FLORIDA SENIOR WOMEN’S GOLF ASSOCIATION

  The FSWGA Board updated Association documents this year, to include the Constitution, By-Laws, & Board Member Descriptions. The Constitution & By-Laws will be posted on the website after Members vote on revisions at the Annual Business Meeting on Oct 16, 2022. The posted Board Member Descriptions outline the duties your Board does to execute the annual Championship event!!   The FSWGA Board is a brilliant team of ladies with a "get-r-done" mindset!  We have 2 Board vacancies for the 2022/2023 Tournament year & welcome interested Members to join the Board!  The 2 vacancies are Area Chairwoman & Prize Chairwoman.  Call/text/email any of our Board Members for more info on the positions & joining your Board.  Thank you!  

 FSWGA President Responsibilities • Know & support the FSWGA mission and purpose of the  organization. • Oversee planning for the tournament and conduct the General  Membership meeting at the annual event. • Ensure strong fiduciary oversight and financial management • Follow the organization’s bylaws, policies, and board resolutions.  Contribute to the development of policies and Board-related plans. • Maximize the talent of every Board Member and maintain a cohesive  team. Appoint nominating committee of three (3) for Board vacancies • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Ensure the organization complies with contractual requirements. • Prepare agenda and conduct Board meetings either in-person or via  teleconference, with a minimum of 2 in-person Board meetings (April &  October) • Draft several tournament announcements, which start in March with  annual membership announcement and ends in November with  President’s after event letter to members. Closely coordinate with  Secretary & Communications Director to maximize distribution. • Draft welcome message to each new member and write thank you  notes after the tournament to Board and key contributors • President’s term is three (3) years. 

 FSWGA Honorary Advisor Responsibilities  • Know & support the FSWGA mission and purpose of the  organization.  • Be available to support & provide advice to the President • Attend Board meetings (in-person April & October/teleconference); General membership Meeting & Opening Reception. Review agenda   and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Follow the organization’s bylaws, policies, and board resolutions.  Contribute to the development of policies and Board-related plans. • Maintain confidentiality about all internal matters of the organization • Give invocation at the banquet event. • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board meeting if you do not wish  to continue on Board. • Honorary Advisor’s term is 3 years/pending end of President’s term 

 FSWGA Vice-President Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • In the absence of the President, assume all responsibilities to ensure  successful execution of the annual event. Understand organization's  financial affairs and contractual obligations • Oversee menus and the food & beverage (F&B) component of the  annual event to include hosting the Opening Reception. Present  menu options to Board by April Board meeting for review/approval.  • Coordinate directly with host facility F&B representative in  accordance with contract, providing required information as  requested. Plan & confirm room set-up and tables for General  Membership meeting; table numbers & set-up for lunches & dinner  event; portable bar.  • Follow the organization’s bylaws, policies, and board resolutions.  Contribute to the development of policies and Board-related plans. • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Notify President in October, before General Membership meeting if  you do not wish to continue on Board. • Vice-President’s term is three (3) years. 

 FSWGA Treasurer Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions.  • Ensure strong fiduciary oversight and financial management • Prepare proposed budget for Board review at April meeting; Keep  budget updated with revised budget presented at Oct meeting. After  event, prepare end-of-year financial statements for Board review. • Oversee submission of annual membership applications and fees,  keeping track of payments & member information. Send all member  info to Secretary and work together to ensure roster is in sync; Send  new member info to President for drafting welcome message.  • Work closely with Secretary to keep the Board apprised of number of  members playing in tournament; Alert President to final headcount of  members playing/paid no later than 30 days prior to tournament date.  • All expenses must have a receipt/bill and paid in a timely manner.  • Follow-up with Board on any expenses they may encounter. • Follow the organization’s bylaws, policies, and board resolutions.  Contribute to the development of policies and Board-related plans. • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board Meeting, if you do not wish  to continue on Board. • Treasurer’s term is three (3) years. 

 FSWGA Secretary Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Follow the organization’s bylaws, policies, and board resolutions.  • Contribute to the development of policies and Board-related plans.  • Maintain the FSWGA stationary/letterhead, editing as needed. • Secure meeting agendas from President & distribute (if needed),  record minutes, & distribute minutes to the Board. Maintain files. • Maintain member rosters, by working closely with Treasurer to secure  required information on new & returning members; keep separate  rosters of new & returning members. Keep roster of members  registered for tournament & provide email update to Board bi-weekly. • Confer with Tournament Chairwoman before preparing 3 rosters,  (alphabetical order), of registered players for use at event registration.  • Support President in drafting several tournament announcements,  starting in March with annual membership announcement and ends in  November with President’s after event letter to members. Closely  coordinate with Communications Director to maximize distribution. • Write thank you notes after the tournament to key staff at host facility • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board Meeting, if you do not wish  to continue on Board. • Secretary’s term is three (3) years. 

 FSWGA Prize Chairwoman Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Plan, coordinate and secure tee gifts & prize items for gross/net prizes  per flight, overall gross winner & net winner, & proximity/senior awards.  • Prepare & seek budget approval for proposed items at April Board  meeting.  • Coordinate distribution of tee gifts at General Membership meeting &  prizes and awards at banquet. • Follow the organization’s bylaws, policies, and board resolutions.  • Contribute to the development of policies and Board-related plans. • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board meeting if you do not wish  to continue on Board. • Prize Chairwoman’s term is one (1) year, with option to stay on. 

 FSWGA Area Chairwomen Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Throughout the year, be available to all members and prospective  members, both in local area and throughout Florida, to answer  questions about FSWGA membership and the annual tournament.  • Provide info/answer questions, or direct person to another Board  member. • Maximize multiple strategies to promote FSWGA membership and the  annual tournament; Distribute FSWGA membership application and  Board-issued program events/mailings. Direct members/prospective  members to FSWGA website and Facebook Page. • Provide key support at annual event to include, but not limited to:  Conduct registration/provide name tags and distribute tee gifts at  General Membership meeting; Assist with Opening Reception;  Participate in “Share the Wealth” ticket sales & distribution of winnings,  etc. • Follow the organization’s bylaws, policies, and board resolutions.  • Contribute to the development of policies and Board-related plans. • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board meeting, if you do not wish  to continue on Board. • Area Chairwomen’s term is one (1) year, with option to stay on. 

 FSWGA Communications Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Follow the organization’s bylaws, policies, and board resolutions.  • Contribute to the development of policies and Board-related plans.  • Manage the website platform and develop effective online content,  messaging and communications on the FSWGA website and the  FSWGA Facebook (Fb) page. • In coordination with President and Secretary, update and maintain  the website and Fb postings with membership and informative  materials regarding FSWGA history, events, program/activities and  tournament results. • Manage the distribution and maintenance of all electronic collateral  including, but not limited to, newsletters, brochures on the FSWGA  website & Fb. Keep Board updated on online traffic and ideas on  how to maximize social media avenues • Coordinate webpage and Fb maintenance—ensure that new and  consistent information (article links, stories, and events) are posted  regularly • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board Meeting, if you do not wish  to continue on Board. • Communication Director’s term is one (1) year, with option to stay on. 

 FSWGA Tournament Chairwomen Responsibilities • Know & support the FSWGA mission and purpose of the  organization.  • Attend Board meetings (in-person April & October/teleconference);  General Membership Meeting & Opening Reception. Review agenda  and supporting documentation prior to meetings • Review, discuss &/or approve meeting minutes, budgets, and business  decisions • Follow the organization’s bylaws, policies, and board resolutions.  • Contribute to the development of policies and Board-related plans.  • Secure roster of registered players from Secretary. Determine course  handicaps based on submitted GHINs, establish flights & pairings per  flight, adjust pairings as needed over 3-day tournament • Keep host Pro Shop staff apprised of number of registered players,  pairings, formats, & submit contractually required information • Secure copy of local rules & draft Hard Card for distribution prior to  Tournament & discuss at General Membership meeting  • Secure and review scores from Pro Shop and post daily • Address member questions, concerns and rulings • Finalize rankings per flight, determine prize amounts, announce flight  winners and special event winners, and distribute prizes to members • Maintain confidentiality about all internal matters of the organization • Monitor issues and trends that affect the organization &/or annual  event • Notify President in October, before Board Meeting, if you do not wish  to continue on Board. • Tournament Chairwoman’s term is one (1) year, with option to stay  on. 

All Job Descriptions were revised 

August 15, 2022