Contents
Login
Online Now
No Users Online
Home arrow About Us arrow TCSG Board Responsibilities
TCSG Board Responsibilities Print E-mail
TCSG Board Responsibilities

President  

 Meetings

  • Attend and preside over all board meetings which are held 2nd Monday of month (following by-law guidelines)

Other Duties

  • Supervise the affairs of the chapter as Chief Executive Officer
  • Oversee the work of the committees
  • Preside over Membership meetings
  • Appoint committee / board members, per bylaws, as needed
  • Be an ex-officio member of all committees
  • Organize and lead, in January, Board Retreat for finalizing new year plans
  • Report, in February, to the Membership the plans for the new year
  • Present, in March, final budget to Board for the coming year
  • Oversee auditing of books on yearly basis
  • Orchestrate nomination and election of new officers
  • Report, in December, to the Membership an annual report on state of the chapter
  • Work towards a smooth transition for incoming administration
  • And, as always, most anything else that needs to get done!

Secretary / VP

 Meetings

  • Schedule and attend all board meetings which are held 2nd Monday of month
  • Prepare and communicate previous board meeting minutes and upcoming board meeting agenda prior to upcoming meeting

  Other Duties

  • Record minutes of all board meetings
  • Maintain all documents for the club, including: policies, guidelines, and contracts
  • Develop and maintain database with golf contacts
  • Lead development of policy and guidelines
  • Maintain physical inventory accounting of club assets (shirts, manuals, prizes)
  • Execute ad-hoc tasks as assigned by President
  • Is ready and willing to step in as President, if necessary

 

Social Chair

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead monthly social committee meetings, which are held 1st Tuesday of month 

Monthly Mingles

  • Plan mingle the 2nd Tuesday of every month and an additional 4th Thursday of month during golf season (April-October)
  • Select locations that are easily accessed, centrally located throughout city, deck seating in summer, separate room if possible, and separate checks for 40-50 people
  • Ensure that if deposit is required, it is refundable.  Give contact information to Treasurer who will call restaurant with TCSG credit card number. 
  • Present schedule to board and Communications Chair who will communicate through email blasts and website
  • Select a committee member to touch base with restaurant day before event, greet people, hand out nametags and communication materials, oversee event, ensure deposit is refunded and submit summary of event to Communications/Newsletter committee

Social Events

  • Plan one event per month during non-golf months.  Select events that focus on profile of golfers…sports, interactive, golf-focused whenever possible
  • Present event details to board including a budget if applicable
  • Submit event details including sign-up deadline to Communications Chair who will add to web site, include in email blasts and create promotional flyer
  • Ensure that if deposit is required, it is refundable.  Give contact information to Treasurer who will call location with TCSG credit card number
  • Select an event coordinator to greet, hand out nametags and communication materials, oversee event, ensure deposit is refunded and submit summary to Communications/Newsletter committee

Dinner after golf events

  • Plan a dinner locations within 10 miles, if possible, of course after every golf event
  • Select locations that offer staggered seating, full menu, separate room if possible and separate checks
  • Ensure that if deposit is required, it is refundable.  Give contact information to Treasurer who will call restaurant with TCSG credit card number
  • Work with Golf Chair in finalizing golf schedule and, together, submit to board
  • Provide Golf chair with directions from course to restaurant
  • Select an event coordinator to be liaison with restaurant, greet golfers at restaurant, ensure all checks are paid and deposit is refunded.  The coordinator should be in the first outing foursome in order to greet participants at restaurant

Other Duties

  • Provide written report on committee activities to Secretary prior to board meetings
  • Execute ad-hoc tasks as assigned by President

Membership Chair

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead membership committee meetings

Membership Support

  • Maintain membership database ensuring information is current and accurate
  • Maintain ASGA (national) membership records, contact members with renewal date, and solicit feedback when members do not renew
  • Liaison with ASGA with membership record changes and any ASGA membership issues
  • Respond to phone and email inquiries
  • Update voicemail message when appropriate and manage cell phone carrier contract

Membership Growth

  • Develop and implement strategies to increase ASGA membership (e.g., incentive programs, communication messages explaining benefits of ASGA membership)
  • Partner with Publicity to obtain incentive program from golf retailers and courses 
  • Partner with Social to propose, develop and implement membership drive event in the spring
  • Contact and welcome new ASGA members

Other Duties

  • Provide written report on committee activities and membership statistics to Secretary prior to board meetings
  • Execute ad-hoc tasks as assigned by President
 

 

Publicity Chair

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead publicity meetings as needed 

TCSG Awareness Campaign

  • Develop “profile” of target audience and media/event vehicles which reach target audience
  • Develop awareness campaign proforma (media vehicle, dates, cost, projected reach, projected response, cost per response) for upcoming year using growth percentage goals with budget figures provided by board
  • Present proforma with implementation plan to board for final approval
  • Implement the awareness campaign in partnership with Social, Membership, Communications and Golf committees 

Event Publicity

  • Develop press release of upcoming events (monthly mingles, golf outings, and social events) to publish in suburban newspapers (e.g., Bloomington Sun) where events are being held
  • Partner with Golf and Communications to develop publicity flyer to be posted at golf course one month prior to golf outing at that course
  • Partner with Communications to develop TCSG flyer to be posted by members in appropriate venues in their respective communities
  • Partner with Communications and Membership to develop TCSG brochure which explains who we are and includes calendar of events insert for upcoming year 

Relationship Building

  • Build relationships within media and golf industry seeking opportunities to publicize TCSG
  • Explore joint social opportunities with other non-profit singles and sports groups
  • Offer TCSG support to charitable organizations focused on golf.  Support may include mentoring, golf instruction, assistance with golf event/dinner, raising money through golf event, etc. 

Other Duties

  • Provide written report on publicity activities to Secretary prior to board meetings
  • Execute ad-hoc tasks as assigned by President 

Golf Chair 

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead monthly golf meetings 

Golf Schedule

  • Develop proposed golf schedule for upcoming year that includes golf outing requirements approved by board (number of outings, size, location, time, prizes, etc.)
  • Negotiate with golf courses leveraging TCSG assets (size of group, publicity, repeat business, etc.)
  • Partner with Social to develop corresponding post-golf dinner schedule
  • Present final golf schedule with all contracts to board for final approval.  The schedule will include location, date, time, number of golfers, member and guest costs, format, post-golf dinner location and any course-specific details 
  • Sign contracts and forward copies to Treasurer and Secretary.  Distribute approved golf schedule to all board members 
 

Golf Outings

  • Develop and publish golf coordinator responsibilities list that includes:
    • Finalize details with course
    • Assign pairings and email event details to participants (using template provided by Golf Chair)
    • Check participants in, collect any monies owed, distribute name tags/scorecards, coordinate flags for contests and assist starter if requested
    • Record contest winners and return flags to course
    • Forward money and completed check-in list to Treasurer
    • Assist prize coordinator with contest awards
    • Submit outing summary to Communications/Newsletter committee
  • Assign two golf coordinators to every golf event before start of season and schedule golf coordinator meetings
  • Partner with Treasury to secure sign-ups, collect money, and ensure database is accurate
  • Forward final sign-up list with any monies owed to golf coordinators, oversee execution of event and directly handle member issues such as non-payment or violations of course/TCSG rules of golf
  • Handle any issues with course such as financial discrepancies or violations of contract 

Golf Weekends

  • Negotiate at least three weekend events (Memorial Weekend, Fourth of July and Labor Day) and present golf package, deposit and date due, final payment and date due to Board for final approval
  • Sign contracts and give copies to Treasurer and Secretary
  • Assign two golf coordinators for each weekend event and develop/publish weekend golf coordinator responsibilities list (see Golf Outings and modify for weekend event)
  • Partner with Communications to develop weekend event flyer
  • Oversee event preparation and partner with Treasury to secure sign-ups, collect money and ensure database is accurate
  • Forward final sign-up list and other relevant information to weekend golf coordinators
  • Handle any member or resort issues requiring board intervention

Prizes

  • Develop and publish prize coordinator responsibilities which will include type of prizes, minimum costs, number of prizes and prize budget per event as approved by board
  • Assign a prize coordinator to handle outings for upcoming year
  • Develop prize inventory template, ensure prize coordinator updates after each event, and forwardcopy to Treasurer and Secretary.  Provide Treasurer with cash accounting of prizes.
  • Partner with Social to provide, if requested, prizes for social events

Nine ‘N’ Dine

  • Develop Nine ‘N’ Dine program(s) for upcoming year following course, cost, day, time and start/end date, requirements as approved by board
  • Negotiate with course(s) and secure restaurant location(s) for post-golf gathering
  • Present final Nine ‘N’ Dine program(s) for final approval and provide copy of signed contract(s) to Treasurer
  • Develop and publish Nine ‘N’ Dine coordinator responsibilities that include:
    • Sign-up participants (include process of updating database)
    • Communicate event details to participants and final count to course
    • Check-in participants, collect member/guest fee, record information (using template provided by Golf Chair), and forward list of participants and money collected to Treasurer after every outing
  • Assign Nine ‘N’ Dine coordinators before start of season and schedule Nine ‘N’ Dine coordinator meeting
  • Oversee execution of program and handle any member or course issues requiring board intervention 

Other Duties

  • Develop and implement handicap system if requested by board
  • Provide written report on publicity activities to Secretary prior to board meetings
  • Execute ad-hoc tasks as assigned by President
 

Treasurer

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead Treasury meetings as needed 

Accounting

  • Account for all income and expense, reporting to board on monthly basis
  • Maintain club checking and savings accounts
  • Maintain a photocopy of all deposit items
  • Deposit all money into proper account
  • Settle all invoices with Vendors
  • Issue reimbursements for all club expenses
  • Track all spiffs for board members
  • Manage all refunds and credits to club members
  • Receive and maintain cash accounting sub-ledger of prizes

Taxes

  • File yearly taxes
  • Consult with legal/accounting resources when necessary
  • Ensure books are audited on yearly basis after taxes are filed

Event Sign-Up

  • Track member sign-up for events by updating database
  • Partner with Golf and Social in managing sign-ups and collecting monies due
  • Establish and manage club PO mail box

Communications Chair 

Meetings

  • Attend all board meetings which are held 2nd Monday of month
  • Schedule and lead monthly communications meetings

Website

  • Update website with upcoming golf outings, social events and any other information as requested by the board
  • Negotiate contracts and maintain vendor relationships such as ISP provider.  Provide signed copies of all contracts to Treasurer
  • Provide maintenance services required for website

Email/Newsletter Communication

  • Prepare and send weekly email communications to membership (bi-weekly in winter)
  • Prepare and send ad-hoc communication to membership as requested by board
  • Assign a newsletter editor to create and send monthly newsletter updating membership on past events
  • Prepare and mail hard copies of communication to those ASGA members without email access 

Publicity Communication

  • Partner with Social and Golf to create promotional flyers advertising social events and weekend outings
  • Partner with Publicity to create promotional brochure and flyers advertising TCSG
  • Create and maintain supply of business cards, handle printing requests and design/print ad-hoc documents as requested by board 

Other Duties

  • Provide statistical analysis as requested by board
  • Provide written report on committee activities to Secretary prior to board meetings
  • Execute ad-hoc tasks as assigned by President
 
< Prev   Next >
[ Back ]