Paradise Country Club

President (1 Year Term)

·     Ensures the objectives of the Club are carried out by the Board of Directors and staff

·     Preside over all Board Meetings and General and Special Membership Meetings

·     Appoints the chairpersons of all committees with Board approval

·     Be a member, ex-officio, of all committees except the Nominating Committee

·     Recommends individuals for non-elected positions (appointed positions) for approval by the Board

·     Facilitate annual budget preparations

·     Hold accountable Club Director for the overall daily operations of the club

·     Has authority to sign checks on the Club account(s)

·     Holds Club Director accountable for the overall daily operations of the Club

·     Guide and support Board Members in their duties and follow through with their jobs, if they are not able

·     Follow-up on comments/complaints and coordinate resolution

·     Motivate Board Members and encourage fresh ideas

Vice President (1 Year Term)

·     Presides when the President is unable to be at a meeting or when the President has to step down from the chair because he or she wishes to debate an issue

·     Give information and checks availability of dates with all prospective rentals

·     Book dates and coordinate rentals with caretaker, club director and gatehouse personnel

·     Send contract, rules and regulations to all rentals

·     Collect all monies from rentals and give it to Treasurer for deposit

·     Attend all Board and General and Special Membership Meetings

·     Attend Committee Meetings, when appropriate

Treasurer (1 Year Term)

·      Maintain all bank accounts and manages finances of the Club

·      Insure that all funds from whatever sources are accounted for, and deposited in the bank

·      Collect all mail from Post Office and Club and pay the bills after verifying that product or service has been received

·      Pay all tax, dues tax, payroll tax, property tax, etc. on a timely basis

·     Process the weekly (Summer) and semi-monthly payroll

·      Make the appropriate monthly tax calculations and deposits

·      Prepare the quarterly and annual tax returns

·      Prepare and present itemized financial statement report at semi-annual general membership meetings of the Club

·      Works in conjunction with the Executive Board to prepare the Annual Budget

·      Prepare the necessary schedules and information for the outside accountant for year end financial statements and tax return preparation

·      Design the necessary forms and worksheets to track receipts, disbursements, expenses, program costs, etc.

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings
 
Recording Secretary (1 Year Term)

·      Records all minutes at Board Meetings, General Membership Meetings, Special Meetings, and other meetings as assigned

·      Makes available, at these meetings, all minutes from the past two years.

·      Receives and responds to all Club correspondence as directed by the President of the club or designee

·      Mails notice of forthcoming meetings to all members according to the Bylaws

·      Notifies members of their election to office or appointment to committees, and furnishes them with the necessary documents

·      Maintains the official documents of the Club, including (but not limited to) Bylaws, Rules and Regulations of the Club, and all correspondence

·      Keeps Bylaws and other governing documents up to date with any changes made through the amendment process

·      Types other documents as requested by the President or designee

·      Prepare Newsletter to be distributed approximately two weeks prior to Club opening

·      Send gifts, contributions, sympathy cards, etc.

·      Serve on Board committees

·      Correspond with club members by phone or mail when asked to do so by President

Legal Advisor (1 Year Term)

·      Provide legal guidance and/or representation on any issue as deemed necessary by the Board of Directors

·      Draft and/or review contracts

·      Provides current certificate of professional malpractice insurance

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings

Facility Manager (1 Year Term)

·      Responsible for the year round maintenance, improvements and repairs to all facilities

·      Oversees the caretaker and maintenance staff and buildings & grounds contractors hired by the Club

·      Supervise any activity pertaining to the grounds and Club facilities

·      Supervise capital improvements performed by staff & outside contractors

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings especially the Five Year Committee

Communications Director (2 Year Term)

·      Publicize Club events, both internal and external

·      Work with Secretary to design and distribute newsletter

·      Manages content of Paradise website, including updating on a daily basis

·      Troubleshoot website

·      Respond to or forward emails from members to appropriate Board Members

·      Work with Membership on Memorial Day Float and expand to other towns

·      Order and sell clothing and other PCC items for members of all ages

·      Continue to develop interest in PCC (Real Estate/ Camber of Commerce/ new developments/ donations)

·      Work closely with Caretaker and Maintenance Director to develop donation program for club beautification projects

·      Post/update/upkeep of all bulleting boards throughout club, including laminating and posting in a timely manner

·      Work well with Board members/ be responsive to their needs

·      Be willing and eager to make something out of nothing

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings

Membership Director (2 Year Term)

·      Publicize for purpose of recruiting new members using a variety of methods including

·      Manage membership inquiries with personal and/or telephone communication and follow up with application and letter of information

·      Insure the Application process complete

·      Verify that information on application is correct by checking references

·      Present application for approval/rejection by the Board of Directors

·      Send acceptance/rejection letter to applicants accompanied by appropriate materials (By-Laws, Rule and Regulations, etc.)

·      Conduct Open House for all new members Attend monthly Board Meetings, General and Special Membership Meetings and other appropriate committee meetings

Financial Secretary (2 Year Term)

·      Bill all present members, including Leaves of Absence for the current year’s dues

·      Collect and post payments to each member’s account

·      Maintain, update and keep an accurate account of membership records (including, but not limited to member’s names, addresses, phone numbers, e-mail addresses (optional), number of children, birth dates of children)

·      Collect Membership/Vehicle Information Cards.  Verify all information is complete and organize for use by Gatehouse Staff

·      Collect NSF checks and fees for returned membership payments

·      Report updated and accurate dues and fees at Board Meetings and Annual and Semi-Annual Meeting

·      Report and provide a breakdown of all deposits made to the Treasurer on a timely basis

·      Help prepare the Annual Budget

·      Provide Recording Secretary with address labels of members for all mailings

·      Provide all Board Members, gate house staff, Club Director, Assistant Club Director, Swim Coach and Tennis Pro with membership list (making additions and deletions when necessary

·      Order, prepare and issue all members car decals

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings

·      Attend Executive Committee Meetings, when necessary

·      Serve on committees when necessary

Health & Safety/Insurance/Snack Bar Director (2 Year Term)

·      Review accident reports daily

·      Possess knowledge of insurance products and terminology

·      Oversees and evaluates all safety issues

·      Implements and maintains all insurance policies for Paradise, including but not limited to: Liability, Health, Automobile, Directors’ and Officers’ Liability Insurance coverage and Workers’ Compensation

·      Report all major occurrences to the insurance company

·      Be point of contact for insurance representatives, inspectors, adjusters, Chamber of Commerce and staff

·      Obtain all information requested by attorneys in reference to issues

·      Keep annual records of insurance policies (up to 7 yrs.)

·      Keep organized records of outstanding issues

·      Negotiate snack bar contract with vendor

·      Ensure operation and performance standards of Snack Bar are met by:

·          Serving as a liaison between the PCC Board and the vendor

·          Communicating regularly with the vendor regarding issues and concerns

·          Collecting the rent from the vendor

·      Be aware of and follow up on the repair of any unsafe conditions on the club property

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings
 
Gatehouse Director (2 Year Term)

·      Meet regularly with gatehouse staff to ensure smooth operations of gatehouse

·      Ensure the operation and performance standards of Gatehouse are met by:

·          Ordering all necessary forms, card and supplies

·          Communicating in writing with members regarding guest pass requests and meeting PCC rules and regulations regarding guests

·      Obtain quotes to compare rates

·      Ensure money collected is accounted for and properly deposited

·      Maintain all financial records of the gatehouse

Program Director (2 Year Term)

·      Coordinate with the Board Members responsible for Tennis and Swim Programs to insure that major recreational activities are not planned on the same day

·      Prepare Calendar of Events, including Opening Day, Memorial Day, July August and Labor Day

·      Plan and organize Paradise events to encompass all age groups

·      Insure availability of performance artists, DJ’s, food vendors, etc. including possible rain dates.

·      Type, Copy and distribute finalized calendar

·      Maintain constant communication with the Director, Assistant Director and Activities Coordinator to insure events run smoothly during the summer season

·      Work closely with Publicity so members are well informed of events, through fliers, bulleting board postings and announcement from Guard Shack

·      Purchase prizes for raffle tickets, games, etc., paper goods for parties, food pick-up, etc.

·      Be present at all major events and work with the Activity Coordinator or others to insure adequate oversight and supervision of vendors/performers

·      Track program budget, determine prizes for events for events to raise necessary revenues as appropriate, and coordinate with Treasurer to pay vendors for their services

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings

Tennis Director (2 Year Term)

·      Oversee and promote recreational tennis programs for all members in coordination with the tennis pro and staff within the approved budget

·      Work with the Board to Prepare budget for programs and salaries for tennis staff

·      Recommend to the Executive Board staffing and program needs

·      Coordinate all aspects of the tennis grounds and facility

·      Chair committee to hire Tennis Pro

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings

Swim Team Director (2 Year Term)

·      Oversee and promote the swim team program in coordination with the swim coaches and staff within the approved budget

·      Implement specific monthly duties to prepare for successful season

·      Work with Executive Board to prepare budget for programs and salaries for staff

·      Recommend to the Executive Board staffing and program needs

·      Attend State of CT Swim League meetings in spring and fall

·      Attend all Board and General and Special Membership Meetings and other appropriate committee meetings