POLICIES and PROCEDURES

The following Club POLICIES and PROCEDURES were approved by a Management Committee Meeting on 12th March 2012.

Amendments since that date are described in Section 12.

1. INTRODUCTION

This document is intended to be a record of policies and procedures as they relate to the orderly running of the Club and the enjoyment of all Members in Club activities.

Policies and procedures cannot override the Club Constitution or the Rules of Golf.

"The Club" means the CHA - AM GOLF CLUB

"The Committee" means the Club Management Committee.

"Policies and Procedures" means the information contained in this document.

The Management Committee should, when amending policies and procedures, consider the following criteria:

• The laws and etiquette of the game of golf;
• The Club Constitution and this document;
• Ideas gained from discussions with Members and other Golf Clubs
• The enjoyment and interests of all Members.
• Worldwide best practise.
• Advancement of the Club towards becoming the best Golf Club in the region for anyone wishing to participate in the game of golf!

1.1 Amendments

Any variations to Policies and Procedures require the support of a majority of Committee Members present at a properly constituted Management Committee Meeting.

Members are welcomed to put forward proposals for amendments to the Management Committee either in writing and/or by prior notice arranging to attend a Committee meeting.

The date and details of approved amendments are recorded in Section 11 of this document.

1.2 Ad Hoc Decisions

Continued reference to the policies and procedures outlined in this document should mean that ad hoc decisions are kept to a minimum. However any such decisions made, and which may recur in the future, should be relayed to a Committee Meeting for possible inclusion as a Policy or Procedure.

1.3 Policy and Procedure Acceptance

Committee Members should accept and support these policies and procedures and, should there be any reason to doubt or dispute a policy or procedure, then this should be confined to a discussion at the next Committee Meeting.

1.4 Availability

This document should be readily available to all Members. New Members should be made aware of the document when applying for Membership. Amendments made should be communicated in a timely manner to all Members. The Club website will provide the usual access point for Members.

HELP IMPROVE YOUR CLUB

Constructive suggestions and contributions are always welcome.You may even wish to become involved in the Club's management.Talk to a Committee Member!

2. MANAGEMENT COMMITEE RESPONSIBILITIES AND DUTIES

The Management Committee will meet regularly as required to manage the affairs of the Club. The interests of Members and the constitutional management of the Club are prime considerations of the Committee.

2.1 The President

The President is the principle leader of the Cha Am Golf Club and has overall responsibility for its administration. The President sets the overall annual Management Committee agenda (consistent with the views of Members), helps the Committee prioritise its goals and then keeps the Committee on track by working within that overall framework. At the operational level, the major function of the President is to facilitate effective Committee Meetings. The President is responsible for representing the views of the Members.

Responsibilities and Duties

The President's duties include to:

• Convene, Manage and Chair Management Committee Meetings
• Convene, Manage and Chair the General Meetings called in accordance with the Club Constitution
• Can maintain confidentiality on relevant matters.
• Represent the Club at local, regional, and all other levels
• Act as a facilitator for Club activities
• Ensure planning and budgeting is carried out in accordance with the wishes of the Members
• Be a leader in the development of Club policies and procedures
• Facilitate the role of other office bearers and subcommittees

Knowledge and Skills Required

Ideally the President is someone who:

• Is well informed of all Club activities
• Is aware of the future directions and plans of Members
• Has a good working knowledge of this document, the Constitution, Rules of Golf and the duties of all office holders and subcommittees
• Is a supportive leader for all the Members of the Club.

2.2 The Captain

The Captain is responsible for golfing events and representing the views of the Members. The Captain is a supportive leader for all Members of the Club and is directly responsible to the President and Members of the Club.

Responsibilities and Duties

The Captain's duties include to:

• Chair all Meetings where the President is not available.
• Convene the Club's Event Committee.
• Contribute to the development of Club policies and procedures
• Can maintain confidentiality on relevant matters.
• Present to the Committee a proposed program for each year.
• Submit a short Captain's report for the Annual General Meeting.
• Submit a report on specific items at Committee meetings, as required.
• Make any changes to the day's event in extraordinary circumstances (e.g. when numbers make a programmed competition impractical).
• Ensure the Event Committee is fully aware of the day's competition.
• Arrange for the announcement of the competition winners and other appropriate announcements at the end of each game.
• Handle all issues relating to the day's competition brought forward by Members and determine any rulings on disputes that may arise in relation to the Rules of Golf.
• Inform all Members of rulings on disputes that may have later implications for them or others.
• Ensure that Members are reminded of their responsibility regarding etiquette and slow play.
• Knowledge and Skills Required

Ideally the Captain is someone who:

• Can communicate effectively
• Is well informed of all Club activities
• Is aware of the future directions and plans of Members
• Has a good working knowledge of the Constitution, Policy and Procedures and the duties of all office holders and subcommittees.
• Has a good working knowledge of the Rules of Golf and is able to research the Rules and Decisions on the Rules when questions arise.

2.3 The Treasurer

The Treasurer is the chief financial management officer for the Club and is directly responsible to the President and Members of the Club.

Responsibilities and Duties

The Treasurer's duties include to:

• Prepare a budget and monitor it carefully
• Can maintain confidentiality on relevant matters.
• Contribute to the development of Club policies and procedures
• Keep the club's books up-to-date
• Keep a proper record of all payments and monies received
• Make sure financial reports are available and understood at all committee meetings
• Show evidence that money received is banked and documentation provided for all money paid out
• Ensure that information for an audit is prepared each year
• Arrange the audit
• Give a Treasurer's report at regular meetings and when required
• Produce an annual financial report
• Send out accounts
• Pay the accounts
• Collect all Event Fees each competition day and ensure that all players have paid.
• Collect annual subscriptions from Members each year and from new Members.

Knowledge and Skills Required

Ideally the Treasurer is someone who is:

• Well organised
• Able to allocate regular time periods to maintain the books
• Able to develop and maintain budgets
• Able to keep good financial records
• Able to work in a logical orderly manner
• Aware of information required for the annual audit.
• Has a good working knowledge of the Constitution, Policy and Procedures and the duties of all office holders and subcommittees.

2.4 The Secretary

The Secretary is the chief administration officer of the Club. This person provides the coordinating link between Members, the Management Committee and outside agencies.

The Secretary is directly responsible to the President of the Club and its Members.

Responsibilities and Duties

The Secretary's duties include to:

• Prepare the agenda for Club meetings in consultation with the President.
• Make arrangements including venue, date, times and hospitality for meetings.
• Send adequate notice of the meetings.
• Contribute to the development of Club policies and procedures
• Collect and collate reports from office bearers.
• Call for and receive nominations for committees and other positions.
• Take, write up and distribute the minutes of all meetings as soon as possible after the meeting.
• Read, reply and file correspondence promptly.
• Maintain registers of Members and Sponsors.
• Maintain and coordinate the Club website inclusions, amendments and technical developments.
• Provide Members with timely information about all Club events.
• Maintain files of documents such as the Constitutions, Policies and Procedures, leases and titles.
• Act as the public officer of the Club liaising with members of the public and other agencies.

Knowledge and Skills Required

Ideally the Secretary is someone who:

• Can communicate effectively
• Is well organised and can delegate tasks.
• Can maintain confidentiality on relevant matters.
• Has good verbal and written English language skills.
• Has a good working knowledge of the Constitution, Policy and Procedures and the duties of all office holders and subcommittees.

2.5 Management Committee Members

Management Committee Members provide input to Club meetings and is directly responsible to the President and Members of the Club.

Members are expected to understand Members' views and opinions and be a conduit for Members to the Club's administration.

Responsibilities and Duties

• Attend Club meetings, contribute to discussions and vote on matters being considered.
• Contribute to the development of Club policies and procedures
• Accept delegation to subcommittee duties and other tasks assigned by the Committee.
• Participates in the induction of new Members.

Knowledge and Skills Required

Ideally Members are those who:

• Can communicate effectively
• Understand the views of Club Members
• Are well organised and can undertake tasks as required.
• Can maintain confidentiality on relevant matters.
• Can maintain confidentiality on relevant matters
• Have a good working knowledge of the Constitution, Policy and Procedures and the duties of all office holders and subcommittees.

3. ETIQUETTE AND MEMBER RESPONSIBILITIES

All Club Members are required to abide by the Club Constitution and this document. The Club aims to provide a friendly and social environment for the enjoyment of the game of golf. Accordingly Members are expected to respect others on and off the Course, respect the etiquette of the game and to learn and abide by the Rules of Golf (Check out www.usga.org!).

As well as providing information about golf in the region, the Club website is a primary source of information about events, results and other happenings in the Club. Check it out regularly!

3.1 New Members

Anyone showing an interest in Club activities and participating in the game of golf is welcomed. This includes those who have not previously played the game as well as experienced golfers of all levels. However all new Members must be willing to comply with the Club Constitution and this document. Prospective Members will be introduced to the Club (usually by Committee Members) as follows:

(a) By the provision of information about the Club and a Membership application form.

(b) By discussing the expectations of the person and by answering any questions.

(c) By introducing the person to other Members, particularly those in a playing group at Club Events.

(d) By ensuring that the person is aware of Club policies and procedures and the website.

3.2 HOW YOU CAN BE A BETTER MEMBER:

3.2.1 Before the game

(a) Book and make payments for your game in accordance with Club requirements in a timely manner.

(b) Club and Course dress standards include wearing a collared shirt, appropriate trousers, shorts (or skirts) and footwear. Jeans, work or beach wear is not appropriate. Wearing a Club shirt is preferred!

(c) Arrive at the golf course at least 30 minutes before the tee time. Late arrivals are disruptive.

(d) When you are given the score cards make sure everyone in the flight is aware of their place in the field.

(e) Be ready to join your flight at the first tee on time.

3.2.2 During the Game

(a) A Rule Book in your bag may help if there are Rules issues or ask other Members if you are unsure. If you are unsure of a Rule of Golf play a second ball then determine the correct score in consultation with a Committee Member before returning your card after play is completed.

(b) Etiquette requirements are described in the Rules of Golf and are an important aspect of the game. Other players should never be disturbed or distracted. You should be ready to help look for lost balls and tend the flag. Think of ways you can be helpful and courteous towards your playing partners.

(c) Angry outbursts on the Golf Course including club throwing or abusive language are not acceptable. Disputes can be managed by Committee Members after the game.

(d) Always treat your caddie with respect and good humour. However the caddie's knowledge of the Rules of Golf may be limited (perhaps because they learn from golfers!). Together with your marker, you are responsible for applying the Rules including where to drop the ball and when to apply penalty strokes. Don't rely on the caddie to correctly score your card! A caddie may be authorised to mark and lift a ball that is at rest on the putting green. Either the player or the caddie can replace it. (Confirmed by the USGA and the R & A)

(e) Complaints about players outside the Club or matters requiring the attention of the Golf Course Management must be referred to Committee Members.

(f) After commencing a Club event the round should be completed and a score card handed in unless there are special circumstances and a Committee Member advised. This may relate to illness, injury or some urgent personal matter. Otherwise always finish your round. Playing badly or slow play are not reasons to walk off the Course!

3.2.3 After the Game

(a) All cards must be signed by the player and marker or disqualification can apply. Both the player's and the marker's score must be on each card. Always hand in your card (regardless of the score) without delay. The card should be legible and include your name, date, handicap and the total score added and recorded. A card handed in may not be retrieved for amendment.

(b) The presentation of results and acknowledgement of the day's winners are important aspects of every Club event. We expect Members to attend this part of the day though we understand apologies may be necessary on occasions. This is an important way to meet Club Members, join in the social side of the Club and learn about happenings.

3.4 Think Ahead and Be Ready

The following principles of "Ready Golf" are accepted worldwide to avoid slow play – an issue for all golf clubs! Please consider ways you can save time so that all players enjoy a quick game. The lowest handicapped player in a group has responsibility to ensure that the group keeps up with the group ahead.

(a) Off the tee

• The first player to tee off should move from the green directly to the next tee box. This player should mark the card; have drinks or whatever else they need to do after teeing off.
• If someone else is ready to play before the player with the 'honour' allow them to do so.
• Allow shorter hitters to play first when it is safe to do so.
• Players who have teed off should be ready to walk towards their ball as soon as the last player has teed off.

(b) Tee to green

• Don't be pedantic about the order of play. Unless it is unsafe or distracting, play even if your ball is ahead of others.
• Stand by your ball, select your club and do your preparation while others are playing. You should be ready to play as soon as it is safe to do so.
• Play your shot before helping look for a lost ball.
• Remember the 5 minute maximum search time for a lost ball. Play a provisional ball if there is any doubt about finding your ball.

(c) On and around the green

• Chip shots may be taken by the player first ready not necessarily the furthest away.
• Park your buggy between the Green and the next tee for an early clearance of the area..
• Be ready to mark another ball if the player/caddie is not close.
• Don't be pedantic about the order of play, putt according to who is ready.
• Continue until holed out rather than marking short putts.
• Consider the line and then be ready to putt as soon as others have finished.
• Complete the card after moving from the Green. Move to the next tee without delay.

THERE'S NO NEED TO RUSH – JUST BE READY!

3.5 PLAY IT SAFE

Apart from the safety of other Members, the safety of Course Staff (including caddies) and other players on the Course is important to the Club. Although the Club does not accept any liability for injury or accidents the following guidelines are intended to keep everyone on the Course safe!

• Always ensure there is no one in range ahead before playing your ball. There is no excuse for 'hitting up'. If the area ahead cannot be seen another player needs to go ahead to check.
• Be aware that a player about to play a shot or holding a Club may wish to practice a swing and you should be a reasonable distance away. If you are about to swing a Club make sure there is no one in your 'swing zone'.
• Course staff operating equipment have right of way and play cannot continue until they move out of range or signal you to continue.
• Moving ahead of someone about to play may be dangerous and distracting. Always know where others in your group are (including caddies) before you play.
• Discontinue play and move to a substantial building if lightning is eminent. Put down your Clubs and umbrella and stay away from trees, fences and poles. If you are in a group in the open move at least several metres apart. If lightning is striking nearby when you are outside crouch down and put your feet together.

PLAY FAIR, WITHIN THE RULES AND ALWAYS SAFELY!

4. VISITORS

Visitors are welcome to attend Club events although they are expected to respect Club requirements. They will be eligible for minor prizes but unless it is an open event cannot be place winners. Visitors are expected to apply for Membership if they wish to participate in Club events on a regular or frequent basis. The Management Committee will set a separate event fee for visitors.

5. CLUB EVENTS

The Club Captain is responsible for the preparation of a golf game program under the direction of the Committee. Golfing competitions should:

(a) Be in line with the wishes of Members.

(b) Be played at a variety of different golf courses.

(c) Consider the costs of different Courses

(d) Include a variety of differing competition formats including novelty events.

(e) Include arrangements for an annual Club Championship event.

(f) Recognise players of both genders and all levels of skill.

(g) Include tournament play as well as games which are more social in nature.

(h) Be as frequent as the Committee determines and in accord with the views of Members.

(i) Include an annual Charity Event, as an open event which is raises funds for a community organisation.

5.2 Event Fees

The Management Committee sets reasonable fees for Members for each Club event. The fee is dependent upon the cost to the Club of Green and Caddy fees and prizes. The fees may also include the cost of meals, travel or other costs incurred by the Club for the event. The Committee may use Club funds to subsidise the cost to Members dependent upon the financial circumstances of the Club.

In recognition for services to the Club; the President, Captain, Secretary and Treasurer are not required to green fees or caddy fees. This may be changed by a vote of Club Members at a General Meeting.

5.3 Local Rules

All Members should read the Local Rules for each Golf Course provided on the card. However if these rules contradict Club Local Rules the Club's Rules prevail. The Club Captain may amend or make additional Local Rules on the day to manage particular circumstances. An example may be relief from aeration holes if there has been recent ground maintenance.

The following Local Rules apply to Club Events:

(a) Preferred lies without penalty (including from divot holes) are not available.

(b) Relief without penalty from trees is not available unless the tree is less than two metres in height and has a supporting stake.

(c) If a ball is in, or deemed to be in a Water Hazard , the player may:

(i) Proceed under Rule 26 (water hazards rule; the ball must be dropped from the point of entry to the hazard); or

(ii) As an additional option, drop a ball, under penalty of one stroke, in a Drop Zone.

(d) In the absence of Course markings (stakes or painted lines), if a ball is in a place which is deemed to be a water hazard by the group a judgement must be made about where the boundary of the hazard should be. The ball is then dropped in accordance with Rule 26 (water hazards rule).

(e) During stroke events a maximum of five strokes over par may be made on any hole. If a player makes that many strokes that score is declared then the ball is picked up. This means that the maximum score on a par 3, par 4 and par 5 hole is 8, 9 and 10 respectively. Informally five over par is known as a "monkey"!

5.3 Countbacks

If two or more players tie for a place in an event the place is first determined by the lowest score on holes 10 -18. Then if required on holes 13 – 18, 16 – 18, 17 – 18 and if required down to the last hole. This is in accordance with recommendations from both the R & A and USGA.

6. GOLF COURSE AGREEMENTS

Members of the Management Committee will endeavour to maintain cordial and constructive relationships with all golf courses in the region. A primary objective of the Club is to make agreements with Courses that reduce golfing costs to Members and enable bookings to be simple and reliable. Training for Members at golf courses may also be part of these agreements. Driving Ranges are also relevant to these agreements.

7. HANDICAPPING

The Club will appoint a Member to maintain a system of handicapping Members according to the following guidelines:

(a) The system is transparent and easily understandable.

(b) The system is fair to all players and in accord with worldwide best practise.

(c) The system is simple to operate and not dependent upon one person's knowledge or ability.

(d) Members are able to access their handicap easily.

(e) Handicap changes are made without delay.

(f) A handicap for new Members recognises prior or current other Club handicaps

(g) New Members without a current or recent handicap submit 3 cards before their handicap is allocated.

8. SPONSORSHIP

Sponsorship from commercial entities and individuals is always welcome. The Committee will actively pursue sponsorship through the Sponsors Committee. Members are welcome to provide ideas about sponsorship although acceptance is at the discretion of the Committee. The following guidelines apply:

• The sponsor by name or reputation does not compromise the Club's reputation or image.
• The sponsorship is open and transparent.
• The sponsor does not determine Club Policy or Procedures.
• Agreements with Golf Courses for reduced costs are not generally regarded as sponsorship.
• All sponsors will be acknowledged in Club information available on the website and to Members and others when appropriate.

Sponsors are likely to include but not restricted to:

• Restaurants/bars willing to provide meals or drinks for Club social activities.
• Providers of prizes/trophies for Club events
• Discounts for Members or for Club activities for various goods and services.
• Sponsors to contribute to fund raising for the annual Charity Day event.

9. CLUB PROMOTION

The Club is always eager to present itself as a progressive, welcoming and active member of the Cha - Am community and the worldwide golfing scene. Accordingly all Members are encouraged to promote the Club whenever an opportunity is presented. However the following guidelines apply:

• Members should not describe the Club in a way which contradicts Club Policy and Procedures or the Constitution.
• Members, including Members of the Management Committee, should not present views outside of their knowledge or their level of responsibility.
• Members should refer communications or questions from outside the Club to a Committee Member if there are any uncertainties.
• The Club will make available Club shirts, caps and other promotional merchandise.
• Members are encouraged to wear Club shirts at golfing events.

The Club will endeavour to provide appropriate information about the Club by:

• Maintaining an informative Club website.
• Having readily available information for prospective Members.
• Arranging appropriate links to the Club website from other websites.
• Arranging for advertising and other information about the Club that is visible at appropriate locations.

10. SPECIAL EVENTS AND SOCIAL ACTIVITIES

The Club will endeavour to provide Members with social events and special events in accord with their views and budgetary considerations. This may include but is not limited to the following:

• An annual away game which may include accommodation and in a social/family context.
• Regular Club dinners
• 'After the game' social gatherings.
• An annual Charity Golf Day with funds being raised to provide practical support for a Community Charity.
• Training/tuition for Members wishing to improve their skills.
• Events aimed at improving the knowledge of Members of the Rules of Golf.
• Arrangements with the Cha – Am Driving Range for Members to use for practice and tuition.

11. WEBSITE

The Club will maintain a website which will be the focal point of communication with Members and provide information to potential Members of the Club.

The website will include information about forthcoming events and allow Members to sign up and pay for events via a Pay Pal facility as well Membership renewals. There will be a Members Only section which all Members are encouraged to log into.

It is noted that Members signed up for Club events will be required to pay for the fee regardless of whether they participate in that event or not.

12. DATE AND DETAILS OF AMENDMENTS:

This document was adopted by a decision of the Management Committee meeting dated 12th March 2012.

The following amendments since the inception of the document have been made as follows:

Date: 20th January 2016

Amendment: Found here