Meeting:            Board of Directors / Committee Chairs

Date/Time:            August 8, 2006 at 3:30 p.m.

Place:              Ralph Myers Golf Course  

Attended by:            Elizabeth Walker,  Pat Job, Mary Corey, Suzanne Neville, Tracy Sloan, Cheryl Hoar, Kathy Allbright, Roberta Lynch, Carolyn Barbieri 

Recorded by:            Mary Corey 

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

President’s Report: Elizabeth Walker followed the agenda which was prepared by Suzanne Neville. 

1.  State Day Points: The current system of paying all ties for 1st, 2^nd and 3^rd has become a major problem.  There have been so many ties this year that several state days cost the VSWGA more point money than we took in.  Two recommendations were made: 

1.  The most popular was, if  three people tied for first place all three would acquire first place points but there would be no points paid to second or third place in that division.   The goal would be for a maximum of three gross position & three net positions to be paid points.  It could possibly be more if only one person won first place and three people tied for second.  

2. The less popular solution was to cut back on point money, instead of paying $3. per point, pay less. 

In future years the point money will be paid based on the number of winners instead of having a set predetermined amount. 

2. State Day Book: The State Day book will remain the same size and continue being sent during the month of March.  Each participant will receive only ONE book which will be sent to the address on the participation fee application.  If a second book is requested there will be a nominal fee of $4.00 charged.   

To keep the State Day Book errors to a minimal, there will be a State Day Book editing committee: Suzanne Neville will meet with Cindy Paquet, Carolyn Barbieri and Cheryl Hoar to perform a page by page edit.  Upon completion, the revised copy will be sent to the board members for a final review.  This process should occur timely enough for all corrections to be made prior to being sent to the printers.

3.Chelsea Update System: The current Chelsea Support Contract ends with the 2006 season.  This system has become obsolete and does not function without support.  The Updated System will cost approximately. $12,000.  

$6,740. = Chelsea Update
$5,260. = New equipment (estimated amount).   

 The Chelsea Information System had an Online Test System with Functions and Features, Sample Screens and FAQ Sample Reports which was made available to the VSWGA board members and committee chairs.  Listed below are the requested changes and additions. 

a.  Add the capability of having four or five courses available on the same day. 

b.  Add the option of entering different tee times for different courses. Example: 1^st selection, Star Course 8:00 a.m., 2^nd selection, Sun Course 10:00 a.m., 3^rd selection, Moon Course 11:00 a.m. 

c.  Restrict the players too only moving tee times with their GHIN # with set times. 

d.  Add  the capability of Emailing  only one person at a time instead of everyone. 

e.  Store State day starters list for an additional period of time, which will allow the Administrator to add walk ons and no show’s at any time after the tournament (so they get into the proper rotation). 

f.  List number of carts available per club, for each cart request the system will deduct one cart from the cart’s available list, when there are no more carts available, a notice will pop up to call the pro shop for a cart. 

Cheryl Hoar made a motion to drop the Chelsea System toll-free number for 2007, contingent on having online access.  Motion carried.  The toll-free number is expensive (about $800. annually) and participants who do not have computers normally have at least one in their group with online access.   

4.  Junior Participation Fees: No participation fee will be charged to juniors for playing in any of the major VSWGA Tournaments.  They are now required to pay an entry fee.  The only requirement is, they must carry a current GHIN card.  Junior golfers holding current GHIN cards will be considered active members of the VSWGA.  They do not have to be members of a  real-estate club. This is an exception made just for juniors.  The VSWGA wants to support the program.  Juniors who chose to play in State Days are required to pay the same participation fee as everyone else. 

5.  Club Rep’s Information Package:  The Club Rep’s information packages have been sent early to allow plenty of time for review.  This resulted in several packages being misplaced and needing to be resent.  In the future, the Club Rep’s information package will be sent two weeks prior to the event.

6.  Storms at VSWGA Tournaments: Any tournament participant who feels threatened from an approaching storm (thunder & lightening) may leave the course at any time, and resume play when the storm has passed.  All participants must discontinue play when the siren or horn is blown.

            Discontinue Play Immediately: One prolonged note of Siren. 

Discontinue Play: Three consecutive notes of the siren, repeated. (Participants may complete the hole being played prior to leaving the course). 

            Resume Play: Two short notes of the siren. Repeated.

This should be added to the state day book.

The above noted siren blast patterns are standard but may not necessarily be used as such at each course. 

7.  Contracts for Major Tournaments: Elizabeth Walker is currently discussing possible rotations with a few courses.  She hopes to get a few three year rotations under contract before the end of this golf season.  If anyone has a course, which they feel would be good in our rotation schedule please contact Elizabeth Walker.  

Other Business:   

2007 State Day Schedule: Suzanne presented the proposed 2007 state day schedule which had several events scheduled with four 18 hole courses competing on the same day.   This presents a problem.  There are not enough active participants to fill four 18 hole courses scheduled on the same day. Several courses requested a May date,  to accommodate their wishes the board decided to start the season on May 8, 2007.  Some unwritten rules are four courses should only be scheduled for 9 hole courses and 9 hole courses should never compete with 18 hole courses.

Cheryl Hoar and Kathy Allbright will work with Suzanne to reschedule courses and resolve some of these issues. 

To have a valid State Day or Tournament it was determined that two thirds of the field or 66 players must have completed the round. (This should be changed in the State Day Book). 

Course Ratings:  Stamford Valley and Jay Peak must be rated this season. Carolyn Barbieri reported she is going to have a difficult time completing the scheduled ratings because most courses do not want to be rated during the height of the season. This combined with having only two head rating officials (Marilyn Patton and Margaret Dick) makes the process difficult.  One head official must be present for each rating.  Anyone interested in working on the rating team should contact Carolyn Barbieri. 

VGA Scholarship Scramble: The VSWGA will sponsor a team for the VGA Scholarship Scramble, but currently we have not received any applicants. 

New Business: