Mission Hills Women’s Golf Association Policies & Procedures

 

These Policies & Procedures for the Mission Hills Women’s Golf Association (“Association”) are promulgated to make clear what members are expected to do and how they are to do it.

 

 

Membership:

 

  1. Members shall abide by the Code of Conduct. By participating in any Association- administered event, the member understands that her participation is at the sole discretion of the Association. Amember may be removed from any event at the discretion of three or more of the Association officers at any time before or during the event, with cause. Incidents of unbecoming conduct or actions deemed to be detrimental to the image of the Association or the “Spirit of the Game” aregrounds for such removal and suspension from future Association-administered events. These include, but are not limited to, the following:
    • Willful damage of the golf course or golf course property
    • Club throwing or unnecessary club tossing
    • Offensive or unbecoming language
    • Verbal abuse of other Association members
    • Public criticism of golf course
    • Potential endangerment of others
    • Conduct deemed unbecoming a member
    • Failure to accurately post scores for handicapping purposes
    • Manipulation of scores posted for handicapping purposes.
  2. All Association members must have an established GHIN.

 

  1. Association membership renewals are due and must be completed online by May 31st (MHCC will charge Member accounts on or soon after June 1st). Returning members can charge dues to their club accounts only at the time of renewal dues collection. Members not registering for renewal by designated date will be dropped from the Association. Late penalties will be assessed for renewals received after June 1st. All members that renew after May 31st must send a check (payable toMHWGA), including any late fees and mail to the Association Treasurer for membership reinstatement.

 

  1. New membership application is available on the MHWGA website. New Membership applications should be filled out online. Once registered, new member may place dues payments in an envelopeand put in the “Membership Dues” box on the counter across from the locker room attendant’s work area or may mail a check (payable to MHWGA) to the Association Treasurer (address provided on online registration). Registration is not complete until payment is received by Treasurer and GHIN verified by Handicap Chair.

 

  1. The Association will conduct business meetings at the Opening Day luncheon in November, theElection of Officers in March, and the Installation of Officers in April. The Board may call other business meetings as necessary.

 

Play Days:

 

  1. Only Association members may play in Play Day tournaments (held on Tuesdays). In order to compete for prizes, members must be an amateur, have a USGA Handicap Index and play to a course handicap of 36 or less. The Handicap Index must be from MHCC.

 

  1. Members must sign up for Play Days by the Saturday before the Play Day. In order to sign up, respond to Invitation to Play email or sign in to the website, select Event Calendar, scroll to and selectPlay Day date and follow the prompts. Members needing assistance or instruction should contact the Play Day Co-Chairs or the Computer Co- Chairs.

 

  1. To Cancel a Play Day registration, IT IS CRITICAL TO DO SO AS SOON AS POSSIBLE.
    • If cancelling prior to the closing date/time (Saturday) of a Play Day, you may sign in on thewebsite and select the Play Day on the Events Calendar. A “pop-up” box

will indicate that “You Are Already Signed up for This Tournament.” Read and follow the cancellation instructions. Confirm your cancellation.

    • After the closing deadline, but prior to 7:00 a.m. on the Monday prior to the Play Day, email orcall the Pro Shop staff member who is assigned to the Association.

Pro Shop phone number is (760) 324-7336. Email is staff member’s first name, dot, last name @ invited clubs. com (i.e., autumn.thomas@invitedclubs.com).

    • Late cancellation: if a player cancels later than 7:00 a.m. on the Monday before a Play Day, she will not be eligible for prize money on the next Play Day she

registers to play.

    • Players that cancel after 7:00 a.m. on Play Days or fail to cancel and do not show up to play (“no-shows”) may be subject to additional disciplinary action.

 

  1. All members must check in for Play Day as specified in the Conditions of Competition. If there is a frost delay, the Association/Pro Shop will send an e-blast with check-in instructions. When you check in, review the alpha list and the hole-by-hole pairing sheets posted to determine on what hole you will start and provide that information to the person who is there to check you in. She will give you your score card or explain that someone in your group has already picked it up. The golf format instructions will have been emailed to you the day prior to play. A player not checking in prior to the shotgun as specified in the Conditions of Competition may play but will not be eligible for prize money. Scorecardsnot picked up prior to deadline (usually 45 minutes prior to schedule start time) will be available in the Pro Shop.

 

  1. Any player assessed a penalty due to Late Cancellation, No Show, or Late Check-in may appeal to thePlay Day Co-Chairs, who may, in their discretion, rescind the penalty.

 

  1. Unless the Pro Shop has approved an exception, only two (2) carts per foursome are allowed on the course on Play Days. Any group with more than two (2) carts is disqualified. Handicap riders mustride tandem unless there are three or fewer players in a grouping.

 

  1. Members must keep accurate scorecards as directed by the Play Day Chairs and as stated in the Conditions of Competition. If a member does not finish a hole, she must record the score she wouldhave most likely gotten on the hole and place and “X” in the box next to the score.

 

  1. Unless directed otherwise by the Play Day Co-Chairs, members in each group must maintain a “Master” scorecard with all players’ first and last names and hole by hole scores. Two players mustsign the master. These Master scorecards are essential in resolving scoring issues.

 

  1. Carry the Rules of Golf or a Quick Rules Guide with you. If a rules question arises during play,proceed as required by the Rules of Golf, then notify the Rules Chair after the round is completed but prior to signing scorecards. A signed scorecards is considered final. Contact the Association’s Pro Shop assigned staff person if you are unable to notify the Rules Chair.

 

  1. Immediately following play, players must ensure the scorecards are correct, then sign, date and attest them. Turn in the scorecards where designated. Players who do not submit their signed, dated and attested scorecards within five (5) hours after the shotgun start will be disqualified unless there is a rules question that has not been resolved within that timeframe.

 

  1. Do NOT post your own score. The Handicap Co-Chairs or Pro Shop will do that for you.

 

  1. The Play Day Co-Chairs will post Play Day winners on the website within three (3) days of play, barringany complications. The Pro Shop will credit the winners’ accounts within one week of play (some seasonal exceptions apply).

 

  1. If desired, sign up and submit your fee for birdies and chip-ins at sign-in before play starts. After play,indicate on the sign-up sheet on which hole(s) you had a chip-in or a birdie. The money will be available in the Pro Shop within one week of the Play Day.

 

 

Team Play:

 

  1. Members may play on MHWGA teams in the Fall and/or Spring leagues providing that the member meets all league requirements.

 

 

  1. Members who play in Fall leagues will be given alternate status on Spring teams (that is, priority for play on any given Spring league play date shall be given to Spring-only players first, with Fall league players filling any openings to ensure sufficient players for matches). Members that play in the Springleagues will be given alternate status on Fall teams in the same manner.

 

  1. If allowed by the Spring leagues, members may play on both Spring League teams (Spring Gross/Netleague and Spring Net league), with primary members having priority as listed in #2, above.

 

 

Guest Days:

 

  1. A guest can be any non-Association member, including Trophy members from other clubs, or a MHCC member who is not a member of the Association. An Association member may play as aguest ONLY if the player’s MHCC membership is confirmed to be for sale AND the player has moved out of the immediate area.

 

  1. Guests without a GHIN number must have a signed, verified handicap card from her home club before competing on the Guest Day. Any member or guest with a handicap index of more than 36 maycompete by playing to a 36 course handicap. If the member has a GHIN number, she is required to use that index even if she has a different handicap number from another state or country.

 

  1. A guest may be a professional golfer or not have a handicap, but in that case, the entire group is not eligible for prizes.

 

  1. Members must sign up for Guest Days no earlier or later than the dates specified on the Event Calendar, which may be accessed on the MHWGA website, or the Guest Day registration (by responding to Invitation to Play email sent to MHWGA members upon the opening of registration).

 

  1. The full Guest Day fee for the member and guest(s) must be submitted by the designated date, either by check (place in an envelope and drop off in the Women’s locker room in the box across from lockerroom attendant’s work area in the box labeled Membership and Guest Day fees) or on the website as permitted by the Association. Guest Day registration is not complete until payment has been verified by Treasurer.

 

  1. Members must check in on Guest Days no later than 30 minutes before the scheduled shotgun. If there is a frost delay, the Association will send out an e-blast email with instructions for check-in.

 

  1. Members and guests must post their own scores unless otherwise directed.

 

  1. For Guest Days, the usual rules of attire do not apply and members and guests are welcomed to wear appropriate costumes. Sexist, racist or otherwise inappropriate costumes will not be allowed.

 

 

Refunds

 

  1. The WGA will not issue refunds for guest days or event fees for luncheons unless the WGA is thecause of cancellation or changes. If a member registers for an event and is unable to play, the WGAwill refund the entire team’s payment if the member drops out prior to the closing date. After the closing date, no refunds will be issued (the member may find a replacement and seek recompense from that member).

 

Majors

 

  1. Major Tournaments include the Eclectic, the, Dinah Cup and the Club Championship. In all of the Majors, players will play to their index on the published date by the Tournament Committee.

 

  1. Eligibility: For the Eclectic and the Dinah Cup, all players must be members of the Association, anamateur, have a USGA index from MHCC, and play to a maximum of a 36-course handicap. For the Club Championship, a player need not be a member of the Association but must be a Golf Member of MHCC.

 

  1. Members must sign up for all majors by the date posted on the Association’s website.

 

  1. Members must follow all Conditions of Competition and keep accurate scorecards in the format required.

 

Summer Sweeps

 

  1. Players must register separately for Summer Sweeps. Prior to each week of play, players registered for for Summer Sweeps will receive an Invitation to Play from Summer Sweeps Chair/Co-Chair. Playersmay register as an individual, a twosome or a threesome, for any available time between 6:30 and 8:30 a.m. on a scheduled Sweeps day. Members may be paired with others if they sign up as an individual or a twosome.

 

  1. All cancellations prior to day of play must be made through the website or by contacting the Summer Sweeps chair or Pro Shop. Cancellations on day of play should be made by calling the Pro Shop and playing partners if known.

 

  1. Players must check in at the Pro Shop and pick up their scorecard at least 15 minutes prior to scheduled tee time.

 

  1. At the end of the round, players must return all scorecards to the Pro Shop no later than 45 minutes after round is finished, correctly completed with full name, signed and attested.

 

  1. Scores will be posted by the Pro Shop staff.

 

  1. The Summer Sweeps Chair will send an email out to those who participate when results are available for review on the MHWGA website. Winnings will be distributed to player credit books at the end of the season.

 

  1. Players may use separate carts unless this is disallowed by the MHCC.

 

 

Handicap:

 

  1. For all rounds or events not posted by MHWGA or other event organizers, members mustaccurately post all adjusted scores as required by the USGA Handicap System. Members can post on the GHIN app or at the GHIN website (https://ghin.com/login).

 

  1. Post all forms of play on the day a round was played, including stroke play, match play, and team competitions (including rounds when you picked up and use the “most likely score” guidelines), unless posting is being done by Pro Shop, an event organizer or Team Captain. Failure to post scores as required may result in a warning from the Handicap Co-Chairs. If repeated, the matter will be referred to the Handicap Committee.

 

  1. Do not post Association Major Tournament or Play Day scores as these will be posted for you.Additionally, do no post scores for competitions in which the number of clubs that can be used is limited, where an 18-hole course is less than 3,000 yards or where the majority of the holes aren’tplayed under the Rules of Golf, such as in a scramble or shamble.

 

  1. For Ringer Days, record holes as indicated on the instructions. Holes recorded must be putted out to be eligible for prizes awarded for that day’s game. Write an X-out to indicate if you pick up and enter the score you would have made using the USGA’s “most likely score” guidelines or your maximum score for a hole (net double bogey). Example: if your maximum score on a Par 4 hole is 7 and you picked up or exceed 7 strokes, write “7X” as the score for that hole. See the USGA’s scoring guidelines at https://www.usga.org/content/usga/home-page/handicapping/world-handicap-system/ world-handicap-system-usga-golf-faqs/faqs---what-score-to-do-i-post-when-holed-is- not-played-.html.

 

  1. Post in compliance with Equitable Stroke Adjustment guidelines. If you have any questions or are unsure of what to post, contact the Handicap Co-Chairs for an explanation or review postingguidelines on the USGA website (https://www.usga.org/

 

content/usga/home-page/handicapping/world-handicap-system/world-handicap-system- usga-golf-faqs/faqs---what-is-the-maximum-hole-score-.html).

 

  1. Post your score when you play at least 14 out of 18 holes or at least 7 out of 9 holes. On the holes you did not play, record a par plus any handicap strokes you would have received. If you play 10, 11, 12 or13 holes, post a 9-hole score, disregarding all scores beyond the 9th hole.

 

  1. If you pick up or are conceded a stroke, record the score you most likely would have made, usingthe USGA’s “most likely score” guidelines or your maximum score for a hole (net double bogey). Place an X in the box next to the score to indicate that you picked up on a hole.

 

  1. The Handicap Co-Chairs will ensure that new members have a GHIN index number. If a new member does not have a GHIN and index and they want to compete in MHWGA competitive events prior to posting scores for 54 holes with the new GHIN, the new member may provide the Handicap Co-Chairs with scorecards equivalent to 18-hole rounds and any tournament scores from the last 12 months for the purpose of establishing an index. The score cards must have the Course Rating, Slope, course name and the dates played.

 

  1. Members may be requested to turn scorecards to the Handicap Co-Chairs for purposes of performing/supporting random audits and/or peer reviews. In these circumstances, the Handicap Co-Chairs will communicate to the membership or members as to what will be required.

 

  1. All members should be familiar with the USGA’s “10 Things for Golfers to Know about Handicap Index” on the USGA website (https://www.usga.org/content/dam/usga/pdf/Handicap/10_Things_to_Know_Handicap_Index.pdf).

 

 

Rules & Grievances

 

  1. Members may submit general rules questions to the Rules Chair by email. The Rules Chair will research the issue and respond in writing, citing the Rule and/or Decision supporting her finding.

 

  1. If a rules question arises during a Play Day, Guest Day or Major, the member must follow the Rules of Golf in submitting a claim, and have the issue resolved before signing her scorecard.

 

  1. The Rules & Grievance Chair will form a 3-person committee at the beginning of the season to rule on any questions regarding the Rules of Golf.

 

  1. If members are alleged to be in violation of the Associations Policies & Procedures (see the Membership section page 1 #1. a-h), the Rules Chair will convene the Grievance

 

Committee [President, Vice President, Handicap Chair and Co-Chair, and Rules Chair] to hear the grievance and investigate the matter. This investigation may take the form of interviews with peopleinvolved in the alleged infraction, review of the USGA Rules of Golf, Handicap System and Rules ofAmateur Status, and such other actions as deemed appropriate to have a full understanding of all circumstances.

 

  1. The Grievance Committee will complete a written report on the alleged violation, regardless of whether a violation is found. A majority of the Grievance Committee shall make the determination. Members ofthe Grievance Committee may complete a written dissent from the determination if they choose.

 

  1. Upon determining that a violation of the Association Policies & Procedures did occur, the GrievanceCommittee will then determine an appropriate penalty for such violation. The penalty must be commensurate with the violation.

 

  1. The Rules Chair shall maintain a file of all written reports (and dissents) and penalties assessed and will provide that information to succeeding Rules Chairs.

 

  1. The written report (and dissents) shall be available to members through a request to the Rules Chair, but names will be redacted.

 

 

Nomination Committee Procedure

 

The Nomination Committee Chair is responsible for ensuring the following process is adhered to:

 

  1. Confirm the willingness of each Board of Directors member, who has served her one year in her elected position to continue for another year.  Also determine that those who have served as Co-Chair are willing to move to the Chair position.

 

  1. Co-Chairs who confirm their interest in serving in the Chair position should be asked to recommend candidate(s) for their former Co-Chair position. 

 

  1. Each retiring Board of Directors officer shall be contacted to inquire if they are interested in running for another Board position or serving as a Standing Committee Member.  If so, they shall be advised that their interest will be considered. 

 

  1. The Committee shall review the responsibilities of the position being offered to each candidate.  This review should include the detailed procedures for the position from the ByLaws and Officer's Duties posted on the Associations website.  The Committee shall confirm each candidate's willingness to serve.  

 

  1. Before the Nominating Committee finalizes its selections, the candidate's qualifications to perform the responsibilities of the position must be confirmed.  

 

Slow Play

 

  1. Rounds on all courses are to be completed in no more than 4 hours. Members must keep their group moving by:

 

    1. Play READY golf
    2. Know and be prepared to play when it is your turn
    3. While others are playing, figure out what your plan is
    4. Look for lost balls for the maximum of 3 minutes
    5. Don’t distract others by talking, moving carts, rattling clubs, etc.
    6. Do not give lessons to others during a round
    7. Take extra clubs with you when you leave the area of your golf cart to play a shot
    8. Develop a less time-consuming routine, if necessary
    9. Put away your clubs & keep score on the next tee box
    10. Help other players find balls, get distance with a range finder, etc.

 

Cell Phones

 

  1. The use of electronic devices during all MHWGA events is strongly discouraged. Please make sure that your device is OFF or SILENT at all times. These devices include, but are not limited to,the following items: cell phones, Apple watches and “talking” distance finders.

 

  1. Improper use of these devices is prohibited and may result in a one stroke penalty for the first offense and disqualification for any additional offense. (Rule 1.2a) The only exceptions are for amedical emergency, a cart breakdown or if the other players in the group grant permission to make or take a call.

 

  1. Players may check messages or texts as long as their phones remain silent and they do not delay play. Electronic devices may be used as a distance-measuring devices as long as the they remain silent.

 

  1. Report violations to the Play Day Chair/Co-Chair immediately following play.

 

Hole-in-One

 

At any WGA sponsored event between November and May, for a member making a hole- in-one, the Association will treat any member attending the next membership luncheon to a glass of wine or champagne, depending on the state of the Association’s budget. The member making the hole-in-one and a second member must attest the scorecard.

 

 

Updated 10/14/24