Embedded Files
CCWGA Captain
Job Description
Purpose
The Captain provides leadership to the CCWGA Board and the membership, presides over the Board Meetings and General Meetings, and represents the CCWGA at Golf Committee Meetings. The Captain is elected and is a voting member of the Board.
Duties & Responsibilities
● After the election in the fall, the Captain-elect will recruit Appointed Chairs for the next year’s Board. The Board of Directors (BOD) will be the executive board and Appointed Chairs. Appointed Chair Positions:
o Invitational
o Mini-Invitational
o Major Tournaments
o East Bay Team Play
o Diablo Valley Team Play
o Guest Days/Play for Pink
o Open Days
o Website Administrator
o Golf Genius Administrator
o Historian
● Preside over and prepare the agenda for CCWGA Board Meetings and General Meetings. Review the Board Meeting and General Meeting minutes before calling for an approval vote at the next meeting.
● Represent the CCWGA at CCCC Golf Committee Meetings.
o Email the membership a summary of the meeting.
o Send summary to the Website Administrator Chair to post on website.
● Review and draft the annual budget with the outgoing and incoming Treasurer at the beginning of the year.
● Meet with the Head Pro to negotiate the events’ cart fee for the year. The Invitational committee will arrange menus and cart fees for their event.
● Review Standing Rules (updated by the Executive Board) and By-Laws (approved by the General Membership) at the beginning of the year.
● Make a brief welcome speech at CCWGA guest tournaments (Invitational, Mini-Invitational, Guest Day, etc.) and thank the Chairpersons that planned the events.
● In August/September, start next year’s calendar planning with Head Pro and Co-Captain.
o EBTP & DVTP dates
o Board & General Meetings
o Major Tournaments
o Invitational & Mini-Invitational
o Play for Pink & Guest Days
o Open Day, when Crow Canyon is host, to provide Open Day Chair with 3 possible dates
o Old Board-New Board gathering
o Holiday Luncheon
● Work with the Treasurer and Co-Captain to analyze the next year’s budget to determine next year’s member dues. Present the dues suggestion at the August or September Board Meeting. If there is a dues increase, put it up for vote by the Executive Board.
● Have the Board of Directors review their job descriptions for any updates and have them send updates to the Website Administrator.
● Purchase the incoming Captain’s gift.
● For the Holiday Luncheon:
o Work with Social Chair on planning the Holiday Luncheon which includes table decorations and party favors.
o Welcome, introduce and thank the CCCC special guests (General Manager, Management staff, Pro Shop personnel) in attendance.
o Welcome and introduce past Captains in attendance and new members.
o Year-end awards presentations: Birdie Bucks & Eclectic by the Co-Captain.
o Play Day winners and awards by the Tournament Chair.
o Present and thank the outgoing Board.
o Give closing words as the outgoing Captain.
o Present next year’s Captain and have the Advisor swear in the Captain.
o Present the new Captain with her gift.
o Turn gavel over to new Captain and have her introduce the incoming Board.
CCWGA Co-Captain
Job Description
Purpose
The Co-Captain is an executive CCWGA Board member and assists the Captain as needed. She presides over the Board Meetings, General Meetings and Special Meetings in the absence of the captain. The Co-Captain is elected and is a voting member of the Board.
General Duties & Responsibilities
● Attend monthly Board Meetings and General Meetings.
● Be the NCGA Club Representative and responsibilities include:
o Review the monthly NCGA Club Newsletter and other NCGA emails (Monthly Tournament and Events Bulletin, the bi-monthly Handicap Revision email, etc.)
o Become familiar with what content is available on the NCGA website, especially the Member Club Resources section, Tournament Information and Customer Support
o Attend occasional webinars and/or review the posted webinar content in a timely manner.
o Most importantly - communicate all relevant NCGA information to the appropriate people in the club and/or associated with the club as a non-member (e.g. club pros) in a timely manner.
o The Club Representative is not tasked with billing or handicap matters but may be counted on to know who the GHIN Admin Portal handicap administration/certification and member planet billing contacts are.
o Likewise, the Club Representative is not tasked with tournament management system matters (Golf Genius) but may be counted on to know who in their club is and how to escalate matters to the NCGA when appropriate.
● Provide the list of the next year’s Executive Board and Appointed Chairs to the Website Administrator to post on CCWGA website.
● Meet with the Captain and Head Pro in September to coordinate dates for the upcoming year’s CCWGA calendar to include:
o EBTP & DVTP dates
o Board & General Meetings
o Major Tournaments
o Invitational & Mini-Invitational
o Play for Pink & Guest Days
o Open Day when Crow Canyon is the host
o Old Board-New Board gathering
● At Holiday Luncheon:
o Distribute the Bridie awards: one dollar per birdie. Golf Genius calculates the number of birdies. A member’s birdie that occurs during a Team Play event that is held on a Tournament Play Day is added to that member’s birdie total.
o Be sworn in as Captain and introduce the incoming Board
o Purchase flowers and presents to the outgoing Captain.
● Choose your Captain’s gift and advise the Captain.
● Have nameplates engraved with new Captain’s name, Club Champion, and Member-Member Champions.
ECLECTIC
● At the Holiday luncheon and before the start of eclectic play, sign up those wishing to participate in the following year, collect the entry fee of $10 from each participant and get player’s tee preference (gold or red). Red tees will be the default preference if one is not selected. Golf Genius will calculate the scores throughout the year. Golf Genius will flight the participants and calculate the winners at the end of the year. The amount of money collected will be allocated between the winners with 1st to 3rd or 4th places in each flight.
● Send the player’s Tee preference to the Website Administrator, Golf Genius Administrator and Tournament Chair at the start of the year.
● Ask new players if they want to be in Eclectic (if it is before March).
o Collect $10 and notify Golf Genius Administrator to add to Golf Genius.
o Send updated list of Eclectic players to the Website Administrator.
● Money collected will be given to the Treasurer.
● Fill out a check request form for reimbursement and give it to the Treasurer before the Holiday luncheon of all the Eclectic fees collected.
● After November 15th, review the winner’s list on Golf Genius and prepare the winnings.
● Announce and award the winners at the Holiday luncheon
CCWGA Handicap Chair
Job Description
Purpose
The Handicap Chair is an executive CCWGA Board member responsible for overseeing and maintaining the golf handicaps for CCWGA members. The Membership Chair is a voting member of the Board.
General Duties & Responsibilities
● Attend monthly Board meetings to inform the CCWGA Board of issues pertaining to member handicaps and/or the handicap system (GHIN).
● Attend NCGA Regional meeting as warranted.
● Add new members, delete inactive members, and make any necessary corrections in Member Planet/USGA Administration Portal.
● Provide new member information to the Website Administrator, Tournament Chair and Social Chair, Golf Genius Ambassador, Membership Chair and Captain after the new member has been added to CCWGA directory.
● Maintain the email distribution of alpha and index handicap reports as follows:
o Daily: Tournament Chair
o 1st and 15th of each month: Website Administrator, Major Tournament Chair and the EBTP & DVTP captain
● Provide handicap information as needed to the Board and members.
● Register next year’s Captain, Treasurer, Tournament and Handicap Chairs with the NCGA.
CCWGA Tournament Chair
Job Description
Purpose
The Tournament Chairperson is an executive CCWGA Board member responsible for organizing, formatting, and managing the CCWGA weekly Tournaments. The Tournament Chair is elected and is a voting member of the Board. Tournaments consist of all regular Play Days except Guest Days, Major Tournaments, EBTP, DVTP, Open Days that are played at Crow Canyon, the Invitational, and the Mini-Invitational. For a Play Day to be considered “official”, 9 competitors must complete play. The Play Day tournaments start the first week of February and end in the last week in November.
Duties & Responsibilities
● Attend monthly Board Meetings to inform the CCWGA Board of issues pertaining to Tournaments.
● Attend the General Meetings informing the membership of tournament results and/or issues.
● Determine the amount of the year’s budget and submit it to the Treasurer.
● As part of managing the weekly Tournaments, establish the weekly game schedules and manage the payout schedule within the CCWGA Tournament budget.
● As a member of the Tournament Rules Committee that includes the Rules Chair and the head golf Professional, determine the correct golf rulings as needed.
● Be flexible adjusting games due to weather, number of players or other events. Communicate changes to the Pro Shop and to the players.
● Communicate year-end results to the players and forward the amount of the winners’ payouts to CCWGA’s Treasurer. The Treasurer will provide a check to the Tournament Chair or whoever she designates.
● Distribute payouts to the winners at the Holiday Party.
● Work with the Pro shop to get Golf Genius entry codes for each player and send an email to each player to give their unique entry codes. Entry codes are players’ passwords and will only be administered and kept by the Tournament Chair to avoid unauthorized changes. All entry codes may change yearly.
● Based on the CCWGA calendar, plan all the weekly Play Day tournament games. On shotgun start days, a team game may be scheduled.
● Send a detailed list of games and dates to the Golf Genius Administrator for inputting into Golf Genius.
● Determine the Winners’ payout schedule based on the budget. The annual Tournament budget needs to be allocated to pay 1st,2nd, and 3rd places in three flights for individual Play Days. There may be more or less flights due to the number of participants. For team game Play Days, the payouts are made to 1st and 2nd place winning teams (1 flight.) Flights should have at least 6 or more players.
Prior to Play Day:
● Review the tee sheet to make sure there are no single players and adjust if necessary. If needed call or email players if there are changes such as condensed tee times.
● Ask DVTP and EVTP captains to email you who is playing on the upcoming Play Days. Check to see if any DVTP or EVTP players have signed up and adjust if needed.
On Play Days:
● Review if the tie breakers and flights are correct.
Helpful Tips
➢ Start times will be 8:30am from March to September. Start times will be 9:00am from October to February.
➢ If Tuesday is not available for a Play Day, then Wednesday maybe the Play Day.
➢ If Thursday is a Play Day, then the start time will be a half an hour after the 4C9ers.
➢ The Pro shop will give us 10 tee times. Review sign-ups 2 weeks prior to see if there is a need to ask for more tee times.
➢ Consult with the Golf Pro to determine if winter rules apply and advise players.
➢ Golf Genius will automatically close game after 41/2 hours after the last tee time.
➢ Players will be able to change or cancel tee times up till 7:30am of the Play Day.
➢ Golf Genius will automatically send out emails to players impacted by changes in tee sheets.
➢ The Tournament Schedule is posted on the CCWGA calendar website. Members sign up for each Play Day tournament from the link on the CCWGA website.
PRO SHOP’s Procedures for Weekly Play Day Tournament:
Before the Game
● Open the League portal in Golf Genius to show the next Play Day Tee sheet.
● Players will check in at the Pro Shop at least 20 minutes before their tee time.
● Print the scorecards for that day’s game.
o Provide the GGID (Golf Genius ID) number for posting during the round.
o Include game information, pace of play and pin placement.
o Make sure the player’s scorecard has the correct tee preference (gold or red) and pops for handicaps.
● Open Golf Genius for posting during the round.
After the Game
● Collect the scorecards.
● Validates that there were at least 9 players who started. If a player picks up on a hole, she is disqualified from that day’s tournament and is noted as “DNF”. (Exception: If the Tournament Chair notes that pick-ups are allowed).
● Validates that all players with the same handicaps should be in the same flight. Flights should be at least 6 players.
● Posts scores from Golf Genius to GHIN.
● Bundle scorecards together to be destroyed after reasonably sure there will be no more questions regarding those cards since Golf Genius is the official scorecard.
● Handle any corrections from the players regarding their scorecard.
CCWGA Secretary Chair
Job Description
Purpose
The Secretary is an executive CCWGA Board member responsible for recording the minutes of meetings, preparing all correspondence, keeping a file thereof, preserving the By-laws, maintaining a record of all amendments, and disseminating all communication from the Executive Board to the membership. The Secretary is elected and is a voting member of the Board.
General Duties & Responsibilities at Executive Board Meetings
● Attend monthly Board meetings.
● Provide copies of previous Board meeting minutes to each attendee of the Board meeting vis e-email in advance of meeting.
● Maintain log of sign-in sheets indicating meeting attendees.
● Record minutes
● Email transcribed minutes to the Board for review within a week of the meeting and record corrections as needed.
● Finalize minutes based on Board members’ feedback and email final version to all Board members and retain copy in file.
● Present final version of minutes at next Board meeting for approval. Upon approval, send to Website Administrator to post a copy of the minutes on the CCWGA website.
● Save an electronic copy of the board meeting minutes.
General Duties & Responsibilities at General Meetings
● Attend the General meetings.
● Provide copies of previous General meeting minutes on each table before the meeting is called to order.
● Circulate General Meeting Attendance Sign-up Sheet before the meeting and collect it at the end of the meeting.
● Record minutes
● Email transcribed minutes to the Captain within a week of the meeting and record corrections as needed.
● Post copy of Captain-approved minutes on the CCWGA website.
● Save an electronic copy of the board meeting minutes.
CCWGA Treasurer Chair
Job Description
Purpose
The Treasurer is an executive member of the CCWGA Board. She maintains the budget and financial records, establishes banking relationships, and manages the organization’s funds. The Treasurer is elected and is a voting member of the Board.
General Duties & Responsibilities
Prepare and review the starting annual budget with the preceding Treasurer and incoming Captain. Use the previous year as a guide. Update and present the budget at Board meetings, payout expenses, and manage the bank account. This is usually a two year commitment.
Budget
● Attend CCWGA Board meetings and prepare a budget report for each Board meeting. It can be emailed to the Captain prior to the Board meeting. Report any major differences between budgeted expenses and actual expenses.
● A spreadsheet or other appropriate system for bookkeeping should be used
● Post additional budget income when a new member joins CCWGA
● Post expenses to correct Budget category
● Monitor the budget and compare actual expenses against budgeted expenses.
● Since they are self-funded and not from CCWGA dues, the Invitational, Mini-Invitational, and Eclectic each have separate budgets. The Invitational and Mini-Invitational budgets may have carryovers from year to year.
Expenses
● Reimburse members for approved purchases for events or vendor payments. They need to submit a receipt along with a Check Request Form, or other identifying information attached to the receipt, that contains the Budget category so it will be posted to the appropriate budget category.
● Prepare and deliver checks quarterly for play day winners. The amount will be provided by the Tournament Chair.
● Maintain annual record binder to include all check requests/receipts and play day results.
Banking
● Act as primary banking contact for the CCWGA account maintained at local bank.
● Access online banking to obtain monthly bank statements and save statements in pdf files.
● Reconcile bank statements monthly.
● Deposit CCWGA income into the organization’s bank account. The new member’s check will be forwarded to you by the Membership Chair.
CCWGA Rules Chair
Job Description
Purpose
The Rules Chairperson is an executive CCWGA Board member responsible for being the membership authority/liaison for the interpretation of the Rules of Golf as set forth in the USGA Rules of Golf. The Rules Chairperson is elected and is a voting member of the Board.
General Duties & Responsibilities
● Attend monthly Board Meetings to inform the CCWGA Board of issues pertaining to the Rules of Golf.
● Attend NCGA Rules seminars to obtain the year’s procedural information and other pertinent documentation.
● Post the rules of play, regularly review the rules at General Meetings and take all rules disputes to the NCGA for resolution when necessary.
● Educate members to improve their understanding of the Rules of Golf by posting on the CCWGA website, possibly once a month.
● Procure current copies of “USGA Rules of Golf,” “Decisions of the Rules of Golf,” and “Local Rules” to use as references for play days and tournaments.
● Serve as member of the Rules Committee. The Rules Committee often consists of the Rules Chair, Tournament Chair, and a Golf Professional.
● Plan events to share rules information such as a rules clinic, including demonstrations on the golf course, by a certified Rules Official.
CCWGA Membership Chair
Job Description
Purpose
The Membership Chair is an executive member of the CCWGA Board. She recruits new members, conducts new member orientations, gathers information for the membership roster, and collects member dues for the upcoming year. The Membership Chair is elected and is a voting member of the Board.
Duties & Responsibilities
● Attract new members to CCWGA.
o In January contact Crow Canyon Country Club Membership Director to set a plan for sharing information about new members. (Consider contacting new golf members to provide information about CCWGA, arranging a personal tour of club, playing a round of golf with a new member, and continuing a relationship with new members by follow-up phone calls)
o Review and update CCWGA information that is part of the New Member Folder distributed to new Crow Canyon Country Club members.
o Engage entire CCWGA membership to help find new and/or returning members by speaking at General Meetings to report current membership statistics and asking for members’ help in recruiting new members.
o Induct new CCWGA members
● Provide new recruits with CCWGA membership application form.
o Collect the membership dues and send the check to the CCWGA Treasurer.
o Take a picture of the new member to post on the CCWGA bulletin board.
o Assign a golf buddy that they are comfortable with to play golf and assist them.
o Email a copy of the membership form to the Handicap Chair, Tournament Chair and the Co-Captain.
o Send out an email to all members announcing the new member after the Handicap Chair adds her to the database.
o Conduct new member orientation meeting to include explanations about CCWGA website, play days, play day sign-up, EBTP, DVTP, Open Days, Guest Days, Tournaments, Invitationals, Standing Rules and Bylaws, etc.
o Introduce new members at General Meetings.
o Invite new members who are joining at end of year for following year to the Holiday Luncheon to be introduced to the membership and arrange for new members to sit at Membership Chair’s table.
● In September, email renewal information to all CCWGA members that includes amount of upcoming year’s dues to be submitted to the Membership Chair by November 1st. Advise members of a $10 late fee added to dues received after November 1st.
o Collect upcoming year’s dues and gather information for the membership directory.
o Provide Information form to gather roster information for the membership roster (to be completed only if members have changes or corrections).
o Post envelope on locker room bulletin board to collect renewal checks and information forms.
● In late September, send reminder email to all members regarding deadlines for dues, membership directory information, and late fees.
● On October 20, send emails to those members who have not submitted their dues reminding them that a $10 late fee will be applied to any dues received after November 1st.
● Note all checks & money received and forward checks to the Treasurer.
CCWGA Social Chair
Job Description
Purpose
The Social Chair is an executive CCWGA Board member. She is a member of the Event Committee which is charged with planning and coordinating with Crow Canyon Country Club, the meals for all CCWGA General Meetings, Holiday Luncheon, and Guest events. She assumes responsibility as the hostess at these functions. Social correspondence, on behalf of CCWGA members, is an ongoing duty. The Social Chair is elected and is a voting member of the Board.
Duties and Responsibilities
● Attend monthly Board Meetings informing the Board of issues relative to social events. Inform the membership about General Meetings and the Holiday Luncheon inclusive of information regarding the menus and cost.
● In January, as a part of the Event Committee which includes the Captain, the General Manager and a Member Relations representative they will arrange a selection of menus/prices for the General Meetings, Holiday Luncheon, Team Play, Guest Days, Open Day, and Mini-Invitational events for the year.
● Reserve a dedicated space, preferably the Brett Hart room, for monthly Board Meetings.
● The Social Chair sends cards with handwritten notes expressing “get well soon” wishes, congratulations, and sympathy to members. Cards should be signed “Your CCWGA friends” (not by the Chair).
o When appropriate and with the member’s approval emails the membership of events such as resignations, illness, weddings, etc…
● Keep and update a member roster in an excel spreadsheet that contains the members’ names, addresses, phone numbers and birthdays.
● Monthly, send an email announcing members’ birthdays that are in that month.
● The Social Chair assumes any other social duties as assigned by the Captain.
General Meeting Detailed Duties
● January – Check the CCWGA calendar to determine the dates of the General Meetings. Meet with the appropriate CCCC manager to reserve rooms and choose from the selection of menus pre-negotiated by the Event Committee at the beginning of the year.
● 4 weeks prior to each General Meeting, Send sign-up sheet information to the Website Administrator to have members sign up to attend the event and indicate their preference for lunch (if more than one selection offered) or no lunch. The deadline for signing up should be 4 working days prior to the event. Send out an e-mail notice to the membership with information about the event and include: Date, menu, cost for the lunch, and the date the sign-up sheet will be removed from the website.
● 2 weeks prior to each General Meeting. Send reminder e-mails to sign up for lunch.
● 4 working days prior to each General Meeting - E-mail the number of members who have signed up for General Meeting luncheons to the appropriate CCCC manager at least four working days prior to the event.
Holiday Luncheon Detailed Duties
● October - Choose from the selection of menus pre-negotiated by the Event Committee at the beginning of the year. The club has donated a complimentary cocktail or bottles of wine on each table in the past.
● November – At least one month prior to the Holiday Luncheon ask the Website Administrator to post a sign-up sheet on the CCWGA website. The sign-up sheets should include the following information: Date, time, place, menu choices and prices, and the date the sign-up sheet will be removed (about 5 days prior to the Luncheon). The sign-up sheet should be designed so that members sign up eight (8) to a table.
● 2 weeks prior to the Holiday Luncheon – Send a reminder e-mail to sign up with deadline reminder. Arrange for a greeting table to welcome members and advise them of their table assignments as they arrive for the Luncheon. The Tournament Chair will also be at the greeting table to sign up eclectic participants for the following year.
● 5 working days prior to Holiday Luncheon – Send a reminder e-mail that sign-up sheets will be taken down at the end of the day. Prepare place cards that include the member’s name, member’s menu choice and table number.
● 4 working days prior to the Holiday Luncheon - Email the number of members who have signed up for the luncheon to the appropriate CCCC manager.
● Day of the Luncheon – Take a copy of the final sign-up sheet to the Luncheon. Ask the incoming Social Chair to assist at the greeting table and with handing out the place cards.
CCWGA Advisor to the Captain
Job Description
Purpose
The Advisor is appointed by the CCWGA Captain to provide advice and counsel to the Captain as needed and is a non-voting member of the Board.
Duties & Responsibilities
● Attend all board meetings and give parliamentary advice when needed.
● Act as a “sounding board” for the Captain as needed.
● Chair the Nominating Committee to nominate candidates for the upcoming year’s CCWGA Executive Board:
o At the August/September General Meeting, conduct the election of three members to serve on the Nominating Committee.
➢ Request nominations for six candidates from the floor.
➢ Ask the candidate if she is willing to be on the nominating committee.
➢ Have a flip chart available to write down the names of the candidates.
➢ Pass out blank ballots and ask the members vote for three of the six candidates. The candidates with the three highest number of votes are elected to the Nominating Committee.
● Chair the Nominating Committee meetings and prepare a slate of Executive Board candidates
o Post the candidates’ names on the ladies’ locker room bulletin board and the CCWGA website one month prior to the October election as required by the By-Laws
● Be available to support CCWGA events as needed
● Ask for the membership vote for the Executive Board slate of candidates during the October General Meeting.
● Present and swear in the new CCWGA Executive board at December’s Holiday Luncheon.
The swear-in text is as follows:
You have been elected to serve as Captain on the 20xx CCWGA Board.
Do you agree to uphold and abide by the By-laws and Standing Rules of the organization?
You are officially the Captain for 20xx.
CCWGA Major Tournaments Chair
Job Description
Purpose
A non-voting CCWGA Board member responsible for organizing, formatting, and managing the 3 CCWGA Major Tournaments. The Major Tournaments are:
➢ Member-Member: 2 day match play between 2 teams
➢ Team Challenge: 2 day partnership eclectic tournament
➢ Championship: 2 day individual stroke play tournament
Duties & Responsibilities
Duties & Responsibilities
● Attend the Board Meetings and General Meetings to inform the membership of upcoming Major Tournaments or any issues pertinent to Major Tournaments.
● Obtain board approval for the game formats, flights and awards for all the Major Tournaments. (Helpful if you can get approval for all the major tournaments at the beginning of the year)
● All Major Tournament participants must be members of the CCWGA and play from the red tees with a maximum course handicap of 40.
● A lunch can be arranged after the final rounds of the Member-Member Tournament and Team Challenge Tournament to announce the winners and award the prizes. There is a General Meeting and lunch after the final round of the Championship Tournament where the winners and prizes are announced and awarded.
● Schedule and arrange the Draw party a week before the Team Challenge to draw names and pick captains for the Red and Blue teams. (Distribute names between draw cups in advance, based on handicap indexes, to aid team balance).
● Have an online signup sheet one month in advance of each tournament.
● Email the membership on details of the upcoming major tournaments prior to each event.
● Purchase gift cards in advance, as needed. Keep receipts and card details for reimbursement by the Treasurer.
● Have copies of Conditions of play and Crow Canyon Local Rules available to handout on tournament days.
● Email the Pro Shop the list of players with their starting times or hole assignments on the Sunday before each tournament*
● Email tee times or starting holes to tournament participants and “Follow the Field” players.
● Consult with the Pro Shop to ensure the hole-by-hole scores and results are displayed to the players.
● Award prizes and submit any receipts to the Treasurer for reimbursement
● Give winner’s name(s) for Member-Member and Championship to Co-Captain for engraving.
● Send to the Website Administrator Chair the updated Past Champions list for updating on the website.
Formats
Team Challenge: All members of the winning team receive prize
Member-Member: Overall lowest net team (Winning team from each flight also receive prize)
Championship: Overall, the lowest gross is the Club Champion and there is the Low net Champion. Low net totals will be determined 1st, 2nd, 3rd place in each flight.
Helpful Tip:
➢ Have tournament leaders play before others on each flight.
CCWGA Open Day Chair
Job Description
Purpose
A non-voting CCWGA Board member responsible for managing the Open Day event when hosted by Crow Canyon Country Club and informing the CCWGA membership of the
website link in NCGA.org so they can access all the Northern California Open Day information. Open Days give our members the ability to play other golf clubs in Northern California without paying green fees and only paying for cart fees, breakfast and lunch. Open Days are hosted every 2 years.
Duties & Responsibilities
● Inform the CCWGA membership of the link on our CCWGA website that lists the Open Days in the Northern California area that has been set up by the NCGA. The dates and procedures for signing up are on that link. The direct link is NCGA.org – Play – Women’s Golf – Legacy Tournaments.
● At the end of the year, usually in November, provide the Legacy WGANC Coordinator with three dates that Crow Canyon could host an Open Day in the following year. The Captain and Co-Captain along with the Pro Shop have the majority of the next year’s Calendar worked out so the Open Day Chair will have a selection of dates available for Crow Canyon to host an Open Day on a Tuesday.
Hosting an Open Day
The Open Day Chair will oversee the procedures for hosting an open day when it is Crow Canyon’s turn to host.
Responsibilities of the NCGA, through a Legacy WGANC Coordinator:
● Entry signups, payment, cancellations, etc. on their website.
● Provide us with the count 10 days prior to the event.
● Provide us with the list of entries, cart signs, alpha lists, and all documents one week prior to the event.
● Provide the entrants with the code for the Blue golf app used for scoring 2-3 days prior to the event – no paper scorecards.
● Provide a Legacy WGANC Coordinator to liaison with us and attend the event.
● The Coordinator will arrive early that morning to set up small tee prizes, which consist of hat, clips, ball covers, etc. and registration materials.
Responsibilities of the Open Day Chair:
● Provide the NCGA Legacy WGANC Coordinator with the following information:
● Availability dates, cart fee, and the minimum and maximum number of entrants – to be coordinated with the Pro Shop.
● Food cost (breakfast & lunch and the minimum number of entrants – The Open Day Chair will choose from selection of menus pre-negotiated by the Event Committee at the beginning of the year.
● Appoint 2-3 volunteers to help with check-in and spotters for the event. They should arrive at the club at least 1/2 hour prior to check-in time. Have a check-in table available.
● Have copies of Conditions of play and Crow Canyon Local Rules available to handout.
● The Open Day Chair and one assistant will marshal the play during the Open Day.
● Provide a lectern and microphone at the lunch to announce the winners.
● After the open day concludes, submit an invoice to the Coordinator for review and approval. She will then review and submit that invoice to NCGA. They will issue a check to the club directly for the food and carts.
CCWGA Invitational Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for organizing the annual Invitational Tournament.
Duties and Responsibilities:
● Planning, organizing, and managing the Invitational Tournament.
● Form a committee, develop a theme, and have each person responsible for:
o Budget - Manage and document all costs such as carts, food, decorations, tee prizes and award prizes.
o Computer Graphics - To create a “logo” for program, bag tags, registration form, etc. Prepare Registration Form with dates, format, cost, signup deadline, members’ GHINs, guests’ clubs and GHINs. Send to Website Administrator Chair to post form on website.
o Tournament -To work as a liaison with the Pro Shop to establish the game and optional special events (longest drive, putting contest, closest to the hole, mulligans, magic putts, derby and practice round).
o Food and beverage -To work with CCCC management to negotiate cost and create an attractive menu, tying in the theme whenever possible.
o Prizes -To procure tee prizes, special contest prizes, derby and tournament awards.
o Volunteer coordinator-To recruit volunteers to help on-course with special contests as well as with managing the betting and payout of the derby.
o Optional specialties - Soliciting businesses to buy tee signs and soliciting other clubs to donate rounds of golf to use as raffle prizes.
o Decorations – To make decorations for the room, bathrooms and tables.
● Attend Board meetings as needed to inform the CCWGA Board of information regarding the Invitational.
● Receive approval for the theme, games and entry fee to the Board at least 2 months in advance of the event.
● Have copies of Conditions of play and Crow Canyon Local Rules available to handout on tournament day.
● Consult with the Pro Shop to ensure the hole-by-hole scores and results are displayed to the players.
● The Chair introduces herself, then introduces the Captain to speak. The Chair then introduces her committee. The Chair or the Club Pro will announce and award prizes at the luncheon.
CCWGA Mini-Invitational Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for organizing the annual Mini-Invitational tournament.
Duties and Responsibilities:
● Planning, organizing, and managing the Mini-Invitational.
● Form a committee, develop a theme, and have a person responsible for:
o Budget. Manage and document all costs such as carts, food, decorations, tee prizes and award prizes.
o Computer Graphics. To create a “logo” for program, registration form, etc. Prepare Registration Form with dates, format, cost, signup deadline, members’ GHINs, guests’ clubs and GHINs. Send to Website Administrator to post form on website.
o Tournament. To work as a liaison with the Pro Shop to establish the game and optional special events (longest drive, putting contest, closest to the hole, mulligans, magic putts)
o Food and beverage. Choose from selection of menus pre-negotiated by the Event Committee at the beginning of the year.
o Cart Fee. Pre-negotiated by the Event committee at the beginning of the year.
o Prizes. To procure tee prizes, special contest prizes, and tournament awards
o Volunteer coordinator. To recruit volunteers to help on-course with special contests
o Optional specialties include: raffle prizes
o Decorations – To make decorations for the room, bathrooms and tables.
● Attend Board meetings as needed to inform the CCWGA Board of information regarding the Invitational.
● Present for approval for the theme, games and entry fee from the Board at least 2 months in advance of the event.
● Have copies of Conditions of play and Crow Canyon Local Rules available to handout on tournament day.
● Consult with the Pro Shop to ensure the hole-by-hole scores and results are displayed to the players.
● The Chair introduces herself, then introduces the Captain to speak. The Chair then introduces her committee. The Chair or the Club Pro will announce and award prizes at the luncheon.
CCWGA Guest Day Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for organizing, setting up and managing Guest Day(s). Guest Day(s) are open to all Crow Canyon CC golf members who have an established handicap. This includes 18-holers and 4C Niners. Guests must have an established handicap.
Duties and Responsibilities:
● Attend monthly Board meetings as needed to inform the CCWGA Board of the upcoming Guest Day(s). Attend the General Meetings to inform the membership of the upcoming Event.
● Create the Event format: prizes, cost of carts, meals, game, closest to pin, etc. The theme, game and entry fee must be presented to the Board at least 2 months in advance of the Event for approval.
● Create the Event announcement and signup sheet.
o Date and time
o Number of allowable guests per member (1-3 guests per member)
o Date the sign-up sheet will be removed from the website
o Game format, including any “special” games or holes (i.e. “closest to the pin”)
o Cost of meals and cart fees. Clearly state who pays cart fees and who is not charged for carts.
o Anyone with late cancellation will be charged for the meals.
● Coordinate with Golf Genius Administrator to put sign-ups in Golf Genius.
● Send Event announcement to the Website Administrator to post on website at least one month in advance.
● Email CCWGA membership the Event information and send reminders as necessary.
● Work with the Head Golf Professional and/or the Food and Beverage Manager to determine menus and the cost of food. Give the headcount on the Friday before the event to the person responsible for the luncheon.
● Work with the Pro Shop on the following:
o Provide them with the member and guest lists and GHIN numbers on the Sunday prior to the event.
o Provide them with a list of members/guests who need a cart.
o Pro shop with prepare the score card, alpha lists, hole assignments, “closest to the pin” measuring tapes and log sheets.
On the Day:
➢ Set up a check-in table on the morning of the event. Greet members and guests.
➢ The Chair or the Club Pro will announce and award prizes at the luncheon.
➢ Have copies of Conditions of play and Crow Canyon Local Rules available to handout on tournament day.
➢ Provide the appropriate CCCC manager with a list of charges to be made on member accounts for meals and cart fees.
➢ The Chair introduces herself, then introduces the Captain to speak. The Chair then introduces her committee. The Chair or the Club Pro will announce and award prizes at the luncheon.
CCWGA Play for Pink Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for organizing the annual Play 4 Pink tournament. A tournament that donates all revenue to the Play 4 Pink charity that benefits breast cancer research.
Duties and Responsibilities:
● Attend monthly Board meetings as needed to inform the CCWGA Board of the upcoming Play 4 Pink tournament. Attend the General Meetings to inform the membership of the upcoming Event.
● Create the Event format: prizes, cost of carts, meals, game, closest to pin, etc. The theme, game and budget must be presented to the Board at least 2 months in advance of the Event for approval.
● Create the Event announcement and signup sheet.
o Date and time
o Number of allowable guests per member (1-3 guests per member)
o Date the sign-up sheet will be removed from the website
o Game format, including any “special” games or holes (i.e. “closest to the pin”)
o Cost of meals and cart fees. Clearly state who pays cart fees and who is not charged for carts.
o Anyone with late cancellation will be charged for the meals.
● Coordinate with Golf Genius Administrator to put sign-ups in Golf Genius.
● Send Event announcement to the Website Administrator to post on website at least one month in advance.
● Email CCWGA membership the Event information and send reminders as necessary.
● Work with the Head Golf Professional and/or the Food and Beverage Manager to determine menus and the cost of food. Give the headcount on the Friday before the event to the person responsible for the luncheon.
● Work with the Pro Shop on the following:
o Provide them with the member and guest lists and GHIN numbers on the Sunday prior to the event.
o Provide them with a list of members/guests who need a cart.
o Pro shop with prepare the score card, alpha lists, hole assignments, “closest to the pin” measuring tapes and log sheets.
On the Day:
➢ Set up a check-in table on the morning of the event. Greet members and guests.
➢ The Chair or the Club Pro will announce and award prizes at the luncheon.
➢ Have copies of Conditions of play and Crow Canyon Local Rules available to handout on tournament day.
➢ Provide the appropriate CCCC manager with a list of charges to be made on member accounts for meals and cart fees.
➢ The Chair introduces herself, then introduces the Captain to speak. The Chair then introduces her committee. The Chair or the Club Pro will announce and award prizes at the luncheon.
CCWGA Website Administrator Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for maintaining and updating the CCWGA website.
Duties and Responsibilities:
● Update the CCWGA.net website, which includes the CCWGA calendar, Gmail account and documents.
● Maintain the CCWGA calendar
● Maintain the CCWGA Gmail account including additions and deletion of the contact list. Send out emails for members as necessary.
● Maintain the CCWGA Google account with security and access as necessary
● Maintain and organize the CCWGA Google account Drive where club documents are stored
● Maintain the CCWGA Roster website with member additions and deletions
● Maintain the CCWGAGOLF Time to Signup account including the annual renewal and security updates
● Provide TimetoSignup sign-up sheets for all events as necessary including Team Play, Lunches, Tournaments, and other events
● Maintain the GoDaddy CCWGA.net URL including annual renewal
CCWGA East Bay Team Play Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for putting together a team to represent Crow Canyon in East Bay Team Play on specified dates and hosting the EBTP event when it is played at Crow Canyon.
Duties and Responsibilities:
● The beginning of the season can be anywhere from March 1 to April 1. As captain you arrange for the matches to be posted on the website, so that ladies can sign up for any matches they are interested in playing. It is from these lists that you pick your team.
● Pick two players for the A Flight, two players for the B Flight, and two players for the C Flight. Setting the flights is controlled by their handicaps at the time of the match. Ladies can play in a higher flight but not a lower one.
● Make sure the players have their bag tags (with our club’s name and their flight) and names must also be on golf bag.
● Collect the entry fee from each player and write a total check to be given to the host club. The captain decides how she wants to be paid by the players- Venmo, Zelle, check, cash and then she writes the check.
● Prepare the line up sheets with the players’ GHIN numbers and handicaps and bring it to the host club along with 2 copies the scoring sheets.
● Post the players’ scores after each round as an away score. Keep track of any birdies that are played on CCWGA official play days (Tuesdays) and give that information to the Co-Captain in November for birdie awards.
● Host the EBTP event when it is scheduled at Crow Canyon (a separate binder).
o Choose from selection of menus pre-negotiated by the Event Committee at the beginning of the year.
o Prepare a LOI (letter of invitation of which there are samples in the binder) to be sent out 4 weeks before the match to all the participating clubs. The $75.00 fee includes cart, breakfast, lunch, snack and golf.
o Obtain Team line-ups from the other clubs and give to the Pro Shop so they can prepare cart signs, hole assignments, etc.
o Have copies of Conditions of play and Crow Canyon Local Rules available to handout.
o Have a check-in table available – 2 people.
o Recruit volunteers to be spotters and marshals
o Collect the checks from each Team at registration and give it to the Pro.
● Get next year’s calendar from the Captain and Pro Shop in early October. This is when you get our next year’s host day on the Pro Shop calendar, so you decide when you want to have the Crow Canyon match.
● At the year end’s Team Play meeting, give the EBTP Tournament Director next year’s 5 blackout dates and the potential EBTP dates that Crow Canyon can host. The blackout dates are the dates assigned to our CCWGA Invitational, Mini-Invitational, and Major Tournaments. It is challenging coming up with 5 sacred days.
CCWGA Diablo Valley Team Play Chair
Job Description
Purpose:
A non-voting CCWGA Board member responsible for putting together a team to represent Crow Canyon in Diablo Valley Team Play (DVTP) on specified dates and hosting the DVTP event when it is played at Crow Canyon.
Duties and Responsibilities:
● Work with Golf Genius Administrator to add signup sheets into Golf Genius.
● Pick two players for the A Flight, two players for the B Flight, two players for the C Flight, and two players for the D Flight based on the player’s index. The 8 players with lowest indexes that sign up for that date are the ones selected.
● Make sure the players have their bag tags (with our club’s name and their flight) and player’s name must be on the golf bag.
● Collect the entry fee from each player and write a total check to be given to the host club.
● Prepare the Team sheets, with the players handicaps.
● Post the players’ scores after each round. Keep track of any birdies that are played on CCWGA official play days and give that information to the Co-Captain in November for birdie awards.
● Host the DVTP event when it is scheduled at Crow Canyon.
o Choose from selection of menus pre-negotiated by the Event Committee at the beginning of the year.
o Obtain Team Sheets from the other clubs and give to the Pro Shop so they can prepare cart signs, hole assignments, etc.
o Have copies of Conditions of play and Crow Canyon Local Rules available to handout.
o Have a check-in table available staffed with 2 people.
o Recruit volunteers to be spotters and marshals
o Collect the fees from each Team and at registration and give it to the Pro.
● Get next year’s calendar from the Captain and Pro Shop in early October.
● At the beginning of the year fall Team Play meeting, give the DVTP Tournament Director next year’s blackout dates and the potential DVTP dates that Crow Canyon can host.” The blackout dates are ones pre-assigned to our CCWGA Invitational, Mini-Invitational, and Major Tournaments.
CCWGA Historian
Job Description
Purpose:
A non-voting CCWGA Board member responsible for taking photos at events and memorializing them on the website and for the outgoing Captain’s photo book as well as posting Board members’ photos and new members’ photos on the CCWGA bulletin board
Duties and Responsibilities:
● The Historian is responsible for taking photos of events as described below and forwarding them to the Website Chair for posting on the CCWGA website:
o General meeting award presentations for Major Tournament winners.
o Invitational and Mini-Invitational winners and other members during the tournaments‘ festivities.
o Special functions like the Holiday Luncheon, Play 4 Pink, and any other events during the year.
● The Historian is responsible for creating the Captain’s photo book as a keepsake for the outgoing Captain, however, this is at the Captain’s discretion and she may decline a photo book.
● Posting Board members’ photos and new members’ photos on the CCWGA bulletin board.
● Responsible for maintaining the bulletin board in the lady’s locker room.
Board Job Descriptions (PDF)
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