GIRLS JUNIOR AMERICAS CUP TEAM MATCHES

EXECUTIVE BOARD

The affairs of the Girls Junior Americas Cup Team Matches shall been overseen by an Executive Board consisting of a minimum of five (5) and a maximum of seven (7) Team Captains. An Executive Board member must have served at least three (3) years as a GJAC Captain. Needs updating according to By-laws wording

Officers of the Organization shall be President, Vice-President, Secretary and Treasurer and such other officers as the Board may by resolution create. Officers will serve a two-year period.

Duties of the Officers are:

The President shall preside at all meetings of the Board and supervise all the affairs of the Organization.

The Vice-President shall act as President and perform the duties of that office in the absence of the President.

The Secretary shall record the minutes of all meetings and handle correspondence and proceedings as directed by the Board.

The Treasurer shall receive and deposit all moneys of the Organization, pay out funds as directed by the Board, keep an accurate record of all financial affairs and present a written report of all account activity at the annual meeting.

The Executive Board shall set long-range goals, review policy, discuss problems, and make recommendations to the Girls Junior Americas Cup Committee.

The Executive Board assists the Host Tournament Director in any capacity that may be needed.

Directors shall serve an initial three (3) year term; however, at the expiration of such term, directors are eligible for re-election. Provided the qualifications set forth in Section 3.2 are met, there is no maximum number of terms one may serve.

All vacancies in the Board of Directors, whether caused by resignation, death or otherwise, may be filled by the affirmative vote of a majority of the remaining Directors. A director elected to fill any vacancy shall hold office for the unexpired term of his or her predecessor and until a successor is elected and qualified.

The nominated slate will be emailed to all captains for a vote 30-60 days prior to the tournament.

The Executive Board meets once a year, in addition to the regular GJAC Captains’ meeting, to discuss and review in depth the affairs of the Organization. The meeting is usually held in the fall over a two-day period at a location convenient to all. Board Members are expected to attend the annual fall board meeting and assume individual expenses for this meeting.

GJAC COMMITTEE

The current year Team Captains comprise the Girls Junior Americas Cup Committee. Each Team Captain has a vote. The Team Captains' meeting is scheduled the evening prior to the practice round of the GJAC Match (Sunday). The Host Team Captain arranges and conducts this meeting. The Executive Board secretary shall take the minutes of this meeting.

The minutes of the meeting shall be typed, duplicated and distributed to the GJAC Committee either at the current tournament site along with the Final Result Sheet or mailed within one week of the last day of the Tournament.

An updated mailing list will be provided for all Team Captains and the Tournament Chairperson.

The Host Team Captain shall send all tournament information to the next year’s Host Captain or the Tournament Director.

Any items of business that a Team Captain wishes to submit to the GJAC Committee shall be submitted in writing to the Executive Board president for inclusion in the agenda at least one month before the Tournament.

A copy of the meeting agenda will be sent to all Team Captains prior to arrival at the Tournament.

*Minutes of the previous year’s Executive Committee meeting and summary of the fall Executive

Board meeting should be emailed to Team Captains two weeks prior to the tournament.

TEAM CAPTAINS

The role of the Team Captain is to support, encourage and attend to the needs of the Team.

Team Captains may give advice to members of her team in accordance with USGA Rule 8. Captains must keep in mind the importance of maintaining pace of play when advising team members, undue delay could result in a warning and/or disqualification.

Team Captains are not allowed on the green during the competition rounds.

There will be the same Team Captain for each Team throughout the Tournament and the only one allowed to communicate with players.

A Team Assistant Captain may be appointed by the Team Captain to assist with errands and general Tournament support but they cannot give advice to team members.

The Team Captain and Assistant Captain (if applicable) must be identified to the Committee prior to the start of the competition.

Each Team will be given one golf cart.

Attendance is mandatory for Captains at all GJAC matches, scheduled meetings and social functions.

Team Captains are not permitted to drink alcohol anytime in the presence of players.

The two free evenings provide the opportunity for the team captains to socialize with each other or local friends and gives the girls the chance to spend time with their host families alone.

Any special requests deviating from the Rules of the GJAC Handbook must be proposed in writing to the GJAC Executive Board no later than sixty (60) days prior to the GJAC Tournament.

All GJAC EVENTS ARE ALCOHOL-FREEWHEN PLAYERS ARE PRESENT

YOU ARE ENCOURAGED TO READ THE GJAC HANDBOOK PRIOR TO ATTENDING THE TEAM MATCHES

  • Must be 21 years of age or older
  • Respond to Host Committee by returning the entry form acknowledging receipt of Tournament Invitation along with Team Captain Agreement Form
  • Request sponsoring Association submit the Entry Fee
  • Arrange motel reservations (motel information is included with the March Invitation)
  • Arrange air and ground transportation for the Team and notify Host Tournament Committee of arrival time.
  • Arrival time must be arranged between the Registration times of 2:00 pm and 5:00 pm. Arrange departure flight after 6:00 pm on final day
  • Arrange for team uniforms and insure they conform to the GJAC dress code for all functions. Proper golf attire is required for Registration and all Tournament events including the Practice Round.
  • The Team Captain must be notified and check the situation if a player(s) is reported to be

in violation of the Dress Code.

A player in violation of the Dress Code prior to paly will not be llowed to tee off. A player in violation after she has teed off will be taken pff the course. In either case the player will be disqualified from pay that day.

A player in violation of the Dress Code prior to play will not be allowed to tee off. A

  • Team members must wear spike less or soft spike golf shoes
  • Order State pins for traditional Team Pin Exchange
  • Purchase gifts for traditional Gift Exchange
  • Suggest Team Members bring a small gift for their Host Family
  • Insure Team Registration, Liability, Emergency, Medical Release and Players & Parent/Guardian Agreement Forms are properly signed. The forms must be in the possession of the Tournament Committee at Registration. If the forms are not complete or invalidly signed, the player(s) will not be allowed to compete in the Tournament until this situation has been resolved.
  • Send GJAC Tournament Policy Letter to parents of Team Members if they plan to attend (see example)
  • Be prepared to assist the Tournament Committee if requested
  • Provide a State Flag if needed. The flag shall be 3'x 5' in size
  • Review with Team Members Flag Ceremony etiquette required during the playing of the national anthems of all three countries
  • Review with Team Members Flag Ceremony etiquette required during the playing of the national anthems of all three countries
  • Keep Team Members updated on all Tournament and Social Function information. Attendance is mandatory at all scheduled events
  • Emphasize the importance of the Rules of Conduct and the consequences of disregarding these Rules
  • Remind Team Members to complete the Electronic Player Survey after the tournament
  • Complete the Media Information form and return it to the Tournament Committee. If you do not return the form you assume all responsibility for contacting your local media
  • Each Team member is expected to send a Thank You note to Host Family - Suggestion: have stamped envelopes and thank you notes for the girls to write to their Host Family during their return trip home
  • Invitation Sent March 1st
  • Send entry fee by May 15
  • Acceptance Packet Received
  • Acceptance Packet due two to three weeks prior to tournament

Team Expenses

Teams participating in the Girls Junior America's Cup can expect to incur the following expenses:

  • Entry Fee - $700
  • Round trip transportation to the tournament site and travel expenses
  • Car Rental - transportation to and from the airport and to tournament social events is the responsibility of each Team Captain
  • Team Uniforms
  • Team Captain lodging and expenses
Arrival Guidelines

The Team Captains shall arrange for arrival between 2: 00 p.m. and 5:00 p.m. on Registration Day.

The Housing Committee will notify the Host Families of the arrival of their guests.

The Team Captain meeting, following the Meet and Greet with Host Families, is mandatory for all Captains

Departure Guidelines

Please do not make airline reservations for departure before 6:00 pm on the last day of the Tournament. The Closing Ceremonies play a special part in this Tournament and goodbyes and thank yous are very important.

If you are unable to get a return flight after 6:00 pm notify the Tournament Director by July 15 so the necessary arrangements can be made with a Host Family or you can make arrangements for the girls to stay with you at the hotel for that extra night.

TOURNAMENT COMMITTEE

The United States Golf Association Rules of Golf shall govern play. The Committee, whose decision is final, shall settle all questions /disputes.

The Committee: Head Rules Official, one pre-determined member of Host Organization, Girls Junior Americas Cup President and Girls Junior Americas Cup Rules Representative.

HOST COMMITTEE

The Host Tournament Committee consists of the Tournament Director, Host Captain, Host Club members and volunteers and is responsible for organizing and running the Tournament.

GJAC HOST CAPTAIN

The GJAC Host Captain shall be responsible to the Girls Junior Americas Cup Committee and shall serve as an advisor to the Tournament Director (unless acting as the Tournament Director).

The Host Captain shall be responsible for insuring that the Tournament is conducted in accordance with the established procedures and guidelines stated in the GJAC Handbook.

PARTICIPANTS

Guidelines

You have earned the honor of becoming a member of a Girls Junior Americas Cup Team with the privilege of representing your State in the Team Matches.

Your behavior will be a reflection on the Girls Junior Americas Cup organization, your State Golf Association and your Family.

Your Team Captain is responsible for you and your welfare as you travel with the Team and while you participate at the GJAC Team Matches. You are asked to please behave responsibly.

While staying with your Host Family remember you are a guest in their home. Please be considerate and respectful. You are asked to keep cell phone use to a minimum as a courtesy to your host family and team mates. This will give you more time to visit and get to know them.

You should be prepared to make your own bed, pick up after yourself and be appreciative of the meals prepared and transportation provided for you. GJAC Team Members may not drive Host Family vehicles.

Irresponsible behavior while a guest of a Host Family could result in withdrawal from the Tournament and you will be sent home early at your parent’s expense.

General Rules of Participation

All scheduled events are mandatory for Team Members and their Team Captain.

Competitors must abide by the GJAC Dress Code. Proper golf attire is required for all Team uniforms including matching shirts and golf bags monogrammed with the State name (state or association logo is optional). Spike less or soft spike golf shoes are mandatory.

The GJAC Dress Code shall be observed for all Tournament events including the Practice Round.

Length of shorts/skorts consistent with the host golf club standard. The tournament committee will notify the Captains of the host club requirement. Competition shirts must have either a collar or sleeves. The GJAC Dress Code excludes tank tops, halter tops, bare midriffs, short shorts, running shorts, denim and unhemmed cutoffs.

The Team Captain must be notified and check the situation if a player(s) is reported to be in violation of the Dress Code. A player in violation of the Dress Code prior to play will not be allowed to tee off. A player in violation after she has teed off will be taken off the course. In either case the player will be disqualified from play that day.

Use of cell phones on the Golf Club property is not allowed. Team captains may carry cell phones (on silent mode) for emergency use only.

A contestant, who does not comply with these rules, will be disqualified for each day of the infraction.

Complete the Electronic Player Survey after the tournament.

Proper golf attire is required at all times at the tournament site

CODE OF CONDUCT

Unless otherwise noted, penalty for breach of a Code of Conduct will result with a warning or disqualification at the discretion of the Committee.

The Girls Junior Americas Cup Matches bring girls together from various states and countries to form new friendships and cultivate mutual respect.

Team Members have the opportunity to develop pride in self, team, state and country.

Participants accept the responsibility of conducting themselves in a sportsmanlike manner.

They respect the tradition of the sport and the rules of the game. They show respect for both team members and opponents.

They are polite, courteous and pleasant to all captains tournament hosts, officials and

volunteers.

They show respect for the tournament course by picking up litter, replacing divots and repairing ball marks.

They show respect of themselves by being positive in appearance, attitude and action.

This Code of Conduct is applicable to behaviors both on and off the golf course from the moment of team departure to the tournament until the moment the team arrives back home.

Code of Conduct Violations

The following are examples, but are not limited to the only code of conduct violations:

  • Use of cell phone on golf club property
  • Cheating
  • Disregard of golf etiquette
  • Obscene, abusive or vulgar language
  • Club throwing and/or other inappropriate behavior
  • Disrespect to captains, tournament hosts, officials, volunteers, and/or fellow competitors
  • Use of drugs, alcohol or tobacco products
  • Abuse of golf course property, including not picking up litter, replacing divots and repairing ball marks
  • Dress Code violations
  • Disrespect to host family or abuse of their property

Behaviors deemed seriously inappropriate by the Committee may also result in disqualification.

The Executive Board shall determine circumstances subject to disqualification.

A participant who is disqualified from the Tournament will be sent home early at the parent’s expense. The parent/guardian will be responsible for reimbursing the State Association for all expenses incurred for the participant.