18 Hole Policies and Procedure Manuals

C. MAINTAIN RECORDS 1. Maintain copies of all minutes and their appropriate attachments for the Executive Committee Meetings, Board Meetings and Opening and Closing Events. 2. Maintain records of all year-end reports submitted by Committee Chairmen or Tournament Coordinators. These should be received no later than the Closing Brunch. Each of the committee reports should include: a. Summary of event to include names of committee members and assignments. b. Steps taken to organize event c. Theme of event d. Rules for participation and selection process for format e. Registration fee if applicable f. Copy of proposed budget compared to actual expenditures g. Number of attendees h. Winners of event i. Description of awards given j. Description of gifts given to participants k. Names of contact persons and liaison persons for Pro Shop l. Any other pertinent information that would help the next chairperson 3. Maintain current copy of Policy and Procedure Manual as well as copies of all revisions and changes. All changes and revisions should be approved by the Board and recorded in the Board Minutes, and the updates are posted on the AACWGA website. 4. Maintain a current copy of all forms used by the Board and Committees and distribute current forms at the start of the year. 5. Maintain Motions Summary Workbook. Record all motions made in Association meetings, including the person making the motion. Update Motions Passed that affect Procedures Summary Sheet.

Effective March 2000 Reviewed January 2001 Revised April 2004 Revised November 2004 Revised January 2014 Revised October 2018 Revised January 2022 Revised January 2023