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Board &Committee Orientation
Gary Hamilton, J.D.Professor The Collins College of
Hospitality ManagementCal Poly Pomona
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 they’re 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
Responsibilities of Club Committees
Admitting new members Establishing membership criteria Determining club rules/rule
enforcement Responding to member needs
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
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
Committee Best Practices
One Committee per volunteer Chair: one year term Committee members max. 3
years Previous service preferred
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
Committee Guidelines
Committees are advisory Record keeping Regularly report out actions to
Board All member
communication/complaints in writing
Volunteer Limitations No coaching or disciplining
employees No performance evaluations Don’t hire staff Don’t schedule Don’t set rewards
Job Description:Executive Committee
Standing Committee Acts as Board between
scheduled meetings Actions and resolutions require
unanimous approval of those present
Job Description:Executive Committee
Review Board agenda in advance Act as the Board’s Executive
Compensation Committee Establish policies for senior
management Establish specific salaries Determine annual threshold of
bonus
Job Description:Executive Committee
Suggested Committee Composition President – Chair VP Secretary-Treasurer
Job Description:Finance & Audit Committee
Standing Committee Guides financial policies advisory both long and short term
Job Description:Finance & Audit Committee
Standing Committee Guides financial policies Advisory, both long and short
term Oversight of the clubs financial
well being
Job Description:Finance & Audit Committee
Responsibilities: Financial reports Policy Budgeting Accountability Internal control
Job Description:Finance & Audit Committee
Responsibilities: Information processing Risk management Government compliance (IRS) Capital expenditures Audits
Job Description:Finance & Audit Committee
Suggested Committee Composition Treasurer Board member 5-7 volunteers
Job Description:Golf 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
Job Description:Golf Committee
Suggested Committee Composition Chair of Green Committee 7-9 volunteers (1 Board member) Tournament Chairs (Ex officio)
Job Description:Green 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
Job Description:Green Committee
Responsibilities: Understand operations needs and
constraints Coordinate w/ Superintendent Advise on operational budget
issues Provide guidance on all other
areas as needed
Job Description:Green Committee
Responsibilities: Understand operations needs and
constraints Coordinate w/ Superintendent Advise on operational budget
issues Provide guidance on all other
areas as needed
Job Description:Green Committee
Suggested Committee Composition Chair of Golf Committee (Ex
officio) 7-9 volunteers (1 Board member)
Job Description:House Committee
Standing Committee regarding food & beverage standards of quality and service
Monitor financial performance Promote events Evaluate member requests Advisory on policy matters
Job Description:House Committee
Monitors clubhouse facilities Provides communication link to
membership All other duties as assigned
Job Description: Membership, Marketing & Communication Committee
Oversight of Membership Process
Communication liaison: Effective & timely
Coordinate w/ appropriate sub groups (e.g., The Association)
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
Job Description: Membership, Marketing & Communication Committee
Responsibilities: Monitor new member orientation Advise and consult as needed
Job Description: Membership, Marketing & Communication Committee
Suggested Committee Composition 7-9 volunteers (2 Board
member)
Job Description: Strategic Planning Committee
Responsibilities: Long range planning Master plan development Establish Mission, Values, & Vision
Job Description: Strategic Planning Committee
Suggested Committee Composition 10 volunteers (all Board members,
ex-President)
Job Description: Rules Infraction Committee
Standing Committee to enforce the by laws & club rules
Discipline / sanction members for conduct violative of club rules
Job Description: Rules Infraction Committee
Suggested Committee Composition 3 volunteers (1Board member)
Job Description: Nominating Committee
Standing Committee to establish a slate of candidates for Board service
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.
Commentary on Committee Operations
With the exception of the Board, Executive and Nominating committees, they should be advisory.
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.
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.
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
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 committee’s function and role of committee members
Commentary on Committee Operations
Position Description Rationale
Provides continuity in committee’s workdespite changing membership
Helps committee members avoid duplication of efforts or conflicts with other governing bodies
Committee Operations:Creating a Record of Meetings
Committee Minutes - Distribution - Reports - Agendas
Committee Operations:Creating a Record of Meetings
Action Items - Roberts Rules of Order - Voting rights / tabulation - In camera sessions
Committee Operations:Creating 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.
Committee Operations:Creating 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.
Committee Operations:Creating 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
Committee Operations:Creating 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
Committee Operations:Committee Types
Standing Committees
Are specified in the bylaws. Types include: Board, Executive, Nominating, Membership, House
& Green.
Committee OperationsCommittee Types
Special CommitteesAppointed 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).
Committee Operations:Committee Types
Ad Hoc Committees
These are consulting groups of short tenure.
Ad hoc committees are charged with the investigation
of some specific club question.
Rules for Chairs (and General Managers)
Control the flow of a balanced discussion
Talk only to the group (avoid sidebars)
Involve all members
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
Learning ApplicationsNow that you’ve completed the session: On a personal level, what is the most important
concept you’ve 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?