ASGA SE Michigan Chapter - Singles Golf



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Local Policies

of the

Detroit and SE Michigan Chapter

of the

American Singles Golf Association

Contents

1. Participation in Events

2. Notification of Participation

3. Event Responsibilities

4. Reimbursements

5. Cancellations

6. Overnight Lodging

7. Pace of Play

8. Handicaps

9. Gift Certificates

ASGA SE Michigan Chapter

Local Policies

Following is a list of policies and procedures to be followed by the local chapter in addition to the conditions of our Chapter By-Laws. These procedures are not to be considered as all inclusive, but cover frequently occurring instances for our Chapter. Issues of concern not covered below can be brought to the attention of any Board member for review. The National organization of ASGA also provides members with the means of issuing a concern through its website at

1. Participation in events

a. Chapter events are open to all members on a first come, first serve basis.

Participation will be registered on receipt of funds (or deposit, if required) unless

otherwise indicated.

b. Guests who participate in chapter events must be eligible for membership. To be

eligible, the individual must be over 21 years of age, single, divorced, separated or

widowed.

c. Guests are permitted to attend two paid Chapter events (golf or social) without

committing to membership. Guests may attend monthly meetings or meet and

greets without joining the chapter, although membership is encouraged.

d. Guest attendance will be forwarded with event sign in sheets to the Membership

Chair for tracking prior to the event deadline. If a guest has exceeded the number of

allowed events, he (or she) may submit a membership application with the event entry form. If they choose not to do so, their attendance in the event will be canceled and any funds paid will be refunded. Out of town membership will also be checked.

e. On occasion, specific events may be held that includes others who are not eligible

for membership (for example, members of the media, ASGA alumni or members of

other groups). Such events must have prior approval of the President of Chairman

of the Board.

f. Event hosts violating the eligibility policy will be addressed by Board. Deliberate or

repeated violations of policy will result in the member losing the privilege of hosting

events.

g. Couples who attend golf events may request, but should not expect, to play in an

event together. The host will establish pairings based on the number of those

in attendance and the format chosen.

2. Notification of Participation

a. After the event sign up deadline is reached, the event host will confirm

participation within one week prior to the event. This may be done through individual or group emails, note, phone message or conversation.

b. If confirmation is not received, the member (or guest) should contact the host for

status of participation.

3. Event responsibilities

a. Hosts are responsible for the following:

Coordinating the date availability of their event with the Committee Chair on the

Master Calendar

Choosing the event date and location

Negotiating the contract with the venue

Establishing the pricing for the event (including prizes)

Confirming the pricing with the Committee Chair or Assistant Chair

Notifying the Treasurer of deposits and payment schedule for event

Collecting the funds from participants

Obtain necessary forms that need to be completed for the event

Establishing rooming schedules (for overnight events)

Notifying the Membership Chair of paid guests who are attending event

Confirming participation with attendants

Completing paperwork and collecting receipts

Forwarding event information to the webmaster for publication

Advising the Committee Chair of any issues or problems that arise

Write a recap of the event for the newsletter

b. Committee Chair responsibilities

Make sure that the host is aware of the host instructions and forms needed

Verify the event pricing is correct and all required information is obtained

Assist event host with any problems or questions

c. Participant responsibility

Submit entry form and fees due within the established time frame for the event

In golf events, follow rules for pace of play.

d. Specific instructions- for hosting a golf or social event are included in a separate

document and forms. These are available online or from the Treasurer or

Committee Chairperson.

4. Reimbursements

a. Hosts may be eligible for reimbursement of the costs of participating in their event.

b. To be eligible for reimbursement, the event must show a profit or, at a

minimum break even with the host’s costs deducted. If this will not occur, the

host’s fee cannot be reimbursed.

c. If eligible, the host may deduct the cost of greens fees and prizes up to a cost of $ 60 each day of golf. The cost of the meal may be deducted only if included in the golf package.

d. For multi-host events, the cost reimbursed cannot exceed the expense of a single

host without approval of the President or Committee Chair.

e. For reimbursement for other club related expenses, receipts must be presented to

the Treasurer.

5. Cancellations

a. It is our Chapter’s policy not to refund money for events if the Chapter is billed by

the venue or in situations where deposits for events (generally overnight) are

advertised as non-refundable.

b. If the participant cancels prior to the event and the Chapter is not charged, the host

will refund the cost of the event as part of the close out procedure (other than

deposits as noted in 5a). A participant may also find another person to take his spot and thereby ensure a refund. If the Chapter was required to commit for a meal and the cost was billed, but the event was not charged, a partial refund may be issued.

c. Refunds will not be issued for cancellations within 48 hours of the event except in

medical emergency.

6. Overnight lodging

a. Rates for overnight accommodations are calculated for double occupancy. Certain

events may also have the option for a single occupancy rate.

b. The event host is responsible for establishing the rooming list and advising the

participants of any changes in rates or roommates. If the host has difficulty in

arranging rooming, he should seek the advice of the Committee Chair.

c. Event participants have the option of signing up for events and choosing their own

roommate. If the participant does not have a roommate, the event host will attempt

to assign a roommate of the same sex.

d. In the event that there is an unequal number of participants, the last person signing

up who does not have a roommate will be given the option of paying the single room

rate for occupancy. If he chooses not to do so, he will be allowed to withdraw from

event without penalty prior to the event deadline.

e. In the situation where a couple has signed up for a room and this leaves a male and

female without roommate, the couple will be asked to change their roommates and

share rooms with those singles so that the other participants are not responsible for single rates. In the case of multiple couple participation and this situation arises, the last couple to sign up will be reassigned. In such situations, if the couple declines, they will be given the option to pay the difference for room rate between single and double or they may withdraw from the event without penalty. The above clause will only pertain if all parties involved sign up for the event within the established deadline. Those participants who sign up for an event after the deadline has been reached will be responsible for their room costs, whether single or double rates.

f. In the event that one participant signs up for a single occupancy and this causes

another participant to have a single room, this second individual will not be penalized

for the single rate, as long as they have signed up within the event deadline. The

Chapter will be responsible for this fee and the cost should be built into the cost of the

Event.

g. In the case where there are both a lone man and woman without roommates and no

couples are attending, the host will offer the following options:

1) the lone individuals can each purchase a single rate room at their own expense,

2) the individuals can attempt to share a room with two other individuals, splitting

the cost of the room in thirds,

3) they can choose to withdraw from the event without penalty if another roommate

is not found.

7. Pace of Play

a. Our chapter has all levels of golf players from novice to expert. While level of skill

is not a prerequisite, each player is responsible for an awareness of golf rules and

etiquette.

b. While on the course, each group must keep up with the players ahead of them. To

speed up pace of play, the maximum number of shots allowed per hole will be

double par, unless noted. If you are one shot short of double par and not on the

green:

1) if putts are not being counted, pick up your ball and add the 1 stroke to your total.

2) if putts are counted, drop your ball at the far edge of the green away from the hole

and putt out.

c. Be prepared to play Ready Golf.

d. If your group falls behind, you will be asked to pick up the pace, skip a hole or

switch to a scramble format. If this situation occurs, be considerate of your fellow golfers and make the necessary adjustments to speed of play.

8. Handicaps

a. While our Chapter currently does not require handicaps, our Board does

encourage our members to establish their handicap, or at least maintain their

average score.

b. Handicaps or average scores provide the event hosts with information allowing for

a better balance of groups and improved pace of play for all.

9. Gift Certificates

a. At Chapter events, the host may issue gift certificates for prizes. Certificate value

will be determined by host, depending on number of awards and the event budget.

b. Certificates are redeemable for chapter merchandise or event fees for golf or social

events.

c. Certificates are valid for one year from date of issue. If lost or expired, they are not

replaceable.

d. Gift certificates have no redemption value for actual cash.

10/15/07

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