President and Vice President

The President and Vice President will be full-time residents of SaddleBrooke and have good general computer skills with a working knowledge of Excel, Word, and email.

The President, and in her absence, the Vice President, has the following responsibilities:

Weekly Meetings: The President and Vice President will preside over the weekly meetings held before Putting.  They will welcome new members, make announcements, thank the Set-Up Committee, report any illnesses and good news,  provide the statistics from the previous Monday’s Putting, draw names for Gift Cards, and distribute Gift Cards.

Luncheon Meetings: The President will preside over Luncheon Meetings, which are held the second Monday of each month.  She will thank the volunteers who participated, introduce new members and present awards.  She will have the secretary read the Minutes of the previous meeting and have the Treasurer give her report.  She will cover any old business, make announcements, discuss upcoming events and ask if there are any questions or announcements.

When the Food and Beverage Committee has decided on the menus for the year, they will provide the President with the details.  The President will then announce the date, the menu, the price, and the deadline for signing up for the each of the Luncheon Meetings.

In May of each year, the President and Vice President will schedule the dates for the Luncheon Meetings and Special Events for the following year that require a meal.  She will also provide these dates to the Catering Coordinator and make an appointment to sign contracts to secure these dates.  The President will coordinate with the Sputters, Niners, and any other Putting groups on  the dates of those events and will check with the Pro Shop to be certain there are no conflicts.

Awards: One week prior to each General Meeting, the President will call the previous winners to remind them to return the awards for the month.  Recipients of the traveling awards are responsible for ensuring that their award is brought to the next Luncheon Meeting.

Board Meetings: Board Meetings will be held the first Wednesday of each month. The President will preside over these meetings.

Membership: The Vice President will conduct an orientation meeting for each new member.  Each new member will be provided with a copy of “The Standing Rules”, information on how to access the web site, and a “Calendar of Events”.   When a new member joins, the Vice President will give the check to the Treasurer and the Registration Form to the Membership Coordinator.

Annual Meeting: Each year, in January, there will be a special meeting to prepare for the upcoming year.

A special meeting for new members will be held 30 minutes before the regular meeting to explain the organization in more detail and to answer any questions they may have.

The outgoing President will turn over duties to the incoming President who will preside over most of this meeting.  During this meeting, members register to join, pay dues, pick up a Calendar of Events, orientation information, and Standing Rules for the following year, and learn about any changes that might be taking place, and sign up to serve on one or more committees.  All members are required to participate on at least one committee and contribute to the continued success of the Lady Putters.

Special Events: The President and Vice President will each be automatically included to attend all Special Events.

Web Site and Phone Pool: To ensure that each member is kept informed of all Putter activities, the President will provide the Statistician and the Chairperson of the Phone Pool with information on luncheon dates, deadlines, prices and menus.  Each member is responsible for calling the Pro Shop (825-3509) about possible frost delays.

Weekly Gift Cards:  The President and/or Vice President will ensure that weekly HOA#2 Gift Cards are disbursed to the members.  One of them will pick up the gift cards from either the MountainView Pro Shop or the MountainView Clubhouse.

Miscellaneous: The President will call Special Meetings as necessary.

The Vice President will automatically move into the position of President at the Annual Meeting in January the year following her year of service as Vice President.

The President and Vice President will each serve as authorized signatures on the Putters bank account.

The President will automatically become a member of the Board for the year following her year of service as President.  She will also receive a free year of putting.  In addition, she will also receive a “past president” royal blue name tag and a nameplate will be added to the Putter service recognition trophy in the MV pro shop trophy case.

Secretary

The Secretary will be a full-time resident of SaddleBrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.

Recording of Minutes: The Secretary will be responsible for recording and maintaining accurate minutes of all Monthly Luncheon Meetings, all Board Meetings, and any Special Meetings called by the President.

Monthly Luncheon Meetings: The Secretary will read the minutes of the previous  meeting.  After the President accepts the minutes, the Secretary will 1) provide the Statistician (Web Master) with a copy to be posted on the web site.

Document Maintenance: The Secretary will be responsible for maintaining  current copies of all Lady Putters official documents such as The By-Laws, The Standing Rules, Job Descriptions, Committee Descriptions, etc.  Any changes made to these documents will be provided to the Web Master for updating the web site.

Treasurer

The Treasurer will be a full-time resident of SaddleBrooke and have good general computer skills with a working knowledge of Quicken, Excel, Word, and email.

Checking Account: The Treasurer will manage the MountainView Lady Putters checking account at Bank of the West in SaddleBrooke, which includes balancing the account monthly, making deposits, and writing checks for expenses.

A new signature card at Bank of the West will be signed by the President, Vice President, Treasurer and Special Events Coordinator(s) each year. One currently authorized signer on the account will need to be present.

Collecting Checks: The Treasurer will collect checks only (no cash) and track them by name, check  number, and amount  paid, for the following activities: Annual dues and prize money, monthly luncheon meetings, donations to charities, shirt and hat orders and any miscellaneous monies.  Checks for special events will be collected by the Special Events Coordinator and then given to the Treasurer for deposit.

Making Deposits: The Treasurer will total and deposit all checks received.

Writing Checks: The Treasurer will write checks for all MVLP expenses. These expenses include Food & Beverage expenses, Cakes, Gifts, Prizes, Awards, Decorations, Entertainment, Supplies, Printing, Charity Donations, Sunshine Committee Expenses including checks for meals made by Eva Harris.  A new treasurer should call Eva at 818-6670 at the beginning of each new year to let her know to whom she should send her invoices

For luncheons and special events, she will write a single check to MountainView Country Club. She will also write the weekly check for Robson Community HOA#2 gift cards alternating between the MountainView Pro Shop and the MountainView Country Club.

Periodically, the Treasurer will review the amount of money in the prize account and advise the president that the number of names drawn should be adjusted to use up this account by the end of the fiscal year.

Treasurer’s Reports: The Treasurer will give an oral report at each General Meeting, including the date covered, previous balance, receipts, expenses, and ending balance. The Treasurer will use Quicken software to formulate the treasurer’s report.  She will give a copy of the report to the President.

Luncheons: The Treasurer will accept luncheon checks through Monday Noon of the week prior to the luncheon. She will call the Catering Coordinator at MountainView Country Club with the exact headcount on the Tuesday before the luncheon. MountainView is requiring a 5-business day notice on all catering events. On the day of the luncheon, she will write a check to MountainView Country Club and receive a copy of the paid Invoice.

The Treasuer will provide a list of putters attending the luncheon to the hostesses for use at check-in.  She is also responsible for providing name slips of all putters attending the luncheon to the President for the free-luncheon drawing each month.

The Treasurer is responsible for contacting the award winning putter(s) for the month to be sure that she/they will be attending the luncheon.

New Members: Dues are $17 and Prize Money is $50 per year and are not pro-rated or refundable. The Treasurer will receive the new member checks from the Vice-President after new members complete Orientation.

Event Committee Advisor

The Event Committee Advisor will be a full-time resident of Saddlebrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.

The Event Committee Advisor will call or email all committee members and arrange the first meeting of each special event committee.  At this meeting, she will present the committee with the folder giving details of this event in the past.  She will help the committee members get organized and choose a chairperson or co-chairs.  She will answer any questions the committee members have about the event.  She will be available if there are further questions after the first meeting but will not attend the rest of the meetings for the event unless needed.

The Event Committee Advisor will keep track of details for each event.  She will be responsible for presenting the folder to each committee and collecting it after the event, making sure that the committee has added a summary of their actions to the folder.  These folders are used for reference the next time an event is held.

The Event Committee Advisor works closely with the Special Events Coordinators.

Members – At – Large

The Members-At-Large will be full-time residents of Saddlebrooke and have good general computer skills with a working knowledge of e-mail.

The four Members-At-Large will serve as liaisons between the Lady Putters and the Board.  They will share any comments, complaints, concerns, and ideas Putters may have with the Board for action and follow-up.  At least two Members-At-Large will serve as Hostess and Escort at each monthly luncheon meeting.  The hostess will check off member names as they arrive, giving any late checks to the treasurer for deposit and giving any replacement checks to the President or putting them in the yellow box for distribution to the proper member.  The Escort will assist the Hostess and/or help members find a seat.

The Members-At-Large will attend all Board meetings.

The duties of the Members-At-Large shall be divided (upon election, the Members-At-Large will meet to decide who will take each responsibility) as follows:

Score Cards: This Member-At-Large will be responsible for retrieving cards from the Pro Shop and preparing them for Monday morning play. The cards will then be given to the starter on Monday morning for distribution.  The Member-At-Large is then responsible for tallying the statistics from completed scorecards from both sessions, transferring the statistics to the handicap sheet provided by the Statistician, and e-mailing the statistics to the Putters Board within 48 hours.  This Member-At-Large will be in charge of finding a substitute starter when the starter cannot find a replacement herself.

Course Set-Up: This Member-At-Large is responsible for contacting each member of the Course Set- up Committee two weeks prior to the assigned month by e-mail/telephone to remind her of her forthcoming duties. She will review with each committee member the procedure to follow for the course set up (including set up and take down, choosing the money hole, location of safety cones and other equipment and changes in responsibilities for special events.  If a member cannot serve, she is responsible for finding her own replacement.  If she cannot find a replacement, she will notify the Member-at-Large, Course Set-Up who will request a replacement from the Member-at-Large, Committee Assignments.

She will notify the Member-at-Large, Score Cards of which hole is the Money Hole each week (notifies the President/Vice President in the absence of the Score Card Member-at-Large).

She will give the President the list of Set-Up Committee names prior to the beginning of each month for announcements.

Decorations Committee: This Member-At-Large will contact each member to attend an organizational and informational meeting the month preceding the scheduled luncheon.  An information sheet will be provided to each member and questions answered.  The committee will then proceed to select a chairperson or co-chairs and date when they can meet to start planning for decorating the tables for the monthly luncheon (and on special holidays to decorate the course).

Committee Assignments: This Member-At-Large will be responsible for ensuring that each Putter serves on at least one committee per year.  Putters are asked at the organizational meeting at the beginning of each year to sign up for a committee.  Putters who have not signed up are contacted by this Member-At-Large and added to a committee.  Also, as new members join, they must be placed on a committee.  The Member-At-Large will monitor that all committees have an adequate number of Putters to function.

Putters who are not as yet scheduled to serve on a committee cannot have their names in the “can” for the weekly drawing.  It is the duty of this Member-At-Large to inform the President and Vice-President of those names that should NOT be in the can for the weekly drawing.

The Member-at-Large, Committee Assignments will remind the Bulletin Board committee of their duties before the beginning of each month.

Special Events Coordinator

The Special Events Coordinator(s) will be a full-time resident of SaddleBrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.  She will be:

• Responsible for contacting the event chairperson/committee to get event details (specifically initial release of sign-up sheet).  After the initial sign-up sheet is released to the putters by the committee the event coordinator takes over the tracking and posting on the bulletin board in the MountainView Golf Room.
• Responsible for on-going updating and tracking of the sign-up sheet up until the date of event.
• Responsible for sending the final sign-up sheet as an Excel spreadsheet after the deadline to the webmaster for posting on the website.  (This list is the “original” final sign-up.  If cancellations occur between posting and the actual date of the event, it will not be updated on the website.)
• Responsible for announcing, posting, and adhering to deadline date for payment
• Responsible for collecting checks and tracking them by name, check# and amount paid
• Responsible for contacting, via email/phone or both, the folks who have not met the payment deadline
• Responsible for providing a copy of the completed payment list and collected checks to the treasurer no later than the day of the event

The Special Events Coordinator will serve as an authorized signature on the Putters bank account. She will also assist the treasurer as needed.

Committees work differently per event so it is very important to work with them to understand their process and to make them aware of the Special Events Coordinator’s responsibilities.

**In cases where a lottery is required a drawing will take place.  It is the responsibility of the event coordinator to place all names in a “hat” and she, with at least one other committee member draws the names.  All names are drawn and once the maximum number has been reached an alternate list is started and numbered (i.e. Alt #1 name, Alt #2 name, etc).  If there is a cancellation the event coordinator contacts the next available alternate on the list.

Membership Coordinator

The Membership Coordinator will be a full-time resident of SaddleBrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.

The Membership Coordinator is responsible for maintaining the Membership Roster of the MountainView Lady Putters.  All members are required to fill out an annual registration form.  The Membership Coordinator will collect these forms at the Annual Meeting and input this information into a Microsoft Excel document.  This document will be e-mailed to all MVLP Board members.  The webmaster will use this document for the MVLP web site.

New Members: After a new member has gone through orientation, the Vice President will give the registration form to the Membership Coordinator.  The Membership Coordinator will update the Membership Roster and will send the new member information to all MVLP Board members as soon as possible and to the Statistician for posting on the web site.

Weekly Prize Winners: The Membership Coordinator will be responsible for recording the weekly prize winners and will notify the MVLP Board members when a putter’s name has been drawn twice.

Tee Times: The Membership Coordinator will list the member tee times on the Membership Roster and maintain a tee time list.

Statistician

The Statistician will be a full-time resident of SaddleBrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.

The responsibilities of the Statistician include:

• Receive the monthly record of member’s scores from the Member-at-Large who is in charge of collecting, correcting and recording the weekly scores.
• Record the monthly scores to determine the monthly winners of the Low Net, Low Gross and Hole in Wonder Awards.  A putter much attend at least three putting sessions in a given month in order to be eligible to receive a monthly award.
• Calculate each member’s new handicap according to her scores for the month
• Provide copies of the monthly scores to the President and two copies of the list with only the handicaps: (1) to be posted on the Putter bulletin board in the MountainView Golf Room and (2) to be sent to the Member-At-Large –Score Cards to record the weekly scores for the month.
• Maintain a record of each member’s monthly scores for Gross and Net if she met the required number of weeks to play and the number of holes-in-one no matter how many times she played during the month.
• Provide a list of birthdays for the month to the President prior to each luncheon meeting
• Calculate the winners of the Yearly Awards at the end of January and provide these names to the President for presentation of annual awards at the February luncheon.

Webmaster

The Webmaster will be a full-time resident of Saddlebrooke and have good general computer skills with a working knowledge of Excel, Word, and e-mail.  She also needs a working knowledge of Microsoft Office Front Page.

The Webmaster is responsible for keeping the Mountainview Lady Putter web site update. Information that is to be collected and updated on the Web includes:

• Keep “Hot News Page” current each week with drawing winners and weekly statistics from the President and Member at Large working with weekly score cards.  This page also has any information needed by the membership.
• Keep the “What’s New” pages up to date with detailed information about each up coming events.
• Add names of birthday Putters, minutes and picture of monthly Award Winners
• Update the By-Laws, Standing Rules and other official documents when changes approved by the Board/membership are received from the Secretary
• Keep Membership Directory current.
• Add photo pages for each event.
• Add pictures of New Members
• Publish the Officer Page, Committee Page, and Calendar of Events Page in January of each year.
• Photos are very important to the Web Site. They may be taken by the Webmaster or by another member and submitted to the Webmaster electronically.