition contact details. If drawn at home:- Check diary and discuss suitable dates for match. Book tees times for these dates to ensure dates and times are available. Contact opposition with choice of dates and times. Once the date and time have been agreed, cancel any other tee bookings made for the match. Book any meal arrangements with the Centre Manager. If drawn away: - Contact the opposition as soon as possible and advise of any diary conflicts that may occur. The sooner the matches are arranged the better. Select players for the match including reserves and check their availability. Where possible, the team should be selected before draws for conflicting monthly competitions are made so that they are not included in the competition draws. Arrange practice round if necessary (especially for away matches if practicable). Advise selected players of final arrangements for match and give contact details in case of emergencies. Club Matches. Post details of club matches as soon as possible, 6 to 8 weeks before the fixture. Book meal arrangements for home matches where necessary. Check names on list weekly and chase players if the numbers are low. Select players for match including reserves and check their availability. Where possible, the team should be selected before draws for conflicting monthly competitions are made so that they are not included in the competition draws. WHGC Rules and Procedures 20 of 23 14/03/2018

Advise selected players of final arrangements for match and give contact details in case of emergencies. WHGC Rules and Procedures 21 of 23 14/03/2018

Members Obligations Golf should be played for enjoyment and in a manner that all can enjoy the game. You do not have to know the rules of golf verbatim. Common sense usually suffices. (If in doubt play the ball as it lies; if you think you are getting an unfair advantage, you are probably breaking a rule.) In competitions, a greater knowledge is required. Copies of the R & A Rules of Golf are readily available. If nothing else read Section 1 Etiquette; behaviour on the course. It is only four (small!) pages long and following it should make golf enjoyable for all. The introduction is a very good summary: This section provides guidelines on the manner in which the game of golf should be played. If they are followed, all players will gain maximum enjoyment from the game. The overriding principal is that consideration should be shown to others on the course at all times. It is the personal responsibility of every member of the Wycombe Heights Golf Club to conduct himself or herself in accordance with the R & A Rules of Golf, CONGU regulations, the Wycombe Heights Golf Club Rules and Procedures and the Wycombe Heights Golf Centre Rules. WHGC Rules and Procedures 22 of 23 14/03/2018

Addenda New Member Letter Dear New member, You have recently joined Wycombe Heights Golf Centre, administered by Burr Hill Golf Centres. Wycombe Heights Golf Club is run by its members, in co-operation with Burr Hill to, provide competitive golf and administer official handicaps under the CONGU (Council of National Golf Unions) handicapping system. Should you wish to join in these competitions, please contact one of the members of the handicap committee. You will find their telephone numbers on the on the competitions board in the clubhouse. They will arrange a brief informal chat to explain how to enter competitions and the workings of the club and obtain contact telephone numbers from you. All new members who do not have a valid CONGU handicap from a previous club can obtain their handicap by playing in three club competitions. You will then be eligible to win competitions after playing in two further competitions. You cannot enter club competitions until you have gone through this process. Throughout the year there are at least two competitions a month as well as other one off competitions, inter club friendly matches and national competitions all of which you can be involved in. Relevant information on these is posted on the club notice boards. We welcome you to the club and hope your golf at Wycombe Heights is enjoyable. Competitions Committee WHGC Rules and Procedures 23 of 23 14/03/2018