EMPIRE RANCH MEN'S GOLF CLUB POLICY FILE March 16,2018 GENERAL INFORMATION 1.01 The purpose of the Policy File is to provide the Board and membership with a written resource providing the details of how the Club operates, conducts business and administers tournaments consistent with, and in support of, the Bylaws. The policy file number system is consistent with the Bylaws Article numbers. BOARD OF DIRECTORS 2.01 New Directors: Bylaws and Policy File Review The President shall meet with incoming new Directors who have not previously served on the Board and review the Bylaws and Policy File with those Directors. The purpose of the meeting is to formally familiarize the new Directors with how the Club conducts its business and administers tournaments. The meeting shall be held during the month of September. 2.02 Insurance Coverage The Board recognizes its fiduciary obligations as it is entrusted by the membership with safeguarding of Club monies. Protection of the Club's cash assets in particular is of concern as the transfer of funds occur regularly between the Directors and Treasurer. Moreover, there are periods of time cash funds are collaterally maintained away from the Club's safe. The value of spending Club funds on the protection of Club cash through insurance provided by a third party should be reviewed on an annual basis. The actual purchase of insurance, though not required, should be discussed annually and include a review of cash transmittal procedures being practiced by the Club. 2.03 General Fund Budget Submission The proposed general fund budget prepared by the President and submitted to the Board and membership should be based on a conservative estimate of anticipated membership for the fiscal year. Projected sources of revenue or expense related to the general fund should be included as a line item within the proposed budget. Upon approval of the budget by the Board, monthly tracking of line items shall be presented at each monthly Board meeting. 2.04 Payment Checks: 90-day Limit All automated checks issued from the checking account will be valid for only 90 days. After 90 days, the bank will void the check and the funds will be returned to the checking account. The Treasurer will then! 1
contact the involved member or vendor to coordinate the issuance of another check. 2.05 Bank Deposits The Treasurer will group all deposits into batches so that each deposit is identifiable to the deposit's source. When checks are received to cover multiple items (such as tournament fees and membership dues), the Treasurer will make special note of them in the financial records. MEMBERSHIP 3.01 (blank) MEETINGS 4.01 (blank) TOURNAMENTS 5.01 Tournament Registration Deadline All tournaments and tournament dates are to be announced as soon as they are determined. Tournaments announcements should include email, online calendar, and a posting on the Membership Information Wall. Members who do not meet the tournament registration process deadline will be placed on a waiting list. The tournament registration process includes full payment for the event. The Tournament Chairman has the discretion to extend or terminate a registration deadline open to all members. 5.02 Tournament Course Handicap Determination: GHIN Revision Dates In order to allow for handicap calculations to be determined consistent with the Bylaws, Golf Handicap and Information Network (GHIN) indexes to be used for a tournament will be based on the most recent GHIN revision date over five calendar days prior to the tournament; revision dates occurring within five calendar days of the event will not be used. 5.03 Tournament Waiting List The Tournament Chairman will create a waiting list for post-deadline registration requests. Full payment will not be required unless the member is granted access into the tournament. The establishment of a waiting list is at the discretion of the Tournament Chairman and when established will be based on a first-come, first-served basis. 5.04 Tournament Withdrawal Members who withdraw from a tournament more than 24 hours of the event s start time will receive a full tournament fee refund. Members! 2
who withdraw from a tournament within 24 hours of the event s start time will not receive a refund of tournament fees unless under extraordinary circumstances. However, the Tournament Chairmen, with concurrence of the President, has the discretion to grant a full refund given the respective circumstances of the withdrawal. Refunds will be ordered from the bank within 24 hours after the tournament date. 5.05 Failure to Show for Tournament Members who fail to show for a tournament will not receive a refund. Members shall attempt to notify the Tournament Chairman by email or phone on the day of the event regarding their inability or choice not to show. A member who has failed to show on more than one occasion without a reasonable explanation may have their ability to participate in future events impacted as determined by the Board. 5.06 Tournament Cancellation The Committee has full authority and discretion to cancel a tournament prior to its date or, if during the tournament, when weather conditions are such the golf course has become competitively unplayable. In the event of a tournament cancellation prior to the tournament date, the Board shall immediately announce the cancellation online and by email. All tournament fees, including the credit card transaction fees, will be refunded to each entrant. If a tournament is cancelled mid-round, the respective tournament chairman will attempt to negotiate any form of refund with golf course management. If the Committee cancels a tournament, all players that were registered and paid at the time of the cancellation, will be credited with a tournament played. 5.07 Tournament Fee Determination and Distribution The financial intent for each tournament is to not net a profit or loss. Tournament fees for each tournament vary based on negotiations with Empire Ranch or other golf course management. The tournament fee paid by each participant is used to pay for green fees, flight prize credit, and one post-round keg of beer at home tournaments. Flight Prize Credit. A required prize fee is included in the cost of for every Club tournament; the amount of the fee is set by the Committee. The fee is used to pay for a keg of beer at each home tournament and to provide prize credits to players who earn gross and net places eligible to receive credits. The number of gross and net score places to be awarded prize credits will be at the discretion of the Committee based on the number of players. Players can earn prize credits based on either their gross or net score, but not both. Prize credits will be placed in the respective member s Empire Ranch Golf Course Credit Account.! 3
5.08 Tournament Fee Transfers Each tournament has its own budget outside of the General Fund prepared by the Tournament Chairman. Therefore, it is a prudent accounting practice to not transfer tournament fees from one event to another (as a result of a member withdrawal or tournament cancellation). 5.09 Grouping/Pairing Requests Members may request to be grouped or paired with one or more fellow competitors at any time prior to the registration deadline. The Tournament Chairman will make every effort to honor requests consistent with tournament need and player assignment requirements (e.g., team competition events). 5.10 Tournament Contests There are a number of contests that are available for optional play. Entry into one or more of these contests (except closest-to-pin) must be made when registering for the tournament; entries are not accepted on the day of the tournament. The most common contests are: Gross Skins. $10 cost. The player who achieves the single lowest gross score on a hole earns a gross skin. The prize pool is divided equally by the number of gross skins earned during the 18 holes resulting in a gross skin; 100 percent of the money collected is paid to the winners by check. Net Skins. $10 cost. The player who achieves the single lowest net score on a hole earns a net skin. The prize pool is divided equally by the number of net skins earned during the 18 holes resulting in a net skin; 100 percent of the money collected is paid to the winners by check. 2-Hole Game. $10 cost. Each player who scores a gross 2 (or hole-inone) on any hole will receive an equal portion of the prize pool. There are no limits to the number of players that can win prize money on a given hole. The prize pool is divided equally by the number of players entered in the game who achieved a gross 2; 100 percent of the money collected is paid to winners by check. Closest-to-Hole. No cost, but funded with flight prize credits. Not available at every tournament. The player whose tee shot ends up closest to the flagstick on a specified hole wins a prize. Refer to tournament announcement for details. Closest-to-pin contest prizes are awarded in the form of prize credits to the player s Empire Ranch Credit Book Account or another designated prize.! 4
Other Contests. Introduction and funding of other contests will be established by the Tournament Chairman and Board of Directors. Guests. Guests may only participate in gross skins, 2-hole, and closestto-hole competitions. Guests are not eligible for the net skins game or flight prizes unless otherwise stated by the Tournament Chairman. 5.11 Empire Ranch Credit Book Members who have prize credits placed in their Credit Account may use the credit for green fees (excluding tournaments), merchandise, or food and beverages at The Greenside Grille. 5.12 Tournament Disqualification: Status of Contest Prizes Members who have been disqualified during or after a tournament are still eligible for prizes associated with optional tournament contests/ games unless the prize is associated with the hole in which the disqualification occurred. 5.13 Tournament Disqualification: Status of Tournament Participation Credit For the purposes of counting the number of tournaments played toward handicap and Major Tournaments Bylaws, a member is credited with a tournament played even if he is disqualified. 5.14 Tournament Withdrawal: Status of Tournament Participation Credit For the purposes of counting the number of tournaments played toward handicap and Major Tournaments Bylaws, a member who withdraws from a tournament during the event due to injury or illness is credited with a tournament played. 5.15 Tournament Score Posting The score sheets posted at each tournament are unofficial and are for informational purposes. Official scores will be determined once they are entered into the tournament management program. Official scores will be posted online and become final after a 72-hour waiting period. The waiting period allows members to review the scores and address any questions or concerns. Members are not to post their own tournament score in the GHIN system; tournament scores will be posted by the Committee. 5.16 Match Play Championship Course Handicaps Each player competing in the Match Play Championship will have their course handicap recalculated consistent with the Bylaws after each successful round of the competition. Each Match Play round will be considered a "tournament score" for the purposes of the GHIN.! 5
5.17 NCGA Qualifier Course Handicaps & Team Competitions The Club conducts several individual and team NCGA tournament qualifying events to determine what members represent the Club at the respective NCGA tournament. The Club will use the same handicap index requirements established by the NCGA for the respective championship event. Additionally, the Club will follow the NCGA's championship protocol for player/team pairings. Replacement players may be made by the team captain as long as the replacement player played in the Club's qualifying tournament. 5.18 Annual Putting Championship The Club will conduct an annual Putting Championship. The event is match play format and pairings are randomly determined by the presiding event Director. The Putting Championship fees collected will be used to purchase beverages and fund the prize pool. 5.19 Member/Guest Tournament One member/guest tournament may be conducted during the year at the discretion of the Home Tournament Chairman. 5.20 (Deleted) 5.21 Sample Letter - Handicap Review As provided in the USGA Handicap Manual, the following letter is a sample in the event the need arises for its issuance. (Club Stationary) (Date) Dear Mr., After reviewing your scoring record, the Handicap Committee of Empire Ranch Men's Golf Club has determined that your NCGA Handicap Index does not accurately reflect your potential playing ability. We have concluded that your (rapid improvement; numerous away scores; your recent injury; your failure to post scores in a "timely" manner; your posting of erroneous scores) has produced a handicap index that is not accurate. In the interest of fair play, the Handicap Chairman will modify your handicap index in accordance with the USGA handicapping system manual. Your NCGA handicap index will be for a period of. Before the adjustment becomes effective, you may appeal to the Handicap Chairman either by letter or in person by (date). During the appeal process and until this matter is resolved, you are prohibited from participating in Empire Ranch Men's Golf Club Events. If the Handicap Chairman does not hear from you or determines that the reasons for modification are still valid, the modified Handicap Index will become effective on (date). The Handicap Chairman will review this adjustment at each revision date to determine if your handicap index should revert to the normal NCGA Handicap formula computation. In the interim, continue to accurately post all of your scores in a timely manner and observe all aspects of the USGA Handicapping System. Sincerely, Handicap Chairman! 6
MAINTENANCE OF THE BYLAWS 6.01 Policy File Maintenance Policy file items may be created or modified by the Board through a majority vote. Each modification of the Policy File will be announced to the membership online. The Policy File is to be reviewed and updated on an annual basis by the Board.! 7