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Gig Harbor Golf Club
Statements of Policy
(revised November 9, 2004)
Section 1. Legal Matters
A. Fiduciary Responsibility
Members of the Board of Trustees and Officers of the Club have, under law, a fiduciary responsibility for the operation and preservation of the Club, including but not limited to protecting it from legal action or other claims that may be presented to it.
Accordingly, any Trustee or Officer shall report to the Executive Committee immediately any claim made by any person, whether justified or not, regarding the Club, or the conduct of any employee, member or other person or legal entity with whom the Club has contact, so that appropriate official action may be taken. This includes the case of claims, or potential claims, of physical injury, harassment, slander or libel, or financial wrongdoing of any kind.
B. Compliance with the Law
The Club will be operated in such a manner as to be in total compliance with local, state and federal authorities, including but not limited to the Internal Revenue Service and the Washington State Liquor Control Board.
C. Liquor Law Compliance and Service
The Club will comply with all Washington State Liquor Control Board regulations as they pertain to the current licenses in effect on premises. The Board of Trustees delegates full authority to its employees to limit or cease alcohol service to any person.
D. Restrictions on Guests
Only Members in good standing and contracted management staff are allowed to sign in guests. Green fees must be paid for invited guests. The number of times any one guest may play the course during any calendar year will not exceed six (6) times unless otherwise permitted by management, including Club golfing events.
An individual or couple may participate as guests in not more than three (3) Club golfing events per calendar year. A Club golfing event is any golfing activity or function of the Club not open to the general public.
E. Membership Cards Required
The Board of Trustees may require the use of membership cards.
Section 2. Non-Club Functions
A. Permission to use Club
All groups and organizations are required to complete a non-member event contract and abide by the rules and restrictions provided.
B. Rooms or Course to be used for Non-Club Activities
All rooms and areas of the Club to be used by the non-member group will be outlined in the non-member contract and such use will not interfere with Club activities unless approved by the Board of Trustees.
C. Access to be Controlled
All access to non-member events will be strictly controlled by the non-member group and limited to their invited guests only.
D. Liquor Service to Non-Members
Liquor service is denied to non-members except as allowed by Washington State Liquor Control Board Regulations.
E. Other Policies to Apply
Any function, group or organization will be in compliance with other policies and regulations of the Club that may from time to time imposed.
Section 3. General Club Regulations
A. Use of Roster Limited
The Club roster is for the non-commercial, non-political use of Members only.
B. Contributions Policy
Any monetary contributions or donations made on behalf of the Club shall be approved by the Board of Trustees. Any non-monetary contributions or donations made on behalf of the Club shall be approved by the Board of Trustees or General Manager subject to review by the Board of Trustees.
Any contributions or donations to be accepted by the Club shall be approved by the Board of Trustees.
C. Use of Club for Commercial Purposes
The Club facilities shall not be used for commercial purposes by any Member or group, except for Club business, or as approved by the Board of Trustees.
D. Discrimination or Harassment
The Club prohibits discrimination or harassment on the basis of age, sex, race, national origin, sexual orientation, religion, HIV infection or disability of any Member, guest, employee or other person by any other Member, guest, employee or other person on Club premises, in Club activities, on Club business, or in any other connection with the Club, and will cause that Member, guest, employee or other person to be subject to a full review of the circumstances as follows, and to expulsion from the Club, severance, or such other action as the Board of Trustees may dictate under law.
Persons who feel that they have been discriminated against or harassed under the terms of this Policy Statement will report as soon as possible such discrimination or harassment to the General Manager, Officer or Trustee of the Club for action.
No person who thus reports will be criticized in any way for such report, and he/she will be treated with respect and privacy during and after the investigation of the complaint.
E. Resolution of Complaints or Grievances
Upon receiving a complaint or grievance, the recipient of the complaint will immediately report it to the Executive Committee which will promptly appoint an ad-hoc committee of no more than four persons, representing a cross section of Club Members so that the complaint or grievance is studied without prejudice and with maximum expertise.
F. Handicaps
A USGA handicap may be required to enter golfing competitions. USGA handicaps are obtained thorough the Club Pro Shop at Member expense.
G. Restrictions on Animals and Pets
Domesticated animals, except seeing-eye dogs that accompany members or properly introduced guests, are not allowed on the Club grounds nor in the Clubhouse. Motor vehicles containing animals are not allowed to remain on Club premises.
E. Restrictions on Children
Children age five (5) and under are not allowed on the golf course or practice facilities for their own protection.
F. Restrictions on Use of Power Carts
Anyone driving a power cart is subject to the rules and regulations of Washington State Motor Vehicle Law.
Anyone under the influence of alcohol is prohibited from operating a power cart. Power carts may not be loaned to anyone. There may not be more than two (2) owners of any one (1) power cart.
If a national holiday falls on a Tuesday, Wednesday or Thursday, the regular Schedule of Play will be suspended. The day will be designated as open play.
H. Seasonal Use of Soft Spikes on Golf Course
Soft Spikes are required for all golfers during the GHIN posting period each season unless weather conditions warrant allowing hard spikes as deemed necessary by the Superintendent, General Manager or Golf Professional.
Section 4. Membership General Policies and Procedures
A. Presentation of New Member for Approval
The Membership Committee will bring to the Board of Trustees a list of all those persons applying for membership to the Club in the current month. The list will include the following information: Name and date of birth, address, phone number, spouse name and date of birth, children’s names and dates of birth.
B. Divorced Spouses of Members
In the case of the divorce of a member, the former spouse may be granted membership upon payment of dues and membership fees for a new membership without the requirement of an initiation fee or transfer fee. Regular membership fees are still applicable.
Houseguests of members are entitled to temporary membership privileges. The privilege may be accorded for up to two weeks at a time. Houseguest privileges will be issued no more than three times in a calendar year. Requests for houseguest privileges should be made to the General Manager or the General Manager’s designee. Houseguests will pay regular green fees to play golf.
Section 5. Membership Classes, Fees and Status Changes
A. Charter Membership
Charter Membership shall be defined by the Club Bylaws.
B. Social Membership
Social Membership shall be defined by the Club Bylaws. The annual dues are three hundred sixty dollars ($360.00) effective January 1, 2003.
C. Honorary Membership
Honorary Membership shall be defined by the Club Bylaws.
D. Golfing Single Membership
Golfing Single Membership shall be defined by the Club Bylaws. The membership fee for a Golfing Single Membership is one thousand dollars ($1,000.00) effective January 1, 2003. The initiation fee for a Golfing Single Member Membership is zero dollars ($0.00) effective January 1, 2003. The annual dues are one thousand six hundred eighty dollars ($1,680.00) effective January 1, 2003.
E. Golfing Family Membership
Golfing Family Membership shall be defined by the Club Bylaws including the maximum allowable number of memberships. The membership fee for a Golfing Family Membership is one thousand dollars ($1,000.00) effective January 1, 2003. The initiation fee for a Golfing Family Membership is zero dollars ($0.00) effective January 1, 2003. The annual dues are one thousand nine hundred twenty dollars ($1,920.00) effective January 1, 2003.
F. Special Memberships
1. Golfing Junior Executive Membership
Golfing Junior Executive Members are those members who are 18 to 35 years of age and who own one (1) share of stock in the Corporation. Golfing Junior Executive Members pay monthly dues for the personal privilege of playing golf. If they pay Golfing Family dues, Golfing Junior Executive Memberships include all members of the immediate household including children living at home up to the age of 21, or, if a full time student, 23 and all family members enjoy all golfing and social privileges. Golfing Junior Executive Members shall enjoy a reduction in membership fees as determined by the Board of Trustees.
A Golfing Junior Executive Member shall have voting privileges but not sale or transfer privileges. Golfing Junior Executive Memberships are assessable. Golfing Junior Executive Members must convert their memberships to regular Golfing Single or Golfing Family Memberships by the time they reach age thirty five (35) by paying the remainder of the membership fee balance owed at the time they became a Member of the Club. They may choose to do so at any time before they reach that age. The membership fee for a Golfing Junior Executive Membership is four hundred dollars ($400.00) effective January 1, 1999. The initiation fee for a Golfing Junior Executive Membership is zero dollars ($0.00) effective January 1, 1999. The annual dues are determined by the relevant Golfing Single or Golfing Family rate in effect at the current time.
2. 1997 Special Memberships
1997 Special Members are those members who are at least eighteen (18) years of age and who own one (1) share of stock in the Corporation. 1997 Special Members pay monthly dues for the personal privilege of playing golf. If they pay Golfing Family dues, 1997 Special Memberships include all members of the immediate household including children living at home up to the age of 21, or, if a full time student, 23 and all family members enjoy all golfing and social privileges. 1997 Special Members shall enjoy a reduction in membership fees until May 1, 1997 as determined by the Board of Trustees.
A 1997 Special Member shall have voting but not sale or transfer privileges. 1997 Special Members are assessable. 1997 Special Members may convert their memberships to regular Golfing Single Memberships or Golfing Family Memberships for a fee as determined by the Board of Trustees. The membership fee for a 1997 Special Membership conversion to a regular Golfing Single or Golfing Family Membership shall be two hundred dollars ($200.00) as of July 14, 1998. A 1997 Special Membership will automatically convert to a regular Golfing Single or Golfing Family Membership on June 30, 2003, free of charge if the membership is in good standing.
The annual dues are determined by the relevant Golfing Single or Golfing Family rate in effect at the current time.
3. Non-Sellable Memberships
Non-Sellable Members are those members who are at least eighteen (18) years of age and who own one (1) share of stock in the Corporation. Non-Sellable Members pay monthly dues for the personal privilege of playing golf. If they pay Golfing Family dues, Non-Sellable Memberships include all members of the immediate household including children living at home up to the age of 21, or, if a full time student, 23 and all family members enjoy all golfing and social privileges. Non-Sellable Members shall enjoy a reduction in membership fees as determined by the Board of Trustees.
A Non-Sellable Member shall have voting but not sale or transfer privileges. Non-Sellable Members are assessable. Non-Sellable Members may convert their memberships to regular Golfing Single Memberships or Golfing Family Memberships for a fee as determined by the Board of Trustees. As of May 1, 1999 they are convertible to Equity Memberships (Golfing Single or Golfing Family) for a fee of $600 in year 0-1. This fee reduces by $100 per year and is automatically converted to an Equity Membership at the 6th year anniversary. Non-Sellable Memberships are callable by the Board of Trustees when the Club’s full membership level of 290 members is reached. At that time, the Non-Sellable Membership called will have the right to convert to a Sellable Membership before any additional memberships are sold. The order of calling is last member in, first one called. The annual dues are determined by the relevant Golfing Single or Golfing Family rate in effect at the current time.
G. Transfer Fees
Transfer fees may be applied to all new or re-applying Club Members as determined by the Board of Trustees. The transfer fee for Members receiving a transferred membership is fifty dollars ($50.00) as of January 1, 2003.
H. Waiting List Fees
Waiting List fees may be applied to all prospective Club Members as determined by the Board of Trustees. The waiting list fee for all prospective Club Members is zero dollars ($0.00) as of August 11, 1998.
Senior Membership shall be defined by the Club Bylaws including the maximum allowable number of memberships. The annual dues are one thousand five hundred eighty four dollars ($1,584.00) for a Senior Family Membership and one thousand four hundred four dollars ($1,404.00) for a Senior Single Membership effective January 1, 2003.
Super Senior Membership shall be defined by the Club Bylaws including the maximum allowable number of memberships. The annual dues are one thousand two hundred twenty four dollars ($1,224.00) for a Super Senior Family Membership and one thousand one hundred four dollars ($1,104.00) for a Super Senior Single Membership effective January 1, 2003.
Requests to change membership class should be made in writing to the General Manager. A golfing member with a family membership who converts to a single membership may not revert to family membership status for one year unless family membership dues are paid for the interim period. The recommendation will be presented to the Board of Trustees for final approval.
Section 6. Financial Policies
A. Insurance
The Club will insure buildings, contents and equipment on a replacement cost basis.
B. Authorized Signatures
All authorized bank signatures shall be approved by the Board of Trustees.
C. Audit and Review of Financial Statements
The Treasurer shall retain the services of an outside accounting firm to conduct an annual audit of the Club’s finances.
The Club shall maintain a general checking account for payment of accounts payable. Checks written on the general checking account shall require two (2) authorized bank signatures. The general checking account shall be funded by club receivables and club revenues.
The Club shall maintain an imprest checking account for payment of day to day operational items. Checks written on the imprest checking account shall require one (1) authorized bank signature. Checks written on the imprest checking account shall not exceed $500.00 without the approval of the President or Treasurer. The imprest checking account shall be funded by a general checking account check.
The Club shall maintain a cash reserve account in a manner that best utilizes the Club’s cash assets. The cash reserve account shall be funded by the general checking account if there is a reasonable assumption of excess funds in the general checking account.
G. Capitalization Limit
The Club shall capitalize any equipment or item if the value of the purchase price exceeds $500.00. The equipment or item will be depreciated according to federal tax requirements in place at the time of purchase.
Section 7. Personnel Policies
A. Employee Benefits and Policies
Employee Benefits and Policies shall be defined in an Employee Handbook and Operations Manual.
B. Members as Employees
Club Members or relatives of members are not eligible for employment at the Club unless approved by the Executive Committee.
C. General Manager Performance Evaluation
It will be the responsibility of the Executive Committee to provide a written performance evaluation to the General Manager at least annually, or as provided by a contracted employment agreement.
Relatives of current employees are not eligible for employment at the Club unless approved by the Executive Committee.
Section 8. Meetings of the Board of Trustees
A. Monthly Meetings
The Board of Trustees will meet on the second (2nd) Tuesday of each month at a regular time determined by the Board. If the time of such meeting is changed, notice of the time change shall be posted on the Club Bulletin Board three (3) days prior to the scheduled meeting
Section 9. Committees
A. Budget Submission
Each Committee Chairperson will submit a budget for the upcoming calendar year no later than November 1 to the General Manager and Finance Committee.
B. Committee Chair and Committee Member Selection
Unless specifically designated in the Club Bylaws, all committee chairs will be selected by the President and members of each committee will be selected by the chair and presented to the President and Board of Trustees. If the chair is not a member of the Board of Trustees, a Board member shall be appointed to the committee. Vacancies that occur during the year will be filled by the committee chair with the approval of the President and Board of Trustees.
C. Green Committee Representation and Function
Representation shall include the Superintendent, Golf Professional, General Manager, Women’s Association designee and Men’s Association designee.
Green Committee functions include, but are not limited to consultation with the Superintendent, Golf Professional and General Manager, review and recommendation of upkeep, maintenance and improvements of the golf course and driving range; maintain a permanent record of course changes and features; assist in long range planning of the facilities with other relevant committees; make recommendations regarding course security; review and recommend changes to the local rules of golf; consult with other relevant committees regarding recommendations for course maintenance and improvements.
D. Golf Activities Committee Representation and Function
Representation shall include the Golf Professional, General Manager, Women’s Association designee and Men’s Association designee.
Golf Activities Committee functions include, but are not limited to consultation with the Golf Professional and General manager, review and approval of the golfing calendar and tournament schedule; review and recommendation of rules for members and guests as they pertain to golfing, golf cart use, golf equipment and dress; review and recommendation of daily operating hours for the golf course, Schedule of Play, Pro Shop and driving range; review and recommendation of green and driving range fees; provide representation to the PNGA, WSGA and TGA; establish instructional programs with the input of the Golf Professional and other relevant committees; establish a Club handicap program; establish a Junior Golf Program; maintain a Scholarship Program for deserving applicants in coordination with the Peninsula School District; maintain a Reciprocity Program with other clubs in the region.
E. Finance Committee Representation and Function
Representation shall include the Treasurer, General Manager and at least two additional members of the Board of Trustees.
Finance Committee functions include, but are not limited to consultation with the General Manager, preparation of annual capital and operating budgets, review the status of all financial accounts, assure that the Club adheres to sound financial practices, make recommendations relating to cash flow budgets, evaluate and make recommendations for any major expenditures not budgeted, review budget progress during the fiscal year and make recommendations to the Board of Trustees for any action or adjustment; maintain a system of checks and balances.
F. Membership Committee Representation and Function
Representation shall include the Membership Coordinator and General Manager.
Membership Committee functions include, but are not limited to consultation with the Membership Coordinator and General Manager; make recommendations regarding application, approval and acceptance procedures for new members; establish guidelines for maintenance of membership lists and publication of the Club Handbook; make recommendations regarding the suspension and termination of memberships; establish guidelines for membership correspondence; review and make recommendations regarding membership categories and types, and relevant membership fees, initiation fees, transfer fees and membership dues; make recommendations regarding Club marketing; establish market research and periodic surveys for the membership and local area market; establish programs that enhance membership in the Club; establish programs that maintain membership level stability and to recruit new members when the Club is under its authorized maximum number of members; assist in welcoming new members and follow up with members who have left the Club.
G. Social Committee Representation and Function
Representation will include the General Manager.
Social Committee functions include, but are not limited to consultation with the General Manager; establishing programs to encourage participation of members and their families in the utilization of the Clubhouse.
H. Executive Committee Representation and Function
Executive Committee representation shall be defined by Club Bylaws.
Executive Committee functions include, but are not limited to assisting the General Manager in the day to day operations of the Club and acting on the behalf of the Board of Trustees in the Club’s business affairs.
I. Policy and Planning Committee Representation and Function
Policy and Planning representation shall be defined by Club Bylaws.
Policy and Planning Committee functions include, but are not limited to review of the Club’s Bylaws and Policies; formulating long range and strategic planning;
J. House Committee Representation and Function
Representation shall include the General Manager.
House Committee functions include, but are not limited to consultation with the General Manager; formulation of policies and rules regarding member and guest use of the Clubhouse and facilities; provide input regarding upkeep, maintenance and changes of the Clubhouse, grounds, entrance road and parking lot; assist in developing an annual maintenance plan; provide input regarding long term planning for the Clubhouse with other relevant committees.
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