SCG Singles Club. Rules and Regulations. January 1, 2013, amended August 7, 2013 (Amended Regulations shown in red).

Transcription

1 SCG Singles Club Rules and Regulations January 1, 2013, amended August 7, 2013 (Amended Regulations shown in red). Elected Positions/Board of Directors: 1. Each position must be held by a member in good standing. 2. The outgoing President may remain on the Board of Directors as a non-voting member at the invitation of the Board of Directors. 3. Elected positions on the board other than those required by CAM are: Ticket Director, Activities Director, separate Secretary and Treasurer, and Membership Director. 4. The treasurer may serve only two consecutive terms. 5. The position descriptions for elected officers and board members are: President; The President shall preside over club meetings and be accountable for the administration of club business. The President shall carry out the direction and policies established by the Executive Board. The President shall act as principle liaison between the Club and the CAM Activities office. All committees, including standing committees, and the chairpersons thereof, shall be appointed by the President with Executive Board approval. In the event of vacancies on the Board, the President shall appoint, with Executive Board approval, interim replacement Executive Board members until official elections can be held. The President shall insure that all club officers and directors read and understand the Association Charter Club Rules, Regulations, and Procedures. The President shall approve all s sent to the membership. Vice-President; Shall perform all duties of the President in the event of the President's absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Board approval, from time to time by the President. The VP shall be responsible for preparing articles pertaining to the Club for the Grand Times and said articles shall be updated as needed. The VP shall arrange light refreshments for Club business meetings as they are required. The Outreach Chairperson shall report to the Vice- President. The Outreach Chairperson shall establish a network of members who will provide assistance as required to other members who are in need of support for any appropriate reason. Said Chairperson shall be responsible for contacting and sending cards to members for reasons the Board shall deem necessary such as illness, injury, surgery, hospitalization, or a death in the family. The Director may also be responsible for any other special projects as assigned by the Vice-President. Secretary; The Secretary shall keep the club records, issue notices of all meetings of the Executive Board or General Membership, shall keep minutes thereof, conduct all correspondence relating to the Club s business, and furnish whatever reports the Association or other person or organizations as may be required. The Secretary shall maintain an list of all members and be responsible for sending s to the membership as approved by the President. Said s shall be sent only for SCG Singles Club, January 1, 2013, Amended August 7, 2013 Page 1

2 Club sponsored events and other Club business. The Secretary shall keep all minutes and correspondence of the Club going back five years as required by CAM. Treasurer; The Treasurer shall receive and deposit all moneys due to the Club and pay all obligations that may be incurred by the Club in the regular course of business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Executive Board or General Membership. At the end of each year, the Treasurer shall prepare a budget for the upcoming year and submit it to the Board for approval. The Treasurer shall prepare and submit year end reports (Form CC-1) by the date established by the Activities Director/Controller. The Treasurer shall keep all financial records back seven years as required by CAM. The Ticket Chairperson shall report to the Treasurer and cannot appoint or remove ticket sales persons without prior approval from the President. Membership Director; The Director of Membership shall receive all new and renewed membership applications and dues: shall forward all dues to the Treasurer along with a Sun City Grand Singles Club Income form: and shall order badges for those members who desire to purchase them. The Director shall maintain a database of member information including addresses used for roster and other functions within the Singles Club. The Director shall appoint a coordinator to manage newcomer activities, such as the Singles Club informational drop-in s and new member orientation. Activities Director; The Director of Activities shall be responsible for the preparation of the monthly calendar of events designed to provide diversified social activities for the Club membership. The Director shall recruit interested Club members to serve on the Activities Committee and is responsible for planning and chairing the monthly Activities Committee meeting and keeping the Board informed of the outcome. The Director shall notify CAM the necessary room arrangements and other requirements for events involving CAM facilities. The Director shall work with the Event Coordinators to schedule catering and bar services at events when requested to do so. The Director and/or the volunteer host/hostess shall be responsible for the planning of all social events sponsored by the Club. The Director is responsible for placing the monthly calendar in the appropriate place in the Sonora Plaza. The Director, with the prior approval from the President, shall appoint or remove Chairpersons for any/all positions except the Ticket Chairperson (who reports to the Treasurer) as needed to manage activities required under the Activities Committee. These Chairpersons are not members of the Board but are members of the Activities Committee reporting directly to the Activities Director and shall attend all meetings of the Activities Committee. The director is responsible for filing with CAM a participation Form CC-10 on a semi-annual Basis. SCG Singles Club, January 1, 2013, Amended August 7, 2013 Page 2

3 Ticket Director; The Director of Ticket sales shall recruit a team of three (3) or more whom shall each be responsible for selling tickets to members for specified events. The Director shall distribute the tickets and calendars to the sales team and to the monthly mixer sales representatives. Each team member shall be in charge of selling tickets, distributing the monthly calendar and accepting membership applications at a specified weekly social hour or breakfast. The Director is responsible for placing the monthly calendar in the appropriate place in the Sonoran Plaza and posting on the Singles web site. The Director will collect all monies and unsold tickets and will advise the Activities Director and the event planner of the number of tickets sold on the cut-off date for each event. The Director will submit monies collected with the appropriate form to the Treasurer within four (4) days following the event. Elections/Nominating Committee: 1. The committee is to consist of a minimum of three members in good-standing selected by the Board of Directors. Current Board members may not be members of the nominating committee as stated in CAM Rules nor may an election committee member be a candidate for office. Once the committee has been established the Board of Directors cannot have further involvement with the selection of candidates or the election process. 2. The committee will present a minimum of one candidate for each elected position (it is desirable to have a minimum of two candidates for each position if possible). The committee will consider special qualifications for positions requiring them ie. computer skills, communications skills, administrative skills, ability to perform the position as required, etc. The Board of Directors will review and verify that candidates are in good standing & Limited to One Board Member per Household. The slate of candidates will be presented at the September Board of Directors Meeting for approval. 3. The committee will manage the campaign process which may include membership gatherings for speeches, BIOS sent to members. The Committee will also manage the election process. 4. Elections will be held in October. According to CAM rules, members must be notified at least 45 days prior to the election and candidates must be announced at least 30 days prior to the election. Elections: 1. Only members in good standing may vote. Voting may be conducted using one of the following methods as determined by the election Committee: Secret ballot at a general membership meeting. Mail-in/drop-in secret ballot held over a two week period. (Ballots will be available through or through committee members and submitted by mail or dropped off at selected locations. Members will be required to include their CAM numbers to prevent duplicate voting. SCG Singles Club, January 1, 2013, Amended August 7, 2013 Page 3

4 Absentee voting will be allowed regardless of the method selected but must be requested in advance. By acclamation at a general membership meeting if only one candidate has volunteered for each position. The nominating committee will announce the results of the election. Validation of Residency and Membership for SCG Singles Club Events: (Note: Cam requires all clubs to validate membership and SCG Residency and document all guests for club functions on SCG properties and encourages charter clubs to do the same for all events regardless of where they are held.) 1. The SCG Singles Club will adhere to CAM requirements with regard to residency, club membership and guest attendance at all Singles Club events. 2. Ticket sellers will check membership status when selling tickets and identify any/all guests. 3. CAM cards will be checked prior to every event. The activities Chair will report event attendance as required by CAM. Activities: Host/Hostess may have one helper at no charge for events held at CAM facilities. A host or hostess may have additional helpers at their discretion for events hosted in private residences at no charge. Vendor Solicitation: Outside vendors will not be allowed to solicit Club Members to provide their services. Any vendor wishing to offer products or services to the club must be approved first by the Board of Directors. This includes, but is not limited to, those providing cruise ship promotions, tours, etc.. Club Assets: All club assets and equipment are strictly for the use of club activities and cannot be used for private events. Dues: Annual dues are $20.00 per year. DUTIES AND RESPONSIBILTIES OF VOLUNTEERS Ticket Chairperson: The Ticket Chairperson shall recruit a team of three (3) or more whom shall each be responsible for selling tickets to members at specified events. The Chairperson shall distribute the tickets and calendars to the sales team and to the monthly mixer sales desk representatives. Each team member shall be in charge of selling tickets, distributing the monthly calendar and accepting membership applications at a specified weekly social hour or breakfast. The Chairperson will collect all monies and unsold tickets and will advise the event planner of the number of tickets sold on the cut-off date for each event. The Chairperson will submit the money and appropriate form to the Treasurer within four (4) days following the event. Golf Chairperson: The Golf Chairperson shall establish weekly tee times for the weekly Thursday Singles golf event. The Chairperson shall determine core/non-core members. The Chairperson shall notify all players of their tee times via Chelsea. The Chairperson will establish golf tournaments as appropriate. SCG Singles Club, January 1, 2013, Amended August 7, 2013 Page 4

5 Wine Tasting Chairperson: The Wine Tasting Chairperson shall recruit hosts/hostesses for the wine tasting parties. The Chairperson shall work with the host/hostess regarding their budget and other details of the event. Calendar Chairperson: The Calendar Chairperson shall prepare the monthly Calendar of Events. The Chairperson is responsible for designing the tickets for all events and having the tickets and calendars printed. Once the tickets and calendars are printed they shall be given to the Ticket Chairperson for distribution to the sales team. Calendars shall also be given to the Activities Director for placing in the appropriate place at the Sonoran Plaza. The Chairperson shall post the calendar to the SCG Singles web site. SCG Singles Club, January 1, 2013, Amended August 7, 2013 Page 5