Board

1
Board Committee Orientation

• Gary Hamilton, J.D.
• Interim Associate Vice President, Office of
  Faculty Affairs
• Professor The Collins College of Hospitality
  Management
• Cal Poly Pomona

2
Learning Objectives (Pre-Application)

• By the conclusion of this session you should be
  able to understand the following concepts
• The Structure and Organization of Committees
• The Duties of the Chair, Committee Member(s), and
  the Role of the G.M.
• Volunteerism The Positives and Pitfalls
• Club Bylaws
• Club Policies and Rules How theyre different
  from club bylaws
• Committee Operations and Strategies
• Categories of Committee
• Position Descriptions for Committees
• How to Conduct an Effective Committee Meeting
• Defining and Implementing Committee Orientations

3
Committee Membership

• Chair appointed by Board or President
• Understanding the Volunteer Mentality

4
Committee MembershipChair Functions

• Committee size
• Meeting frequency
• Agenda
• When Committee meets

5
Responsibilities of Club Committees

• Admitting new members
• Establishing membership criteria
• Determining club rules/rule enforcement
• Responding to member needs

6
Responsibilities of Club Committees

• Forming a strategic plan for the club
• Planning club events/traditions
• Determining land/resource use
• Creating a remodeling refurbishing plan
• Revising guest policies/By laws

7
Committee Best Practices

• Committees Chaired by Board Member
• Oversight and Compliance with club policies and
  procedures
• Support of policies and procedures
• Member selection for Board service

8
Committee Best Practices

• One Committee per volunteer
• Chair one year term
• Committee members max. 3 years
• Previous service preferred

9
Committee Guidelines

• President Ex Officio of all Committees
• GM and staff act as a resources to Committee
• Committees work through the GM
• BOD member a liaison

10
Committee Guidelines

• Committees are advisory
• Record keeping
• Regularly report out actions to Board
• All member communication/complaints in writing

11
Volunteer Limitations

• No coaching or disciplining employees
• No performance evaluations
• Dont hire staff
• Dont schedule
• Dont set rewards

12
Job DescriptionExecutive Committee

• Standing Committee
• Acts as Board between scheduled meetings
• Actions and resolutions require unanimous
  approval of those present

13
Job DescriptionExecutive Committee

• Review Board agenda in advance
• Act as the Boards Executive Compensation
  Committee
• Establish policies for senior management
• Establish specific salaries
• Determine annual threshold of bonus

14
Job DescriptionExecutive Committee

• Suggested Committee Composition
• President Chair
• VP
• Secretary-Treasurer

15
Job DescriptionFinance Audit Committee

• Standing Committee
• Guides financial policies
• advisory both long and short term

16
Job DescriptionFinance Audit Committee

• Standing Committee
• Guides financial policies
• Advisory, both long and short term
• Oversight of the clubs financial well being

17
Job DescriptionFinance Audit Committee

• Responsibilities
• Financial reports
• Policy
• Budgeting
• Accountability
• Internal control

18
Job DescriptionFinance Audit Committee

• Responsibilities
• Information processing
• Risk management
• Government compliance (IRS)
• Capital expenditures
• Audits

19
Job DescriptionFinance Audit Committee

• Suggested Committee Composition
• Treasurer
• Board member
• 5-7 volunteers

20
Job DescriptionGolf Committee

• Responsibilities
• Advise on policies on golf programs
• Oversight of operations with periodic reports
• Assist Director of Golf in developing
  communicating policy implementation
• USGA Rules of Golf
• Evaluate non-member policies
• Event assistance

21
Job DescriptionGolf Committee

• Suggested Committee Composition
• Chair of Green Committee
• 7-9 volunteers (1 Board member)
• Tournament Chairs (Ex officio)

22
Job DescriptionGreen Committee

• Responsibilities
• Member link to Maintenance
• Coordinate w/ Director of Golf GM
• Establish course set up (grass height, flag
  placement, etc.)
• Member communication
• Respond to member criticism

23
Job DescriptionGreen Committee

• Responsibilities
• Understand operations needs and constraints
• Coordinate w/ Superintendent
• Advise on operational budget issues
• Provide guidance on all other areas as needed

24
Job DescriptionGreen Committee

• Responsibilities
• Understand operations needs and constraints
• Coordinate w/ Superintendent
• Advise on operational budget issues
• Provide guidance on all other areas as needed

25
Job DescriptionGreen Committee

• Suggested Committee Composition
• Chair of Golf Committee (Ex officio)
• 7-9 volunteers (1 Board member)

26
Job DescriptionHouse Committee

• Standing Committee regarding food beverage
  standards of quality and service
• Monitor financial performance
• Promote events
• Evaluate member requests
• Advisory on policy matters

27
Job DescriptionHouse Committee

• Monitors clubhouse facilities
• Provides communication link to membership
• All other duties as assigned

28
Job Description House Committee

• Suggested Committee Composition
• 7-9 volunteers (2 Board member)

29
Job Description Membership, Marketing
Communication Committee

• Oversight of Membership Process
• Communication liaison Effective timely
• Coordinate w/ appropriate sub groups (e.g., The
  Association)

30
Job Description Membership, Marketing
Communication Committee

• Responsibilities
• Review Membership classes for optimal
  subscription
• Develop membership policies for applicants
• Monitor trends
• Recommend services to attract members

31
Job Description Membership, Marketing
Communication Committee

• Responsibilities
• Monitor new member orientation
• Advise and consult as needed

32
Job Description Membership, Marketing
Communication Committee

• Suggested Committee Composition
• 7-9 volunteers (2 Board member)

33
Job Description Strategic Planning Committee

• Responsibilities
• Long range planning
• Master plan development
• Establish Mission, Values, Vision

34
Job Description Strategic Planning Committee

• Suggested Committee Composition
• 10 volunteers (all Board members, ex-President)

35
Job Description Rules Infraction Committee

• Standing Committee to enforce the by laws club
  rules
• Discipline / sanction members for conduct
  violative of club rules

36
Job Description Rules Infraction Committee

• Suggested Committee Composition
• 3 volunteers (1Board member)

37
Job Description Nominating Committee

• Standing Committee to establish a slate of
  candidates for Board service

38
Job Description Nominating Committee

• Suggested Committee Composition
• 3 volunteers (1Board member)

39
Commentary on Committee Operations

• Committees can be and should be important,
  contributing units in most clubs.
• At times committees need to be stimulated at
  other times they need to be held in check.

40
Commentary on Committee Operations

• With the exception of the Board, Executive and
  Nominating committees, they should be advisory.

41
Commentary on Committee Operations

• Project-oriented standing committees and their
  chairs work in concert with the general manager
  and the board of directors.
• The club cannot be run by committees, but rather
  should be stimulated and supported by them.
• Committees at an investor owned club are
  different, particularly in style.

42
Commentary on Committee Operations

• Committees provide a vital link to the
  membership. The president should be aware of
  other factors such as sex, age, club usage, and
  other characteristics when appointing members.
• Every year the president should appoint committee
  chairs, affirm committees roles, and charge them
  with specific tasks and objectives.

43
Commentary on Committee Operations

• Additional considerations
• Officers and Directors / Fiduciary Duties
• Oversight internal / external
• Position Description Rationale
• Volunteer leaders are more effective
• Volunteer leaders have access to important
  information

44
Commentary on Committee Operations

• Position Description Rationale
• Clubs enjoy greater consistency among volunteer
  leaders
• Position descriptions shorten the amount of time
  needed to learn the committees function and role
  of committee members

45
Commentary on Committee Operations

• Position Description Rationale
• Provides continuity in committees work
• despite changing membership
• Helps committee members avoid duplication of
  efforts or conflicts with other governing bodies

46
Committee OperationsCreating a Record of
Meetings

• Committee Minutes
• - Distribution
• - Reports
• - Agendas

47
Committee OperationsCreating a Record of
Meetings

• Action Items
• - Roberts Rules of Order
• - Voting rights / tabulation
• - In camera sessions

48
Committee OperationsCreating a Record of
Meetings

• Every committee or task force
• should maintain a binder or file of
• all key materials to be conveyed
• to the members appointed
• for the next term.

49
Committee OperationsCreating a Record of
Meetings

• Minutes should be concise and reflect actions
  taken and decisions reached. Assignments of
  responsibility should be noted. Staff should
  draft the minutes for approval by the chairperson.

50
Committee OperationsCreating a Record of
Meetings

• A Committee Binder (or file) includes
• Agendas for the coming meeting
• Minutes of the last 2-3 meetings
• The committee duties and responsibilities
• Program / project plans
• Budget reports
• Appropriate correspondence

51
Committee OperationsCreating a Record of
Meetings

• A Committee Binder (or file) includes
• List of committee members / address / phone
  numbers
• Polices of the club of concern to the committee
• Appropriate reporting / requisition forms, if
  any
• Other exhibits / summaries / charts and graphs

52
Committee Operations

• Committee Types
• Standing
• Special
• Ad Hoc

53
Committee OperationsCommittee Types

• Standing Committees
• Are specified in the bylaws.
• Types include Board, Executive, Nominating,
  Membership, House Green.

54
Committee OperationsCommittee Types

• Special Committees
• Appointed by the President to oversee a project,
  for a specified length of time, e.g., the
  long-range planning committee.
• Other examples include insurance / risk
  management, personnel, or government relations
  (public affairs).

55
Committee OperationsCommittee Types

• Ad Hoc Committees
• These are consulting groups
• of short tenure.
• Ad hoc committees are charged
• with the investigation
• of some specific club question.

56
Rules for Chairs (and General Managers)

• Control the flow of a balanced discussion
• Talk only to the group (avoid sidebars)
• Involve all members

57
Rules for Chairs (and General Managers)

• Ensure speakers are heard by all members
• Clarify issues before moving to next topic
• Remain neutral, but positive
• Minimize conflict, stress consensus, review
  progress

58
Learning Applications

• Now that youve completed the session
• On a personal level, what is the most important
  concept youve learned from this session?
• What idea(s) will you take back and share with
  your staff?
• What concept(s) will you want to share with your
  membership?
• Which concept(s) will be important for you to
  share with the President/Board?
• What do think will be your biggest challenge to
  implementation of any of these concepts?

59
BOARD COMMITTEE ORIENTATION

• Gary Hamilton, J.D.
• Interim Associate Vice President, Office of
  Faculty Affairs
• Professor The Collins College of Hospitality
  Management
• Cal Poly Pomona