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Club Manuals Revised August 10, 2018

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Club Manuals Revised August 10, 2018 Club Manuals Revised August 10, 2018 Board of Directors Policies & Procedures Equine Handbook Shooting Sports Handbook 1 Table of Contents Board of Directors Policies & Procedures Manual SECTION I: Financial Policies and Procedures Barters and Trades 7 Bills Submitted for Payment 7 Budget Cycle and Process 7 Capital Assessment Funds 7 Checks and Signatures 7 Competitive Bids for Club Projects 8 Control of Club Accounts 8 Emergency Expenses 8 Sale or Modification of Club Property 8 Fundraising for Club Projects 8 Unbudgeted Expenses 8 Trail Ride Revenue & Expenses 8-9 SECTION II: Membership Policies and Procedures Membership Maximum 9 Procedure for Approval of New Members 9-10 Categories of Membership 10-13 Married and Family Memberships 13 Widows and Widowers 13 2 Children of Members 13 Transfer of Membership 14 Delinquency 14 Reinstatement of a Former Member 14-15 Removal or Sanctioning of a Member 15 Leave of Absence Policy 15 SECTION III: Policies and Procedures for Board Meetings Committee Reports 16 Attendance of Guests & Members at Board Meetings 16 SECTION IV: Human Resource Policies of the Board Equal Opportunity 16 Reporting of Improprieties 16 Sexual and Other Unlawful Harassment 17-18 Drug-Free Workplace 19 Smoke-Free Workplace 19 Hiring of Additional Staff 19 SECTION V: General Board Policies and Procedures Confidentiality Policy 19-20 Conflict of Interest Policy 20-21 Procedure for Electing the Nominating Committee 21-22 Emergency Communications Plan 23-24 3 Equine Handbook Manual INTRODUCTION 25 Section I: BOARDING AND MAINTENANCE Boarding Facilities 26-27 Boarding Reservations 28-29 Boarding Policies 30-31 Feeding and Maintenance 32-33 Other Boarding Services 34-35 Equine Healthcare 36 Other Equine Related Policies and Guidelines 37-39 Section II: OTHER SERVICES & FACILITIES FOR HORSES & OWNERS 40 Special Services 42 Trailers and Horse Transport 43 Section III: EQUINE ACTIVITIES Trail Riding 43 Riding Lessons and Rental Horses 43 Special Programs 44 Section IV: HORSEMANSHIP AND SAFETY GUIDELINES Working Around Your Horse 45 Methods of Restraint 45 Leading Your Horse Safely 46 4 Tacking Up 46 Arena and General Riding 46 Trail Riding and Trail Etiquette 47-49 Storing Equipment 50 Health and Safety Precautions for Your Horse 50 Shooting Sports Manual Perspective 51 Shooting Sports Procedures 53 Safety Policies and Procedures 54-54 Equipment Operation 56-57 Shooting Etiquette and Courtesy 58 Shooting Sports Management, Staff, and Committee 58 5 BOARD OF DIRECTORS Policies and Procedures 6 Board of Directors Policies & Procedures - Section I Financial Policies and Procedures BARTERS AND TRADES The President’s approval is required in advance for any barter/trade-off agreements with vendors and/or members. BILLS SUBMITTED FOR PAYMENT Any purchase or work that is to be charged to a department or Committee must have prior approval by inclusion in the approved annual budget, or approved by the Board of Directors as an unbudgeted expense or deemed an emergency and approved as outlined herein. An individual or group cannot make a purchase or have work done without such approval. Failure to get authorization may result in denial of payment. The business office must have all bills approved via signature, phone or email by the Committee Chairperson or Manager of the department being charged before payment will be made. BUDGET CYCLE AND PROCESS The annual budget will be prepared according to the following process. 1. Sometime in the late spring or early summer, department Managers will begin to prepare their budgets for the upcoming year. On or about July 15, the department Managers will submit budget requests to the General Manager and/or his or her designee. 2. From July 15th to August 22nd, the in-house business staff will compile departmental budgets into a draft combined budget to include all departments. 3. From August 22 to September 15, the Finance Committee will hold budget meetings with the General Manager to review the proposed budget draft. 4. During the executive session of the September Board of Directors’ meeting, the General Manager will provided recommendations for staff salary increases, and the preliminary budget will be approved. 5. At the October Board meeting, the Finance Committee will present the final budget for Board approval. CAPITAL ASSESSMENT FUNDS All money received by way of a capital assessment will be designated as a restrictive asset. These funds will be used only for capital improvements including major repairs, renovations and new construction. The Board of Directors must approve any use of these funds. CHECKS AND SIGNATURES Checks from Saddle and Sirloin will require two signatures on any amount over $2,500. A single signature will be allowed on amounts equal to or less than $2,500. No signature facsimile will be allowed. All checks will be verified and placed into the computer by the club accountant. The Club’s in-house accountant will not be named on any club bank 7 accounts or signature cards. Authorized signatures will normally be the General Manager, Treasurer, President and Vice President. COMPETITIVE BIDS FOR CLUB PROJECTS A minimum of two bids must be obtained for any purchase or contract over $2,500. This policy may be waived by the Board for good cause. CONTROL OF CLUB ACCOUNTS Proceeds from Trail Rides and all other Club activities are to be maintained by the Club with the Board of Directors having final control of expenditures. EMERGENCY EXPENSES The General Manager is authorized to approve and make disbursement for emergency expenditures up to $5,000; for expenditures over $5,000, Board of Directors’ approval is required SALE OR MODIFICATION OF CLUB PROPERTY Sale of Club property and/or any major changes to Club facilities must receive prior approval of the Board ( Bylaws, Article XI, Section 2) . If the Board determines that the acquisition of additional real estate on behalf of the Club is in the Club’s best interest, then the Board, by vote of eight (8) of the Board members eligible to vote, may acquire such real estate so long as there is no debt financing or similar encumbrance attached thereto. In the event that any such real estate acquisition requires debt financing or similar encumbrance, prior approval of the membership eligible to vote by a two-thirds majority is required. If the Board determines that the sale of any real estate belonging to the Club is in the Club’s best interest, then the Board, by vote of eight (8) of the Board members eligible to vote, may sell such real estate provided that prior approval of two-thirds (2/3) of the membership eligible to vote has been obtained. However, this does not preclude the Board from dealing with government entities regarding easements or condemnation matters affecting the Club’s real estate interest. FUNDRAISING FOR CLUB PROJECTS The Board must approve, in advance, any fundraisers or solicitation of members for donations. UNBUDGETED EXPENSES A proposal to the Board and Board approval is required in advance for any unbudgeted non-emergency expenses over $1,000. The entire board shall be notified (3) days prior to a board meeting of any requests for unbudgeted expenditure over $5,000. TRAIL RIDE REVENUE AND EXPENSES All Men’s and Women’s Spring and Fall Trail Rides are expected to generate a profit or break even. Billings will be conducted in two stages: the first billing will be based on an estimate of costs, and a second billing will be made if actual expenses exceed the estimate of the first billing. 8 Chuck Wagon Fund: all profits received for the Men’s Fall and Spring Rides will be restricted funds, to be used for special purchases and projects, to be determined in consultation with previous Trail Ride Chairmen. The Board of Directors will be the final authority on how and when the funds will be used. Board of Directors Policies & Procedures - Section II Membership Policies and Procedures MEMBERSHIP MAXIMUM The Saddle and Sirloin membership will be capped at 160 Resident members, including both individual and family memberships. APPROVAL OF NEW MEMBERS Election to membership in the Saddle and Sirloin Club shall be in the following manner. A person, to be considered for membership, must submit an application in writing on the official form provided for that purpose. The application shall contain the name, address, business or profession, and qualifications for membership. Such application must be filed with the General Manager who will provide the application and other related documentation to the Chairman of the Membership Committee. In order for an applicant to the presented to the Board for membership consideration, applications must be accompanied by, at a minimum, two letters of recommendation from Club members in good standing (co-sponsors of the applicant) and full payment of the membership initiation fee as well as all other charges then due. The Chairman shall submit the application, along with the Membership Committee’s recommendations, to the Board for consideration after the Membership Committee has ascertained the qualifications of the proposed member. The Board may, at its discretion, take any of the following actions when an application for membership has been submitted: (a) Approve the application; (b) Deny the application; or (c) Return the application to the Membership Committee with any instructions it deems appropriate. The Board shall cause a list of the approved applicants to be posted on the bulletin board of the Club at the Club House. Thereafter, unless two (2) or more written objections are received by the Club’s business office or the Chairman of the Membership Committee from any voting members in good standing within fourteen (14) days from the date such applicant is posted, such proposal shall be deemed accepted. 9 If two (2) or more written objections are so received, the application shall then be referred back to the Board.
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