Bylaws of the Steering Committee of the Mount Vernon Activities Club

Bylaws of the Steering Committee of the Mount Vernon Activities Club ARTICLE I (Name) The name of the organization is The Steering Committee of The Mount Vernon Activities Club (here on known as the Steering Committee). ARTICLE II (Purpose) Section 1. The Steering Committee is the managerial body of the Mt. Vernon Activities Club (here on known as the Activities Club). All residents of Mt. Vernon are automatically members of the Activities Club which meets every Tuesday at Dunker s coffee hour from 8:00 to 9:30 am. Residents are welcome to bring their overnight houseguests to this and other events and activities. Section 2. The purpose of the Steering Committee is to promote goodwill and neighborliness among Mt. Vernon residents, to support clubs and activities, to encourage the formation of new activities and clubs, to aid committees of special events and parties with general format procedures, and assure that all Mt. Vernon residents have access to all clubs, activities and facilities. ARTICLE III (Steering Committee Membership) Eligibility for election to the Steering Committee is limited to owners who live in Mt. Vernon full time or part time. Section 1. Bylaws. ARTICLE IV (The Steering Committee) Members of the Steering Committee are elected as prescribed in Article VIII of the Section 2. The Committee consists of twelve (12) members and their term is for three (3) years. One third (4 members) of the committee members are replaced each year. Section 3. The regular meeting of the Steering Committee is at nine forty-five (9:45) AM, or as posted, on the first Tuesday of each month at the Clubhouse following coffee hour known as Dunkers. Section 4. The Annual Meeting of the Steering Committee is held during the regularly scheduled January meeting. The purpose of the Annual Meeting is to elect four (4) new members to replace the four members whose term expires at the February Steering Committee meeting. Section 5. The Organizational Meeting of the Steering Committee is held during the regularly scheduled February meeting. The purpose of the Organizational Meeting is to elect officers, assign duties, and appoint committee chairs and co-chairs. Section 6. In accordance to Mt Vernon Condominium Associations Bylaws, the President of the Mt Vernon Condominium Association appoints all chairpersons. Therefore, when the members of the Steering Committee elect their officers and appoint chairpersons of their committees, a list of those names will be submitted to the President of the Mt Vernon Board of Directors and will be placed on the Board agenda for Board approval. 1

Section 7. The quorum for Steering Committee meetings is seven (7) members. Members of the Steering Committee may be polled electronically for votes on matters that require immediate attention. Hard copies of all requests and responses are to be held on file and ratified at the next meeting. Section 8. A special meeting of the Steering Committee may be called by the President or by a request of any two (2) members. Article V (Officers) Section 1. The elected officers of the Steering committee are President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer. Section 2. Officers perform their duties as directed in Bylaw Article VII. Section 3. The Officers are elected at the Organizational Meeting and hold their office until the next Organizational Meeting. Each office position named in section 1 is filled through nominations and voting by the members present. Tie votes are re-voted. The order of election is President, Vice-President, Recording Secretary, Treasurer, Assistant Treasurer, and Corresponding Secretary. Section 4. Bylaw Article VIII. Vacancies are filled by the Steering Committee as soon as possible and as directed in ARTICLE VI (Committees) Section 1. The Steering Committee creates committees to aid in the operation of the Activities Club. These Committees perform duties as determined by the Steering Committee. Section 2. Section 3. The President appoints all Committees. A Committee is comprised of one (1) or more persons. Section 4. Committees include, but are not limited to, the following: Purchasing, Social, Bulletin Boards, Calendar and Reservations, Kitchen, Sound Room, Dunkers Execs, Emcees and Name Badges, and Board Appreciation. Additionally, the Welcoming Committee, a Board of Directors committee, is staffed by the Steering Committee. ARTICLE VII (Duties of Officers and Committees) Section 1. PRESIDENT: The President presides at all meetings of the Steering Committee and is an authorized signer for all fiscal matters. The President appoints all Committee heads and is responsible for the fulfillment of the committees duties; is an ex-officio member of all Committees; appoints chairpersons for the Library, Flea Market, Clubhouse Christmas decorating, and refurbishing of the Clubhouse décor for the kitchen, main room, library/card room, billiard room, foyer, and bulletin board. The President, or their designated representative, inspects the Clubhouse after parties and private functions. Additionally, the President moderates Meet the Candidates and selects individuals to fulfill the positions of Timer, Judge and Keeper of the microphones. Meet the Candidates is held following the Tuesday Dunker s that is after the deadline for candidates to file their intention to run for the Board of Directors and before the Mt. Vernon Annual Meeting, 2

Section 2. VICE PRESIDENT: The Vice President assumes the duties of the President in the absence of the President and is an authorized signer in all fiscal matters. Section 3. RECORDING SECRETARY: The Recording Secretary records all proceedings of the Steering Committee, usually called the minutes, and distributes the minutes to members in a timely manner. Minutes of the prior month are approved at the following month s meeting. A file is kept of all signature forms as required by financial institutions for all current accounts. A Book of Records is maintained which contains the past Steering Committee minutes, the portion of the monthly Board meeting minutes covering the Board Liaison report and any action taken, and the Bylaws. The Book of Records is to be brought to all meetings of the Steering Committee. The Recording Secretary acts as Corresponding Secretary in the absence of the Corresponding Secretary. The Recording Secretary, in the absence of both the President and Vice President, calls to order and presides over the meeting. The Recording Secretary is chairman pro-tem in the event a midterm election is necessary for the President and Vice President. Section 4. CORRESPONDING SECRETARY: The Corresponding Secretary prepares all correspondence, maintains a correspondence file, and submits articles to the Crier as requested by the President. The Corresponding Secretary acts as Recording Secretary in the absence of the Recording Secretary. Section 5. TREASURER: The Treasurer is responsible for and maintains the asset accounts of the Activities Club and prepares a written financial report for each Steering Committee Member. This report is presented at each regularly scheduled meeting of the Steering Committee. This report includes, but is not limited to, the current balances of all accounts, income to each account since last report, any expenditure since the last report, and any debts or unpaid obligations. This report is posted on the Bulletin Board. The Treasurer advises the Committee on investments and is an authorized signer for all fiscal matters. The Treasurer is authorized to disburse up to $200 with receipts without Committee approval as specified in Article IX, Section 5, Paragraph 2. Section 6. ASSISTANT TREASURER: The Assistant Treasurer performs duties of Treasurer in the absence of the Treasurer and is an authorized signer for all fiscal matters. Section 7. SOCIAL DIRECTOR: The Social Director recruits Mt. Vernon volunteers to run the various Steering Committee parties. Local musicians are researched by the Social Director. Party chairs may also make music suggestions for their party. The director acquires a written contract from the musician for each Steering Committee sponsored party. The social director advises the party chairperson to pick up a packet (containing the application for use of clubhouse facilities deposit and liability agreement, party polices, reports and planning information) from the Mt. Vernon office secretary. Chairpersons are further advised to obtain a chargeable 20 x 26 Poster Board from the Social Director. The signed application is returned by the chairperson to the office secretary and placed in the calendar coordinator s folder to retrieve. The social director assists in whatever way necessary to ensure a successful party. Reports are collected from the party chairman after the party along with any profit. The director secures a reimbursement check for any loss. The Social Director maintains a file of all party reports along with information on stored party decorations from previous events to assist future party chairs. 3

Section 8 ASSISTANT SOCIAL DIRECTOR: The Assistant Social Director assists the Social Director in securing party chairs and musical groups. The Assistant Social Director completes the duties of the Social Director in their absence. Section 9 CALENDAR and RESERVATION COORDINATOR: The Calendar and reservation Coordinator maintains a master calendar of all events taking place in the clubhouse as well as any events at the gazebo to prevent conflicts. The current month calendar is published in paper form and in the online Crier. It is also posted on the Mt. Vernon web site and the clubhouse bulletin boards. The current month calendar file is transmitted to the Crier Publisher, the Web Master, the Mt. Vernon office and the Manager by the 20 th for the following month. The calendar is updated during the month for additions and changes and an updated file is sent to the Web Master, the Mt. Vernon office and the Manager. The calendar is produced monthly, June through September, for the Web Master, the Mt. Vernon office and the Manager. The calendar coordinator schedules all functions for Mt. Vernon residents. When an event is booked the calendar coordinator instructs the chairperson to pick up a packet (containing the application for use of clubhouse facilities deposit and liability agreement, party polices, reports and planning information) from the Mt. Vernon office secretary. The signed application is returned by the chair to the office secretary and placed in the calendar coordinator s folder. The calendar coordinator advises the Steering Committee President at the monthly meetings of all functions scheduled to facilitate after party inspections. The calendar coordinator maintains and updates the contact list file, transmits the file to the Web Master, Mt. Vernon office and Manager. A hard copy is posted on the bulletin board and a hard copy given to each Board Member and Steering Committee Member. The calendar coordinator updates revisions to the party contract and forms as approved by the Steering Committee. Section 10 KITCHEN MANAGER: The Kitchen Manager is responsible for keys to the kitchen cabinets, pantry and storage room. Keys are loaned to party chairs. A record is kept of who borrows the keys and when the keys are returned. The kitchen manager checks that the kitchen was left clean and in good order. The kitchen manager maintains the paper products and other supplies for Dunkers in the kitchen storage area and alerts the Steering Committee about kitchen equipment that needs repair or replacement. Section 11 SOUND ROOM AND MICROPHONES MANAGER: The Sound room and Microphones Manager keeps the keys to the sound room. Party chairs contact the sound room manager to set the temperature for their event and set-up microphones and sound as needed. The sound room manager ensures the temperature is returned to the normal temperature and all equipment use is stored properly after the event. The sound room manager instructs groups who need help with the sound room equipment and alerts the Steering Committee concerning sound equipment problems and/or needs. Section 12 BULLETIN BOARD MANAGER: The Bulletin Board manager oversees the portion of clubhouse bulletin board assigned to the Activities Club as well as posters. The manager monitors that postings are appropriate for the designated sections, removes unauthorized materials and purges out-of-date notices. Use of Bulletin Boards is described in Article XII, Section 2. 4

Section 13 DUNKER S EXECS AND EMCEES COORDINATOR: The Execs, Emcees, and Name Badge Coordinator recruits and schedules monthly Execs for the weekly Dunkers coffee hour on Tuesdays and help new Execs to learn the routines involved in setting up, serving, collecting monies and clean-up. The coordinator also helps to find hosts and hostesses to assist monthly Execs if they are unable to do so. The Coordinator recruits and schedules monthly Emcees for the weekly Activities Club meeting and instruct the MC of the weekly outline (Thank you to Execs and hosts and hostesses, welcome new owners, welcome visitors, residents returning, birthdays, anniversaries, sick call and MC s entertainment material). Section 14 PURCHASING AGENT: The Purchasing Agent(s) researches available alternatives and prices when the Steering Committee is considering equipment purchases. Report results of investigation and make recommendations enabling the members to make an informed decision. Section 15. WELCOMING COMMITTEE: The Steering Committee has the responsibility of selecting a chairman and members to the welcoming committee. This committee introduces new residents (owners and renters) to the community weekly at Tuesday Dunkers. This committee also provides useful information to help new residents familiarize themselves with Mt Vernon policies and life at Mt Vernon. ARTICLE VIII (Selection of Steering Committee Members) Section 1. The Steering Committee consists of twelve (12) members chosen from applications received from the Activities Club membership. Each member holds office for a three (3) year term. Four (4) new members are elected at each annual meeting by a vote of the committee members in attendance. A member of the Steering Committee completing a three (3) year term must have an absence of one (1) year before they are eligible for election to another three (3) year term. A retiring member relinquishes all duties during the one (1) year absence. Section 2. A vacancy occurring from a member s resignation is filled by the person receiving the fifth highest vote total from the election held at the last Annual Meeting. If there is no fifth person, the Steering Committee solicits candidates from the Mt Vernon club members. If there is more than one candidate, the Steering Committee will vote to elect the replacement. The person elected serves the unexpired term of the replaced member. Persons serving as replacements as per Article VIII, Section 2, are exempt from the one (1) year absence requirement as per ARTICLE VIII, Section 1. Section 3. A notice to solicit members of the Activities Club to become a candidate to serve as a member on the Steering Committee will be placed in the November, December and January Crier. The deadline for filing the intent of candidacy is noon on the Friday before the January Annual Meeting or the last day the office is open. This exact date and time must be included in the Crier Notice and Channel 95. Candidates are asked to complete the form Applicant Information Sheet for Elected Member to the Steering Committee of the Activities Club (see Appendix A.). The form can be picked up from the Mt. Vernon office Secretary, can be delivered by a current Steering Committee member or printed from the Mt. Vernon Web Site. Completed forms, along with optional resumes or written comments, are returned to the office secretary where they are placed in the Steering Committee folder. As applicants submit their intent, copies are made by the Steering Committee President for Steering Committee members and placed in the committee s folder for members to pick up. 5

Section 4. The Recording Secretary will record all of the names of the candidates. If there are more than four (4) candidates, the Recording Secretary prepares a ballot listing all the candidates names with a box to mark after each name. Each Steering Committee member receives a ballot. Ample time is to be allotted at the annual meeting to allow discussion so that all members have time to ask questions and/or make comments about the candidates before the vote is taken. The four (4) receiving the most votes are elected. If there are more than four (4) nominees and there is a tie vote for any one (1) of the four (4) positions, subsequent votes will be held and only those in a tie for any of the four (4) positions are voted on until all four (4) places have been filled. Section 5. The vote to fill the four (4) seats is counted and recorded by the President and the Recording Secretary in the presence of attending members of the Steering Committee. Only the names of the newly elected members are announced to the Activities Club community. Steering Committee members should not divulge to the Activities Club community or discuss outside of the Steering Committee, the names of unelected applicants that did not get elected or give out the vote tally. The remaining unelected candidates names are listed in order of votes received, placed in a sealed envelope and kept by the President to be used in the event a replacement is needed to fill a vacancy before the next annual meeting. The President keeps the candidate s Application forms on file for one year. Section 6. The president first calls the four elected candidate congratulating and welcoming them. If there were more than four (4), the president calls the candidates not elected thanking them and encouraging them to run again the following year. The Corresponding Secretary then sends a letter of congratulations or appreciation to each applicant under the President s signature. Section 7. If for any reason Article VIII, Section 1 has not been followed, the Steering committee can, by a majority vote of the quorum attending the meeting, decide a resolution that will correct the error and create compliance to Section 1. ARTICLE IX (General Financial Matters) Section 1. The Steering Committee Treasury is funded by the Activities Club through the Annual Flea Market, profits from Steering Committee sponsored parties, contributions from club activities and fundraising events. The Steering Committee is the guardian of these funds and is to be a good steward and ensure that all club activities are represented fairly in distributions of these funds. Section 2. The Activities Club cannot hold real or personal property in its own name; however, it may purchase such property and donate it to the Mount Vernon Condominium Association, Inc. or donate the funds to the Association for the purchase of such property. Section 3. The Activities Club s funds are to be held in government insured bank accounts, invested in obligations of the United States Government or general obligations of the State of Florida, Manatee County, or in certificates of deposit. Section 4. work performed. Activities Club members and Steering Committee members are not compensated for 6

Section 5. Members of the Activities Club are reimbursed by the Steering Committee Treasury for a pre-approved expense; submitted request approved at a Steering Committee meeting and for a loss from Steering Committee sponsored events or parties. Steering Committee members are reimbursed by the Treasury for expenses, with receipts of $200 and under, that occurred as a result of carrying out their assigned duties. All expenses in excess of $200, requested by a Steering Committee member are to be approved at committee meetings or by the President. Section 6. Distribution of funds to the Activities Club of $500.00 or more for real or personal property is taken to the Board of Director by the Board Liaison for approval. Request for service payment does not need to go to the Board for approval. Service payment is defined as payment for intangible benefit, i.e. installation fees, choir director or disc jockey. Section 7. Activities Club member(s) may make a distribution request for their activity. A request of $499.99 or below may be presented in written form or orally at a regular Steering Committee meeting and can be approved or disapproved at that meeting unless there are extenuating circumstances. Section 8. A request of $500.00 or above may be presented in written form or orally at a regular Steering Committee meeting and can be approved or disapproved at that meeting or the committee may elect to extend discussion to the next regular meeting. A special meeting of the committee may be called if the request is time sensitive. ballot. Section 9. For requests of $5,000 or greater, members may request that voting is done by secret Section 10. For all requests, the committee has the option to discuss the request without the presence of the requesting activity representative(s). Section 11. For all requests, the committee will take the necessary steps to ensure that all club activities are represented fairly in distribution of funds. The Steering Committee will ensure that funds are used to enhance Mt. Vernon, increase community value and add enjoyment for the members of the Activities Club. ARTICLE X (Amendments) Section 1. These Bylaws will only be amended by a majority vote at any meeting of the Steering Committee. The amendments, when approved by the Steering Committee, will be submitted to the Mt Vernon Condominium Association s Board of Directors for approval and to be effective, approval must be made by a majority of directors attending a meeting where a quorum is present. ARTICLE XI (Parliamentary Procedure) Section 1. The rules of Robert s Rules of Order will govern the Steering Committee in all cases in which they are applicable. Section 2. Each Committee member has one (1) vote and there is no cumulative voting. 7

Section 3. A Quorum, as described in Article IV, Section 7, is required for voting on Steering Committee matters. Having met this requirement, the majority of voting members present carries the vote. A tie vote is a defeated vote. ARTICLE XII (Use of Bulletin Boards and Easels) Section 1. Two (2) Committee members are responsible for easels displayed in the foyer and the portion of the Bulletin Board inside the Clubhouse designated for Activities Club notices. The designated sections for meeting notices, Board and Manager postings are the responsibility of the office. Section 2. The Bulletin Boards have been divided into the following areas: 1. Activities include activities of the Activity Club. 2. For Sale area is for Mt. Vernon residents only. Residents are requested to use 3 x 5 index cards. The notices are to be signed and dated and remain on the board for one (1) month. 3. For Your Information space is used for announcements of interest to all Mt. Vernon residents from areas of government and public interest, trips sponsored by a Mt. Vernon resident (cruises, bus trips or other event needing a sign-up list), and a hurricane evacuation list. 4. Club information or lost and found items. Many community events are posted under this heading and the notices for these events should be reduced in size, if they are large, so other events can be posted. Notices of services or personal businesses are not allowed on the bulletin board. group. Residents may post a trip notice on the bulletin board provided that the resident is traveling with the Notices remain on the Bulletin Board for a period of one (1) month. After one (1) month, the notice can be properly re-dated and redisplayed. Section 3. Committees may begin displaying a poster promoting their up-coming community event or activity in the foyer of the Clubhouse beginning the third Tuesday before the date of the event. There is a three week time limit on a poster displayed in the hallway. Poster boards are the responsibility of the event committee and may not be stored in the west or east storage rooms. Steering Committee President Date April 16, 2013 Board of Director President Date April 16, 2013 Updated 11/2/16 8