ASGA SE Michigan Chapter - Singles Golf
[pic]
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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