CATEGORY:
OPERATIONS / AREA MEETING PROCEDURE / Date Revised: 11/01/16
#PR1-001 / Procedures / Date Reviewed: 11/07/16

PURPOSE: To provide the office staff and Board Directors with guidelines for scheduling, preparing for and facilitating their annual Area Meetings.

PROCEDURE:

  1. The DIC will determine dates and locations for the following year’s area meeting during the current year’s area meetings. Although there is a host club rotation schedule, locations should be centralized in order to maximize participation and minimize distance from the furthest club. Put dates on the WGANC master calendar immediately following the Area Meeting.
  1. Late May or early June (no later than the June Board Meeting) – the President confirms the DIC for each area meeting. The Office will update Area Meeting Timeline file with appropriate dates, locations and DIC and distribute to all Directors.
  1. Early June – the office will review the President’s letter (1st emailing) with the President. Update as needed. Review Director Qualifications, Board application form, Rules Official application, Outstanding Volunteer Nomination forms, Open Day Tournament Assistant Job Description, Open Day Tournament Assistant Application, and arrangement meeting forms and update as needed.
  1. Mid June – The office will send arrangement forms to DICs so they can schedule arrangement meetings and get information back to office no later than mid-July.
  1. Late June or very early July – the office sends out 1st emailing (send them out area by area to prevent crashing of system) under the President’s name with Director qualifications and application, rules official job description and application, Open Day Tournament Assistant job description and application and Outstanding Volunteer nomination form.
  1. Early July – the Office will prepare the Captain’s letter, brunch reservation letter, brunch reservation list, Pink sheets Green Book/Dates form, Area Meeting Agenda, OD & Invitational List and following year’s WGANC Dates for review by President.
  1. Finalize all the above forms with information from completed arrangement meeting forms and feedback from President by mid-July.
  1. Five to 6 weeks before the first Area Meeting – the office sends out the 2nd emailing (send them out area by area to prevent crashing of system) under the name of the Director in Charge of each area. To the Captains’ letter, attach the brunch reservation letter, WGANC dates, OD Exemption list, Green Book/Dates form, and Agenda.
  1. Five to 6 weeks before the first Area Meeting – the Office sends out to the DIC of each Area Meeting the “Area Meeting Tool Box”. The email includes the following: 1) Reservation list, Agenda, 2) Area Meeting Agenda Outline,3) Copy of 2016 Nominating Committee Rotation, 4) Survey (sample of the green book information collection form), 5) OD Invitational Request Sheet, 6) WGANC Pendant count by areas, 7) OD Tournament Asst Address list, 8) Tournament and exemption dates. NOTE: The attached Survey sample is a copy of the electronic Green Book information collection form. In October an separate email will be sent to the Captains with a link to the form so they can fill it out electronically not later than November 1st of each year.
  1. On August 1st the Office runs the club roster for all clubs to know their headcount, one pendant for every thirty members is provided to each club at the area meeting. Pendants are approximately one inch in diameter and packaged in gold boxes.
  1. The DIC should receive the brunch reservation letters back at least 3 weeks before their meeting date. From them, they will create an attendance list, by club, which will need to be communicated to the F&B staff at the club in advance, per the agreement on the arrangement forms. The OD Invitational Request Sheet form should be received back at least 3 weeks prior to the meeting so the DIC can resolve any Open Day conflicts between clubs and WGANC events before the Area Meeting. The DIC should complete the “OD Invitational Request Sheet” as soon as all information is available and return it to the Office. PRIOR to the meeting it is helpful if the DIC creates a spreadsheet containing all dates (Open Days, Tournaments and Invitational) within their area to be given out to each attendee for information purposes.
  1. From the reservation list the DIC will create name tags for everyone. The Office will provide the labels to each director. Approximately 500 will be needed total. The DIC will create an alpha check-in list for the club to check-in ladies and accept monies.
  1. Immediately following the Area Meeting, each DIC is to complete an Area Meeting Wrap-Up Report.
  1. As soon as possible but not to exceed 7 days after the meeting, the DIC submits the complete OD Invitational Request Sheet information to the office and Open Day Director.
  1. One week after DIC submits all rules applications to the Rules Director, all Open Day Assistant applications to the Open Day Director, Course Rater Applications to the Course Rater Director and Outstanding Volunteer nomination forms to the Vice President. These forms can be scanned and forwarded to all the applicable directors with a cc to the President and the Office.
  1. One month after the meetings, the Office will complete the count for green books needed for the print run and will verify with each DIC.

WGANC ______AREA MEETING REPORT

Location of Meeting:
Date:
Director in Charge:
Time of Registration/Breakfast:
Time of Meeting Start:
Number of Clubs Present:
Number of Club Members Present:
Number of Cancellations after Cut-Off Date:
Cost of Breakfast PP/Total Cash to Club
Nominations for Outstanding Volunteer? / (Y/N) Name:
Rules Committee Applications: / (Y/N)
Course Rating Applications
Open Day Assistant Applications?
TOPICS OF DISCUSSION:
Other Topics Discussed:
(Add additional, separate sheets, if necessary)
Date/Location for 2018 Area Meeting:

*Request for the Green Book information and the # of Green Books each Club needs will be emailed to all the Captains from the Office with instructions on how to complete the on-line form and that they must be completed not later than November 1st.

DIC FOLLOW-UP:

  • Send Open Day Dates to Open Day Director
  • Send Thank you note to the Host Club and Captain
  • Send confirmation to the next years Host Club

Make a list of all Invitational dates by Club and send to your Area Captains; copy the office

Area-Meeting-Procedure-110716 Page 1 of 4Policies and Procedures