The Committee shall be independent of the General Committee, with the following:
- To assure members of the Club that budgets, reports, and accounting systems are working effectively to manage the financial affairs of the Club.
- To ensure the Club's policies and procedures are followed
- The external and internal auditors may be invited to meetings to present their detailed findings for discussion by the Audit Committee.
- The Audit Committee shall meet every (3) Three-Months and as may be necessary and report to the members at every General Meeting in February and General Meeting of August of every year.
- The Audit Committee may invite the Chairman, the Honorary Treasurer of the General Committee of the Club and the General Manager of the Club and any member of staff or member of the Club to attend their meetings.
- There shall be an Internal Auditor who shall report directly to the General Committee.
N/B: Quorum for this Committee shall be a (Four) one of whom shall be a Trustee.
- To study and acquire absolute familiarization with the Rules of Ikoyi Club 1938 as well as full knowledge of the Rules of all Section of the Club in as much as they are not consistent with the rules of Ikoyi Club 1938 afore-mentioned.
- To encourage a pattern of disciplined behavior amongst all members and their guests.
- To offer an arbitration forum to all members seeking adjudication over matters of a tort, social nuisance and offense, violation of Club's rules and ethical anomies.
- To deliberate over all cases of indiscipline or any other infraction referred to it either by the Main Club Committee, or by any of the Committees of the Sections of the Club or by any bona fide member or members of the Club; and to make recommendations based on its findings to the Main Club Committee.
- To ensure that all its rulings and recommendations are based upon the tenets of the rules of the Club, and on absolute fair-play and equity.
- The Sub-Committee will submit a report of its activities to the Main Committee at least, once every Calendar month.
- It is directed that the quorum of the Sub-Committee at all its meetings shall be 3 (three).
- This Sub-Committee shall meet on the 2nd Thursday of every month in accordance with the Club' tradition
- To examine, evaluate and adjudicate all tenders bought before it.
- To ensure that all tenders have the quality and technological content required by the specifications given for each job and relate a detailed evaluation of the said specifications with the quotation submitted by contractors.
- To ensure that all tenders have been selected from the pre-qualification list approved by the Main Committee and are in line with current and specific categorization established and authorized.
- To appraise each tender with absolute fairness to Ikoyi Club 1938, and the tender, and to recommend successful tenders in order of preference having regard to:
- Calibre of contractor
- Financing ability
- Applied technical skills
- Operational effectiveness
- Time-scale factor
- To have the right to reject any tender that it considers inadequate and propose the listed specifications for the job; provided always that it is not bound to accept the lowest tender
To remain constantly aware of its unique role for ensuring quality membership- To progressively strive to attain quality membership in line with the lofty aims and aspirations of Ikoyi Club 1938
- To exhaust all reasonable processes of selection by way of careful vetting, discreet checking, personal interviews (when and where necessary) before recommending and collating lists of applicants to the Main Committee for its consideration and approval
- To limit the incidence of trespass, impersonation, and abuse to the barest minimum by:
- Enforcing the rules of Ikoyi Club (1938) in as much as they pertain to members and guests.
- Conducting periodic and regular checks in and around the Club and ensuring that Club facilities are used by bona fide members and their guests only.
- Constantly updating the machinery for identification of members and recommending for the Main Committee's approval latest technological advancement in this regards.
- To carry out its function as the authorized agent of the Main Committee by bi-annually listing out names of defaulting members for necessary action by the Main Committee in the accordance with the rules of the Club.
- To ascertain the size of membership at any given time and to ensure that numerical levels are as authorized and are good caliber.
- To carry out all directives of the Main Committee in regard to membership and to report back on areas of improvement and updating
- To perceive its role and that of the Disciplinary Committee as mutually complimentary and to nurture this relationship to the benefit of the Club
- Bearing in mind the purpose of Ikoyi Club 1938, its philosophy, namely, "Global Harmony Through Recreation" and the nature of the industry in which it is classified, to advise on issues referred to it by the General Committee as they relate to industrial relations in particular:
- To advise on the adequacy, appropriateness, and effectiveness of the existing institutions of trade unionism, collective bargaining, joint consultation and any other procedures and charters of relationship for the promotion of constructive dialogue between the employees, their trade unions and Ikoyi Club 1939.
- To advise on subjects for policy formulation by the General Committee in the furtherance of good administration and social justice
- To advise, as and when necessary, on how to keep open the channels of communication between the employees and Ikoyi Club 1938.
- To advise and give recommendations on the proper links between the Staff Policy of Ikoyi Club 1938, legislation and public policy of the Government and the attitudes of the institutions and other actors within the labour/management relations system.
- To advise on issues relating to the working environment
- To look into and advise on all matters of Industrial Relations
- To look into matters assigned to it by the General Committee within the ambitof these terms of reference.
- Subject to any directives of the General Committee, it is not contemplated in these terms of reference that the Sub-Committee shall interfere with the day to day personnel administration of the Club.5.The quorum of the Sub-Committee at its meetings shall be three (3)
- To study the organization of the Club's maintenance department, and to make recommendations for staff complement and operational effectiveness.
- To establish proper vetting procedures for all maintenance work, contracted out as well as for those executed by the Club's maintenance cadres.
- To institute a program of preventive maintenance on a cost-saving basis, and to ensure adequacy and regularity.
- To establish a rigid separation between capital and revenue projects, in line with usual professional practice and delimitation.
- To carry out the foregoing and to act upon specific assignments given to it from time to time by the Main Committee.
- The Chairman of this Sub-Committee shall be co-opted a member of the Club’s Main Committee and will submit a report of the activities of this Sub-Committee to the Main Committee at least, once every calendar month.
- To ensure that the Entertainment of our Club meets the highest traditions of the Club.
- To ensure that programmes for better social activities of the Club are planned and executed after due reference to the Main Committee.
- To bring the attention of the Main Committee to any matter that needs or require the Main Committee's assistance.
- To take charge of all kinds of entertainments organized by the Club.
- Shall be responsible for the bar at functions organized by the Club after the Bar Adviser must have handled all such drinks out for the functions.
- Solicit and obtain on behalf of the Club's sponsorships of parties, dances and any other social functions.
- To introduce and organized the Annual Dinner Dance.
- The quorum of this Sub- Committee shall be 3 (three) at any of its meetings
- To examine all policies and procedures extant in regard to the purchase and pricing of all drinks and to recommend changes to the General Committee
- To examine the rationale behind current levels of stocks of drinks kept at the central and other stores and recommend improvement in regard to:
- Adequacy
- Controls
- Sources of supply
- Quality
- Initiation and authorization of Local Purchases Orders
- Tendering procedure where necessary
- To ensure economic disposal of empty containers
- To ensure that breakages and wastages are kept within reasonable tolerance with proper controls for accountability.
- To examine the procedures established for stock-taking and concern itself with matters of periodicity, reconciliation of book and physical stock and to recommend methodologies.
- From time to time, to liaise with an appropriate staff of the Club- particularly the General Manager - on issues pertaining to its functions, in realizing that the Drinks and Bar Sub-Committee is vested with the responsibility for formulating broad and definitive policies and guidelines that are approved by the Main Committee
- In liaison with the General Manager and the Industrial Relationship Sub-Committee, to ensure that Bar staff are well-trained to perform their roles honestly, politely and efficiently at all times.
- To encourage a high level of cleanliness and hygiene amongst bar and related staff as well as in and around the loads
- To evaluate the float given to Barmen to provide change with actual need and to advise variations if necessary.
- It is directed that the quorum of the Sub-Committee at all its meetings shall be 3 (three) i.e Chairman or his nominees plus 2 Sub-Committee Members
- To examine all policies and procedures extant in regard to the purchase and pricing of all food
- To examine the rationale behind current levels of stocks of food kept at the central and other stores and recommend improvement in regard to:
- Adequacy
- Controls
- Sources of supply
- Initiation and authorization of Local Purchase Orders
- Tendering procedure where necessary
- To ensure economic disposal of empty containers
- To ensure that breakages and wastages are kept within reasonable tolerance with proper controls for accountability.
- To examine the procedures established for stock-taking and concern itself with matters of periodicity, reconciliation of book and physical stock and to recommend methodologies.
- From time to time, to liaise with appropriate staff of the Club - particularly the General Manager - on issues pertaining to its functions, in realizing that the Kitchens and Food Sub-Committee is vested with the responsibility for formulating abroad and definitive policies and guideline that are approved by the Main Committee.
- In liaison with the General Manager and the Industrial Relations Sub-Committee, to ensure that kitchen staff well - trained to perform their roles honestly, politely and efficiently at all time.
- To encourage a high level of cleanliness and hygiene amongst the kitchen and related staff as well as in and around the loads
- It is directed that the quorum of the Sub-Committee at all its meetings shall be 3 (three)
- To examine medical bills and recommend payment thereof.
- To proffer solutions to curb unusual escalating costs
- To recommend modalities for the funding of staff medical expenses.
- To profer a working medical agreement that would form the basis of renegotiation with medical consultants.
- To examine previous policies with a view to improving Club medical services to staff and providing emergency medical services to members especially during sporting peak periods
- To make recommendations to the General Committee
- The quorum of the Sub-Committee at all its meetings shall be three
- Police the gap in the golf section by reinforcing the already existing deployment presently in place.
- The Security Sub-Committee should handle the monitoring and supervision of security of the club premises including the car parks. This should be done in coordination with the chief security officer through a feedback mechanism that can adapt to changes from time to time.
- Electrical, fire protection, and prevention sections are to be created for proper power auditing on a continuous basis. The audit will be handled by the Security Sub-Committee for quick and timely response purpose.
- Each section of the club must have managers tasked with the responsibility of checking unauthorized and illegal visitors. They will be accountable to the chief security officer under the umbrella of the Security Sub-Committee
- Detais of the contract with the Nigerian Civil Defence Corps should be handled by the Security Sub-Committee, which is convenient to deal with such issues and will be able to make timely adjustments as at when necessary.
- The club is overdue for an integrated CCTV for IKOYI CLUB 1938 backed by an efficient radio communication network.
- Ensure the deployment of the Club's facilities in a manner that enhances the efficiency of the Club's operation.
- Review existing ICT facilities to ensure effective and efficient utilization.
- Review some of the existing operations in the Club seeking to enhance efficiency.
- Develop a comprehensive ICT plan for the Club
- Any further activities which the Sub-Committee considers will enhance the efficiency of the operations of the Club
- The quorum for this Sub-Committee shall be 3 (three)
- To review and ensure the Operations of the Club's Library facilities are done in a manner that enhance Library Service delivery to members.
- To review existing Library facilities to ensure effective and efficient utilization
- To review the policy on donations of services, facilities and Books to the Library
- To carry out other assignments given to it from time to time by the General Committee.
- The quorum for the Sub-Committee at all its meetings shall be three (3)