prlg board job descriptions

8/14/2019 PRLG Board Job Descriptions

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Attachment AArticle VIDUTIES of the PRLG BOARD of DIRECTORS OFFICERS

Att. Apage 1 of 23

President

Responsibilities

Chair the Pumpkin Ridge Ladies Group (PRLG), the Board of Directors, and the Executive Board. Take responsibility for mishaps and assure that any problems that come up get addressed and resolved. Ensure Board members are aware of their area of responsibility and activities by meeting with them

prior to the golf season and reviewing with them their Board job description.

Activities Time Commitment1. In August, appoint a Nominating Committee to develop the candidates for

the following years Executive Board and Standing Committees. Act as

advisor to the Nominating Committee and attend its meetings.(See By-Laws for specifics)

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2. Appoint Tournament Chairpersons: Opening Day, Mid-year, Closing Day,Member-Guest, Breast Cancer, Tequila Open tournaments.

Ad hoc

3. Prior to November, meet with the major tournament and playdaychairpersons to discuss calendar dates for the larger events.(See 2. above)

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4. In November, work with the head Pro to develop the calendar for thecoming years major PRLG events.(See 2. above, plus 9- and 18-hole exchanges)

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5. Review the prior years estimated vs. actual budget. Get input from theprior years chairpersons to understand if the budget was adequate. Withthe PRLG Treasurer, develop the coming years operating budget.

24 hours

6. Early in the year, meet with the PRGC Clubhouse Manager and the Director

of Food & Beverage to determine the food and beverage price for thebreakfast/luncheon events: Opening/Mid-year/Closing. The charge shouldbe the same for all three events.(PRLG will add an appropriate amount ($2 - $3) to be dispensed by theevent chairpersons as gratuity to outside services and wait staff.)

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7. Attend preliminary planning sessions held by the committee chairpersonsfor the major events.Educate the chairpersons re:

the need to define and publish event formats well in advance of theevent and to adhere to what is published.

the Function Sheet Obtain this from the Clubhouse Manager(includes all prices that will be charged)

PRLG dues budgeted for their event and what is/is not covered a sample event budget and the need for receipts format expectations for the Member-Guest tournament

Continue to keep in contact with them throughout the planning process andprovide Board feedback as needed.

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Att. Apage 2 of 23

8. Provide the agenda and run the monthly PRLG Board meetings. (Januarythru October)

3 hours / month

9. Represent the PRLG at the monthly PRGC Advisory Board meeting. 2 hours / month10. Review the PRLG Handbook and By-Laws to ensure that the PRLG acts in

accordance with these guidelines and rules.

Ad hoc

11. Write a monthly column for the Pumpkin Ridge Newsletter. 1 hour / month12. Act as liaison between the PRLG and the Golf Shop and PRGC local

management.Ad hoc

13. Act as hostess (in conjunction with Tournament Chairpersons) to ourtournaments.

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14. Participate in as many golf tournaments as possible. ---15. Play with prospective new members (or find an appropriate substitute) when

requested by PRGC local management.---

Preferred Skills Good listener Likes people Can be comfortable talking in front of a group of ladies


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Att. Apage 3 of 23

PresidentCommunication

Responsibilities

Serves as the key point of contact when special communications are needed to the Board or PRLG.

Activities Time Commitment1. Create e-mail directories as necessary. Suggested directories are:

Executive Board Standing Committees 18-Holers 9-Holers

12 hours tocreate directories

2. Maintain regular contact with the Membership Chair to be sure of gettingupdates: new members, resigned members, changes between 9- and 18-Hole groups, updated contact/address information, etc.

30 min / month

3. Two weeks prior to each monthly Board meeting, e-mail all Board ofDirectors members to notify them of the time and date. Attach the Minutesfrom the previous meeting.

30 min / month

4. E-mail PRLG membership as needed regarding such things as clinics,special events (e.g., Opening Day, Member-Guest, Tequila, Exchanges).

1 hour / month

5. Forward appropriate e-mail from other Board members as needed. ---6. Send out the proposed slate of officers one month before Closing Day. ---

Preferred Skills Basic e-mailing skills


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Att. Apage 4 of 23

Vice President

Responsibilities

Observe and assist the President in her duties (President-in-training). Take over as President in the event she becomes disabled or moves away.

Activities Time Commitment1. Chair the Tequila Open. 20-40 hours

(depends ondelegation)

2. Attend the monthly PRLG Board meeting. 2 hours / month3. Stand in for President in her absence and, in the event of a vacancy in the

office of President, succeed the President. (See By-Laws for specifics)Ad hoc

4. Help/volunteer as needed with other events or activities. As time permits5. Serve as the Presidents assistant. Ad hoc6. Act as advisor to the Nominating Committee that is appointed by the

President, and attend its meetings.---

7. Succeed to the position of President in the year following her term as VicePresident.

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8. Purchase the gift for the outgoing President (typically crystal golf ball insome form). Present the gift on Closing Day. Funds for this gift come fromthe PRLG budget.

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Preferred Skills Good listener Likes people Can be comfortable talking in front of a group of ladies


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Att. Apage 5 of 23

Secretary

Responsibilities

Document the Ladies Group business in minutes for the monthly Board of Directors meetings and thethree General meetings.

Activities Time Commitment1. Create and distribute the minutes for the monthly Board of Directors

meetings (7-10 times / year) from January through October.--Per meeting:2 hours - meeting2 hourstype

2. Create and distribute the minutes for the three General meetings. --Per meeting:30 minmeeting1 hourtype

3. Become familiar with the PRLG By-Laws and theInformation andGuidelines for PRLG Members so to recognize when changes are requiredas the result of Board of Directors decisions.

2 hours

4. Maintain, update, and amend the PRLG By-Laws and theInformation andGuidelines for PRLG Members as required.

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5. Prompt the yearly update of all Board of Directors job descriptions. Makeany changes deemed necessary in the descriptions.

Minimal

6. Maintain hardcopy binder of all PRLG meeting Minutes, current By-Laws,and currentInformation and Guidelines for PRLG Members. This binderwill be in the PRGC ladies locker room.

Minimal

Preferred Skills

Good listening skills are ideal Ability to document discussions and conclusions is required Computer skills with Internet access are preferred to allow for quick distribution of the Minutes


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Att. Apage 6 of 23

Treasurer

Responsibilities

Collect and disburse the funds of the PR Ladies Group in accordance with budget. Keep accurate accounting records of all receipts and disbursements.

Activities Time Commitment1. Work with the President to establish the yearly budget based on the budget

guidelines document.2- 4 hours

2. Write checks, make deposits, and reconcile bank statements in a timelymanner.

Ad hoc02 hours / week

3. Update the budget with actual receipts and expenditures for review at themonthly Board of Directors meetings.

1 hour / month

4. Get bank account signature card updated. (One time for each new Treasurerand President.)

1 hour

5. Order new checks as needed. Ad hoc6. Work with PR accounting to reconcile the monthly statement and be sure

that all charges and credits are consistent with expectations.Recommend: Obtain preview statement from Club accountant/controller2-3 days prior to month-end.)

10 min - 2 hours /month (dependingon statementaccuracy)

7. Respond to requests from the Exchange Chairperson if funds are needed tocover PRLG entry into Exchanges.

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8. Work with event chairs to insure receipts are received to cover expenditures. ---9. Work with the Eagle/Birdie/Par, Playday, Eclectic, 9-Hole and Tournament

Chairpersons disburse funds at year-end. Work with the Eagle/Birdie/Par,

Playday, and Tournament Chairpersons to disburse the playday &tournament funds equitably.

12 hours / half

10. At year-end, receive back all undistributed cash from year-end payouts, andwrite appropriate checks to the winners.

2 hours

11. Support the In the Pink tournament by documenting income and expensesfor a total accounting of the event.

5 hours + meetings

12. Maintain the Budget Guidelines document. ---13. Pick up PRLG mail from the Ghost Creek administrative office mailroom. Monthly or when

notified.

Preferred Skills Basic accounting skills Skills with a spreadsheet program are a bonus for developing and publishing the budget


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Att. Apage 7 of 23

9-Hole Chairperson

Responsibilities

Chair the 9-Hole ladies group and act as liaison with the Board of Directors. Attend Board of Directors meetings. Attend General meetings: Opening Day, Mid-year, Closing Day.

Activities Time Commitment1. Attend monthly Board meetings. Discuss 9-Hole group needs/concerns. 2 hours / month2. Work with the Witch Head Pro, Exchange Chairperson, Playday Captain

(and others as necessary) to develop the calendar

for the coming years 9-Hole exchange(s) for the coming years playday games for the coming years 9-Hole lessons/clinics

4 hours

3. Review the prior years budget; determine its adequacy. Develop aproposed 9-Hole budget for the upcoming year.

4 hours

4. Maintain an up-to-date listing and email list of 9-Hole members. Sendupdates of new and exiting members to appropriate BOD members.

Minimal

5. Communicate (mainly email) with the 9-Hole ladies re playdays,lessons/clinics, exchanges, etc.

30 min / week

6. Maintain a record of the playday game winners. Distribute prizes at Mid-year and Closing Day tournaments.

1.5 hours(2 x per year)

7. Appoint a committee to plan the

9-Hole Exchange (See Job Description of Exchange Chair) Holiday/Christmas luncheon

Oversight duties

8. Review the By-Laws to ensure that the 9-Hole ladies group acts inaccordance with the By-Laws.

Minimal

9. Help 9-Holers establish handicaps and understand the rules of golf. As necessary10. Act as hostess to our tournaments and exchanges. Minimal11. Regarding new 9-Hole members

Talk with and meet them. Consider playing with them on their first playday. Verify they receive the most recent Handbook and By-Laws. Verify they understand Eclectic, Par/Birdie Board, playday games. Assist them in posting their ESC score (if necessary)

Minimal

12. Participate in as many PRLG golf events as possible. ---

Preferred Skills

Organizer Likes people Delegates well


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Att. Apage 8 of 23

Advisor/Past President

Responsibilities

This position will sit on the Board of Directors to advise/direct the Board and President. The intent is that this position will bring continuity to the PR Ladies Group as new people take on board

responsibility.

Activities Time Commitment1. Attend the monthly Ladies Group board meeting. 12 hours / month2. Maintain updated list (mailing and email addresses) of Past Presidents. ---3. Plan, send invitations, and run the Presidents Cup tournament**.

Traditionally, the Advisor/Past President provides the tee prizes, at herexpense, for the group.

Update the plaque with the tournament winner.

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4. Meet with the President to discuss any problems or concerns that you had orhave. Enlighten on past decisions made by the Board that need to befollowed.

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5. Share things that worked and didnt work in the past for you or others andwhy they did or didnt work (as circumstances vs. method may havedictated failure or success).

**As of 2008, the PRGC General Manager agreed that PRGC will, in theforeseeable future, comp the annual Presidents Cup green fees and

luncheon for both member and non-member PRLG past Presidents.

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Preferred Skills

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Att. Apage 9 of 23

Playday Captain

Responsibilities

The Playday Captain is responsible for setting the weekly game for regular playdays and disbursingwinnings to the weekly winners.

Assistant Playday Captain

Responsibilities

Assist the Playday Captain in all duties in order to become familiar with the job and perform thePlayday Captain duties in the absence of the Playday Captain.

This position will ascend to Playday Captain the following year.

Activities Time Commitment1. Develop the 18-Hole PRLG Calendar. (Liaison with the 9-Hole Chair.)

(The President works with the Golf Shop to plan the major dates; then thePlayday Captain determines the games for the playdays.)

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2. Review the playday games as the weeks game comes closer and change thedays format if needed based on weather, course conditions, or participationlevel.

5-10 min / week

3. Verify the Golf Shop calculations of playday winners. This includesadditions of the cards themselves or that the days rules were adhered towhen calculating the winning scores. This is to be done prior to the

winners names being posted on the bulletin board. This should becompleted prior to the next weeks playday.

1 hour / week

4. Keep a record of the number of weekly winners. Based on the number ofwinners, calculate the weekly dollar amount to be used for each playday andthe payout per person. (Use payout guidelines.)

Gather the Golf Shop copy of the weeks winners. For Mid-year and Closing Day: calculate winnings, get cash, place

in envelopes, distribute.

1 min / week2-4 hours 2x / year

5. Document winners and amounts and provide the Treasurer a copy as areceipt for distribution. Disburse winnings at Mid-year and Closing Dayand keep track of who picks up the winnings. After Mid-year, work withthe winners who did not show and disburse their winnings. After Closing

Day, turn over undistributed cash to the Secretary for distribution. Turnover to the Treasurer a copy of the document on the fund disbursements.

1-3 hours 2x / year

6. Work with the Playday Assistant and train them on all activities so that theycan perform as Playday Captain the following year.

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7. Attend the monthly Board of Directors meetings from January throughOctober. Attendance can be shared with Assistant Playday Captain.

1-2 hours / month


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Att. Apage 10 of 23

8. Post a Break Pin signup sheet in the locker room and presentbreak pins to PRLG members who achieve a breakthrough on PRLGplaydays.

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Preferred Skills

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Att. Apage 11 of 23

Tournament Chairperson

Responsibilities

Work with the Golf Shop to run the Spring, Pumpkin Cup Match Play and Fall Handicap tournaments.

Assistant Tournament Chairperson

Responsibilities

Assist the Tournament Chair in all duties in order to become familiar with the job and perform theTournament Chairs duties in herabsence.

This position will ascend to Tournament Chair the following year.

Activities Time Commitment1. Create posters to advertise the Spring, Pumpkin Cup Match Play and Fall

Handicap tournaments and post in the locker room at least 2 weeks prior tothe event. Turn in receipts to the Treasurer for reimbursement.

1 hour pertournament

2. Monitor signups for these events and work with the PRLG President oncommunications to increase participation if needed in order to have asuccessful event.

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3. Ensure that all participants are members of the PR Ladies Group. ---4. Coordinate with the Golf Shop regarding the format. ---5. Keep a record of the number of winners. Based on the number of winners a

tournament dollar number will be calculated by the Treasurer. This will

then be used to calculate the payout per person. (Use payout guidelines.)

1 hour / tourney(at Mid-year and

Closing Day)6. Document winners and amounts. Disburse winnings at Mid-year andClosing Day. Track who picks up their winnings. Work with the winnerswho did not show to find the best way to disburse their winnings. Turn overto the Treasurer a copy of the document on the fund disbursements. AfterClosing Day, turn over undistributed funds to the Treasurer fordisbursement.

1-2 hours(at Mid-year andClosing Day)

7. Work with the Assistant Tournament Chair and train her on all duties. ---8. Attend the monthly Board of Directors meeting. Attendance can be shared

with Assistant Tournament Chair.1-2 hours / month

Preferred Skills

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12/23


Att. Apage 12 of 23

Handbook Chairperson

Responsibilities

Publish the annual PRLG handbook. This includes setup in computer format, updating, printing, anddistribution to all members of the PRLG.

Activities Time Commitment1. Obtain a soft file copy of the previous years handbook from prior

Handbook Chair.2. At the beginning of February, obtain a copy of an updated PRLG

information spreadsheet from the Membership Chairperson. Crosschecknames, addresses, phone numbers and e-mail addresses against the PRLGspreadsheet. Also obtain any new photos of members from the Advisor/Past

President (whos in charge of the photo board) and begin to update theprevious years handbook file with additions or deletions.

Time intensive inFebruary andMarch (40-80+hours).

After this, timecommitment isminimal.

3. Obtain the current list of Executive Board and Standing Committee officersand update the handbook.

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4. Obtain the approved tournament and playday events and update thehandbook.

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5. Review with the Board any suggestions for changing or improving thecontent of the handbook (i.e., Guidelines and Information).

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6. Select a last date for changes to the handbook that allows the handbook tobe printed and distributed by Opening Day.

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7. Continue to update with additions and deletions until the published cutoff

date for changes.

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8. Obtain bids from current vendor and one other to ensure we are paying afair cost for our handbook.

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9. Choose a vendor and have the handbook printed.(Note: Have ~25 more books printed than PRLG members at the time thehandbook is printed. This allows for distribution to new PRLG members aswell as one for the Golf Shop and membership sales.)

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10. Write member names on handbooks and place in alphabetical order inbaskets. Place baskets in a prominent place in the locker room prior toOpening Day for member pick-up. Ask the President to remind members topick up their handbooks in the newsletter and Opening Day publicity.

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11. Attend the monthly Board meeting if possible. 1-2 hrs / month

Preferred Skills Computer skills are a must It would be valuable if the individual could evaluate and select software appropriate for developing the

handbook. Over time software may become obsolete


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Att. Apage 13 of 23

Handicap Chairperson

Responsibilities

This position is responsible for ensuring the handicap integrity of the Pumpkin Ridge ladies. Work with the Golf Shop and mens handicap chair, as part of the Pumpkin Ridge handicap committee,

to inform or take action with those not adhering to handicap posting rules.

Activities Time Commitment1. Represent PR at the annual OGA meeting when possible (usually golf and

dinner). Spread the OGA word to the PRLG membership so that they knowwhat the OGA is. When attending the annual meeting, pick up the OGApacket and give the tournament application brochures to the PR Golf Shop.

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2. Resolve Handicap disputes. This may involve meeting with the Golf Shopand the mens handicap chair. Guidelines for addressing these issues are inthe OGA handbook. For PRLG members, you may want to first bring theissue to the Board to help determine if it can be handled informally.Educate the ladies that you are their handicap contact and if they perceivethere are handicap violations that they should contact you for action.

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3. Monitor Tuesday playday scorecards and ensure they are posted andadjusted based on each individuals course handicap. Keep in mind that notall rounds played can be posted. Only rounds played where the majority ofthe holes are played under the rules of golf qualify as a round that can beposted (e.g., Irons Only day would not be a round to post).

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4. Post PRLG tournament scorecards. ---5. Educate PRLG members on how to complete their scorecard and how to

adjust their score (for your convenience in monitoring). This process isconfusing for beginners.

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6. No GHINsome new golfers do not set themselves up in GHIN andtherefore cant post scores. This is not an issue for those in the 9-Holegroup who are beginners. A handicap is needed to participate in mostevents and signing up for a GHIN is to be encouraged in those cases wheresomeone wants to participate in major events (Mmbr-Gst, Tequila, etc.).

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7. For Opening Day, determine the Most Improved PRLG 9- and 18-Holegolfers. (Verify 9-Hole winner with the 9-Hole Chair.)

This is calculated for you by the OGA and is provided in theirgreen sheets monthly computer printouts that come with thenew GHIN cards.

Arrange for name inscription respective plaques. Announce winners andaward cash and plaques on Opening Day.

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Preferred Skills

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Att. Apage 14 of 23

Membership Chairperson

Responsibilities

Maintain a current spreadsheet of the PRLG membership. Serves as the new-member advisor. Is responsible for making all women members of Pumpkin Ridge, both new and existing, aware of the

Pumpkin Ridge Ladies Group, and encouraging them to join.

Activities Time Commitment1. ***This position is responsible for the PRLG membership list***

Maintain a PRLG membership spreadsheet that includes the followinginformation:

first name, last name, spouse name, mailing address(es), e-mail

address(es), phone number(s), and 9- or 18-Hole designation

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2. Distribute all changes to the membership to affected parties, including

Golf Shop Eagle/Birdie/Par Chair Bulletin Board Eclectic Chair President Playday Chair Vice President Asst. Playday Captain 9-Hole Group Chair Tournament Chair Handicap Chair Asst Tournament Chair

030 min / month

3. Work with the Director of Sales to ensure that you receive a list of allmembers new to Pumpkin Ridge.

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4. Work with the PRLG President to notify (via newsletter and email) previous

years members that they will be billed in January or February unless theaccounting office is told differently.

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5. Develop aNew Member Sign-up form to be distributed with the February orMarch Pumpkin Ridge GC bill.(Director of Marketing has the form format on computer.)

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6. Develop a flyer and putNew Member Sign-up forms in the ladies lockerroom. In addition, make sure the Director of Sales has copies.

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7. Hold a potential new member get-together in the ladies locker roomfollowing one of the March clinics. (See past flyer and Q&A sheet.)

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8. When completedNew Member Sign-up forms are received, send theinformation via email to the following:

PRLG President 9-Hole Chairperson

Handbook Chairperson

PRLG liaison in the Golf Shop Treasurer Advisor-Past President (for the

locker room photo display)

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9. Information re new members and withdrawals that dont make the handbookdeadline are to be posted on the PRLG bulletin board. Keep a master list,with designated 9- and 18-hole preferences, in your copy of the handbook.

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Att. Apage 15 of 23

10. Post a new list every month on the PRLG bulletin board, and give one to theGolf Shop so they have a list of active members.

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11. As the year progresses, consider sending a letter or calling new members.

Send them aNew Member Sign-up form, if interested.

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12. Work with PR accounting to determine the PRLG paid members. 2 hours (Feb-Apr)

Preferred Skills

Basic spreadsheet computer skills This is a very fun jobyou get to meet so many new ladieshave fun!


16/23


Att. Apage 16 of 23

Eclectic Chairperson

Responsibilities

Calculate gross and net totals for both 9- and 18-Hole eclectic scorecards and award cash prizes at Mid-year and Closing Day.

Activities Time Commitment1. Prior to Opening Day, update both 9- and 18-Hole eclectic boxes with

eclectic cards. Arrange to have the Golf Shop pick up the ladies scorecardsfrom the ladies locker room each playday.

1060 minutes(depends if newcards must bemade)

2. After the last playday prior to Mid-year and Closing Day, gather the eclecticcards and insure there is a supply of new ones. If there is not a member

number on the cards, update the card with the member number to enablelookup of current course handicap. Calculate the total of the lowest grossfor each hole for each card to determine gross eclectic. Subtract the

players current course handicap from this to determine their lowest neteclectic.Count the number of cards and divide by 3 to determine your approximatenumber of winners. Ideally this event will pay a third of the field. Groupthe field into handicap groupings that best enable you to pay a 1st, 2nd, and3rd gross and net for each group.

2 hours

3. Obtain a check from the Treasurer and make up individual envelopes withcash for each winner.

30 minutes

4. Create a record of winners and amounts. Disburse the cash at the Mid-year

and Closing Day luncheons. Keep track of who picks up the winnings.Work with the winners who did not show up to find the best way to disbursetheir winnings. Turn over to the Treasurer a copy of the final disbursementsheet. After year-end closing, turn over undistributed cash to the Treasurerfor disbursement.

30 min2 hours

5. Attend monthly Board of Directors meetings January through October. 1-2 hours / month

Preferred Skills

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17/23


Att. Apage 17 of 23

Eagle/Birdie/Par Chairperson

Responsibilities

Responsible for developing and maintaining a display that recognizes good play. Eagles and Birdies (all handicaps) and Pars (30+ handicap)

Activities Time Commitment1. Create a recognition vehicle. This position can use the format from

previous years or design a new one. (Funds to create are expensed againstthe playday budget).

1-2 hours

2. Create a signup sheet for PRLG members to update with eagle, birdie andpar information.

10 min

3. Update the recognition vehicle on a regular basis. 10 min / week

4. Create payout envelopes for winners based on the budget. Winners aredetermined twice a season, and recognized at the Mid-year and Closing Dayluncheons.

2 hours twice /season

5. Document the winners and amounts and submit a copy to the Treasurer forreimbursement.

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6. Work with the winners who did not attend the luncheon to disburse theirwinnings (e-mail notification is suggested). Keep track of who receives themoney if it is someone other than the person that won. After year-endclosing, return undistributed cash to the Treasurer.

1 hour twice /season

7. Attend the monthly Board meetings if possible (January through October). 1-2 hours / month

Preferred Skills

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18/23


Att. Apage 18 of 23

Exchange Chairperson18-Hole

Responsibilities

Act as the PRLG liaison with other area clubs in planning, scheduling, and participating in exchanges(sometimes referred to as invitationals).

Set up one exchange hosted at Pumpkin Ridge. Make arrangements to attend exchanges (approx. 25) that the PRLG is invited to.

SETTING UP home and away exchanges

Activities Time CommitmentIn/about January:

SU1. Identify area clubs with whom the PRLG would like to have an exchange.Contact those clubs Presidents to connect with their keyexchangechairperson.

1 hour

SU2. With interested clubs, identify date(s) that will/wont work for the ex-changes. (For the exchange at Pumpkin Ridge, check with the PRLGPresident and the Witch Head Golf Pro.)

This requires repeated back and forth email/phone calls with otherclubs to find a date for the PRLG home exchange, as well as dates forPRLG away exchanges. Identify 5 or 6 dates that could work for PRbefore making these calls.

It is particularly important to not schedule the event on a day ofa) OWGA or OGA eventsb) Team play (this is relevant for Portland, Willamette, Colum-

bia, Oswego, Riverside, Royal Oaks, and Waverly clubs)c) Member-Guest eventsd) club championshipse) the Bend, Corvallis, or Coast tournamentsf) other club events that will affect participation

(The OGA has many of these dates; checkwww.OGA.org)

45 hours

SU3. When set, provide all exchange dates to the PRLG Board, the PlaydayCaptain (for inclusion in the Playday Calendar), and the 9-Hole Chair.

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On Opening Day:SU4. provide sign-up sheets to the Golf Shop

announce: the clubs and dates; that sign-up is in the Golf Shop distribute reminder cards reflecting exchange dates and clubs

(w/extras placed in the locker room) announce that sign-up for all exchanges is now available send sign-up sheets to the clubs invited to Pumpkin Ridge (to be

received by PR 5 days prior to our exchange)

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Preferred Skills Persistence, flexibility, goal orientation, coordination, and organization.
http://www.oga.org/http://www.oga.org/http://www.oga.org/http://www.oga.org/


19/23


Att. Apage 19 of 23

HOME Exchange hosted at Pumpkin Ridge

Activities Time CommitmentH1. Notify the following of the date:

Witch Head Golf Pro Director of Catering Outside Services

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60 to 30 days prior to the event:H2. Use prior years financial summaries to determine the per-person cost and

to create an estimated budget. Some considerations are:

competition prizes tips flowers for the lunch/buffet table centerpieces tee prizes candy for tee boxes

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H3. If the event is not fully subscribed, coordinate with the President to send e-mail to the PRLG members to solicit participation.

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H4. Consider sending invitations to the clubs invited. Include the cancellation

policy.

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H5. Create flyers for the PRLG locker room noting the date, location, time, andcost of the event. Include the cancellation policy.

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H6. Work with the Director of Catering to plan the meals (traditionally conti-nental breakfast and lunch), determine the per-person cost, table arrange-ments, centerpieces, and extras (e.g., check-in table, microphone).

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H7. Ensure that the Golf Shop has a signup sheet for the exchange. ---H8. Purchase non-perishable prizes, decorations, etc. ---H9. Determine the format of play.

The established format has been a 2 best ball, 4-person team event (2flights) with each team consisting of players from each of the clubs. Thisis to foster a fun atmosphere and provide guidance with the secrets to

playing well at others home courses.

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Under 30 days prior to the event:H10. Work with Outside Services re arranging for carts, parking lot assistance,

placing items/goodies on specific tee boxes, etc.---

H11. Work with the Golf Shop re competitions: KP holes, bridge ball, longdrive, etc.

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H12. Maintain contact with the visiting club(s) key contact as the date for theexchange nears to work through any problems or concerns that arise.Consider sending directions to Pumpkin Ridge that the contact candistribute to her players.

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H13. Request that each club collect the individual entry fees from their playersand then provide one check, payable to PRLG, on the day of the exchange.

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H14. Determine the amount of money that will be used for prize money.Request a check for this amount from the Treasurer. Create payoutenvelopes.

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20/23


Att. Apage 20 of 23

Past prize ideas include:

1st gross and net for each club KP on each par 3 (in 2 categories, not necessarily based on

handicap or flight)

bridge ballShortly before the entry cut-off date:H15. E-mail those that have signed up and remind them of their commitment and

that their account will be charged if they do not cancel by x date. ---

H16. Ensure the other clubs have sent in their sign-up lists at least 5 days prior tothe event so you (or the Golf Shop) can start creating the teams. Verify theteams are balanced and include a golfer from each club.If you have 2 flights, list all the players by handicap and divide the field inhalf. Then make teams up within the 2 handicap divisions.

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After the entry/cancellation cut-off date:H17. Work out the prize money and any other prizes to be awarded. ---H18. Purchase perishable prizes, decorations, etc. ---

H19. Determine the total number of participants and inform the Director ofCatering and Outside Services of the final count. ---

H20. Print handouts for each member of a foursome with the names of eachplayer, their club affiliation, and their starting hole.

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H21. Collect the checks from the visiting clubs; provide them to the Treasurer.NOTE: If you plan to allow guests to charge their entry fees totheir individual club accounts, see the Treasurer to discuss this.

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Post event:H22. So the PRLG can be reimbursed, send PR participants names to the PR

Club Accountant (sometimes the Golf Shop will take care of this).---

H23. Provide a financial summary of the event to the Treasurer to account forfunds provided and spent.

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H24. Document the exchange; add it to the previous exchange file to help thenext person filling this job. Keep notes on possible improvements for nextyear.

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H25. Evaluate the success of the exchange and make recommendations to theBoard on needed changes.

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21/23


Att. Apage 21 of 23

AWAY Exchange hosted at Other Clubs

Activities Time CommitmentA1. Provide a friendly reminder to the Witch Head Golf Pro that there is an

away exchange coming up.

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A2. Ensure the Golf Shop has a sign-up sheet for the exchange. Make sure itdesignates that it is for 18-Holers.

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A3. Post any invitation and/or flyer received from the host club on the bulletinboard.

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A4. If the event is not fully subscribed, coordinate with the President to send e-mail to the PRLG members to solicit participation.

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A5. As the date for the exchange nears, maintain contact with the hostingclubs key contact to work through any problems or concerns that arise.

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A6. Shortly before the entry cut-off date, e-mail those that have signed up andremind them of their commitment and that their account will be charged ifthey do not cancel by x date.

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A7. After the cut-off date, request that the Treasurer cut a check payable to thehosting club. Provide the Treasurer a list of PR members to be chargedout.

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A8. Consider taking a box of candy and note of thanks to the hosting clubfrom the PR participants.

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A9. Document the exchange and add it to the previous exchange file to helpthe next person that does this job and keep notes on what improvementscan be made for the next year.

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A10. Evaluate the success of the exchange and make recommendations to theBoard on needed changes.

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--- A1. thru A10. 34 hours

(based on a singleclub exchange)


22/23


Att. Apage 22 of 23

Historian

Responsibilities

Taking pictures or arranging for pictures to be taken at all major PRLG activities. Compiling a yearbook reflecting the years activities.

Activities Time Commitment1. Compile a yearbook that provides a look at the years activities.

The yearbook should include:

photos, invitations, handbills, etc. of all important PRLG events. identities of the people in the photos whenever possible. photos and names of the Executive Board members. photos and names of the PRLG Champion. photos and names of the people who help our group such as the golf

pros, manager, food staff, etc.Picture-taking time in support of the above may be part of the time at theevent itself or it may be incremental depending on if you are a participant.

3-4 hrs assemblytime

2. Film, film development, yearbook costs are paid for from the Historianbudget. Keep records of all costs and submit to the Treasurer forreimbursement.

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3. Attend monthly Board of Directors meetings and volunteer/help whereneeded with the Board activities.

1-2 hrs / month formeeting

Preferred Skills

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23/23


Att A page 23 of 23

Sunshine Chairperson

Responsibilities

Show support to PRLG members and their families in times of difficulty.

Activities Time Commitment1. If a PRLG member is hospitalized, we will send flowers.

If a family member of a PRLG member is hospitalized, we will send anappropriate card.

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2. If a PRLG member is seriously ill, we will send an appropriate card.If a family member of a PRLG member is seriously ill, we will send anappropriate card.

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3. In the event of the death of a PRLG member, her spouse, or her child, we

will send flowers.In the event of the death of other family members we will send anappropriate card.

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4. If the family requests a donation to a particular charity, we will attempt tohonor their request.

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5. If the family requests a donation to a charity of the PRLGs choice, we willselect the charity that the PRLG supports: The OHSU Breast CancerResearch.

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6. Gifts for special occasions should be decided by the Board. ---

Preferred Skills ---

prlg board job descriptions

Documents