Welcome to the Club Board Professionals Best Practices Audit Survey.

During our many years serving on Club, HOA and other Boards, listening to peers, and working closely with GM’s and consultants, we’ve developed a list of matters that we believe are most important to the effective management and governance of member-owned clubs.  These are our Best Practices.  The survey has been developed with the assistance of a peer group of General Managers in the greater Boston area and we a very grateful for their assistance.

The questions are worded in such a way as a “yes” response generally indicates compliance with Best Practices.  Conversely, a “no” response generally highlights an opportunity for improvement.

We appreciate your taking the survey and hope that it benefits you in managing or governing your Club.  

We will analyze the responses from all Clubs to determine the practices most often overlooked and distribute our findings to all respondents.  Your information will be held in confidence.  Our report will be a composite of all responses without identifying individual Clubs.

There is a comment section at the end of the survey.  Please use the space to let us know if you found the survey helpful and offer any suggestions for improvement.

For more information on Club Board Professionals, please visit us at www.cbpros.com.

Best regards,

Dave Duval and Joe Abely

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1. What is the name of your Club, your name and your title?

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2. What is your email address?

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3. What is today's date?

Date

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4. Board & Governance Matters

Regarding Strategic Planning:

  Yes  No Not Sure
Do you have a written strategic plan?
Is it understood and embraced by the Board?
Has it been updated in the last 5 years?
Is the membership supportive of the plan?
Does it include a long term financial plan?

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5. Does the club periodically review its by-laws and other governing documents?

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6. Does the club have an effective Nominating process for:

  Yes No Not Sure
Board Members
Officers

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7. Are there term limits for:

  Yes No Not Sure
Board Members
Officers

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8. Is there appropriate Succession Planning for:

  Yes No Not Sure
Board Members
Officers
Committee Chairs
Management

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9. Is the Board representative of the demographics/constituencies of the Club?

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10. Is there an effective orientation and training program for new Board members?

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11. Does the Club have a Policy Manual for Board Members?

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12. Does the Board have an annual offsite retreat?

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13. Does the Board set an annual agenda?

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14. Does the Board limit its focus to Policy, Planning and Problems and leave day-to-day operations to the management team?

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15. Regarding Board Meetings:

  Yes  No  Not Sure
Are they held monthly? 
Are they well-attended by Board members?
Are meeting materials distributed sufficiently in advance for adequate preparation?
Does the Club have an Executive Committee?
Does the Executive Committee have regularly scheduled meetings?
Does the Executive Committee report to the Board on any action taken between Meetings?

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16. Is there a catalog of historical non-routine Board Actions?

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17. Is Communication between the Board and Management clear?

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18. Regarding Committees:

  Yes  No  Not Sure
Is there is a periodic assessment of need?
Does each Board member have at least one committee assignment?
Are all committees chaired by Board members?
Is the purpose of each committee clear?
Is there an annual charge to each committee?
Do Committees report regularly to the Board?

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19. Does the Board evaluate and review the performance of the General Manager annually?

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20. Does the Executive Committee or Board approve discretionary bonuses to senior level employees?

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21. Does the Club have the following:

  Yes No Not Sure
Board of Directors Policy Manual?
Organizational Chart?
Conflict of Interest Policy?
D&O Coverage?

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22. Membership Engagement

  Yes  No Not Sure
Does the Club have an effective new member orientation program?
Does the Club conduct an independent membership survey periodically?
Does the Club have an effective membership development plan?
Do the President and GM periodically meet with members (in addition to the Annual Meeting)?
Does the President regularly update the membership on Board initiatives and actions?
Does the Club have a plan to effectively engage the membership in activities (as evidenced through participation)?
Does the Club actively seek to understand each member resignation and analyze results for trends?

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23. Finance & Controls

Reporting:

  Yes  No Not Sure
Does the monthly financial package include results compared to budget and prior year, with a projection for the full fiscal year?
Does the Club benchmark and analyze its performance against other clubs?
Does the Club test its compliance with debt covenants regularly?
Does the Club have an accounting and internal controls procedure manual?
Does the Club maintain a long term financial plan for all funds?
Does the Club maintain a long term carryforward schedule of historical financial results, key statistics and important values?
Does the club use KPI's, dashboards, key variance summaries and other early indicator reports to monitor performance?
Does the Club have a written investment policy?

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24. Annual Budget:

  Yes  No  Not Sure
Does the Club prepare an annual budget?
Is the annual budget prepared in the context of a long term, fully funded financial plan?
Does the budget process include preparing pro forma loan covenant calculations?
Is the budget process effective and efficient?
Is the annual budget approved by the Board?

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25. Capital Expenditures:

  Yes  No Not Sure
Does the long term plan reflect expected capital spending for the next 5-10 years?
Is the plan funded?
Has the Club conducted a professional Reserves Study of its Capital Assets covering a 15-20 year outlook in the last 5 years?
Is the Club current on capital replacement spending (avoiding deferred spending)?
Does the Club carefully segregate capital funds from operating accounts?
Does the Club have a Facilities Master Plan?

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26. Human Resources

  Yes  No  Not Sure
Does the Club have a policy on performing background checks on employees?
Does the Club have an Employee Handbook that's been recently reviewed by appropriate counsel?
Are employees required to sign and date an acknowledgment form indicating that they received the Employee Handbook?
Does the Club train its Managers in Employment Practices?
Does the Club have an effective onboarding/orientation/training process for all employees?
Do your risk management processes confirm ACA and Wage & Hour compliance?
Does the Club periodically review and benchmark its compensation and benefit plans?

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27. Other

  Yes  No  Not Sure
Does the Club have a disaster recovery plan?
Does the Club have a record retention and destruction policy?
Does the Club have a Whistleblower Policy?
Does the Club use professionals to assess cybersecurity risks?
Does the Club have risks and insurance coverages professionally reviewed regularly?
Do provisions of the Club's governing documents and D&O coverage adequately protect Board members from personal liability? (Note: supplemental personal policies to cover volunteer NFP Board exposures is often advisable.)
Is the Club compliant with a Written Information Security Policy - WISP (MA)?
Does the Club have a PR plan for times of crisis?
Does the Club have a policy regarding doing business with members?

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28. Comments

We welcome your feedback. Please offer your suggestions and/or improvements to our Best Practice Survey below:

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