Chair and Vice Chair Guidelines
HARRIS- ERICKSON – 2023 - 2024
HARRIS - ERICKSON CHAIR GUIDELINES
Our Vision
To promote women’s golf in Zone 5 in a competitive, friendly atmosphere and to prepare our members to play in tournaments ie: Zones, Provincials and Nationals.
OCT/NOV
Attend Zone 5 AGM in mid to late October.
Email letter requesting tee times to each club. ( to include thank-you for last years play)
Set dates for medal play avoiding dates that conflict with Zone and Provincial events.
Book Huntting Cup 2 years in advance ie: 2024 would be booked in 2022
JANUARY -FEBRUARY
Confirm Course Reps.
Post Welcome Letter on Website
Forward copies of the event date list and rep. list to all club representatives and
to the Zone 5 secretary.
Send HE Vice Chair her list of duties and obligations.
Send HE players welcoming letter and event date list.
Familiarize yourself with all aspects of the Harris-Erickson rules, regulations, eligibility etc found on HE website.
Update website with schedule, reps etc. Currently being done by Penny
Ask someone to keep track of results and calcualte year end winner. This person also to check to make sure scores are posted before midnight on the day of play. (Hilary Jaeger/Alison Sweeten have volunteered for 2024)
MARCH - APRIL Start of play.
a) Email welcome letter to all players, welcoming back previous members and welcoming new members with a short note on what to expect and how to sign up for play.
b) Collect $125.00 from each member on their first day of play. (Juniors $10/round).
c) Collect $5.00 from first time members for hole in one insurance.
d) Give each player a history sheet and a “player responsibility sheet”. Have them acknowledge by signing they have read the player responsibility sheet.
e) Buy balls from club being played. Titelist Pro V's, Taylormade T5 and Callaway Chromesoft.
f) Record weekly scores and ball winners. Hilary Jaeger/Alison Sweeten have volunteered for 2024.
g) Keep financial records. Keep hole in one fund seperate.
h) Supply course reps with thank-you cards to give to the Head Professional on the day of play.
i) Attend Zone 5 Spring Meeting.
j) Assign new members Big Sister - Penny will help
PRIZES
Individual Medal Rounds:
One ball is to be given each person with the lowest gross score (and ties)
One ball is to be given each person with the 2nd lowest score (and ties)
One ball is to be gven each person with the 3rd lowest scores (and ties)
One ball is to be given each person with the lowest net score (and ties)
One ball is to be given each person with the 2nd lowest net score (and ties)
KP’s: One ball is to be given for each KP,one on the front nine and one on the back nine (motion passed Oct 2010)
MAY - JUNE
If Huntting Cup in Victoria, arrange for luncheon in advance.
Arrange for sign up page on website.
(team consists of 10 lowest handicaps available to play plus 2 captain’s picks. Team is picked 30 days in advance.
Contact Sweeny Cup Captain and make necessary arrangements. It is up to the discretion of the HE Chair as to whether or not funds are available to cover travel expenses the years we travel.
Buy balls from club being played. Titelist Pro V's, Taylormade T5 and Callaway Chromesoft.
When Huntting Cup is in Vancouver, arrange travel.
SEPTEMBER
Buy balls from club being played. Titelist Pro V's, Taylormade T5 and Callaway Chromesoft.
Ask previous years low gross and low net winner to bring trophies to you.
Take trophies to be engraved to Lionheart Engravers ( by Boston Pizzia in Langford )once winners are calculated. Lionheart is the only place in town that can engrave on an oval bowl.
Calculate winners after last game has been played.
Ask winners which golf course they would like their scripts from. Cash is okay too.
Email players re: AGM discussion ideas and attach last years minutes.
Email AGM agenda to the players.
OCTOBER
Annual General Meeting:
a) Arrange meeting room.
b) Arrange FUN round or ask club rep to do so.
c) Bring meeting to order. Approval of last years minutes ( a copy should be on each table) Approval of financial statement. Distribute prizes and award Silver Bowls:
d) Scripts---bought at recipients club choice
2 @ $105 low gross, low net
1 @ $90 2nd low gross,
2 @ $80 3rd low gross, 2nd low net
e) Vice Chair to write minutes and read last years minutes.
f) AGM topics for discussion and voting if necessary.
g) If there are no Carin Pot winners for an event, the people who enterd will be recorded and eligible for a random draw at the AGM. there will be no double winners and you must be at the AGM to collect.
h) Send publicity report to newspaper and Zone 5 Chair
i) Update all documents to give to next year Chair.
j) Confirm course reps
k) Handover financial report and funds to incoming Chair.
l) Update website with AGM minutes and financial report under History.
m) Attend Zone 5 AGM (usualy mid October) and present year end report . Date posted on their website.
Annual Awards:
First Gross $105.00, Second Gross $90.00, Third Gross $80.00 First Net $105.00, Second Net $80.00 script to be bought at recipients course of choice.
Silver Bowls are awarded to the Low Gross and Low Net winners together with the scripts. Scripts are to be presented to 2nd and 3rd Low Gross and 2nd Low Net. All ties are honoured. One individual may not win Gross and Net prizes. The winner will be judged on 50% of the stroke plays scores (ie:we play 15 stroke play events and 1 match play event 7 games would count) at the end of the season calculated as follows:
Score (gross or net)–the course rating X 113/course slope for the applicable tee.
The lowest average score designates the winner
Harris- Erickson Trophy Vice Chair Duties and Obligations
Updated October 2023
1) Familiarize yourself with all duties of the Chair. This is your chance to ask any questions you may have for the following year.
2) Be available to help the Chair with any of her duties.
3) Recruit a Vice Chair.
4) Familiarize yourself with the website.
5) Familiarize yourself with eligibility, qualifications etc of the HE.
6) At the AGM buy the outgoing Chair a bottle of wine or something similar and some flowers. Total expense to not exceed $60.00. Reimburse yourself when you are Chair from the remaining funds from the previous year.
7) Attend Zone 5 AGM if HE Chair is unavailable and present a year end HE report. Generally mid to late October, date on the Zone 5 womens website.
Huntting Cup - Home Game
Email Sweeny Cup Captain of venue and first tee time.
Confirm venue, reserve seating in restaurant. Check menu selections and make a decision regarding plated or buffet.
Every 2 years arrange for team shirts. Alison Sweeten has volunteered for 2024. The colour chosen was purple.
Put sign up sheet on website with a note re:dietary restrictions
Finalize meal and confirm with restaurant.
One month prior to competition, pick team. The Huntting Cup team will be drawn from the players with the ten lowest indexes plus two Captains Picks. Team selection to be made up of players that have played in 20% of the schedule before the Huntting Cup selection date ( one month prior to the HC)
Ask players from SC if they have any food allergies and inform restaurant.
Handicaps frozen 1 week in advance of event.
Day of event - have someone greet the Sweeny Cup players as they arrive at the golf course and let them know where the restrooms, driving range, pro shop etc are.
Give scorecards to players and instruct them of who to give them to at the end of the round and also where they will be gathering after the round.
Huntting Cup - Away Game
A few months before the tournament arrange for a limo service to pick up and deliver back the team to Tswaseeen Ferry terminal.
Put sign up sheet on website with a note re: dietary restricitons.
Arrange group walk on booking with B.C. ferry services.
Arrange with Sweeny Cup Captain the team lineup.
Have all players meet at ______ time at the Swartz Bay ferry terminal.
In 1997 it was moved that assistance be given at the discretion of the Chairman at the time of the Huntting Cup for travel expenses. The team travels for the day to Vancouver every second year.