Most clubs approve furniture in spring, which is exactly when it costs the most and takes the longest. Manufacturers raise list prices at the start of the calendar year, and lead times stretch through the April to July rush as every pool in the country places its order at once. If you need chairs on the deck for Memorial Day, the order needs to be placed by mid-April at the latest.
The fix is to separate approval from delivery. Get the quote and the committee approval in the fall, lock the current year's pricing, and take delivery in spring. If your fiscal year won't release capital until spring, a written quote dated in the fall still gives your finance committee a firm number to budget against.
One more timing note if you're buying in phases across budget years: ask, in writing, how long the specific color and finish you chose will remain available. Discontinued finishes are the reason a lot of club pool decks end up in two shades.