Committees

1. The vice President should be the chairperson of the Finance Committee.
2. The President is an ex-officio member of all Committees

1. Each Committee should present its plan and budget for the fiscal year to the Finance Committee.Upon Board approval of the committees’ program and budget, each committee has authority to carry out its program within the
2. budget and any constraints placed thereon, without further board approval.
3. Each committee should provide progress reports to the Board at each regular meeting and seek prior approval of the Board for deviations from the approved program.  Additionally, any new matters arising are to be presented to the Board.
4. Matters of an unforeseen and emergency nature which may arise between Board meetings shall be referred to the Executive Committee, which shall act upon the matters in a prudent and timely manner.
5. It is the responsibility of each chairperson to liaise with other chairpersons to ensure that programs are coordinated in a timely and effective manner.
6. Committees can deal with members’ concerns in a cordial and prudent manner, and to bring such matters to the attention of applicable committees and/or the Board.
7. Each committee will prepare a written report for inclusion in all newsletters, for presentation to semi-annual and annual meetings and such other occasions as may arise. 
8. Committees can recommend such policy amendments an/or additions as are deemed to be in the best interest of the Club and its members.
9. Each committee volunteer shall recognize and understand their specific responsibilities.

It is very important that guidelines defining roles and responsibilities or terms of reference for a committee be clearly stated.  Terms of reference should include the following points:

Name of Committee:
Type of Committee: (standing, ad hoc, or advisory).
Purpose: (i.e., recruit and retain members, recommend a membership fee structure to the Board of Directors).
Questions to ask when establishing specific terms of reference for various committees.

Who sits on the committee:

• What is the process of appointing or selecting members?
• What skills and/or knowledge would be required?Is there specific representation required? Please identify.
• How many committee members will there be (maximum or minimum numbers)?

Committee Chair:

• What process will be put in place to select the committee chair?
• Determine the length of term for the Chair if it is different than committee members.

Period of Appointment:

• What is the length of term for committee/council members?
• If it is an Ad Hoc committee/council, how long will the term be?

Committee Primary Responsibilities: 

• Expectations of the committee/council: Is it a working committee or a policy committee
• What areas are they to work on, such as: develop policies, programs and/or services, develop budget, etc.
• Example of “verbs” that can be used: develop, monitor, evaluate, establish (policies, criteria), approve, advise, identify, resolve.

Authority:

• What type of policy can the committee/council create and approve?
• What areas can the committee/council make decision, and what areas require Board approval?

Accountability and Reporting:

• What is the purpose of the communication – to inform, to advise, or to recommend?
• To whom is the committee/council accountable to and to whom must it report?
• How and when does the committee/council report to the Board. (communiqués, reports, or presentations).

Staff Support:

• Is there a staff liaison person assigned to the committee?
• Is there any other staff support required?

Executive Committee

• Committee Members should include President, Vice-President, Finance, Secretary, Treasurer and Manager.
• This committee should attend to such matters that arise between Board meetings.Attend to specific items as authorized by the Board.
• Select a Club Manager.
• Meet regularly between Board Meetings

Finance

• Prepare annual budget utilizing Committee proposals and present to Board for approval.
• Monitor and control expenditures.
• Ensure that cash-flow surpluses are invested in a timely and responsible manner.Negotiate mortgage renewals as required.
• Negotiate (with club manager if applicable) all contracts.

Administration

• Review roles of Board and Committees.
• Review roles of staff, review, and revise job descriptions.Develop, initiate, and conduct performance reviews. 
• Review and revise administrative systems.

Long Range Planning

• Direct policy/planning process.
• Develop and institute new technology.
• Develop marketing plan for the Club.
• Develop external communications/public relations plan.

Facility (or Property) 

• Carry out timely repair and maintenance program of Club assets and maintain accurate records.
• Make recommendations to the Board with respect to capital expenditures.
• Administer approved capital expenditure programs of the Club.Make recommendations to the Board with respect to alternate uses of the Club
• facilities.

Membership Services
Most clubs can expect to lose 12-16% of their membership annually.  Members move, leave for a few years to take their kids to activities, lose interest in the game.  A club must recruit new members annually. Membership building requires smart, energetic recruiting and member retention programs.  It’s more than a one-or two-person job. There are several critical areas that need to be covered to ensure your club develops a comprehensive membership services program delivered by one of the most important committees in your club.

The Membership Committee
The challenge of building membership is best handled by a membership committee chaired and staffed by people with enthusiasm, energy, and creativity.  As we’ll see, the committee will need 4 to 6 members to accomplish the job.  It’s important that club management consider the committee’s budget as an investment to be repaid by new member dues. The first step is to appoint the committee chairperson.  Choose wisely!  The job is the biggest challenge in the club.  The chairperson, reporting to the club president, organizes the membership committee, and delegates the work of the committee to its members. The committee develops and implements programs to maximize the retention rate of current members, and recruits new members.  The committee works in five functional areas:

• Survey member likes and dislikes about the club, and what they would like to see happen in the future.  Recommend actions to club management based on the findings.
• Create continuous community awareness of the club and the sport by generating publicity, and by communicating with companies and other community groups.  This can be handled by a sub-committee or separate Public Relations committee within the club.
• Research and understand community demographics exploring Diversity and Inclusion.
• Identify new member leads.  Select from the best sources and compile a target lead list.  Invite community groups and the people on the lead list to attend club events (with no obligation).Plan and host events designed to introduce prospective members to the club and the sport.
• Devise other ideas to recruit and retain members.

Social Committee

• Recommend a calendar of events for the fiscal year.
• Organize and produce the approved social events.

Public Relations Committee

• Coordinate production of Club newsletters and communiqués.
• Coordinate publication of Club events to the membership.
• Design and update web site.
• Activate social media.

Draw (Match, or Curling) Committee

• Prepare draws for all Club curling including regular draws, playdowns and other approved competitions.
• Advise membership of all playdowns and related eligibility criteria.
• Administer eligibility criteria of individuals and/or rinks in any competition.

Bonspiels (a separate committee can be created for each club bonspiel)

• Plan, organize and oversee all approved bonspiels.
• Negotiate with sponsors of bonspiels.
• Manage spiels to maintain high-profile competition for events while maximizing cash benefits to Club.