Sun City Lincoln Hills Community Association Constitution of the Lincoln Hills Duplicate Bridge Club ARTICLE I Name and Purpose Section 1 The name of the organization shall be Lincoln Hills Duplicate Bridge Club, a Sun City Lincoln Hills Chartered Club. Section 2 The purpose of the Club shall be to promote interest in the game of bridge and encourage fellowship among its members. ARTICLE II Authority and Limitations Section 1 The Club shall be organized and operate in full compliance with the governing documents and chartered club guidelines of the Sun City Lincoln Hills Community Association (hereinafter Association). Section 2 The Club shall not conduct business or obligate funds in the name of the Association. ARTICLE III Membership Section 1 Membership shall be open to any person holding a current Association membership card. Section 2 Membership shall be voluntary. Section 3 Membership based on race, color, religion, sex, ethnicity, or national origin shall not be permitted. Section 4 Annual dues shall be set by a majority vote of a quorum of the membership. These dues shall be payable by December 31 and the period covered by the dues shall be the next calendar year. Members joining during the month of December shall be considered as having paid the dues for the following calendar year. Section 5 Guest privileges are: Residents A resident who has a current Association membership card may accept Club hospitality during Club time three times before becoming a member of the Club. If the resident does not elect to join the Club, resident guest status is forfeited. At the discretion of the Club, resident guests shall be allowed at social events. Invitational Games The Lincoln Hills Duplicate Bridge Club shall hold invitational games as deemed appropriate. Constitution As Approved 01-21-10 Page 1 of 5
ARTICLE IV Meetings Section 1 A general membership meeting shall be held annually. Section 2 A quorum at the general membership meeting shall consist of 25% of the paid membership to include a majority of the Board members. The meeting shall not be considered official without a quorum present. All members shall be allowed to vote on motions at this meeting. Section 3 The Board shall also meet for regular and special meetings at a time and place designated by the President and/or Board. These regular and special meetings shall be called (as needed) at the discretion of the President and/or Board and scheduled through the Activities Department. The membership shall be notified of all and special meetings and encouraged to attend. Voting at these meetings shall be restricted to the Board members. A majority of the Board members shall constitute a quorum at regular or special meetings. Section 4 The President shall vote only in the case of a tie. Refer to Robert s Rules of Order for protocols related to conducting meetings. ARTICLE V Organization Section 1 The affairs of this Club shall be managed and conducted by a Board consisting of eleven individuals all of whom must be members in good standing of the Club. Five of the eleven Board members shall be elected each year for a two-year term. One Board member shall be elected each year for a one-year term. This one-year term Board member must be eligible to play in the C strata or in the junior side game at the time of the nomination. Section 2 Each year the officers of the Club shall be elected from a slate of directors elected by the membership of the Club. Section 3 Qualifications and Tenure: Any member of the Club in good standing may be nominated for election to the Board. Board Members may serve a maximum of two consecutive terms. Section 4 Ad Hoc Committees may be formed by the President as needed. Section 5 Vacancies that may occur on the Board, up to a maximum of four, shall be left open until the next annual membership meeting designated for election of Board members. At this membership meeting elections shall be held for all open Board positions, those that have been vacated as well as those whose term has expired. In the event that the number of vacancies on the Board exceeds four, a special election meeting shall be called by the President. The procedures defined for annual elections shall apply to special elections. Section 6 Compensation: Board members shall not receive or accept any salary or other compensation for their services. Section 7 Authority: The Board shall have the power and responsibility to adopt such rules and regulations as they deem necessary and are consistent and do not conflict with the governing documents and guidelines for Charter Clubs. Constitution As Approved 01-21-10 Page 2 of 5
Section 1 The President a. shall preside over all Club meetings; ARTICLE VI Administration b. shall be responsible for the administration of all Club business; c. shall act as principal liaison between the Club and the Association; d. shall appoint a financial review committee and any other committee necessary; e. shall act as Ex-officio member of all committees (except the Nominating Committee) and, f. shall ensure the financial and administrative integrity of the Club. Section 2 The Vice-President a. shall preside at Club meetings and perform the duties of the President in his/her absence and, b. shall perform other duties as may be assigned by the President. Section 3 The Secretary a. shall keep records, issue notices of all meetings, and maintain minutes thereof; b. shall conduct all correspondence relating to the Club; c. shall maintain a complete roster of Club members; d. shall furnish various reports as required by the Association; e. shall ensure that Board approved minutes and formal correspondence will be retained for a minimum of three years and, f. shall deliver copies of approved minutes of all meetings to the Activities Director within 30 days after their approval by the Board. Section 4 The Treasurer a. shall receive all monies and pay all bills owed by the Club; b. shall keep an up-to-date ledger recording all financial statements; c. shall reconcile and retain bank statements; d. shall prepare financial reports for meetings; e. shall prepare a monthly report showing participation of members and guests and deliver this report to the Activities Director; f. shall prepare a monthly bank reconciliation report and deliver this to the Activities Director along with a copy of the bank statement; g. shall prepare and sign semi-annual financial statements, obtain the President s signature, and deliver these reports to the Activities Director; h. shall prepare and sign an annual Club membership certification report, obtain the President s signature and deliver this report to the Activities Director and, Constitution As Approved 01-21-10 Page 3 of 5
i. shall retain all financial records for seven years. ARTICLE VII Finances Section 1 A minimum of two Board members shall be designated as eligible to sign checks. Section 2 The Treasurer, in conjunction with the Board, shall assure that expenditures do not exceed available assets. Expenditures which exceed $500.00 and are non-budgeted must have prior approval of the Board. Section 3 The Club shall operate under a fiscal year consistent with the calendar year, January 1 st through December 31 st. Semi-annual financial statements shall be submitted to the Activities Director within 30 days after June 30 th and after fiscal year end (December 31 st ). Financial records shall be retained for seven (7) years. Section 4 An annual review of the Club s financial records shall be made by an independent review team or by a committee appointed by the Board. The review shall be made within 30 days of the close of the fiscal year (December 31 st ) and the results thereof reported to the membership at the next general membership meeting. Section 5 The Board shall prepare a proposed budget to be approved by the members at the annual general membership meeting. Deviation from this budget shall be at the discretion of the Board. ARTICLE VIII Elections Section 1 The President shall appoint a five member nominating committee to propose at least one name for each position. Section 2 Members shall be informed of the time and place of the annual meeting to elect Board members at least 30 days in advance. Section 3 The President shall appoint a five member election committee to conduct the election. Section 4 Section 5 The election of Board Members shall be principally by email. Ballots will be sent by email to the members in good standing at least 14 days prior to the election. Paper ballots will be available at each game for those who do not have email. Write-in candidates will be allowed. Email ballots must be time-stamped no later than 12:00 midnight the day before election day. The Election Committee will note the time stamp of the email but not open the email ballot until election day. Paper ballots must be placed in the ballot box no later than the day prior to election day. Section 6 The email ballots and the ballots cast at the election meeting must exceed 25% of the membership to qualify as an official vote. Constitution As Approved 01-21-10 Page 4 of 5
Section 7 A. Uncontested Elections. In any election of Board members where the number of candidates equals the number to be elected, the election, with the recommendation of the Election Committee, may be accomplished by acclamation. Upon this recommendation, the sitting Board may certify the election by acclamation. B. Replacement of Board members. In the event of the resignation of any Board member, the seat may be filled by an affirmative vote of a majority of the elected and seated Board members. Each Board member so chosen shall hold the office for the remainder of the term of the Board member being replaced. ARTICLE IX Amendments Section 1 Amendments to this constitution shall be allowed. Proposals shall be in writing to the Secretary. A vote shall be at a Club meeting after the membership has been given a 30 day notice regarding the proposed amendment. A quorum must be present for the vote to be official. Section 2 To amend the constitution requires a majority vote of a quorum at a meeting of the membership. Section 3 Confirmation: All proposed changes to a Club s Constitution shall be subject to final approval by the Association through its Chartered Clubs and Community Organization Committee (CCOC). ARTICLE X Dissolution Section 1 Upon dissolution of this Club, all assets and records shall be turned over to the Association. Section 2 Dissolution will not be initiated until all outstanding debts are satisfied. The Board may direct the use of any and all assets to satisfy outstanding debts and obligations provided a majority of a quorum of the membership has voted for the Board to do so. All Club members must fully understand that they are liable for any debts incurred by the Club and must satisfy them in full prior to the Club s dissolution. Section 3 During the period leading to and including dissolution, all Board members shall function as outlined herein. Section 4 Thirty days notice to Club membership is shall be required when contemplating dissolution of the Club. A quorum must be present at a meeting to dissolve. If the membership fails to confirm the dissolution proposal, all articles of this constitution shall remain in effect. Constitution As Approved 01-21-10 Page 5 of 5