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AMENDED BYLAWS SCF BILLIARDS CLUB - CHARTERED CLUB
FEBRUARY 15, 2022
As approved by the SCF Billiards Board on the 15th day of February 2022, the Bylaws of the SCF Billiards Chartered Club herein, dated August 16, 2019, are amended in their entirety. Upon approval by majority vote of the General Membership, the Amended Bylaws will be submitted to the Sun City Festival HOA for approval.
ARTICLE I· GENERAL
Section A. Name of Organization:
- SCF Billiards Club a.k.a. SCFBC, or Club as used in this document.
- Provide an organized framework for SCF residents to engage in recreational Pocket Billiards
- To Improve and expand participation in Pocket Billiards through skill training, open competition, scheduling of events and publicity
- In partnership with the SCF Lifestyle Director, ensure accessibility to residents, creating Pocket Billiards as an integral part of the SCF amenity offerings
- Provide management of Pocket Billiards opportunities in concert with SCF Life Style Director
- SCF Billiards Club Bylaws willfully comply with the SCFCA Governing Documents and the Chartered Clubs Rules and Procedures Manual (Rules). In the event of a conflict between these Bylaws and Chartered Clubs Rules and Procedures Manual (Rules), the governing documents and Rules will prevail.
- The SCF Chartered Clubs Administration and Finance Calendar will be used as a resource to ensure implementation of all required Club policies and procedures
- The Club is operated as a Not-for-Profit Organization in accordance with Arizona statutes and the Association's Governing Documents and Rules. Not-for-profit is defined as: with few exceptions, Club Income will not greatly exceed expenses (operating expenses and capital requirements), resulting in a net operating gain. Where revenues do exceed expenses, the net gain should be used to foster continued Club growth and activity
ARTICLE II - MEMBERSHIP
Section A. Eligibility
- Membership is open to all association residents in good standing with the SCFCA without discrimination as to race, religion, color, gender, ethnic culture or national heritage
There will be no preconditions for Membership, nor will Members be required to join any national, state, or regionally affiliated Organization.
Section C. Resident, Non-Resident Guest Privileges
- A Guest is defined as a SCF Resident who is not a Club Member, or a Non-Resident visiting SCF
- A Resident Guest may attend 3 Club functions, at the invite of a member
- A Non-Resident Guest is invited to play pocket billiards by registering with HOA, paying any required HOA fees and must be accompanied by a SCF Billiards Club Member
- Payable upon joining the Club
- Proposed by the SCF Billiards Club Executive Board in November of each year
- Approved by a majority vote of the Membership via a Member meeting or electronic vote in December of each year
- Revenue from Annual Membership Dues will cover normal Club operating expenses
- Member dues will not cover:
- Personal items such as cue sticks and other personal shooting support items
- Storage of personal shooting support items
ARTICLE Ill - CLUB EXECUTIVE BOARD (CEB}
Section A. Club Officers
The CEB consists of a:
President
Vice-President
Secretary
Technology/Marketing/Training
Treasurer
Sergeant at Arms
Section B. Terms of Office and Responsibilities
- All Officers will be elected by a vote of General Membership and serve without compensation for a period of two years
- The SCF Billiards Club reserves the right to change the number and functional responsibility of
Duties/ Responsibilities / Officers and Committees:
President
- Preside over all Club meetings, charitable activities
- Accountable for administration of all Club business
- Present annual Club budget in coordination with Treasurer
- Acts as principal liaison between the Clubs, President's Council and the SCFCA
- Work with the CEB to authorize and appoint Committee Chairs and Club Advisors
- Work with the CEB to authorize and appoint a Nomination/Election Committee
- Delegate responsibilities to another Executive Board member as appropriate
- Shared responsibility for publicity/marketing with Technology/Marketing/Training Officer and Club's Communications Advisor
- Assist President at meetings and preside at meetings In the President's absence
- Perform all duties of the President in the event of their inability to perform
- Responsible for all equipment management, safety training
- Work with Treasurer to purchase all training supplies and equipment
- Document all meeting minutes and maintain meeting records of the Club
- Issue meeting notices; publish and distribute meeting minutes to all Club Members
- Maintain a record of all motions voted on at General Membership meetings and CEB meetings
- Provide reasonable access to club meeting records upon request from Club Members
- Use of Word/Excel or compatible program for documentation of minutes
Technology/Marketing/Training
- Develop I schedule program events
- Maintain Club's Court Reserve reservation system
- Support in development of professional training programs for Members
- Shared responsibility: Publicity/marketing with President and Club's Communications Advisor
- Shared responsibility: Maintenance of Membership Roster and application of Member annual dues payments with Club's Sergeant Al Arms and Treasurer
- Shared responsibility : Development/maintenance of website and reservation systems with Club's Sergeant Al Arms
- Receive and deposit all monies due to the Club
- Pay all obligations incurred by the Club in the regular course of business
- Maintain ledger of financial transactions; provide financial reports as required at Club meetings
- Prepare, coordinate with Club President, and submit semi-annual reports as required by SCFCA
- Prepare annual Club budget in coordination with SCF Billiards Club President
- Shared responsibility for Maintenance of Membership Roster and application of Member annual dues Payments with Technology/Marketing/Training Officer
- Utilize Excel or compatible program as application for financial records
Sergeant At Arms
- Setup Board/Member meeting event venues and verifies ail is in order prior to the start of meeting
- Organize equipment and set up refreshments for meetings
- Greet new members or guest participants attending their first meeting and brief them on protocol and procedures
- Administer sign-in documentation, ensure that the meeting starts on time and check that only authorized members are present
- Cail roil & keep order during the meeting I event
- Cali for approval of minutes of previous meeting and present meeting agenda
- Shared responsibility for development/maintenance of Club's website and reservation systems with Technology/Marketing/Training Officer
Committee Chairperson - each Committee shall seek involvement from Members
- Maintain monthly communication with the Club's Executive Board
- Authorized to spend Club funds not to exceed $50.00 per transaction
- Appointed Committees include but are not limited to:
Section C Nomination and election Procedures
Nominating Committee authorized and appointed by the CEB will solicit nominations in October. Members accepting nominations will be announced to the General Membership in November. Only Members in good standing may run for office and vote. Election will be held in December with installation of Officers at the first Membership meeting in the New Year
If more than one member is nominated for any elective position and nominees have agreed in writing to hold the office, voting will be by secret written ballot. The CEB will determine procedures for nominations and elections to be followed. Should vacancies not be filled by the General Membership Meeting, the CEB will fill the vacancies as soon as feasible.
Section D Vacancies and Recall of Officers
- In event an Officer is unable to perform duties, the CEB may appoint a replacement
ARTICLE IV· BOARD AND MEMBERSHIP MEETINGS
Section A. Types and Frequencies of Meetings
- Board Meetings: Bi-monthly or as needed with date/time/location agreed to by the CEB
- General Membership Meetings: To be held quarterly with date, time and location of such meeting determined by the CEB
- General Membership Special Meetings: May be called by the CEB by providing a ten-day
- Notice of all meetings to be communicated orally, in writing or by email
Section B. Meeting Conduct/ Parliamentary Procedure
CEB & General Membership Meetings
- Presided over by the President & or Vice-President
- Meeting agenda developed through input from Board Officers/Members as appropriate
- Meeting agenda published five (5) days prior to meeting
- Issues involving elections and events that affect the Membership as a whole will be presented for a vote during the business portion of the General Membership Meeting
- Roberts Rule of Orders will be used as a guide to all meetings
CEB Meetings
- Quorum is a majority of the CEB Officers, one of whom must be the President or Vice President
- A quorum will be 15% of the General Membership. Only Members In good standing with the SCFCA and with SCFBC are permitted to vote. Topics requiring a majority vote will be by a method specified by the Club President (voice, show-of-hands, email or written ballot)
ARTICLE V - FINANCIAL
Section A. Financial Records
- Treasurer maintains financial records for current & seven previous years of the Club's operations
- Certified on an annual basis by a Club Member other than a Club Officer. Results of the certification to be presented to General Membership and recorded in the meeting minutes
- The Club Executive Board must approve single expenditures less than $500
- Individual expenditures greater than $500 will require signatures of two CEB officers and Approval by the General Membership in accordance with the voting and quorum procedures defined in Article IV, Section C of the SCFBC Bylaws. Results of the vote by the General Membership will be duly recorded in the Meeting Minutes at which the vote occurred
- All funds/revenues received will be deposited in a bank account via check or credit card payment in the Club's name with the Association's designated Chartered Club banking services provider.
- The CEB may change the type and method of accepted Member payments with 45 days advance notification to Club Members
- The CEB may retain up to $25.00 in petty cash. Petty cash consists of money collected from Club activities and Intended for use as cash prize payments or member reimbursement (with the purchase receipt or invoice retained as the expense reimbursement documentation). All disbursements will be made by Club check. The Club's bank account will be maintained through succeeding Club Administrations
- Expenditures, other than those made from petty cash referenced above, will not be made from funds that have not been first deposited in the Club's bank account. All expenditures will be made by Club check
- Semi-annually, the Club will submit the latest form "Bank Reconciliation and Financial Reporting" to the Lifestyle Director. A copy of the report will be retained in the official Club file, and the original will be forwarded to the Life Style Director for use when preparing and filing the Association's annual tax return. This report must be provided to the Association no later than the 15th day of January and July, and must be signed by the Club President and Treasurer
ARTICLE VI - COMMITTEES
Section A. Establishment
- The CEB may establish and appoint permanent, standing, or ad hoc committees as necessary for the Club's effective operation
- The Chairperson of each Committee will first, be a volunteer and approved by the CEB
- All committees will have written mission statements prior to their formation. Mission statements may be amended as warranted
ARTICLE VII - Amendments
Section A. Process
- Amendments to the Club's Bylaws requires a majority vote of the Membership present at a General Membership Meeting or Special General Membership Meeting. The vote may also be by proxy, email, electronic or other written form brought to the meeting
- Proposed amendments will be publicized using Court Reserve email, General Meeting announcements, U.S./Canadian mail
ARTICLE VIII • DISSOLUTION
- Prior to dissolution and after all debts are satisfied, all property will be turned over to the SCFCA
DATE
DATE
APPROVAL
The foregoing amended SCF Billiards Club Bylaws are hereby approved, subject to the Chartered Club Rules and Procedures Manual.
Dated this 30th day of March 2022
SUN CITY FESTIVAL COMMUNITY ASSOCIATION, INC
By:
Community Manager
(See below and for signed Bylaws and the PDF file at top to download the Signed SCF Billiard Club Bylaws)