VSWGA News

VSWGA Board Meeting Minutes - 5/3/05

VERMONT STATE WOMEN’S GOLF ASSOCIATION

Meeting: Board of Directors / Committee Chairs

Date/Time: May 3, 2005 at 9:00 a.m.

Place: Okemo Valley Golf Course

Attended by: Elizabeth Walker, Sue Ginnett, Linda Duncan, Sue Ming, Marie Tucker, Pat Job, Harriet Parot, Mary Corey, Cathy Williams, Kathy Domenicucci, Cindy Paquet

Recorded by: Mary Corey

The meeting was called to order by the President, Elizabeth Walker.

Minutes of the November 9, 2004 meeting were approved as written.

Treasurer’s Report distributed by Linda Duncan was approved. The Tax return is due by May 15, 2005.

President’s Report: Elizabeth Walker presented copies of her agenda to the board members for the May 3, 2005 meeting.

Handicap: Harriet Parot reported 3,714 members for the 2005 season. The GHIN membership fee is $13. for adults and $8. for juniors. To save money, Club Reps should be reminded to deactivate all inactive GHIN members, including active members, who have not posted scores within the last year.

Harriet has created a Club Representative Responsibilities handbood which can be found at www.vswga.org.

Juniors: Kathy Domenicucci closed out the last Grant segment of funding for the girl’s junior golf program returning all unused money.

Kathy reported that Mary Anne Levins has successfully solicited LPGA/USGA funds through friend Judy Bell for the Green Mountain Junior Girls Golf Association. This will be a fund matching program. The GMJGGA will sponsor raffles and tournaments as fund raisers to generate their share.

Regional Association Committee (RAC): It is important for a VSWGA representative to attend the USGA national meeting. Vermont must keep informed when the availability of new systems and programs arise while Kathy Domenicucci and Stella Sargent network with USGA national members on Vermont’s behalf. To defray expenses Kathy and Stella will alternate attending the annual USGA national meeting. Stella attended in Virginia this past winter and will give the board an update sometime in the future. Kathy will prepare her estimated cost report for the 2006 budget.

State Day/Points: Sue Ming reported as of May 3, 2005 we have 462 members for the 2005 season of which 423 were renewals. From this total 366 met the fall deadline and 88 members from the 2004 season have not renewed.

A motion passed during the 2004 season adding a nonparticipation fee of $25. to all state tournaments for the 2005 season. This change was overlooked when editing the State Day book, all forms have been printed with entry fees’ only, the nonparticipation fee was not added. A motion was made, seeing nonparticipants do not receive state day books, we should post a notice on the VSWGA web site and change the web site forms. Motion passed.

Club Representatives will be mailed a complete information packet on hosting their 2005 state day. The packet is complete with appropriate phone numbers and sample forms.

Honorary Membership - State Day members who have been in good standing and active members for more than five years with handicaps that have risen above 36.0 and would like to be an honorary member, must contact their Club Representative requesting a letter to be written on her behalf. The letter must be presented to the board prior to the fall meeting.

The Seniors’ application form will be changed, when requesting age groups, instead of "Please check one": it will be changed to "(Optional) Please check one." If nothing is checked, the applicant will compete in the Senior (55-64) age group only. Participants must be aware, if Super Senior or Legend age groups are not checked they will not be eligible for those prizes.

Course Rating: Marie Tucker, Margaret Dick, Ethelyn Bartlett, and Marilyn Patten attended the course rating training held in Florida this past winter. Upon completion of the seminar, Vermont scored higher on their final quiz than anytime in the past seasons.

There are 12 VSWGA members interested in rating courses this season. New members must be accompanied by experienced raters’ for the first two or three years and assist rating courses in their area.

Web Site: Cindy Paquet reported the 2005 season is ready but she needs a laptop for entering state tournament scores and preparing next day parings. Marie Tucker offered the use of her laptop. This will work well, one computer will preform all functions and it eliminates the need of transmitting the data. Cindy will load her program onto Marie’s computer prior to the first state tournament.

Cathy Williams made a motion, to defray web site cost, we should accept money for posting Ads on the VSWGA Web Site. This potentially has the Site paying for itself. The motion passed. Kathy Domenicucci was our first customer. She was interested in posting an ad for her business during the month of June.

Tournaments:

State Match Play Tournament - hosted by Crown Point in Springfield has not had many applications yet but a large field is expected due to Crown Point hosting the Amateur.

Tri-State: Elizabeth Walker is having a cookout. Sue Ginnett and Roberta Lynch are Chairing.

NEWGA - There will not be a practice round on the private course and the banquet will be held Tuesday evening.

The Seniors, Amateur, and Mid-Amateur tournaments have not reported any problem.

Old Business:

Steps for voting on a Director for 2006 - Sue Ming, Linda Duncan and Marie Tucker will prepare a presentation report for the October meeting. Incorporating the Director’s job description with an explanation of how that position will benefit the organization, what would happen if it were not approved including the way in which this position can be funded.

Insurance - Marie Tucker has received two estimates for Liability Insurance, Maine Mutual gave her a quote of $463. and Poulis quoted $500. Marie has approval from the board to go forward requesting new quotes from both companies for Liability Insurance to include Trophy Insurance. When new quotes are received, this information will be sent to all board members by e-mail for a vote prior to purchasing.

The Directors Insurance Policy quotes were very high. - To reduce this expense, all board members should contact their insurance companies regarding an umbrella policy which covers serving on volunteer boards. If the board member’s insurance policy does not have this in place, they should request a quote.

The Financial Committee will be formed with Linda Duncan as Chair assisted by Sue Ming. The committee will be made up of volunteers from the VSWGA membership, if interested please apply. Currently no volunteers have stepped forward, several names were suggested and they will be contacted.

Annual Meeting Committee: Sue Ming, Roberta Lynch, Cathy Williams and Sue Ginnett will head a committee to formalize all reports prior to the fall meeting. These reports will be distributed to Club Representatives prior to the meeting.

New Business:.

Chelsea System is getting old and within a few years will need updating. It was recommended that we encourage the company to integrate with our GHIN System for future upgrades.

The VSWGA principle street address must be changed from Pat Hunt in Orleans, Vermont to Sue Ming, c/o St Johnsbury C.C., P.O. Box 116, St Johnsbury, VT 05819.

Next Meetings: Wednesday, 07/27/05, Ralph Myhre Club at 4:00 p.m.

Tuesday, 09/27/05, Lake Morey Inn at 9:00 a.m.

Tuesday, 10/04/05, Quechee Club, 9:30 a.m.

Meeting adjourned at approximately 12:00 p.m.