HOME

Guidelines for Club Representatives 

In brief…

You, as the club rep, are the only link between the WMSGA and the members of your club.  It is your responsibility to keep them informed. Each club representative is appointed by her home club.   

As club rep, you are required to attend two important meetings or to send a substitute in your place. 

Spring Executive Board Meeting: Held on a Tuesday in early April, this meeting is when you pick up the packets for your            members.  if you cannot attend, it is very important to send someone in your place because your members are counting on you to deliver the information they need to apply for the first tournament.

Annual Meeting:  The annual meeting, a breakfast buffet held the last Tuesday in September, is open to the full membership. All members can vote on issues presented at the meeting. The meeting and breakfast are followed by an 18-hole scramble tournament.

You are welcome to attend all executive board meetings, and you're encouraged to make the views of your club members known to the executive board.

You are responsible for working with the WMSGA tournament committee and administrative assistant to set up and conduct the tournament when hosted by your club.

If not on the GHIN system, you are responsible for seeing that handicaps are updated as outlined in your handbook.

You are responsible for distributing member handbooks to your club's WMSGA members who have paid their dues. 

A helpful suggestion:  Set up an email group of your club's WMSGA members in your address book so that you can easily communicate with them. But have a backup plan for those members who do not use email.  

 

DUTIES AND RESPONSIBILITIES

WMSGA Meetings:  
The club representative...

• Attends all association meetings, usually only one a year on the last Tuesday in September.
• Attends the spring executive board meeting when the material for members is distributed. 
• Represents views of her home club members at the executive board meeting.
• Appoints a substitute from her club to attend the spring executive board meeting in her absence.
• Makes recommendations to the nominating committee about club members who would be willing to serve as a WMSGA officer or on a committee.

Liaison between the WMSGA and her home club members:  
The club representative...

• Keeps members of her home club informed.
• Posts notices at her home club about WMSGA happenings and changes.
• Informs members about issues being considered by the WMSGA.
• Elicits views from members about issues under consideration in order to represent them at meetings in which decisions are made.
• Reviews and clarifies WMSGA rules with members. Makes members aware of eligibility criteria for major tournaments well ahead of deadline dates.

Liaison between the WMSGA and her home club:    
The club representative...

• Works with the WMSGA to collect delinquent club dues. If the treasurer requests, she contacts her club regarding payment of their yearly membership dues.

• Assists the WMSGA tournament chair by obtaining approval to host a tournament at her home club when requested.  

• Informs the club pro, owner, club manager, governing board, or other appropriate party at her home club of pertinent changes or happenings in WMSGA (eg. changes in dues, prize structure, rules for participation in WMSGA).

• Works closely and cooperatively with the club when it's hosting a WMSGA tournament or function.

Membership to WMSGA:  
The club representative...

• Must have an established USGA handicap index.
• Handicap index is unlimited.  If HI is above 36.4, that person must play with a maximum HI of 36.4 in a WMSGA sponsored events.
• Must be a club member in good standing.
• Is responsible for obtaining handicap cards and books at the spring executive board meeting.
• Disburses all materials from the WMSGA to her members.  
• Accepts individual memberships beginning January 1.
• Updates and keeps current the following information for each club member.
          - name
          - mailing address
          - phone number
          - club affiliation (if changes)
          - membership status (regular or junior)
• Keeps the administrative assistant informed of changes for each member of her club. 

Updating handicaps (if not using the USGA GHIN system):  
The club representative...

• Sends -- by phone, fax, or email -- her members' updated handicap indexes to the WMSGA handicapper every two weeks according to the USGA handicap revision schedule.

• Explains to her members -- if she fails to send the updated indexes -- why they are ineligible to play in that week’s tournament.

WMSGA tournament:  
The club representative...

• Organizes and runs the scheduled WMSGA tournament at her home club.  

• Is responsible for setting up a committee to help her.

• Lines up a starter, ranger, and spotters, if necessary, to help speed play.

• Makes necessary preparations for the tournament.

• Reviews tournament guidelines -- including all necessary information needed to run either a weekly tournament or a special tournament -- at least three weeks prior to the tournament. 

• Clarifies with a WMSGA tournament committee member any areas that are not absolutely clear.

• Works cooperatively with a member of the WMSGA tournament committee assigned to the tournament.