DELAND BRIDGE CLUB

POLICIES AND PROCEDURES

12/16/2014

        I.            BOARD OF DIRECTORS’ DUTIES AND RESPONSIBILITIES

1.      Hire the Club Manager/Head Director.

2.      Elect officers, set Standing Rules, game fees, membership fees, conditions and regulations of play, zero tolerance club rules, and the duties and responsibilities of Club Directors which may not be in conflict with the Laws of Duplicate Contract Bridge.

3.      Determine whether or not to participate in charity and other special ACBL games.

4.      The Treasurer and one other Board member shall be granted access to Club bank accounts by maintaining a signature card at the respective banking institutions.

5.      The Board acts as the Disciplinary committee when necessary.

    II.            PRESIDENT’S DUTIES AND RESPONSIBILITIES:  Preside at all meetings of the membership and the Board of Directors using Roberts Rules.

 III.            VICE PRESIDENT’S DUTIES AND RESPONSIBILITIES:  Assist the President in performance of the duties of the President, and in the absence of the President, shall assume the duties of the President.

 IV.            SECRETARY’S DUTIES AND RESPONSIBILITIES:record the minutes of all meetings and prepare correspondence, order trophies, plaques, and engraving,

    V.            TREASURER’S DUTIES AND RESPONSIBILITES: Serve as the custodian of all funds and properties accruing to the Club, make payments for all authorized expenses, give an accounting of the finances of the Club whenever requested by the Board of Directors, and present a written report to all Club members at the annual meeting.  The Treasurer's records shall be audited annually.

WEEKLY

·         Collect cash receipts and deposit in bank

·         Send checks to vendors in payment of invoices

·         Send checks to charitable organizations as needed

MONTHLY

·         Prepare payroll checks for employees

·         Pay payroll taxes as required

·         Reconcile bank statements

·         Maintain a record of Club’s financial data.

·         Prepare and submit financial reports to Board

·         Analyze Club finances and making recommendations to the Board.

QUARTERLY

·         Prepare and submit payroll tax returns to IRS and State of Florida

ANNUALLY

·         Prepare and submit W-2 forms to employees and IRS

·         Prepare and submit 1099 forms to independent contractors and IRS

·         Prepare and submit payroll tax returns to IRS

·         Prepare and submit form 990 tax return to IRS

·         Prepare and submit annual registration form to State of Florida

·         Prepare and submit a proposed budget to the Board

 VI.            MEMBERSHIP DIRECTOR’S DUTIES AND RESPONSIBILITES: Work to promote bridge, increase the number of players at games, and to increase the membership of the Deland Bridge Club. Supervise and keep track of membership renewals. Work with club manager to publicize special programs to increase membership.

VII.            BUILDING AND GROUNDS DIRECTOR’S DUTIES AND RESPONSIBILITES: Be responsible for all maintenance, repairs, and materials purchased for the buildings and grounds, with the approval of the Board of Directors. These responsibilities include:

·         Maintaining adequate insurance with Treasurer’s or Board’s concurrence on all property owned by DBC.

·         Hire and supervise independent contractors to perform cleaning, repair, and maintenance duties.

·         Planning and execution of planting design and maintenance of grounds.

·         Maintaining all equipment in good repair.

·         Preside over the Building and Grounds Committee

·         Keep board president or vice-president informed when problems arise, changes and/or delays of progress of plans

VIII.            SUNSHINE DIRECTOR’S DUTIES AND RESPONSIBILITES: Be aware of the needs of club members as to illness and deaths and send sympathy and get well cards on behalf of the Club.   

 IX.            OMBUDSMAN DIRECTOR’S DUTIES AND RESPONSIBILITES: Act as a liaison between the Board and the club directors by attending the monthly directors’ meeting, bringing directors’ concerns to the Board, and reporting back to the club directors.  

     X.            CLUB MANAGER/HEAD DIRECTOR’S DUTIES AND RESPONSIBILITIES

DAILY

1.      Hire, supervise and schedule Club Directors

2.      Train new Directors and periodically hold update seminars for Directors.

3.      Maintain the accuracy and completeness of The Deland Bridge Club Website Database.

4.      Communicate with the ACBL pertaining to players, scheduling of specific games and ruling concerns.

5.      Work with the Board and respond to Board requests.

MONTHLY

1.      Maintain and retain Game File Records.

2.      Submit ACBL required monthly Financial and Masterpoint Report.

3.      Prepare Club Newsletter and Calendar

4.      Prepare Club telephone, email, and Club Masterpoint Leaders Reports for Website. .

ANNUALLY OR AS REQUIRED

1.      Update Deland Database.

2.      Prepare application for new or revised game sanctions.

3.      Prepare Masterpoint Leader Reports for Club Posting

4.      Change cards in boards when necessary.

5.      Order bridge supplies and purchase and maintain daily supplies.

6.      Unusual and non-reoccurring Expenditures in excess of $50 require the prior approval of the Board of Directors.

7.      Maintain supply of all forms: print, cut and distribute.

8.      Download the Hands and Hand Records for STAC and special games.

9.      Distribute all special game supplies to the appropriate Directors.

  XI.            CLUB DIRECTORS’ DUTIES AND RESPONSIBILITIES

1.      Arrive at least 30 minutes before game time, arrange the room for play, collect entry fees and make assignments (by Stratification ), before distributing the boards and the beginning of play.

2.      Establish suitable conditions of play and announce them to the contestants. Directions for board movements with relays or by-stands are announced by the Director.

3.      Maintain discipline and the orderly progress of the game, with discretion, to facilitate the enjoyment of the game.  Administers and interprets the Laws of Duplicate Contract Bridge and advises the players of their rights and responsibilities. When making any ruling, all options should be explained in full to players, before players are asked to make choices.

4.      Manage the refreshments including:

a)      Make coffee or assign a designate

b)      Wrap and store leftovers

c)      Assist members who brought refreshments (i.e. birthday cakes) only if such assistance is   requested by the members responsible for the item

5.      Enforce the Two Minute Warning Policy. No table may begin playing a new board if 2 minute warning has occurred. Players will be given average results based upon the results of the other boards of the sessions for all unplayed boards.

6.      Assess penalties when applicable and rectify errors or irregularities.

7.      Collect scores, tabulate results, and report results to the contestants and updates the Web site with game results.

8.      Make copies of Hand Record, and provide summaries as requested

9.      Announce to the members before the beginning of each game the Club’s rules of conduct and important Club policies regarding for example cell phones, one convention card, two minute warning and discussion of boards after play is completed at a table, etc.

XII.            OTHER POLICIES AND PROCEDURES

1. Zero Tolerance Policy

The ACBL Board of Directors and Management are committed to improving acceptable player behavior at all times. In accordance with Laws 74, 80F, 81C4, 90A, 91, and 92A (Laws of Duplicate Bridge) the following policy outlines what is expected of all players during NABCs and other ACBL sponsored events, as well as in the playing area before and after each session.

The ultimate purpose of the Z-T policy is to create a much more pleasant atmosphere in our ACBL sponsored events. We are attempting to eradicate unacceptable behavior in order to make the game of bridge more enjoyable for all. Below are some examples of commendable behavior, which, while not required, will significantly contribute to the improved atmosphere: 

• Being a good 'host' or 'guest' at the table
• Greeting others in a friendly manner.
• Praising the bidding and/or play of the opponents
• Having at least one completed convention cards readily available to the opponents.

The following lists some examples of behavior which will not be tolerated:

• Badgering, rudeness, insinuations, intimidation, profanity, threats, or violence.
• Negative comments concerning opponents' or partner's play or bidding.
• Constant and gratuitous lessons and analyses at the table.
• Loud and disruptive arguing with a director's ruling.

If a player at the table behaves in an unacceptable manner, the director should be called immediately. Annoying behavior, embarrassing remarks, or any other conduct which might interfere with the enjoyment of the game is specifically prohibited by Law 74A. Law 91A gives the director the authority to assess disciplinary penalties.

2. Cell Phone Policy

Cell phones that “Ring” during a game are disruptive. As a courtesy to all, players should silence or turn their Cell Phones off when they enter the card rooms. The Director may also remind players at the beginning of a game to turn cell phones off. Should a cell phone “Ring” during a game, the player responsible will be penalized. Should the player actually answer the cell phone the player shall be penalized a minimum of 1/4 of one board.  If a player is expecting an emergency call, the director should be notified in advance, the phone should be in the vibrate mode and left with the director during the game.  In this situation no penalties will be assessed

3. Game Fees: The game fees are established by the Board of Directors and should be reviewed and published on the web site and/or club news annually.  Guest fees shall be member fee plus $2.00. First time guests shall have a free play.
4. Annual Election administration:
   1. During the voting period, ballots shall be secured in the ballot box.
   2. If possible, the 3 outgoing board members shall be responsible for the counting and verification.  If not available, other board members may participate.
   3. Two board members shall count the ballots.  The third board member shall validate the results.
   4. After verification the ballots shall be destroyed.
5. Membership Fees: Annual membership fee is $25.00.  .

a.Trial Membership: A Trial Membership is available on a one time basis for a period of 3 months, and a cost of $8.00.  The purpose of this type of membership is to allow bridge players to experience the benefits of our club prior to paying the regular membership.  The cost differential  will be required to convert the trial membership to a regular membership.

XIII.            JANITORIAL DUTIES.

DAILY

1.      Empty trash. 

2.      Using electric vacuum (not push toy), vacuum all floors - quickly through card room; using damp cloth, wipe off all card table tops and tops of all little white tables. 

3.      Check toilet paper in each stall - placing two extra rolls per tank.

4.      Clean toilet bowls and urinal and all sinks - including kitchen sink. 

5.      Wipe down vanities and all toilet seats with disinfectant detergent and warm water - use cloths, not paper towels.

TWICE - A – WEEK

1.      Wet mop kitchen and restrooms floors. 

2.      When requested in writing a *specific cleaner should be used (NOT soap and water!) 

3.      Clean either or both ERASED whiteboard.  *Whiteboard Cleaner or mix 1/4 cup of water with 1/4 cup of rubbing alcohol - -use microfiber cloth.

ONCE - A – WEEK

1.      Using hot water and liquid cleaner (Pine-sol, 409, Mr. Clean, etc.), and cloth (not paper towels) wipe all cupboard fronts, handles, and countertops in kitchen and restrooms. 

2.      Clean outside and top of refrigerator.  Clean microwave - inside and out, plus surrounding shelving - all levels.

ONCE - A – MONTH

1.      Using damp detergent cloth, wipe down all legs and bases of card tables, white PVC tables, chairs, and interior doors and woodwork (in heavy use areas).

QUARTERLY:

1.      Vacuum window blinds - especially valances. 

2.      Using slightly damp cloth, dust bookcases (3), and trophies.

3.      Clean inside and outside of all trash cans.  Remove everything from cupboard under the kitchen sink, note inventory and report overages or shortages to the BOARD.  Discard junk.

AS NEEDED: 

1.      Vacuum/wipe down all A/C intakes and vents.

2.      Replace expired or blinking fluorescent lamps.

THE FOLLOWING REQUIRE BIDS TO THE BOARD OF DIRECTORS:

TWICE - A - YEAR: Shampoo carpeting

ONCE - A - YEAR: Remove screens and wash both screens and windows - interior and exterior.

(Published December 15, 2014