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General Committee Job Descriptions

Members Secretary

Time Commitment:
Period of Office: 15 hours per week
Reports to: General Committee
Role Summary: To provide leadership, continuity, coordination and support to all Bourn Golf Club General Committee members and activities whilst also maintaining active and effective liaison with representatives of Bourn Golf & Country Club (BG&CC) on committee, member and golf club related matters. 

Responsibilites: include but not limited to:

  • To provide leadership and continuity to the General Committee so as to maintain the integrity of decisions to meet the requirements of the membership and BG&CC. 

  • To provide Secretarial support to the General Committee including the drafting, timely distribution and website posting of notices, agenda and minutes for General Committee Meetings and Annual General Meeting. 

  • To produce Members Section Invoices, to be sent out with annual renewal invoices and to assist the Members Treasurer collect those that do not pay in a timely manner. 

  • In conjunction with the Treasurer produce and manage the admin budget as agreed with the General Committee 

  • To liaise with all golf sections, Pro-shop, and BG&L to ensure effective communication and in particular to provide the first point of contact with BG&CC on behalf of the general committee. 

  • Coordinate Club Prizegiving, including engraving of Men’s and Ladies’ trophies, updating of honours boards and purchase of memento prizes. 

  • Work with Junior Organiser and CWO to ensure smooth running of section and all safeguarding measures are in place. 

  • Coordinate the organisation of Past Captains’ and Russell Trophy, secretary’s Cup, Turkey Trot and Masters competition. 

  • Provide pin positions sheets for Club Championship and any County competitions. 

  • Produce Local Rules and Temporary Local Rules and ensure published on Members’ Website and Notice Boards 

  • To maintain all records of membership and associated golf club activities in accordance with the “General Data Protection Regulations” or GDPR- new legislation which governs how businesses can use people’s data 

  • To generate and manage the annual Club Diary liaising with the Sections, Pro-shop, BG&CC and external bodies to ensure coordination of all designated competitions and events 

  • Manage disciplinary procedures referred to General Committee from the sections. 

  • Manage the development and co-ordination of the member’s website with the contributors and website managers 

  • Liaise with external organisations, receive correspondence, emails from committee members, members, England Golf, CAGU and golf clubs and ensure timely response 

  • To represent Bourn Golf Club on the CAGU Council and the club regarding county events: 4 meetings per year 

  • Participate in Green’s Committee and liaise with Green’s Staff about course set up for specific competitions. 

  • Keep up to date with golfing trends via the Golf Club Managers Association. 

  • Coordinate club entry for Men’s National and County competitions. 

  • To maintain an office, office services, stationery and equipment for official use. 

Desired Experience :
Effective organisational skills 
Be a good communicator 
Computer Literate 
Being able to maintain confidentiality 
Experience of managing similar services within a business or golf club environment 

Chairperson

Time Commitment: 1 day per week
Period of Office: 3 years
Reports to: General Committee
Role Summary: To provide leadership, continuity, coordination and support to all Bourn Golf Club General Committee members and activities whilst also maintaining active and effective liaison with representatives of Bourn Golf & Country Club (BG&CC) on committee, member and golf club related matters. 

Responsibilites: the role will generally include the following but not limited to: 

  • To provide leadership and co-ordination to build an effective and organised General Committee governance function 
  • Maximise the effective use of the skills and experience of all Committee Members to ensure that the needs of the members are understood, and an effective response is provided. 
  • To provide continuity on all General Committee matters 
  • To be impartial and objective in all dealings with General Committees Members and Section Officers 
  • To promote a culture of openness and debate and ensure Committee Members are valued by members and BG&CC 
  • To chair General Committee meetings and assist the committee in the making of timely and effective decisions 
  • Maintain active and effective liaison with Treasurer, Handicap Secretary and Competition Secretary 
  • Maintain active and effective liaison with Members Section Captains to ensure Section needs are understood 
  • Maintain active and effective liaison with representatives of BG&CC on committee, member and golf related matters 
  • In conjunction with Members Secretary prepare focussed meeting agendas to ensure effective planning of meetings to ensure all matters are dealt with in an orderly and efficient manner 
  • In conjunction with Members Secretary provide a timely and effective response to complaints brought to the General Committee 
  • In conjunction with the Members Secretary manage the process of the preparation and content of a 3-5-year Vision and Development plan for the General Committee and the Golf sections 
  • To work in conjunction with Members Secretary to brief incoming committee members on their roles and responsibilities manage the process of renewal of committee members

Desired Skills and Experience :

✔︎ Leadership skills
✔︎ Effective management and organisational skills
✔︎
Be a good communicator
✔︎ 
Computer Literate 
✔︎ Being able to maintain confidentiality 

Allocate Handicap Secretary

Time Commitment: 36 hours per month
Period of Office: 3 years
Reports to: General Committee
Role Summary: The Handicap Secretary (HS) will maintain the club’s handicap system in accordance with the CONGU unified handicap system and ensure that each member is allotted a handicap that accurately reflects their current standard of play 

Responsibilites:

  • Report to General Committee on all handicap matters
  • Attend General Committee meetings and contribute to General Committee activities 
  • Chair and minute Handicap meetings at appropriate intervals 
  • Process Mens, Seniors, Mixed and Junior Competitions in a timely manner assisted by members of Handicap Committee 
  • Process Supplementary Cards and General Play Cards 
  • Allocate New Handicaps 
  • Allocate handicaps to members without handicaps or whose handicap has lapsed. 
  • Processing Cards for New Handicap in ClubV1 
  • Transfer Handicaps of members joining from or leaving to another golf club with a CDH handicap. 
  • Notify members of changes in their handicaps particularly when a player has an ESR 
  • Produce Handicap Lists (Monthly) 
  • Produce Handicap Certificates or CDH IDs (10 -15 hours per month, 2 meetings per month) 
  • Produce Orders of Merit 
  • Process Eclectics for Men and Seniors 
  • Conduct the Annual Review 
  • Regularly review the monthly CRI report and review handicaps of players that appear in it. 
  • General review of handicaps on a regular basis to check for improvements in play that aren’t picked up by an ESR or where players have suffered an illness or injury that is affecting their play 
  • Check Pending CDH list monthly and deal with any outstanding Pending players 
  • Run the End of Playing Year Process. This is run on 1 January of the year, before the first competition 
  • Stay up to date with the existing CONGU Handicap Rules and the new World Handicap System has it develops 

General Tasks:

  • Trouble shooting on the golf-oriented parts of ClubV1 
  • Adding and deleting visitors on ClubV1 
  • Resolving CDH database queries and inconsistencies 

Desired Skills and Experience :

  • Understanding of Club V1system 
  • Intimate knowledge and experience of CONGU Unified handicap system 
  • Knowledge of World Handicap System 
  • Leadership skills 
  • Consistently demonstrates the values of the club 
  • Ability to build positive relationships with club members 
  • Computer Literate 
Competition Secretary

Time Commitment:
Period of Office: 3 years
Reports to: General Committee
Role Summary: Prime responsibility is to ensure the effective organisation of all Mens and Mixed competitions on behalf of the General & Men’s Committee. 

Responsibilites:

✔︎ For each competition responsibilities include following tasks: 

  • Creating competitions on the ClubV1 system; 
  • The production of sign up sheets for notice boards 
  • Undertaking the draw; 
  • Emailing competitors their tee time 
  • Providing draw sheets to the website 
  • Producing draw sheets for the noticeboards and Pro shop; 
  • Producing score card labels; 
  • Ensuring rounds for knockouts are completed by the deadlines and resolving disputes over match fixtures 
  • Producing results sheet for the awarding of prizes 
  • Keep record of results to be published on the website/noticeboards. 

✔︎ Report monthly to General and Mens Section Committees
✔︎ Attend monthly General, and Mens Section Committee meetings and contribute to General Committee activities
✔︎ Maintenance of the Competition Handbook
✔︎ Liaising with Ladies and Seniors Competition Secretaries to ensure common practices and procedures are in place. 

Desired Skills and Experience :

✔︎ An understanding of Club V1 System
✔︎ Organisational ability
✔︎ Good Inter-personal skills
✔︎ Computer literate 

Members Section Treasurer

Time Commitment: 2 days per week
Period of Office: 3 years
Reports to: General Committee
Role Summary: To undertake all aspects of the financial administration of the BG&C and to contribute to the effective operation of its General Committee

Responsibilites:

 1. General 

  • To maintain a close working relationship with the Members Section Secretary, Committee Chairperson and Management team of Bourn Golf & Country Club Ltd. 
  • Attend General Committee Meetings and contribute to General Committee activities 

2. Financial Reporting 

  • To provide financial advice to the G.C. on all matters. 
  • To prepare and present a financial report to the G.C. each month (or as amended by the G.C.) in a format determined by the G.C. and acceptable to the appointed Auditor. 
  • To present the Members Section Annual Accounts to the G.C. and subsequently to the Annual General Meeting of members. 

3. Budgetting 

  • To prepare a draft Budget each year for the Members Section for consultation with the Mens and Lady Captains. 
  • To submit the draft Budget agreed by the Captains to the General Committee for consideration and approval. 

4. Accounting 

  • To maintain financial records in accordance with normal accounting principles. 
  • To ensure that all income due to the Members Section is collected and banked as promptly and efficiently as possible. 
  • To ensure that all payments to be made are valid and either in accordance with the annual Budget or specifically approved by the G.C. 
  • To recommend a suitably qualified person to act as Auditor of the Members Section’s Accounts. 
  • To arrange for the Members Section’s accounts to be audited on an annual basis by providing the auditor with draft Accounts, bank reconciliations, and other adequate primary documents and information. 

5. Other Duties 

  • To administer a system in conjunction with Bourn Golf & Country Club Ltd. whereby all of the separate Members Section subscriptions due are invoiced, collected, accounted for and progress regularly reported to the G.C.
  • To account for and pay to Cambridgeshire Area Golf Ltd. the affiliation fees that are due for Bourn Golf and Country Club. These fees are payable in two instalments each year. 
  • To agree with the Competition Secretary and administer a system for the collection of all entry fees into all mens and mixed club competitions. 
  • To act as Registrar on New Season’s Opening Day, Captain’s Day, Captains Charity Day and any other events determined by the G.C. 
  • To operate the 200 Club by selling tickets, arranging the monthly draw and paying the resulting prizes. 
  • To arrange for the payment of the annual allowances to the Men’s and Ladies Club Captains and the monthly honorarium to the Members Section Secretary. 
  • To continually liaise with the Ladies Section to ensure that its financial affairs and operation are satisfactory and at the end of each year to provide summary annual accounts for submission to their AGM. and subsequent incorporation into the accounts of the Members Section. 
  • To maintain and prepare accounts for the club’s Charity. 
  •  

Desired Skills and Experience :

  • Expertise in normal finance and accounting principles and functions 
  • Experience in a financial control role 
  • Experience of budget setting, monitoring and reporting 
  • Good interpersonal skills 

Notes: 

  1. The role only encompasses the financial aspects of the Mens and Ladies Sections. The Senior Section maintain their own accounts and report to their own committee. 
  2. The role can be amended and adapted at the discretion of the G.C. 
Junior Organiser

Time Commitment: 
Period of Office:
Reports to:
Role Summary:

Responsibilites:

Desired Skills and Experience :

Lady Captain

Time Commitment: 48 hours per month + 2 meetings per month
Period of Office: 1 year
Reports to: Ladies Committee
Role Summary: To oversee the activities of the Ladies Section and to ensure that it operates in the best interests of the members. The responsibilities of the role will include (but not be limited to) the following: 

Responsibilites:

  • Chair the Ladies Committee meetings once a month and attend the General Committee meetings once a month to represent the interests of the Ladies section Assist the General Committee in understanding the needs of the members of the Ladies section Welcome new members and play golf with them; encourage them to get a handicap by taking lessons with our golf Pro, then marking cards and pairing them up with a ‘buddy’. 
  • Organise all the Ladies Friendly matches: being responsible for sign up sheets; team selection and Draw sheets. 
  • Be involved in selecting Competition Team Managers, with the Handicap Secretary and Competitions Secretary, for Jean Wilkinson; Grace Norman; Mary Cole Rosebowl and a Captain for the Scratch Teams. 
  • Arrange Wilkinson Triangular with teams from The Gogs and Lakeside. 
  • Arrange menus and select food for all Ladies HOME matches and competitions. Collect money in advance and on the day. 
  • Be expected to attend all (or as many as possible) Mixed Matches; Ladies Friendly matches; Inter Club competitions relating to the Ladies Section, as well as some internal competitions 
  • Organise Ladies Away Weekend and Away Day, to Clubs you chose in your Vice Captains year. Organise help with sign-up sheets; Hotel accommodation; menu choices; Draw sheets; and buy all prizes. 
  • Organise Opening Day and Captain’s Charity Day with the Men’s and Seniors’ captains; ask Ladies to help with the organisation of Ladies Open/ Ladies Invitation Day / Lady Captain’s Day. 

Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
Lady Vice Captain

Time Commitment: 20 hours per month + 2 meetings per month
Period of Office: 1 year
Reports to: Ladies Committee
Role Summary: To support the Ladies Captain in fulfilling her duties Responsibilites: will include but not be limited to the following: 

  • To deputise for the Lady Captain as necessary
  • To attend as a of the Ladies’ Section Committee 
  • To attend General Committee meetings 
  • Assist the General Committee in understanding the needs of the Ladies Section

Develop the Ladies section of the Club Diary, working with the current diary and any notes from the previous Vice Captain, build up the draft of the following years fixtures to include: 

  • Mixed Friendly matches 
  • County Competitions – Grace Norman ; Jean Wilkinson ; Marie Cole Rose Bowl 

Members’ Secretary will give all VC’s a copy of the master draft to finalise by end October 

  • Manage Team Selections including: o Mixed Matches. HOME: Organise on behalf of the Captains; confirm bookings; numbers; check tee times; book dinner; do draws; post notices on noticeboard; get dietary requirements; confirm all with kitchen 1 week in advance; do cards; collect payment; put flowers in changing room. AWAY: Contact Club; provide hosts with team details and handicaps; collect payment. 
    1. Other Matches: Assist in team selection for the following: i. Ladies Friendlies 
    2. Jean Wilkinson Trophy 
    3. Grace Norman Trophy 
    4. Mail on Sunday knockout
    5. Mary Cole Rose Bowl 
    6. Scratch Team – delegate to a player 
  • Assist in the organisation of Lady Captain’s Da on conjunction with rest of Ladies Committee 
  • Prepare handover speech for Ladies AGM including checking on the availability of Past Lady Captain brooc
  • Liaise with the other Section Competition Secretaries and assist the Ladies Competitions Secretary and committee with ladies competitions 

Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
Men's Captain

Time Commitment: 75 days
Period of Office: 1 year
Reports to: Men’s Committee
Role Summary: To providel eadership on all golfing aspects of the Men’s Section whilst also building and maintaining positive relationships with all members and act as an ambassador for the Club.

Responsibilites:

  • Representing the Men’s Section of Bourn Golf club in a professional manner at all times 
  • Attendance at General Committee meetings to represent the interest of the Men’s Section
  • Assist ther General Committee in understanding the needs of the members of the Men’s Section
  • Attend and take active part in Committee meetings
  • Chairing disciplinary appeals from matches within the Men’s Section that may arise, and communicating the decision to both the appellant and the General Committee and Men’s Officers as soon as possible.
  • Assist with organising Opening Day [Pro Shop – prizes]
  • Assist with organising Captains’ Charity Day [Pro Shop – prizes, other cap-tains]
  • Co-ordinate with the Vice-Captain the organising of Men’s Captain’s Day
  • Ensure there is adequate management for the Men’s sections teams involved in:

o Men’s matches – Men’s Vice-Captain
o Scratch League and Goddard Cup
o Jock Stewart Trophy
o Derrick Burridge Cup and Greensomes League 

  • Select team and pairings for Club matches and ensure details are communi-cated to players 
  • Delegate responsibility at Club matches for scorecards, timings, results and collecting fees for the day [mixed Men’s Captain/Vice-Captain in practice]
  • Act as host for visiting teams at the Men’s and Mixed matches
  • Agree with the Lady Captain who will lead the mixed match teams
  • Understanding of Club V1system 
  • Intimate knowledge and experience of CONGU Unified handicap system 
  • Knowledge of World Handicap System 
  • Leadership skills 
  • Consistently demonstrates the values of the club 
  • Ability to build positive relationships with club members 
  • Computer Literate 
  • Assist and support Lady ViceCaptain in ensuring the Mixed Team has neces-sary complement
  • Be aware of the Club’s Constitution
  • Liaise with the Nominations Committee and Men’s Vice-Captain to identify nominee for the next Men’s Vice-Captain
  • Delegate the organisation of the Captain v Vice-Captain match
  • Organise Captain’s Awayday; Captain to organise
  • Organise in conjunction with the Club PGA Professional the Pro-Captain Challenge for the Blackmore Trophy
  • Represent the Club at CAGU council meetings with the Members’ Secretar
  • Delegate the attendance of a Club representative at Greensomes League meetings [once a year for the draw}
  • Organise the Club’s representation at Greensomes League meetings
    [await contact}
  • Support and actively encourage the membership to participate in social func-tions at the Club
  • Work in harmony with the PGA Professional team and BCCC management team
  • Work in harmony with the Captains of the other sections
  • Support the Scratch team by occasional attendance at Scratch matches
  • Support the various teams either men or women by being present at the Club. Socialise with visiting Captains (CAGU andSCAGS). Delegate to the Men’s Vice-Captain if necessary
  • Be in attendance or arrange for the Men’s Vice-Captain to present the follow-ing trophies: Men’s Club Championship, The Masters, Clemmow Cup
  • Attend competitions where breakfast or lunch is served to present prizes. E.g., New Season Opening Day, Midsummer Madness
  • Attend the Club and act as host for important events at the Club staged by CAGU and SCAGC
  • Prepared to act as a starter for Ladies Invitation Day and Ladies Open [if re-quired]
  • Ensure there is effective communications within the mens section
  • Be seen at the Club frequently whether playing or not and involve yourself in conversation with members
  • Make a positive effort to introduce yourself to new members

Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • A good knowledge of the Rules of Golf and the management of Competitions and Handicapping
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
Men's Vice Captain

Time Commitment: 71 days
Period of Office: 1 year
Reports to: Men’s Committee & Men’s Captain
Role Summary: To provide support to the Men’s Captainin carrying out his duties

Responsibilites: include the following but not limited to:

  • Assist and support the Men’s Captain as necessary. 

  • Deputise for the Men’s Captain when required. 

  • Provide advice to Men’s Captain as necessary. 

  • Representing the Men’s Section of Bourn Golf club in a professional manner at all times 

  • Attendance at General Committee meetings to represent the interest of the men’s section 

  • Assist the General Committee in understanding the needs of the members of the men’s section 

  • Assist with organising Opening Day 

  • Assist with organising Captain’s Charity Day 

  • Take the lead in organising Men’s Captain’s Day and be manager on the da 

  • Support the Competition Secretary if requested (cover for holidays etc) 

  • Take part in the Men’s and Mixed Club Matches (also involves saying grace at home matches) and assist in the team selection and match organisation and management if necessary 

  • Assist and support Lady Vice Captain in ensuring the Mixed Team has necessary complement. 

  • Manage or ensure there is a manager for the club team entered into the Derek Burridge Competition. 

  • Manage or ensure there is a manager for the club team entered into the Friendly League Competition. 

  • Nominate the next Men’s Vice-Captain (see protocol for process from Secretary). 

  • Support the Men’s Captain’s Awayday 

  • In the absence of a team manager represent the Club at Friendly League meetings 

  • Represent the Club at the Friendly League Inter Club Officers Team Competition 

  • Support social functions at the Club 

  • Work in harmony with the PGA Professional team and BCCC management 

  • Additional items not mentioned above as may be agreed with the Men’s Captain and/or General Committee 

Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • A good knowledge of the Rules of Golf and the management of Competitions and Handicapping
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
Seniors Captain

Time Commitment: 25 hours per month + 2 meetings per month
Period of Office: 1 year
Reports to: Seniors Committee
Role Summary: To lead and oversee the activities of the Seniors Section and to ensure that it operates in the best interests of the members. 

Responsibilites: The role will include but not be limited to:

  • Representing the Senior Section of Bourn Golf Club in a professional manner at all times. 
  • Chairing all Senior Section Committee meetings., including the AGM
  • Attending all Bourn Golf Club General Committee Meetings, to represent the interests of the Section
  • Assist the General Committee in understanding the needs of the members of the Seniors section 
  • Contribute to the development and implementation of club vision and strategic plan 
  • Chairing any disciplinary appeals that may arise, and communicating the decision to both the appellant and the committee as soon as possible. 
  • Playing in Senior Section matches, whenever possible. 
  • Liasing with the kitchen staff to set the menus and price for all home matches and any internal competitions which have a meal associated with them. 
  • Obtaining prizes and/or sponsorship for internal competitions such as Senior Captain’s Day and the Hot Toddy 
  • Informing the membership of any illnesses of members and arranging get-well cards to be sent where appropriate
  • Ensure effective communication and liaison with Men and Ladies Captains 

 Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
Seniors Vice Captain

Time Commitment: 10 – 15 hours per month + 2 meetings per month
Period of Office: 1 year
Reports to: Seniors Committee
Role Summary: To support the Senior’s Captain in fulfilling his duties 

Responsibilites: The role will include but not be limited to:

  • Representing the Senior Section of Bourn Golf Club in a professional manner at all times 
  • Deputising for the Senior’s Captain when necessary 
  • Attending all Bourn Golf Club General Committee meetings 
  • Playing in Senior Section matches, whenever possible 
  • Assisting the Senior’s Secretary with the organisation of the Senior Captain’s Day competition 
  • Chairing any Committee meeting involving disciplinary matters and informing the Captain and Member’s Secretary of any decision 
  • Attending all General Committee meetings to represent the interests of the section 
  • Contribute to the development and implementation of club vision and strategic plan 
  • Contribute to effective communication and liaison with Men and Ladies Captains 
  •  

 Desired Skills and Experience:

  • Leadership skills 
  • Consistently demonstrates the values of the club
  • Ability to build positive relationships with club members enabling an understand-ing their diverse needs and uniting their voices
  • Computer Literate
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