ROSSLAND TRAIL COUNTRY CLUB Birchbank Golf Course POLICY … · 2016-09-05 · Golf to add this...
Transcript of ROSSLAND TRAIL COUNTRY CLUB Birchbank Golf Course POLICY … · 2016-09-05 · Golf to add this...
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ROSSLANDTRAILCOUNTRYCLUBBirchbankGolfCourse
POLICYMANUAL
Thisrevisedandupdatedpolicymanualwascompletedin2009bytheBoardofDirectorswiththeassistanceofacommitteecomprisedofsix(6)RosslandTrailCountryClubmembers.ThepolicymanualwasofficiallyadoptedbytheBoardofDirectorsonFebruary23,2010.
TheRosslandTrailCountryClub’spolicymanualisacollectionofpoliciesestablishedbytheBoardofDirectors.Thepurposeofthepolicymanualistoestablishuniformrules,regulations,proceduresandoperatingpoliciesthatareintendedtoserveinthebestinterestofitsmembers.
Thepolicymanualisalsointendedtoprovidedirection,outlineresponsibilitiesandprovidevaluableinformationforitsmembers.
Thepoliciesareestablishedtoprovidesuchthingsasconsistency,fairness,financialmanagement,safetyaswellasanumberofotherareasinvolvingtheoperationsofthegolfclub.
ThepolicymanualoftheRosslandTrailCountryClubisaworkinprogressandtheBoardmayfromtimetotimeadd,deleteoramendpolicies
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SECTION: Administration DateEstablished:2010-02-23SUBSECTION: PolicyManual DateRevised:2015-02-24PolicyNo: A1 DateReviewed:2015-02-24AccesstothePolicyManual:
EachmemberoftheBoardshallbeissuedapolicymanualduringtheirtimeinoffice.Adirectormustreturnhis/herpolicymanualuponcompletionofhis/herterm.
TheRosslandTrailCountryClub’spolicymanualshallbepostedinthemembers’areaoftheClub’swebsite.
AhardcopyofthepolicymanualshallbekeptintheadministrationofficeandcanbeviewedbyanyactivememberoftheRosslandTrailCountryClub.
Additions,DeletionsorAmendments:
AnymemberoftheBoardofDirectorsmaymakearequestforanewpolicyorthedeletionoramendmentofanexistingpolicybyrequestingtheAdministrativeAssistantortheDirectorofGolftoaddthisitemtotheregularboardmeetingagenda.Thedirectorshallprovideabriefoverviewoftheproposednewpolicyorchange.Intheeventthatanewpolicyorchangehasfinancialimplicationsorwouldrequiretheadditionofhumanresources,theinformationshallbereceivedandplacedontheagendaofthenextregularboardmeeting.ThiswillallowstafftoprovidetheBoardwithdetailedinformationontheimpactofaproposedaddition,deletionoramendmenttopolicy.
Notification:
Membersshallbenotifiedbyemailwithin30daysofanynewpolicy,deletionoramendmenttoanexistingpolicythatdirectlyaffectsthegeneralmembership.TheRTCCwebsiteshallalsobeupdatedtoreflectthechanges.PolicyReview:Clubpoliciesshallbereviewedonanongoingbasisasneeded.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: PrivacyPolicy DateRevised:2015-02-24PolicyNo: A2 DateReviewed:2015-02-24TheRosslandTrailCountryClubisanon-profitSocietycommittedtopromotingthegameofgolfandothersocialactivitiesforthemembers,guestsandthegeneralpublic.Thisiscarriedoutthroughthemaintenanceandmanagementofagolfcourse,clubhouserestaurantandgolfshop.TheRosslandTrailCountryClubalsopromotestheuseofthefacilitiesfortournaments,banquets,weddingsandothersocialactivities.TheRosslandTrailCountryClubiscommittedtomaintainingconfidentialitywithrespecttoanypersonalinformationthathasbeenprovided.ThisprivacypolicyhasbeenpreparedtoaffirmtheRosslandTrailCountryClub’sobligationtomaintainingtheprivacyofitsmembers,guestsandthepublicandtoinformthemofitspracticesconcerningthecollection,useanddisclosureofinformationprovidedtotheClub.ThecommitmentandobligationtomaintainprivacyappliestotheBoardofDirectors,employees,contractorsandagentswhoprovideserviceto,oronbehalf,oftheRosslandTrailCountryClub.TheRosslandTrailCountryClubcollectsinformationaboutitsmembers,guestsandgeneralpublicthroughthemembershipapplicationform,contests,Internetregistrationandpromotion,aswellasthroughtournamentsandotherspecialevents.TheRosslandTrailCountryClubmayfromtimetotimecollectsomeofthefollowinginformation:
• Name,addressandtelephonenumber• Emailaddressandfaxnumber• One’soccupation• Informationonone’sgolfhabits• Informationaboutmembersofyourfamily• One’slanguagepreference• One’sbirthdate• Financialandcreditinformationaboutyouand/orothermembersofyourfamily• HealthInformation
AchievingtheobjectivesoftheRosslandTrailCountryClubinvolves,amongotherthings:
• Maintainingarecordofitsmembers• Communicatingwithmembers,guestsandthegeneralpublicbymailoremailto
provideaccountandmembershipinformation,newsletters,surveys,noticeofmeetingsandinformationregardingclubactivities,promotions,tournamentsandotherevents.
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• Printingofannualmembers’rosterincludingnamesandtelephonenumbersanddistributingtherostertootherClubmembers.
• Verifyingtheappropriatemembershipcategoriesandfeesbasedonageorfamilyrelations
• Maintainingarecordofgolfers’scoresandhandicapsTheRosslandTrailCountryclubalsocollectsinformationnecessaryforpromoting,managingandconductingtournaments,weddings,banquetsandotherspecialeventsheldattheRosslandTrailCountryClub.Contactinformationsuchasnames,addressesandtelephonenumbersareusedtocommunicatewithindividual(s)forthepurposeoforganizingtheirevent.Inordertoprotectpersonalinformationandtherightofprivacy,theRosslandTrailCountryClubendeavorsto:
• Maintainreasonablesecuritystandardstoprotectoursystems,documentationandinformationagainstunauthorizedaccess.
• Retainserviceprovidersthatareboundtomaintainconfidentialityandwhowillnotusepersonalinformationforunauthorizedpurposes.
• Familiarizeouremployeeswithreasonableprocedureregardingthecollection,useanddistributionofpersonalinformation.
• Never,useordistributepersonalinformationforpurposesotherthanthoseidentified,withoutobtainingpriorconsent.
Anyindividualmayaccesshis/herinformation,orupdateorchallengetheaccuracyofthepersonalinformationheldbytheRosslandTrailCountryClubbycontactingtheDirectorofGolfinpersonor:
• Bytelephone–250-693-2366• Byfacsimile–250-693-2360• ByEmail–[email protected]• ByMail–Box250,Trail,B.C.V1R4L5
Onemayatanytimewithdrawhis/herconsentorlimittheconsenttothewaysinwhichtheRosslandTrailCountryClubmaycollect,useordisclosehis/herpersonalinformation.ThismaybedonebycontactingtheDirectorofGolf.Ifonedoesnotlimitorwithdrawhis/herconsent,theRosslandTrailCountryClubwillassumethatithasconsentforthecontinueduseofhis/herpersonalinformationforthepurposesdescribedinthispolicy.AnycomplaintsorconcernsabouttheRosslandTrailCountryClub’sprivacypolicyorthemannerinwhichithashandledpersonalinformationcanbemadetotheDirectorofGolf.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: SafeWorkplacePolicy DateRevised:PolicyNo: A3 DateReviewed:2015-02-24
A. PURPOSETopromoteapositiveandsafeworkenvironmentinwhichallemployeesaretreatedwithrespectanddignityandarefreefromharassment.Thegoalofthispolicyistoprovidearespectfulworkenvironment,andwhereappropriate,tofacilitatetheforwardmovementofemployeerelationships.(Note:Thecontrolandsupervisionofemployeesistheresponsibilityofmanagement.UndernocircumstancesshalltheconductofanyemployeebethesubjectofapersonalreprimandbyamemberoftheRTCC.)
B. ROSSLANDTRAILCOUNTRYCLUBPOLICYSTATEMENTRosslandTrailCountryClubiscommittedtoprovidingitsemployeeswithapositiveworkenvironmentcharacterizedbyrespectandhealthyconflictresolution.TheRosslandTrailCountryClubdoesnotcondoneharassmentofanykindandwilltreatitasaperformanceissue.Principlesofthepolicy:1. Eachemployeeisresponsibleforconductinghim/herselfwithinthespiritandintent
ofthispolicy,andforcontributingtowardsapositiveworkenvironmentfreeofharassment.
2. ManagementoftheRosslandTrailCountryClub,oranypersoninasupervisoryrole,willfosterintheirareaapositiveworkenvironmentwhereharassmentisnottolerated.Theywilltaketimelyaction,whenevertheyhaveknowledgeofbehaviorthatmayconstituteharassmentunderthispolicy.Harassmentdoesnotincludeactionstakeningoodfaithwhileexercisingmanagerial/supervisoryrightsandresponsibilities(forexample,appropriatelyconductedperformancereviews).
3. Allcomplaintswillbetakenseriouslyandwillbereviewedinaconfidential,impartialandtimelymanner.
4. Harassmentconstitutesunacceptablebehaviorthatwillnotbetoleratedandmaybesubjecttodisciplinaryactionuptoandincludingdismissalforcause.
5. Asaresultofaninvestigation,ifitisdeterminedthatacomplaintwasmademaliciously,orwithspecificintenttoharm,disciplinarymeasureswillbetakenagainsttheComplainantuptoandincludingdismissalforcause.
6. Retaliationagainstanindividualinvolvedinacomplaintisprohibited.Retaliationisconsideredtobeaformofharassmentandwillresultindisciplineuptoandincludingdismissalforcause.Retaliationdoesnotincludedisciplinaryactiontakenagainst:
a. Respondentasaresultofapositivefindingofharassment,orb. Complainantifitisdeterminedthatacomplaintwasmademaliciouslyor
withspecificintenttoharm.
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C. TOWHOMTHEPOLICYAPPLIESThispolicyappliestoallfullandpart-timeemployees,contractors,secondarystudentsandtheRosslandTrailCountryClubBoardofDirectors.
Thispolicyapplieswhenthereisasufficientrelationshipbetweenthequestionableconductorcommentandthefunctioningoftheworkplace.TheworkplaceisnotstrictlyconfinedtotheofficesandbuildingsofRTCC;italsoincludes:
1. AnylocationrelatedtothebusinessofRTCC(i.e.meetingrooms,restaurantsoranyotherplacewherebusinessisbeingconducted).
2. Anylocationandsituation(i.e.businesstravel,conferences,RTCCsocialevents,lunches)wheretheprohibitedbehaviormaybereasonablyviewedashavinganimpactonworkplacerelationships,theworkplaceenvironmentoremployeeperformance.
Conductorcommentswhichconstituteharassmentandoccurinlocationscoveredbythisdefinition,aresubjecttothetermsofthispolicy.
D. DEFINITIONSWhatisworkplaceharassment?Harassmentisgenerallyconductorcomment,whetherwritten,verbalorgesture,(includingelectroniccommunication),whichareasonablepersonwouldconsidertobeobjectionableorunwelcome,servesnowork-relatedpurpose,andwhich: a. detrimentallyaffectspeoplewithintheworkenvironment,or b. hasadversejob-relatedconsequences(suchasreducedjobsecurityora
negativeimpactoncareeradvancement).
Harassmentmayoccurduringasingleincidentoroveraseriesofincidents.Someactionsmaynotbeconsideredharassmentunlessrepeated.Forexample,asinglejokemaynotbeconsideredharassmentifitdoesnothaveamajorimpactontherecipientorpersonwhooverhearsthejoke.
Harassmentcantakeplacebetweenindividualsofthesameordifferentemploymentstatusandcaninvolveindividualsorgroups.Harassmentcanbedirectorindirect.Forexample,ifonewitnessesconducttheyconsiderobjectionable,itmayconstituteharassmenteveniftheconductwasnotdirectedatthisperson.Bothmenandwomencanbethesubjectofharassmentbyeithergender.
Physicalandsexualassaultorthreatsofviolencedirectedtoyou,yourfamilyorpossessionsarecriminalmattersandshouldbereferreddirectlytoyourlocalpolicestation.
Forthepurposeofthispolicy,harassmentincludesconductorcommentwhichconstitutes:1. Discrimination2. Sexualharassment3. Personalharassment4. Violence,orthreatsofviolence
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1. DISCRIMINATIONDiscriminationisanypractice,commentorbehavior,whetherintentionalornot,basedonthefollowingprotectedgrounds:AGE,ANCESTRY,PLACEOFORIGIN,COLOR,FAMILYSTATUS,MARITALSTATUS,MENTALDISABILITY,PHYSICALDISABILITY,POLITICALBELIEF,SOURCEOFINCOME,RACE,RELIGIOUSBELIEF,GENDERANDSEXUALORIENTATION.Exception:Underthelawanactionisnotconsidereddiscriminatoryifitisreasonableandjustifiableunderthecircumstancesasabonafideoccupationalrequirement.Forexample,apersonwithunmanagedepilepsymayposeaseriousrisktothemselvesandothersifthejobisoperatingmachinery.
ExamplesofDiscrimination
- Unwelcomeactionsbasedonanyoftheprotectedgroundslistedabove,suchasanadverseemploymentdecision
- Derogatoryordemeaningcomments,jokesorslurs- Derogatoryordemeaningpictures,posters,symbols,graffiti,cartoons,drawingsorimages
- Innuendo,tauntingorostracizinganemployeeonthebasisoftheprotectedgrounds
2. SEXUALHARASSMENT
Sexualharassmentisunwelcomeandunwantedconductorcommentofasexualnatureintheworkplacewhentheconductorcommentisaccompaniedbyoneormoreofthefollowing:
- Areward,ortheexpressedorimpliedpromiseofarewardforcompliance,- Reprisal,ortheexpressedorimpliedthreatofreprisal,forrefusingtocomply- Theactualdenialofanopportunity,ortheexpressedorimpliedthreatofdenialofopportunity,forrefusingtocomply,or
- Theintentionoreffectofcreatinganintimidating,hostileoroffensiveworkplaceenvironment.
ExamplesofSexualHarassment
- Unwelcomeremarks,questions,jokes,innuendoortauntingofasexualnatureaboutaperson’sbody,dress,sexualpartner,sexualpractices,orappearance(positiveornegative,i.e.commentsaboutsomeone’sunattractivenesshavebeenfoundtoconstitutesexualharassment)
- Verbalabuse,intimidationorthreatsofasexualnature- Leering,staring,gesturingwithanypartoftheanatomytoconveyanopinion,emotionorviewofasexualnature
- Thedisplayofpictures,cartoons,symbols,sayingsorgraffitithataresexualinnatureandpresentthesubjectstereotypically,orinadegradinganddehumanizingmanner
- Unwantedphysicalcontactsuchastouching,patting,brushingupagainst,pinchingorhugging
- Repeatedunwantedandunwelcomeinvitationsforsexualactivityortosocialize
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3. PERSONALHARASSMENT
Personalharassmentintheworkplaceisabreachoftheimpliedtermoftheemploymentrelationshipthatanemployerwillprovideitsemployeeswithanenvironmentthatiscivil,decentandrespectful.
Personalharassment:- Isapatternofbehaviorthatareasonablepersonwouldconsiderunwelcome
- Isimplicitlyorexplicitlyaconditionofemployment- Resultsintherecipientfeelingintimidated,humiliatedandembarrassed- Negativelyimpactsworkperformanceorcreatesahostileworkenvironment
ExamplesofPersonalHarassment
- Actionsthatareintimidating,threateningandcoercive- Swearing,yelling,screaming- Patronizing,sarcasticandinsultingremarks- Beratinganindividualpublicly- Deliberateconducttohumiliate,demeanordegradesomeone- Continuousthreatsofunwarranteddisciplineorlossofjob- Intimidatinggesturessuchasslammingdoors,drawers,throwingobjects,yellingandpointingfingers
- Excessiveandunreasonablemonitoringofemploymentresponsibilities- Cuttingtheemployeeoutofthecommunicationlooporwithholdinginformationhe/sherequirestoperformhis/herjob,i.e.failuretoreturntelephonecalls,notsendingorrespondingtomemos,intentionallynotadvisingtheindividualofmeetingstheyshouldattend,notsendingoransweringnecessarye-mail
4. WORKPLACEVIOLENCE
ActsofviolenceinfringeonTheRosslandTrailCountryClub’sobligationstoprovideasafeworkplaceforitsemployees.Violenceintheworkplacemaybedefinedas:
- Behaviorwhichwouldbeinterpretedbythereasonablepersonascarryingpotentialforviolenceagainstanemployee
- Athreattoharmanemployeeorendangerthesafetyorwell-beingofanotheremployee
- AthreattodestroyorthedestructionofRosslandTrailCountryClubpropertyorthepropertyofanemployee
- Anyactofphysicalassault- Abnormalbehaviorwhichmaycauseemotionalorphysicaldistresstoanotheremployee
Note:Discrimination,sexualharassmentandpersonalharassmentmayalsobeconsideredactsofviolence.
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ExamplesofWorkplaceViolence
- Abehaviororactionareasonablepersonwouldconsidermenacing- Throwingobjectsinamannerreasonablyperceivedasthreatening- Intensefocusonagrudge,grievanceorromanticinterest- Carryingordisplayingaweapon- Acommunicatedorreasonablyperceivedthreattodestroyproperty
Note:Theexamplesofdiscrimination,sexualharassment,personalharassmentandviolenceareguidelinesfordeterminingthekindsofconductprohibitedunderthispolicy.Theexamplesarenotintendedtobeexhaustive.Whenindoubtastowhetherconductconstitutesharassmentordiscrimination,ASKanysupervisor/manager,theDirectorofGolf,BoardofDirectorsorexternalconsultant.
E. PREVENTION1. WhatRosslandTrailCountryClubisdoingasanemployer
TheRosslandTrailCountryClubisdemonstratingitscommitmenttocreateapositiveworkplacefreefromharassmentby:
- Makingastrongpublicizedcommitmenttothemaintenanceofapositiveworkenvironment
- Havingapolicythatdefinesharassingconduct- Havingaccessibleandconfidentialproceduresformanaging
harassmentcomplaints- Providingawarenesseducationforallemployees
2. WhatManagementmustdoThosewithsupervisoryresponsibilitiesareresponsibleforimplementingandupholdingRosslandTrailCountryClub’sSafeWorkplacePolicy.Anypersonwithsupervisoryresponsibilitieswhohasknowledgeofinappropriatebehaviorandfailstotakecorrectiveactionwillbesubjecttodisciplinaryaction.Thosewithsupervisoryresponsibilitiesmust:BeProactive
- Challengeinappropriatecommentsandactions- Removeoffensivevisualmaterial- Providesupporttoemployeeswhoareattemptingtomanage
harassment- Makeemployeesawareoftheoptionsandresourcesavailableunder
theRespectfulWorkplacePolicyifanemployeecontactsthemforassistance
Educate- Communicatethepolicyandprocedurestothepersonstheysupervise,
includingnewhires.
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ParticipateinPolicyImplementation- Partnerwithotherresourcesasrequiredwhenacomplaintisbrought
toyourattention- Supportallpartiesinvolvedinacomplaintwithoutjudgingthem- Ensurethereisnoretaliationagainstanyemployeeinvolvedina
complaintModelAppropriateBehavior- Donotparticipatein,tolerateorignorebehaviorthatiscontrarytothe
RespectfulWorkplacePolicy
3. WHATEMPLOYEESCANDO- KnowyourSafeWorkplacePolicy- Challengeharassmentwhenyouexperienceorwitnessit- Refusetoparticipateinit- Supportco-workerswhoarefeelingharassedastheyoftenfeelisolated
andalone- Askanysupervisor/manager,DirectorofGolf,BoardofDirector,
externalconsultantoratrustedcolleagueforhelpinmanagingharassment
- Ifacolleagueasksforyourhelpinmanagingharassment,keeptheinformationconfidential
- Checkyourownactions:Whenweoffendorhurtaco-workeritisgenerallyaccidental.Becomeawareoftheimpactofyourconductbylisteningtowhatyourco-workerssayandlearningtoreaddiscomfortinsomeone’sbodylanguage.Askyourself,“Isthereanythinginmybehaviorthatcouldoffendorhumiliatesomeone?”or,“WouldIspeakthiswaytosomeoneIcareabout?”
- Ifyouoffendaco-worker,apologize,learnfromitanddonotrepeatthebehavior
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: GeneralEmployeeHiring DateRevised:PolicyNo: A4 DateReviewed:2015-02-24
TheBoardofDirectorsoftheRosslandTrailCountryClubwishestoensurearesponsibleandequitablehiringpolicyforgeneralseasonalstaff.HiringPolicyGuidelines:
1. TheappropriateDepartmentHeadandtheDirectorofGolfshallberesponsibleforthehiringofstaffintheircharge.
2. Priortothebeginningofthegolfseasonanyavailablepositionsshallbeadvertisedinthelocalnewspaper.
3. PreferenceshallbegiventopersonswhoexhibitahighlevelofenthusiasmandhaveageneralknowledgeofandinterestinthegameofgolfandtheRosslandTrailCountryClub.
4. Preferencemaybegiventothoseindividualswhohavegivenanindicationoftheirdesiretopursueacareerinthegolfindustry.
5. PreferencewillbegiventohiringsonsordaughtersofcurrentRosslandTrailCountryClubmembersprovidedthattheypossessthenecessaryrequirementsfortheposition.
6. Thehiringofanypersonwhoisrelatedtoanycurrentemployees,supervisorystafforcurrentBoardmembermusthavepriorapprovaloftheDirectorofGolf.
7. Thehiringofstudentsand/orsupplementaryseasonalemployeesislimitedtooneindividualpermemberfamily.AnydeviationfromthispolicymustbeapprovedbytheDirectorofGolf.
8. Non-unionemployeesmustindicateinwritingpriortoDecember31stofthecurrentyeartheirintentionsregardingtheirdesiretoreturnfortheupcomingseason.
9. ThedepartmentheadortheDirectorofGolfmustverifyrehiringofthosenon-unionemployeeswhohaveexpressedinwritingtheirintentionsofreturningthenextseasonnolaterthatMarch1st.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: HiringEmployeesUnderContract DateRevised:2015-02-24PolicyNo: A5 DateReviewed:2015-02-24
ThehiringoftheDirectorofGolfshallbetheresponsibilityoftheBoardofDirectors.TheDirectorofGolf,theHeadProfessional,CourseSuperintendentandFoodandBeverageManagershallbehiredunderanemploymentcontract.WhileitistheresponsibilityoftheDirectorofGolftohiretheaboveDepartmentHeads,allcontractsmustfirstbepresentedtotheFinanceCommittee.UponreviewoftheFinanceCommittee,itshallthenbepresentedtotheBoardofDirectorsforapprovalbyformalmotion.Anyadditions,deletionsoramendmentstoanyemploymentcontractwhethermidtermorrenewalmustbeapprovedbytheBoardofDirectors.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: PurchaseofGoodsandServices DateRevised:June29,2010PolicyNo: A6 DateReviewed:2015-02-24TheRosslandTrailCountryClub’sobjectiveistoensurethatwhengoodsand/orservicesarerequired,thatduediligenceisexercisedinordertomakecertainthatthebestpriceandvalueisobtained.Thispolicyappliesspecificallytocapitalprojectsandpurchases.Fordaytodaypurchasesofmaterialsandsupplies,departmentheadsareexpectedtocomparepricesandqualityregularly,wheremultiplesuppliersareavailable.
Definitions:
Tender: AtenderisasubmissioninwritingbyavendorandindicatingpriceandtermsofprovisionofGoodsandServicesusingtheprescribedformat.
Quotation: Aquotationisastatementofprice,termsandadescriptionofGoodsandServicesofferedbyavendorinresponsetoaninquiry.
Solesource: Asolesourceisonevendoronly,normallythemanufactureroftheitem.
Proposal: Aproposalisasubmission,inwritingwhichoutlinesasolution,includingaproposedmethodandmeansofachievingadesiredgoal.
ExpressionofInterest: AvendorexpressesinterestinenteringintobusinesswiththeRosslandTrailCountryClub.
StatementofCapability: Avendorstatesthefirmhasabilities,skillsandexpertisetoperformthescopeofwork.
Responsibility: TheDirectorofGolfoftheRosslandTrailCountryClubhastheresponsibilityfortenderingofallgoodsandservices.
Bidsshallbesolicitedandobtainedwithinthefollowinglimitations:
a) Upto$3,500byverbalquotationordirectpurchase.
b) From$3,501to$7,500throughaminimumoftwo(2)writtenquotations,documentedbytheDepartmentHeadandsubmittedtotheDirectorofGolfforapproval
c) From$7,501to$25,000throughaminimumofthree(3)writtenquotationsdocumentedbytheDepartmentHeadandsubmittedtotheDirectorofGolfforapproval
d) Greaterthan$25,000bymeansofaformaltender/requestforproposal(RFP)administeredbytheDirectorofGolfandapprovedbytheBoardofDirectors
Whilepriceisthegeneraloverridingconsiderationinthetenderingprocess,thelowestoranybidmaynotnecessarilybeselected.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: Volunteers DateRevised:PolicyNo: A7 DateReviewed:2015-02-24VolunteersplayasignificantroleattheRosslandTrailCountryClubanditisthroughtheircontinuedeffortssincethefoundingoftheClubthatweenjoythetremendousfacilitythatwehavetoday.WhiletheClubrecognizesthevalueandeffortsofitsvolunteers,itisinthebestinterestofthemembervolunteerandtheClubthatthereisaclearunderstandingofthoseareasaddressedbelow.
ReimbursementofExpenses:
Whilevolunteersarenotpaidfortheworktheyperform,theClubwillpayforthefollowingout-of-pocketexpensesthatavolunteermayincurwhenassistingtheClub.
1. Anysuppliesormaterialsforanapprovedprojectthatwaspurchasedandpaidforpersonallybythevolunteer.
2. Mileageexceeding50kilometersbutexcludingmileagetoandfromthegolfcourse.Mileageshallbepaidatarateof$.40perkilometer.Intheeventthattravelexceeding50kilometersisrequired,thevolunteershallprovideadvancenoticetotheDirectorofGolf
3. ShouldavolunteerberequestedtotravelonbehalfoftheClubandanovernightstayisrequired,themembershallbereimbursedforhis/hermealsandaccommodationstoamaximumof$150.00perdiem.
4. IntheeventthatavolunteerdamagesapersonaltoolwhileworkingfortheClubatthecourse,theClubshallrepairorreplacethetool.Thisexcludesanydamagetoamember’smotorvehiclewhiletravellingtoandfromthegolfcourse.
Reimbursementforanyoftheaboveexpensesshallbepaidbychequeonly.Paymenttothevolunteershallbepaiduponreceiptofasignedexpenseformtogetherwithreceipts.
Golfingprivilegesshallnotbeexchangedinlieuofanyapprovedreimbursementofpersonalexpenses.
PurchasesbyaVolunteer:
WhilevolunteersfromtimetotimedomakedirectpurchasesonbehalfoftheClub,suchpurchasesrequiretheapprovalandapurchaseorderfromtheDirectorofGolf.Inaddition,avolunteermakinganysuchpurchasesmustprinttheirnameandsigntheinvoice.IntheeventthatavolunteerisobtainingquotationsforgoodsorservicesonbehalfoftheClub,thevolunteershallsubmittheinformationtotheDirectorofGolf.Undernocircumstancesshallthevolunteerenterintoanyagreement,signedorverbalthatwouldcommittheRosslandTrailCountryClubtothepurchaseofanygoodsorservices.
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SECTION: Administration DateEstablished:February23,2010SUBSECTION: MemorialDonations DateRevised:2015-02-24PolicyNo: A8 DateReviewed:2015-02-24TheRosslandTrailCountryClubwillacceptdonationsfromindividualsandfamiliesinmemoryofadeceasedmemberoftheRosslandTrailCountryClub.Memorialdonationsmaybeinthefollowingforms:
1. GazeboPlaque:Aplaquemaybemountedinthegazebolocatedonthedrivingrange.Themaximumsizepermittedis3.5”X10”.Theindividualmakingthedonationisresponsibleforthecostoftheplaqueplus$25.00,whichwillgototheRosslandTrailCountryClubJuniorprogram.TheRosslandTrailCountryClubshallberesponsibleformountingtheplaque.
2. Benches:Thedonationofabenchshallbelocatedononeoftheteeboxesonthegolf
course.Thelocationofthebenchshallbeatthediscretionofthecoursesuperintendent,howevereveryeffortwillbemadetolocatethebenchwhererequestedbythedonor.ThebenchmustcomplywiththestandardsandstylesetbytheBoard.Thedonorisresponsibleforthecostofthebenchandanyplaquethatmaybemountedinmemoryofthedeceased.TheRosslandTrailCountryClubshallberesponsiblefortheongoingmaintenanceofthebench.ReplacementofthebenchwhenrequiredshallbebytheRosslandTrailCountryClubsubjecttofinances.Intheeventthatthebenchisnotreplacedimmediately,theplaqueshallbereturnedtothedonorormountedinthegazebountilsuchtimeasthebenchhasbeenreplaced.
3. Tree:Thedonationofatreeshallbeplantedonthegolfcourse.Intheeventthatthe
treecannotbeplantedinalocationrequestedbythedonor,thecoursesuperintendentwillprovidethedonorwithotheroptionsfromwhichtochoosefrom.Inadditiontolocation,thespeciesoftreemustbechosenfromaselectiondeterminedbythecoursesuperintendent.Ifrequested,aplaquenotexceeding3”X8”maybeimbeddedintoacementslablocatednearthebaseofthetree.Thedonorisresponsibleforthecostofthetreeandplaque.TheRosslandTrailCountryClubshallberesponsibleforpouringtherequiredconcreteaswellasplantingandmaintainingthetree.
TheBoardofDirectorswillconsiderotherformsofdonationsuponreceiptofawrittenrequestbythedonor.Otherdonationscouldincludebutarenotlimitedtosuchthingsasflowerbeds,furnishingsandequipment.EligibleEmployeesinclude:
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SECTION: Adminstration DateEstablished:2013-01-29SUBSECTION: LayoffPolicy DateRevised:PolicyNo: A9 DateReviewed:2015-02-24ThepurposeofthispolicyistodefineBirchbankGolf’sprocedureforalayoffofanemployee,whenthelayoffisnotpartoftheendofthegolfseason.WhenalayoffofaBirchbankemployeeisrequired,theemployee’sManagermustscheduleameetingwiththeemployee.Whenmeetingwiththeemployee,theManagershall:
• maintainconfidentiality• speaktotheemployeeinaprivateplace• getrighttothepoint• recognizetheemployee’scontributiontoBirchbankGolf• brieflyandtruthfullyexplainthereasonforthelayoff• listentotheemployee• allowhimorhertorespond• restatetheinformationifnecessary• confirmthedateoflayoff• listenwithoutbeingdefensive• beavailabletoaddresstheemployee’sconcernsaboutthelayoff• honourtheemployee’spersonalspace
Duringthemeetingwiththeemployee,theManagerwillnot:
• engageinpersonalsmalltalk• allowthemeetingtobeinterrupted• usehumor• defend,justify,orargueaboutthedecision• identifyotherswhoarebeinglaidoff• makecomparisonsbetweentheemployees• trytominimizethesituation• personalizetheemployee’sresponse• promiseanythingheorshecannotdeliver.
Followingthemeetingwiththeemployee,itisimportanttheManagermakeanoteofthemeetingandfileitintheemployee’sfile.TheManagershouldalsosendanemailtotheotherManagerstoinformthemofthelayoff.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: Classifications DateRevised:2015-02-24PolicyNo: B1 DateReviewed:2015-02-24ADULTSINGLE:Amaleorfemaleovertheageof23byOctober31stofthecurrentseason.
ADULTCOUPLE:Twofullpayingadultslawfullymarriedorhavingacommonresidenceforaperiodofatleasttwoyears,asdefinedintheBritishColumbiaFamilyRelationsAct.
FAMILY:Parent/sandtheirchildren18yearsofageorunderandresidinginthesamehousehold.Childrenovertheageof18qualifyprovidedthattheyareastudent(asdefinedbelow)andresideinthesamehouseholdwhennotattendingschool.
JUNIOR:Ayouthwhoisaminimumof6yearsofageandunder19yearsofagebyOctober31stofthecurrentseasoniseligibleforjuniorstatus.Noyouthundertheageof12ispermittedonthecourseunlessaccompaniedbyagolferwhois19yearsofageorolder.
STUDENT:Anindividualwhoisbetweentheagesof19and25byOctober31stofthecurrentseasonwhoisenrolledinandattendingafull-timesecondaryorpostsecondaryeducationprogramintheschoolyearpriortothestartofthegolfseason.Proofofenrolmentmustaccompanytheapplicationpriortocommencementofplay.
1. Full-timeisdefinedasaneducationalcourseloadof4coursesforaminimumofsixmonths.On-lineorcorrespondencecoursesdonotqualify.2. Proofofenrolmentrequiresavalidstudentcard,aletterfromtheRecordsDepartmentoftheschoolstatingcoursestakenanddates,orapaidtuitionreceiptshowingcoursestakenanddates.
INTERMEDIATE:Amaleorfemalebetweentheagesof20and29byOctober31stofthecurrentseason.NEWMEMBERAnadultwhohasneverbeenamemberORhasnotbeenamemberofRTCC-BirchbankGolffor3years.CORPORATE:Availabletobusinessowners–fulldetailsofbenefitsforCorporateMembershipareavailablefromtheDirectorofGolf.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: MembershipDues DateRevised:2015-02-24PolicyNo: B2 DateReviewed:2015-02-24MembershipduesaresetbytheBoardofDirectorspriortoSeptember30eachyear.TheduesstructureisdevelopedwithanEarlyBirdrateandaRegularSeasonrate.TheEarlyBirdratesareapplicableuntilOctober31ofthecurrentyear.RegularSeasonratesareapplicableforallmembershipsregisteredstartingNovember1ofthecurrentyear.ToreceivetheEarlyBirdrate,theregistrationmustbecompletedbyOctober31ofthecurrentyear.PREAUTHORIZEDDEBITAnnualduesmaybepaidbypre-authorizeddebitsforEarlyBirdMembershipsineither6or10monthlypayments.Both6and10monthpaymentswillstartonNovember1andcontinueonthefirstofeachmonthuntileitherApril1(6monthplan)orAugust1(10monthplan).Regularseasonmembershipsmayuse6pre-authorizeddebitsstartingApril1andwillcontinueuntilSept.1.MembershipspurchasedApril1-30,willbecharged2paymentsinApril(atthetimeofregistration)andthensinglepaymentsinMaythroughAugust.MembershipspurchasedMay1-30,willbecharged3paymentsinMay(atthetimeofregistration)andthensinglepaymentsJunethroughAugust.MembershipspurchasedafterMay30willnotbeeligibleforanypre-authorizeddebitpayments.Membershipduesarenon-refundableaftertheopeningdayoftheseasonpaidfor.NSFCHEQUES:Intheeventthatamembershipduespaymentmadebychequeisreturnedfornon-sufficientfunds,amember’splayingprivilegesshallberevokedifthepaymentisnotmadewithin10daysofbeingnotified.AllNSFchequesaresubjecttoa$25.00fee.INITIATIONFEES(Note:Currentlybeingwaivedforallnewmembers)Allnewmembersaresubjecttoaonetime$500non-refundableinitiationfee.Aone-timepaymentoftheinitiationfeeispreferred;howeverpaymentmaybemadewithpostdatedchequesprovidedthatfullpaymenthasbeenreceivednolaterthanOctober31stofthecurrentseason.Initiationfeesdonotapplytojuniorsorstudentmembers.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: Employees DateRevised:2015-02-24PolicyNo: B3 DateReviewed:2015-02-24Thefollowingpolicyappliestoallnon-managementemployeesofthegroundscrew,proshopandclubhouserestaurant.
1. AllRTCCemployeesshallreceivecomplimentarygolfwhileemployedbytheClub.2. Atthebeginningofeachseasonpriortoallemployeesbeingrecalled,confirmationof
employmentmustbeobtainedfromtheappropriatedepartmentmanagerbeforegolfingprivilegesareineffect.Forthepurposeofthispolicythegroundscrewemployeesareconsideredcontinuingemployeesandthereforedonotrequireconfirmationofemployment.
3. EmployeesoftheRosslandTrailCountryClubdonothavevotingprivileges.4. Employeeswillbegivenaccesstothehandicapcomputer.5. Employeesmaybookteetimesthreedaysinadvance,asperthestandardteetime
bookingpolicy,withtheexceptionofweekendplayandholidays.Forweekendsandholidayteetimebookings,theemployeesmaybooktwodaysinadvancebutonlyafter2:00pmoncethegeneralmembershiphashadanopportunitytobooktheirteetimes.
6. Employeesmaynotbookteetimesforothers.7. Employeesmayonlybookoneteetimepercall.8. Pullcartsareavailabletoemployeesatnocostandpowercartswillbeavailableto
employeesata$10charge,subjecttoavailability.9. Employeeswishingtousepowercartsduringtournamentsaresubjecttothestandard
proshoprates.10. Rentalclubsareavailabletoemployeesatadiscountedrateof$10.00,subjectto
availability.11. Privatepowercartstorageandlockersareavailabletoemployeeswithnodiscount.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: MembershipDues’DeferralFee DateRevised:2015-08-30PolicyNo: B4 DateReviewed:2016-08-30 Annualmembershipduesarenon-refundable.Inordertoreceiveacreditforillness,injuryordeathamembermustpayaDeferralFeeprovidedbytheClubatthetimetheypaytheirmembershipdues.
DEFERRALFEECOVERAGE
Inconsiderationofthefeepaidandsubjecttotheterms,exclusions,conditionsandlimitationstheRosslandTrailCountryClubagreesasfollows:
CONDITIONS
Intheeventofillnessorinjuryofthemember,theRosslandTrailCountryClubwillprovideacredittowardsthenextseason’smembershipduesandpowercartlease,subjecttothefollowingconditions:
1. Themembermusthavebeendisabledduetoanillnessorinjuryforaperiodof60consecutivedays
2. NoticeofclaimforinjuryorillnessmustbegiventotheAdministrationOfficewithin30daysoftheinjuryorillness.
3. Arequestforacreditmustbemadeinwritingandbeaccompaniedbyaletterfromhis/herdoctorstatingthemember’sinabilitytogolf
DEATHOFAMEMBER
Uponthedeathofonepartnerofamembershipcouple,themembershipfeecreditshallbetransferredandappliedtothesurvivingpartner’smembershipfeesforthenextseason.IntheeventofdeathofanAdultSingle,Junior,StudentorIntermediatemember,themembershipcreditmaybetransferredtoanexistingmemberoftheRosslandTrailCountryClub,orifrequestedbytheestateacashrefundshallbegiven.InthecaseofdeathofanadultmemberofaFamilymembership,themembershipfeecreditshallbeappliedtothesurvivingpartner.IntheeventthatthesurvivingpartnerofaCoupleorFamilymembershipchoosesnottogolfthefollowingyear,acashrefundwillbegiven.
EXCLUSIONS:
1. Acreditformembershipduesdoesnotapplyforinjuries,illnessesordeathoccurringafterAugust31stofthecurrentseason.
2. Acreditformembershipduesforinjuries,illnessesordeathonlyappliestotheadultmembersofaFamilymembership.
MEMBERSHIPFEECREDITCALCULATION/CLAIMSETTLEMENT
Forthepurposeofcalculatingthemembershipcreditintheeventofaclaim,thegolfseasonisdeemedstartfromtheearlierof:thedatethecourseopensorApril1st,throughtotheseasonendonOctober31st.Theamountofthemembershipcreditshallbethenumberofdaysthememberwasunabletogolfduetoillness,injuryordeathtimestheperdiemrateshownabove.Asstatedabove,annualmembershipduesarenotrefundableandsincetheDeferralFeedoesnotprovidearefundformembershipdues,thecreditwillnotincludetaxpaidonthemembershipdues.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: PrivatePowerCartStorage DateRevised:PolicyNo: B5 DateReviewed:2015-02-24
Allregisteredownersofagolfcartwhoareutilizingthecartstoragefacilitiesmustbemembersingoodstanding(amemberhavingpaidtheirannualmembershipduesforthecurrentseason)oftheRosslandTrailCountryClub.Storageareasarerentedonanannualbasis.
1. TrackageandstoragefeeratesshallbesetannuallybytheBoardofDirectors.2. ConfirmationofrenewalforcartstoragemustbemadenolaterthanMarch31stofthecurrent
season.PaymentinfullofboththestorageandtrackagefeesmustbemadenolaterthanMay1stofthecurrentgolfseason.
3. Ifamemberisunabletojoinduetoillnessorinjurythemembermayretainthestallforaperiodofone(1)yearuponpaymentoftheannualstoragefee.
4. Powercartstorageisissuedtothemembersnotthecart,thereforeshouldthemembersrelinquishtheircartstoragespace,thespaceshallbereallocatedaccordingtotheClub’swaitinglist.Aregisteredownerofacartmaytransferhisorherstoragespacetoanimmediatefamilymemberonly;howeveronlyone(1)suchtransferispermittedandislimitedtothosemembersnamedonastorageleaseagreementasofMarch31,2010.Forthepurposeofthispolicy,immediatefamilyisdefinedaswife,husband,sonordaughter.
5. Useoftheprivatepowercartislimitedtothetwomemberswhosenamesareonfileintheadministrationoffice.
6. Ifaprivatepowercartisusedbyanyoneotherthanthetworegisteredowners,thepersonusingthecartshallbesubjecttoa$15.00trackagefee.Shouldtheindividualchoosenottopaythetrackagefee,thetrackagefeeshallbechargedtotheregisteredowner/s..Undernocircumstancesshallanypersonundertheageof16operateapowercart.
7. Ifthetwomembersnamedarenotplayingtogether,thesecondseatmaybeusedbyanothergolferatnocharge.
8. DuetothelimitednumberofstoragestallswithaccesstoelectricaloutletstheClubcannotguaranteeastallforamemberwhoconvertsfromgastoelectric.
9. Duetothelimitednumberofstalls(88),awaitinglistwillbemaintainedintheadministrationofficeandthefirstpersononthelistwillbegiventhefirstrightofrefusal.Intheeventthatthememberdoesnottakethenextavailablestall,themembershallbeplacedatthebottomofthewaitinglist.
10. Theregisteredowner/sagreesandwarrants:
a) Thatonlytheregisteredownerswilloperatethepowercart.b) Thatunderthisagreementtheleaseholderwilloperateanypowercartintheirpossessionor
controlinasafemanner,withconsiderationforthegolfcourseandothergolfers,subjecttotheregulationsestablishedbytheClubandenforcedbyMarshalsdulyappointedbytheClub.
11. Whereamemberisonthewaitinglisthasanelectriccartandastallbecomesavailablewithoutaccesstoanelectricaloutlet,theClubwillattempttomoveothercartstoaccommodate,howeverifunsuccessful,thenextpersononthewaitinglistwithagaspoweredcartwillbegiventhestall.
12. TheRosslandTrailCountryClubisnotresponsiblefortheftordamageofthepowercartorofanypersonalbelongingsthatmaybestoredinthestoragestall.
13. TheRosslandTrailCountryClubisnotresponsibleforpropertydamageorpersonalinjury(includingdeath)thatanypersonmaysustainasaresultofanyactivityconnectedwiththeoperationofapowercart.
14. NophysicalalterationsmaybemadetoastoragestallwithoutpriorapprovalfromtheBoardofDirectors.
15. Storageofgasolineoroilinthestorageareaisprohibited.16. APowerCartStorageandTrackageAgreementmustbesignedbyeachoftheregisteredowners.17. Operatorsofapowercartmustbe16yearsofageorolder18. IntheeventofanybreachofthisAgreementbytheleaseholder,theClubmaycancelthis
Agreementwithanoticetotheleaseholderandarefundofthepro-ratedleaseratetotheleaseholder.
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PRIVATEPOWERCARTSTORAGE&TRACKAGEAGREEMENT
NameofRegisteredOwnersLastName: FirstName: LastName: FirstName: PowerCartInformationYear: Make Color Gas Electric StorageStallNo: I/Wetheundersignedherebyagreetothefollowingtermsandconditionsofthisagreement;
1. Powercartstorageisissuedtothemembersnotthecart,thereforeshouldthemembersrelinquishtheircartstoragespace,thespaceshallbereallocatedaccordingtotheClub’swaitinglist.Aregisteredownerofacartmaytransferhisorherstoragespacetoanimmediatefamilymemberonly;howeveronlyone(1)suchtransferispermittedandlimitedtothosemembersnamedonastorageleaseagreementasofMarch31,2010.Forthepurposeofthispolicy,immediatefamilyisdefinedaswife,husband,sonordaughter.
2. ConfirmationofrenewalforcartstoragemustbemadenolaterthanMarch31stofthecurrentgolfseason.PaymentinfullofboththestorageandtrackagefeesmustbemadenolaterthanMay1stofthecurrentgolfseason.
3. Useoftheprivatepowercartisnormallylimitedtothetwomemberswhosenamesareonfileintheadministrationoffice.
4. Theregisteredowner/sagreesandwarrants:
a. Thatonlytheregisteredownerswilloperatethepowercart.b. Thattheregisteredowner/sunderthisAgreementwilloperateanypowercartintheirpossessionorcontrolin
asafemanner,withconsiderationforthegolfcourseandothergolfers,subjecttotheregulationsestablishedbytheClubandenforcedbystafforMarshalsdulyappointedbytheClub.
5. Intheeventthataprivatepowercartisusedbyanyoneotherthantheregisteredowners,thatpersonissubjecttoa$15.00trackagefee.Shouldtheindividualchoosenottopaythetrackagefee,eachoftheregisteredownersnamedaboveshallbechargedatrackagefeeof$7.50.Undernocircumstancesshallanypersonundertheageof16operateapowercart.
6. TheRosslandTrailCountryClubisnotresponsiblefortheftordamageofthepowercartorofanypersonalbelongingsthatmaybestoredinthestoragestall.
7. TheRosslandTrailCountryClubisnotresponsibleforanypropertydamageorpersonalinjury(includingdeath)thatanypersonmaysustainasaresultofanyactivityconnectedwiththeoperationofapowercart.
8. NophysicalalterationsmaybemadetoastoragestallwithoutpriorapprovalfromtheBoardofDirectors.9. Memberschangingfromagaspoweredcarttoanelectriccartmustnotifytheadministrationofficeofthechange.
Duetothelimitednumberofelectricaloutlets,theClubcannotguaranteeastoragestallwithanelectricaloutlet.Memberschangingtoelectricwillbesubjecttotheelectricpowercartstoragerate.
10. Nooilorgasmaybestoredinthecartstoragefacilities.11. Thepowercartmustbeingoodworkingcondition.TheBoardofDirectorsreservestherighttodisallowtheuseof
thepowercartifitisdeemeddetrimentaltothecourse,theenvironment,theenjoymentandpleasureofothergolfersortheimageofthecourse.
12. Ifstoragespaceisrelinquishedduringtheseason,apro-ratedrefundshallbeissued.NorefundsshallissuedwhenastoragespaceisrelinquishedafterAugust31st,unlessthestoragestallistakenatthattimebyamemberonthewaitinglist.Inthiscaseapro-ratedrefundwillbeissued.
13. IntheeventofanybreachofthisAgreement,theClubmaycancelthisAgreementwithanoticetotheleaseholderandarefundofthepro-ratedleaseratetotheleaseholder.
Signedthis__________Dayof__________________________20__________________________________________________ ____________________________________RegisteredOwner RegisteredOwner
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: AnnualPowerCartLease DateRevised:PolicyNo: B6 DateReviewed:2015-02-24TheRosslandTrailCountryClubofferstheirmemberstheopportunitytoleaseapowercartonaseasonalbasis.Bothafive(5)dayandseven(7)dayleaseareavailable.Apowercartleaseshallhaveamaximumoftwo(2)lesseesperpowercartandbothshallbenamedonthePowerCartLeaseAgreement.ThetermoftheleaseshallbefromApril1sttoOctober31st.Thefollowingconditionsshallapply:
1. PaymentofpowercartleasemustbepaidinfullbyApril30thofeachseason.
2. Five(5)dayleasesshallbefromMondaytoFridayonly.Afive(5)daypowercartleaseholderwhomaywanttooccasionallyplayonaweekend,shallpayadiscountedrateof$15.00.
3. TheClubshallprovidetheleaseholderswiththeuseofapowercartforoneroundofplayperday.
4. Fortournamentplay,powercartreservationisrequired.Thepowercartswillbeallocatedtotournamentparticipants,includingleaseholders,onafirstcome-firstservedbasis.Theleaseholder,uponreservationfortournamentplay,isentitledtooneseatwiththeClubtoallocatetheotherseat
5. Theleaseholderagreesandwarrants:
a. thatonlytheleaseholderswilloperateapowercartinthepossessionorcontroloftheleaseholderunderthisagreement:
b. thattheleaseholdersunderthisAgreementwilloperateanypowercartintheirpossessionorcontrolinasafemanner,withconsiderationforthegolfcourse,andothergolfers,subjecttotheregulationsestablishedbytheClubandenforcedbyMarshalsdulyappointedbytheClub.
c. ThattheleaseholdersshallimmediatelyreportanydamagestotheProShop
6. IntheeventofanybreachofthisAgreementbytheleaseholder,theClubmaycancelthisAgreementwithanoticetotheleaseholderandarefundofthepro-ratedleaseratetotheleaseholder.
7. Theleaseholdersacknowledgethattherearecertainrisksofphysicalinjuryanddamagetopersonalpropertybyoperationofthepowercarts.Thereforetheleaseholdersagreetoassumeallriskofanyinjurytopersonorproperty,includingdeath,orforlossoftimeorotherlossordamagewhichtheCluboranyotherpersonmaysustain,asaresultofanyactivityconnectedwiththeleaseholder’soperationofapowercart,pursuanttothisAgreement.Further,theleaseholdersagreetowaiveandrelinquishallclaimsofinjurytopersonorproperty,includingdeath,orforlossoftimeorotherlossordamage,theleaseholdersmayhaveagainsttheCluborgolfcartowner,theirofficers,agents,andemployees,holdingthemharmlessandindemnifyingthemfromallsuchdamagesthatmayariseasaresultofoperatingapowercartpursuanttothisleaseagreement.TheleaseholdersfurtheragreetopayorreimbursetheClubforallchargesincidentaltoallbreakageanddamage,otherthanordinarywearandtear,topowercartsduringthetermhereof.
8. Intheeventthatamemberwishestoleaseapowercartaftertheseasonhascommenced,theleaserateshallbe100%oftheannualrateuptoJuly31st.AfterJuly31sttheleaserateshallbepro-ratedonadailybasistoOctober31st.
9. Anymemberwhohaspaidpowercartrentalonadailybasisandthenchoosestoenterapowercart
leaseagreementshallbecreditedforthosetimesrenteduponpresentationofreceipts.
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POWERCARTLEASEAGREEMENT(5and7DayLeases)
TheRosslandTrailCountryClub(the“Club”)agreestoprovide___________________(the“leaseholders”)theuseofapowercartforthetermofthisagreement(April1sttoOctober31st)inconsiderationofpaymentbytheleaseholderoftheClub’sprescribedleaserateandsubjecttothefollowingconditions:1. TheAgreementshallbefromthestartofthecurrentseasontotheendofthecurrentseason.5DayLeases
arefromMondaytoFridayonlyduringthecurrentseason.Afive(5)daypowercartleaseholderwhomaywanttoplayoccasionallyonaweekendshallpayadiscountedrateof$15.00.
2. TheClubwillprovidetheleaseholderstheuseofapowercartforoneroundofplayperday.3. Powercartavailabilitywillbeguaranteedprovidedthattheleaseholderreservestheuseofthecartwiththe
Professionalshopwhenarrangingateetimereservation.Thisreservationmustbemadeaminimumoftwodaysinadvanceoftheteetime.
4. Fortournamentplay,powercartreservationisrequired.Thepowercartswillbeallocatedtotournament
participants,includingleaseholders,onafirstcome-firstservebasis.Theleaseholder,uponreservationfortournamentplay,isentitledtooneseatwiththeClubtoallocatetheotherseat.
5. Theleaseholderagreesandwarrants:
a. thatonlytheleaseholders(ifapplicable)willoperateapowercartinthepossessionorcontroloftheleaseholderunderthisagreement:
b. thattheleaseholders(ifapplicable)willoperateanypowercartinhispossessionorcontrolunderthisAgreementinasafemanner,withconsiderationforgolfcourseandothergolfers,subjecttotheregulationsestablishedbytheClubandenforcedbyMarshalsdulyappointedbytheClub.
c. ThattheleaseholdersshallimmediatelyreportanydamagestotheProShop6. IntheeventofanybreachofthisAgreementbytheleaseholder,theClubmaycancelthisAgreementwitha
noticetotheleaseholderandarefundofthepro-ratedleaseratetotheleaseholder.7. thattheregisteredownersunderthisAgreementwilloperateanypowercartintheirpossessionorcontrol
inasafemanner,withconsiderationforthegolfcourse,andothergolfers,subjecttotheregulationsestablishedbytheClubandenforcedbyMarshalsdulyappointedbytheClub.
8. Theleaseholdersacknowledgethattherearecertainrisksofphysicalinjuryanddamagetopersonal
propertybyoperationofthepowercarts.Thereforetheleaseholdersagreetoassumeallriskofanyinjurytopersonorproperty,includingdeath,orforlossoftimeorotherlossordamagewhichtheCluboranyotherpersonmaysustain,asaresultofanyactivityconnectedwiththeleaseholder’soperationofapowercartpursuanttothisAgreement.Further,theleaseholdersagreetowaiveandrelinquishallclaimsofinjurytopersonorproperty,includingdeath,orforlossoftimeorotherlossordamage,theleaseholdersmayhaveagainsttheCluborgolfcartowner,theirofficers,agents,andemployees,holdingthemharmlessandindemnifyingthemfromallsuchdamagesthatmayariseasaresultofoperatingapowercartpursuanttothisleaseagreement.TheleaseholdersfurtheragreetopayorreimbursetheClubforallchargesrelatingtoanybreakageanddamage,otherthanordinarywearandtear,topowercartsduringthetermhereof.
Signedthis____________dayof______________________,20___LeaseholderSignature:____________________________RTCCAuthorizedSignatory:_______________________LeaseholderSignature:____________________________
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: LockerRentals DateRevised: PolicyNo: B7 DateReviewed:2015-02-24Men’sandLadies’lockersareavailableonlytothosememberswhohavepaidtheirannualmembershipduesforthecurrentgolfseason.AlllockersaresubjecttoanannualrentalfeeassetbytheBoardofDirectors.Intheeventthatamemberdoesnotpayhis/herannualmembershipduesasaresultofaninjuryoranillness,themembermayretainhis/herlockerforaperiodofoneyear.Theannualrentalfeehowever,muststillbepaid.Duetothelimitednumberoflockers,onlyonelockerrentalispermittedpermember.Intheeventthatnolockersareavailable,thosewantingalockerwillbeplacedonawaitinglist.Thefirstpersononthewaitinglistshallbegiventhefirstrightofrefusal.Shouldthememberrefusethisright,he/shewillbeplacedatthebottomofthewaitinglist.AlllockerrentalsmustbepaidnolaterthanApril30ofthecurrentgolfseason.Lockerrentalsarenon-transferable.Intheeventthatamemberchoosesnottorenewhis/herlockerrental,thenextpersononthewaitinglistwillbeissuedthelocker.TheRosslandTrailCountryClubisnotresponsiblefortheftordamagetoanycontentsthatmaybestoredinthelockers.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: ChargingPrivileges DateRevised:May31,2011PolicyNo: B8 DateReviewed:2015-02-24TheRosslandTrailCountryClubrecognizestheimportanceoftheirmembersutilizingtheProShopandClubhouseRestaurant.MemberspatronizingourfacilitiesassistgreatlyinthefinancialwellbeingoftheClub.ToencourageourmemberstopurchasegoodsandservicesfromtheClub,chargingprivilegesaregrantedtoadultandintermediatemembersunderthefollowingtermsandconditions:
1. Chargingprivilegesareforadultandintermediatemembersonlyandmaybeusedforboththeproshopandclubhouserestaurant.
2. Accountsarepayablenolaterthanthelastdayofthemonthfollowingthemonthinwhichthepurchasewasmade(e.g.ItemorservicepurchasedonApril15thmustbepaidnolaterthanMay31st)
3. Intheeventthatanaccountisnotpaidinfullbytheduedate,themember’screditcardshallbechargedfortheoutstandingbalance.
4. Intheeventthatacreditcardchargeisdeclined,themembershalllosetheirchargingprivilegesuntilsuchtimeastheoutstandingbalancehasbeenpaidinfull.
5. Intheeventthatanaccountisinarrearsformorethan180daysthemember’sgolfingprivilegesmaybesuspendeduntilsuchtimeastheaccounthasbeenpaidinfulloramutuallyagreeduponpaymentplanhasbeendevelopedwiththeDirectorofGolf.
6. Creditbalancesmaynotbeappliedtomembershipdues,privatecartstorageandtracking,lockers,drivingrangefeesandpassesandpowercartrentals.
7. AllaccountsmustbepaidinfullnolaterthanOctober31stofthecurrentyear,whichistheClub’sfiscalyearend.AccountsmustbepaidbyOctober31stevenforproductsorservicesthatwerepurchasedinOctoberofthecurrentyear.
EmployeeChargingPrivilegesSeasonalemployeesoftheproshopandrestaurantshallbegrantedchargingprivileges,howeverthemaximumamountowingatanytimeshallnotexceed$250.00unlesspriorapprovalisobtainedfromtheDirectorofGolf.Employeesaresubjecttothesameconditionsasregularmembersastowhenaccountsmustbepaid.Intheeventofnon-paymentfortwoconsecutivemonthsorbyOctober31stofthecurrentyear,whichevercomesfirst,theoutstandingbalanceshallbedeductedfromemployee’spay.Priortoreceivingchargingprivileges,theemployeemustsignanauthorizationpermittingtheRosslandTrailCountryClubtodeductanyoutstandingbalancefromtheirpaycheque.
PERSONALCHEQUESPOLICY
• PersonalchequeswillnotbeacceptedfromanyoneotherthanamemberoftheRosslandTrailCountryClub.
• ChequesreturnedNSFwillbesubjecttoa$25.00NSFcharge.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: ReciprocalAgreements DateRevised:PolicyNo: B9 DateReviewed:2015-02-24TheRosslandTrailCountryClubshallparticipateinreciprocalagreementswiththosegolfclubsthatwishtooffergreenfeesatadiscountedratetomembersoftheRosslandTrailCountryClub.Thefollowingconditionsshallapply:
1. Theamountofthediscountprovidedtootherclubmembersshallbeequaltothesameratesandconditionsasthereciprocatingclub
2. ThereciprocalrateshallbethepercentagediscountoffoftheRTCCregulargreenfeerate.
3. Reciprocalratesshallnotbeappliedtoanyotherdiscountorspecialofferincludingreducedratesfortournamentpracticerounds.
4. Amemberofaparticipatingclubmustpresenttheircurrentmembershipcardtotheproshop.
5. Membersarerequestedtobooktheirreciprocalteetimesinadvance.6. Reciprocalgreenfeeratesdonotapplytotournamentsorsocialclubfunctionsas
discountedgreenfeerateshavealreadybeenapplied.7. TheRosslandTrailCountryClubshallprovidecomplimentarygolfforDirectorswith
clubsofferingthesamebenefittoRosslandTrailCountryClubdirectors.8. Complimentarygolffordirectorsisonlyofferedoncetheparticipatingclubhasopened.9. Complimentarygolffordirectorsshallbelimitedtothreeroundsperyear.Theproshop
shallkeeparecordofcomplimentaryroundsissuedtothedirectorsofparticipatingclubs.
10. TheRosslandTrailCountryClubreservestherighttoamendoreliminatereciprocalbenefitsatanytime.
11. MembersoftheRosslandTrailCountryClubshallbenotifiedatthebeginningoftheseason,whichclubsareofferingdiscountedgreenfeerates.
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SECTION: Membership DateEstablished:February23,2010SUBSECTION: FinancialAssistance DateRevised:2015-02-24PolicyNo: B10 DateReviewed:2015-02-24
TheRosslandTrailCountryClubmayprovidefinancialassistancetojuniormembersforthefollowingchampionshipevents.■BCJuniorBoys ■CanadianJuniorBoys■BCJuniorGirls ■CanadianJuniorGirls Financialassistanceshallbeintheamountof$150forProvincialChampionshipsand$300forCanadianChampionships.Inaddition,aRosslandTrailCountryClubgolfshirtshallbeprovidedatnocost.Financialassistanceissubjecttothefollowing:
• MustbeamemberingoodstandingoftheRosslandTrailCountryClub.• TherequestforfinancialassistancemustbemadeinwritingtotheBoardofDirectors.• TheindividualmusthavequalifiedbymakingtheZone1(Girls)orZone1WestTeam
(Boys)forthatparticularevent.InthecaseofaCanadianChampionshiptheindividualmusthavemadetheProvincialteam.
• Financialassistanceisnotprovidedwhenajuniormembertravelstoplayinaqualifyinground;however,shouldthejuniormemberplayinaqualifyingroundandqualifyinoneoftheabovenamedevents,financialassistanceshallthenbeprovided.
• ThetournamentmustbeoutsideoftheZone1Westarea.• Themembershouldwearanarticleofclothing(hat,shirtorjacket)displayingthe
RosslandTrailCountryClubnameand/orlogo.
Financialassistanceforanon-juniormemberwillbeconsideredbytheBoardofDirectorsonanindividualbasisfornationaleventsonly.
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SECTION: TeeTimes DateEstablished:February23,2010SUBSECTION: AdvanceBooking DateRevised:June29,2010PolicyNo: C1 DateReviewed:2015-02-24
NONMEMBERS1. Greenfeeplayersmaybookatanytime.2. Greenfeebookingsshallbelimitedtofourperhour.3. Intheeventofagreenfeebookingof8ormoreandarequesttoplaybacktoback,theproshopshall
accommodatethegroupbuttheneliminatetheclosestunusedgreenfeeblockinordertoaccommodateourmembers.
4. Oncethemembershavehadanopportunitytobooktheirteetimesfourdaysinadvanceandthereareteetimesavailableoverandabovethefourperhourgreenfeeallocation,thesetimesshallthenbefilledwithgreenfeeplayers.
CALLINGFORTEETIMES1. Theproshopwilltakecallsforteetimesstartingat8:00aminthespringandfallandfrom7:00amduring
thesummermonths.2. Teetimeswillbetakenbytheproshopstaffataratioof3to1;threephone-instooneintheproshop
line-up.3. OnweekendsandholidaysduringthemonthsofAprilandOctoberashotgunstartformatmaybeutilized
inordertominimizeanyinconvenienceintheeventofweatherdelays(e.g.frost,fog).
FULLANDINTERMEDIATEMEMBERS1. Teetimesmaybebookedfourdaysinadvance.2. Memberswantingateetimepriorto11:00ammaycallstartingat7:00am(8:00amspringandfall)3. Memberswantingateetimeafter11:00ammaystartcallingfrom11:00amon.
Membersareonlypermittedtobookoneteetimepercallasperthestandardteetimebookingpolicy.
JUNIORANDSTUDENTMEMBERS:1. Juniorandstudentmembersmaybookfourdaysinadvancebutonlyafter2:00pmoncethefull
membershiphashadanopportunitytobooktheirteetimes.2. Juniormembersarenotpermittedtoplayonweekendsandholidaysuntilafter3:00pmunlesstheyare
playingwithanadult.Noyouthundertheageof12ispermittedonthecourseunlessaccompaniedbyagolfer19yearsofageorolder.
3. AtthediscretionoftheHeadProfessionalortheAssistantProfessional,playmaybepermittedduringslowtimeswithoutadultsupervisionprovidedthattheyouthshavedemonstratedareasonableskilllevelandanunderstandingofgolfetiquette.
BOARDOFDIRECTORS:InrecognitionoftheworkdoneonbehalfoftheClub,membersoftheBoardmaybookoneteetimeanytimeinadvanceprovidedthattheBoardmemberispartofthegroup.
EMPLOYEES:1. Employeesmaybookteetimesfourdaysinadvanceasperthestandardteetimebookingpolicywiththe
exceptionofweekendplayandholidays.2. Forweekendsandholidayteetimebookings,theemployeesmaybookfourdaysinadvancebutonlyafter
2:00pmoncethegeneralmembershiphashadanopportunitytobooktheirteetimes.3. Theemployeemustbepartofthegroup.
MULTIPLETEETIMES:Membersmaybookmultipleteetimesinadvance(outsidethestandardbookingpolicy)whentheyarebookingforgroupsofeightormoreandtheirroundisfollowedbydinnerattheClubhouseRestaurant.(ExcludingMen’sNight)
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SECTION: TeeTimes DateEstablished:February23,2010SUBSECTION: MemberResponsibility DateRevised:PolicyNo: C2 DateReviewed:2015-02-24GENERAL
1. AllplayersmustregisterintheGolfShopinadvanceoftheirscheduledteetimes.2. Allplayersmuststartonthe#1teeunlesstheyhaveobtainedpermissionfromtheProShoptostarton
#10.3. Allnamesinthegroupshouldbeprovidedtotheproshop.4. Twosomesshallpairupwhenrequestedbyproshopstaff.5. Fivesomesarenotpermitted.(exceptionsseePolicyC4)
NOSHOWS:“NoShows”arecostlytotheClub.MembersmustadvisetheGolfShopofanycancellationssothatwemaymakethoseteetimesavailabletogreenfeeplayersorothermembers.Repeatoffenderscouldlosetheirbookingprivileges.
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SECTION: TeeTimes DateEstablished:February23,2010SUBSECTION: ReservedMemberBlocks DateRevised:2015-03-26PolicyNo: C3 DateReviewed:2015-02-24
TheRosslandTrailCountryClubispredominantlyamembershipgolfclubwheremembershipduescontributesignificantlytotheClub’stotalrevenue.InrecognitionofthevalueofthemembershipoftheRosslandTrailCountryClub,blocksofteetimeshavebeenallocatedtothefollowingmemberclubs.DAYLADIES’CLUB–TuesdayMornings(2hourblock)BUSINESSLADIES–TuesdayAfternoons(11/2hourblock)MEN’SCLUB–Wednesdays(4hourblock)RETIREE’SCLUB–ThursdayMornings(3hourblock)
NOTE:Theactuallengthoftheblockedteetimemaychangedependingonthenumberofparticipants.
MEMBERCLUBSHOTGUNSTARTS:WhileitisgenerallyinthebestinterestoftheRosslandTrailCountryClubtoadheretoteetimeplayduringtheallocatedblocks,inordertomaximizegreenfeerevenue,theClubdoesrecognizethesocialelementofclubplay,whereshotgunstartsarefavoredinordertoprovidetheopportunityforasocialgatheringfollowingplay.TheClubalsorecognizesthepotentialforrevenuegenerationfortheClubhouserestaurantfollowingtheseevents.Duringthoseoccasionswhenashotgunstartisrequested,amodifiedshotgunformatshallbeutilizedforaminumum50playerstoavoidclosureofthecoursetoothermembersandgreenfeeplayers.Amodifiedshotguniswhengroupsarestartedon#1teeandworkbackwards.Thisallowsregularplaytotakeplaceaheadoftheshotgungroupandallowsregularplaytocommenceoncethelastgroupisoffthe#1teebox.Whenamodifiedshotgunisnotpracticalduetothehighnumberofparticipantsandaregularshotgunformatisrequired,openingswithintheshotgunwillbemadeavailabletomembersandgreenfeeplayers.Afullshotgunrequiresminimumof80players.AfinallistofentriesmustbeprovidedtotheDirectorofGolfaminimumof5dayspriortotheevent.AllschedulingofmemberclubeventsandformatsisdonebytheMatchCommitteeforsubmissiontotheBoardforapproval.
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SECTION: TeeTimes DateEstablished:February23,2010SUBSECTION: Fivesomes DateRevised:PolicyNo: C4 DateReviewed:2015-02-24DuetothehighnumberofparticipantsfivesomesarepermittedonMen’sNight.IftheentirecourseisutilizedformemberClubeventsandisclosedtoanyotherplay,groupsoffivearepermitted.Groupsoffivearealsopermittedwhenasocialclubhasbookedandpaidfortheuseoftheentirecourseandthecourseisclosedtoregulargolfplay.Groupsoffivemayalsobepermittedwhenpracticeroundsarepartofamen’sorladies’tournament.Thiswillbeatthediscretionoftheproshopandwilldependonthedemandforteetimesforthepracticeroundaswellasforgeneralplay.TheDirectorofGolfmayalsoallowthelimiteduseofFivesomesattimesnototherwisecoveredinthispolicy.
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SECTION: Tournaments DateEstablished:February23,2010SUBSECTION: MemberClubTournaments DateRevised:PolicyNo: D1 DateReviewed:June28,2011
Inadditiontotheeventsheldbymemberclubsontheirregularallocateddays,thefollowingarerecognizedannualClubsanctionedtournamentsoftheRosslandTrailCountryClub.
1. Men’sOpeningScramble(1DayEvent) 6. RTCCMixedOpen(2DayEvent)2. Ladies’EarlyBird(2DayEvent) 7. RTMen’sOpen(3DayEvent)3. Men’sClubChampionship*(2DayEvent) 8. KayBunaMemorial(2DayEvent) 4. Ladies’ClubChampionship*(2DayEvent) 9. RetireesClubChampionship(1DayEvent)5. RetireesInvitationalTournament(1DayEvent) 10.Men’sClosingScramble(1DayEvent) *(TheMen’sandLadies’ClubChampionshipsshallbothbeplayedonthesametwodaysuntilsuchtimeasthenumberofparticipantswarrantseparatedays)
TournamentFieldTheorganizingcommitteeshalladvisetheProShop5dayspriortothetournamentofthenumberofparticipants.Thiswillallowthegolfshoptoallocatetheappropriatenumberofteetimesforthetournamentandthentoimplementthestandardteetimebookingpolicyformembersandguestsnotparticipatinginthetournament.Ifthetournamentisutilizingashotgunformat,openspotsmaybeusedforregularmemberandgreenfeeplay.
TournamentGreenFeesandPrizesNotournamentgreenfeesshallbechargedfortheabovememberClubevents.Itisexpectedthatthemajorityofprizesand/orgiftsshallbepurchasedfromtheProShopastheRosslandTrailCountryClubisamajorsponsorofmostofthesetournaments.MerchandisediscountsaretobearrangedwiththeHeadProfessional.Allinventorypurchasedforaspecifictournamentmustbepaidinfull,thusnotleavingtheClubtoabsorbitemsthathavebeenbroughtinforaspecificevent.Theproshop,ifrequested,willattempttoselltheexcessinventoryandapplyacredittotheMemberClubaccountastheitemsaresold.TheRosslandTrailCountryClublogomustbeonallmailingsandpostersdistributedbythetournamentcommittee.
TournamentPowerCartRentalDuringmajorClubTournamentstheClub’spowercartsshallberentedfirst.IntheeventthatthereisashortageofClubownedpowercarts,members’cartsmaythenbeutilizedandtherevenuereceivedfromprivatepowercartrentalsshallbereturnedtotheowners’ofthecartorifrequestedacreditshallbeappliedtotheiraccount.
TournamentSponsorshipsIntheeventthatamemberclubispursuingsponsorsforitseventandwishestooffergolfpassesatRTCCaspartoftheirsponsorshippackage,thetournamentchairshallmaketherequesttotheDirectorofGolfpriortosolicitingsponsors.
TournamentWinnerAcknowledgementCongratulatorylettersformtheBoardofDirectorsshallbesenttotheoverallwinnersoftheMen’sandLadies’ClubChampionship,MixedOpen,RTOpenandtheSeniors’Invitational.
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SECTION: Tournaments DateEstablished:February23,2010SUBSECTION: SocialClubs&CharityEvents DateRevised:PolicyNo: D2 DateReviewed:2015-02-24SincegroupeventscontributesignificantlytotheClub’sfinancesandhelpinmaintainingmembershipfeesaslowaspossible,theRosslandTrailCountryClubshallmakethecourseandrestaurantavailabletooutsidegroupssuchassocialclubsandcharitableorganizations.
CourseAvailability:
Whilethegolfcourseisavailableforgroupfunctionssevendaysaweek,everyeffortshallbemadebymanagementtoensurethatsocialorcharitablefunctionsdonotconflictwithLadies’Day,Men’sNightorRetirees’Day.ManagementwillmakeeveryefforttodirectgroupstobooktheirfunctionsonaMonday,Thursdayafternoon,Fridayorintheafternoonsonweekendsandholidays.
Intheeventthatagroupwishestobookasocialorcharitytournamentthatwouldconflictwithoneofthememberteetimeblocks,theDirectorofGolfshalladvisethememberclubchairpersonimmediately,inordertoreschedulethememberclubblocktoanotherdaythatweek.
GreenFeeRate:
Giventhenumberofcoursesintheareacompetingforthistypeofbusiness,thegreenfeeratesanddinnerpricesshallbeatthediscretionofmanagement;howeverundernocircumstancesshouldtheamountchargedbelessthanwhatwouldnormallybegeneratedduringthattimeframeonthatparticularday.
Ifthatbookingisforadaythatwouldconflictwithamemberclub,theminimumrateforgolfshallbe$2000andthegroupmustalsousetheRTCCrestaurantservicesfortheirdinnerreception.
RTCCMembersParticipatingInSocialorCharityFunctions
Whenateetimeformatisbookedbythegroup,anRTCCmemberisexemptfrompayinggreenfees;however,shouldashotgunformatbeusedthatrequiresclosureofthecourseforaperiodoftime(before&during)andaflatrateisrequired,itisthegroup’sdecisionastowhetherornottheywanttogiveanRTCCmemberareducedrate.
TournamentParticipantwithReciprocalPrivileges
ParticipantsofagroupfunctionwhoaremembersofotherclubsthathaveareciprocalagreementwiththeRosslandTrailCountryClubshallbechargedthereciprocalrateifateetimeformatisusedbythegroup.Associalfunctionsarealreadyatareducedrate,thereciprocalrateshallbethepercentagediscountofftheregulargreenfeerateorthetournamentdiscountrate,whicheveristhelesserofthetwo.Thereciprocaldiscountshallnotbeappliedtothetournamentdiscountrate.
Thereciprocalrateshallnotapplywhenashotgunformatisusedrequiringclosureofthecourseforaperiodoftime(before&during)andaflatrateischarged.
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SECTION: Course DateEstablished:February23,2010SUBSECTION: BLUEFlagPolicy DateRevised:2016-01-26PolicyNo: E1 DateReviewed:2015-02-24TheRosslandTrailCountryClubBLUEFlagpolicyisintendedtoaddpleasuretothegameandtoprovideassistancetogolferswithinjuriesand/ordisabilitieswhileatthesametimeprotectingthecourse.ThesuppliedflagshallbeBlue&WhiteandshallremainthepropertyoftheClub.Whereverpossibleplayersshouldusecartpathsprovided.Playersshouldusecommonsenseandavoiddangerousspotssuchassteepmounds,nearwaterortraps.Inallcasesplayersmaynottakeapowercartcloserthan10feet(3meters)toanygreen.Thisyardageminimumiscriticalinordertoensureabetterplayingareaaroundgreensforeveryone.Powercartsarenotpermittedtopassbetweenthebunkerandthegreen.PlayersmustkeeppowercartsoffmoundingonfairwaybunkersPlayerswishingtouseaBLUEFlagmusthaveanotefromadoctorstatingthefactthatwalkingisdifficult.Fromtime-to-timeBLUEFlagRuleswillbesuspendedduetopoorweatherconditionsorexcessivewateronthecourse.ShouldplayerswithBLUEFlagswishtoplayonthosedays,theymustadheretothepowercartrulespostedforthatday,withnoexceptions.
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SECTION: GolfCourse DateEstablished:February23,2010SUBSECTION: Opening/Closing/Delays DateRevised:June28,2011PolicyNo: E2 DateReviewed:2015-02-24
1. ThegolfcourseshallbeopenforplayatsuchtimeastheCourseSuperintendenthasdeemedthecoursesafeandreadyfortheutilizationofmowingequipment.
2. Playduringfrostconditionsorwhenthegroundisfrozenisnotpermitted.The
Superintendentorhis/herdesignatewilldetermineifplayistobedelayedandwhenplaymaycommence.
3. Playwillnotbepermittedduringfoggyconditions.Asageneralruleplaywillcommence
whenthenumberonegreenisvisiblefromtheGolfShopforanextendedperiodoftimeand/orclearanceisgivenbytheSuperintendentorhis/herdesignate
4. Theendoftheseasonshallbeatsuchtimeasthegroundbeginstofreezeanddaytime
temperaturesarenearfreezingorOctober31st,whichevercomesfirst.AtthediscretionoftheBoard,theclosingdatemayextendpastOctober31st.
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SECTION: GolfCourse DateEstablished:February23,2010SUBSECTION: GeneralRules DateRevised:July26,2011PolicyNo: E3 DateReviewed:2015-02-24IntheinterestofallgolfersattheRosslandTrailCountryClub,thefollowingrulesarenecessaryinordertoprotectandpreservethequalityofmaintenanceofthegolfcourse,andinordertoensuretheenjoymentofthebestplayingconditionspossible.PULLCARTS
1. Pullcartsmustbekeptaminimumof10feetfromanyputtingsurface.2. Pullcartsarenotpermittedbetweenthegreenandanygreensidebunkers.3. Pullcartsarenotpermittedonteeboxes.
POWERCARTS
1. Powercartsmustbekept30feetfromgreensandoffteeboxes.2. Cartpathswhereprovidedmustbeusedatalltimes.3. 90DegreeRule:Duringexcessivelywetconditionsgolfersmustadheretothe90degree
rulewhendirectedtodoso.The90degreerulerequiresthatagolfermustkeepthepowercartinthefairwayroughareaandthenproceedona90degreeangleoncetheyhavereachedthedistanceofhis/hergolfball.
4. Amaximumof2personsarepermittedonapowercart.5. Standingandtravellingonthebackofapowercartisprohibited.
GOLFCOURSEETIQUETTE
1. Thegolferwillreplaceallfairway,teeandroughdivots.2. Thegolferwillrepairballmarksonthegreen.3. Thegolferwillrakebunkersuponfinishingtheirshot.4. Bunkerrakesaretobeplacedinthebunkerafterraking.
COURSESIGNAGE
1. Directionalsignswillberespectedatalltimes.2. Golferswillstayoffareaswhendirectedtodosoduetochemicalapplications.3. Golferswillabidebyallsignagepostedonthecourse,whetherpermanentor
temporary.Golfersnotadheringtothoserulesthathavebeenputinplaceforprotectionandpreservationofthemaintenanceofthegolfcoursecouldbesubjecttothelossofgolfingprivileges.
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SECTION: GeneralRules&Regulations DateEstablished:February23,2010SUBSECTION AlcoholPolicy DateRevised:2015-02-24PolicyNo: F1 DateReviewed:2015-02-24ItisaviolationoftheRosslandTrailCountryClub’sliquorlicensetoallowalcoholonthecoursethathasnotbeenpurchaseddirectlyfromtheClubhouseRestaurantorfromthebeveragecart.Therefore,undernocircumstancesmayalcoholthatisnotpurchasedfromtheRosslandTrailCountryClubbebroughtontothegolfcoursepropertyatanytime.Thisalsoappliestoalcoholtobegivenasaprizeatanyevent.AviolationoftheClub’sliquorlicensecouldresultinasuspensionoflicenseand/orfinewhichwouldhavenegativefinancialimplicationstotheRosslandTrailCountryClub.Inadditiontobeinginviolationofourliquorlicense,theClub’sexposuretoliabilityincreasessignificantlyastheClub’sabilitytomonitorconsumptionbecomesextremelydifficult;thereforeanyonewhocontravenesthisruleshallbeaskedtoleavethecoursewithoutrefundandcouldbesuspendedfromfutureplay.IntheeventthatamemberoftheRosslandTrailCountryClubviolatesthisrule,he/sheshallbeissuedawarningforthefirstoffence.Intheeventofasecondoffencethemembershallhavetheirplayingprivilegessuspendedforaperiodof30days.
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SECTION: RulesandRegulations DateEstablished:February23,2010SUBSECTION: General DateRevised:August30,2011PolicyNo: F2 DateReviewed:2015-02-24
Thefollowingrulesandregulationshavebeenestablishedtodealwithsafety,respectforthepleasureandenjoymentofallgolfersandtoensureapositiveimagefortheRosslandTrailCountryClub.A. DressCode
1. Shirtsandshoesmustbewornonthegolfcourseatalltimes.Men’sshirtsmusthavesleeves.Nomuscleshirts.
2. Bathingattire,cutoffshorts,haltertops,tubetops,tanktops,andsimilarrecreationalweararenotconsideredproperdressonthegolfcourse.
3. Golfshoesmustbesoftspikesonly.4. Thedresscodeappliestomembers,guestsandstaff
B. GolfPlay
1. RCGARulesofGolfandpostedlocalruleswillgovernplayatalltimes.2. AllplayersmustregisterwiththeGolfShopbeforeplayinganypartofthegolfcourse.3. Playersmustusethedesignatedareasforpractice.4. Juniorgolfers,undertheageoftwelve(12)yearsmayplayonthegolfcourseonlywhen
accompaniedbyanadult,unlesstheyhavedemonstratedtotheheadprofessionalanappropriateknowledgeofgolfetiquetteandplay.
5. Unlesspriorpermissionisgiven,golfersmustteeoffthenumberonetee.6. Infairnesstoothergolfers,holesmustbeplayedinsequence.7. Nomorethanonegolfershallplayoutofonebag.Eachplayermusthavehis/herownsetof
clubs.8. Intheinterestofall,playersmustplaywithoutdelay,andallgroupsmustkeeptheirplaceon
thecourseorallowfollowingplayerstoplaythrough.PaceofplayattheRosslandTrailCountryClubshouldnotexceedfour(4)hours.
C. DrivingRange
1. Playersmuststayonthematswhendirectedtodoso.2. Forthesafetyofotherplayersandfortheprotectionofthegreen,playersmustnot
intentionallyhitballsatthe#11greenlocatedoffthefarrighthandsideofthedrivingrange.3. Noplayermayhitanyshotsfromtherangeareatothechippinggreenlocatedontherighthand
sideofthedrivingrange.4. Powercartsarenotpermittedanywhereonthedrivingrangepracticeareaorontherange
itself.5. Parkingofmotorvehiclesadjacenttotheentranceoftherangeisnotpermitted.Thisareais
reservedforpowercartparkingonly.6. Playersareresponsibleforthedistanceanddirectionoftheirshots.TheRosslandTrailCountry
Clubisnotresponsibleforanybodilyinjuryorpropertydamagethatmaybecausedbyanindividualusingthepracticearea.
7. RangeballsandbasketsarethepropertyoftheRosslandTrailCountryClub.Undernocircumstancesshallamemberorguestremoverangeballsorbasketsfromtheproperty.Violatorsaresubjecttolossofrangeprivilegesand/orgolfingprivileges.
SECTION: RulesandRegulations DateEstablished:February23,2010
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SUBSECTION: Disputes&DisciplinaryMatters DateRevised:Sept27,2011PolicyNo: F3 DateReviewed:2015-02-24MembergrievancesandviolationsareresolvedthroughtheBoardofDirectorsoftheRosslandTrailCountryClub.ShouldamemberhaveagrievanceandwishtobeheardbeforetheBoard,themembermustadvisetheClubPresidentinwritingaboutthecomplaint.ThePresidentwillthenscheduleameetingoftheBoardofDirectorstoreviewthecomplaint.TheBoardofDirectorsmustrenderawrittendecisionwithinseven(7)daysofthescheduledmeetingandnotifyallpertinentpartiesofsuchdecision.ThedecisionoftheBoardisfinal.AlldisciplinarymattersarisingbetweentheClubandaMembershallbedealtwithinaccordancewithprovisionsofsection6.0oftheClub’sbylawswhichreadsasfollows:
a)TheBoardofDirectorsshallhavethepowertosuspendaMemberforuptoandincludingamaximumofseven(7)days.MembershavetherighttorequestahearingtoappealsuspensionshandeddownbytheBoard.AnyrequestedappealmustbesubmittedtotheOfficeManagerand/orthePresidentorhis/herdelegate,within3businessdaysofreceiptofthenotice.Whenahearingisrequestedanyactionwillbeheldinabeyanceuntilthehearingisheldandadecisionismade.
b) TheBoard,onlyafterholdingahearing,shallhavethepowertosuspendbeyond7daysand/ortakeanyadditionalmeasures,orexpelamember,ifanincidentwarrantsit.ThehearingshallbeheardnolaterthanthenextscheduledBoardmeeting.
c) NoticeofaHearingmustbegivenbytheBoardtotheMemberwithinseven(7)dayspriortotheHearingandshallstate:
i) thedate,timeandplaceoftheHearing,whichshallbe determinedbytheBoardPresident,
ii) theIssue;andiii) thattheDefendantshallbeentitledtobepresentandmay
berepresentedbycounseltosubmitevidencerelevanttotheallegations.
d) NoticeofthedecisionoftheBoardmustbegiventotheMemberandtheComplainant,ifany,withinseven(7)daysoftheconclusionoftheHearing.
f) AquorumoftheBoardmustbepresentatthemeeting.
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SECTION: BoardofDirectors DateEstablished:February23,2010SUBSECTION: MonthlyMeetings DateRevised:November29,2011PolicyNo: G1 DateReviewed:2015-02-24TheBoardofDirectorsshallmeetonthelastTuesdayofeachmonth.Aminimumoffive(5)Directorsmustbeinattendanceinordertoconstituteaquorum.DirectorsmustadvisetheOfficeassoonaspossibleiftheyareunabletoattendaregularBoardmeeting.TheAgendaandDirector’spackagesshallbepreparedbytheOfficeandwillbeavailabletotheDirectorstheweekpriortotheregularscheduledmeeting.AgendaItems
Directorswishingtoplaceanitemfordiscussionontheagendashouldsubmittherequest,togetherwithanywrittenmaterialtotheOfficeforinclusionintheBoardpackages.ThiswillallowtheotherDirectorsanopportunitytoreadthematerialpriortothemeetingandbepreparedforanydiscussion.ThiswillalsoallowstafftogatheranyadditionalinformationthatmaybeusefulinassistingtheBoardwithanydecisions.MotionsShouldaspecificrequestbymotionbemadetotheBoardbyaDirector,theBoardreservestherighttopostponeanydecisionuntilsuchtimeastheBoardhasreceivedallpertinentinformationdealingwithbutnotlimitedtosuchthingsasfinancialimplications,andlabourrequirements.Delegations
AnymemberoftheRosslandTrailCountryClubiswelcometoattendaregularBoardmeeting,eitherasanobserverordelegationtotheBoardofDirectors.IntheeventthatamemberwishestoaddresstheBoardforanyreason,themembermustnotifytheOfficefive(5)dayspriortothemeetingandmustsubmitabriefdescriptionofthetopic.ShouldaspecificrequestbemadetotheBoardofDirectorsbythedelegation,theBoardreservestherighttopostponeanydecisionuntilsuchtimeastheBoardhasreceivedallpertinentinformationdealingwithbutnotlimitedtosuchthingsasfinancialimplications,andlabourrequirements.EveryeffortwillbemadebytheBoardofDirectorstorespondtoanyrequestbythenextregularscheduledBoardmeeting.
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SECTION: BoardofDirectors DateEstablished:February23,2010SUBSECTION: StatutoryMeeting DateReviewed:October25,2011PolicyNo: G2 DateReviewed:2015-02-24TheStatutorymeetingfortheRosslandTrailCountryClubshallbeheldimmediatelyfollowingtheannualgeneralmeetingheldeachyearonthesecondSundayofDecember.TheStatutorymeetingshallincludetheselectionofPresident,1stVicePresident,2ndVicePresidentandtheappointmentoftheSecretary-Treasurer.
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SECTION: BoardofDirectors DateEstablished:February23,2010SUBSECTION: MinutesofBoardMeetings DateRevised:November29,2011PolicyNo: G3 DateReviewed:2015-02-24TheminutesoftheregularmonthlymeetingoftheBoardofDirectorsoftheRosslandTrailCountryClubshallbepostedontheClub’swebsite(www.birchbankgolf.com)andalsopostedonthebulletinboardlocatedinthemainlobbyoftheclubhouse,within14daysoftheregularmeeting.
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SECTION: JobDescription DateEstablished:November1,2011SUBSECTION: BusinessManager DateRevised:2015-02-24 DateReviewed:2015-02-24
CurrentlythispositionhasbeencombinedwiththatofHeadProfessionaltocreatethepositionofDirectorofGolf
GeneralResponsibility
GeneralResponsibilityTheBusinessManagerisresponsibleforthebusinessoperationoftheRosslandTrailCountryClub.AccountabilityTheBusinessManagerisoneof4ManagersreportingtotheBoard.TheothersaretheSuperintendent,theFood&BeverageManager,andtheHeadPro.PrimaryObjectiveTomanage,administer,andoverseeallbusinessoperationsoftheRosslandTrailCountryCluboffice.SpecificResponsibilitiesBoardofDirectors
• ResponsiblefortheSecretary/Treasurerduties• PreparationofAgendaandassociatedmaterialforallBoardMeetings• PrepareandpresentationoftheOfficeUpdatesatmonthlyBoardMeetings• RecordanddistributetheminutesforallBoardMeetings,• ResponsibleforprovidingsupporttoallBoardMembers,andbetheliaisonperson
betweenClubMembersandtheBoard• PreparationofAgenda,AnnualReportandotherassociatedmaterialfortheAnnual
GeneralMeeting• PreparationofAgendaandtorecordminutesattheAnnualStatutoryMeeting
StrategicPlan• Responsibleforthefacilitationanddevelopmentoftheannualstrategicplan• ResponsibletoevaluateandreporttotheBoardontheactionplansaslaidoutinthe
strategicplan
Budgets• PreparetheAdminandClubhousebudgetsandoperationalplansforreviewbythe
FinanceCommittee,andultimatelyBoardapproval.• ManagetheAdminandClubhousebudgetsinafiscallyresponsiblemanner,toensure
theyareconsistentwiththevaluesandqualityobjectivesoftheClub.
Marketing
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• ChairstheMarketingCommitteeandparticipatesasanactivemember• AssistsinthedevelopmentoftheMarketingstrategyandplan• ResponsibleforcommunicatingtheMarketingPlantoRTCCBoardofDirectorsand
ClubMembers• ResponsibleforexecutionofthespecificplansoftheMarketingPlan• ResponsibleforallupdatingallMarketingcontentonwww.birchbankgolf.com• RepresentsRTCCattheKootenayGolfAssociationmeetingsandevents
MemberRelations• ResponsibleforbeingthemainpointofcontactbetweentheBoardandtheClub
Members• ResponsibleforprovidingClubMemberswithinformationonallrelevantclub
activities/issues/events/policies• Responsibleforpreparingthemonthlyin-seasonMemberNewsletters• ResponsibleforprovidingsupporttoClubMembersonallaspectsoftheirmembership
(includingRCGAhandicapsystem,lockersandpowercartstorage)• ResponsibleforupdatingallMembercontentonwww.birchbankgolf.com• ResponsibleforpreparingandupdatingtheAnnualCalendarofEvents,on
www.birchbankgolf.com
StaffRelations• Chairthemanagementteammeetings,andrecordminutes• Manageallpersonnelfiles• Preparepackagesfornew(andreturningemployees)
PremiseandSystemManagement• Managepremisebudgetsandcontracts(e.g.alarmsystem,phone&datanetworks,
power,janitor,snowremovalandkeys)• Managesystembudgetsandactivities(e.g.Jencess,website,emaildomainand
addresses)• Manageandadministerreciprocalagreementsandcomplimentarypassdistribution.
Accounting• ManagestheAccountingduties(includingPOSreconciliations,deposits,floats,Accounts
Receivables,AccountsPayableandPayroll)
Performanyotherrelateddutiesthatmaybeagreedupon,fromtimetotime,withtheManagementTeamand/ortheBoard,toensuresmoothdaytodayoperationsoftheRosslandTrailCountryClub.
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SECTION: JobDescription DateEstablished:June28,2011SUBSECTION: HeadProfessional DateRevised: DateReviewed:2015-02-24GeneralResponsibility:TheHeadProfessionalisresponsibleforallProshopoperationswithintheRosslandTrailCountryClub.Accountability:TheHeadProfessionalisoneoffourseniormanagementpersonnelreportingtotheBoard.TheothermanagersaretheSuperintendent,theFoodandBeverageManagerandtheBusinessManager.TheHeadProfessionalistheClub’srepresentativewhenattendingregional,provincialandnationalgolftournamentsandclinics.PrimaryObjectives:Toplan,organizeandcontrolallproshopoperationswithintheRosslandTrailCountryClub.TheHeadProfessionalwillprepareabudgetandoperationalplansforreviewbytheFinanceCommitteeandultimateBoardapproval.ThesebudgetsandplansmustbeconsistentwiththevaluesandqualityobjectivesoftheClub.TheHeadprofessionalwillimplementtheseplansandoperatewithinthebudgetguidelinesthathavebeenapprovedbytheRTCCBoardofDirectors.SpecificResponsibilities:
• AttendregularlyscheduledBoardmeetings• SubmittotheBoardwrittenreportsrelatedtothebudgetandprovideexplanationstobudget
variances• ChairtheProShopCommittee(prepareanagendaandschedulemeetingsasrequired)• ActivememberoftheMarketingCommittee• ParticipateasanactivememberoftheClub’sManagementTeam• Participateinstrategicplanningteamsandhelpfacilitateactionplans• Hire,train,supervise,scheduleanddisciplineacompetentstaffforproshopandbackshop
areas• Operateareputableproshopandpracticefacility• Ensurethatpointofsalesystemisaccurateandutilizedtoitsfullpotential• Ensurethattheshopsandmainlobbyareclean,presentableandwellmaintained• Ensurethatallrentalitems(clubs,cartsetc)arecleanandwellmaintained• Ensurethattherangeiscleareddaily,allballsarecleanedasnecessary,andthattherange
pickingequipmentiswellmaintained• Ensurethatalldailyremittancesareaccurateandcomplete• Ensurethatallcomplaintsbyguestsarehandledpromptlyandsatisfactorily• Co-ordinateeffectiveadvertisingandpromotionalcampaignswiththeMarketingCommittee• Drivingrangeequipmentandmaintenance• Prepareannualbudgetsforapproval,whichincludeprofitandloss,capitalexpensesand
inventorylevels,forreviewbytheFinanceCommitteeandultimateapprovaloftheBoard• Adheretoapprovedbudgetsinafiscallyresponsiblemanner• Responsiblefortheoverallschedulingofthegolfcourse,includingteetimesformembersand
guests,tournamentbookingsetc.• Ensureaccuratestartingtimeofplayforgolfers• Responsibleformarshallingthespeedofplaywhennecessary• MustbeanactivememberoftheClub’sMatchCommittee• Assisteventorganizerstoprepareandplangolfevents• Bepreparedtointerprettherulesofgolfformembersandguests• EnsurethattheClub’spolicyandproceduresarefollowed
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• Maintainagoodworkingrelationshipwiththemen’s,ladies’andretirees’Clubs• Maintainagoodworkingrelationshipwithlocal,provincialandnationalgolfassociations• Maintainagoodworkingrelationshipwithsuppliers• Prepareemployeejobdescriptionsandcompleteannualwrittenemployeeevaluations• Developandprovideaprogramofcompetentgolfinstructionforalllevels,includinggroup,
private,juniorsandclinics• DevelopandimplementaJuniorGolfProgram• MaintainapositivecommunitypresenceandawarenessfortheClub• PromoteinterestinthegameofgolfandtheawarenessoftheClub• ManageproshopsectionoftheClub’swebsite• ManageComplimentaryand2for1passesforgolfgroups(i.e.BusinessLadies)• Managereciprocalagreementswithothergolfclubs• Co-ordinatetournaments(physicalpresence)• Varyweeklyschedule• HoldProShopStaffmeetings• Performanyotherrelateddutiesthatmaybeagreeduponfromtimetotime,fromthe
ManagementTeamand/ortheBoard,toensuresmoothdaytodayoperations.
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SECTION: JobDescription DateEstablished:N/ASUBSECTION: CourseSuperintendent DateRevised:June28,2011 DateReviewed:2015-02-24GeneralResponsibility:
Thesuperintendentisresponsiblefortheupkeepofgreens,tees,fairwaysandthepracticefairway,roughareas,bunkersandotherhazards,areassurroundingtheclubhouses,farmhouses,roadsandfences,domesticwaterchlorinatorsystem,conveniencefacilities,pumpingstations,golfcarstoragesheds,irrigationequipment,trees,shrubs,domesticwaterintake,septicsystemandfields.
Accountability:
ReportingdirectlytotheRTCCBoardofDirectors.TheCourseSuperintendentisoneoffourmanagementpersonnelmakinguptheRosslandTrailCountryClubmanagementteam.SpecificResponsibilities
1. AttendallBoardMeetings2. PrepareawrittenreportforinclusionintheBoardpackagepriortoregularlyscheduled
Boardmeetings3. AttendandbeanactiveparticipantinallscheduledManager’sMeetings4. Participateinstrategicplanningandhelpfacilitateactionplans5. Directthemaintenance,careandimprovementofthegroundsandgolfcoursefacilities,
includingmaintenancefacility,irrigationsystemandallgolfcoursemachinery.6. Apply,inventoryandmaintainallpesticidesandfertilizersinaccordancewithapplicable
laws,regulations(federal,provincialandlocal)andprudentmanagementpractices.7. Recommend and supervise the purchase, lease, installation and maintenance of golf
courseequipmentandimprovementsincluding,butnotlimitedtocartpaths(excludinggolfcarts),teemarkers,flags,wastereceptacles,signs,ballwashersandthelike.
8. Keepamaintenancerecordofallmachineryandequipment.9. Administer the CUPE union contract in a fair and equitablemanner on behalf of the
BoardofDirectors.10. AttendandparticipateinallmeetingswithCUPEincludingcontractnegotiations.11. CoordinatethehiringofanyindependentcontractorretainedbytheRTCCrelatedtothe
operationsofthegolfcourse.12. Inaddition tosupervisory responsibilities theSuperintendentshalloperateequipment
andperformotherdutiesrelatedtogolfcoursemaintenanceandimprovements13. ImplementpoliciesandcarryoutdirectivesestablishedbytheBoardofDirectorsofthe
RosslandTrailCountryClub.14. Work with the Course Committee and/or Board of Directors for prudent decisions
regarding facilities development, expansion etc. and provides estimate costs forconsideredprojects.
15. Keep the Board of Directors informed of course conditions and any anticipatedproblemsthatcouldresultinexpendituresthatwerenotprojectedorexpected.
16. Ensurethatemployeesareinsafeworkingconditionsatalltimes.
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17. PrepareabudgetforgolfcourseoperationsandcapitalimprovementsforsubmissiontotheBoardforreviewaspartoftheClub’sconsolidatedannualoperatingbudget.
18. Adhere to the annual operating budget as approved by the Board of Directors andadvisetheBoardofanylineitemexpendituresthatexceedbudgetprojectionsinexcessof$1000andproviderationalefortheover-expenditure.
19. Maintainemployeerecordssuchasdaysworked,accruedovertime,sickdays,vacationentitlement,attendanceandperformancerecords,injuryandaccidentreportsandanyotherinformationdeemedpertinentsuchasreprimandsanddisciplinaryaction.
20. Approve,codeandsubmitallinvoicestotheOfficeinatimelymannertoensurepromptpaymentofcharges.
21. PossesathoroughknowledgeoftheCollectiveAgreementandfollowthecontractinallmatters.ReportanygrievancesimmediatelytotheFinanceandPersonnelCommittee.
22. Recruit, interview, hire, train and supervise grounds crew employees. Develop workschedulesandmaintaintimesheetsforsubmissiontotheadministrativeoffice.
23. Develop and maintain a human resources plan that meets current and future skillsrequirements.
24. Participateineducationprograms.25. BeamemberingoodstandingoftheBritishColumbiaandCanadianGolf
Superintendents’AssociationandtheWesternCanadaTurfgrassAssociationandparticipateinthelocalchapteroftheseassociations.
26. Maintain a close and cooperative relationship with area course superintendents topromotetheexchangeofideasandtodiscusscommonissuesandconcerns.
27. Enforce the rules and regulations of the golf course and report violations by golfers,membersandgueststothePresidentand/orhisdelegate.
28. MaintainagoodworkingrelationshipwithmemberclubsandClubcommitteesandgiveconsideration to requestsproperlypresentedby thecommitteechairpersons. (Match,Course,Tournamentetc)
29. Maintainagoodworkingrelationshipwithsuppliers.30. Performanyotherrelateddutiesthatmaybeagreedupon,fromtimetotime,fromthe
ManagementTeamand/ortheBoardtoensuresmoothdaytodayoperations.31. Makereferencetothewinterizingofbuildingsandequipment
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SECTION: JobDescription DateEstablished:N/ASUBSECTION: Food&BeverageManager DateRevised: June28,2011 DateReviewed:2015-02-24GeneralResponsibilities:TheFood&BeverageManageroftheBirchbankClubhouseisresponsiblefortheoverallFood&BeverageOperationsattheBirchbankcourse,includingtheclubhouse,thebeveragecart,tournamentsand/orspecialfunctionsoccurringinrelationshiptotheoperationsoftheBirchbankGolfCourse.TheFood&BeverageManagerreportstoandisaccountabletotheBoardofDirectors.TheFood&BeverageManagerisanintegralpartoftheClub’sManagementTeam.TheFood&BevManagermustmaintainagoodworkingrelationshipwithmembersoftheManagementteam,allmemberClubs,membersatlarge,guests&employeestoensureacooperativeandpositiveworkingenvironment.PrimaryObjectives:Toplan,organizeandmonitorallFood&BeverageoperationsattheBirchbankGolfCourse.SpecificResponsibilities
• AttendregularlyscheduledBoardMeetings.• SubmitawrittenreportonFood&BevOperationsforinclusioninthepackagepriortothe
regularlyscheduledBoardmeetings• Participateinbi-weeklyinseasonmanagementteammeetings• ChairtheFood&BeverageCommittee,prepareagendaandschedulemeetingsasrequired• Activelyparticipateonstrategicplanningteamswhichoccurduringtermofemployment,and
helpfacilitateactionplans• CarryoutdutiesidentifiedintheMarketingPlan• Hire,train,schedule,superviseanddisciplineifrequired,allFood&Bevstaff• Createmenusandestablishpricingforallitemssold• Orderfood&beveragesuppliesandauthorizepaymentofinvoicesbyOfficeManager• Organize&facilitatethedeliveryoffoodservicesfortournamentsandspecialeventsheldas
partoftheClub’soperations• Co-ordinateschedules,workprocedures&generaloperationplanstoprovideahighlevelof
customersatisfaction• SubmitpayrollhoursofF&BemployeestoOffice,toensureaccurateremuneration• Considersuggestionsorcomplaintsthatmayhelptofacilitateconstructivechangesinpossible
problemareas• PrepareaccuratedailyremittanceforsubmissiontoOfficeManager• Performamonthlyandyear-endinventoryofF&Bproductsandsupplies• Adheretoallcurrenthealth&liquorlawregulations• Ensuredaily,weekly,monthly&year-endcleaningandmaintenanceproceduresarecarriedout• PurchaseequipmentrequiredfortheF&BoperationsasbudgetallowsorsubjecttoBoard
approval• PerformanyotherrelateddutiesthatmaybeassignedfromtimetotimebytheManagement
Teamand/ortheBoardtoensuresmoothdaytodayoperations
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SECTION: ClubCommittees DateEstablished:April2008SUBSECTION: Duties DateRevised: DateReviewed:2015-02-24
1. Committeesarenotpolicy-makingbodies,buttheycananddoinvestigateandrecommendpolicieswhentheyconsideritnecessary.Muchthoughtaboutqualificationshouldbegivenintheselectionofcommitteemembers.
2. CommitteemembersmustnotmakeanydirectrequeststoanystafftoundertakeanyinitiativesthathavenotbeenpreviouslyapprovedbytheBoardofDirectorsotherthanforadministrativeassistanceinmattersrelatedtotheirrespectivecommittees.
3. NocommitteeshallincurfinancialobligationsbeyondthefundsappropriatedbytheBoardunlessauthorizedbytheBoard.Committeesshouldco-coordinateactivitiesthroughtheDirectorofGolf,
4. MinutesofallmeetingsshallbedistributedtotheBoardofDirectorsatthenextBoardmeetingfollowingthecommitteemeeting.Minutesofallcommitteemeetingsshallbemaintainedintheadministrativeofficefiles.
5. AnnualreportsarerequiredfromtheChairpersonofeverycommitteeforcirculationtothegeneralmembership.
6. ThePresidentwiththeapprovaloftheBoardofDirectorsshallappointstandingcommitteesandothercommitteesandthechairperson,exceptwhereotherwiseprovided.
7. ThePresident/Chairpersonshallappointvacanciesincommittees.
8. Eachcommitteeshallbecomposedofasmanymembersordirectors,orboth,astheBoardmaydetermine.CommitteeappointmentsmaybeforoneyearorlessinthediscretionoftheBoard.
9. TheBoardmayprovideeachcommitteewithsetrulesformembersandguestswithrespecttothespecificactivityforwhicheachsuchCommitteemayhaveresponsibility,andwithrespecttotheCommittee’sownfunction.
10. NocommitteeshallhavetherighttoobligatetheClubinanywayorinanysuminexcessofthespecificamount(ifany)establishedforitsuseforthecurrentyearbytheFinanceCommittee.
11. AllcommitteesshallreporttheiractivitiestotheBoardbyprovidingminutesofeachofthemeetingsheld.
12. CommitteesareatalltimesunderthedirectsupervisionandcontroloftheBoard,havingonlysuchauthorityasisspecificallydefinedwiththeCommitteesTermsofReferenceandasmaybedelegatedtothembytheBoard.
13. TheChairmanoranytwomembersmaycallmeetingsofacommittee.NoticeofanymeetingshallbesevendaysandtheAdministrativeAssistantshallnotifythemembersaccordinglyeitherbytelephone,mailoremail.
14. Eachmemberpresentatameetingshallhaveavote.
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SECTION: Committees DateEstablished:April2008SUBSECTION: Finance DateRevised: DateReviewed:2015-02-24TYPEOFCOMMITTEE: StandingCommitteeTheCommitteeshallbecomprisedtwo(2)directorsandone(1)Chair.ThePresidentshallappointthedirectorsaswellastheChair.Ex-officio–PresidentandDirectorofGolfMANDATE:
ReportingtotheBoardofDirectors,thecommitteeisresponsibleforplanning,arrangingandrecommendingthefinancialpoliciesandaffairsoftheClub,includingannualandlong-termbudgets.AREASOFRESPONSIBILITY:
1. TheChairpersonreportsdirectlytotheBoardandshallworkcloselywiththeDirectorofGolfandisatlibertytoconsult,ifrequired,withtheauditorsoftheClub.
2. Thecommitteeshouldanalyzemonthlyfinancialstatements,makingcomparisonswiththebudgetfortheBoard,andreviewwithcommitteechairs,itemsthatappearinconsistentwiththeapprovedbudget.
3. WorkingcloselywiththeDirectorofGolf,annuallyreviewtheduesstructure,initiationfeesaswellasotherratesandfees.MakerecommendationstotheBoardwhenamendmentsaredeemedtoberequired.
4. Thecommitteereviewsinvestmentsandleasearrangementsregularlytoensurethattheprovisionsaremet,reportinganyirregularitiesandsubsequentrecommendationstotheBoard.
5. IncloseliaisonwiththeManager,thecommitteemayreviewthestatusofanydelinquentmember’saccount,reviewthepolicytheretoandrecommendtotheBoardamendments,ifandwhenrequired.
6. ThecommitteeisresponsibleformakingrecommendationstotheBoardontheparametersofnegotiatingthecollectiveagreement.
7. Reviewingmanagementstaffcontractsandrecommendrenewalconditions/remunerationtotheBoardasrequired.
8. TheChairisresponsibleformaintainingminutesofallmeetingswithcopiesfordistributiontotheBoardofDirectorsandtheadministrativeofficeforfiling.TheChairisalsoresponsibleforsubmittinganannualreportfordistributiontothegeneralmembership
COMMITTEEMEETINGS
Thecommitteeshallmeetmonthly.AdditionalmeetingsshallbeatthecalloftheChairorbyanytwomembersofthecommittee.NoticeofanymeetingshallbesevendaysandtheAdministrativeAssistantshallnotifythemembersaccordingly.
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SECTION: Committees DateEstablished:April2008SUBSECTION: Course DateRevised: DateReviewed:2015-02-24TYPEOFCOMMITTEE:StandingTheCourseCommitteeshallbecomprisedofsix(6)membersplusone(1)Chair.TheChairplustwoothermembersshallbeBoardmembersanddulyappointedbythePresident.(1)Chair(Director)(2)BoardofDirectors(1)Men’sClubCaptainordelegate(1)Ladies’ClubCaptainordelegate(1)Retiree’sClubCaptainordelegate(1)Memberatlarge.(AppointedbytheCommitteeChair)Ex-officio–President,DirectorofGolf,Superintendent&HeadProfessional
MANDATE
ReportingtotheBoardofDirectors,theCourseCommittee’sresponsibilityistoensurethatthegolfcourseismaintainedatthehighestlevelpossiblewithinthebudgetdulyapprovedbytheBoardofDirectors.
AREASOFRESPONSIBILITY1. In close liaison with the Finance Chairman, Course Superintendent and the Director of Golf,
developandmaintainafive(5)yearplanforcourseimprovements.
2. In close liaisonwith theDirector ofGolf and the Superintendent, develop a prioritized list ofspecialprojects(i.e.cartpaths,flowerbeds,bunkersetc)tobeundertakenduringtheupcomingseason. Such a list shall be developed at the conclusion of the golf season and arecommendationmadetotheBoardofDirectors.
3. Recommendpoliciesand/or rulesand regulations to theBoard,which, in theiropinionwouldimprovetheconditionortheoperationofthecourse.
4. Preferably, decisions are to be by consensus; however should the Chair determine that aconsensuscannotbereached,thenavoteshallbetakenbytheCommitteeandtheoutcomeofthe vote shall be final. The outcome of the vote will constitute the recommendation to bebroughtbacktotheBoardofDirectorsfordecision.
5. TheChairisresponsibleformaintainingminutesofallmeetings.CopiesoftheminutesshallbedistributedtotheboardofDirectorsatthenextregularBoardmeeting.Copiesoftheminuteswillalsobekeptonfileintheadministrativeoffice.
COMMITTEEMEETINGSMeetingsshallbeatthecalloftheChairorbyanytwomembersoftheCommittee.Sevendaysnoticeshallbegivenofallmeetings.Oncethemeetingdatehasbeenestablished,theChairmanisresponsiblefornotifyingallmembersofthecommittee.
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SECTION: Committees DateEstablished:April2008SUBSECTION: Building DateRevised: DateReviewed:2015-02-24TYPEOFCOMMITTEE: StandingTheBuildingCommitteeshallbecomprisedofsix(6)membersplusone(1)Chair.TheChairplustwoothermembersshallbeBoardmembersanddulyappointedbythePresident(1)Chair(Director)(2)BoardofDirectors(3)MembersatLarge(AppointedbytheCommitteeChair)Ex-officio–President,DirectorofGolfMANDATE:
ReportingtotheBoardofDirectors,theBuildingCommittee’sresponsibilityistoensurethatallbuildingsincludingtheclubhouseanditsequipmentismaintainedatthehighestlevelpossiblewithinthebudgetdulyapprovedbytheBoardofDirectors.
AREASOFRESPONSIBILITY
1. Developandmaintainafive(5)yearplanforfacilitiesmaintenanceandimprovements.2. ReviewClubhouserulesandregulationsgoverningtheuseofthefacilitiesbythe
membershipandguestsandwhennecessarymakerecommendationstotheBoardforanyamendments.
3. Reportandmakerecommendationsonthemaintenanceandimprovementstotheclubhousebuilding.
4. IncloseliaisonwiththeDirectorofGolfandtheFoodandBeverageManager,reviewhoursofoperation,pricestructure,andwhennecessarymakerecommendationstotheBardforanyamendments..
5. TheChairisresponsibleformaintainingminutesofallmeetings.CopiesoftheminutesshallbedistributedtotheBoardofDirectorsatthenextregularBoardmeeting.Copiesoftheminuteswillalsobekeptonfileintheadministrativeoffice
COMMITTEEMEETINGS
MeetingsshallbeatthecalloftheChairorbyanytwomembersoftheCommittee.Sevendaysnoticeshallbegivenofallmeetings.Oncethemeetingdatehasbeenestablished,theChairmanisresponsiblefornotifyingallmembersofthecommittee.
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SECTION: Committees DateEstablished:April2008SUBSECTION: Match DateRevised: DateReviewed:2015-02-24
TYPEOFCOMMITTEE: Standing
TheMatchCommitteeshallbecomprisedofeight(8)membersplusone(1)Chair.TheChairshallbeaDirectoroftheClubdulyappointedbythePresident.(2)Ladies’ClubMembers(2)Men’sClubMembers(2)Retiree’sClubMembers(1)JuniorClubRepresentative(1)MemberatLargeEx-officio–President,DirectorofGolf&HeadProfessionalMANDATE:ReportingtotheBoardofDirectors,theMatchCommitteeisresponsibleforschedulingofcompetitiveandsocialgolfingeventsduringtheseason.TheMatchCommitteepreparesalistforthecomingyear,ensuringthattherearenoconflictingdatesformajorClubeventsandthatthenumberofscheduledeventsdoesnothaveadetrimentalaffectonnon-competitivegolfersoronthefinancialwellbeingoftheClub.
AREASOFRESPONSIBILITY
1. PreparetheannualCalendarofforBoardapproval.2. CooperatewithallMemberClubswhileensuringthebestutilizationofthecoursetoachieve
maximumbenefitforthemembershipandguestsintermsofaccesstothecourseaswellasthefinancialwellbeingoftheClub.
3. Preferablydecisionsaretobebyconsensus,howevershouldtheChairdeterminethataconsensuscannotbereached,thenavoteshallbetakenbytheCommitteeandtheoutcomeofthevoteshallbefinal.TheoutcomeofthevotewillconstitutetherecommendationtobebroughtbacktotheBoardofDirectorsfordecision.
4. TheCommitteeisresponsibleforanydisciplinethatmayberequiredduetotheinappropriateconductofanindividualatagolftournament,exhibitionorotherspecifiedgolfeventheldbyorattheClub.
5. Establishlocalgolfrules,keepinginmindthatallgolfplayisgovernedbytherulesoftheRCGA.InthisrespectconsultationshouldtakeplacewiththeHeadProfessional.
6. EnsurethecontinuityofanadequateJuniorGolfProgramandmakerecommendationstotheBoardregardingrulesandregulationsontheexpectedbehaviorofallJuniorMembersusingthegolfcourseandtheclubhouse.
7. Determinemajorevents(i.e.ProvincialJuniors,Seniors,Ladiesetc)thattheRTCCcouldhostandmakerecommendationtotheBoard.UponBoardapprovaldevelopaplanforsecuringfuturedates.
8. IncloseliaisonwiththeHeadProfessional,reviewandestablish(whenrequired)regulationsandmethodsofcontrolformaintainingnormalcourseetiquettebythegeneralmembershipandmakerecommendationsofthesametotheBoard.
9. TheChairisresponsibleformaintainingminutesofallmeetingswithcopiesfordistributiontotheBoardofDirectorsandtheadministrativeofficeforfiling.TheChairisalsoresponsibleforsubmittinganannualreportfordistributiontothegeneralmembership.
COMMITTEEMEETINGS:MeetingsshallbeatthecalloftheChairorbyanytwomembersoftheCommittee.Sevendaysnoticeshallbegivenofallmeetings.Oncethemeetingdatehasbeenestablished,theChairmanisresponsiblefornotifyingallmembersofthecommittee.
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SECTION: Committees DateEstablished:May2008SUBSECTION: Handicap DateRevised: DateReviewed:2015-02-24TYPEOFCOMMITTEE: StandingCommittee
TheCommitteeshallbecomprisedoffour(4)membersincludingtheChair.TheChairshallbeappointedbythePresident.
(1)Ladies’ClubMember(1)Men’sClubMember(1)Retiree’sClubMemberHeadProfessional
MANDATE:
The Handicap Committee is an essential element of the RCGA Handicap System. Each golf club utilizing the RCGA Handicap System must appoint a Handicap Committee to ensure the integrity of the handicaps it issues. This committee must make certain that the members comply with the RCGA Handicap System
AREASOFRESPONSIBILTY:
1. TheHandicapCommitteeisresponsiblewithinthegolfclubforallaspectsoftheRCGAHandicapSystem,includingthecomputationofeachmember’sHandicapFactor.TheHandicapCommitteemustverifythatallacceptablescoresarereportedforhandicappurposes,andthatrecordedscoresareavailableforpeerreview.
2. TheHandicapCommitteeisresponsibleforensuringthattheClubisincompliancewiththeRCGAHandicapSystemandthattherecommendedproceduresarefollowed.
3. TheHandicapCommitteehastheresponsibilitytooutlinetheRCGAHandicapSystemtoitsmembersandtostresstheimportanceofreportingacceptablescores,andtoreporttheHandicapCommittee’spolicies.
4. EnsurethateverygolfingmemberoftheClubreceivestheirRCGAmembershipcardatthebeginningoftheseason.
5. ThecommitteeisresponsiblefordesignatingtwoindividualsontheHandicapCommitteetoverifyandcertifyHandicapFactorsrecordedonthereverseoftheMembershipcards.
6. CommitteemembersaretomakethemselvesknowledgeableoftheRCGAHandicapSystem.
7. AssistineducatingthemembershipoftheRCGAHandicapSystem
8. ProvideperiodicreportstotheBoardofDirectorsandthegeneralmembership
OTHER:
TheRTCCwillpaytheseminarregistrationcostforcommitteememberstoobtaintheirhandicapcertification.Annualcostisapproximately$150.00
COMMITTEEMEETINGS:
MeetingsshallbeatthecalloftheChairorbyanytwomembersoftheCommittee.Sevendaysnoticeshallbegivenofallmeetings.Oncethemeetingdatehasbeenestablished,theChairmanisresponsiblefornotifyingallmembersofthecommittee.
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SECTION: Committees DateEstablished:October2009SUBSECTION: JuniorGolfCommittee DateReviewed:2015-02-24
COMMITTEETYPE: Standing
TheJuniorGolfCommitteeshallbecomprisedoftheHeadProfessionalandthree(3)othermembersplustheChair.TheChairshallbeamemberoftheBoardofDirectorsappointedbythePresident.TheChairisresponsibleforselectingtheremainingmembersofthecommittee.
MANDATE:
RecognizingthatjuniorgolfersarethefutureofthesportandavehicleinwhichtobuildthefuturemembershipbaseoftheRosslandTrailCountryClub,theRTCCshallactivelypromotejuniorgolfanddevelopprogramstoenhancegolfskills,knowledgeoftherulesofgolfandgolfetiquetteandtopromotegoodsportsmanship,whichcombinedwillresultinresponsible,activeandinvolvedmembersinthefuture.
AREASOFRESPONSIBILTY:
1. WorkwiththeHeadProfessionalinthedevelopmentofgolfclinicsthatwillmeettheneedsofjuniorgolfersofallskilllevels
2. EstablishacalendarofeventsincludingclinicsandtournamentplayforinclusionintheRTCCCalendarofEvents
3. Assistwithacquiringtournamentsponsors4. AssistwiththeorganizationandrunningoftheannualJunior/SeniorTournament.5. Provideassistanceduringjuniorclinics6. Reviewjuniorgolfingprivilegesandrestrictionsandifnecessarymake
recommendationstotheBoardofDirectors
COMMITTEEMEETINGS:
MeetingsshallbeatthecalloftheChairorbyanytwomembersoftheCommittee.Sevendaysnoticeshallbegivenofallmeetings.Oncethemeetingdatehasbeenestablished,theChairmanisresponsiblefornotifyingallmembersofthecommittee.