MountainView & The Preserve Women’s Golf Association
Board Meeting Minutes
June 4, 2008
Attendees: Donna Barnard, Jan Brenny, Janey Clausen, Linda DeWitt, Jo Helms, Debbie McMullin, Dorothy Moore, Debbie Ogle, Karen Wilson. Absent: Paula Michels.
President – Donna Barnard
Donna called the meeting to order at 8:35am.
Secretary—Jo Helms
Motion by Ogle and seconded by DeWitt to approve the minutes as written for the May Board Meeting; motion carried.
Treasurer--Karen Wilson
Karen distributed the May treasurer’s report. No discussion. Karen will be out-of-town June 13-27 so Linda will have the checkbook.
Vice President—Linda DeWitt
Constitution & Bylaws and Standing Rules – We reviewed Linda’s draft previously distributed via email. We changed the wording in Article 3 (Membership) to reflect changes with members who move to SaddleBrooke Ranch. Linda will revise these documents and send them to the Board by the end of the week, including the outside event eligibility policy. She will get these posted ten days prior to the July 8 Business Meeting so the membership can approve these changes.
COMMITTEE REPORTS:
Social – Jan Brenny
Jan reviewed the wording for the luncheon cancellation policy (4/21 email to the Board). The wording will be changed from: “....no refunds will be issued once the contract has been signed which is usually five days prior to the event…” to: “…no refunds will be issued after the stated deadline date…” and the deadline date will be stated on the sign-up form for each event. Motion by Clausen and seconded by Wilson to approve this policy; motion passed.
Handicap – Dorothy Moore
□ Dorothy shared the results from the May played-versus-posted random review. The review was performed for Thursday, May 8 and there were 14 out of 67 players who played but did not post (21%). Much discussion followed; options include automatically posting 72 for these players or posting something less than par plus an equitable handicap. This will be tabled so the Board can think about our options. In the meantime, the Handicap Committee will perform 4-5 random reviews each month to see how widespread this issue may be.
□ Home & Home – Dorothy reported that we have 53 members playing on June 10 and 40 on June 17 and SaddleBrooke has 33 on each date. She will be sending out an email with the details of the event to all who are playing.
□ Dorothy Moore confirmed that the individual hole handicaps will not be re-rated for the mixed tees on either course or for the green tees (MV) or the platinum tees (Preserve). Players should continue to use the current hole handicaps as indicated on the scorecards for the wine and copper tees. Linda will include this decision in the June President's Message.
Special Events – Paula Michels
No report.
Page 2 – MPWGA Board Meeting Minutes June 4, 2008
Membership – Janey Clausen
The new member breakfast is June 11 at Janey’s house.
Tournament –Debbie McMullin
(see Old Business)
Rules – Debbie Ogle
Debbie mentioned that there is some confusion as to whether a player can “pick up her ball” when she’s ‘out of the hole’ and still participate in that day’s event. Debbie McMullin puts reminders on the back of the scorecards as to whether a player can pick up and mark their score with an “x” to denote that they didn’t putt out. Depending on the format for that day’s event, sometimes it’s okay to do this; for other games all players must putt out in order to participate. Debbie Ogle will put this on the agenda for the next rules seminar just to make sure everyone is clear as to when it’s ‘okay’ versus when a player will be disqualified from that day’s event.
OLD BUSINESS:
Þ Review of Action Items from the prior meeting – All but one action item was completed from last month’s meeting.
Þ Members who move to Saddlebrooke Ranch (SR) – Janey met with Mike Jahaske to discuss how golf memberships will be handled for people who move to the Ranch. Much discussion followed. Motion by Ogle and seconded by Brenny to change Article 3 in our Constitution and Bylaws to: “Those eligible for membership in the Association shall be women golfers who are SaddleBrooke HOA #2 property owners or SaddleBrooke HOA #1 property owners who have a MountainView/Preserve annual golf membership. In addition, women golfers who have executed a contract (House Contract) to purchase a lot and a house from SaddleBrooke Development Company (SDC), and have an established USGA handicap, are eligible for membership. Any MPWGA member who moves to SaddleBrooke Ranch may continue their membership with MPWGA as long as they are a member in good standing until the earliest of: a) December 31, 2009; or b) SaddleBrooke Ranch forms their own women’s golf association; or, c) their MountainView/Preserve golf membership is terminated.” This motion passed. Linda will ensure that this wording is carried through the Standing Rules as well. All of this will be presented to the membership for their approval at the July 8 Business Meeting.
Þ Ladies Ryder Cup – Janey talked with Mike. MountainView will be closed September 8 for over-seeding so the dates have been set for September 5/6 with the 5th being at SaddleBrooke and the 6th at MountainView so we’re hosting the luncheon. Janey will be gone most of August through early September so she needs someone else to take over. She will talk with others who may be interested in doing this.
Þ 2009 Calendar of Events (including Member/Guest) – Debbie McMullin and Linda will be attending a meeting with the other golf groups to set the 2009 calendar. She will check to see if we can move our Member/Guest to April 6/7 (as opposed to the current dates April 27/28 which would mean we would follow a 4-day outside event with over 600 players.) (UPDATE: We were able to get April 20/21.)
Þ Event with the Niners – Jan reported that the theme will be “Summer Sizzles”. It will be held August 5 and the Niners will host/coordinate. It will be a 9-hole scramble.
Þ Nominating Committee for 2009 Officer Elections – Donna requested suggestions from the Board. She will contact the people mentioned along with her choice as President for another person on the committee.
Þ Golf Balls – Debbie M reported that the order is in.
Page 3 – MPWGA Board Meeting Minutes June 4, 2008
Þ Preserve 10th Tee Survey – Debbie M reported the results from the feedback received on May 20th’s trial from the forward tee box on #10 at The Preserve: 50% preferred the Copper; 25% preferred the Forward tee; and, 25% stated either was fine. She said she received more ‘feelings’ or ‘perceptions’ as opposed to how the player actually played the hole, so she will re-word this for future times when we collect feedback. Debbie will send the details to Linda who will include something in the June President’s message.
Þ Closing The Preserve for lunch on Tuesdays – Janey and Jo reported conversations with Mike Taylor about this. He has requested to attend our July 8 Business Luncheon so he can present the background behind this decision. Donna will add him to the agenda and Jo will extend the invitation to him.
NEW BUSINESS:
Þ Webmasters – Linda shared that the webmasters are doing a lot for us right now with learning the new software and making changes to the website. She would like to request a pay raise for them. Karen reported that we were already over budget for their line item due to the new software so Debbie M suggested we do a bonus this year. We can then review their pay when we work on the 2009 budget. Motion by Brenny to give a $50 bonus to each of our webmasters (Karen Hansen and Lynn McCrossen); seconded by Barnard. Motion carried. Karen will get the bonus checks ready for the July 8th Business Luncheon. Discussion followed about trying to find replacements for one or both of our webmasters. Janey will review membership applications to see if someone expressed an interest in that area and Jo will talk with a member who has the right skills to see if she would be interested.
Þ July 8th Business Luncheon – Jan reported that we’re having a California salad with chicken breast. Rita will be handling the forms and checks and coordinating with Helen while Jan is on vacation June 17-July 2. Jan will extend an invitation to Mike Jahaske and Phil.
ACTION ITEMS
Þ ALL – Think about the ways to fix the problem of members playing but not posting..
Þ Linda – Revise the Standing Rules and Constitution & Bylaws and send to the Board. Then post them on the website ten days prior to the July 8 Business Meeting.
Þ Donna – Contact the suggested persons for the nominating committee.
Þ Debbie M – Send details to Linda about the results of The Preserve #10 tee box survey.
Þ Linda – Put something in the next President’s message about The Preserve #10 tee box survey results and that the holes will not be re-rated for the mixed tees..
Þ Donna – Put Mike Taylor on the agenda for the Business Luncheon.
Þ Jan – Invite Mike & Phil to the Business Luncheon.
Þ Jo – Invite Mike Taylor to the Business Luncheon.
Þ Karen – Get the bonus checks ready for the webmasters – present at the Business Luncheon.
Þ Janey – Check membership applications for web interest.
Þ Jo – Check with a member to see if she’s interested in working on the website.
Þ Janey – Secure someone to takeover coordinating the Ryder Cup.
Þ Debbie – Check into moving our 2009 Member/Guest to April 6/7.
Next Board Meeting: August 6, 2008
The meeting was adjourned at 10:30am.
Submitted by Jo Helms, Secretary