VERMONT STATE WOMEN’S GOLF ASSOCIATION 

 

                        Meeting:         Board of Directors / Committee Chairs
Date/Time:     May 2, 2007 at 10:00 a.m.  
Place:              Lake Morey Inn

Attended by:            Sue Ginnett, Phyllis Simon, Pat Job, Mary Corey, Cindy Paquet, Harriet Parot, Kathy Allbright, Suzanne Neville, Kathy Kahn 

Recorded by:            Mary Corey 

The meeting was called to order by the President, Sue Ginnett. 

President’s Report: Sue Ginnett welcomed the Board and Committee Chairs back for the 2007 season.  She distributed the Agenda with the Financial Statements and asked that we start with the Secretary’s Report.  

Secretary’s Report: Mary Corey reported there were three Mini Meeting Minutes for the months of October, November and January plus the October 10, 2006 Closing Minutes which had previously been edited and approved by the board.  The new 2006 procedure of printing all VSWGA emails for references produced three large folders, labeled by category and filed consecutively by dates.  Mary stated she planned  to submit an invoice to the VSWGA Bookkeeper for reimbursement of two black ink cartridges and one color.  This would be compensation for five binders of printing over the last three years.  Sue made a recommendation that Mary is reimbursed for the ink cartridges and printing paper.  The board agreed. (Vote via email)  

Review Financial Statements: The Financial Statements were distributed and reviewed. The Junior Program was the main focal point due to a request from Kimberly Wong, a junior golfer who needs financial assistance. (See other Business for more information). 

Reaction to Mini Meetings: Kathy Allbright said she was impressed with the entire Mini Meeting concept and how much had been accomplished through this process.  The board members and committee chairs agreed.  They liked Sue’s email format and would like it to continue. 

Committee Chairs - Report / Concerns:  

Web Site Administrator: Cindy Paquet reported that she had not purchased her new laptop computer.  Cindy was narrowing her search and though it would be best to have Windows XP over the new Windows VISTA software.

                                                                                                

Handicap Chair:  Harriet Parot announced that she had a list of five clubs with outstanding balances for their 2006 GHIN Fees.  Invoices have been mailed repeatedly with no response.  Harriet plans to personally contact the Club Pros or Financial Officers and the Club Reps, giving a deadline payments date of May 11, 2007.  If the GHIN Fees have not been received by the due date, Harriet will pull the plug on the Ladies GHIN System and Cindy will post the delinquent Clubs names on the web site.  Their GHIN Systems will shut down on May 25, 2007.   The ladies from those clubs will no longer have valid GHIN cards.  

Pat Job said she found the best process was to shut off delinquent clubs at year end for non payment.  When the men’s handicaps come up in the spring and the women’s do not, the women’s complaints pressure the clubs into an immediate response.  

State Day Chair: Suzanne Neville reported, as of April 25, 2007, we have 427 paid members, of which 402 are renewals and 25 are new members.  Forty- Seven late fees were collected at $35. each. 

In March, the Chelsea System installed a major new feature which makes State Day Tee Time Reservations available through the internet. 

New upgrades for the USGA / TPP programs. 

Intern Kathy Kahn was hired and started April 26, 2007 

State Day Books: The books were mailed March 15, 2007, first to Board Members / Committee Chairs and then to the paid members. 

                                    Books were mailed to the Host Clubs with a letter on April 15, 2007. 

Items Discussed: 

1.  The 2007 Fall Annual Meeting / Scramble will be at Lake Morey.           

2. Recommendations to make changes or remove items from the State Day Book:           

                                                a. The USGA Tournament Application will be removed from the book.  Suzanne will be responsible for sending applications to the qualifying low-handicap members. 

                                                b. The “Posting Your Scores” section will be condensed.  Harriet Parot will do the editing.  

c. The Major Tournaments’ Eligibility statement will be removed from the tournament form and placed on a separate page.  

3. Talk to Burlington CC / Host Seniors - 2008 and State Amateur 2009.

 

4. USGA new rule books will be out in 2008, how many should be purchased for 2007?   

It was decided because rule books would be distributed by request only, 50 would be adequate. 

5. Basin Harbor, Stowe CC and CC of Vermont need help for their State Days.  

                                                Kathy Allbright volunteered to run Stowe CC and CC of Vermont. 

We still need a volunteer for May 15, 2007 to run the Basin Harbor State Day. 

6. VSWGA Office Space: Suzanne Neville has had the VSWGA Office in her home for the past year with no compensation for expenses. She presented an expense analysis sheet to the board for review. 

                                                The Board agreed to give Suzanne Neville $50. per month to cover expenses for using her home for the VSWGA Office. To become effective May 1, 2007.  (Vote via email)  

7.  Suzanne is conducting a workshop at Killington on May 17, 2007 for Club Reps.  The workshop will cover their “job responsibilities” associated with running State Day’s.  There is a $25.00 charge per person, $15.00 for lunch and $10.00 for nine holes of golf with carts. Suzanne would like the VSWGA to pay for the Reps $15.00 per person lunch as a gesture of thanks for their time and effort on our behalf reducing their cost to $10.00 each.   Presently six Club Reps have signed up, she hopes for more but expects only 10 to 12.  

The Board voted yes to approve paying for Club Reps luncheon cost as a gesture of thanks. (Vote via email)  

8. See Agenda discussion listed as Eligibility on page 5 for corrections to be made on pages 40 and 41 of the State day Book.           

Tournament Chair: Kathy Allbright reported the Championship Tournaments were pretty well set.  Tee times are projected to be Front and Back from 8:00 a.m. - 10:00 a.m. Due to the lack of lodging accommodations for the State Amateur at Enosburg Falls, the banquet will be converted to a grilled steak luncheon from 1:00 - 3:00 p.m. followed by the traditional meeting. 

Kathy had a busy winter and was unable to attend the Golf Rules Seminar or the USGA Regional Affairs meeting but would like to extend the privilege to 2008.

Traditionally the VSWGA President was responsible for finding locations willing to host our Major Tournament.  She prepared contracts between the VSWGA and the host Golf Courses for the assigned tournaments, dates and expenses.  Those duties have been transferred to the VSWGA Director of Administration, Suzanne Neville.  All proposals must be brought before the board for approval prior to any commitments being made.   

Rules and Training:  

May 11, 2007 - Jim Farrell will be hosting a Rule Workshop at the Rutland Country Club.  

May 18, 2007 - Ross Palarneault (sp?) will offer a training session for Club Reps on the GHIN System and the TPP Program.  The Tournament Chairs (Eva Mastalos, Pauline Gadbois, Eileen Ranslow and Judy Manley) will be invited to attend. 

Shari Pfannenstein will be offering a Rules workshop, place and time to be determined. 

Memorial Contribution Concerns: Jeanne DiBattisto expressed concerns that the VSWGA has no guidelines in place regarding Memorial Contributions.  The board members agreed (via email) with Shari Pfannenstein’s suggestions on February 8, 2007 as stated below: 

The VSWGA would consider Memorial Contributions on a *case-by-case* bases with Guidelines*! 

1. Contributions should definitely be considered for a *person* who has been active in either Vermont golf or in New England golf (we are members of the New England Women’s Golf Association).  Beyond New England, determination should be made on a case-by-case basis. 

2.  Contributions should in someway relate to *women’s golf or junior girls golf*, such as golf scholarships, or promotion of golf programs.  The contribution should have something to do with golf or comply with family guidelines.  

Eligibility: Major tournament eligibility on page 40 and 41 should be adjusted to: 

Eligibility: An entrant must be a resident of the State of Vermont, must have resided in Vermont for a minimum of six months immediately preceding the tournament, and must be a member in good standing of a VSWGA golf course.  or 

New 2007* Legal Vermont resident residing in Vermont for a minimum of six months immediately preceding the tournament and not belonging to a real estate club, is eligible to play with an increased entry fee.  or 

Nonresident must have held a golfing membership in a Vermont State Member Golf Course for two consecutive years immediately preceding the tournament plus the current year, (for a total of three years).

A Junior who is 18 years of age is eligible to play as a Junior in the State Amateur only if she has not yet begun her first semester of college.  No relatives are allowed to caddie for Juniors. 

            A valid USGA GHIN handicap card is required for all players.   

Reaction to State Day Book: The Board Members and Committee Chairs liked the new State Day Book format and agreed it was a big improvement.  Phyllis Simon was unhappy with the grammar and found several spelling errors.  To eliminate this problem for 2008, Phyllis will be on the editing committee.  

Tournament Locations for 2008:  

            NEWGA - Abnacki, ME.   

Tri State  - Vermont (Course still pending )- Phyllis Simon will be the Tournament Chair 

Seniors - Burlington Country Club 2008 and the State Amateur for 2009 

            State Amateur - Haystack has a verbal agreement for 2008 

            Mid Amateur - Enosburg Falls Country Club.  

Other Business:  

Suzanne Neville introduced our new Intern, Kathy Kahn, to the Board Members and Committee Chairs. 

Kimberly Wong’s Request for financial assistance: Kimberly is nationally ranked and has been exempt to play in the National Tournament of America as a representative for Vermont.  Kim is talented but does not have the financial means to attend without assistance.