1 LINGAN GOLF AND COUNTRY CLUB POLICIES & PROCEDURES MANUAL 2009 2 INDEX Page Mission Statement 1 Reason for Establishment of Policies and Procedures 2 Section 100 - Board of Directors – Policies 100 – 1 Board Member Discipline 3 100 – 2 Respectful Behaviour 4 100 – 3 Alcohol Use 5 100 – 4 Confidentiality of Human Resource Discussions 6 100 – 5 Conflict of Interest 7 100 – 6 Board Compensation 8 Section 200 – Employee Policies 200 – 1 Staff Discipline 9 200 – 2 Employee Smoking 11 200 – 3 Staff Relations 12 200 – 4 Staff Sexual Harassment 13 200 – 5 Dress Code Policy/Personal Hygiene 14 200 – 6 Staff Conflict of Interest 15 200 – 7 Staff Requests for Time-Off 16 Section 300 – Golf Operations Policies 300 – 1 Golf Course Closure 17 300 – 2 Player Check-in 18 300 – 3 Dress Code 19 300 – 4 Power Cart 20 300 – 5 Pace of Play 21 Section 400 – Office/Finance Policies 400 – 1 Green Fee Requests for Charitable Purposes 22 400 – 2 Signing Authority 23 400 – 3 Cash Handling 24 Section 500 – General Policies 500 – 1 Harassment 25 500 – 2 Privacy 26 500 – 3 Alcohol Consumption 27 500 – 4 Smoking 3 Mission Statement Lingan Golf and Country Club That The Lingan Golf and Country Club, the birthplace of golf in Nova Scotia, provide our members and welcomed guests the most enjoyable round of golf offered on our historic island. Members: As members of The Lingan Golf and Country Club, we are responsible to the club for our actions, attitudes, and appearances. It is these actions, attitudes, and appearances that define our club and convey messages, good and bad, to other members and guests. Therefore, the Board of Directors, The Lingan Golf and Country Club will oversee our Mission Statement and will monitor, record, and reprimand any member found to not abide by our Mission. Corrective action will lie with the Board of Directors, The Lingan Golf and Country Club. Suspensions and/or dismissal from the club could result. Guests: As guests of The Lingan Golf and Country Club, golfers are to conduct themselves as if they were members of our club. They will abide by all the rules that members abide. Any infractions of club rules will result in corrective action by the LIngan Board of Directors which may include suspension of playing privileges and/or denial of entrance to the club’s property. 4 Policies and Procedures Lingan Golf and Country Club is dedicated to the enjoyment of golf by all of its members and guests. To ensure that our members continue to enjoy their experience at Lingan, the current Board of Directors of Lingan Golf and Country Club has deemed it necessary to establish a Policies and Procedure Manual to assist it and future Boards to deal with issues arising in the day-to-day operation of the golf club. The policies will help to ensure good communication regarding expectations among members, employees and the Board. The established policies and procedures will aid the Board in fulfilling its responsibilities to ensure the effective operation of Lingan Golf and Country Club. These policies have been adopted by the Board and will govern how the Board will deal with violations of the policies. 5 Section 100 – 1 Board Member Discipline The Lingan Golf and Country Club is an organization, which consists of a twelve person, volunteer Board of Directors. Each member of the Board of Directors must represent the Lingan Golf Club in a professional manner. The Board of Directors has identified and approved policies which are designed to ensure appropriate conduct by the Board of Directors. The Board Member Discipline policy provides a structure which enables the Board to discipline Board members who violate policies contained in Section 100 of this Policies and Procedures Manual. Procedure: Should an allegation of a violation of a Section 100 policy occur, the Board of Directors will investigate the incident and conduct a vote to determine if a violation has occurred. The Board Member who has allegedly violated a Section 100 policy will have an opportunity to discuss the issue with the Board of Directors, however, not at the Board of Directors meeting when the violation vote occurs. Should a violation occur the Board Member will receive a letter advising his/her of the Section 100 infraction? A Board of Director may accumulate up to two Section 100 infractions in each calendar year (defined at January 1 to December 31 of each year). Upon receipt of a third letter, the Board of Director will be removed from the Board and will not be eligible for election to the Board for a five-year period. In certain instances where a severe violation occurs, the Board of Directors will reserve the right to remove the Board Member with less than three violations and that member will not be eligible to be elected to the Board of Directors for a five-year period. The Board member, who has allegedly severely violated Section 100 policies, will have an opportunity to discuss the issue with the Board of Directors, however not at the Board of Directors meeting when the violation vote occurs. 6 Section 100 – 2 Respectful Behaviour The Lingan Golf and Country Club is an organization which consists of a twelve-person volunteer Board of Directors with many different types of personalities. In many instances there are a variety of opinions in terms of decisions which relate to the future direction of the golf club. Often these opinions result in disagreements in terms of how to proceed. It is in the best interest of the golf club that each Board member has an opportunity to voice his/her opinion without fear of intimidation or embarrassment by other Board members. All discussions at Board meetings, committee meetings, and private discussions among Board meetings and their committee members must be conducted in a respectful and professional manner. All Board members must accept decisions which are approved by the Board and play a supportive role in the implementation and promotion of those decisions. It is important for all Board members to project a professional and pleasant image to all Board members, employees, members, and guests. Procedure: Should a Board member violate the Respectful Behaviour policy, the Board of Directors will follow the procedure outlined in the Board Member Discipline Policy contained in Section 100 – 1 of this Policies and Procedures Manual. 7 Section 100 – 3 Board Member – Alcohol Use The Board of Directors’ meetings are important, as Board members are elected to make decisions on behalf of the full membership of the Lingan Golf and Country Club. There will be a zero policy in terms of alcohol consumption prior to, or during all Board and committee meetings. Also, misbehaviour by Board members towards other Board members, employees, members, or guests, brought out by the abuse of alcohol at any time will not be tolerated. Any Board member who consumes alcohol before or during a meeting will be asked to leave the Board/committee meeting immediately. Procedure: Should a Board member violate the Board Member – Alcohol Use policy, the Board of Directors will follow the procedure outlined in the Board Member Discipline policy, contained in Section 100 – 1 of this Policies and Procedures Manual. 8 Section 100 – 4 Confidentiality of Human Resource Discussions From time to time the Board of Directors must engage in discussions related to the employees of Lingan Golf and Country Club. Discussions may include the negotiation of union contracts and employee contracts, the hiring, discipline and dismissal of staff as a result of the non-performance of duties, unacceptable behaviour, poor attendance, abuse of benefits, salary, budgetary concerns, staff/management disputes, etc. Employees are an integral part of Lingan’s operations and must be treated with respect. Decisions related to human resources must be based on honest and frank discussions. Should Board members fear that their opinions will be leaked to the general membership or the employee(s) being discussed, he/she will be reluctant to provide input into human resource decisions. This may result in decisions, which don’t reflect the opinion of all the Board of Directors and may lead to abuse to the Board member who expressed concerns about Lingan staff. In addition, there are legal implications if employee privacy issues are violated. The Board of Directors must maintain confidentiality in regard to all employee/union discussions at the Board of Directors’ meetings. From time to time, these discussions must be shared with individuals outside of the Board of Directors, such as lawyers, government agents, or committee members. Before this information is shared, the individuals receiving this information must be identified and approved by the Board of Directors prior to the release of information. The individuals in turn must be advised by the Board member of the Confidentiality of Human Resource Discussions Policy. Discussions pertaining to Confidentiality of Human Resources will not be recorded in the minutes of Board of Directors meetings. Human resource discussions at Board of Directors’ meetings will be held in camera. In addition, confidential human resource records will be maintained by the Board of Directors only. These records will be filed in an area which is protected from staff access. As required, the Board of Directors may provide access to this information to an employee such as a manager. Should a Board member violate the Confidentiality of Human Resource Discussions, the Board of Directors will follow the procedure outlined in the Board Member Discipline policy contained in Section 100 – 1 of this Policies and Procedures Manual. 9 Section 100 – 5 Conflict of Interest The Lingan Golf Club must make decisions which are in the best interest of the membership. From time to time, Board of Directors may be in a position whereby personal interests may infringe on the best interest of the membership. Some examples of a conflict of interest would include the selling of products or services to Lingan Golf Club by a business owned by a board member, relative, or friend. Another example could be hiring an employee who is a relative or an acquaintance of a board member. It is important that the Board of Directors make appropriate decisions, without external personal interests. It is important to provide a level of comfort to the membership that decisions are not made on the basis of personal gain. The Conflict of Interest policy requires that any issues which arise that are a conflict of interest, or may be perceived to be a conflict of interest, must be declared by the individual on the Board of Directors. The Board of Directors will reserve the right to exclude the Board Member with the conflict of interest from any discussions leading to a decision regarding that issue. Board members are encouraged to avoid situations where there may be a conflict of interest. Should a Board member violate the Conflict of Interest policy, the Board of Directors will follow the procedure outlined in the Board Member Discipline policy contained in Section 100 – 1 of this Policies and Procedures Manual. 10 Section 100 – 6 Board Compensation The members of Lingan’s Board of Directors volunteer many hours of service to ensure the club operates in a successful manner. In addition to time spent attending board and committee meetings, board members devote additional time performing duties on behalf of the club that otherwise would have to be done by hired help. Throughout the year board members incur out-of-pocket expenses while performing duties on behalf of the club. Historically, the Lingan Board members have received a variety of compensation for their services. The level of compensation has varied widely over the years and often the general membership is not aware of the level of compensation received by Board members. It is the intent of the Board of Directors to establish a policy which will provide transparency to the members with respect to Board Compensation and allow Board members a reasonable compensation for time, services, and expenses incurred on Lingan’s behalf. Beginning in 2009 each board member will be permitted, from time to time, to bring guests to the Club to play golf on a complimentary basis. Guests of Directors must play with the Director and they and the Director are to sign a log book to be kept in the Pro Shop. In addition, each board member will be entitled to services to a value of no more than $250 per year, to be arranged in consultation with the Club Manager. As in the past, board members will be permitted bottled water and fountain pop at the bar and coffee at the canteen, without cost. Each board member may or may not participate in the Board Compensation Policy at his/her discretion. 11 Section 200 – 1 Staff Discipline Lingan Golf and Country Club prides itself in providing a top-notch service to its members and guests. To ensure this happens, employees are relied on heavily to conduct themselves in a professional manner to provide this service. When an employee fails to provide the required service, a disciplinary course of action will be taken. I. Each employee will be presented a copy of his/her job description, outlining all duties he/she will be responsible for through the course of each shift worked. The Manager, at an orientation meeting, will explain all duties listed. The employee will, at this time, have the opportunity to accept or decline the job. If accepted, a copy of the job- description document will be signed by the Manager and employee and filed in the employee’s personnel file. II. The Manager will conduct performance reviews. All results of the performance reviews, positive and negative, will be documented and filed on each employee’s personnel file. If negative job performances are documented, the disciplinary action process will be initiated. THE DISCIPLINARY ACTION PROCESS: First Warning Notice: Step 1 – A written “FIRST WARNING” notice is presented to the employee, explaining what area(s) of his/her performance is inadequate and a course of action to improve his/her performance. The FIRST WARNING notice will be placed on the employee’s personnel file. Step 2 – A written “SECOND WARNING” notice is presented by the Manager, should inadequate performance happen a second time. The Manager will explain what area(s) of the employee’s performance is inadequate and a course of action to improve his/her performance. The SECOND WARNING notice will be placed on the employee’s personnel file. Termination: Step 3 – “TERMINATION” occurs should a third inadequate performance occur. The Manager will issue a Termination Letter, explaining the inadequate performance of the employee. The employee may be terminated on one occurrence of inadequate performance, should the Manager deem an offense to be serious in nature. Theft, harassment, and non-collection of fees for products and services offered by Lingan are examples of a serious infraction. 12 Section 200 – 1 (Continued) The following are examples of offences which will result in a “warning notice”: Missing a shift, without a valid reason (personal/family emergency excepted), and being late for any shift. Failure to perform assigned tasks. Smoking, other than in a designated area or on an assigned break. Making and/or taking phone calls not approved by management. Failure to comply with dress-code and personal hygiene policies. Rudeness to members, use of profane or abusive language towards members and/or co- workers. Using cell phones and/or text messaging while on duty. Inappropriate conduct on hand-held radio communication devices. “Hanging-out” behind the bar or in any area which are not part of your duties. Fighting, “horsing around”, play fighting, and pranks. Disorderly and loud conduct off and especially on the golf course, including the careless and reckless use of Lingan’s golf carts. The following are examples of offences which may result in “immediate termination”: Insubordination – any act of disobedience, defiance or dissention towards a manager or a member of the Board of Directors. Theft of money, property, falsifying any records, making fraudulent acts or statements. Use, possession, or being under the influence of alcohol or narcotics while on duty. Consumption of Lingan Golf and Country Club food or beverage items not rung in or authorized. Punching in or tampering with other employees’ time sheets/cards. 13 Section 200 – 2 Employees’ Smoking The Board of Directors has implemented a policy with respect to employees’ smoking on the premises and/or property. The purpose of the policy is: (a) to significantly limit the membership’s and guest’s exposure to the damaging effects of second-hand smoke; and (b) to protect our employees from the damaging effects of second-hand smoke. “Smoke” or “Smoking” includes the carrying of a lighted cigar, cigarette, pipe, or any other lighted smoking equipment. The Lingan Golf and Country Club is bound by the provisions of the Cape Breton Regional Municipality By-law Respecting Smoking and will expect its employees to comply with the By- law. Smoking within or near the premises cannot be tolerated. Procedure: Should an employee violate the Employee Smoking Policy, the Board of Directors will follow the procedure outlined in the Employee Policies contained in Section 200 of this Policy and Procedures Manual. 14 Section 200 – 3 Staff Relations Policy Lingan Golf and Country Club recognizes that its employees are its most valuable asset. Lingan Golf and Country Club is committed to providing a respectful work environment for its employees. All employees have the right to be treated fairly, respectfully, and with dignity in an environment free of harassment in any form, and they have the responsibility to treat other staff members in the same manner. No employee shall subject any person at Lingan to any form of harassment and no member shall subject any Lingan employee to any form of harassment. The Board of Directors recognizes that from time to time incidents may arise that may make the employee feel that he/she has been treated unfairly or subjected to some form of harassment. The Board of Directors has instituted the following steps to deal with such situations, with the exception of sexual harassment: 1. When a difference arises between employees and it cannot be resolved between the parties, the Board encourages both parties to speak to his/her immediate supervisor and/or the club manager in an attempt to resolve the problem. 2. When a difference arises between an employee and his/her immediate supervisor, the employee is encouraged to seek assistance from the club manager to have the problem resolved. 3. When a difference arises between an employee and the club manager, which cannot be resolved, the employee may bring his/her complaint to the appropriate board member. In the event a situation arises whereby an employee feels he/she has been subjected to some form harassment or disrespect by a MEMBER, the employee is to instructed to walk away from the situation; but to immediately report it to the club manager and, in his absence, a member of the board of directors. The Board of Directors will make every attempt to have all situations resolved in a fair and equitable manner. 15 Section 200 – 4 Staff Sexual Harassment Sexual harassment is any unwanted sexual behaviour or gesture that makes an individual feel threatened or uncomfortable. Any form of harassment, whether it involves a member, co- worker, or manager is unacceptable and is strictly prohibited. Lingan has a “zero tolerance” policy towards sexual harassment. If, at any time, you feel uncomfortable with the way someone is talking, acting, or touching you, do the following: 1. Tell the person to stop doing what they are doing because it makes you feel uncomfortable. 2. Immediately tell the club manager or, in his absence, a member of the Board of Directors. 3. If you are uncomfortable in speaking to the manager, tell a friend and have him/her relate the matter to the manager or a member of the Board of Directors. If you are the victim of sexual harassment, remember there is always someone at Lingan who will listen or help. No employee should ever be placed in a sexual harassment situation. However, should it occur, it is important that you report it to the manager and/or a board member as soon as possible. In the event a Lingan employee is alleged to have perpetrated sexual harassment, the matter will be dealt with in accordance with Section 200 – 2, Staff Discipline Policy, and may result in the employee’s immediate termination. 16 Section 200 – 5 Staff Dress Code and Personal Hygiene The Board of Directors has instituted an employee Dress Code Policy to ensure that employees on duty are readily identifiable and to convey a professional and business-like atmosphere to our members and guests. Each employee will be issued two golf shirts. Appropriate footwear will be available for purchase by the employee at a discounted cost. The employee’s own dark or light pants or shorts will complete the “Lingan Uniform”. “Flip flops” and jeans are not permitted to be worn while on duty. Hats are not to be worn in the clubhouse at any time. The employee is required to wear the “Lingan Uniform” at all times while on duty. Failure to wear the uniform while on duty will subject the employee to the Disciplinary Action Process, as set out in Section 200 – 2, and could result in the eventual termination of employment. Personal Hygiene It is crucial that all employees dealing directly with members and guests display good health and cleanliness. In addition to the performance of regular daily personal hygiene, the Board of Directors requires that all pro shop, kitchen, bar, and canteen employees ensure: That their hair is kept neatly cut and clean. If shoulder length, it must be tied back with a clip or elastic. That their hands are kept clean at all times. They must be washed before returning to work after eating, using the washroom, coughing, sneezing, handling money and smoking. That their nails are kept clean at all times. The use of pungent or strongly perfumed products is highly discouraged. The employee’s failure to comply with the above policies at all times while on duty will subject the employee to the Disciplinary Action Process, as set out in Section 200 – 2, and could result in the eventual termination of employment. 17 Section 200 – 6 Staff Conflict of Interest The Lingan Golf Club and its employees must make decisions which are in the best interest of the membership. From time to time, an employee may be in a position whereby personal interests may infringe on the best interest of the membership. Some examples of a conflict of interest would include purchasing products or services on behalf of Lingan Golf Club from a business, relative, or friend of an employee. Another example could be hiring staff related to the employee. It is important that the decisions made by an employee are without external personal interests. It is important to provide a level of comfort to the membership that decisions are not made on the basis of personal gain. The Conflict of Interest Policy requires that any issues which arise that are a conflict of interest, or may be perceived to be a conflict of interest, must be declared to the Board of Directors by the employee. The Board of Directors will reserve the right to exclude the employee with the conflict of interest from any discussions leading to a decision regarding that issue. Employees are encouraged to avoid situations where there may be a conflict of interest. Should an employee violate the Conflict of Interest Policy, the Board of Directors will follow the procedure outlined in the Employee Discipline Policy contained in Section 200 – 2 of this Policy and Procedures Manual. 18 Section 200 – 7 Staff Requests for Time-Off The Board of Directors has established a policy to assist the manager in dealing with requests from employees for time off. The privilege will be based on a first come first serve basis. If it is possible, the employee who first requested a specific day off will be granted it. Before assuming you will automatically be granted a specific day off, check with the person in charge of preparing the schedules. Lingan’s policy for requests for time off is as follows: Two or more employees from a particular job description will not be permitted to be off on the same day. Each employee can request up to two days off per month. There will be a calendar posted in the manager’s office on which you are to mark your request for time off by signing your name in the appropriate date box. In order for your request to be approved, you must inform your immediate supervisor of your request. Please request your time off in writing. Phone messages will not be accepted. Management will try to accommodate your requests; but there may be times when activities at the course may require that you work. 19 Section 300 - 1 Golf Course Closure (Due to Inclement Weather) It is inevitable during the golfing season that inclement weather will occur, such as excessive rain. It is important at these times to establish a protocol for dealing with this inclement weather. The first priority of the Greens Superintendent and the course workers is to cite areas of concern (i.e. wet or washed-out areas) and to set out to remedy these concerns so that play can continue. Should one area, such as a green(s) be under water, a temporary green can be set up until the affected green(s) is drained and can be brought back into play. Should the area of concern be a cart path, then power-cart usage could be prohibited until such time as the path(s) are repaired and able to be used by power carts. Closure of the golf course should be a last resort. In keeping with the constitution of the Lingan Country Club, golf course closure will be the decision of the Greens Committee. Should the Greens Superintendent deem the course unfit to play, he shall contact the Greens Chairperson or his/her representative and the General Manager. The Chairperson or a representative will consult with other committee members to make a final decision on the course closure. The Greens Superintendent will be notified and he will notify the manager. Should the course be closed due to inclement weather, the Greens Superintendent shall review the condition of the course throughout the day and, in consultation with the Greens Committee, decide on reopening the course should conditions improve. The Greens Superintendent should keep the General Manager updated at all times so as to have staff ready should this occur. 20 Section 300 – 2 Player Check-in Members are required to register themselves and their guests in the Pro Shop upon arrival at the club. All guests/green-fee players must be registered in the Pro Shop and will be required to show a green-fee receipt before they are allowed on the course. 21 Section 300 - 3 Dress Code It is important that members and guests dress in appropriate golfing attire. Lingan’s dress code policy applies equally to all members, guests of members, and green-fee players and is applicable to all areas of the Club. Therefore: Traditional golf attire is recommended for all golfers. No clothing with offensive phrases or graphics will be allowed. Collared shirts, including regular, mock, or crew neck collars are acceptable. Muscle shirts and T-shirts are not permitted. Ladies will also be permitted to wear non-collared shirts, but not tank-tops, tube-tops, or halter-tops. Tailored pants or dress shorts are acceptable. Denim pants or shorts are discouraged, but will be permitted if they are tailored and neat and, in the case of shorts, are not “short shorts”. Track pants, gym shorts, cut-off shorts, beachwear, jogging pants or shorts are not permitted. Lingan is a “soft-spike” only facility. Metal golf spikes are not permitted. The General Manager and Pro Shop Staff may refuse play to anyone that they feel, in their discretion, does not meet the intent of this dress code. 22 Section 300 – 4 Power Carts The Board of Directors has established a policy for the use of power carts to ensure that the Club is fully compensated for the rental, and to ensure the comfort and enjoyment of its members and guests and the protection of the golf course. Users of power carts are requested to adhere to the following policies: 1. Members or guests must sign a rental slip and pay for all power cart rentals prior to the commencement of their round. A receipt will be provided by the Pro Shop. Users of the power cart must maintain a copy of the receipt for the duration of the round. At the end of the round, the user must return the key to the Pro Shop and “sign off” on the rental. 2. Lingan reserves the right to verify each power cart rental. 3. Should a member or guest not have proof of the rental, Lingan reserves the right to take appropriate action to rectify the situation. 4. Carts are available on a first come first serve or pre-booking basis. 5. Carts are to be driven on designated cart paths. 6. The 90 degree rule is generally in effect, unless otherwise stated because of course and weather conditions. 7. All posted cart signs on the course are to be respected. 8. Damage to the power cart and/or golf course as a result of improper or careless use of the cart will be the responsibility of the user. 9. Anyone who abuses the power carts will be required to immediately relinquish the power cart and leave the golf course. It is recognized that from time to time a member or guest may require the use of a power cart for such things as finding lost clubs, to notify a golfer of an emergency, etc. These types of uses are complimentary. However, Lingan requires the user to obtain permission from appropriate Pro Shop staff. 23 Section 300 - 5 Pace of Play Lingan is committed to ensuring a reasonable pace of play for all its members and guests. If a match fails to keep its place on the course and loses more than a clear hole on the players ahead, it must allow the match following to play through. Lingan has established that under normal conditions a round should take no longer than 4.15 hours to play. A group will be considered out of position if it: a) Is taking more than the allotted time to play; b) Reaches the teeing ground of a par-3 hole and the preceding group has cleared the next tee; c) Reaches the teeing ground of a par-4 and the putting green is clear; or d) Reaches the teeing ground of a par-5 when the preceding group is on the putting green. 24 Section 400 – 1 Green Fee Requests for Charitable Purposes Lingan Golf and Country Club wishes to be a contributor to local community organizations in their fundraising for worthwhile purposes. Also, Lingan recognizes that there are a large number of organizations which conduct fundraising programs. To strike a balance between contributing to the large number of charitable requests and maintaining the profitability of the club, the Board of Directors has developed the Green Fee Requests for Charitable Purposes Policy. For each golfing season, Lingan will donate up to a maximum of ten requests. Each donation will consist of two green fee passes. Lingan will donate to the first ten requests, subject to the organization being deemed an appropriate charitable recipient. Procedure: 1. Charitable organizations will be required to submit a written request for a charitable donation. 2. The General Manager will review the request to determine if the request if from an appropriate charitable organization. 3. If acceptable, the General Manager will issue a letter containing two green fee passes to the charitable organization. 4. The General Manager will be required to advise the Board of Directors upon the issuance of the charitable donations. 5. Once a total of ten charitable donations have been issued, the General Manager will issue a letter to charitable organizations seeking donations, advising that the yearly quota has been achieved. It is recognized that from time to time circumstances may occur where it may be appropriate for Lingan to make additional charitable donations. If in the opinion of the General Manager such circumstances arise, the General Manager may take a recommendation to the Board of Directors for additional donations. 25 Section 400 – 2 Signing Authority Lingan Golf and Country Club requires significant expenditures in providing products and services to members and guests. It is important that appropriate financial controls are in place to ensure funds are properly allocated and disbursed. The following procedures assist in maintaining appropriate checks and balances: Signing Authority – Banking & Non-Capital Expenditures Each year the Board of Directors will appoint up to four directors who will have signing authority for banking and non-capital expenditure approval purposes. In addition, the Board of Directors may appoint an employee with managerial responsibilities to have banking and non-capital expenditure signing authority. Cheque Signing All cheques require two signatures from authorized signing authority officials. All cheques must have appropriate documentation, which will enable the persons signing the cheques, a clear understanding of the nature of the payment. Capital Expenditures The Board of Directors must approve all capital expenditures over $250. Operational Expenditures All managers employed at Lingan must ensure that operational expenditures are within the budget approved by the Board of Directors Capital Expenditures The Board of Directors must approve all capital expenditures over $250. 26 Section 400 – 3 Cash Handling Lingan Golf and Country Club is an operation which involves numerous cash transactions. Retail sales, the collection of dues, tournament fees and ticket sales, and stocking automated banking machines are examples of cash transactions. Lingan wishes to ensure that proper procedures are in place to properly account for all cash transactions. To address this concern, the Board of Directors has established a Cash Handling Policy. All members, guests, staff, and management must be aware of and comply with this policy. Procedure: 1. All cash transactions will require a receipt, which will identify the amount of cash and who handled the transaction. The receipt will be provided to each individual involved in the transaction. 2. For cash collected from golf operations, such as the Pro Shop, bar, kitchen, canteen, or the collection of fees at the office, the appropriate employee is required to submit a signed form detailing the amount of cash collected that day. The form will have four copies. These forms will be distributed as follows: a) Employee copy; b) Office assistant copy; c) General Manager copy; and d) A copy with the cash deposit. Clearly marked “form drop-off areas” will be identified for the employee who is submitting the form. It will be the responsibility of the employee to drop off the forms in the appropriate location. 3. The General Manager must conduct regular checks to compare that the amounts entered on the forms are consistent with the amounts entered into the accounting system. 4. The Finance Committee will conduct sample testing. 5. With respect to petty cash transactions, the employee disbursing the cash will make all attempts to either obtain an invoice detailing the disbursement or complete a form detailing the purpose of the disbursement. Each party involved in the petty cash transaction must sign the invoice or form prior to funds being issued. All petty cash transaction documentation will be maintained in a file on a monthly basis. 27 Section 500 - 1 Harassment Harassment is any improper conduct by an individual that is directed at and offensive to another person or persons which that individual knew or reasonably ought to have known would cause offence or harm. It comprises any objectionable act, comment or display that demeans, belittles, or causes personal humiliation or embarrassment, or any act of intimidation or threat. Lingan Golf and Country Club is committed to providing a respectful environment by promoting prevention and prompt resolution of harassment. All employees and members have the right to be treated fairly, respectfully, and with dignity in an environment free of harassment, and they have the responsibility to treat others in the same manner. Harassment in any form constitutes unacceptable conduct and will not be tolerated. No employee or member shall subject any person at Lingan to harassment. Any employee or member who subjects another person to harassment is liable to disciplinary and administrative action. 28 Section 500 - 2 Privacy In the course of its operations, Lingan Golf and Country Club must collect information from its members, guests, employees, and other individuals to facilitate the provisions of its services and products. Such information may include names, addresses, birth dates, credit card information and particulars, handicaps, playing experience, personal health information of individuals, as well as employee personnel issues. Except for uses properly required by law, Lingan will not knowingly convey such collected information to other parties without first obtaining the consent to do so from those providing the information and will take reasonable precautions from inadvertently disclosing such information and records without such consent. 29 Section 500 - 3 Alcohol Consumption It is Lingan’s policy that each individual is responsible for his/her conduct in all matters, including the consumption of alcohol on the club premises. The Board of Directors has authorized the General Manager to instruct each of the club’s employees who serve alcoholic beverages, to refuse to serve them to any person who appears to have consumed alcohol to a point of creating a potential inconvenience or danger to themselves or others. Any member who feels that he/she, or his/her guests, have been offended by a refusal of alcohol by an employee, is asked not to take issue with the employee, but to place their grievance before the Board of Directors through the office of the General Manager. 30 Section 500 - 4 Smoking Policy The Board of Directors has implemented a policy with respect to smoking on the premises and/or property. The purpose of the policy is: (a) to significantly limit the exposure of members and guests to the damaging effects of second-hand smoke; and (b) to protect our employees from the damaging effects of second-hand smoke. “Smoke” or “Smoking” includes the carrying of a lighted cigar, cigarette, pipe, or any other lighted smoking equipment. The Lingan Golf and Country Club is bound by the provisions of the Cape Breton Regional Municipality (CBRM) By-law Respecting Smoking and will expect its members and guests to comply with the By-law. A conviction under any provision of the CBRM By-law could result in a significant fine to the Club. The selling of tobacco products on Lingan property is not permitted. This is to comply with Provincial regulations. Smoking within or near the premises cannot be tolerated.
Pages to are hidden for
"Policies"Please download to view full document