Officer’s Job Descriptions

JOB DESCRIPTIONS

The Houndslake Ladies 9-Hole Golf Association has the following officers and leadership positions:
President
Vice President
Treasurer
Secretary & Publicity
Tournaments
Social
Interclub Events
Sunshine

President
Assume responsibility for and oversee all activities of the Houndslake 9-Hole Ladies Golf Association.
Prepare agendas for and preside over all Executive Board meetings and general business meetings
Appoint standing committee chairs.
Serve as Ex-Officio member of committees, as needed.
Maintain open communication with staff of Houndslake Country Club.
Distribute names, phone numbers and email addresses of all officers to Houndslake Country Club on an annual basis.
Work with other Officers to ensure that all planned events and tasks are fully implemented.
Prepare and send “welcome letter” to new members of Houndslake to invite them to join the Houndslake 9-Hole Ladies Golf Association.
Maintain open communication with members through periodic emails.
Responsible for rule interpretation.
Serve as liaison with Presidents of other clubs who host interclub tournaments.
Distribute names, phone numbers and email addresses of President and Interclub Chair to designated Interclub President on an annual basis. (Note: The leadership of the interclubs will rotate on an annual basis, beginning with Woodside in 2015, and Houndslake in 2016.)

Vice President
Support all responsibilities and duties of the President.
Assume responsibilities and duties of the President in her absence.
Attend and participate in Executive Board meetings and general business meetings.
Serve as membership chair of the group.
Prepare Ringer Board for the opening of each season.
Prepare Par/Birdie Tree for the opening of each season.
Prior to the end of year luncheon, determine the winners of the Ringer Board, Par/Birdie Tree. Communicate the names of the winners to the Treasurer in order for the prize money to be determined for distribution at the luncheon.

Treasurer
Collect membership dues, deposit checks and cash into Houndslake 9-Hole Ladies Account with Security Federal.
Reconcile the bank account monthly.
Develop and maintain an annual budget, to be approved by the membership at the season opener meeting.
Prepare and present a Treasurer’s Report at Executive Board meetings and association business meetings.
Collect contact information and dues from new members.
Maintain accurate records of membership and provide information to Secretary
Prior to the beginning of the season, in late August, notify the Executive Board members of the total number of women participating in the coming year.
Release funds to designated Ladies 9-Hole Group members to reimburse for expenditures associated with approved group functions and in accordance with budget. Funds must be requested and receipts or supporting documentation required before funds are released.
Support the 9-Hole Group with the holiday Christmas Outreach program at Jefferson School. Deposit donations (cash, checks) into the account at Security Federal. The Treasurer usually writes a check for cash and gives the money to the women who are responsible for shopping and delivering the gifts to the school.)
In preparation for the end of the season luncheon and awards, document tournament winners and prize money based on data from the Tournament chairs, as well as Ringer Board and Par/Birdies winners based on data from the Vice President. Provide the appropriate cash for each winner.
Present a written report at the end of each year showing all receipts and expenditures. Attempt to keep a balance around $150 – $200 to cover part of the luncheon for the coming year.

Secretary & Publicity
Prepare minutes of all general business meetings and Executive Board meetings.
Present minutes at meetings and distribute minutes to members via e-mail.
Maintain secretary’s book, all correspondence and other information.
Maintain communication with coordinator of Houndslake Newsletter. Prepare communication regarding current information (i.e., tee times), upcoming events, tournaments, winners of tournaments (local and interclub) and general information such as visitors and new members always welcome –see sign-up sheet in the Locker room or call…for information.
Maintain an up to date email distribution list and send group emails as requested.
Explore other ways of keeping the membership informed through enhanced use of technology (e.g. web site, link to Houndslake website).

Tournaments Chair
Prepare a calendar of all tournaments for the annual golf season, including: the 9/18 Hole Tournament, Betty Estes Memorial Tournament, season opener and season ender tournaments.
Maintain communication with the staff at Houndslake and work in a coordinated manner to ensure that tee times and course assignments are arranged prior to golf each week.
Post a sign-up sheet in the locker room on a weekly basis, clearly indicating date and tee time.
Post a sign-up sheet in the locker room several weeks before any special tournament.
As needed, determine the pairings for tournaments.
Maintain records of winners of all tournaments. Communicate the names to the Secretary for inclusion in the Houndslake Newsletter. Communicate the names to the Treasurer so prize money may be awarded.
Note: The 9/18 Hole Tournament is hosted by the 9-Hole Ladies every other year. When the 9-Hole Ladies are responsible:
Determine and communicate a tournament date that is agreeable to the 9-Hole and 18-Hole ladies.
Create a committee to assist with planning and implementation activities.
Prepare a budget and ensure that expenses meet budget constraints.
Create a work plan to track all planning activities, responsibility areas and due dates.
Work with the Social Coordinator to confirm luncheon menu, cost and room set up.

Social Chair
Organize luncheons and other events requiring a room and food service from the club. Negotiate best value and prices with Houndslake. Confirm menu choices with the Executive Board. Traditionally, there have been three general luncheons – season opener, Christmas and season ender.
The season opener in September is generally a casual lunch (sandwiches/appetizers, along with cookies or other small dessert. The association may pay for this lunch. Houndslake should send the bill to the Treasurer.
The Christmas and season ender luncheons tend to be more substantial, including linens and table centerpieces. Attending members will be billed for their lunch by Houndslake.
Prior to the beginning of the season, prepare budget data for all anticipated luncheons and provide the information to the Treasurer.
Provide assistance to the Interclub and Tournament Chairs in arranging luncheons.

Interclub Events Chair
Note: On a rotational basis, three times a year, the Houndslake 9-Hole Golf Group either hosts or participates in an interclub tournament with Woodside Country Club, The Reserve Club, Savanah Lakes and Cedar Creek. Houndslake shares an interclub place with Cedar Creek which means that Houndslake and Cedar Creek share hosting responsibilities at Houndslake, or share participating in interclub tournaments held at the other clubs. Each tournament consists of 9 holes of golf, lunch and prizes. The cost for these tournaments is borne entirely by the participants. To assist in covering tournament costs, organizers may choose to sell mulligans and 50/50 raffle tickets.

Plan, organize and oversee interclub tournaments hosted by Houndslake/Cedar Creek
Represent Houndslake and act as liaison with other clubs who participate in the interclub tournaments.
When Houndslake/Cedar Creek is hosting an interclub tournament:
In conjunction with Houndslake Country Club, determine a tournament date and communicate it to the Houndslake 9-Hole golfers and the other clubs.
Create a committee to assist with planning and implementation activities.
Prepare a budget and ensure that expenses meet budget constraints.
Create a work plan to track all planning activities, responsibility areas and due dates.
Confirm luncheon menu, cost and room set up.
When Houndslake is participating in an interclub tournament hosted by another club:
Communicate tournament information to Houndslake 9-Hole golfers.
Collect payment from participants.
Provide host club with participant names, handicaps and payment
Plan and oversee any exchanges with other clubs. The process is similar to the interclub process.

Sunshine Chair
Inform members of any special events, serious accidents, illnesses or deaths occurring in the families of current and past members.
Request information from association members on any special events, serious accidents, illnesses or deaths occurring in the families of current and past members.
Send cards to individuals on behalf of the 9-Hole Ladies Golf Association.

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