WOODMONT LADIES GOLF ASSOCIATION (WLGA)

 POLICIES AND PROCEDURES OF BOARD OF DIRECTORS (the Board)

Job Descriptions

 

 PRESIDENT:

  • Prepare and set the agenda (soliciting items from all Board members) for all Board meetings.
  • Work with Secretary to finalize Board Minutes.
  • Preside over all Board Meetings, the Opening Event and End of the Year Dinner, and special and any other general membership meetings that may be called.
  • Work with the Board in submitting a proposed budget for the new fiscal year and a final Treasurer’s report for the year ending.
  • Serve as the primary point of contact for the WLGA and the Woodmont Golf and Country Club (the Club).
  • Appoint WLGA members to outside committees (Club, other golf committees, etc.).
  • Ensure that all WLGA Board members and chairpersons are fulfilling responsibilities.
  • Serve as the primary contact for communications between the Board and the WLGA membership (the Membership) at large.
  • At the beginning of each year, write a Welcome Letter from the President for the annual WLGA Membership Packet for potential new members. 
  • Write and submit articles for the Woodmont Word to assure WLGA has a consistent presence in the Word.
  • Appoint a Board or WLGA member to update and maintain the WLGA Golf Genius website.  
  • Send out the initial communication to members regarding a member’s hole-in-one.
  • Shall have authorization to approve non-budgeted expenditures of up to $75 per item with a total of $300 for the fiscal year without prior Board approval.

 

VICE PRESIDENT:

  • Support the President of the WLGA
  • In the absence of the President, preside over Board meetings.
  • Organize the Opening Event and End of the Year Dinner.
  • Assist wherever needed.

 

SECRETARY:

  • Record Minutes at Board Meetings and publish to all WLGA Members.
  • Maintain a logbook of all motions presented at Board, special, and general membership meetings.

 

TREASURER:

  • Work with the President to prepare a draft annual budget at the beginning of the year and present to the Board for review, to be finalized and approved by the Board by the end of February.
  • At the beginning of each year, meet with the President and current WLGA banking institution to ensure that bank account signatories are updated.
  • Keep the accounts of the WLGA, receive and deposit all money belonging to the WLGA and pay all bills when properly approved.
  • Prepare a report of the financial condition of the WLGA for each Board meeting.
  • Work with the Membership Chairperson and Club accountant to maintain a current membership list of all members in good standing.

 

TOURNAMENT CHAIR:

  • Plan the schedule and secure tee times with the Club Head Golf Professional for tournaments and golf mixers subject to the approval of the WLGA Board, and inform the Food and Beverage Director of these events.
  • Update and publish the WLGA Calendar on the WLGA website.
  • Secure coordinators for each tournament/golf mixer.  
  • Assist tournament/golf mixer coordinators in planning event budgets, golf formats, flighting, prizes, rules, handicap allowances, and the use of golf genius.
  • Ensure that the Pro Shop sets-up Golf Genius for live scoring and leaderboards with the exception of the Classic tournaments, golf mixers, and the Sucker in the Bucket Ladies Invitational.  Assist tournament coordinators in securing individuals to do live scoring during play.
  • Forwards ladies’ tournament invitations from outside clubs to the Membership.
  • Ensure that the WLGA Tournament Recap Form is completed by the event coordinators for each tournament/golf mixer and placed in the WLGA Tournament binder. 

 

 LEAGUE PLAY DAY COORDINATORS:

The responsibility of the coordinators is to organize Play Day activities.  Activities include, but not limited to the following:

  • Maintain Golf Genius for Play Day Activities.
  • Communicate activities and events to the membership and Club Management
    • Play Day responsibilities
      • Plan and coordinate opening mixer
      • Coordinate play date availability with Club
      • Plan play day activities i.e.; format for the day; pairings etc.
      • Send pairings to club for play day
      • Ringer Cards – Have ringer cards printed at the beginning of season
      • On play day put ringer cards out so players can record their strokes
      • On play day put out chip in pot
      • Collect scorecards at end of play
      • If playing a game email results to players
      • Maintain record of points earned and send monthly to POY coordinator
      • Occasionally audit scores
      • Maintain play day bulletin boards
  • Send monthly newsletter article information to President, as requested
  • End of Year Responsibilities
    • Purchase end of year awards
    • Organize end of year Classic Tournament
    • Run report for Most Improved Player and audit if necessary
    • Verify and total Ringer cards for year-end awards
    • Responsible for plaque engravings
    • Report all end of year winners’ information to Club

 

MEMBERSHIP CHAIR:

  • Maintains the Membership Contact List
    • At the beginning of a new year, will work with Club to ensure that all existing members are still golf members of Woodmont Golf and Country Club
    • Adds new member information taken from completed Membership Applications (First Name, Last Name, Birthday, Email address, Phone Numbers, Home Address)
    • Notes all pending, added and removed members for the year
    • Ensures distribution of Contact List to Members via email from time to time

 

  • Prepares Information Package for distribution to new members as well as the Club Membership Director, with the package to include:
  • President’s Welcome letter (provided by President)
  • Membership Application form (updated by Membership Chair)
  • Golf Group Guidelines (provided by the Play Day Coordinators)
  • List of Board of Directors, Committee Chairs, and Coordinators and their respective contact information (updated by Membership Chair)
  • WLGA Condensed Calendar (provided by Tournament Chair)
  • Member Benefits document (updated by Membership Chair)
  • Ensures the Processing of new members:
  • Sends applicant the Membership Package
  • Applicant returns completed Membership form to the Membership Chair.
  • Acknowledges application receipt by notifying applicant.
  • Updates the WLGA Contact List with applicant’s information.
  • Sends the Application and updated Contact List to the Club Pro and the Club Accountant for processing, copies the Board who use the information to determine the interest of the new member (9 holes, 18 Holes etc.) and copies the applicant so they are aware of the process.
  • The Club Pro enters the applicant into Golf Genius and sends the login information to the applicant copying the Membership Chair.
  • The Club Accountant charges the applicant the WLGA membership fee and notifies the WLGA Treasurer.

 

  • Provides a current Membership Contact List to Club Pro when a WLGA member has a hole-in-one.  He will then charge $5.00 to each member’s account. (Re:  ARTICLE XV).
  • Provides 5 hard copies of the Membership Package at the beginning of the season to the Woodmont Membership Director.
  • Maintain membership packets for distribution throughout the year and provides the documents in a PDF format.

 

Revised 11/2022