THE BROOKWOOD PARK SOCIAL CLUB I CONSTITUTION AND BY-LAWS REVISED APRIL 2016 TABLE OF CONTENTS... l ARTICLE I. NAME AND PURPOSE... 2 ARTICLE II. MEMBERSHIP... 2 ARTICLE III. BOARD OF GOVERNORS... 2 Responsibilities of the Board of Governors... 3 ARTICLE IV. FISCAL MANAGEMENT... 3 ARTICLE V. MEETINGS... 4 Membership Meetings... 4 Regular Board Meetings... 4 Special Board Meetings... 4 ARTICLE VI. STANDING COMMITTEES... 4 ARTICLE VII. SPECIAL COMMITTEES... 5 ARTICLE VII. AMENDMENTS TO THE CONSTITUTION AND BY-LAWS... 5 APPENDIX 1. STANDING COMMITTEES RESPONSIBILITES... 6 APPENDIX 2. ELECTION COMMITTEE RESPONSIBILITIES... 7 APPENDIX 2. AUDITING COMMITTEE RESPONSIBILITIES... 9 The original Constitution and By-Laws, approved April 1996, and amended September 20, 2001, December 19, 2002, February 20, 2003, November 15, 2006, April 19, 2009, has been retired. A copy of said document, including the amendment history, is posted in the clubhouse library and will remain on line at BrookwoodSociaiCiub.com. Page 1 of 9 Brookwood Park Social Club Constitution and By-Laws April 10, 2016
BROOKWOOD PARK SOCIAL CLUB CONSTITUTION AND BY-LAWS *ROBERTS RULES OF ORDER SHALL GOVERN THE PROCEDURES OF THIS CLUB* ARTICLE I. NAME AND PURPOSE A. This organization shall be known as The Brookwood Park Social Club. Its purpose is as follows: 1. To provide a medium of entertainment and recreation for the members. 2. To promote and encourage good fellowship among the members. 3. To take an active interest in humanitarian and civic affairs, and the general well being of the Brookwood Park residents. 4. To operate on a strictly social basis. The endorsement or promotion of social, business, or political causes is inappropriate to the purpose of this club and will not be entertained or published in the newsletter. B. The support of specific charities through the donation of surplus foods, goods or funds of the Club shall be determined by a vote of the membership. C. The business of any causal organization shall not be presented at any membership meeting or published in the newsletter. D. The relationship between The Social Club and Park Owner/Management shall be formal and respectful. Unfavorable commentary regarding Owner/ Management from either the podium or the floor is out of order and in violation of this Constitution and By-Laws. ARTICLE II. MEMBERSHIP A. All adult residents are eligible and become voting members upon payment of dues. B. Renewing members shall retain their right to vote until 30 days after the Fiscal Year End, and are encouraged to pay their dues for the coming year prior to that date. C. Dues will not be prorated and membership expires 30 days after the Fiscal Year End. D. Resident park employees may be invited to become honorary non-voting members E. In April, the incumbent Board shall review the financial experience of the current year and recommend retention or change of dues to the membership at the May meeting to be accepted or rejected by voice vote. F. A copy of this document, and changes thereto shall be posted in the clubhouse library and on line @BrookwoodSocialClub.com. ARTICLE III. OFFICERS AND BOARD OF GOVERNORS A. The Board Of Governors shall consist of four officers and as many as four members at large who shall serve one year, plus the immediate past President as an ex-officio member for one year with voting power. 1. The Officers of this club shall be a President, Vice President, Secretary and Treasurer. These Officers shall serve for one year. Page 2 of 9 Brookwood Park Social Club Constitution and By-Laws AprillO, 2016
8. The officers and board members shall be elected by a majority of paid members' votes cast by ballot, to include absentee ballots. C. Any vacancy occurring between elections may be filled by a majority vote of the Board. D. Responsibilities Of The Board Of Governors. 1. The President shall preside at all meetings, select committee chairpersons, maintain and preserve the records of club business, and deliver said records to the succeeding President, and have responsibility for all general matters of the club. 2. The Vice President shall assist with the President's duties and, in the absence of the President, will preside and perform the duties of the President. In the event the President leaves the office permanently; the Vice President will assume the Presidency for the remainder of the term. 3. The Secretary shall keep minutes of all Board meetings; attend to all correspondence subject to the President's approval; maintain a list of all officers, board members and standing committee chairpersons; and bring the meeting to order in the absence of both the President and Vice President until the board selects a "chairman pro tern" to conduct the board meeting until the President or Vice President arrives. Minutes of Board meetings shall be posted in the clubhouse library once approved by the Board. 4. The Treasurer shall receive all moneys due to the club; pay all official bills; and keep a current account of money received and disbursed. The Treasurer shall assist the Auditing Committee with pertinent documents and answering any questions. The Treasurer shall prepare all required annual Social Club tax documents, and present said documents to the Board at the next Board meeting following filing of the tax documents. 5. The Members at Large provide diversity and additional representation of the general membership, and shall execute any duties assigned and approved by the Board. ARTICLE IV, FISCAL MANAGEMENT A. The fiscal year shall be from June 1st through May 31st. 8. Two signatures shall be required for the presentation of checks for payments of any kind. Authorized signatures shall be the Treasurer and the President, Vice President, or Kitchen Committee Chairperson. C. Expenditures of $100 and not to exceed $299 shall require the approval of the Board. D. Expenditures for items for any one single event or project which will cumulatively exceed $300 but does not exceed $499, except for reimbursement or advances for food and drink expenses, shall require prior approval of the Board. E. Expenditures of $500 or more, except for reimbursement or advances for food and drink expenses, shall require prior approval of the membership at a Social Club Dinner Meeting. Page 3 of 9 Brookwood Park Social Club Constitution and By-Law s April 10, 2016
ARTICLE V. MEETINGS A. Membership Meetings 1. Social Club Dinner Meetings shall be held at least every three months. The first meeting, to be held in June shall include the installation of Officers and Board of Governors. 2. A quorum shall be half of the paid members, plus one. 3. Social Club Dinner Meetings shall be held on the third Thursday, monthly. Exceptions to this ruling may be decided by the Board. The July and August meetings may be suspended by the Board. 4. Special Membership Meetings may be called by the Board with a written notice delivered to the members no less than seven days prior to the meeting. 5. Annual Membership Meetings shall be held in May, during which shall be the election of the Board of Governors. B. Regular Board Meetings 1. Regular Board Meetings are open meetings and Social Club members are invited to attend and may make motions before the Board. Seconds to motions and voting are done by Board Members. 2. A quorum shall be half of the Board members, plus one. 3. Regular Board Meetings shall be held monthly. beginning in June with the newly elected Board. The summer meetings may be suspended at the option of the Board. i. At the June meeting, thank out-going officers, board members, committee members; begin the process of committee appointments; begin the process of setting the calendar for the coming year, e.g. meeting dates, audit and review dates required by the Constitution and By-Laws. C. Special Board Meetings 1. The President may call a special meeting of the Board with at least twenty-four hours notice to the Board members. The subject of the special meeting shall be included in the notice. 2. The President shall call a special meeting when a majority of the Board requests it in writing. 3. The President may call special meeting when all Board members are present. 4. A quorum shall be half of the Board members, plus one. ARTICLE VI. STANDING COMMITTEES A. The President shall select Chairpersons for Standing Committees, and notify the rest of the Board. B. The Chairperson of a Standing Committee may be a member of the Board. C. Standing Committee Chairpersons may select their own assistants. D. The Chairperson of each committee shall keep the President informed of the status of activity pertaining to their committee. E. The Chairperson of each committee shall coordinate with other Committee Chairpersons and/or Board members as needed. F. The responsibilities of Standing Committees are outlined in APPENDIX 1 of this document. Page 4 of 9 Brookwood Park Social Club Constitution and By-Laws April lo, 2016
ARTICLE VII. SPECIAL COMMITTEES A. The President shall begin selecting an Election Committee at the January Board meeting and shall direct the Newsletter Committee to prepare an article for the March newsletter advising residents of the upcoming election. 1. The Election Committee shall consist of five members; three selected by the incumbent President at the January Board meeting, and two, to be selected from the floor at the February membership dinner meeting. 2. There shall be no more than two current Board members on the committee. 3. Specific responsibilities of the Election Committee are outlined in APPENDIX 2 of this document. 8. An Auditing Committee shall be selected by the incumbent President no later than May first. The Auditing Committee shall audit the financial records of the club, and provide a report to the newly elected Board at the June Board meeting. The report shall be posted in the clubhouse library and on line at BrookwoodSocialClub.com. 1. Specific responsibilities of the Auditing Committee are outlined in APPENDIX 3 of this document. ARTICLE VIII. AMENDMENTS TO THE CONSTITUTION AND BYLAWS AND APPENDICES A. A recommendation for changes to this Constitution and By-Laws may be submitted by any paid member, in writing, to the Board. The Board shall review the proposal and vote whether or not to pursue it further. 1. If the Board determines that the proposal should be further pursued, a Constitutional Committee shall be selected by the Board, and shall be comprised of no more than fifty percent of current Board members. i. The committee shall review the proposal, make the appropriate changes to the Constitution and By-Laws, and return the updated document to the Board as soon as possible. ii. Upon approval by the Board, the proposed revisions shall be presented in writing to all paid members. Approval and adoption shall require 2/3 of votes cast by paid members at a subsequent dinner meeting. 2. If the Board determines that the proposal should not be further pursued, the person(s) that submitted the proposal shall be notified in writing. 3. Revisions to an APPENDIX to the Constitution and By-Laws may be approved by the Board and do not require presentation to the membership. Page 5 of 9 Brookwood Park Social Club Constitution and By-Law s April l O, 2016
APPENDIX 1. STANDING COMMITTEE RESPONSIBILITIES A. The Bar Committee shall be responsible for purchasing beverages and other supplies for the Bar, ensure that a bartender is available at Social Club dinner meetings, conduct an inventory and submit a report in writing to the Board as soon as possible after the June dinner meeting. Outdated and/or unusable items should be discarded. B. The Bingo Committee shall be responsible for staffing, organizing, and conducting a Bingo game on the fourth Thursday of each month; and ensuring that the staff, the game and the finances are in compliance with state and local statutes. C. The Clubhouse Reservations Committee shall post reservations on the clubhouse calendar, obtain a deposit for reserving the clubhouse, secure a signed rental agreement, and after the event, check the clubhouse for cleanliness and damages and, assuring no damages occurred, return the deposit. D. The Decoration Committee shall be responsible for table and hall decorations as appropriate for the occasion. E. The Distribution Committee shall be responsible for the distribution of Newsletters and announcements as required. F. The Greeting Committee shall be responsible for preparing and distributing name tags, and greeting members and guests at Social Club dinner meetings. G. The Hospitality Committee shall monitor the arrival of new park residents, greet each new resident, and provide them with a variety of documents pertaining to the park and Social Club activities, and provide information about new park residents to the Newsletter Committee. H. The Kitchen Committee shall provide dinners (or coordinate with other vendors) for Social Club dinner meetings, ensure that all necessary supplies (other than food) are on hand, that the kitchen is cleaned up and inventory put away after event, that supplies are available to other Social Club events, and with the Treasurer, conduct an inventory and submit a report in writing to the Board as soon as possible after the June dinner meeting. Outdated and/or unusable items should be discarded. I. The Library Committee shall be responsible for the management of the Library. j. The Membership Committee shall keep a current list of all Social Club members names and pertinent data as provided on the membership form. K. The Newsletter Committee shall prepare a Newsletter by the first of each month and prepare any special announcements as directed by the Board. L. The Set Up Com mittee shall ensure that tables and chairs are set up for Social Club dinner meetings. M. The Social Hour Committee shall be responsible for organizing, setting up and decorating for the social hour held on the first Thursday of each month. N. The Sunshine Committee shall monitor the occurrence of illness, accident or death of park residents and send an appropriate communication in each case. 0. The Telephone Directory Committee shall keep a current list of all residents of the park, provide each home with a new telephone directory once a year and provide the Hospitality Committee with additional directories as needed for new residents. Page 6 of 9 Brookwood Park Social Club Constitution and By-Laws April 10, 2016
APPENDIX 2. ELECTION COMMITTEE RESPONSIBILITIES The Election Committee is responsible for obtaining consenting candidates for each-member of the Board and carrying out the election process as outlined below. A. As soon as possible after the February dinner meeting, the Election Committee shall convene and select its chairperson, and divide the names of residents amongst themselves, and begin calling each resident. 1. A script shall be prepared to ensure that all residents receive the same information; i.e., all positions are open, whether or not the incumbent is running for re-election, it is not necessary to be a member of the Social Club to run for the Board, but you must be a member by the date of installation (June dinner meeting), etc. B. The committee shall also select a ballot distributor, at least one person to remain in the library to monitor the ballot box, and two vote counters. 1. Neither the chairperson nor a current Board member nor anyone running for an office shall be a vote counter. 2. The committee may select people not on the committee to help with specific tasks as deemed necessary. C. The names of the candidates shall be presented to the President no later than April first and published in the May Newsletter. 1. The article shall include names and phone numbers of the Election Committee members and the chairperson noted. The article shall describe an official ballot and advise members that only official ballots will be counted, including official absentee ballots. D. The committee shall prepare an official ballot on colored paper listing each candidate. Each Board member must be elected or re-elected each year. 1. Official ballots shall be available at the May dinner meeting when elections are held. 2. Official absentee ballots are available from the chairperson upon request and must be returned to the chairperson prior to election day. i. The chairperson shall provide a ballot and a numbered envelope for the resident(s) to return their private ballots. The chairperson shall not open the envelopes. The chairperson shall keep track of who they gave absentee ballots to and make sure that all are returned in sealed envelope. 3. No "sample" ballots shall be prepared or distributed. 4. Only official ballots will be counted. E. On the evening of the election 1. The Treasurer shall provide the ballot distributor with a current list of paid members. 2. A ballot box shall be placed in the library. i. At least one member of the committee shall be in the library at all times that the ballot box is present. 3. The ballot distributor shall check off the name of each member given a ballot. 4. At 6:15, the chairperson shall make an announcement that voting will close in 15 minutes (6:30 is when dinner starts). Page 7 of 9 Brookwood Park Social Club Constitution and By-Laws April 10, 2016
5. At 6:30 the chairperson shall compare the list of ballots distributed with the list of absentee ballots. In the event that a member voted absentee and in person, the absentee ballot shall not be counted. 6. The vote counters shall open the ballot box and tally the results separately and then compare to ensure correct count. Both tallies shall be kept. i. In the event that more than four members at large are chosen on one ballot, only the first four names will be tallied. ii. In case of a tie, the chairperson shall announce a special run-off election to determine which of the candidates who tied will become a Board member. This special election shall be held at the June dinner meeting. A flyer listing the names of the candidates who tied shall be distributed to all paid members at least one week prior to the June meeting. All other election processes shall remain the same as during the regular election. 7. The results of the election shall be provided to the chairperson as soon as possible. The results shall not be discussed with anyone except the chairperson until after the results have been formally announced. 8. The chairperson shall announce the results immediately upon receiving them from the vote counters. 9. The vote counters shall give all ballots and tally sheets to the chairperson, to be kept for at least two weeks, in the event of a contested election. F. Election results may be contested by any paid member of the Social Club within 7 days following the election, by notifying the incumbent President andjor the chairperson of the Election Committee. 1. The chairperson of the committee, the incumbent President, and the person(s) contesting shall meet and review the ballots prior to the June dinner meeting. 2. The results of this meeting shall be entered into the minutes of the June Board meeting (without naming the person who contested). Page 8 of 9 Brookwood Park Social Club Constitution and By-Laws AprillO, 2016
APPENDIX 3. AUDITING COMMITTEE RESPONSIBILITIES A. The Treasurer shall provide the following financial records to the Auditing Committee within one week after the end of the fiscal year to ensure that there is ample time to conduct the audit by the June Board meeting. 1. Monthly bank statements, reconciliation reports, financial reports, checks and receipts, report of all deposits and deposit slips, dinner and breakfast reservation forms, reports of all checks written and voided, and other working documents requested by the committee. B. The Auditing Committee shall review all monthly financial records for 1. Reconcile financial reports to bank statements. 2. Verify that all checks are accounted for (recorded and/or voided) and receipts attached. 3. Verify deposit slip totals match monthly financial reports and bank statements C. The committee shall submit the results of the audit, in writing, to the newly elected Board at the June Board meeting. D. The findings of the committee shall be posted in the library and on line at BrookwoodSocialClub.com. Page 9 of 9 Brookwood Park Social Club Constitution and By-Laws April 10, 2016