The Karaoke Club of Sun City West BYLAWS Article I - General Section A This non-profit organization shall be known as: The Karaoke Club of Sun City West Section B The purpose of this organization is to sing and entertain in the Karaoke style, on a weekly basis. We hope to provide a social outing in a nightclub atmosphere. Section C - These bylaws will fully comply with the Recreation Centers of Sun City West, Inc., Articles of Incorporation, Bylaws and Rules, Regulations and Procedures for Chartered Clubs. In the event of a conflict between these Bylaws and the above stated governing documents of the Recreation Centers, the Recreation Centers document shall prevail. Section D - This Chartered Club shall be operated as a nonprofit organization in accordance with applicable Arizona and Internal Revenue Tax Exempt Codes, and the Bylaws of the Recreation Centers. Article II - Membership Section A - Membership shall be open to all members in good standing of the Recreation Centers, as long as facility space is available, and only Club members may vote and hold office. Section B - There shall be no other precondition for membership, nor will members be required to join any national, state, or regionally affiliated organization. Section C - Guest Privileges are specified in the Rules, Regulations and Procedures, Chapter 3, Section 2 (a)(b)(c)(d). Section D - The amount of dues for each member will be determined annually on the recommendation of the Executive Board and approved by a majority vote of the club members attending the
meeting after a quorum 1 has been established. Payment of dues entitles full membership privileges for the calendar year, Jan.1 st through Dec. 31 st. Section E - All admission fees charged members and guests attending Club events shall be established by the Executive Board. Section F: Each member of the Club will be called upon to work at specified times during the year. Refusal to do so without cause shall result in possible loss of Club membership. Section G: Members who are abusive, project and undesirable or in appropriate image, or who unnecessarily and blatantly create turmoil, disruption and dissention among club members, other clubs, or the association in general may have their Club membership temporarily suspended by the Club. Permanent termination of Club membership can occur only following recommendation from the Association General Manager with approval of the Governing Board. Section H: Disciplinary action taken against a member may, under normal circumstances, may be taken as follows: 1. First Offense - a written warning from the club, 2. Second Offense - a short-term suspension by the club. 3. Third Offense - termination recommended by Recreation Centers General Manager. Serious misconduct shall result in immediate suspension by the Executive Board. Any suspended or terminated club member has the right to appeal to the Governing Board, see Chapter 2, paragraph 2 (d) of the Rules, Regulations and Procedures. Article III Officers Section A: The Club Board shall consist of (at a minimum) a President, a Vice-President, a Secretary and a Treasure Newly elected or appointed officers, within fourteen (14) business days of taking office, shall attest that they have 1 Quorum is the minimum attendance at a club membership meeting necessary to conduct elections, to approve bylaws, to approve budgets or to conduct other club business that requires a vote. A quorum shall be ten (10) percent of the club membership. However, a quorum requirement cannot be less than 20 members or more than 100 members.
read and understand the Association s Rules, Regulations and Procedures for Chartered Clubs by signing the Form CR-5 (New Club Officers and Rules, Regulations and Procedures for Chartered Clubs Affirmation Report) and forwarding it to the office of the Senior Manager-Leisure Services. Section B: Section C: The club board shall be elected by a majority vote of the Club s membership at the Club s annual meeting after a quorum is established shall serve without compensation. An officer normally may not serve as an independent contractor. ( See Rules, Regulations and Procedures, Chapter 4, Section 5 m) Those elected to office shall take office on the following Jan. 1 st. The board shall be responsible for the overall operation of the Club with due diligent attendance at all Board and membership meetings. Specific duties of the Board members shall be: 1. PRESIDENT a. Preside at all the meetings of the Club and the Board. b. Appoint Committee Chairpersons. c. Appoint a Club Advisor. d. Approve all contractual agreements and other agreements resulting in disbursements in excess of two hundred dollars. e. Establish with Board approval, all schedules for events and meetings. f. Coordinate with the Recreation Manager all schedules to assure availability and conditions of facilities. g. Represent the Club at meetings or Presidents of Chartered Club and other Recreation Center related events. h. Call special meetings of the Board or membership when deemed necessary. i. Chair all events. 2. FIRST VICE-PRESIDENT a. Assume responsibilities during any absence of the President. b. Schedule members for assisting in calling all members for the purpose of notifying members of events when necessary. c. Maintain an up-to-date listing of members in good standing. d. Oversee and conduct new member registration.
e. Oversee the annual renewal of dues and the audit of membership for the current Recreation Centers membership. f. Chair the membership and hospitality committee. 3. SECOND VICE-PRESIDENT a. Provide planned event schedules to local newspapers and Recreation Center Bulletin Boards. Monitor publications to assure accuracy of schedules. Take necessary steps to correct any publication errors. b. Create, print, post, and distribute flyers and schedules of Club events and activities. c. In the absences of the President and First Vice- President assume their responsibilities. 4. THIRD VICE-PRESIDENT a. Responsible for equipment coordination for events. b. Chair Equipment Coordination Committee, and oversee all safety requirements. c. In the absences of the President, First Vice- President and Second Vice-President assume their responsibilities. 5. SECRETARY a. Keep minutes of all regular and special meeting of the Club and Board. b. Be the Club correspondent c. Maintain Club correspondence and meeting minutes for a minimum of (3) years. d. Be responsible for establishing and issuing after the Presidents approval, all service contracts entered into by the Club. e. Provide a copy of all services contracts to the Recreation Manager. 6. ASSISTANT SECRETARY a. Assist Secretary in the performance of duties and responsibilities as mutually agreed upon. b. Act as Secretary in the Secretary s absence. 7. TREASURER a. Provide a record of all money received and disbursed for the Club in a double entry set of financial records. b. Maintain all financial records for a
minimum of 7 years c. At and for each event, be responsible for audit of admission sheet, receive money collected, and issue checks as necessary. d. Deposit all funds in a bank designated by the Board, in an account in the name of the Club. e. Reimburse members for Club-expenses upon receipt of supporting documents. See ARTICLE V FINANCIAL, SECTION B, for specific dollar limitations on expenditures of Club funds. f Make all disbursements by check only. g. Only the Treasurer, Assistant Treasurer, and the President shall be authorized to sign Club checks. h. Submit monthly and yearly financial reports to the Board and to the Recreation Manager. i. Assure that a yearly audit report is issued to the Board. 8. ASSISTANT TREASURER a. Assist Treasurer in the performance of all duties and responsibilities as mutually agreed upon. b. Act as Treasurer in the Treasurer s absence. 9. IMMEDIATE PAST PRESIDENT a. Provide advisory support to the Board. b. Serve as Chairperson to the Nominating Committee. Section D: In case of a vacancy on the Board, an active member shall be selected by the President, approved by the Board and appointed to the position to serve the remainder of the term. Section E: NOMINATING AND VOTING PROCEDURE 1. Members of the Nominating Committee may themselves be eligible for office. 2. With the consent of the nominees to the placement of their name on the ballot, the Nominating Committee shall prepare a single slate of Officers and Board members for presentation to the Membership. 3. Following the presentation of the slate to the Membership at the Annual Meeting, the President shall call for nominations from the floor.
4. Voting for new Officers and Board members shall then take place. Contested positions shall be by written ballot. Article IV - Meetings Section A: Frequency of Meetings: A minimum of four general membership meetings will be held yearly. The Annual Meeting shall be held in the month of December, at which time election of officers shall be held for the coming year. The Executive Board shall conduct business meetings monthly, during the regular scheduled season, and at such other times as called by the President. Section B: Provisions for Calling and Recording Meetings: General membership meetings shall be held when called for by the Board or by a written request of any ten (10) members. Special Board meetings may be called by the President. Minutes will be taken by the Secretary to document all business sessions. Minutes, as well as other pertinent administrative records, will be retained for a period of three (3) years. Section C: Voting and Quorum Requirements: 1.Membership and Club Board Meetings, 2.Quorum for Membership Meetings and Club Board 3.Reference Roberts Rules of Order for assistance in parliamentary procedures. Please note that stated Bylaw provisions take precedence over Robert Rules, i.e. anything not stated in the bylaws shall be referred to Roberts Rules for parliamentary rule. Section D: All issues voted upon by the board shall require a simple majority of the entire voting board. Article V - Financial Section A: Financial records shall be retained for a period of seven (7) years (prior to current year). Section B: Expenses below $200 will require approval and signature of a Board member. Expenses between $200 and $500 shall require approval of a simple majority of the board before commitment. Expenses over $500
require the approval of the Board and General membership before commitment. Section C: Financial records must be audited on a yearly basis by individuals other than those elected to the club board. The results of the Report of Audit will be presented to the general membership and duly recorded in the applicable minutes of such meeting. A copy will be provided to the office of the Senior Manager-Leisure Services. Section D: Check-signing for the Club will be limited to the Treasurer, Assistant Treasurer and the President. Article VI - Committees Section A - Committees and/or chairpersons may be elected by the general membership or appointed by the Club Board. Section B - Permanent (standing) committees, at a minimum, will include Safety and Audit. Article VII - Amendments To amend the bylaws of this club requires a two-thirds vote of the membership present at a meeting specifically called for such purpose, a quorum being present. Procedures for filing amendment(s) are as follows: 1. The Recreation Centers Senior Manager-Leisure Services shall review the proposed amendments prior to submittal to the club Membership. 2. Proposed amendments shall be well publicized to the membership one (1) month prior to the vote. All amendments must be voted upon and approved by a quorum of the membership. 3. A complete revised set of the club s bylaws will be submitted to the Recreation Centers Senior Manager-Leisure Services for final approval. The amended bylaws require the approval of the Recreation Centers General Manager prior to implementation. The results and date of the membership vote should be duly noted on the submittal document. Article VIII - Dissolution Prior to club dissolution (after all debts are satisfied), all property and assets shall be turned over to the Recreation Centers.
(Type the President s Name) President Date Approved: (Type the General Manager s Name) General Manager Date