Cherokee Governance Manual 2016-2017

Cherokee Country Club
2016-2017 Governance Packet

CHEROKEE COUNTRY CLUB 2016-17 GOVERNANCE MANUAL

2016-2017 BOARD OF DIRECTORS

The government of the Club shall be vested in the Board of Directors. Consistent with the provisions of
the Charter and By-Laws, the Board shall have the control and direction of the Club property; the power
to make and amend house rules and other rules; to enter into contracts; to establish the dues, initiation
fees, reinstatement fees, fines, other fees, and assessments, and to take such other actions not
inconsistent with the Charter and By-Laws as are deemed necessary for the welfare of the Club;
however, any major assessment for any purpose shall be approved by the Resident Members at a
Resident Membership Meeting. In the discretion of the President, members of the Board may be
assigned to serve as Board liaisons to the Club Standing Committees.

King Purnell, President Roll-off dates
Howard Vogel, Vice President Aug 2018
Michael Craig, Treasurer Aug 2018
Mark Williams, Secretary Aug 2017
Jerry Bodie, Immediate Past President Aug 2019
Dr. Steve Morris, Senior Member Aug 2017
Gina Burch, Junior Member Aug 2017
Michael Connor Aug 2017
William Roach Aug 2017
Alan White Aug 2017
Cathy Ackermann Aug 2018
Mitch Steenrod Aug 2019
Shawn Wilkes, Primary Staff Liaison Aug 2019
Tracey Prince, Staff

BOARD of DIRECTORS, 2016-2017 Goals & Objectives:
1. Review the Membership Survey and assist in the development of an Action Plan that addresses

areas of high importance and low performance in each department.
2. Review Membership Survey data and determine future prioritization of Capital Improvements

for the Club.
3. Develop a timeline for significant Board considerations over the next two years including:

a) Development of a Club Master Plan
b) Funding options and tentative timeline for future improvements
c) Communication and bring to a vote to membership for possible changes to dues

structure (capital fees) subsequent retirement of debt
4. Continue focus on strategic thinking while minimizing involvement in daily operations

BOARD 2016-2017-2016 MEETING SCHEDULE
All meetings are on Tuesdays and begin at 4:30 p.m.

September 20, October 18, November 15, December 20, January 17, February 21. March 21,
April 18, May 16, June 20, July 18, August 15

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CHEROKEE COUNTRY CLUB 2016-17 GOVERNANCE MANUAL

EXECUTIVE COMMITTEE

The Executive Committee shall be comprised of the President, Vice President, Immediate Past
President, Secretary, and Treasurer. It shall have the authority to act on behalf of the Board where
issues arise that are of such a nature that they must be acted upon between Board Meetings and
with a full report to the Board at the next regularly scheduled Board Meeting.

King Purnell, President
Howard Vogel, Vice President
Michael Craig, Treasurer
Mark Williams, Secretary
Jerry Bodie, Past President
Shawn Wilkes, - Primary Staff Liaison

EXECUTIVE COMMITTEE MEETING SCHEDULE:
All meetings are on Tuesday and begin at 4:00 p.m.

September 20, October 18, November 15, December 20, January 17, February 21. March 21,
April 18, May 16, June 20, July 18, August 15

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CHEROKEE COUNTRY CLUB 2016-17 GOVERNANCE MANUAL

FINANCE COMMITTEE

The Finance Committee shall be chaired by the Treasurer and shall further consist of the President,
the Vice President, and such other Resident Members as may be recommended by the Treasurer,
subject to approval of the Board. It shall supervise the financial affairs of the Club at all times,
shall render advice to the Board on the Club’s financial and fiscal matters, and shall make
recommendations for the improvement of the financial condition of the Club

Michael Craig, Chair
Mark Williams
Jerry Bodie
King Purnell
Howard Vogel
Tracey Prince, Primary Staff Liaison
Shawn Wilkes, Staff

FINANCE COMMITTEE, 2016-2017 Goals & Objectives:
1) Work towards phasing out Initiation Fees from the Operating Budget and moving
into the Capital Budget. The phase-out will start effective 2017-2018 budget cycle
and be completed over a 3-5-year time period.
2) Provide Board with a recommended policy for repayment of Certificates for Sale
including funding mechanism, prioritization, and other considerations including
forfeiture of certificate for outstanding balances.
3) Provide recommendation to Board for dues structure upon retirement of debt
including consideration for:
a) Future Capital Improvements
b) Elimination of Initiation Fees from Operating Budget
c) Desire to build cash reserves
d) Potential increase to yearly capital fees
4) Formalize the budget process for the Club and develop timeline of completion for
each step in the process.

FINANCE 2016-2017 MEETING SCHEDULE
September 20, October 18, November 15, December 20, January 17, February 21. March 21,
April 18, May 16, June 20, July 18, August 15

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CHEROKEE COUNTRY CLUB 2016-17 GOVERNANCE MANUAL

GOLF COMMITTEE

The Golf Committee with the approval of the Board shall direct the Club tournaments; shall
maintain supervision over handicaps; shall sponsor special golf awards programs; shall promote
golfing and golf events; shall interpret official Rules of Golf and the Rules of Etiquette of the
United States Golf Association; shall prepare and implement local rules; shall implement golf
courtesy and etiquette; shall be responsible for enforcing all rules and regulations necessary for
the proper use and protection of the golf course; and for recommending solutions to problems
pertaining to golf and golf play except those assigned by the By-Laws to the Green Committee.
This Committee shall be responsible for identifying and recommending a charitable benefit and
other outside tournaments or competitions to the Board for recommendation and approval, if
appropriate. The Committee shall, in coordination with the General Manager and the Board,
evaluate the performance and duties of the Golf Professional.

Alan White, Chair
Ryan Greer
John Langley
Bryan Mayo
Spike McCamy
Sherri Murphy
Randy Overbey
Carson Purnell
Chip McDowell
Don Jones - Primary Staff Liaison

GOLF COMMITTEE, 2016-2017 Goals & Objectives:
1) Develop a Men’s Program for an afternoon “Businessman’s Evening Special” geared
towards High (and no) handicap golfers to increase utilization of course.
2) Expand Junior Golf Program to include 2 PGA Junior League teams.
3) Facilitate transition of Introductory League golfers into 9 holers, 9 holers into 18 holers
and introduce more ladies to the introductory league.
4) Assist in the recruitment of outside Monday Golf Outings brining in 2 additional
tournaments for the 2017-2018 Fiscal Year.
5) Explore possibilities of hosting significant future TGA events including State Am, Mid-
Am and Four-Ball Championships.
6) Study feasibility and structure of a Member Discount Program that would allow for a
single fee for unlimited carts, Club-storage, guest fees and other considerations.

GOLF 2016-2017 MEETING SCHEDULE
All meetings are on Tuesday at begin at 5:30 p.m.

September 6, October 4, November 1, December 6, January 3, February 7, March 7. April 4
May 2, June 6, August 1

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GREEN COMMITTEE

The Green Committee with the approval of the Board shall provide advice and counsel to the Golf
Course Superintendent regarding maintenance of the Golf Course grounds, shall ensure the Golf
Course is maintained in accordance with standards approved by the Board, shall assist the Golf
Course Superintendent in development of the annual operating and capital budgets, shall
coordinate with the Golf Committee and the General Manager to ensure policies adopted to protect
the Golf Course are implemented, shall review and approve any projects planned by the Golf
Course Superintendent that involve the planting or removal of trees, the changing of contours or
size of tees, greens, or bunkers, shall review and approve construction or removal of any permanent
features such as cart paths, curbs, steps, or other structures, shall perform any other responsibilities
delegated to it by the Board, and, in conjunction with the Club’s General Manager and the Board,
shall evaluate the performance and duties of the Golf Course Superintendent. The Green
Committee will bring its recommendations for budget, policy change and alteration of the physical
condition of the course and related grounds and improvements to the Board for approval.

William Roach, Chair
Jerry Askew
Dylan Bailey
Debbie Diddle
Zach Gosselin
Sherri Murphy
Jimmy Smith
Tom Smith
Jason Sanderson - Primary Staff Liaison

GREEN COMMITTEE, 2016-2017 Goals & Objectives:
1) Study need for and selection of Fairway Aerifier.
2) Provide recommendations for maintenance standards for all “Tall Grass” areas.
3) Recommend and budget for South Slope maintenance plan including the removal of
trees and long-term solutions for controlling growth.
4) Provide recommendation timeline and costs for bunker replacement.

GREEN 2016-2017 MEETING SCHEDULE
All meetings will begin at 5:00 p.m. in the Board Room

September 14, November 9, February 15, April 12, June 14, August 16

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MEMBERSHIP COMMITTEE

The Membership Committee shall be responsible for identifying new prospects for Club
membership, assisting current Members in proposing new Members, advising the Board with
regard to membership-related issues, and shall, in conjunction with the General Manager and the
Board, evaluate the performance and duties of the Membership Director.

Mitch Steenrod, Chair
Cathy Ackerman
Jerry Askew
Mitzi Bodie
Kathy Boyd
Hugh Bright
Deedee Brownlee
Joan Cronan
John Diddle
Vicky Fulmer
Ed Mobley
Steve Morris
Bob Page
Taylor Wortham
Dan Wilbanks
Elizabeth Karrow, Primary Staff Liaison

MEMBERSHIP COMMITTEE, 2016-2017 Goals & Objectives:
1) Assist with recruitment of new members and provide recommendations to facilitate
growth; increasing overall membership from prior year.
2) Study non-member use of the Club’s facilities and programming, including but not
limited to grandchildren. Provide a recommendation to the Board for amendments, if
any, to existing policies surrounding guest use with a focus on consistency throughout
all departments.
3) Provide recommendations for use of “Membership Video” including Social Media
opportunities within 501c(7) allowances.
4) Assist with implementation and development of Ambassador Sub-Committee. Review
new member Onboarding process.
5) Review Provisional use allowances for new members during application processing.

MEMBERSHIP COMMITTEE 2016-2017 MEETING SCHEDULE
All Meetings will begin at 12 noon.

September 30, October 11, November 3, January 10, February 7, March 7, April 11, May 9, June 7,
August 8

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HOUSE COMMITTEE

The House and Grounds Committee with the approval of the Board, shall supervise and direct the
development, beautification, improvement, maintenance, use, and operation of the Clubhouse, the
Pool and all other Club structures, grounds, and facilities not under the supervision of the Green
Committee and the Fitness Committee.

Jerry Bodie, Chair
Susan Bacon
Larry Bodie
David Collins
David Hutchins
Bart Jenkins
Jeanie Johnson
Davis Overton
Sandy Martin
Chris Almond - Primary Staff Liaison
Ron Buchanan

HOUSE COMMITTEE, 2016-2017 Goals & Objectives:
1. Assist with development of 2017-2018 Capital Budget and updating of 5-year Capital Plan
2. Determine value of Facility Audit, select firm and include in budget for following fiscal year if

desired in order to determine replacement schedule for all Club Assets and appropriate yearly
capital replacement budget.
3. Provide recommendations for South Side Club landscaping. Include any significant changes in
budget and facilitate feasible and non-budget impacting changes in current fiscal year.
4. Interview and select new interior design firm for the Club.
5. Assist with development of Semi-Annual property inspection checklist.

HOUSE COMMITTEE 2016-2017 MEETING SCHEDULE
Meetings will begin at 12 noon.
October 6, January 12, April 13 and August 10

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TENNIS COMMITTEE

The Tennis Committee with the approval of the Board shall provide advice and counsel to the
Tennis Professional concerning programs, events, court and facility maintenance; it shall assist the
Tennis Professional in development of the annual operating and capital budgets and in making
recommendations to the Board concerning rules of operation for the tennis program. The Tennis
Committee shall perform any other responsibilities delegated to it by the Board and shall, in
conjunction with the Club’s General Manager and the Board, evaluate the performance and duties
of the Tennis Professional.

Al Williams, Chair
Carol Ayers
Jen Bookstaff
Gina Burch
John Chesworth
Laura DaPonte
Rene Sprouse
Jackson Vaughn
Doug Yoakley
Neal Stapp - Primary Staff Liaison

TENNIS COMMITTEE, 2016-2017 Goals & Objectives:

1) Assist with introduction of Tennis Program to all new members since 2015.

2) Examine desire for and costs associated with possible addition of Pickle Ball courts.

3) Addition of Mixed Couples Events for the current year.

TENNIS COMMITTEE 2016-2017 MEETING SCHEDULE
Meetings will begin at 12 noon in a Private Dining room

November 15, March 7, July 18

.

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CHEROKEE COUNTRY CLUB 2016-17 GOVERNANCE MANUAL

DINING AND SOCIAL COMMITTEE

The Dining and Social Committee shall, in consultation with the General Manager, Executive
Chef, Banquet Manager, and the Food and Beverage Managers, as these positions may exist,
monitor dining and social functions and shall monitor food quality, food service, menu items, and
pricing. The Committee shall monitor Membership utilization of the dining facilities and monitor
Membership satisfaction. The Committee shall make recommendations to the Board to carry out
the above responsibilities and shall make recommendations for initiatives to increase Membership
utilization of dining services and with regard to event planning and pricing. The Committee shall
work in coordination with the Club management to plan social events and will arrange speakers
for Membership enrichment

Michael Connor, Chair
Ann Bodie
Mitzi Bodie
Debbie Diddle
Kirk Huddleston
Julia Huster
Betsy Johnson
Meredith Kuester
Geri Muse
Brian Welch
David Pinckney, Primary Staff Liaison
Chris Almond, Staff
Sharon Bivens, Staff

DINING AND SOCIAL COMMITTEE, 2016-2017 Goals & Objectives:

1) Study Social Calendar and assist in recommendations for number and type of desired

events, including appeal to various age groups.

2) Serve as ambassador for increasing participation in all Club Functions.

3) Study policies and procedures related to banquet dining, including options to reduce

negative impact to A’ la Carte diners and compare costs and fees to other Clubs. Provide

recommendation to the Board.

DINING AND SOCIAL COMMITTEE 2016-2017 MEETING SCHEDULE
Meetings will be held on Tuesdays at 1:00 p.m. in a Private Dining room.
September 13, November 8, January 10, March 14, May 9, July 11

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FITNESS COMMITTEE

The Fitness Committee with the approval of the Board shall provide oversight of the Fitness Center
and the fitness programs and activities of the Club. It shall make recommendations concerning the
purchase and maintenance of fitness equipment and for needs of the facility premises, programs
and activities. It shall make recommendations to the General Manager and the Board regarding
staffing requirements, the utilization of staff, Fitness Center rules, and the development and
promotion of fitness related services.

Debbie Diddle, Chair
Pam Mobley, Former Chair
Ann Bodie
Candy Brownlow
Kirby Ellis
Jill Hanggi
Christy Overton
Jerry Punch
Caroline Spencer
Mark Williams
Sharon Bivens - Primary Staff Liaison
Jackie Ansley, Staff
Brian Rodriguez, Staff

FITNESS COMMITTEE, 2016-2017 Goals & Objectives:
1) Study and provide recommendation for leasing versus buying equipment. Supply three
bids for purchase and three bids for leasing with various length terms. Study 5 year
Capital Plan for equipment replacement.
2) Work with Club management and the Board to find a location in the Club where PTI
could have classes for members, such as Zumba, Yoga, Pilates, Barre, etc. Trying to use
the small room off the main workout room is really not big enough, and closing it for a
special activity interferes with the flow of individual and group workouts.
3) After execution of our first Health and Fitness Fair on Sept. 29th, we would like to
evaluate that and the Tomahawk Run in the Spring to determine if these are activities
that should be repeated, tweaked, re-designed or abandoned.
4) Create an “Outdoor Boot Camp” similar to the one that previously operated on the golf
course early in the morning as well as in the evening.
5) Look for ways to coordinate more with tennis and golf, in helping to create workouts to
focus to enhance the golf and tennis such as stretching, flexibility and strengthening
programs specific to each sport.
6) Study the guest policy for the fitness including monitoring and billing process.

FITNESS 2016-2017 MEETING SCHEDULE
All meetings will begin at 5:00 p.m. in a private Dining Room.

September 21, November 8, January 10, March 7, May 9

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STRATEGIC AND LONG RANGE PLANNING COMMITTEE

The Strategic and Long Range Planning Committee shall assist the Board in the development and
monitoring of long range and strategic planning for the Club.

Jerry Bodie, Chair
Gina Burch
King Purnell
Howard Vogel
Taylor Wortham
Shawn Wilkes, Primary Staff Liaison
Elizabeth Karrow, Staff

SLRPC COMMITTEE 2016-2017 MEETING SCHEDULE
As needed

SWIM TEAM COMMITTEE

The Swim Team Committee with the approval of the Board shall be responsible for oversight of
the Swim Team and responsible for preparation for and participation in organized competitive
events, and, in conjunction with the General Manager and the Board, evaluate the performance of
the Swim Coach.

Swim Team Chair
Previous Team Chair
Assistant Team Chair
Alisha Berger, Primary Staff Liaison
Chelsea Buchanan, Staff

SWIM TEAM COMMITTEE, 2016-2017 Goals & Objectives:
1) Select Swim Team Coach with goal of finding a “Long-Term” fit for the Club
2) Establish Timeline and assign responsibilities for all Swim Team duties
3) Establish make up of Committee, committee terms, and responsibilities of positions to assist

with burden to parents
4) Study funding and costs for Club supplying timers / volunteers for all meets and provide

recommendation to the Board.

SWIM TEAM COMMITTEE 2016-2017 MEETING SCHEDULE
January 27, February 24, March 24, April 21, May 19

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JUNIOR ADVISORY COMMITTEE

Junior Advisory Committee shall assist the other committees and the management of the Club in
the efforts to promote activities and programs of interest to the younger members.

Gina Burch, Chair
Stephanie Daniel
Peyton Drysdale
Katherine Fielden
Sarvee Grossmen
Andrew Huck
Doug Webster
Sharon Bivens, Primary Staff Liaison
Chelsea Buchanan, Staff

JUNIOR ADVISORY COMMITTEE, 2016-2017 Goals & Objectives:
1) Study age limit restrictions as it relates to the Little Indian Center use.
2) Assist with providing recommendation for and attendance to Club Functions geared
towards Juniors and Families
3) Provide recommendations to staff for development of Little Indian Special Occasions
options to include Pool Parties and Bowling Outings.
4) Assist Membership Committee with development of and participation in Ambassador
Committee roles in recruiting and welcoming new members.

JUNIOR ADVISORY 2016-2017 MEETING SCHEDULE
Meetings are on Wednesdays at 12:00 p.m. in the Pub.

October 5, January 4, April 5, July 5

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SENIOR ADVISORY COMMITTEE

Senior Advisory Committee shall assist the other committees and the management of the Club in
the efforts to promote activities and programs of interest to the older members.

Dr. Steve Morris, Chair
John Hoskins
Charlie Johnston
Brenda Madigan
Anne Walters
Sharon Bivens, Primary Staff Liaison

SENIOR ADVISORY COMMITTEE, 2016-2017 Goals & Objectives:
1) Study use and spending patterns of Senior Members (as defined by the committee) and
provide recommendations for future Club Functions and programming directed towards
Senior Members. Discuss opportunities to increase utilization in various areas with a focus
on Senior Member Retention.
2) Study age requirements for Senior and Heritage members and the benefits and costs
associated with any changes to the structure.
3) Provide recommendation to the Membership Committee for possible reduction in initiation
fees for new Senior Members.

SENIOR ADVISORY 2016-2017 MEETING SCHEDULE
Meeting times 5:00 p.m.

October 6, November 3, April 6, July 6

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BOWLING COMMITTEE

The Bowling Committee with the approval of the Board shall be responsible for and exercise
oversight of the bowling alley and shall conduct all bowling activities relating thereto.

Virginia Tyler
Chris Almond, Primary Staff Liaison

BOWLING COMMITTEE 2016-2017 MEETING SCHEDULE
As needed

NOMINATING COMMITTEE

The President, with the advice and consent of the Board, shall appoint the Nominating Committee,
consisting of the current President and the four most recent past Presidents willing and able to
serve and maintaining Resident Member status. If the four most recent past Presidents do not
maintain Resident Member status, the President shall, with the advice and consent of the Board,
appoint the remaining positions from current or past Board Members who maintain Resident
Member status. At least ninety (90) days prior to the Annual Resident Membership Meeting, the
Resident Members will be notified that the Nominating Committee is beginning its work. At least
sixty (60) days prior to the Annual Resident Membership Meeting, the Secretary shall post in the
Clubhouse and the Resident Members shall be notified by mail of the nominations of the
Committee. Other nominations may be received; however, they shall be submitted in writing to
the Board by not less than ten Resident Members of the Club and posted in the Clubhouse not less
than forty (40) days prior to the Annual Resident Membership Meeting.

The Nominating Committee shall be charged with the additional responsibility of establishing and
conducting a program of orientation of persons elected as Directors who have not had prior service
on the Board.

King Purnell, Chair
Jerry L. Bodie
Dr. Edward C. Mobley
David N. Wedekind
Lew E. Weems

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ROLES and RESPONSIBILITIES
*Primary Staff Liaison is responsible for developing agendas for meetings as well as taking
minutes. Both meeting agendas and minutes should be approved by the Committee Chair.

Area/Department Board GM Department Heads Committees
Long term & strategic Develops in Provides input Provide input Provide input
goals conjunction with
mission and Establishes and Receives direction Provide input
Short term goals vision statements executes Manages department No role
Day-to-day operations and core values Makes all management
Monitors decisions

No role

Budget Approves Recommends budget to Prepares with GM Make
Capital purchases Board Prepares requests recommendations
Decisions on building Approves Recommends budget to Provide input at Make
renovation and Board committee level recommendations
expansions Makes decisions Provides input; If Make
Supply purchase that are based on authorized, signs and Purchase according to recommendations
mission and executes contracts policy and budget
Emergency repairs vision statements Communicates need No role
Sets Reviews and approves to GM
Fees policy/approves No role
Hiring staff budget Notify Executive Provide input
Works with GM Committee for Interviews direct May recommend
Staff deployment and and acts with immediate approval reports No role
assignment concurrence and notifies Board Follows Club policy
Personnel Policies from Chair Develops fee schedule Follows Club policy No role
Staff salaries Adopts policy with Board input Makes No role
Approve all hiring recommendation to No role
Staff evaluations Work with GM GM
for key staff Establishes and Evaluates all direct No role
Membership growth & listed in bylaws executes reports
marketing No role Recommends/administ Provide input
ers Make
Adopts policy Approves salaries and recommendations and
recommendations from carries out strategy
Allocated line supervisory staff
item for budget Evaluates all
department managers
Evaluates ONLY and may seek Board
the GM input
Works with Board to
Works with GM develop strategy and
to develop implements
strategy
Approve
members

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IDEA PRESENTATION FORM

Recommended by: ______________________________ Date: ________________________

Description of idea: ____________________________________________________________________________________

____________________________________________________________________________________

Purpose: ____________________________________________________________________________________

Answer all applicable questions: Any revenues generated?
Percentage of the membership affected?

__________________________________________________ ______________________________

Expenses incurred? ____________________________________________________________________________________

Equipment required? ____________________________________________________________________________________

Extra staff time required?

____________________________________________________________________________________

Are present systems in place to ensure effective implementation?

____________________________________________________________________________________

Recommended implementation date?

____________________________________________________________________________________

Discussion Recommendation
Committee: ____________________________________________________________________________________

Discussion Recommendation

Management: ____________________________________________________________________________________

Board (when required): Discussion Recommendation

____________________________________________________________________________________

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