Roles of Golf NL Standing Committee

Policy No. PO-01-22
Effective Date: 01-17-2022
Last Revised: N/A
Policy Owner: Board of Directors Golf Newfoundland and Labrador

1. Reason for Policy

To define and illustrate the role of Golf NL Standing Committee, its members, and procedures. 

2. Policy Statement

This policy will elaborate on the following concepts regarding the Golf NL Standing Committee:

  •     A. Purpose
  •     B. Membership
  •     C. Secretary
  •     D. Quorum
  •     E. Frequency of Meetings 
  •     F. Notice of Meetings
  •     G. Minutes of Meetings 
  •     H. Duties
  •     I. Reporting Responsibilities Restricted 
  •     J. Other Matters

3. Scope

This policy applies to the Golf NL Standing Committee and its members.

4. Definitions 

CommitteeStanding Committee
SecretaryThe appointed Secretary
RulesRobert Rules of Order
BoardGolf NL Board of Directors
MembersThe members of the Standing Committee who have been appointed

5. Procedures

  • The Committee does not direct day-to-day operations but rather deals with policy, governance and functions from a strategic level.
  • The Committee works with and supports the Executive Director in the fulfillment of the strategic objectives set forth for that committee.
  • The Committee does not have the authority to make decisions, but they may approve or comment on plans or proposed standards and procedures sent to the committee from the Board for review.
  • The committee cannot procure and dispense funds without the approval of the Board.
  • Members shall be identified by the Executive Director and Committee Chairperson.
  • Potential members will be interviewed and provided with an outline of the role and responsibilities prior to appointment.
  • The Committee shall be made up of a maximum 6 members. There will be one Board member, three independent members the President and Executive Director.
  • The Chair of the Committee will be the Board member.
  • Only members of the Committee have the right to attend committee meetings. However, other individuals may be invited to attend for all or part of the meeting, as and when appropriate.
  • Appointments to the Committee are made by the Executive Director in consultation with the Committee Chairperson.
  • Chairperson shall be for a period of two years.
  • General Members will hold a position for two-year terms with further extensions as appointed by the Executive Director and chairperson.
  • The Board shall appoint the Chair of the Committee. However, in the absence of the Chair the remaining members present shall elect one of themselves to chair the meeting.
  • The Chair or members of the Committee shall identify and remove themselves from and discussion and/or recommendation in matters that may present a conflict of interest.
  • The Committee shall appoint a Secretary to act as the Secretary of the Committee.
  • The quorum necessary for the transaction of business shall be three Members.
  • The only business that may be transacted by an inquorate meeting is to arrange a time and date for the next meeting.
  • The Committee shall meet a minimum of four times per year at an appropriate time and otherwise as required. The year shall run in line with the financial year of the Board. 
  • Meetings of the Committee shall be called by the Executive Director in consultation with the Chairperson. A meeting may be held at the request of the Board, if they consider it necessary.
  • Unless otherwise agreed, notice of each meeting confirming the venue, time and date together with an agenda of items to be discussed, shall be forwarded to each Member and any other person required to attend, no later than the week before the date of the meeting. Supporting papers shall be sent to Members and to other attendees as appropriate, at the same time.
  • The Secretary of the Committee shall minute the proceedings and resolutions of all meetings of the Committee, including recording the names of those present, in attendance, and who have sent apologies. The Secretary of the Committee shall ascertain at the beginning of each meeting the existence of any conflicts/declarations of interest and minute them accordingly. 
  • Minutes of Committee meetings shall be reviewed by the Executive Director and Chairperson prior to circulating to the Board.
  • Minutes of Committee meetings shall be provided for information to the Board with any recommendations.
  • The Committee shall uphold the Board’s Vision and Values in everything it does. 
  • The Committee shall promote Value for Money considerations in all its deliberations, decision-making and recommendations. 
  • The Committee shall periodically review all areas of operational and housing management for which it is responsible, as outlined in section 2. 
  • The Committee shall approve, monitor and review those policies, plans, systems and procedures which relate to their area of responsibility. It will make recommendations to Board where Board final approval is required, for example in the case of policies and financial matters.
  • The Committee shall monitor the effective and efficient provision of high-quality services to those people. It will make recommendations to Board as required. 
  • The Committee shall monitor and review the maintenance to ensure that the service is effective and efficient. It will make recommendations to Board as required. 
  • The Committee shall advise the Board on relevant policies. 
  • The Committee shall monitor key performance indicators and other relevant matters. 
  • The Committee shall consider the results of relevant audits.
  • The Committee Chair or in their absence the Executive Director, shall report formally to the Board on its proceedings at each regular meeting of the Board on all matters within its duties and responsibilities. 
  • The Committee shall make whatever recommendations to the Board it deems appropriate on any area within its remit where action or improvement is needed.
  • The Committee shall work under the direction of the Executive Director.
  • The Executive Director and in his/her absence, the President are the spokespersons for the organization. Unless so directed, Committee members are not to engage member clubs in questions or other activities related to the organization.
  • The Board has the right to reconstitute the Committee if it feels the Committee is not adhering to its role and responsibilities as outlined in the attached Appendix.  
  • At least once a year, review its own performance, the skills of its membership and its terms of reference to ensure it is operating at maximum effectiveness and recommend any changes it considers necessary to the Board for approval.

6. Policy History

Revision DateAuthorDescription
01-17-2022Board of Directors of Golf Newfoundland LabradorRevised