Club Management - September/October 2007 - (Page 18) job, everyone will be looking to her for the answers. With this manual, she will have a place to begin. When preparing the manual, list key contact people with whom your club deals in the various areas such as insurance and technology. There should be a secured file of various passwords, which will be needed for anything done online. Let the key office assistant know where to find the file. The Controller’s Operations Manual will be a work in progress. It will need updating whenever the information or processes change, just as is done with your Supervisor’s Manual or Employee Handbook. The time spent will give your board peace of mind and will let them know that your controller values his or her relationship with them and your membership enough to offer this small measure of protection. ❚❘ CONTROLLER’S MANUAL Table of Contents 1. Overview (Areas of Responsibility) Controller Job Description 2. Office Staff Overview (Staffing) Job Descriptions 3. Office Management Purchasing, physical layout, equipment 4. Benefits Administration Medical benefits HIPAA compliance COBRA compliance systems Dental benefits Life and disability benefits Employee Handbook Supervisor’s Handbook Ombudsman 5. Budgeting Timeline for the budget process Location of key spreadsheets or reports used for budgets How and by whom the budgets are constructed, reviewed and approved 6. General Insurance Renewal dates for all policies Paperwork required for renewals 7. Licenses and Permits Music licenses Entertainment licenses Motion picture/video license Restaurant permit Snack bar permit Tobacco permit Swim pool permits BATF stamp 8. Liquor Licensing Managing partner for liquor licensing Liquor licenses (state, county, local) 9. Pension Administration Enrollments Contributions Deferral contributions Investment choices Year-end data collection Terminations Plan statements Trustees Important note for W-2s 10. Tax Payments Payroll tax deposits Monthly and quarter-monthly tax payments Quarterly tax payments Quarterly payroll tax returns Annual payroll reporting Corporate estimate tax payments Instructions for quarter-monthly payment of state withholding tax 11. Technology Telephone and voice mail systems Local Area Network (LAN) E-mail J-mail Internet billing inquiry Internet Service Provider (ISP) Domain name registration Web site management Mailing and folding equipment Software support Outside network management 12. Year-End Audit Field work Schedules to prepare 13. Important Deadlines by Month 14. Banking Safe deposit box Signature cards Lockbox deposit Loans, lines of credit Inventory of safe deposit box 15. Records Retention and Storage About the author Bobbe Wunderlich is chief financial officer at the Forest Hills Country Club in Chesterfield, Missouri. 18 342237_Elson.indd 1 • CLUB MANAGEMENT 8/11/07 11:50:33 AM http://www.elson-alexandre.com
For optimal viewing of this digital publication, please enable JavaScript and then refresh the page. If you would like to try to load the digital publication without using Flash Player detection, please click here.