WCSGA - 2023 Board Meetings

 

July 20, 2023

 

The meeting began at approximately 12:45pm.

 

Attending:

John Leal – President (on site)

Doug Coulson – Secretary (on site)

Tom Thorpe – Treasurer (on site)

Robert Schoppe – Board Member (on site)

 

Absent:

John Carrick – Board Member

 

Plano Senior Cup

  • Currently have 36 signed up from WCSGA
  • PSMGA has 80+, many are dual members but only signed up for PSMGA and will likely have to play for WCSGA
  • All + handicaps will be set to 0

 

Slow Play

  • Continuing with current approach of trying to identify slow players before starting to penalize groups
  • Will continue to monitor in the coming weeks

 

Club Championship

  • Discussed increasing minimum tournament play requirement starting in 2024, will revisit at a future meeting
  • Tom will work with Lee to setup luncheon, leaning toward burgers again based on cost and convenience
  • Backup date will be following week if either day is postponed due to weather
  • Low gross will get a golf bag again, provided by course
  • Highest # of birdies will get dozen Pro V balls again, provided by course
  • Will provide gift to Tony for CTP admin work
  • Will invite Jeff, Charlie, and Carol to luncheon and offer opportunity to address the members
  • Proposed a raffle or quiz type give away for added member engagement, possible a couple $50 gift cards
  • Doug offered to provide a Golf Genius overview and all felt it would be beneficial
  • Tom may be out, Robert offered to provide the treasurer report if needed

 

Officer Roles

  • Agreed to review the current roles and responsibilities to see if we should better spread responsibilities, either among officer roles or by establishing defined committees
  • Also need to identify and prepare successor candidates to ensure there are no operational disruptions

 

Match Play Tournament

  • Robert asked about rescheduling later in the year
  • John feels this will be difficult but will evaluate if it is feasible after the Club Championship

 

Course Management

  • John and Doug have been discussing the future of WCSGA with Jeff and Charlie
  • The number of unexpected event conflicts has caused Jeff to reconsider allowing us to play every week
  • A follow up meeting is planned to confirm course management position now that Charlie is officially on board

 

 

Meeting adjourned at approximately 1:30pm.

 

April 6, 2023

 

The meeting began at approximately 1:00pm.

 

Attending:

John Leal – President (on site)

Doug Coulson – Secretary (on site)

Tom Thorpe – Treasurer (on site)

Robert Schoppe – Board Member (on site)

 

Absent:

John Carrick – Board Member

 

CTP Game

  • Discussed changing split to 0-10 and 11+, agreed it seems appropriate for current participation
  • Will monitor need to adjust again in future but don’t want to change week-to-week

 

Account balances

  • John talked to Jeff about missing balances in course’s new POS system
  • John to follow up with Jeff this week

 

Refund issues

  • Robert indicated there was multi-week delay getting refund for one of his rounds
  • Need to monitor and follow up with Matt or Jeff if delays continue

 

Match Play

  • Want to send information to members this week
  • Agreed on condensing to one week to complete each round, any competitor that can’t make a week will need to forfeit
  • Will only accept payment on site at side games table over next 3 weeks
  • Will decide on # of payouts based on number of participants, association will match funds to encourage more participation
  • Will still have 2 divisions based on handicap split, seedings (and play-in if needed) will be random draw within each division
  • John will update the word document to use for member communication
  •  

WCSGA Registration

  • Tom indicated we are fully registered with Federal and State
  • Confirmed we are not a 503C so we have to pay sales tax but do not have to pay income tax, still have to file something like tax returns but with no taxes due

 

Financial Update

  • All funds have been transferred to the new organization
  • Account balances: General fund = $6882.40, HIO fund = $3061.25

 

Membership Update

  • Tom removed all former members that didn’t pay 2023 dues
  • Currently have 189 paid members and 5 pending registrations
  • Doug sent time stamp on email updates for pending registrations to determine if Tom should continue waiting for payment or remove them

 

Cancelation and no-show policy

  • Discussed the regular occurrence of late cancellations and no-shows, agreed on implementing policy to discourage both
  • No-shows (no call to course to cancel) will forfeit the $5 tournament fee
  • Late cancellations still get full refund for now
  • Both late cancellations and no-shows will be tracked and any member reaching 3 occurrences will be suspended from tournament play for 1 month
  • Doug will update the policy on the portal and send email communication to all members

 

HIO fund

  • Agreed on starting to collect the $1 entry fee again when the fund drops below $2000

 

 

Meeting adjourned at approximately 1:45pm.

 

January 5, 2023

The meeting began at approximately 2:00pm.

 

Attending:

John Leal – President (on site)

Doug Coulson – Secretary (on site)

Tom Thorpe – Treasurer (via phone)

Robert Schoppe – Board Member (on site)

 

Absent:

John Carrick – Board Member

 

New organization voting results

  • Votes on By-Laws: For - 37, Against – 0 (By-Laws accepted)
  • Votes for President: John Leal – 33, Other – 0 (John elected)
  • Votes for Treasurer: Tom Thorpe – 33, Other – 0 (Tom elected)
  • Voted for Secretary: Doug Coulson – 33, Other – 0 (Doug elected)

 

Outstanding items for formation of new organization

  • Tom waiting on response from state of TX
  • Still need to confirm if course management is good with using course address on EIN application (Tom to follow up with Jeff Holt)
  • Tom will open bank account once EIN is filed, will also take signed copies of By-Laws and Board Meeting Minutes to open account
  • Robert will make check payable from old org to new org to transfer HIO funds
  • Once all expenses for old org are confirmed, Robert will create check to transfer remaining general funds

 

Golf Genius setup and 1st tournament operation

  • Everything seemed to go pretty well, only hiccup was related to GHIN activations which Matt had to handle manually, John to follow up with those manually activated to ensure they pay renewal fee, members not playing today that have inactive GHIN accounts need to contact the course before their first tournament to avoid repeating this
  • Respectable turnout for first week of skins, process went smoothly
  • Agreed to continue pairing based on playing index w/o consideration for avoiding pairing players with a history of slow play

 

Guest policy and pairings

  • Agreed to change the guest policy to only allow on 3 specified dates, guests still can’t enter any of the tournament competitions
  • On the same 3 dates we will allow everyone to select playing partners instead of pairing by index

 

Tournaments with other clubs

  • Want to setup cross club events and host one or more at Watters Creek
  • John working on “Ryder Cup” event with Pecan Hollow

 

Support for using course credit to pay for rounds

  • Proposed to allow members to contact the course to be registered for rounds if wanting to use course credit – Matt agreed to allow this but they still need to do this by registration closure day/time

 

Slow play

  • Play moved at a pretty good pace today, all completed within the 4-1/2 target
  • We expect pace to still be an issue on days with more players and proposed some proactive actions
  • Actions agreed to by board and Matt:
    • Turn on cart pace indicators for all to monitor during play, colors change to yellow and red when falling behind
    • Course staff will monitor cart times and send manual messages (text and sound) to bottleneck carts if more than 10 minutes behind
    • Course staff will send marshal to push bottleneck if more than 15 minutes behind
    • If warned group does not close the gap in 2 holes the marshal will return and notify the group to skip a hole with all players taking max (triple bogey) scores

 

HIO Policy

  • Agreed to alter verbiage on policy item 4 to replace “reaches” with “exceeds” to ensure the maximum payout is clear regardless of the fund balance - change completed by Doug

 

Member communication

  • John to follow up on GHIN activations
  • Doug to send update on Slow Play actions, using course credit, guest policy and self-pairing, reminders for registration deadline and skins competition

 

Meeting adjourned at approximately 3:00pm.