Private clubs have a long history of upholding tradition, where discretion and diplomacy often took precedence over direct confrontation of behavioral issues. However, changing cultural norms, heightened member expectations, and legal pressures are prompting clubs to take a firmer stance when members misbehave. Three primary drivers are behind this shift:

• Cultural Expectations: As society emphasizes inclusivity and respect, members expect similar values in their club environments. Establishing and maintaining a proper club culture starts at the top. When leadership clearly demonstrates that disrespectful behavior won’t be tolerated, it sets the tone for the entire membership.
• Legal and Reputational Risks: Ignoring harassment, discrimination, or misconduct can lead to lawsuits or damage to the club’s reputation
• Membership Satisfaction: Disruptive or abusive behavior by even a few members can undermine the experience for the majority, affecting retention, engagement and recruitment.

As clubs address these realities, they are transitioning from passive to proactive management of member behavior, and their governance structures are being updated to include clearer behavioral expectations and enforcement mechanisms.

Facing the Challenges

When it comes to enforcing the rules, one of the biggest challenges that clubs face is determining who should be responsible for enforcement. Relying on
management for rule regulation is not advisable, as it can place managers in hostile situations, increase stress levels for employees, and lead to negative reactions from members who may retaliate. Similarly, asking fellow members to enforce the rules can create tension, foster hostility, and burden members with responsibilities that detract from the club’s enjoyable atmosphere.

The most effective approach to member accountability is to empower a dedicated discipline or ethics committee composed of members.

Clubs also face these additional hurdles when confronting member-behavior issues:

• Balancing Fairness with Action: Clubs must enforce rules while ensuring due process for accused members. Failure to do so can lead to perceptions of bias or unfairness. The objective should not be to penalize members but to promote accountability and reinforce the club’s shared values. A transparent and equitable process helps to ensure that all members feel valued and respected.
• Avoiding Legal Pitfalls: When disciplining members, clubs must navigate a complex framework of bylaws, state laws, and federal antidiscrimination
  regulations. It is essential to ensure that all disciplinary actions are consistent, well-documented, and aligned with governing rules and legal requirements. Promptly addressing disruptive or concerning behavior helps clubs prevent hostile work environments for employees, reduce the risk of further incidents, and avoid potential legal complications.
• Managing Member Reactions: Enforcing rules can lead to negative reactions from members, particularly if decisions are viewed as politically motivated or excessively harsh. Maintaining consistency, fairness, and due process is essential to minimizing pushback. Providing a clear guidebook for those responsible for member discipline can be a valuable resource, outlining appropriate consequences for first and second offenses and ensuring disciplinary actions that are proportionate to the behavior.
• Protecting Confidentiality: To maintain the club’s reputation and member trust, disciplinary actions must be handled discreetly. Confidentiality is crucial and boards should communicate their commitment to upholding standards without discussing individual cases.

Addressing Problematic Behavior

As illustrated by the case study, effective prevention and control of member-behavior issues calls for a disciplined approach that includes these steps:

• Setting Clear Expectations: Develop a Code of Conduct that includes explicit guidelines on acceptable behavior and the consequences of violations, and communicate proactively to ensure that all members understand the code through orientations, newsletters, club communications and regular conduct reminders.
• Establishing a Governance Framework: Use Ethics or Disciplinary committees that are empowered to investigate and resolve issues impartially, and document processes to clearly define how violations are reported, reviewed, and resolved.
• Providing Due Process: Offer accused members the opportunity to explain their actions in a structured hearing process, and base decisions on documented evidence to protect against claims of bias.
• Seeking Expert Guidance: Partner with legal counsel and industry consultants to ensure compliance with laws and best practices.

Ongoing Best Practices

On an ongoing basis, these best practices will also help to establish a strong defense against potential member-behavior issues:

• Regularly Review Governing Documents: Ensure bylaws and policies are current and aligned with legal requirements.
• Educate Boards and Committees: Provide training on managing disciplinary issues fairly and effectively.
• Promote Transparency: Communicate the club’s commitment to a respectful environment without disclosing specific cases.
• Engage Members in the Process: Foster a culture of mutual respect and accountability through town halls or surveys.

Ignorance is Not an Option

Addressing problematic member behavior is no longer optional for private clubs—it’s a necessity. A club’s integrity is reflected in its willingness to make tough decisions for the greater good. Strong leadership ensures those decisions are approached with both care and respect.

Clubs that are ready to elevate their standards should first conduct a governance audit to identify gaps in policies. Next, develop or refine codes of conduct with expert input, and train boards and committees to manage behavioral issues swiftly and effectively.

By proactively enforcing behavioral standards, clubs protect their culture, maintain community cohesion, enhance member satisfaction, align with modern expectations and create a more enjoyable experience for both members and employees alike. With thoughtful policies, strong leadership, and clear communication, clubs can navigate these challenges while preserving their traditions.

CLUB TRENDS – Spring 2025

Richard M. Kopplin, CMAA Fellow, Kurt D. Kuebler, CCM, CMAA Fellow and Thomas B. Wallace, III, CCM, CCE, ECM and the principals with KOPPLIN KUEBLER and WALLACE.