Panaga Club

 

Club Rules

Download as PDF:  Panaga Club Rules

 

CONTENTS

 

1.         JURISDICTION

2.         MEMBERSHIP

            2.1        ELIGIBILITY AND APPLICATIONS

            2.2        SUBSCRIPTION

            2.3        MEMBERSHIP CARDS

            2.4        SUSPENSION OF MEMBERSHIP

3.         CODE OF CONDUCT

4.         DISCIPLINARY ACTION, SUSPENSION AND TERMINATION OF MEMBERSHIP

5.         MEMBERS’ RESPONSIBILITIES

            5.1        DEFINITION

5.2        AMAHS

5.3        CHILDREN

5.4        CHILD CARERS

            5.5        CLUB SURROUNDINGS

            5.6        DRESS

            5.7        FIRE ALARM

            5.8        LIGHTNING STRIKE WARNING / BAD WEATHER

            5.9        NEWSPAPERS

            5.10      PARKING

            5.11      PAYMENT OF SUBSCRIPTION AND ACCOUNT

            5.12      PAYMENT TO MEMBERS OR INSTRUCTORS

            5.13      PETS

            5.14      POOL RULES

            5.15      PURCHASES

            5.16      ROLLER BLADES, SKATEBOARDS AND BICYCLES

            5.17      SMOKING AND NON-SMOKING ZONES

            5.18      VISITING GROUPS/TEAMS AND DAY VISITORS

            5.19      VOLUNTEER COACH

6.         DUTIES OF THE MANAGEMENT COMMITTEE

7.         OPERATING AND CAPITAL BUDGETS

            7.1        GENERAL

            7.2        SUBMISSION

            7.3        APPROVAL

8.         FINANCIAL AUTHORITY

            8.1        PANAGA CLUB BUDGET

            8.2        COMMITMENT AND APPROVAL OF CLUB FUNDS

            8.3        AUTHORITIES’ SCHEDULE

9.         CLUB AND SECTION ACCOUNTS

            9.1        PRESENTATION OF SECTION AND DIVISION ACCOUNTS

            9.2        CONTRACTUAL COMMITMENTS

            9.3        SUBSCRIPTIONS

            9.4        SUBSIDIES FOR SPECIAL EVENTS

            9.5        FUND RAISING

            9.6        DONATIONS TO CHARITIES

            9.7        SECTION TREASURERS’ ACCOUNTABILITIES

10.        GUIDELINES

            10.1      COMMERCIAL GUIDELINES

            10.2      CONTRACTUAL GUIDELINES

            10.3      BOOKING GUIDELINES

11.        CATERING FACILITIES AND AMENITIES

 

ATTACHMENT A           DAY VISITOR AND TEMPORARY MEMBERSHIP

 

ATTACHMENT B           SWIMMING POOL STANDARD OPERATING PROCEDURES (SOP)

 

 

PANAGA CLUB

CLUB RULES

1.         JURISDICTION

 

These Rules are subordinate to the Constitution of the Club.  In the event of any conflict between these Rules and the Constitution, the Constitution shall prevail.

 

2.         MEMBERSHIP

 

2.1       ELIGIBILITY AND APPLICATIONS

 

Eligibility and application for membership of the Panaga Club shall be specifically as stated in the Constitution Clauses 4.1 and 4.2.

 

 

2.2       SUBSCRIPTION

 

            2.2.a    The monthly subscriptions are as follows (1st May 2017):

 

A.

Full Members (Family)

B$78.00

B.

Associate Members [Family – except for B(7)]

(1)

Brunei Shell JV Companies

Contractor & Shareholder Member

B$133.00

(2)

Government Members

B$133.00

(3)

Brunei Garrison Members

B$133.00

(4)

Retiree Members

B$43.00

(5)

Special Members

B$193.00

(6)

Corporate Members

B$193.00

(7)

Mature Dependent Members

According to Parent’s Membership

(8)

Panaga Club Employees

B$78.00

(9)

Reciprocal Plus

B$122.00 per annum

C.

Temporary Members                     

See Attachment A

 

2.2.b    Additional subscriptions are payable in respect of Constituted Sections of the Panaga Club.  Details of these additional subscriptions are available from the Club Administration Office.

 

2.2.c    A refundable deposit of B$1,000.00 will be retained for up to three months from the date of approval of membership resignation, then returned less any outstanding debts with the Club at that point in time.

 

2.2.d    Special Members shall pay a non-refundable joining fee of B$1,500.00, in addition to a refundable deposit of B$1,000.00.

 

2.2.e    Corporate Members shall pay a non-refundable joining fee of B$3,000.00.

 

2.2.f     All Associate MEMBERS as defined in the Club Constitution except for Mature Dependents of Full MEMBERS and Honorary MEMBERS shall pay an advance card deposit of B$50.00 refundable to their membership accounts in addition to the requirement in Clause 2.2.c above where applicable after membership cancellation and return of all membership cards within three months from the membership cancellation date.

 

2.2.g    New expatriate employees of Brunei Shell Group of Companies and their dependents are entitled to free full use of the facilities of the Panaga Club, subject to the published rules, for a period of seven days from the arrival date.  All payments are to be paid by coupons which can be purchased from the Club catering outlets since no cash transaction is allowed on Club premises.

 

2.2.h    Panaga Club Management Committee Members are exempted from Panaga Club subscription fees during term of office.

 

2.3       MEMBERSHIP CARDS

 

            2.3.a    Members of the Panaga Club will be issued with membership cards.

 

2.3.b    Valid Panaga Club (incorporating Kuala Belait Boat Club) membership cards must be carried by each Member including all children aged 14 and above at all times and be shown to Club or Security officials whenever requested.  Admission to Club premises, including KBBC premises, can be rightfully refused if membership cards cannot be shown when requested.

 

2.3.c    Clause 2.3.b. above applies similarly for Club Sections which have issued membership cards such as the Panaga Golf Club, where admission to their particular facilities can be rightfully refused if valid Panaga Club membership card and Golf Bag Tag cannot be presented.

 

2.4       SUSPENSION OF MEMBERSHIP

 

2.4.a    For operational requirements on being sent overseas only for a minimum of six months in principle.

 

2.4.b    The Employer shall provide a letter of justification.

 

2.4.c    Members shall return their Panaga Club membership cards upon suspension.

 

2.4.d    On a case-to-case basis at the discretion of the Management Committee.

 

3.         CODE OF CONDUCT

 

Members must behave responsibly and with due courtesy to fellow Members when using the Club facilities.  Members must at all times comply with the Club Rules and must strictly adhere to the requirements of Clause 5 of these Rules in relation to dress, and the safety and welfare of children.  They must ensure that any Temporary Members whom they introduce also adhere to the requirements of Clause 5.

 

4.         DISCIPLINARY ACTION, SUSPENSION AND TERMINATION OF MEMBERSHIP

 

4.1       In accordance with the Constitution (Clause 5.5. and 6.7.), any Committee MEMBER or person nominated by Panaga Club Management Committee can immediately suspend from the use of the Club anyone who, in his opinion, is misbehaving or in breach of the Club Rules.  Committee MEMBERS may also suspend an introduced Member or guest for misconduct.

 

4.2       Such suspension will be for a minimum of 72 hours (3 days) during which time at least three MEMBERS of the Committee shall meet to investigate the matter and decide whether the period of suspension shall be confined to 72 hours (3 days) or be extended to a further defined period, or whether membership should be terminated, and to determine whether other persons are affected or not.  The Committee MEMBERS shall include the President or his Deputy, the Committee MEMBER who initiated the initial suspension, and at least one further Committee MEMBER.

 

4.3       The decision with regards to suspension reached in 4.2. above shall be final.  Any decision to terminate the membership shall be ratified at the next Management Committee meeting.

 

4.4       Decisions taken by the Management Committee in relation to disciplinary action may be published in the Club’s weekly Club Newsletter at the discretion of the Management Committee.

 

5.         MEMBERS’ RESPONSIBILITIES

 

5.1       DEFINITION

For the purposes of this Rule the term ‘guardian’ shall be construed to mean Member’s adult family member or Member’s appointed representative, all of whom must be entitled to use the Panaga Club and aged 18 years old or above.

 

5.2       AMAHS

 

5.2.a    Amahs are only allowed into the Club on a Day Visitor membership and must be accompanied by the Member at all times, to ensure understanding of and compliance with Club rules.

 

5.2.b    Members can also apply for a Child Carers Pass for their Amahs where the Amahs can be allowed unsupervised access to Panaga Club, only for the purpose of supervising children under the age of 12 years.

 

5.3       CHILDREN

 

5.3.a    The safety, welfare and behavior of a child in the Club is entirely and at all times the responsibility of its parents or guardian.

 

5.3.b    Children under 14 years must in principle be supervised and accompanied at all times in the Club premises by a parent or guardian.  Except for under Clause 5.3.d below, these children are not allowed to sign chits.

 

5.3.c    Children under 14 years must be supervised and accompanied by a parent or guardian at all times when in or around the swimming pools or surrounding area of the pools defined by the barriers which includes attending swimming lessons.  Admission of these unaccompanied children to the facilities can be rightfully refused.

 

5.3.d    Members may request approval from Operations Manager for Junior Membership cards for their children aged from 6 years above as defined below:

 

i)      Children aged 12 (and also applicable to those turning 12 years old during that year) and 13 years where the parents have applied for Junior membership cards that allow their children to sign chits for food/drinks and unaccompanied access to all Club areas except the Fitness Centre room, Golf Course/Driving Range and Swimming Pools.

 

ii)     Children from aged 6 up to under 12 years where parents have applied for Junior membership cards that allow their children to sign chits for food/drinks and unaccompanied on Club premises to attend or participate in specific organized activities or lessons only such as Dance, Football, Library, Music, Rugby (& Touch), Tennis and Youth Club.

 

The parents are responsible to collect their children immediately after the activities or lessons and the children must wait for their parents in the Club foyer or appropriate related area.

 

5.3.e    Children aged between 14 to 21 years are not allowed to sponsor a non-member either on Temporary or Day Visitor pass unless authorized by their parents and approved by Operations Manager.  Only a Member (or spouse) is allowed to do this.

 

5.4       CHILD CARERS

 

5.4.a    Child Carers may be allowed unsupervised access via a Child Carers pass to Panaga Club, only for the purpose of supervising children under the age of 12 years.

 

5.4.b    A Child Carers pass may only be provided to families of MEMBERS.

           

            Non-Working Spouses are to provide reason for inability to accompany their child/ren.

 

            It is the MEMBER’s responsibility to declare or update any change in marital status, Spouse’s Employment and Child Carers including Stingray Swim Lessons, where applicable.

 

5.4.c    Operations Manager approval must first be obtained prior to the issuance of a Child Carers pass.

 

5.4.d    Access to nominated Club  areas is allowed on Monday to Friday up to 6pm only inclusive of school holiday period but excluding Brunei Public Holidays and Weekends.

 

            Access to the swimming pool area is strictly to accompany Member’s child for Stingray Swim lessons only.

 

5.4.e    Only one (1) nominated Child Carer will  be provided access to the Club per family.  Any exceptions to this Rule must be approved, in advance, by the Management Committee.

 

The Child Carer shall wear the Club Pass at all times and she must remain in the vicinity of the child and their activity. The Child Carer is not allowed to use the Pass to bring other Member’s children into the Club. Abuse of this Pass will result in loss of privileges.

 

5.4.f     Child Carers may sign Club chits under the MEMBER’s account and access to Club Restaurants or Cafes for take away only.

 

5.5       CLUB SURROUNDINGS

 

Members are to respect the Club surroundings.  Under no circumstances may flowers, shrubs or cuttings, be taken from the Club, other than with the approval of the Management Committee.

 

5.6       DRESS

 

5.6.a    Club Members and visitors are expected to be dressed in a manner appropriate to the occasion being attended or the facilities being used in the Club.

 

5.6.b    Accepted “casual” attire shall be the standard for the Panaga Club Main Building.

 

5.6.c    Wearing of only swimming gear is restricted to the pool or beach shelter areas and is not permitted in the foyer, main building, Cafeteria, sporting facilities or car park.  All swimwear worn on Club premises shall be respectable and proper, therefore, the wearing of thong swimwear is not permitted.

 

Female members are not to remove their swimming tops completely when sun bathing their backs.  Tops shall only be unfastened whilst lying face-down but not removed.

 

5.6.d    Members must wear the correct and full complement of sportswear for the specific sport being enjoyed.  As a general rule the suitability of sportswear shall be approved by the Panaga Club Sections concerned.

 

5.6.e    Golf spiked shoes and stiletto-style high heel shoes, are not to be worn in areas where there is parquet wooden flooring.

 

5.7       FIRE ALARM

 

Members shall treat any and all fire alarms seriously whether the alarm is genuine or not, and immediately leave the Club building through the nearest and safest emergency exit door and proceed to the respective assembly points without being told to do so by the Wardens.  Members are to wait at the assembly points until the general alarm is switched off and instructions are given by the Chief Warden or Deputy Chief Warden or their designate that it is safe to return to the Club building.  This includes activities close to Club buildings e.g. on the tennis courts.

 

5.8       LIGHTNING STRIKE WARNING / BAD WEATHER

 

The lightning warning alarm will automatically activate with a single long blast when the system detects lightning strike in the vicinity of 10 km.  The automatic lightning warning red strobe lights located at the front security hut, golf security hut, poolside round bar, tennis court walkway and front security hut will flash continuously to indicate ‘No Clear’ situation.

 

In this situation, Members participating in all outdoor activities shall stop and take immediate shelter.  In other cases of bad weather – not triggering the lightning warning alarm (e.g. strong wind, storm, heavy rain, etc.) Members may be required by the Club Staff or Security Guard to take the same action.

 

Members are only allowed to continue their outdoor activities when three short blasts sound are heard (and the automatic lightning warning red strobe lights stop flashing) which indicate an “All Clear” situation in relation to lightning strike.  The “All Clear” signal following a bad weather alarm will be advised by Club Staff or the Security Guard.

 

5.9       NEWSPAPERS

 

Newspapers where provided, are for the benefit of all Members and are not to be removed from the Club under any circumstance.  Members must return all newspapers to the respective stands, wherever they may be located.

 

5.10     PARKING

 

5.10.a  Members must park their cars or motorcycles in the defined parking bays or supplementary parking areas as indicated.  Cars or motorcycles shall not be parked in areas, which are reserved for Committee Members or otherwise designated for Club Officials/Employees/Contractors/Company Management.

 

5.10.b  Members must observe the ‘reverse parking’ signs at designated areas such as by the Multi Purpose Hall, Golf Office, etc and to park accordingly.  Reverse parking results in cars leaving the parking bays forwards onto the access road, improving visibility and helping to avoid collisions.

 

5.10.c  The Club provides car passes to all Panaga Club members.  These car passes do not replace the Panaga Club membership cards.  It is for easy identification for vehicle access at the security hut.

 

5.11     PAYMENT OF SUBSCRIPTION AND ACCOUNT

 

Payment of subscriptions and accounts shall be specifically as stated in the Constitution.  Any dispute of an invoice or any part thereof shall be settled within one month between the individual concerned and the Club Treasurer.  Should an error have occurred, the resulting credit or debit adjustment will be processed in the subsequent month’s invoice.  The dispute shall not stop the payment of the invoice by the Member or his employer in the month it is due, other than by prior agreement with the Club Treasurer.

 

5.12     PAYMENT TO MEMBERS OR INSTRUCTORS

           

5.12.a  No payment shall be made to any person who lives in Brunei Darussalam and who instructs at or otherwise runs a course at the Club, or who is invited to speak or otherwise provide entertainment at the Club, unless that person has a work permit (valid in Brunei Darussalam) for such an activity or the laws of Brunei Darussalam do not require that person to have a work permit for performing such an activity for reward at the Club.  This rule shall be enforced at all times in all the Club’s activities, but is not intended to prohibit the charging of entrance or instruction fees for sports, entertainment or similar activities.

 

5.12.b  Club Members are not allowed to charge money for their services, or to sell goods for profit, to other members of the Club using the premises or equipment of the Club.  Any exceptions to this Rule must be approved, in advance, by the Management Committee. 

 

5.12.c  Payments to professional entertainers, speakers or artists from outside Brunei Darussalam are allowed provided they are visiting (i.e. on an occasional and temporary basis) and the visit has been approved by the Management Committee in advance.  Those persons shall have Professional (Short) Visit Visas from Brunei Darussalam.

 

5.12.d  In the circumstances when the rules above prevent payment to a person, a small presentation may be made, if it is considered appropriate, e.g. a bouquet of flowers or local souvenir.

 

5.13     PETS

 

Members are strictly not allowed to bring any pets to the Club.  The cost of removal of Member’s pets who find their way into the Club is for the Member’s account.

 

5.14     POOL RULES

 

MEMBERS or their spouses must sign the Swimming pool rules acknowledging that they understand and will obey the rules at all times, and ensure that their family members and guests do the same.

 

See Attachment B:  Swimming Pool Standard Operating Procedures (SOP).

           

5.15     PURCHASES

 

5.15a   All purchases at the Club can be made by either chit or coupon except at certain outlets equipped with Point of Sale (POS) system and KBBC Restaurant where use of cash is allowed. 

 

5.15.b  Only Members may make purchases at the Club by chits.  All requested information on the chits shall be filled in legibly and the chits shall be duly signed.

 

5.15.c  Coupon books shall be purchased in cash.  Such purchases may only be made at the Kenyalang Kafe, Poolside Cafeteria, Pool Round Bar, Golf Halfway Canteen, Teratai Restaurant and Accounts Office, or by the section on prior arrangement for their section event/activity.

 

5.16     ROLLER BLADES, SKATEBOARDS AND BICYCLES

 

Roller blades, skateboards and bicycles are not to be brought into or used in and around the Club building for reasons of safety for all Members.  Please do not permit your children to use this equipment in the Club.

 

5.17     SMOKING AND NON-SMOKING ZONES

 

Panaga Club has implemented smoking restrictions in compliance with the Tobacco Order enforced by the Ministry of Health which took effect on 1 February 2008. All Members shall observe the following smoking restrictions:

 

5.17.a At Panaga Club

All indoor air-conditioned areas and all areas where food are served including the tables around the pool areas are non-smoking areas. The only areas where smoking is permitted are areas where signs labelled “Smoking Area” have been put up and these are located (i) near the Kinetic Park and (ii) beside the Beach Shelter. All other areas are “No Smoking” areas.

 

5.17.b  At KBBC

The KBBC Restaurant and Clubhouse including indoor air-conditioned areas are non-smoking areas. The only smoking area is by the petanque pits with benches and umbrellas (it is also away from the kids play area and the fuel tanks).

 

The Security Guards are authorized to stop any members found smoking in “No Smoking” areas.

 

5.18     VISITING GROUPS/TEAMS AND DAY VISITORS

 

5.18.a  Club Sections may invite visiting teams to compete against Club Sections’ teams in a game, match, competition or tournament using the Club’s facilities and these teams may enter the Club and use such facilities consistent with the nature of the sports event without the requirement for Day Visitor passes.  However, Day Visitor passes are required for training or practice sessions. 

 

5.18.b  Non-members are allowed (to a limited extent) to attend or participate in certain events organized by Club Sections.  Entry fees shall be charged by the organizers to these non-members prior to the event and the entry fees shall be inclusive of the Day Visitor Pass fee, payable to the Club.  At no time shall the number of non-member participants as a ratio of total participants be more than 20/80.

 

5.18.c  Club Sections may invite individuals or groups to perform for Members and these performers may enter the Club and use such facilities consistent with the nature of the performance without the requirement for Day Visitor passes.  However, Day Visitor passes are required for rehearsal or practice sessions. 

 

5.18.d  A Member may bring into the Club one or more guests for the purpose of only using the catering facilities for lunch or dinner.  The guest(s) must be accompanied by the Member at all times and the Member must register his name and the number of guests at the entrance upon entry to the Club.  These visitors are not allowed to use any other Club facilities.

 

5.18.e  A Member may introduce Day Visitor into the Club either by prior arrangement with the Operations Manager or by signing a chit on the day at the Club entrance.

 

5.18.f   Non-members are allowed (to a limited extent) to attend certain functions or performances organized by Sections. Tickets shall be issued by the organizers to these non-members prior to the event and the price of these tickets shall include Day Visitor fee, payable to the Club.  At no time shall the number of non-member participants as a ratio of total participants be more than 20/80.

 

5.19     VOLUNTEER COACH

 

Sections shall apply Day Visitor pass for all local volunteer coaches without formal arrangement/agreement with the Club for insurance purposes.

 

6.         DUTIES OF THE MANAGEMENT COMMITTEE

 

In addition to upholding the Club’s Constitution and Rules, the duties of Members of the Management Committee include, but shall not be limited to:

 

6.1       PRESIDENT

 

6.1.a    Is responsible for the safe and efficient operation of the Club in compliance with the Constitution and the Rules.

 

6.1.b    Liaises with the Company on matters of policy.

 

6.1.c    Chairs the Management Committee meetings, Catering Sub Committee meetings, Staffing Sub Committee meetings, Membership Sub Committee meetings and Maintenance Sub Committee meetings.

 

6.2       VICE PRESIDENT

 

6.2.a    Deputizes for the President during his absence or illness.

 

6.2.b    Attends Management Committee meetings, Catering Sub Committee meetings, Staffing Sub Committee meetings, Membership Sub Committee meetings and Maintenance Sub Committee meetings.

 

6.3       OPERATIONS MANAGER

 

6.3.a    Manages secretarial and administrative services to the Club, including maintenance, staffing and housekeeping matters.

 

6.3.b    Manages the day-to-day operations and supervision of all Club affairs.

 

6.3.c    Chairs biweekly departmental meetings with Operations Management Team and attends Management Committee meetings, Catering Sub Committee meetings, Staffing Sub Committee meetings, Membership Sub Committee meetings and Maintenance Sub Committee meetings.

 

6.3.d    The Operations Manager shall chair biweekly Management Team meetings (MTM) where the day-to-day operations including HSE are discussed, duly minute and actions identified and followed-up.  The Management Team consists of the Head of Finance, Head of Administration, Head of Maintenance, Head of Projects, Head of Pool, Head of Golf, KBBC Boatman and Contract & Procurement Coordinator.  Issues that cannot be resolved in this MTM shall be escalated to the MCM.

 

6.3.e    The heads of each department will chair minimum monthly meetings with own staff to inform them on issues discussed in the MTM and shall share minutes of those meetings with them.

 

6.4       TREASURER

 

6.4.a    Responsible for Club finances including all matters pertaining to the contractual and/or commercial aspects of the Club.  This includes yearly accounts, operating and capital budgets, cash flow and the day-to-day control and management of Club funds and audits.

 

6.4.b    Attends Management Committee meetings, Catering Sub Committee meetings, Staffing Sub Committee meetings, Membership Sub Committee meetings and Maintenance Sub Committee meetings.

 

6.5       IT MEMBER

 

6.5.a    Responsible for Club IT, including servers, network, desktop computers and the Panaga Club website. He will also liaise with the focal point for the ClubOn Membership and Point-of-Sale system to ensure optimal operations and the safeguarding of its data.

 

6.5.b    Acts as a guide and advisor for major technology projects at the club. In this capability he also maintains the 10-year IT budget and monitors preventive maintenance on all IT equipment.

6.5.c    As IT budget holder he serves as a focal point and advisor for all IT and technology related purchases. Sections will spend their own budget on section-specific items but can be advised by the IT Member.

 

6.5.d    Attends Management Committee meetings.

 

6.6       ALL OTHER DIVISIONAL REPRESENTATIVES

 

            6.6.a    Represent all Sections of the Club that form part of their respective Division.

 

            6.6.b    Attends Management Committee meetings.

 

7.         OPERATING AND CAPITAL BUDGETS

 

7.1       GENERAL

 

            7.1.a    Each Section of the Club shall be self-funding.

 

7.1.b    Each Section of the Club is allocated at least one ‘Class 3’ account for administration of Section finances.  Each Division is allocated a ‘Class 5’ account for administration of the Division annual operating budget.

 

7.2       SUBMISSION

 

In accordance with the Constitution, each Division must present, at a date specified by the Treasurer for consideration by the Management Committee, a budget of its estimated operating expenditure and capital financing requirements for the next financial year.  This covers the cost of assets costing more than B$5,000.00 each and with an estimated useful life greater than two years.

 

7.3       APPROVAL

 

7.3.a    Each Division Chairperson will receive from the Club Treasurer before the start of the financial year the approved Operating Subsidy and Capital Budget.  The Capital Budget will reflect those assets, which the Club will purchase or replace in the financial year.

 

7.3.b    Each Division and Section should prepare an annual list of proposed activities and a plan for raising funds to pay for them at a date specified by the Treasurer.  The usual methods for raising the necessary money are by charging entry fees for competitions or charging for attendance at performances.  If other methods are used to raise funds they should have the prior approval of the Management Committee (Refer Clause 9.3.) e.g. subscriptions and sponsorship.

 

8.         FINANCIAL AUTHORITY

 

8.1       PANAGA CLUB BUDGET

 

Actual expenditure of a Division Class ‘5’ account which exceeds the agreed budget by a value of up to 10% of that budget must be approved in writing by the Club Treasurer.  Variations in excess of the agreed budget by more than 10% of that budget must be approved in writing by the Management Committee in both cases before any financial commitment of the funds in excess of the agreed budget is made.  This is similarly so for Capital Budgets.

 

8.2       COMMITMENT AND APPROVAL OF CLUB FUNDS

 

8.2.a    Commitments, which shall include all material requisitions, firm orders with suppliers or agents, contracts and letters of intent, engagements of staff and performers, shall be approved in accordance with the ‘Table Of Authorities – Panaga Club’ (see 8.3.).

 

8.2.b    No Club or Section Committee Member shall solely approve a payment or reimbursement of which he himself is a beneficiary unless countersigned by another Committee Member or the Division Chairperson.

 

Note:   Further detail regarding financial procedures and authorization can be found in the Panaga Club Accounting Manual.

 

8.3       AUTHORITIES’ SCHEDULE

 

 

 

9.         CLUB AND SECTION ACCOUNTS

 

9.1       PRESENTATION OF SECTION AND DIVISION ACCOUNTS

 

The Treasurer of each Section shall present a final set of accounts for each of their Class ‘3’ accounts to the Club Treasurer within two months after the financial year end.  These accounts shall be available for audit.

 

The Chairperson of each Division shall present a final set of accounts for each Class ‘5’ account to the Club Treasurer within two months after the financial year end.  These accounts shall be available for audit.

 

9.2       CONTRACTUAL COMMITMENTS

                       

All formal contractual commitments entered into on behalf of the Club shall be approved in writing by the Management Committee, signed by the President and copies lodged with the Operations Manager, prior to commitment of any expenditure.

 

9.3       SUBSCRIPTIONS

 

Constituted Sections may charge additional subscriptions provided these are approved in advance by the Management Committee.

 

9.4       SUBSIDIES FOR SPECIAL EVENTS

 

Expenses for special events should be included in the relevant Divisions annual budget request.  However the Management Committee may (for certain exceptional events) provide a guarantee or financial assistance on an ad-hoc basis.  A written request for financial assistance should be forwarded to the Management Committee who will decide upon the degree of assistance the Club is prepared to provide.

 

9.5       FUND RAISING

 

A Section may, with the prior approval of the Management Committee, hold a money making event in order to raise funds for a particular project.  Any funds thus arising must be spent on the project previously named by the Section.  If the Section should decide not to go ahead with that project within a reasonable period of time (to be decided by the Management Committee), the funds will revert to the Club.

 

9.6       DONATIONS TO CHARITIES

 

Donations to recognized charities by Sections as a result of fund raising exercises are permitted, provided they have been formally approved by the Management Committee in advance.

 

9.7       SECTION TREASURERS’ ACCOUNTABILITIES

The Treasurer of each Constituted Section shall comply with all instructions concerning matters of accounting that are issued by the Club Treasurer.

 

10.       GUIDELINES

 

10.1     COMMERCIAL GUIDELINES

 

Details are available from the Club Administration Office.

 

10.2     CONTRACTUAL GUIDELINES

 

Details are available from the Club Contract & Procurement Coordinator.

 

10.3     BOOKING GUIDELINES

 

Details are available from the Club Administration Office.

 

11.       CATERING FACILITIES AND AMENITIES           

 

11.1     External drinks or food may not be brought to the Club for consumption on Club premises.  Any exception to this rule will be at the discretion of the Management Committee.

 

11.2     Organizers of functions, which are held on the Club’s premises, are not permitted to use external sources for the provision of food and drinks without the prior written permission of the Management Committee.

 

11.3     Members may book the use of certain Club amenities for private or Section use.  These amenities include:  Main Hall, Beach Shelter, Pelangi Room, Annex Room, Jam Factory, Jungle House or KBBC.  Prior approval must be obtained from the Operations Manager no less than two weeks prior to the event.  Detailed booking guidelines and cost are available from the Club Administration Office.

 

11.4     No new Section’s event/s shall automatically take over a regular section booking unless:
(a)        approved by the Management Committee which will consider all HSE issues;
(b)        no alternate venue is available that could accommodate numbers required; and  

(c)        the benefits of all members and their families is considered.