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Board & Committee Orientation

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. Learning Objectives (Pre-Application).

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Board & Committee Orientation

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  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 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

  3. Committee Membership • Chair appointed by Board or President • Understanding the Volunteer Mentality

  4. Committee Membership:Chair 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 • Don’t hire staff • Don’t schedule • Don’t set rewards

  12. Job Description:Executive Committee • Standing Committee • Acts as Board between scheduled meetings • Actions and resolutions require unanimous approval of those present

  13. 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

  14. Job Description:Executive Committee • Suggested Committee Composition • President – Chair • VP • Secretary-Treasurer

  15. Job Description:Finance & Audit Committee • Standing Committee • Guides financial policies • advisory both long and short term

  16. Job Description:Finance & Audit Committee • Standing Committee • Guides financial policies • Advisory, both long and short term • Oversight of the clubs financial well being

  17. Job Description:Finance & Audit Committee • Responsibilities: • Financial reports • Policy • Budgeting • Accountability • Internal control

  18. Job Description:Finance & Audit Committee • Responsibilities: • Information processing • Risk management • Government compliance (IRS) • Capital expenditures • Audits

  19. Job Description:Finance & Audit Committee • Suggested Committee Composition • Treasurer • Board member • 5-7 volunteers

  20. 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

  21. Job Description:Golf Committee • Suggested Committee Composition • Chair of Green Committee • 7-9 volunteers (1 Board member) • Tournament Chairs (Ex officio)

  22. 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

  23. 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

  24. 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

  25. Job Description:Green Committee • Suggested Committee Composition • Chair of Golf Committee (Ex officio) • 7-9 volunteers (1 Board member)

  26. 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

  27. Job Description:House 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 committee’s function and role of committee members

  45. Commentary on Committee Operations Position Description Rationale • Provides continuity in committee’s work despite changing membership • Helps committee members avoid duplication of efforts or conflicts with other governing bodies

  46. Committee Operations:Creating a Record of Meetings Committee Minutes - Distribution - Reports - Agendas

  47. Committee Operations:Creating a Record of Meetings Action Items - Roberts Rules of Order - Voting rights / tabulation - In camerasessions

  48. 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.

  49. 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.

  50. 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

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