Although our quarterly survey (see pie chart below) indicates that a majority of the clubs have employee manuals, it was rather surprising to those in the private club domain that some still do not have them. In the modern world of "drop of the hat" litigation and with constant questions ranging from environmental to sexual harassment . . . . . such documents have become mandatory. Granting that there are some issues best not covered in employee manuals, most legal advice received by executives indicates that well written text can eliminate many disputes . . . . both from an employee standpoint and from a membership protection aspect.

While consulting with executives in the smaller clubs it became obvious that such publications can be one more burden added to their "jack of all trades" responsibilities. Obviously, replacing a bartender absent due to illness or booking parties, overrules time spent on a manual that can be delayed without an immediate crisis. However, we came upon some that tackled the production and editing of a manual in unique ways. The best appears to be as follows: ü Don’t put it off until you, the manager, have the time to personally handle the project. It will never get done! Instead have a hotel or university student write it. Don’t have access to student? Contact a high school or college instructor that teaches English or journalism or assign your sharpest employee to the project. ü Call your fellow club managers and ask them to send you a copy of their manual. Make up a check off list of facts/topics you want to cover (We have one that you can obtain by calling our 800 number). ü Review the rough copy produced by the person assigned to the task. Adjust & modify. ü Finally, have the club lawyer review the entire document before publication.

It was brought to our attention by many in the field that an employee’s manual is only as good as its latest update. Like job descriptions, the manual should be reviewed each year to insure it is current. Although new employees acknowledge and sign that they have read and understand the document . . . . . a week later they will have forgotten most of the contents therein. When you confront them about following the rules (as listed in the handbook) their first response is; "Gee . . . . "I don’t remember that. There was so much it’s impossible to remember everything." Many remedies are being followed by executives of clubs. One club gives all new employees a test on the contents in the first week of employment, followed by one a month later and then another after three months. Others give a test to all employees at least once a year. The most appropriate program seems to be as follows: Departmental heads are required to review the manual every six months and submit their recommendations, or lack thereof, for changes. Receipt of the changes prompts a staff meeting and when all recommendations are finalized, a general employee meeting is held. The entire employee handbook is reviewed and/or some clubs require the department head to review with the employees under her/his jurisdiction.

What are the advantages to be gained by having an employee’s manual? First, most welcome the new employees and generally familiarizes them with the club. Sort of insures that they know how to get around and it gives them some of the basic rules and procedures. We found quite a few that give a short history of the club and one executive we consulted said that his established the beginning of staff loyalty and a sense of belonging. Some list unusual benefits . . softball leagues with other clubs, golf privileges on Mondays, wine seminars and other learning opportunities, and other benefits such as free parking, employee meals, etc. Many manuals list the 401K benefits, special insurance coverage’s, and vacation and sick leave policies at this point. Some executives thought it important that you begin the manual with the club history and the employee benefits . . . . . thereby setting the mood before going into all the don’ts included in the normal rules of operation.

The next section usually concerns itself with operational procedures. Procedures in dealing with the members and hours of operation, and procedures in regard to rules applicable to the employees. Those involving member relations generally cover such things as the club’s no tipping policy, steps to take when the member breaks the rules, and general courtesies extended to all customers whether members or not. Some clubs conduct general courtesy classes for the employees, i.e. How do you address them . . . . sir, madam, miss, etc. Inquiries as to how you can assist them. Serving procedures at meal times. Golf rules for the employees running the mowers. All are just a few of the many. There is no question but what the employee manual can "set the tone" for favorable customer relations.

Operational rules required of all employees are essential for a good employee’s manual. When can they partake of meals . . . . what are the "break" rules . . . . are they allowed to smoke, and if so, in what areas? Rules concerning penalties for theft; unauthorized absences; reporting procedures for health claims and workman’s compensation, etc. Vacation procedures, i.e. how to request, the entitlements according to tenure, etc. What to do in the event of jury duty summons. Procedures to follow when requesting maternity leave (some clubs now allow spousal leave for the father). These are just a few of the many.

Legal ramifications. While employee manuals are very important when considering the overabundance of litigation found in the modern day club, they can also present a definite weakness. Often club lawyers are quick to point out that some topics shouldn’t be discussed in the manuals . . . . to say nothing of listing rules that may become obsolete as the legal climate changes. This is why it is so important that your manual never go to press until legal counsel has approved the contents. None-the-less, there are many points you should consider before turning the document over to your lawyer. As an example, what are dismissal procedures involving substance abuse? What steps are taken when firing for incompetence? What are your State’s statutes as they apply to work rules, etc.?

Don’t delay . . print you new manual now! ²