In this guide 6 sections
A country club bills by setting member classes, posting dues, adding one off assessments and tracking dining spend against the minimum. Any shortfall is billed at period end, and then the statement run goes out. Fix the account rules before the first cycle.
Start with member classes
Everything else hangs from the class. Full, social, junior, non resident, corporate and legacy members each have different dues, privileges and minimums.
List the classes first. Then write the rules for each class on one sheet, including the birthday on which a junior moves to full membership and the dues rate that follows.
Dues belong to the class, not to the person. When the class changes, the next cycle bills at the new rate.
- Class name and monthly or quarterly dues
- Food and beverage minimum per period
- Initiation fee and instalment terms
- Date triggers for class changes
- Spouse and dependent records
Post dues on a fixed calendar
Choose the billing day and keep it. Dues post on the first of the month or quarter, and the statement follows a few days later once the grill and shop charges have cleared.
A leave of absence, a resignation mid period and a new joiner all need a proration rule. Charge by the day or by the full month. Write the choice down.
Autopay by card or bank debit saves chasing. Members who pay by cheque go on a separate list, which the controller reviews each month.
Treat assessments as their own charge
A capital assessment for a new roof or a bunker rebuild is not dues. It has its own reason, amount, due date and instalment plan.
Give each assessment its own account code. It then prints as a separate line on the member statement, and the treasurer can report the collected total to the board.
Be clear on who is exempt. Honorary and some senior classes may be excused, and the system should hold the reason.
- Assessment name and board approval date
- Amount per class
- Instalment dates
- Exemptions with a reason
- Separate ledger account for collections
Track food and beverage against the minimum
Many clubs require a minimum spend in the dining room and bar. Every charge at the grill, the banquet room and the halfway house should post to the member number.
Decide what counts. Guest spend, tips, golf shop items and event tickets may or may not qualify. Settle this list before the first cycle, not after the first complaint.
At period end, the system compares dining spend to the minimum. A shortfall posts as a charge on the next statement. Surplus either lapses or rolls forward, as the bylaws say.
Run the statement and close the cycle
The statement run should show dues, assessments, food and beverage, shop charges, guest fees and prior balance. It then goes to members by email or post.
Reconcile before sending. Dues posted, minimum shortfalls and assessments should each match a control total the controller signs.
Finish with an ageing list. Members thirty days past due get a call from the club manager. The board sees a short report of accounts on hold.
Billing cycle control sheet
Three tables on one page. The first lists member classes with dues, minimum and assessment amount. The second lists the cycle dates: dues post, minimum review, statement run and due date. The third has columns for control totals, the controller’s initials, ageing buckets and the follow up owner.
Open a blank worksheet to printQuestions owners ask
What counts toward a food and beverage minimum?
The board decides. Many clubs count dining, bar and banquet charges, and some also count guest spend. Write the list into the rules before billing starts.
How are special assessments different from dues?
An assessment funds a specific project, has its own amount and dates, and sits in its own account so the club can report collections.
Can the minimum shortfall be waived?
The board can allow it in set cases, such as illness or leave. Keep the reason on the member record so the waiver is visible at audit.
How often should statements go out?
Monthly is the norm. Keep the same day each cycle. Members learn when to expect it, and the accounts staff can plan the close.