MISSION HILLS WOMEN’S GOLF ASSOCIATION OFFICER RESPONSIBILITIES AND DUTIES
- President
Job Responsibilities:
Presides at all meetings of the Mission Hills Women’s Golf Association (“Association”) and is an ex-officio member of all committees except the Nominating Committee. She performs other duties that pertain to her office and appoints all designated Standing Committee Chairs and any others deemed necessary, with the exception of the Team Captains, who are elected by their respective teams.
Job Duties:
The following is a guideline of major duties that must be attended to by the President.
A. Appoint Standing Committee Chairs for the upcoming season.
B. Create the Calendar for the upcoming year.
C. Ensure that the Association acts in accordance with the Bylaws.
D. Structure a budget with the incoming Treasurer for the coming season based on the number of members in September. With the Treasurer’s input, update the budget each month, assuring that all segments of the Association are within their given budgets.
E. Attend all Grievance Committee Meetings.
F. Prepare articles for the Forecaster and assure that all Officers and Standing Committee Chairs do the same. With the Forecaster Chair,
sets a schedule of editions for the season to coincide with the monthly luncheons.
G. Designate committees for Nominations, Distinguished Service Award selection and any other committees deemed necessary.
H. Make sure donations, nominations, etc. are voted on and executed according to the calendar.
I. Periodically conduct member surveys for feedback on improving the Association experience as a whole.
J. Assure there are current job descriptions and supporting materials readily available for each of the Officers and Standing Committee Chair positions.
K. Work closely with the club pro, and Mission Hills Country Club (“MHCC”) management staff and Golf Professional to promote good working relations.
L. Attend all board meetings.
2. Vice President and Co-Chair
Job Responsibilities
Assist the President in all her duties and in her absence, perform all duties of the President as assigned. Make arrangements for the Eclectic, Revolta, Club Championship and celebration following. Represents the Association on the Golf Committee of MHCC. Chairs the Handicap Review Committee. The President may assign additional duties.
Job Duties:
A. Responsible for all Association’s Major Tournaments including the Revolta, the Club Championship, and the Eclectic and chairs a committee for each of them.
B. Attend all Grievance Committee Meetings.
C. Serve as the liaison between the Association’s board and the MHCC Golf Committee.
D. Work closely with the President and MHCC.
E. Perform additional duties at request of President.
F. Attend all board meetings.
3. Play Day Administration Chair & Co-Chair
Job Responsibilities
The Play DayAdministration Chair and Co-Chair are responsible for producing weekly Play Day scorecards and reports for the Tournament Chairs. Once completed, they should provide a copy of play day pairings to the membership chair, the pro-shop, the bag room and the valet. She maintains the Association procedure documentation. In addition, the Play Day Administration Chair is responsible for the safety and operation of all Association-owned computer equipment, the golf management software, and printer in the women’s locker room.
Job Duties:
A. For every Play Day, the Play DayTournament Chairs prepare documents that describe the Play Day format and list the members who have signed up for the Play Day. The Play Day Administration Chair takes this information, updates the players list with any deletions or additions from the Association Voice Mail, and works with the current software system to prepare the scorecards for playdays. It is recommended this duty should be completed on the Monday before the Play Day so as to minimize the number of changes the Tournament Chairs must make on Tuesday morning.
B. Maintains the Association’s software procedures in electronic format and place a copy in their locker. The software procedures contain step-by-step instructions for producing reports and scorecards for Play Days and for each of the majors.
C. Occasionally, attends officer-training workshops.
D. Work closely with the Association Play DayTournament Chairs and MHCC Pro Shop.
E. Attend all board meetings.
4. Handicap Chair & Co-Chair
Job Responsibilities
The Handicap Chair assures an accurate record of all scores for handicaps and posts Handicap Revision sheets in the women’s locker room. She abides by the recommendations of the SCGA for the uniformity of handicaps.
Job Duties:
A. Enter all applications for membership for handicap, whether they are reinstates, multi-member, new with a GHIN number, new without a GHIN number, or handicap only. This is done weekly if there is a need. The applications will be delivered to the Handicap Locker after being approved by the Treasurer and Membership chairs.
B. Post the current handicap indexes after each revision (the first and the fifteenth of each month) on the appropriate bulletin board. Post the most improved golfer for the last two revisions: the current revision and the prior revision.
C. Provide the Tournament Chair and Team Captains in current team play with the handicap list.
D. Post all acceptable scores from Play Days using the current golf management program for Play Days.
E. Work together with the Vice-President and MHCC Pro Shop on the major tournaments.
F. Chair the Handicap Committee that is made up of the President, the Vice President, the Rules & Grievance Chair, the Handicap Chair and Co-Chair.
G. Sit on the Grievance Committee.
H. Ensure that all member scores are being posted timely and correctly and post scores for members who fail to post. This can be a punitive measure for not posting scores.
I. The Handicap Committee has the right to change a member’s handicap index based on medical or other issues.
J. Inactivate any member who is not current with her Association dues by June 1.
K. Occasionally, attends officer-training workshops.
L. Works closely with the Vice-President and Tournament Chair and Co-Chair.
M. Attend Monthly MHCC Handicap Committee meetings.
N. Attend all board meetings.
5. Membership Chair and Co-Chair
Job Responsibilities
The Membership Chair is responsible for reviewing all new member applications. She introduces the new members to the membership and instructs them as to Association rules and procedures.
Job Duties:
A. Receive new member applications and distribute copies of the applications and checks to the Treasurer, Handicap Chairs, the Webmaster Chairs and the Yearbook Chairs.
B. Contact all new members to arrange for an orientation.
C. Produce a monthly article for the Forecaster newsletter.
D. Facilitate the integration of new members into the Association. Example: on play days, inform new members and their current member playing partners of their match up in advance and be present on play days to make introductions when possible.
E. Work closely with Treasurer, in maintaining the Association’s membership roster.
F. Coordinate with the Handicap Chairs to add new members to our roster and facilitate the issuance of a GHIN number if necessary.
G. Keep all current application forms in stock and posted in the women’s locker room.
H. Attends all board meetings.
6. Secretary
Job Responsibilities
The Secretary keeps full and complete minutes of all meetings of the Association. She attends to all necessary correspondence and issues notices as designated by the Executive Committee.
Job Duties:
A. Attend and keep minutes at all Board Meetings.
B. Send out Minutes to the Board for corrections prior to posting.
C. Keep minutes at all General Luncheons.
D. Post all minutes in the women’s locker room.
E. Keep a master flash drive and hard copy containing rolling 6-years of all minutes, Treasurer’s Reports and Monthly Forecaster.
F. Send a copy of minutes each month to the Webmaster for posting on the Association’s website.
G. Download all correspondence produced in her term onto a Flash Drive or CD for retention and deliver to the incoming Secretary.
H. Work closely with the President.
I. Attend all board meetings.
7. Rules & Grievances Chair
Job Responsibilities
The Rules and Grievances Chair must be familiar with and enforce the Rules of Golf, Handicap System, and Amateur Status Rules adopted by the USGA. She collaborates with the Tournament Chairs in setting up rules for tournaments and special events. She works with the professional staff of MHCC in setting up rules as required. She conducts or arranges for educational classes for members on the rules and etiquette of golf.
Job Duties:
A. Form a Rules Committee at the beginning of her term.
B. Researches and responds to members’ rules questions, by calling on other Rules Committee personnel, MHCC pro shop, or the USGA Rules Advisor if necessary. The Rules Chair will send a written response to the person posing the questions, with appropriate citations to the Rules of Golf and the Decisions of Golf included.
C. If questions arise during a tournament, the Rules Chair should review the Rules of Golf and the Decisions of Golf, confer with other committee members, and/or contact the MHCC pro shop and/or USGA Rules Advisor as necessary.
D. Works closely with the Tournament Chair and the designated Rules Committee for each particular event.
E. Distribute and post procedures for receiving and resolving grievances and chair the Grievance Committee.
F. Sit on the Handicap Committee.
G. Attend all board meetings.
8. Special Events Chair and Co-Chair
Job Responsibilities
The Special Events Chair is responsible for the planning and execution of the Member/Guest Days as designated by the Executive Committee. She may appoint one or more persons to assist her for each event. Makes arrangements for monthly luncheons.
Job Duties:
A. Solicit and assign members to chair Guest Days, Classic and the charitable event committees for the upcoming season.
B. Acts as an advisor to each Guest Day chair.
C. Works very closely with the Classic committee.
D. Meets with MHCC management to determine the price and menu of next season’s luncheons.
E. Works closely with the President, Guest Day Computer Chairs, MHCC management staff (Pro Shop, Member Services Director, Chef).
F. Attends all board meetings.
9. Play Day Tournament Chair & Co-Chair
Job Responsibilities
The Tournament Chair conducts weekly tournaments and is responsible for a calendar of events.
Job Duties:
A. Prepare the schedule of games for the season’s Play Days and update the Association’s website with this information.
B. Manage the Ringer Tournament on the course that is decided by the President, Vice President and the MHCC Golf Committee.
C. Prepare monthly Forecaster article during the season.
D. Work closely with Computer Chair.
E. Attend all board meetings.
10. Treasurer and Co-Chair
Job Responsibilities
The Treasurer keeps full and accurate accounts of the receipts and disbursements in books designated for that purpose. She performs all duties incidental to the office.
Job Duties:
A. Maintain a journal of checks written from and deposits made to the Association’s checking account.
B. Prepare year-end report of the Association’s Budget and Guest Day accounting.
C. Balance the journal to the bank statement monthly.
D. Request that a Reimbursement Form be completed for all reimbursements with receipts.
E. Maintains the master membership rosters for Regular and Handicap-only membership of the Association.
F. Works closely with President, Membership Chair, Handicap Chairs, Yearbook Chair, Webmaster, Special Events Chair to develop the Associations Budget.
G. Prepare monthly Treasurer’s report and email to board members prior to the monthly board meetings.
H. Prepare Guest Day Treasurer’s report for all guest days and email to board members.
I. Notify Yearbook Chair of any changes to be made to the membership roster before the new yearbooks are printed.
J. Submit all necessary information to the accountant for tax preparation.
K. Invoice for Statement of Information (every other year)
L. Collect dues for the following year.
M. Reconcile dues paid to the Association with all SCGA invoices.
N. Reconcile and pay the Association’s club bill from the MHCC Accounting department.
O. Create a flash drive and a hard copy containing a rolling 6-year copy of all Treasurer’s Reports and tax information and deliver to the incoming Treasurer.
P. Works closely with the President and Special Events Chair.
Q. Attend all board meetings.
11. Webmaster & Co-Chair
Job Responsibilities
The Webmaster for the Association is responsible for all activities relating to registering the Association domain name and maintaining the website ensuring the content is true and accurate. Information for the website is provided by each responsible team captain, chairperson and committee chair. In addition, it is the responsibility of the Webmaster to provide training for members who are new, having difficulty with using the site, or have been given administrative access.
Job Duties:
A. Acquire and learn the content features of the Association’s golf management system.
B. Designate, manage, train and control auxiliary administrators.
C. Manage the Association’s, electronic correspondence, send emails to members per request of officers, volunteers and members pertaining to events, activities and news and keep email list current.
D. Manage Information for Tournaments and Events and provide support to the Tournament Chairs as needed.
E. Post information to the site Bulletin Board per member requests.
F. Assist Club Treasurer with the payment program to interface with the website.
G. Work directly with Club Representative and the MHCC Pro Shop to resolve any website use issues.
H. Serve as resource to Association members as to access and use of the website.
I. Provide website-use training to new members and returning members as needed.
J. Welcome new members to the club and orient them to the website.
K. Manage the missionhillswga@gmail.com email account.
L. Manage the Box.com account and its contents.
M. Post Forecaster and Board Meeting Minutes to the website
N. Post Birdies and Chip-In’s to the website as they are provided.
O. Assist the yearbook chair in uploading and editing the Yearbook each fall and help them, if necessary, to keep it current during the season.
P. Manage the interfaces with the current golf management program.
Q. Attends all board meetings.
12. Past President (Advisor)
Job Responsibilities
The Past President attends all Board Meetings and offers advice and counsel as needed. Serves as the Parliamentarian.
Job Duties:
A. Chair the Bylaws and Policies & Procedures Committee.
B. Review the Bylaws and Policy & Procedures yearly or as needed and makes recommendations as stated in Article XI of the Association’s Bylaws.