board & committee orientation gary hamilton, j.d. professor the collins college of hospitality...

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

Committee Membership

Chair appointed by Board or President

Understanding the Volunteer Mentality

Committee Membership:Chair Functions

Committee size Meeting frequency Agenda When Committee meets

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


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


Suggested Committee Composition President – Chair VP Secretary-Treasurer

Job Description:Finance & Audit Committee

Standing Committee Guides financial policies advisory both long and short term


Standing Committee Guides financial policies Advisory, both long and short

term Oversight of the clubs financial

well being


Responsibilities: Financial reports Policy Budgeting Accountability Internal control


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


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


Responsibilities: Understand operations needs and

constraints Coordinate w/ Superintendent Advise on operational budget

issues Provide guidance on all other

areas as needed


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: House Committee

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

Job Description: Membership, Marketing & Communication Committee

Oversight of Membership Process

Communication liaison: Effective & timely

Coordinate w/ appropriate sub groups (e.g., The Association)


Responsibilities: Review Membership classes for

optimal subscription Develop membership policies for

applicants Monitor trends Recommend services to attract

members


Responsibilities: Monitor new member orientation Advise and consult as needed


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

Job Description: Nominating Committee

Suggested Committee Composition 3 volunteers (1Board member)

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.


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


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.


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.


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


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


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


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


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.


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.


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


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 Special Ad Hoc

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?

BOARD & COMMITTEE BOARD & COMMITTEE ORIENTATIONORIENTATION

Gary Hamilton, J.D.Interim Associate Vice President, Office of

Faculty AffairsProfessor The Collins College of

Hospitality ManagementCal Poly Pomona

board & committee orientation gary hamilton, j.d. professor the collins college of hospitality...

Documents

committee committees

committee orientations

committee acts

committee membership

committee guidelines

effective committee

present slide

liaison slide