I. CLUBHOUSE COMMITTEE CHARTER
II. COMPOSITION
A. The committee will be composed of not less than three (3), nor more than five (5) voting members and alternates and/or advisors as requested by the Chair. Alternates may be considered voting members when replacing voting members for purposes of determining the presence of a quorum. A majority of the members shall constitute a quorum. No absentee or proxy voting is allowed. A member of the Board will serve on the committee as Board Liaison without voting privileges. The Clubhouse Manager will serve on the committee as the General Manager Liaison without voting privileges. No person shall serve on more than one standing committee of the Association reporting directly to the General Manager. Two family members or husband/wife may not serve together on the same standing committee.
B. CHAIR: To be elected by the Committee members each year in May.
C. VICE CHAIR: To be elected by the Committee members each year in May, or, in the absence of a vote, may be appointed by the Chair.
D. SECRETARY: To be elected by the Committee members each year in May or, in the absence of a vote, may be appointed by the Chair.
E. The Vice Chair, in the absence of the Chair, shall perform all duties of the Chair. In the absence of both the Chair and Vice Chair, the Secretary shall act as Chair pro tempore.
III. TENURE
IV. AUTHORITY: The Committee functions in an advisory position to the General Manager, and has only that specific authority granted to it by the Board of Directors to accomplish action on projects requested by the General Manager. It shall not be the function of the Committee Chair or any member of the Committee to give direction to any LOW personnel regarding Committee matters. Primary contact for information gathering purposes shall be with the General Manager or Clubhouse Management. In addition, no personal gain shall accrue from service on a LOWA committee. Violation of these guidelines shall be subject to removal from the committee by the BOD.
V. REPORTS TO: the General Manager. The Committee shall submit a copy of its minutes to the Board of Directors and the General Manager. Verbal reports will be made at the BOD meetings on a quarterly basis. A brief annual report of the Committee’s activities throughout the preceding year shall be submitted to the BOD by August of each year.
VI. RELATIONSHIP
A. Other Committees: The Committee shall coordinate with the Finance and Planning Committees:
1. The Committee shall assist the Clubhouse Management, as directed by the General Manager, in developing a five-year Master Plan for the Clubhouse. The plan must be reviewed and revised annually on a schedule established by the Planning Committee. It must contain new and replacement capital requests or expected changes to the operating budget for the upcoming five years. Historic and projected usage and revenue figures must also be included. No new or replacement capital requests will be approved unless they are in the Master Plan.
2. The Committee shall review the General Manager’s Budget proposal.
3. A committee representative will attend the Finance Committee budget review for its Clubhouse Budget and may comment as appropriate.B. Outside Contacts:
1. Sponsorship: With approval of the General Manager of plans to do so, business firms and interested persons may be contacted for sponsorship of special events.
2. Press: With approval of the General Manager, local news media may be informed of scheduled events and LOW participation in outside events. Other contacts with the media on LOWA matters will be conducted through the General Manager.
3. Information Gathering: At the request of management, the Committee members may contact business firms or other organizations as necessary to gather information.
VII. RESPONSIBILITIES
A. The Committee shall constitute a channel of communications between the General Manager, Clubhouse Management and the Community.
B. The Committee may make recommendations to the Clubhouse Management and the General Manager for the enhancement of the Clubhouse and improvements of both the facility, services and operations of the Clubhouse.
C. At the request of the Clubhouse Management and/or General Manager, the Committee shall advise other organizations regarding social functions.
D. The Chair shall assist in the annual inspection of the Clubhouse, accompanying the Clubhouse Management and/or General Manager.
E. The Committee shall review all Clubhouse regulations on an annual basis and shall coordinate recommended changes of the rules and regulations which govern the use of the Clubhouse facilities with the General Manager before formally processing them through the Rules Committee for the Board of Directors for approval.
F. The Committee may assist with promotional programs at management’s request.
G. The Committee may perform such other tasks relating to the Clubhouse, as requested by the General Manager.
THIS CHARTER BECOMES EFFECTIVE UPON APPROVAL BY THE BOARD OF DIRECTORS.
DATE APPROVED
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Revised: April 7, 2007