Governance

Purpose: The Audit Committee assists the Board by providing oversight for the independent audit process.

Coordination: The Committee Chair reports to the Board and coordinates with the GM.

Meetings: The Committee Chair shall be selected in accordance with the bylaws.  The committee will include at least one member with significant financial experience. The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in the bylaws and this charter. 

Quorum:  A majority of Committee members shall constitute a quorum for the transaction of business. The Committee may meet for discussion without a quorum but may not take formal action or submit policy recommendations to the Board without a quorum present. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum.

Duties:

1. Appointment, compensate, and oversee the independent auditors' work.
2. Ask questions of management and the independent auditors to evaluate the audit process.
3. Receive reports directly from the auditors (not the GM) in connection with the audit’s findings.
4. Receive and consider actions to recommend to the Board as a result of recommendations from the auditors about actions the Club should take to improve its financial reporting and management practices, as needed.

Purpose: The Communications Committee is responsible for communicating relevant information to the membership regarding activities, events and Club business.

Coordination: The Committee Chair reports to the Board and coordinates with the Board, committees, the President, and GM.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. 

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Inform members of all Club-related activities, events, member meetings, Board policy changes and club-related business during the calendar year.
2. Communicate with the membership through newsletters, emails, the Club website, and other means as appropriate.
3. Work with WLCC Office Administrator on all Club communications.
4. Coordinate with other committee chairs and Club staff as needed.
5. Contribute to the long-term planning and strategic planning processes.

Purpose: The Executive Committee shall assist and provide direction in the governance of the Club.

Coordination: The Committee reports to the Board.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in the bylaws and this charter. 

Quorum: A majority of Committee members shall constitute a quorum for the transaction of business. The Committee may meet for discussion without a quorum but may not take formal action without a quorum present. 

Duties:

1. Exercise functions of the Board between meetings or in its absence, subject to the ratification of the Board.
2. Represent the board in the evaluation of ongoing concerns or emergencies.
3. Be sensitive to the long-term needs of the club.
4. At least annually review and evaluate the General Manager’s performance and compensation.
5. Contribute to the long-range and strategic planning processes.

Purpose: The Facilities Committee is responsible for the stewardship, planning, maintenance, and enhancement of the Club’s physical assets, including buildings, grounds, equipment, and infrastructure. The Committee ensures that all facilities are safe, functional, and aligned with the long-term goals of the Club.

Coordination: The Committee Chair reports to the Board and works in close collaboration with the GM, other Club committees, and relevant professional advisors (e.g., architects, engineers, contractors).
 
Constituents:  The Committee shall be composed of individuals with relevant experience in construction, property management, engineering, or related fields. The GM serves as an ex officio member.

Meetings: The Committee will meet quarterly or more often as necessary. 

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Monitor the condition and performance of all Club facilities, including buildings, equipment, grounds, and utilities.
2. Work with the GM to identify and prioritize maintenance needs and capital improvement opportunities.
3. Assist in the preparation and updating of a multi-year capital plan for Board review and approval.
4. Oversee capital projects to ensure appropriate scope, budgeting, execution, and timelines.
5. Provide guidance and input on facilities-related expenditures and project bids.
6. Review vendor and contractor performance as requested.
7. Recommend policies that promote safety, sustainability, and quality standards in the Club’s facilities.
8. Support development of preventive maintenance schedules and long-term asset tracking.
9. Coordinate communications with the membership for significant facilities projects that may impact Club operations.
10. Review financial statements and supporting schedules. Monitor the condition and performance of all Club facilities, including buildings, equipment, grounds, and utilities.
11. Contribute facility-related insight to the Club’s strategic and long-range planning efforts.

Purpose: The Finance Committee sets the parameters of the annual operating and capital budgets for consideration by the Board, recommends fiscal policies for protecting Club assets, and monitors the Club's financial interests.
 
Coordination: The Committee is chaired by the Treasurer, who reports to the Board. and coordinates with the Board, other committees and the GM.
 
Meetings: Quarterly or more often as necessary. A majority of members of the Committee shall constitute a quorum for transacting business.
 
Quorm: A majority of Committee members shall constitute a quorum for the transaction of business. The Committee may meet for discussion without a quorum but may not take formal action or submit policy recommendations to the Board without a quorum present. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum.
 
Duties:

1. Review monthly financial statements and supporting schedules.
2. Recommend to the Board an independent audit firm at least every three years. Review, approve, and discuss independent audit results with the management team.  

• Appoint an Audit Committee in accordance with the bylaws.  
• Review the effectiveness of the audit effort, including its scope and associated fees.

3. Work with the GM to develop the operating and capital budgets for consideration by the Board.
4. Propose Board policies that will help maintain the fiscal integrity of the Club, both current and long-term, assuring that:
   1. The Club's Annual Operating Plan/Budget provides a cash flow surplus to meet planned financial benchmarks.
   2. Capital account funds are used for capital projects.
5. Ensure that fees, charges, and usage rates meet budget objectives.
6. Monitor year-end estimates to ensure they align with the budget.
7. Support the GM in controlling expenses.
8. Help the GM maintain historical data on major financial indicators.
9. Review and recommend policies on risk assessment and risk management.
10. Understand the impact of policies and procedures on the Club's legal and private status.
11. Identify issues which may need to be addressed, including project funding, dues levels, delinquent accounts, cash flow projections, and cash management.
12. Contribute to the strategic and long-term planning processes.

Purpose: The Golf & Greens Committee:

• Advises the GM on matters relating to the golf program, including rules of golf, handicap maintenance, instruction, and competition. 
• Advises the GM on matters relating to the integrity, agronomic practices, and maintenance of the golf course and adjacent grounds. 
• In conjunction with the Facilities Committee and the GM, advises on the golf facilities.

Coordination: The Committee Chair reports to the Board and coordinates with the GM and the Facilities Committee.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter.  The Committee Chair may establish subcommittees for the purposes of organizing specific activities or events.

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Understand the golf club industry, market trends, competitive environment, and core competencies.
2. Ensure that golf activities meet the Club’s quality standards.
3. In conjunction with the Facilities Committee, ensure that the golf facilities are wellmaintained, in good working order, and suitable for the golf program.
4. Recommend policies and rules.
5. Work with GM to comply with the USGA Rules of Golf and USGA Handicap System.
6. Provide member feedback about golf and pro shop operations.
7. Provide input in the development, scheduling, and execution of tournaments and special events.
8. Provide input on golf rules and regulations.
9. Advise GM on issues of player compliance with rules, handicap matters and posting of scores.
10. Ensure management has established effective strategies and tactics to achieve the priorities.
11. Assist GM in identifying critical issues and assist with alternative options when needed.
12. Make recommendations to the Board related to the Club’s mission, vision, and core values.
13. Participate in annual long-term and strategic planning:
    1. Identify strategic priorities, including new or expanded programs and services.
    2. Review major new programs and services and associated long-term capital and operational needs.
14. Assist in the development of a strategic dashboard to track performance.

Purpose: The Governance Committee shall recommend and oversee measures for effective Board and Club governance.

Coordination: The Committee Chair reports to the Board and coordinates with the Board, committees, and GM.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. 

Quorum: A majority of Committee members shall constitute a quorum for the transaction of business. The Committee may meet for discussion without a quorum but may not take formal action or submit policy recommendations to the Board without a quorum present. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum.

Duties:

1. Review bylaws at least annually. 
2. Review Club Rules & Regulations annually.
3. Oversee development and/or revisions of all committee charters.
4. Review and maintain the Board Policy Manual (BPM) at least annually.
5. Oversee annual affirmation statements for commitment, confidentiality, and conflict of interest for all committees and Board members. 
6. Maintain the Board Profile required by the BPM and provide strategic recommendations regarding the composition of the Board and its committees based on the Board Profile, in consultation with the President and GM.
7. Assist in the on-boarding of new Board Members, including annual review of the Board orientation process.
8. Oversee Board committee effectiveness.
9. Communicate to Board and committee chairs the expectations of their positions (with primary responsibility for communicating expectations of their committee members falling on the respective committee chairs).
10. Assist the President with the resolution of any conflict between Board or committee members so as to maintain a strong and effective Board and effective working Board committees.
11. Contribute to the long-term and strategic planning processes.

Purpose: The House Committee oversees food and beverage service, club house renovation, and human resources for club house personnel. The Committee:

• Ensures outstanding service and quality amenities for food and beverage.
• Ensures that the Club facilities are well maintained, attractive and functional.
• Ensures a skilled, motivated, and well-supported staff.
• Ensures the club house is renovated per the vote in 2025 on budget and on time.

Coordination: The Committee Chair reports to the Board and coordinates with the General Manager and professional staff.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter.  

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Develop systems for measuring member satisfaction with food and beverage.   Collaborate with the General Manager to address the feedback.
2. Develop systems for measuring member satisfaction with club house facilities.  Collaborate with the General Manager to address the feedback.
3. Establish schedules for structured feedback on the quality of food and beverage and facilities.
4. Provide oversight and strategic recommendations regarding the maintenance, renovation and expansion of club house facilities.
5. Oversee the décor, acquisition, maintenance, repair and replacement of furnishings, fixtures and equipment required in the operation of the club house.
6. Work with the General Manager to ensure fair and effective treatment of employees responsible for club house operations.
7. Work with the General Manager to communicate and enforce club house rules.
8. Contribute to the long-term and strategic planning processes.

Purpose: The Membership Committee is responsible for guiding the Club's membership policies and practices, managing the application process for prospective members, and advising the Board on membership-related matters.  

Coordination: The Committee Chair reports to the Board and coordinates with the Board, President, GM, and Finance Committee.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter.

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Review the Club’s membership categories periodically to ensure they meet the needs of the membership.
2. Review membership policies & practices from time to time, identifying issues and recommending changes to the Board as needed.
3. Oversee the member application process from initial application to acceptance.
4. Encourage applicant interest in joining the Club while on the wait list.
5. Work with the GM to ensure new members receive a thorough introduction and  orientation to the Club.
6. Maintain confidentiality as related to the membership areas of focus.

Contribute to the long-term planning and strategic planning process

Purpose: The Nominating Committee recommends a candidate for each director and officer whose term is expiring at the annual meeting and carries out the duties as stated in Article V of the Bylaws.

Committee Composition: The Committee Chair and other Committee members shall be appointed in accordance with Article V of the Bylaws, have been a Club member in good standing for at least five years, and represent a broad range of interests across the Club’s activities.

Coordination: The Committee Chair reports to the Board and coordinates with the Board and the GM.

Meetings: A majority of Committee members shall constitute a quorum for transacting business. The Committee may meet for discussion about procedural matters without a quorum but may not discuss perspective candidates, take formal action, or submit recommendations to the Board without a quorum present.

Amendments: Amendments to this charter require Board approval.

Duties:
1. The Committee Chair recommends prospective Nominating Committee members to the Board for approval prior to the Board's June meeting.
2. The Committee Chair works with the Club Secretary and GM to communicate the Committee member selection to the membership as soon as possible by email and by posting, in accordance with the Bylaws.
3. At the first Nominating Committee meeting, the Committee shall agree upon a meeting schedule and a systematic vetting procedure that includes written biographical information and interest statements.
4. Provide each prospective nominee the current version of the roles and responsibilities in Sections 3.2 and 3.3 of the Board Policies Manual.
5. Utilize the Board Profile approved by the Board to guide nominations.
6. Unless authorized by the prospective nominee, keep confidential the identities of the individuals under consideration for a Board position.
7. Keep confidential discussions about the pros and cons of each prospective nominee.
8. The Committee Chair coordinates with the Club Secretary and GM to communicate the Committee's nominee(s) to the membership by email and by posting in accordance with the Bylaws and at least 30 days before the annual meeting. 

Purpose: The Programs Committee enriches the community experience of all membership categories within the Club by organizing a diverse range of programs that foster meaningful connections, camaraderie, well-being, and a sense of belonging among all members. 

Coordination: The Committee Chair reports to the Board and coordinates with the GM and the Facilities Committee. The Committee Chair may establish one or more subcommittees to achieve it purposes.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. 

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Continually assess member needs and preferences to ensure program variety and relevance.  
2. Develop an annual program calendar. 
3. Collaborate with the GM to ensure smooth execution of events. 
4. Create marketing materials to promote upcoming programs to members through various communication channels. 
5. Manage budgets and track expenses. 
6. Gather feedback from members on program quality and make adjustments as needed.
7. Coordinate with the Facilities Committee to ensure that Grandmother’s House is wellmaintained, in good working order, and suitable for its purposes.
8. Coordinate with the GM to ensure that Grandmother’s House programming meets high quality and safety standards.
9. Contribute to the long-term and strategic planning processes.

Purpose: To promote an active, healthy lifestyle for members of all abilities through engagement with tennis, pickleball and fitness (TPF) and to maximize member participation, satisfaction, and optimal use of TPF facilities.

Coordination: The Committee Chair reports to the Board and coordinates with the GM and professional staff, and the Facilities Committee.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. 

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Assess whether the interests of the membership are addressed with the appropriate sports offerings.
2. Contribute to the Club’s review of membership rules.
3. Communicate TPF rules to the membership consistent with Club communications policies established by the Board.
4. Advocate to fellow members the Club’s sports programming and speak enthusiastically about the Club and its sports offerings.
5. Provide advice to the GM and staff about how best to address member concerns about the sports offerings.
6. In conjunction with the Facilities Committee, ensure that the sports facilities are well-maintained, in good working order, and suitable for the sports programs.
7. Contribute to the long-term and strategic plans.

Purpose: The Social Committee enriches the community experience of all membership categories within the Club by organizing a diverse range of events that foster meaningful connections, camaraderie, well-being, and a sense of belonging among all members. 

Coordination: The Committee Chair reports to the Board and coordinates with the GM.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. The Committee Chair may establish subcommittees for the purpose of organizing specific activities or events.

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by th Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing,a majority of Committee members shall constitute a quorum.

Duties:

1. Develop an annual program calendar with a mix of events including social gatherings, themed parties and educational seminars. 
2. Collaborate with the GM and staff to ensure smooth execution of events. 
3. Secure vendors and manage contracts for event services like entertainment and rentals. 
4. Create marketing materials to promote upcoming events to members through various communication channels. 
5. Manage event budgets and track expenses. 
6. Gather feedback from members on event success and make adjustments as needed.
7. Contribute to the long-term and strategic planning processes.

Purpose: The Strategic and Long-Term Planning Committee assists the Board with its responsibilities for the Club’s mission, vision and strategic planning process and in developing long-term strategic plans and long-term capital needs.

Coordination: The Committee Chair reports to the Board and coordinates with the GM.

Meetings: The Committee will meet from time to time as necessary to carry out its responsibilities as outlined in this charter. The Committee Chair may establish subcommittees to achieve the Committee’s purposes.

Quorum: The Committee may transact business without a quorum, provided that a quorum is required to make recommendations to the Board that involve policy changes or that have material financial impact. Recommendations to the Board by the Committee may be approved by unanimous consent of the members of the Committee by email if ratified at the next Committee meeting at which there is a quorum. For purposes of the foregoing, a majority of Committee members shall constitute a quorum.

Duties:

1. Make recommendations to the Board related to the Club’s mission, vision, strategic priorities, and new or expanded programs and services.
2. Understand the Club industry, market trends, competitive environment, and core competencies.
3. Annually review the strategic plan and recommend updates as needed on an annual basis.
4. Ensure management has established effective strategies and tactics to achieve the priorities.
5. Assist management to identify critical issues and assist with alternative options when needed.
6. Annually update the Long-Term (3-5 year) Plan for major capital additions for Board approval.
7. Review major new programs and services and associated long-term capital and operational needs.
8. Assist in the development of a strategic dashboard to track performance.