BYLAWS SCF BILLIARDS CLUB - CHARTERED CLUB
ARTICLE I – GENERAL
Section A. Name of Organization: SCF Billiards Club a.k.a. SCFBC or Club as used in this document.
Section B. Purpose of Organization: To improve and expand the Pocket Billiards recreational facility through training, presentations, recreational and competition play. Creating Pocket Billiards as an integral part of the Sun City Festival Programs.
Section C. These Bylaws willfully comply with the Association’s Governing Documents and the Chartered Clubs Rules and Procedures Manual (Rules) and the SCFBC Club rules, regulations and procedures. In the event of a Bylaws conflict, the governing documents and Rules shall prevail. Modern parliamentary procedures shall supersede anything not stated in the SCFBC Bylaws.
Section D. The Club shall be 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 shall 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. Membership is open to all association residents in good standing with the SCFCA without discrimination as to race, religion, color, ethnic culture or national heritage.
Section B. All Members must take the Club-sponsored training that includes instruction in Billiards Room Facility safety and use of Club equipment. The Club intends to offer Pocket Billiards skills training on a regularly scheduled basis for all Members and Festival residents. This training will result in the protection of the investment in Pocket Billiards equipment and ensure as much as possible, safety in the Billiards Room Facility.
Section C. Guest Privileges: A guest is defined as a person(s) who is not a Club Member. Guests may attend 3 club functions, at the invite of a member, before having to pay dues.
Section D. Dues: All members will be required to pay a onetime fee of to cover use and maintenance of Billiards Room equipment, administrative supplies, Member social benefits, tournament prizes/expenses, website/marketing communication materials and Facility use rules and promotional signage.
Annual dues will be proposed by the Executive Board and must be approved by a majority of the Membership. New Members joining between January 1st and June 30th will pay full Annual Member Dues. New Members joining between July 1st and December 31 will pay ½ the Annual Dues
Membership Dues will not include/cover:
1. Personal items such as cue sticks and other personal shooting support items;
2. Storage of personal shooting support items. Revenue from Membership Dues will cover normal Club operating expenses as defined in the Club’s Financial Plan.
ARTICLE III - OFFICERS/COMMITTEE CHAIRPERSONS
Section A. The Club Executive Board shall consist of a President, Vice-President, Secretary/Web Site/Marketing, Programming/Systems Support/Marketing and Treasurer. Officers serve without compensation. The SCF Billiards Club reserves the right to change the number and functional responsibility of Executive Board members according to the needs of the Club. Two appointed Committee Chairpersons may serve on the Club Executive Board as members-at-large with no voting privileges. An immediate Past President may serve in an advisory capacity for one year but will not have voting rights.
Section B. All Officers shall be elected by a vote of General Membership and shall serve without compensation: Prior to becoming a chartered club, our Initial Member Interest Group elected Interim Officers and Committee Chairpersons. To ensure organizational continuity, communication and progress, all appointments by the Initial Member Interest Group will be in place for a Start-Up Period of one year after the Pockets Billiards Facility has been equipped.
Section C. Terms of Office and Responsibilities: Initially, all officers will serve until December 31, 2020 as per Section B. above. After the Start-Up Period, all Officers shall be elected by a majority vote of those present during the annual membership meeting. Officers shall serve for a two-year period. Officers may succeed themselves provided they receive a majority of the vote of those in attendance at the election. Terms begin January 1st and end December 31st.
Duties/Responsibilities / Officers and Committees:
President - Preside over all Club meetings; Accountable for administration of all club business.
- Liaison between Club and Association; Attend all meetings related to Club business
- Appoint members of all Committees authorized by Executive Board
- Appoint Nominating Committee
- May delegate responsibilities to another Executive Board member
- Responsible for all equipment management, safety training
- Work with Treasurer to purchase all training supplies and equipment /supplies
- May delegate responsibilities/training to other qualified Members as needed
Secretary/Web Site/Marketing - Maintain Club minutes and records; Issues meeting notices; publishes and distributes meeting minutes
- Focal point for all correspondence between Club and Association
- Use of Word/Excel or compatible program for documentation of minutes
- Develop specialty publicity media to inform Members of Club activities
- May delegate publicity to qualified Members
- Develops & maintains club website
- Develop Program events and reservation of Pocket Billiards tables
- Maintenance of Membership Roster and program scheduling
- Shared responsibility for the Club's publicity marketing needs with Secretary/Web Site/Marketing
Treasurer - Receives and deposits all monies due to the Club and pays all obligations incurred by the club in the regular course of business.
- Maintains current ledger of all financial transactions and provides financial reports as required at Club meetings
- Prepares, coordinates with Club President and submits semi-annual reports as required by Association
- Utilize Excel or compatible program as the application for financial records
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 for tools/supplies necessary for Committee Members
- Appointed Committees include but are not limited to:
Member Volunteer hours: Will be coordinated and monitored by Volunteer Coordinator. Member Volunteers will be responsible for: management and control of the Billiards Room Facility and equipment during club hours; and management of scheduled events; Member recruitment and sign-up; all operations areas. Where appropriate, the SCF Chartered Clubs Administration and Finance Calendar will be used as a resource to ensure implementation of all required Club policies and procedures.
Section D. Nomination and election Procedures: Nomination and Election Procedures: A nominating committee shall be appointed by the President and will solicit nominations during the month of October. Nominations will be announced to the general membership in November. Election will be held in December with installation of Officers at the first meeting in January.
If more than one member is nominated for any elective position and nominees have agreed in writing to hold the office, voting shall be by secret written ballot. The Club Executive Board shall determine the procedures for nominations and elections to be followed. Should vacancies not be filled at the General Meeting, the Club Executive Board shall fill the vacancies as soon as feasible.
Section E. Meetings, Quorum, Voting Procedures: Meeting to be held as determined by the Club Executive Board. A quorum will be a minimum of 20% of Club Membership. Only Members in good standing will be permitted to vote. Voting procedure may be by show of hands, voice, electronic or written ballot.
Section F. Vacancies and Recall of Officers: In event an Officer is not able to perform their duties, the Executive Board will appoint a replacement.
ARTICLE IV - MEETINGS
Section A. Types and Frequencies of Meetings: General Membership Meetings will be held once per quarter throughout the calendar year. Time and place to be determined by the Club Executive Board. Club President shall preside at these meetings and modern parliamentary procedures shall be followed. A 20% Membership attendance shall be considered a quorum. Roberts Rules of Order in effect at all meetings.
Section B. Conduct of Meetings: Meetings of the Club Executive Board: On an as needed basis called by the President and not less than semi-monthly. Notice of meeting to be communicated orally, in writing or by email. Majority of Club Executive Board Members shall constitute a quorum. Roberts Rules of Order in effect at all meetings.
Section C. Meetings, Quorum, Voting Procedures: Meeting to be held as determined by the Club Executive Board. A quorum will be a minimum of 20% of Club Membership. Only Members in good standing with the SCFCA and SCFBC will be permitted to vote. Voting procedure may be by show of hands, voice, electronic or written ballot.
ARTICLE V – FINANCIAL
Section A. Financial records will be maintained for seven (7) years by the Treasurer of record.
Section B. Expenditures: The Club Executive Board must approve single expenditures less than $500. Single expenditures in excess of $501 must be approved by a majority vote of those present at a general membership meeting. Email may be used to receive votes when a general membership meeting is not feasible.
Section C. Financial records: Shall be certified on an annual basis by an individual other than those elected to Executive Board. Results of the certification will be presented to the general membership and duly recorded in the applicable meeting minutes.
Section D. All funds/revenues received shall be deposited in a bank account established in the Club’s name with the Association’s designated Chartered club banking services provider. The club 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). The Club’s bank account shall be maintained through succeeding Club Administrations.
Disbursements, other than those made from petty cash referenced above, should not be made from funds that have not been first deposited in the Club’s bank account. Club check shall make these disbursements. Inventory control over durable assets shall include periodic physical counts and reconciliations of underlying accounting records.
Club inventories are to be performed annually and shall be maintained and safeguarded to prevent theft, deterioration, etc. The Club shall furnish to the Association a copy of all inventories with value over $500.
Section E. Semi-annually, the Club will submit the “Annual Financial Report”, 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 Association’s Controller for use when preparing and filing the Association’s annual tax return. The report must be provided to the Association no later than the 16th day of January and of July, and be certified by the Club President and Treasurer
ARTICLE VI - COMMITTEES
Section A. Permanent standing committees: Shall include but are not limited to: Marketing & Promotion / Programming and Events / Membership / Equipment / Rules / Maintenance / Safety / Sergeant at Arms / Volunteer Coordinator
Section B. Appointment: The Club’s Executive Board shall appoint all Committee Chairpersons.
Section C. All Committees shall have written mission statements and job descriptions prior to committee appointments.
ARTICLE VIII - AMENDMENTS
Section A. These Bylaws may be amended by a majority vote of the quorum present at a general membership meeting. The quorum may include voting by proxy, email, or other written form brought to the meeting.
ARTICLE IX – DISSOLUTION
Section A. Prior to Club dissolution, and after all debts are satisfied, all property and assets shall be relinquished to the Sun City Festival Community Association.
FOR THE CLUB: FOR THE ASSOCIATION:
Club President Association Lifestyle Director
The foregoing SCF Billiards Club Bylaws are hereby approved, subject to the Chartered Club Rules and Procedures Manual.
Dated this ___________________ day of ______________________, 2019
SUN CITY FESTIVAL COMMUNITY ASSOCIATION, INC
(See PDF file at top to download the Signed SCF Billiard Club Bylaws)