chartered clubs guidelines and ules

CCG&Rs July 25, 2019 Official

SUN CITY ANTHEM COMMUNITY ASSOCIATION, INC.

CHARTERED CLUBS GUIDELINES AND RULES

Approved by the SCACAI Board of Directors July 25, 2019

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Table of Contents

Page The Community Lifestyle Committee ....................................................................................................................... 1 CHAPTER ONE / General Information ....................................................................................................................... 2

1.1 Purpose of These Guidelines and Rules 1.2 SCA Clubs 1.3 Authority 1.4 SCA Activities Department Responsibilities 1.5 Administration 1.6 CLC Liaison 1.7 Conflict with Bylaws

CHAPTER TWO / Establishing a Chartered Club ................................................................................................. 3

2.1 General 2.2 Charter 2.3 Procedures for Charter Application 2.4 Revocation of Charter

CHAPTER THREE / Membership .................................................................................................................................... 5

3.1 General 3.2 Guests

CHAPTER FOUR / Club Operations............................................................................................................................... 6

4.1 Officers and the Club Board of Directors 4.2 Shared Interest Groups 4.3 Committees 4.4 Procedures for Amending Club Documents 4.5 Club Revenue 4.6 Contributions to Charities 4.7 Annual Club Document Requirements for Submission to the Activities Department 4.8 Club Files 4.9 Communicating with Club Members 4.10 Communicating with Entities Other than Club Members 4.11 Program Safety and Supervision 4.12 Club Meetings

CHAPTER FIVE / Facilities and Event Scheduling ............................................................................................13

5.1 Facilities Scheduling and Usage 5.2 Club SCA Events 5.3 Public Events

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CHAPTER SIX / Financial Controls and Procedures .......................................................................................16 6.1 Records and Accountability 6.2 Club Assets (Equipment/Materials) 6.3 Reserve Funds 6.4 Dealing with Vendors and Contracting 6.5 Sales Activities

CHAPTER SEVEN / Club Grievance Procedures .................................................................................................20

7.1 General 7.2 Grievance Process 7.3 CLC Grievance Process

CHAPTER EIGHT / Club Dissolution ..........................................................................................................................23

8.1 Decision 8.2 Procedure 8.3 Requirements and Finalization

APPENDICES

Appendix A-1 Application for Club Charter ........................................................................................24 Appendix A-2 Approved Club Charter ...................................................................................................25 Appendix B Club Bylaws Template ....................................................................................................26 Appendix C New Club Officers List .....................................................................................................31 Appendix D Annual Club Schedule Request ...................................................................................32 Appendix E Public Event Reservation Form..................................................................................34 Appendix F Annual Report of Amounts Paid to Vendors .......................................................35 Appendix G Club Expense / Reimbursement Form ...................................................................36 Appendix H Capital Equipment / Assets ..........................................................................................37 Appendix I Request to Establish Reserve Fund ..........................................................................38 Appendix J Vendor Service Agreement Worksheet ..................................................................39 Appendix K Annual Financial Report ................................................................................................40 Appendix K-EZ Annual Financial Report ................................................................................................45

AMENDMENT Accounting Department Directives replaces Section 6.1.G Carryover Funds 46

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THE COMMUNITY LIFESTYLE COMMITTEE The Sun City Anthem Community Association, Inc. (SCA or Association) Board of Directors (BOD) has established the Community Lifestyle Committee (CLC), which operates under the authority of the BOD. The CLC is comprised of SCA homeowners who volunteer their time and serve without compensation. The mission of the CLC is to monitor and support the Association’s BOD-approved clubs, called chartered clubs (hereinafter referred to as clubs). The CLC coordinates and implements club policies and assists with club formation and operations. The CLC recommends changes to the Chartered Club Guidelines and Rules (CCG&Rs) to the BOD, which approves and promulgates the CCG&Rs. The CLC also reviews and advises clubs on membership policies, procedures, rules and guidelines involving club operations and the use of Association facilities. The CLC is authorized to make recommendations to the BOD regarding the establishment of new clubs, and the revocation of club charters. The CLC works with SCA management regarding club operations and facilities usage by clubs. The CLC conducts public meetings twice each month, which may be attended by SCA residents. The CLC and the SCA Finance Committee each appoint a member to serve as a liaison between the two committees. These liaisons consult and collaborate on issues related to club financial management, and jointly plan workshops to educate club officers about their financial recording and reporting responsibilities. The CLC also appoints a member to serve as a liaison to the SCA Volunteer Coordinator for the purpose of recruiting new CLC members. All Association documents referenced herein, including the CCG&Rs, may be viewed on, and downloaded from, the SCA website, www.sca-hoa.org.


CHAPTER ONE

General Information

1.1 Purpose of These Guidelines and Rules The purpose of these CCG&Rs is to provide direction and structure to clubs in order to enhance the participation and enjoyment of the clubs by their members.

1.2 SCA Clubs

Clubs are authorized by the Association in order to provide opportunities for residents to pursue common interests in hobbies, and recreational, social and cultural endeavors. Clubs are the operational nucleus of the Association’s recreation program, and help provide structure and organization to the community’s lifestyle.

1.3 Authority

The authority to charter a club rests with the BOD. All rules and guidelines contained herein are intended to be consistent with the Association’s governing documents. If there is a conflict between any Association document and the CCG&Rs, the Association governing document prevails.

1.4 SCA Activities Department Responsibilities

The SCA Activities Department coordinates and manages club facility scheduling and allocation of space in accordance with the SCA Facilities Usage and Scheduling Manual (FUM), approves club contracts, maintains official club files, and assists clubs with publicity and promotion. Clubs are provided with regular meeting and activity space at no charge. Allocation of space for club use is dependent upon availability, as determined by the Activities Department, which may preempt club space based on Association priorities set forth in the FUM. Although facility space may be dedicated to a club for fulltime use, facilities and all equipment located therein are generally the property of the Association.

1.5 Administration

A series of forms have been developed to assist clubs in the administration of their activities and to provide the Association with necessary operating data. These forms are found as appendices to this document.

1.6 CLC Liaison

Each club has a member of the CLC who acts as a liaison between the club and the CLC. If a club has questions about the CCG&Rs, the club’s operations, or any other matter with which it needs assistance, the club president should contact the club’s CLC liaison.

1.7 Conflict with Bylaws

If there is a conflict between any provision of a club’s bylaws and the CCG&Rs, the CCG&Rs prevail.


CHAPTER TWO

Establishing a Chartered Club

2.1 General Any group of SCA residents who hold valid SCA activity cards and an interest in pursuing common interests in hobbies, or recreational, social or cultural endeavors, may apply to become a chartered club, pursuant to the procedures set forth below. Such a group is required to designate a spokesperson as the primary contact with the CLC and the Association.

2.2 Charter

A. A charter is a formal written authorization granting official club status. Once chartered, a club is extended specific coverage by the Association’s insurance program, and may be given assistance from the Association in the administration and operation of its activities.

B. Charters are not granted to groups that require, as a precondition for club membership, subsequent membership in an affiliated national, state or regional organization. Such affiliation has to be optional on the part of the individual club member. Examples might include games or sports that require affiliation to certify scoring, sanction activities or qualify members for national competitions.

C. Once chartered, clubs may not merge with other non-Association entities, require its members to join other organizations, or become non-Association entities.

D. Membership in any club is open to all residents with valid activity cards without discrimination. Separate clubs for male and female members may be established if desired by both genders, but each gender must have the same opportunity to pursue common interests (e.g., men’s and women’s social clubs, men’s and women’s golf clubs, etc.).

2.3 Procedures for Charter Application

A. Interested applicants should be thoroughly familiar with the CCG&Rs. The group’s designated spokesperson must first notify the CLC of the group’s interest in becoming a chartered club. Upon such notice the CLC will assign a committee member to act as a liaison and advisor to the applicant throughout the chartering process. The Activities Department and the CLC are available to answer questions about the charter process.

B. An Application for Club Charter (Appendix A-1), and a list of the names of at least 30 residents who have indicated their intention to join the club, including their SCA activity card numbers, must be submitted to the CLC liaison by the group’s spokesperson. The CLC will schedule a review of the charter application at the soonest feasible CLC meeting. The group’s spokesperson or appropriate representative is required to attend the CLC meeting to explain the purpose of the club and answer questions the CLC members may have.

C. The CLC will evaluate the Application for Club Charter from the standpoint of its suitability and sustainability as an SCA club. Charters may not be granted to groups whose purpose is similar to existing clubs unless there are sufficient differences in club operations. The CLC has discretion to determine whether to recommend approval of a charter application to the BOD, or to deny a charter application. If the CLC denies a club’s Application for Club Charter, the prospective club has the option to appeal that decision to the BOD.

D. The CLC liaison will assist the group to draft club bylaws (Appendix B), which will then be submitted to the CLC and reviewed at a subsequent CLC meeting. When deemed in order, the bylaws will be subject to a vote for recommendation by the CLC at its next regular meeting. The group’s spokesperson or appropriate representative is required to attend these meetings.


E. The CLC-recommended Application for Club Charter, club membership list, and bylaws will then be forwarded to the BOD with a recommendation for the grant of a charter, and approval of the club’s bylaws. The BOD acts on the CLC's recommendation at an official BOD meeting. The BOD’s decision is final.

F. If the BOD approves the new club, the approved Application for Charter will be forwarded by the CLC to the Activities Department, which will then issue an Approved Club Charter (Appendix A-2). A copy of the Approved Club Charter will be kept on file in the Activities Office, together with a copy of the club’s Application for Club Charter, approved bylaws, and membership list. Each club should keep a copy of each of these documents.

G. After giving 30 days’ written notice (which may be by email) to the people listed on the initial list, as supplemented by any additional residents, the club spokesperson will convene a meeting for the purpose of electing people to club leadership positions, as set forth in section 4.1 of these CCG&Rs. Within 30 days of their election, the club’s officers will then complete and submit the following forms to the Activities Department: New Club Officers List (Appendix C), Annual Club Schedule Request (Appendix D), and an updated membership list. The forms themselves need not be used, if the required information is submitted in a similar format, such as in an Excel spreadsheet.

2.4 Revocation of Charter

A. The CLC may recommend to the BOD that a club’s charter be revoked for reasons including but not limited to the following: 1. Membership declines below the established minimum of 30. 2. The club violates Association policies, rules, or any provision of the CCG&Rs. 3. An irreconcilable conflict occurs within the club membership. 4. The club’s activities are detrimental to the Association’s reputation or operations,

whether financial or otherwise. 5. The club violates federal, state or local laws or ordinances. 6. The club fails to maintain adequate financial records and controls, as set forth in

Chapter Six of the CCG&Rs. 7. The club substantially deviates from its original purpose, as described in its Approved

Club Charter. B. Any such recommendation for revocation will be made only after the CLC has given the

club a full and fair opportunity to be heard on the issue at a closed meeting of the CLC. C. The club may ask the CLC to reconsider if new information arises that was not taken into

consideration by the CLC in making its original ruling to revoke the club charter. Such new information must be brought to the CLC’s attention within ten days of the CLC’s original ruling.

D. If a club’s charter is revoked, the club is required to immediately cease all operations, and all club assets (monies, supplies and equipment) are required to be transferred to the Association as soon as possible. However, the club’s board members remain responsible to assist the CLC and the Association with any matters that may pertain to the club as a result of its operations or its charter revocation.

E. The provisions of section 8.3 C regarding dissolution of a club may be invoked with respect to revocation, to the extent applicable.


CHAPTER THREE

Membership 3.1 General

A. Club membership is open to any resident of Sun City Anthem who holds a valid SCA activity card.

B. Clubs have the flexibility to make their own rules regarding dues, such as the amount of dues, when dues are paid, and what constitutes the membership year.

C. In order to ensure that clubs have the minimum number of members to continue to qualify as a chartered club, each club must submit a club membership list to the Activities Department by no later than January 31, current as of the previous December 31. The list must include members’ full names and SCA activity card numbers. Clubs may use any reporting format that provides this information.

D. For clubs which do not charge dues, members are required to notify the club secretary each year that they wish to continue their club membership. Email notification is sufficient. The club secretary must retain these renewal emails as part of regular club records.

E. Clubs are responsible for safeguarding the privacy of members’ contact information, which is confidential and intended for use for club business only. Clubs may not use such information for any other purpose. Clubs are precluded from disclosing members’ contact information to any individual or group, whether inside or outside the Association. Club members may not use or disclose such information for any purpose other than club business. The only exception is that the information may be disclosed to Association management. An option to decline to receive club emails and telephone calls must be offered to new club members.

3.2 Guests

A. A club’s guest policy must be stated in its bylaws. Club officers should make sure that all club members are aware of the club’s guest policies.

B. Eligible resident guests are individuals who hold valid SCA activity cards, but who are not then members of the club. Eligible resident guests may attend a club’s events no more than five times per calendar year without joining the club.

C. Non-eligible guests are individuals who do not hold a valid SCA activity card. Accordingly, they do not qualify for club membership. Clubs may allow non-eligible guests at club events, but they must always be accompanied by a club member when participating in a club event at any SCA facility. A non-eligible guest may attend a club’s events no more than five times per calendar year.

D. Clubs may provide in their bylaws that a guest may attend their events less often, but not more often, than that allowed above.

E. In planning events where space is limited, clubs must give priority to their members first, then to eligible guests, and then to non-eligible guests.

F. Clubs that use power tools and equipment or hazardous materials that may cause injury must require guests to be trained by club members before participating in club activities. This rule is required to be posted prominently in rooms where such items are used. Club members and their guests must understand that the guests participate at their own risk.

G. Club guests may use Association facilities if they meet club requirements for safety, training and individual decorum. Clubs may require a guest fee.


CHAPTER FOUR

Club Operations 4.1 Officers and the Club Board of Directors

A. Clubs are governed by a board of directors. All club officers are automatically members of the club’s board of directors. A club may have board members who are not also officers. These board members may be referred to simply as board members, or as “at large” board members, to distinguish them from board members who are also officers. All board members serve without compensation.

B. Club officers consist at a minimum of a president, vice president, secretary, and treasurer (or secretary/treasurer). Clubs may designate additional officer positions in their bylaws. The additional officer positions may or may not be voting members of the club’s board of directors, as specified by the bylaws. The positions of president and vice president may not be combined.

C. Officers and non-officer directors may be elected to a one-year term, or to a two-year term, as provided by the club’s bylaws. Officers may not serve for more than two consecutive years, or one two-year term, in the same officer position. Couples or occupants of the same household may not serve concurrently as club officers, or as members of the club’s board of directors.

D. No member of the board of directors, whether an officer or not, may serve as a member of the club board of directors for more than six consecutive years. A person serving for six consecutive years must then be off the board of directors for a minimum of two consecutive years before serving on the board again.

E. The CLC recognizes it can sometimes be difficult for a club to find people to serve on the club’s board, or as club officers. In situations where a club has engaged in due diligence to find new officers and directors, and simply hasn’t been able to do so, the CLC may consider granting a term-limit waiver on a temporary basis, when to do otherwise would create a hardship for the club. Generally, the waiver will be for no more than one year, but may be extended due to special circumstances. Likewise, temporary configurations of officers or directors, not specified in a club’s bylaws, such as having two people share the responsibility of one office, must have the prior approval of the CLC, and may be granted on the same basis as a term-limit waiver. For permanent changes in the configuration of club officers or directors, club bylaws have to be modified in accordance with the provisions of section 4.4.

F. Clubs are required to hold an annual general membership meeting in October or November of each year, for the purpose of electing club officers and non-officer board members, and to provide a financial report. Clubs are also required to take minutes of this meeting in order to provide an official record, regarding who was elected to what officer or board position, the financial report, and any other significant business matter raised.

G. Club officers may be selected in one of two ways: they may be elected to specific club officer positions at the annual general membership meeting, or the club may elect only board members at the annual meeting, and the board of directors so elected may then subsequently determine which of its members will serve in which officer positions.

H. Non-officer directors may also be selected in one of two ways. They may be elected by the general membership at the annual meeting, or they may be appointed by club officers.

I. The method of election of officers and directors is required to be set forth in the club bylaws. Terms of officers and board members generally become effective on January 1 following the election. Staggered terms for officers and board members may be implemented.


J. A nominating committee appointed by the club president may establish a slate of candidates for the election of specific officers, of non-officer directors, or just of board members, depending upon the club’s method of election of officers and directors. Any other reasonable method of nominating a slate of candidates may be used, so long as that method is spelled out in the club’s bylaws. At least 30 days’ written notice of the election must be given to members, including the names of those on the slate of candidates, and the positions for which the candidates are nominated. If any additional club member not included in the slate of candidates notifies the club president of his or her desire to be a candidate for election, the name of that member and the position for which that member wishes to be considered has to be included in the 30-day notice. In addition to the candidates included in the 30-day notice, any club member in good standing may be nominated from the floor at the annual general membership meeting. Voting will be by show of hands or secret ballot, as specified in the club’s bylaws. A simple majority will carry.

K. The newly elected board must report the election results regarding club officers to the Activities Director and to the club’s CLC liaison within 30 days of the election of the officers, and within 30 days of any change in officers for other reasons. The club may use Appendix C, New Club Officers List, for this purpose, or may use any other document that provides the same information.

L. An officer or non-officer board member who does not complete his or her full term of office may be replaced by appointment by the remaining members of the club board of directors. If the replacement was not then serving as an officer or director, at the completion of the term for which the replacement is so appointed the replacement may serve an additional two full years as an officer, or an additional six full years as a board member, so long as that replacement is elected in accordance with the provisions for such election that otherwise applies to officers and directors, as set forth in the club’s bylaws. If the replacement was then serving as a board member or officer, the term limit rules set forth in sections 4.1 C and D continue to apply to that replacement.

M. Responsibilities and duties of club officers may vary, and should be detailed in each club’s bylaws. In general, the responsibilities of officers are as follows: 1. The President presides over all club general membership and club board meetings, is

responsible for the administration of all club business, acts as principal liaison between the club, the CLC, and the Association, and ensures the financial and administrative integrity of the club.

2. The Vice President has the customary role of standing in for the president in her/his absence, and keeping the president informed on all aspects of club business conducted in his/her absence. The vice president performs other duties as assigned by the president.

3. The Secretary attends all board and general membership meetings, records meeting minutes and arranges for their distribution to members. The secretary maintains and updates club articles for the monthly Spirit magazine, retains an archive of previous minutes, saves copies of all email blasts sent to the membership, directs and archives club correspondence as requested by the club board, and maintains other records of the club as necessary.

4. The Treasurer manages club finances, receives all club monies and pays all club bills, prepares and submits club financial reports, and ensures the club follows the financial controls and procedures in Chapter Six of the CCG&Rs.

5. Secretary/Treasurer. If it becomes necessary to combine these offices, the above duties will also be combined.

N. Clubs may have additional leadership positions, such as committee chairs, members with responsibilities for planning events or handling membership matters, an assistant to the Treasurer, or any other position designed to assist the board in planning and coordinating the major components of the club’s mission and activities. A club’s bylaws must specify how these positions may be created, how club members are selected for these positions,


and the function and responsibilities of these positions. Members serving in these positions are not typically members of the club’s board of directors, but they may be, provided that is authorized by the club’s bylaws. If so authorized, the bylaws must state whether these positions have voting rights on the board of directors.

O. Club officers and directors must be familiar with the provisions of the CCG&Rs, and the club’s bylaws. Club officers and directors must also inform club members how they can access both documents.

P. Club operations must be conducted with complete transparency to all club members. The only exceptions to this rule are when confidentiality must be maintained, such as with respect to grievance and disciplinary procedures, and confidential member information, such as contact information.

Q. The CLC hosts meetings with club officers from time to time to orient new officers, update clubs on Association or CLC concerns, and advise of changes to the CCG&Rs.

R. Club officers, and other non-officer board members, are covered under the Association’s Directors and Officers Errors and Omissions liability insurance policy, subject to the terms, conditions and limitations of that policy.

4.2 Shared Interest Groups

A. A club may form a Shared Interest Group (SIG), defined as a subset of club members who are interested in an aspect or specialty of the club, which may meet separately. The club is responsible for SIG activities and operations, and must notify its CLC liaison when a SIG is formed.

B. SIGs must follow the CCG&Rs and bylaws of the club. C. All requests for room usage have to be relayed to the Activities Department through the

club member responsible for submitting the club’s annual calendar. D. SIGs may have representation on the club’s board of directors in accordance with the

club’s bylaws. E. Revenue generated or expenses incurred by a SIG must be accounted for through the

club’s bank account and financial records. All revenue generated belongs to the club, not to the SIG.

F. If a SIG becomes a separate club, the SIG will no longer exist.

4.3 Committees A. If stated in the club's bylaws, a club may establish committees. The club board may

appoint committee chairpersons on a permanent or as-needed basis to assist the board in planning and coordinating the club’s operations. CLC notification is not needed when forming club committees.

B. Committees must follow the CCG&Rs and bylaws of the club. All requests for room usage must be relayed to the Activities Department through the club member responsible for submitting the club’s annual calendar.

C. Committees may have representation on the club’s board and may vote, if authorized by the club’s bylaws.

4.4 Procedures for Amending Club Documents

A. Amending Club Bylaws 1. Club boards considering bylaws amendments should consult with their CLC liaison

before the development of draft amendments. The current version of Appendix B is required to be used by clubs as the basis for any bylaws amendments.


2. The draft amendments developed by the club board will then be submitted to the club’s CLC liaison. The submission should clearly indicate which sections were changed, and should include the old version and rationale for the changes.

3. The CLC liaison will, after review, circulate the proposed changes to the CLC for comment. The liaison will continue to work with the club board and CLC members until all parties agree on the draft amended bylaws. The liaison will then instruct the club board to submit the proposed amended bylaws to the club membership for approval at a regular or special membership meeting, for which 30 days written notice must be given.

4. The membership-approved bylaws amendments will then be returned to the CLC liaison and may then be reviewed at a CLC meeting. Approval of the membership-approved bylaws must occur at a public CLC meeting. Once approved, and after two copies are signed by the club president and the CLC chair, the CLC will forward the new bylaws to the Activities Department. One of the original copies will be retained by the Activities Department. The other original copy will be given to the club president for club records.

B. Amending Club Charters The procedures regarding amending club bylaws, set forth above, apply to amending a club’s charter, to the extent practicable.

C. Remedies for Deviation from the Club’s Original Purpose. If a club substantially deviates from its original purpose as described in its Approved Club Charter, the status of the club will be reviewed by the CLC. The CLC may recommend remedies, including but not limited to the following: 1. Requiring the club to return to its original purpose. 2. Requiring the club to amend its charter by redefining the club’s purpose. 3. Recommending revocation of the club’s charter pursuant to section 2.4.

4.5 Club Revenue

A. A club’s main purpose is to entertain and/or educate members, not to raise significant sums of money to support charities, fund Association projects, or otherwise. Dues should be kept to the minimum necessary to support club operations.

B. The dues amount should be set forth in club bylaws, in a range sufficient to maintain the flexibility necessary to meet a club’s changing needs without the need for a bylaws amendment. If a club wants to prorate dues for those who join the club late in the year, the bylaws should so state.

C. Clubs may sponsor functions for which money is collected at a reasonable amount above expenses to purchase equipment or supplies, or to provide reserve funds, as set forth in section 6.3. Clubs may generate revenue by sponsoring activities such as games, raffles, and tournaments at club events or regularly scheduled meetings.

D. Clubs are permitted to sell items made by their members if the club receives a percentage of the proceeds, minimum of 10 percent.

4.6 Contributions to Charities

A. Charities and charitable contributions should not be the primary focus of a club’s activity or event. Charitable contributions should always be voluntary, and are not permitted to be part of the price of admission, or paid out of obligatory dues.

B. If a club decides to make a charitable contribution, the club board should recommend the charity and the method of soliciting donations, and then seek membership approval by a vote, preferably at a general membership meeting. An email vote may be taken in lieu of a


general membership meeting. Political and religious contributions by clubs are not allowed.

C. Clubs may collect voluntary charitable contributions at events and directly hand over those contributions – whether cash or personal checks – to the charity.

D. Alternatively, clubs may deposit the charitable donations in the club bank account and issue a club check to the charity.

4.7 Annual Club Document Requirements for Submission to the Activities Department

A. New Club Officers List and Annual Membership Meeting Minutes. The information required by Appendix C, the New Club Officers List, plus the minutes from the annual general membership meeting, must be submitted by no later than December 1. If there is a change in officers during the year, information about that change must be submitted within 30 days of the change with a copy to the club’s CLC liaison. See sections 4.1.F and K.

B. List of Members. Pursuant to section 3.1.C, a list of members, as of December 31, must be submitted by the following January 31.

C. Annual Financial Report. Financial reports for the preceding year must be submitted by January 31 of the next year using Appendix K or Appendix K-EZ. See section 6.1.D.3.

D. Annual Club Schedule Request. Club room/space reservations for the next calendar year must be submitted no sooner than June 1 but before August 1 each year (Appendix D). See section 5.1.A.

E. A list of Capital Equipment/ Assets, if applicable, must be submitted by January 31 (Appendix H). See section 6.2.C.

F. Annual Report of Amounts Paid to Vendors during the previous calendar year is due by January 10 of each year (Appendix F). See section 6.4.E.

G. With the exception of Appendix K and Appendix K-EZ, the specific appendices referred to in this section 4.7 need not be used if the requisite information is submitted in a similar format, such as by use of an Excel spreadsheet.

4.8 Club Files

A. The Activities Department retains official club documents, as follows: (1) the Application for Club Charter, the Approved Club Charter, bylaws and bylaws amendments; (2) current member lists, minutes of annual meetings, minutes of club board meetings, annual lists of capital equipment/assets, lists of club officers, annual club schedule, any Association correspondence, and certain financial documents (see Chapter Six), all of which are required to be submitted by the clubs annually.

B. Clubs are also required to maintain copies of official club documents, as follows: the original charter and bylaws, and any changes thereto, are required to be maintained indefinitely; all other official club documents (e.g., meeting minutes, officer lists, membership lists, etc.) must be retained for a period of three years.

C. A copy of all club documentation related to disciplinary issues is required to be provided to a club’s CLC liaison, who will file that documentation with the Activities Department.

D. Information in club files is confidential. The Activities Department will ensure access to club files is limited only to Activities Department staff, CLC members, Association management, the BOD, and current club officers.

4.9 Communicating with Club Members

A. When communicating by email to club members, individual email addresses must be shielded by using the blind-copy option (bcc). A club's membership list may only be used by the club for club purposes and must not be shared with or disclosed to anyone for any


purpose other than furthering the activities of the club. For instance, a club’s membership list must not be used by any club member, for the purpose of mailing out information about residents running for the BOD, or for the purpose of promoting candidates for the BOD.

B. A club is not permitted to take a position with respect to anyone who is a declared candidate for the BOD. A club may invite candidates for the BOD to speak at a club event regarding their candidacy, so long as doing so is consistent with the purpose of the club as stated in the club’s charter (e.g., the Current Events/History Club). If a club does so, it is required to invite all candidates to that same club event. A club is not permitted to show preference to an individual candidate, either at a club meeting or event, or in correspondence, or by allowing written material to be distributed at a meeting or event, or by any other method which would suggest the club or its members prefer one candidate over another, or which suggests promotion of any particular candidate. Clubs should refrain from inviting BOD candidates to speak at a club function on any topic during the election campaign period. If a club does invite someone to speak at a club function, who is a candidate for the BOD at the time of the club function, the topic on which the person makes a presentation may not be one that is related to any issue in the BOD election campaign, the person may not be identified as a candidate, may not wear any apparel, badge, button, or other item, which refers in any way to the person’s candidacy, and may not distribute any campaign information or documents.

C. A club should not ask other clubs to promote its business, or the business of a service group, that does not fall within the business of the club being asked to do so. For instance, club A should not ask club B to inform club B’s members about an event club A is planning to hold. Club officers and club members are not permitted to promote their individual non-club business interests to club members (e.g., selling life insurance or annuities), or the individual non-club business interests of anyone else.

D. Former officers and board members are not permitted to use club contact lists for any purpose.

E. Clubs cannot establish forms of electronic communication that may expose members’ identities or information to outside individuals or businesses. Facebook, Twitter or similar social media should be used with discretion to protect members’ privacy.

F. Websites paid for by a club and/or using the club name are club property. Such websites are to be used for communication with club members and prospective club members, and may not be used for commercial purposes. The club’s officers may determine whether activities of the Association or other SCA clubs are displayed on the website.

4.10 Communicating with Entities Other than Club Members

A. The club president or designee represents the club when communicating with the BOD, Association management, the Activities Department, the CLC, and other SCA committees. The president may appoint one club member to represent the club for all communications with the Activities Department regarding room requests and publicity.

B. The club’s CLC liaison will notify the club president when the CLC’s meeting or meeting agenda includes requests by the club, requests by the CLC concerning the club, or items of interest to the club at which club representation is required. A club should endeavor to have a club representative present at any CLC meeting at which the club has an item regarding it on the CLC agenda. If the president is unable to attend such meetings, the president should appoint a replacement and notify the CLC. If the club does not have appropriate representation at the meeting, the agenda item may be postponed.

C. The Spirit magazine may be used by clubs to publicly communicate to the greater SCA community. Clubs may submit monthly articles, which should be approved by the club’s president, to the Spirit at the email address listed in the Spirit magazine. Style and


advertising compliance guidelines are available on the SCA website, or may be obtained from the Spirit’s Coordinator/Graphics.

D. The SCA website is another means to publicly communicate with club members and the greater SCA community. Clubs may choose to submit information or documents like bylaws or charters to be posted to their club listing. Submissions should be sent to SCA’s Website and Information Coordinator.

4.11 Program Safety and Supervision

A. During use of an Association facility, those clubs which have club safety operating policies and rules must designate a member to act as a monitor or safety officer to ensure the safety policies and rules are followed. If a club is unwilling or unable to properly monitor such a facility, the club programs must be suspended until proper supervision can be arranged.

B. Safety programs must be established for any club using power equipment (portable or fixed), with written safety rules for the operation and maintenance thereof conspicuously posted. An appointed club safety committee should oversee the program. 1. Club boards of directors are responsible for ensuring that all club activity leaders

(foreman, safety supervisor, shop supervisor, etc.) are well qualified in the use of club equipment and follow club rules. The activity leader has the authority to immediately deny equipment use to any individual who violates a club safety rule, or who, in the activity leader’s judgment, is either unable or unwilling to abide by the safety or operating rules and procedures. Such individuals may then be the subject of the Club Grievance Procedures set forth in Chapter Seven.

2. An accident on SCA property during a club activity which causes damage to property or injury to a person, whether requiring medical attention or not, must be immediately reported to the building monitor, who is responsible for documenting details on an Incident/Accident Report Form. If emergency medical attention is required because of the accident, any person in the near vicinity should call 911 immediately. A detailed report about the accident by a club officer is to be forwarded to the Activities Department within one business day of the accident.

3. If an accident occurs during an offsite club activity, a detailed report must be submitted by a club officer to the Activities Department within 24 hours, or as soon as possible. The club may use the Incident/Accident Report posted on the SCA website for this purpose.

4.12 Club Meetings

A. The club board of directors has the authority to set the frequency and times of its meetings and general membership meetings. Agendas and meeting minutes should be sent out in a timely manner to club members via email and/or posted on the club website. All club members in good standing are eligible to attend club board meetings, except for matters requiring confidentiality.

B. Roberts Rules of Order will govern the conduct of business at all general membership and club board meetings.

C. A simple majority vote determines the passage of a motion at club meetings. A quorum for general membership meetings is defined as the number of members in good standing who attend the meeting. Each attending member will have one vote by show of hands or secret ballot. A quorum for the club board of directors meeting is defined as a majority of the voting board members in good standing. Each voting board member will have one vote by show of hands or secret ballot.


CHAPTER FIVE

Facilities and Event Scheduling 5.1 Facilities Scheduling and Usage

A. Clubs requesting use of space are required to submit a master schedule annually to the Activities Department, no sooner than June 1, but before August 1, using the Annual Club Schedule Request (Appendix D). The Activities Department will not actually begin the allocation of space for the next year until August 1.

B. Club members are included as additional insureds under the Association’s general liability insurance policy, if they are sued because of a club-sanctioned activity. Accordingly, clubs must notify the Activities Department beforehand of all planned meetings or events, whether in an SCA facility, or off-campus, that have not been included in the Annual Club Schedule Request.

C. The SCA Facilities and Usage Manual (FUM) contains provisions regarding space usage applicable to clubs.

D. In addition to reserving appropriate meeting space in an SCA building, clubs may schedule use of fitness or aerobics rooms as needed to conduct activities within the scope of their charter. Requests should be sent to the Activities Department, which coordinates with the Fitness Department. 1. Club activities may not duplicate Fitness Department classes. 2. Club members and their guests must check in with the building monitor and follow all

rules of the Fitness Department including appropriate footwear. E. Club times on sports courts (tennis, paddle tennis, pickleball and bocce) are reserved

through the Activities Department. Times may vary seasonally. F. If a club does not need previously scheduled space or rooms, the Activities Department

should be notified as soon as possible, but no less than 24 hours before the scheduled meeting or event to ensure space is available to others.

G. A club’s proposed use of promotional/display tables, bulletin boards, posters, video monitors and print publications must be approved by the Activities Department.

H. Public showings of films in SCA facilities, regardless of whether an admission fee is charged, require prior written approval by the copyright holder, and approval by the SCA Activities Department, to ensure compliance with local, state and federal copyright laws. The Activities Department will need the film title and date of proposed showing to begin the process. Upon receipt of the licensing rate schedule for the film, the Activities Department will notify the club of the required licensing fee, and will arrange delivery of the film with the applicable license.

5.2 Club SCA Events

Club SCA Events are defined as those club events open, and advertised, to all SCA residents holding valid activity cards. A. Clubs are required to apply to the Activities Department every year for space allocation for

Annual Club SCA Events, which must be approved in advance by the Activities Department.

B. Clubs must submit their requests for Club SCA Events as part of their Annual Club Schedule Request (Appendix D). Any such request that is not included in the Annual Club Schedule Request should be made to the Activities Department in person, a minimum of 30, and preferably 60, days in advance of the event. The Activities Department will determine whether the request meets the criteria for a Club SCA Event, and whether adequate space is available for the event. If the time, or space, is not available, the


Activities Department may suggest alternatives. The Activities Department will attempt to meet the requests of all clubs for Club SCA Events as equitably as possible. In all cases, the decision will be based on maximizing facility utilization.

C. Criteria for Club SCA Events 1. The proposed event is consistent with the club’s charter, mission, purpose and

regularly scheduled club activities. 2. The proposed event will not present extraordinary or unacceptable liability issues for

SCA. 3. The number of such events proposed by some clubs will not negatively impact the

ability of other clubs to have their events scheduled due to space issues. 4. The proposed event will not be advertised beyond SCA, since the general public is not

to be invited to attend. D. The CLC’s Role in Club SCA Events

1. The Activities Department will inform the CLC of Club SCA Event requests received, and will report the disposition of requests for Club SCA Events at regularly scheduled CLC meetings.

2. The Activities Department will seek the advice/recommendations of the CLC in the event of consistent scheduling conflicts, non-adherence to scheduling procedures, or any circumstance where the Activities Department feels the CLC may be of assistance dealing with clubs in general, or with a particular club, with respect to Club SCA Events.

3. Clubs have the right to appeal decisions of the Activities Department regarding Club SCA Events to the CLC.

E. Types of Club SCA Events All clubs may propose Club SCA Events to inform, entertain, educate or otherwise engage larger segments of the SCA community in addition to their club membership. For example: 1. Clubs whose regular meetings are devoted to educational topics with a speaker where

every meeting is a Club SCA Event with the entire SCA community invited (e.g., Veterans, Lifelong Learning).

2. Heritage clubs periodically put on Club SCA Events related to sharing their heritage with the SCA community (e.g., Filipiniana, Italian Forum, Havurah).

3. Clubs whose events require audiences because the club’s members are performers (e.g., Performing Arts Club, Spotlight).

F. Clubs may schedule no more than four major performances per year in Freedom Hall. A major performance is defined as requiring facility rehearsal reservations and/or multiple reservations for the same event. One-time events and one-time speaking engagements are excluded from this limitation but are considered Club SCA Events. Additional major performances may be scheduled if space is available and if approved by the CLC.

5.3 Public Events

A Public Event is defined as any club event which is open, and advertised, to non-residents. Public Events, whether held on SCA grounds or off-site, must be approved in advance by the CLC and the Activities Department. A. The procedures set forth in section 5.2.B for Club SCA Events applies also to Public Events,

except that a club seeking approval for a Public Event that is not included in the Annual Club Schedule Request should submit its request by using the Public Event Reservation Form (Appendix E).


B. The sponsoring club will contact its CLC liaison to arrange to present the Public Event proposal at an upcoming CLC workshop. The CLC will vote on the proposal at the following regularly scheduled committee meeting.

C. Criteria for Club-Sponsored Public Events 1. The proposed event is consistent with the club’s charter, mission, purpose and

regularly scheduled club activities. 2. The proposed event will not present extraordinary or unacceptable liability issues for

SCA. 3. The number of such events proposed by some clubs will not negatively impact the

ability of other clubs to have their events scheduled due to space issues. 4. The proposed event will be advertised beyond SCA. While every effort will be made to

accommodate SCA residents first, tickets will be sold to the general public. D. The following ticket sales and advertising guidelines should be used by clubs sponsoring

CLC-approved Public Events to maximize attendance: 1. To ensure that SCA residents can purchase tickets in advance of advertising to the

general public, advertising in the Spirit, on the SCA electronic and physical bulletin boards, through SCA weekly eblasts, and the club’s SCA website can begin eight weeks in advance of the event/performance.

2. Advertising the event and selling tickets through the club’s non-SCA website can commence as soon as the event is approved.

3. Walk-in ticket sales will be available to the general public in the Activities Department one week in advance of the performance.

4. Flyers announcing the event can be posted in the broader community six weeks in advance of the event.

E. All internal or external advertising for proposed events has to be approved in advance by the Activities Department.


CHAPTER SIX

Financial Controls and Procedures

6.1 Records and Accountability A SCA and banks require that club bank accounts use the Association’s tax identification

number, and be established in the name of “Sun City Anthem Community Association, Inc.,” with the club’s name on the second line. Since club financial operations are recorded under Association tax returns, clubs don’t need and shouldn’t obtain a separate Federal Employer Identification Number, or otherwise file Internal Revenue Service tax returns.

B. Every club is expected to have an annual budget to guide planning for expected revenues and expenditures.

C. The following practices are required: 1. Checks-and-balance procedures to preclude a single individual from ordering and

receiving equipment or supplies and disbursing funds for their payment. The Club Expense/Reimbursement Form (Appendix G) is available to keep track of disbursements. Clubs are not permitted to have club credit or debit cards, or accept any credit cards or debit cards for payments.

2. Dual signatures on all checks. Both are to be club officers and, when possible, one should be the treasurer. Bank signature cards must reflect current authorized signatories. Bank statements must be reconciled monthly.

3. Cash-handling procedures and controls. Receipts must be provided for cash received and the cash must be deposited in the club's bank account in a timely manner. When cash payments are received from individual club members for dine-out events or classes, the cash received should be deposited into the club's bank account and a club check written to cover the associated class or dine-out expenses.

4. Disbursements made only by bank check or from a properly established petty cash fund, supported with documentation, such as purchase receipts or invoices from the vendor. Petty cash funds must be replenished by the issuance of a club check.

5. Receipts for purchases presented within 60 days of purchase for reimbursement. 6. Retention of copies of reconciled bank statements and the check register for the last

calendar year. D. Annual financial reports are required, as follows:

1. As part of a club’s annual general membership meeting, a verbal or written financial report presented by the treasurer, showing year-to-date revenues and disbursements, bank account balances and, if applicable, the petty cash fund. This report should be sufficiently detailed to inform the membership about the fiscal health of the club and should be recorded in the minutes of the meeting.

2. A year-end financial report after the close of the calendar year, to be prepared by the treasurer, and presented at the next club board meeting, to be duly recorded in the minutes of that meeting. This report can be the Annual Financial Report (Appendix K or Appendix K-EZ), or presented in a simpler format that shows annual revenue and expenses by categories significant to the club.

3. An Annual Financial Report (using Appendix K or Appendix K-EZ.) submitted to the Activities Department by the following January 31. A copy of each form is available on the SCA website. The club president and treasurer from the applicable year must approve this report. The following documents must accompany the report: all receipts, invoices, deposit records, reconciled bank statements and the previous year’s reconciled December bank statement, and check register (e.g., spreadsheet, or software report).


a. Appendix K must be used by clubs which have either of the following: i. club asset/equipment reserve fund (see section 6.3) ii. annual expenses of $15,000 or more.

b. Appendix K-EZ may be used by clubs if they have less than $15,000 in annual expenses and do not have a club asset/equipment reserve fund.

E. Club bylaws must set a maximum payment amount that can be authorized by the club officers, not to exceed $1,000. Disbursements or commitments to spend above this maximum require a vote of the club membership at a membership meeting, with 30 days written notice that this issue will be considered. 1. In general, the maximum payment limitation applies to any expenditure for the

purchase of a club asset, such as a piece of equipment, or supplies, or any other expenditure where general club funds are going to be used. General club funds include dues payments, and money raised by the club in other ways, such as by raffles.

2. The maximum payment limitation does not apply to an event where club members and their guests simply pay a fee to participate, and the fees collected are “passed through” to a vendor. For example, the cost of a club’s holiday party would generally not be covered by the limitation. However, the cost would be covered by the maximum payment limitation if general club funds in an amount above the maximum payment limitation are used to subsidize the cost of the party.

F. Sales Taxes 1. Any club making online purchases for which Clark County, Nevada sales tax is not

paid must report all such transactions to the Administration office on the Sales Tax Reporting Form, which may be downloaded from the Association's website.

2. Under Nevada law, an amount equal to Clark County’s sales tax must be paid on the item(s) purchased, and on any handling charge. The tax need not be paid on shipping charges, if the shipping charges are stated as a separate line item on the invoice. If charges for shipping and handling cannot be separated, the total for both is taxable. A copy of the invoice, the completed Sales Tax Reporting Form, and a check for any underpayment made payable to Sun City Anthem Community Association, Inc. must be delivered to Administration by the 20th of each month for the previous month.

3. If a club has not had such purchases in the preceding month, it must report that fact by the 20th of the month via an email to [email protected], with the full name of the club, the reporting month, and the statement that there were no purchases.

G. Carryover Funds. 1. In order to help maintain the Association’s not-for-profit designation, clubs are

limited in the amount of funds they may carry over from one year to the next. The total carryover must not exceed 15 percent of the current year’s expenses, or $2,000, whichever is less.

2. Prepaid dues (dues paid in a year prior to the year for which they apply) are exempt from the carryover calculation, as are funds designated or committed for events that will occur in the first quarter of the coming year. Also exempt are funds set aside for the purchase of new club assets or equipment in the first quarter of the coming year.

3. A club may formally request an exception to the $2,000 limitation. This request must be submitted no later than October 31 to the Association’s CFO for approval.

H. A review of club financial records and related documents may periodically be requested by the BOD. Such review will usually be conducted by representatives of the Finance Committee in accordance with directions from the BOD. Irregularities may be cause for a review in subsequent years or continual monitoring. Continued noncompliance may result in revocation of a club’s charter.

I. Clubs soliciting gifts of money or products may not indicate to the donor that they may claim a charitable deduction for such gifts. While the Association is a not-for-profit


organization, it is not a charity. If required by the donor, the club may request a letter from the Activities Department stating that the Association is a not-for-profit organization.

6.2 Club Assets (Equipment/Materials) A. Although all assets of clubs ultimately belong to the Association, a club has special

responsibilities for certain assets, known as Club Assets. Club Assets are for the exclusive use of club members, or are so specialized that they require individuals trained to give instruction for setup or use such that non-club members could not readily use them by themselves. This definition applies regardless of whether the original purchase was with club funds.

B. The only exceptions to this definition of Club Assets are items that are permanently attached to the structure (e.g., installed overhead screens), and items that may pose a safety risk for the Association (e.g., fire risk, such as a kiln or dust extraction equipment). The first exception is not intended to cover assets that are incidentally attached to Association facilities but could easily be detached (e.g., lockers or bulletin boards).

C. Club Assets with a value of $500 or more per item must be listed in club records. An annual inventory of Club Assets must be conducted. This annual inventory is required to be submitted to the Activities Department by January 31 on Appendix H, or in a format which provides all of the information required by that appendix. Consumables such as supplies are exempt from this requirement.

D. Club Assets are covered under the Association’s master insurance policy subject to the terms, conditions and limitations of that policy. When a covered loss occurs, the Association assumes losses less than the deductible. Any Club Asset purchased after the annual inventory of Club Assets has been submitted should be reported to the Activities Department so that it will be covered by the insurance policy. Personal items used in club activities are not covered under the Association’s policy.

6.3 Reserve Funds A. Repair and replacement of qualified club assets is the club’s responsibility, for which clubs

may retain reserve funds. A qualified asset is an asset with a value of $2,000 or more or a group of like items with a combined value of $2,000 or more. The reserve funds may be held in a bank checking account, savings account, bank money market account, or bank certificate of deposit, but the account must be titled a reserve account by the bank. Interest-bearing accounts are preferred. These funds may not be utilized for purposes other than major repairs or replacement of qualified club assets. The total amount of funds that may be held in a reserve fund is determined by the value of the qualified assets indicated for repair or replacement.

B. If reserve funds are insufficient, the club may use operating funds or operate without that asset until sufficient funds are available. The acquisition of new club assets is paid from club funds, unless otherwise approved by the SCA BOD.

C. A club desiring to establish a reserve fund should submit a written request to the CLC and then to the Finance Committee using Appendix I, along with a detailed accounting of the amount of the reserve and the specific assets that are to be included. These committees may act to recommend BOD approval. Only the BOD has the authority to authorize a reserve fund.

D. Disbursements may be made from a club reserve fund for the replacement or repair of club assets for which the reserves were established. No other expenditures from this fund are permitted.

E. Additional funds may be transferred from the club checking account to the reserve fund at any time. The reserve fund activity and balance must be included in the Club Annual Financial Statement and will be reviewed annually.

F. Periodically, the Association completes a reserve study that includes a review of all Association assets, including those held by clubs. Because of that study, the maximum amount that may be held in a club’s reserve fund may be limited. Clubs will be notified when any changes are required.


6.4 Dealing with Vendors and Contracting A. Clubs may need the services of vendors, e.g., caterers, entertainers, instructors, workshop

leaders, play directors, or other service providers (vendors), whether the services are provided on or off SCA property. Clubs will do all necessary work to select the vendor, define the services, determine the fees, etc., and will give a completed Vendor Service Agreement Worksheet (Appendix J) to the Activities Department at least 30 days before the event or commencement of the service. If the service extends from one year to the next, approval from the Activities Department is to be obtained annually. When discussing arrangements with the prospective vendor, clubs may not imply that an employer/employee relationship exists. Clubs are not permitted to sign vendor contracts. All contracts with vendors are to be signed by Association management on a form prescribed by management. The Activities Department will determine whether such a contract is needed and will obtain the vendor’s signature.

B. Anything provided by a club member, or a club member’s business entity, to the club, for which they would be compensated, constitutes a service. This service must be approved in advance by the club’s board, and then approved by the CLC. The decision must be officially recorded in club board meeting minutes and reported to the club’s general membership. If the service is to continue in subsequent years, annual approval must be given by the club’s board and the CLC.

C. Federal tax law provides that when an organization like SCA pays a vendor $600 or more over the course of a tax year, SCA is required to report these payments to the IRS via a 1099 form. SCA and its clubs must gather the information needed to report these payments by requesting that vendors providing services to our association complete a W-9 form. The W-9 completed by the vendor includes the vendor name, address and Social Security or tax identification number, information which is necessary to comply with IRS regulations. Therefore, vendors who will be paid for services provided to a club (e.g., caterers, entertainers, instructors), whether residents of SCA, club members, or outside providers, must provide a completed W-9 to the club. The completed W-9 should be submitted to the Activities Department before the service is provided. If needed, the Activities Department can provide the club with blank W-9 forms for the vendor to complete. Note that while SCA is required to report payments of $600 or more, this is an accumulation of annual payments made to a single vendor by any SCA entity, and many vendors provide services to multiple clubs during the year. Each club should request a W-9 from all vendors providing services to it, no matter the value of the service.

D. In addition, depending upon the type of service or vendor and the frequency of the service, the vendor may need to provide a certificate of insurance with SCA endorsement and/or a business license from the City of Henderson. The Activities Department handles all issues with respect to these matters.

E. A list of amounts paid to vendors during the previous calendar year must be submitted to the Activities Department by January 10 of each year (Appendix F).

F. Cash payments to vendors are not permitted. 6.5 Sales Activities

A. Club members may not promote or sell products or services from their personal businesses to club members. See section 4.5 D. regarding clubs selling items to third parties made by club members.

B. Sales of goods or services – even goods made through the auspices of the club (e.g., Woodchips, Sewing, Arts and Crafts, Ceramics, etc.) – may not take place at club meetings.

C. Clubs may sell supplies related to club purposes to its members at a reasonable markup to fund club operations. Supplies may be displayed in club areas as a convenience to members, but should not be displayed to give the appearance that they are available to the public.


CHAPTER SEVEN

Club Grievance Procedures 7.1 General

A. Grievance issues involve confidential matters. The club board should take every step to ensure the confidentiality of the grievance process.

B. A grievance may be brought by any member against another member, by the club board against a member, or by a member against the club board of directors, or any member thereof, for activities allegedly detrimental to the club. Such activities may include, but are not limited to, the following: excessive disruptive behavior; physical violence; abusive or obscene language; sexual harassment; unauthorized use of club equipment; failure to follow safety rules; damage to fixtures and/or equipment; action in violation of the club’s bylaws; violation of Association policies, rules, or a provision of the CCG&Rs; violation of any federal, state or local laws or ordinances; when an irreconcilable conflict occurs between club members; when a club member engages in activity detrimental to the club’s reputation or operations; or when a club officer or director engages in conduct detrimental to the club, or violates his or her fiduciary duty to the club.

C. If the grievance is against a member of the club board, the grievance should be directed to the president of the club. If the grievance is directed against the club president, it should be directed to one of the other officers who is not a subject of the grievance. If all board members are subjects of the grievance, the grievance should be directed to the club CLC liaison.

D. All of the procedures in this chapter apply with respect to grievances concerning members of club SIGs, except as set forth below. Suspension or expulsion of a member from a SIG doesn’t necessarily mean that the member is suspended or expelled from the club. That determination is left to the discretion of the club board.

7.2 Grievance Process

A. Step 1 / Informal Often there are misunderstandings that are easily resolved. Accordingly, the first step in

this process is designed to explore the issues in a way that may lead to a prompt resolution, without the need for any formal process. If a club member feels aggrieved about an issue that arises out of or is related to any club action or activity, the club member must report his or her grievance to the club president or other club officer within 30 days of the alleged incident. The report should include the date the problem occurred, a complete description of the problem, and any information necessary for a full and fair resolution of the problem. A response from the club’s president or other officer must be made to the grievant within 14 days of the original report. If the grievant feels the issue is yet unresolved, he/she may proceed to a more formal process (Step 2).

B. Step 2 / Formal 1. To commence a formal process, a written grievance must be delivered to the club

president or other officer within 14 days of the date that the club member has received a response from a club officer as stated in Step 1. The written grievance should set forth a complete description of the facts, including the date the issue arose and any relevant documentation. All information necessary for a full and fair resolution of the issue should be included.

2. The club board of directors will then formally put the matter on its agenda for its next regularly scheduled club board meeting, which the grievant will be invited to attend. If the grievance includes criticism of a club officer or director, that officer or director will not participate in any determination by the club board.


3. Prior to the meeting, the club board will notify the club’s CLC liaison in writing

including details of the grievance. The CLC liaison will have the opportunity to assist the board and club member in resolving the dispute, either before the board meeting or at the board meeting.

4. After the board has made every attempt to resolve the grievance, a written determination of the grievance from the club president will be given to the grievant within 14 days of the club board’s determination, with a copy to the club’s CLC liaison. If the president is disqualified from participating as set forth above, the written determination will be provided by another club officer. If the grievant feels that the issue has still not been resolved satisfactorily, the grievant may proceed to Step 3.

C. Step 3 / Hearings 1. A written request for a formal hearing must be made by a grievant within 14 days of

receipt by the grievant of the club’s written determination. That written notice must be delivered to the club president or other officer, with a copy to the CLC liaison. The club board will then notify all parties of interest and witnesses, including the CLC liaison, within 14 days of receipt of the request for a hearing of the date, time and place where the club board will conduct a closed hearing to review the complaint.

2. The CLC liaison will attend the hearing as an observer and provide counsel and advice, as necessary. At that time, the accused member will have the opportunity to defend the reasoning behind his/her actions. All hearings will proceed with or without the presence of the accused. The decision of the board will be rendered in writing within five days after the hearing, including a recommendation for disposition of the grievance, as follows: a. Dismissal. If the club board finds no reasonable justification for the grievance, it

will be dismissed. No approval by the CLC is required. b. Warning. If the club board finds complete or partial justification for the

grievance, the board will issue a written warning and caution that any future disciplinary issues may result in suspension or expulsion from the club. No approval by the CLC is required.

c. Suspension. If the club board finds that the circumstances require a suspension of the member’s club participation, the board can recommend suspension for a period ranging from one month to a year. During the period of suspension, the member may not participate in club functions or activities in any way, including access to dedicated club rooms, use of club equipment or supplies, or attendance at club meetings. However, such a recommendation will receive full review by the CLC, with the exception that the CLC will not automatically review suspension from a SIG. Upon review, the CLC may recommend a lesser sanction.

d. Expulsion. If the club board finds the proven circumstances egregious enough to recommend expulsion, the board may so recommend. However, such a recommendation will receive full review by the CLC. Upon review, the CLC may recommend a lesser sanction. After two years, the expelled member may rejoin the club, but only after the approval of the club board.

3. Any club board recommendation for suspension or expulsion will be delivered in writing to the club member, with a copy to the CLC liaison, within ten days of the decision by the club board, and is required to include this statement:

“This decision will be reviewed by the CLC unless you notify the club board in writing of your acceptance of this decision. Your failure to appear, after notice, at a scheduled CLC review will be viewed as acceptance of the club’s recommendation.”


4. The club member may, at any time, forgo the review procedure and accept the club board’s recommendation, by giving written notice to the club board, or to the CLC, or by failure to appear at any subsequent CLC review.

5. Within ten days of notice by the club board of a recommendation for suspension or expulsion, the CLC will notify all parties of interest of the date, time, and place where the CLC will conduct a closed hearing to review the disciplinary recommendation. At the hearing, the club will have the burden of establishing that its disciplinary recommendation is merited. The club member will have the opportunity to defend his or her actions. The hearing will proceed, even in the absence of the club member. The decision of the CLC will be rendered in writing within seven days of the conclusion of the hearing.

6. The decision of the CLC is final, except that if an expulsion from the club is recommended by the club board, either side, the club board, or the member, may seek review of the CLC’s decision by the Association BOD.

7.3 CLC Grievance Process

A. The CLC may institute grievance proceedings against a club, a club’s board of directors, or any member of a club’s board of directors, for reasons which include, but are not limited to, the following: violation of the club’s bylaws, the CCG&Rs, or Association policies or rules relating to clubs; if an irreconcilable conflict occurs within the club membership; the club’s activities are detrimental to the Association’s reputation or operations, whether financial or otherwise; the club violates state, federal, or local laws; the club fails to maintain adequate financial records and controls, as set forth in Chapter Six of the CCG&Rs; the club substantially deviates from its original purpose as described in its Approved Club Charter.

B. Any such grievance procedure will afford a full and fair opportunity for all parties to be heard on the issue at a closed meeting of the CLC.

C. If the CLC finds, by majority vote, that the grievance is sustained by the evidence, the CLC will make a recommendation to the BOD that the BOD devise an appropriate remedy.


CHAPTER EIGHT

Club Dissolution

8.1. Decision The decision to dissolve an SCA club should be made with due deliberation, pursuant to the following procedures. Clubs considering dissolution should contact their CLC liaison for assistance with the process.

8.2. Procedure

A. An officer or a member desiring dissolution must bring a motion of dissolution to the club board, which must pass the motion with a two-thirds majority of those present at the board meeting. The club board will then notify the club's CLC liaison of the affirmative vote.

B. The club’s board must then give 30 days written notice to the club’s membership of a general membership meeting to vote on dissolution. Dissolution requires an affirmative two-thirds vote of members present at the general membership meeting. If dissolution is approved at this meeting, the club board will notify the club’s CLC liaison.

C. As part of the dissolution process, all club property (monies, supplies, and equipment) must be transferred to the Association. The club must also satisfy any club debts. The Activities Department will assist clubs in all efforts relating to dissolution, including sale and disposal of assets subject to any BOD policies.

8.3 Requirements and Finalization

A. Dissolving clubs are required to provide the following to the SCA Finance Committee’s CLC liaison: 1. Financial statement of income and expenses for final year of club operations. 2. Monthly reconciled bank statements since the most recent financial statement

submission. 3. Final bank statement showing zero balance. 4. Check register supporting the financial statement. 5. Contact names and phone numbers of the president and treasurer for any questions

relating to the financial status of the club. 6. Any other supporting financial information requested to enable the CLC and Finance

Committee to form an opinion about the adequacy and appropriateness of the final financial report.

B. Upon receiving written verification from the Finance Committee’s CLC liaison that the financial records are satisfactory, the CLC will vote on a motion to dissolve the club at the next scheduled regular CLC meeting. Upon the motion passing, the CLC will report the dissolution to the BOD.

C. If, in the judgment of the CLC, club board members are not adequately fulfilling their fiduciary duties to their clubs and to the Association regarding the requirements for dissolution, particularly with respect to the requirements concerning the financial aspects of dissolution, as set forth above, the CLC may recommend to the BOD that sanctions be imposed on the club board members responsible.


Appendix A-1

Application for Club Charter Date ______________________________________________________________________ Name of proposed club ______________________________________________________________________ Name of proposed club sponsor _________________________________________________________________ Purpose of club ______________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Number of persons interested ___________________________________________________________________

Attach list of prospective members (minimum 30) with name and SCA activity card number. Frequency of meetings and regular club activities

Be specific regarding number of meetings/special events anticipated. _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Type of meeting space desired

Be specific as to what type of meeting space will be required. _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ If the proposed club appears to be similar in purpose to an existing club, explain why an additional club is needed, or differentiate between the two clubs. _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ _________________________________________________________________________________________________________ Signed (club sponsor) ______________________________________________________________________ Sponsor contact information (email, phone) ______________________________________________________________________ ______________________________________________________________________


Appendix A-2

Approved Club Charter Date ______________________________________________________________________ Name of club ______________________________________________________________________ Purpose of club ______________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

Number of members on approval date _________________________________________________________ Approved by Community Lifestyle Committee on (date) ____________________________________ CLC Chair signature ______________________________________________________________ Approved by the SCA Board of Directors on (date) ___________________________________________ SCA BOD signature _______________________________________________________________

This document is your approved club charter.

Retain a copy for your records and submit a copy to the Activities Department.


Appendix B

Club Bylaws Template This template provides guidance for a new club writing its bylaws or an existing club seeking to amend its bylaws. Please prepare club bylaws using the Articles, Titles and Sections in this template. The template is available as a Word document from the Activities Department. Anything in “normal” type (non-italicized) is boilerplate language that is required.

[Words italicized within square brackets provide alternative language, explanation, or guidance to the club in completing that section.]

Refer to the CCG&Rs for additional direction in creating your club’s bylaws.

ARTICLE I. APPROVED CLUB CHARTER

A copy of the club’s approved charter is attached to these bylaws. [Attach a copy of the Approved Club Charter.]

ARTICLE II. GENERAL

Section A / Name [The name of the club, as set forth in the Approved Club Charter].

Section B / Club Purpose [The purpose of the club, as set forth in the Approved Club Charter].

Section C / Authority This club is operated under the authority and control of the Sun City Anthem Community Association Inc. (Association), in accordance with the Association’s governing documents, and particularly with the Chartered Club Guidelines and Rules (CCG&Rs).

Section D / Compliance These bylaws comply with the Association’s governing documents, and specifically with the CCG&Rs. In the event of a conflict between these bylaws, and the governing documents or CCG&Rs, the latter will prevail.

Section E / Amendments To amend these bylaws, club members must be given at least 30 days’ written notice via email of a meeting at which there will be a vote on the bylaws change(s). A majority of those members present at the meeting must approve the amended bylaws before submission to the CLC for its approval.

ARTICLE III / MEMBERSHIP

Section A / General Membership is open to any occupant of a Sun City Anthem (SCA) home who holds a valid SCA activity card. There are no membership preconditions or requirements for subsequent membership in an affiliated national, state or regional organization. Any such affiliation would be optional on the part of the individual club member.

Section B / Dues [Enter a minimum/maximum amount for dues, between which dues can be set by the club board in the future without the need for bylaws revisions. See sections 4.5 A and B of the CCG&Rs for guidance. Clubs may choose their own deadlines for renewals.]


Annual dues are established at a range of $X to $XX, with the exact amount determined annually by the club’s board. Dues are nonrefundable.

Section C / Guest Policy [Clubs may set stricter but not more generous limits on the number of eligible and non-eligible guest visits per year.] Eligible resident guests (residents who hold a valid SCA activity card) are permitted to attend functions a maximum of [five] times per year, but must then become club members to continue attending functions. Non-eligible guests (individuals who do not hold a valid SCA activity card) do not qualify for club membership, may not attend more than [five] functions per year, and must be accompanied by a club member when attending a club event. Guests may be charged a fee.

ARTICLE IV / OFFICERS AND CLUB BOARD MEMBERS

Section A / Officers/Terms [In this section, set forth the rules regarding election of officers and non-officer directors. Officers may be elected to a one-year term, or to a two-year term. Officers may not serve more than two consecutive one-year terms, or one two-year term, in the same officer position. Staggered terms may also be implemented.] Club officers are: [Officers must consist, at a minimum, of a president, vice president, secretary and treasurer, or secretary/treasurer]. Club officers are members of the board of directors. Officers are elected annually to specific club officer positions. [Alternatively, officers may be selected by the elected board of directors from among the elected board’s members.] Officers are elected for a one-year term, and may be re-elected to serve a maximum of two consecutive years in the same office. [Alternatively, officers are elected to a two-year term, and may serve only one two-year term in the same office.] Officers’ terms start on January 1 [Clubs may specify a different start date.]

Section B / Club Board / Directors [In this section, set forth the rules regarding election of board members other than officers. Non-officer board members may be elected to a one-year term, or to a two-year term. The club may expand the leadership of its board with directors, chairs of standing committees, or other non-officer leaders of the club. If such positions are used, and if these positions are to be members of the club board, for the purposes of this section they are all considered “directors.” The club should detail in this section the titles of these positions, their duties and functions, and whether they are elected by the general membership or appointed by club officers. The bylaws must also state for each of these “directors” whether they have a vote on the club board.] Directors are elected annually by the club’s general membership. [Alternatively, directors may be appointed by club officers.] Directors are elected for a one-year term. [Alternatively, directors are elected to a two-year term.] The club officers and any directors specified in this section constitute the club board.

Section C / Committees [In this section, clubs may identify and define additional club leadership positions – committees and other club positions on a permanent or ad hoc basis to assist the board in planning and coordinating the major components of the club’s mission. This section should specify how these positions are created, how individuals are selected for these positions, and the function and responsibilities of these positions. Groups and individual positions identified in this section are generally not members of the club board and have no voting rights on the board, unless otherwise specified.]


Section D / Officers’ Responsibilities [Clubs may allocate duties to officers differently than described below, so long as those duties are described in the bylaws.] The President has the following duties: presides over all club general membership and club board meetings; is responsible for the administration of all club business; acts as principal liaison between the club, the Community Lifestyle Committee (CLC), and the Association; and ensures the financial and administrative integrity of the club. The Vice President has the following duties: fulfills the customary role of standing in for the president in her/his absence, and keeping the president informed on all aspects of club business conducted in his/her absence; performs other duties as assigned by the president. The Secretary has the following duties: attends all board and general membership meetings; records meeting minutes and arranges for their distribution to members; maintains and updates club articles for the monthly SCA Spirit magazine; retains an archive of previous minutes; saves copies of all email blasts sent to the membership; directs and archives club correspondence as requested by the club board; and maintains other records of the club as necessary. The Treasurer has the following duties; manages club finances; receives all club monies and pays all club bills; keeps records of all financial transactions; prepares and submits required financial reports; and ensures the club follows the financial controls and procedures in Chapter Six of the CCG&Rs. Secretary/Treasurer [If these offices are combined, the above duties will also be combined. The duties of any other club officers will need to be described here.]

Section E / Nomination and Election Procedures [Outline here the method by which officers and non-officer directors are nominated and elected. What follows is one example. The first sentence regarding how a slate of candidates is developed may be changed to fit the club’s needs; the rest of the section is mandatory.] A nominating committee appointed by the president will establish a slate of candidates for the election of specific officers and non-officer board members. [If officers are appointed by the elected board members, that process should be described here. Any other reasonable method of nominating a slate of candidates may be used, so long as that method is spelled out in the bylaws.] At least 30 days’ written notice of an election must be given to members including the names of those on the slate of candidates. If any additional club member not included in the slate of candidates notifies the club president of his or her desire to be a candidate for election, the name of that member and the position for which that member wishes to be considered has to be included in the 30-day notice. In addition to the slate, any club member in good standing may be nominated from the floor at the annual general membership meeting for the election of officers and board members. Voting will be done by show of hands or secret ballot. Members may also vote if “present” on a speaker phone or video. A simple majority will carry. The annual election will be held in October or November at a general membership meeting. The club will report the election results to the Activities Department and the CLC liaison.

Section F / Vacancies An officer or director who does not complete the full term of office may be replaced by appointment by the club board in accordance with the provisions of section 4.1 L of the CCG&Rs.

Section G / General Couples or occupants of the same household may not serve concurrently as club officers, or as members of the club’s board of directors. No club officer or director may serve more than six consecutive years on the club board.


ARTICLE V / CLUB OPERATIONS Section A / General

[This section may be used to describe the type and frequency of regular club and board meetings, and how special meetings are organized and noticed. At a minimum, the following language is required.] The board has the authority to set the frequency and times of its meetings and other general membership meetings as needed. Agendas and meeting minutes will be sent out in a timely manner to club members via email, and/or posted on the club website or social media. All club members in good standing are eligible to attend club board meetings except when matters requiring confidentiality are discussed.

Section B / Types and Frequency of Board and Other Member Meetings [Identify any meetings in addition to the required annual general membership meeting. Example 1: The club will hold a board meeting on the first Wednesday of each month from 10 am until noon in a place to be specified, unless notified otherwise. Example 2: The club board will meet every Tuesday from 1 pm to 4 pm in a place to be specified, unless notified otherwise.]

Section C / Conduct of Meetings, Parliamentary Procedure Roberts Rules of Order will govern the conduct of business at all general membership and club board meetings.

Section D / Meeting Quorum and Voting Procedures A quorum for general membership meetings is defined as the number of members in good standing who attend the meeting. Each attending member will have one vote by show of hands or secret ballot. A simple majority vote determines the passage of a motion. A quorum for the club board meeting is defined as a majority of the voting board members in good standing. Each voting board member will have one vote by show of hands or secret ballot. A simple majority vote determines the passage of a motion.

ARTICLE VI / FINANCE

Section A / Requirements The club will conform to all requirements of Chapter Six of the CCG&Rs – Financial Controls and Procedures.

Section B / Procedures 1. Officers will authorize all expenditures. Checks must be signed by two officers, one of

whom should be the treasurer whenever possible. 2. The individual amount club officers are authorized to spend without membership

approval is _____________ [may not exceed $1,000]. 3. The funds of the club will be maintained in a bank account at a commercially

acceptable and FDIC-insured financial institution. The bank account will be established under the Association’s tax identification number, and in the name of “Sun City Anthem Community Association, Inc.,” with the club’s name on the second line.

4. The club board will recommend any charitable contributions or donations, as well as the method of soliciting donations. The club’s membership must then approve the recommendation by a majority vote. An email vote may be taken in lieu of a general membership meeting.

5. The treasurer will present a verbal or written financial report at the club’s annual membership meeting, which should be recorded in the minutes of the meeting. A year-end financial report after the end of the calendar year will be prepared by the treasurer, to be presented at the next club board meeting. The club board will either approve or reject that report, which action will be recorded in the minutes of that meeting.


6. An annual financial report using the forms specified in the CCG&Rs, will be prepared by the treasurer, and will be submitted to the Activities Department by January 31 for the previous calendar year.

ARTICLE VII / GRIEVANCE PROCEDURES

Section A / General Grievance issues involve confidential matters. The club board will take every step to ensure the confidentiality of the grievance process. A grievance may be brought by any member against another member, by the club board against a member, or by a member against the club’s board of directors, or any member thereof, for activities allegedly detrimental to the club. Such activities may include, but are not limited to, the following: excessive disruptive behavior; physical violence; abusive or obscene language; sexual harassment; unauthorized use of club equipment; failure to follow safety rules; damage to fixtures and/or equipment; action in violation of the club’s bylaws; violation of Association policies, rules, or a provision of the CCG&Rs; violation of any federal, state or local laws or ordinances; when an irreconcilable conflict occurs between club members; when a club member engages in activity detrimental to the club’s reputation or operations; or when a club officer or director engages in conduct detrimental to the club, or violates his or her fiduciary duty to the club. If the grievance is against a member of the club board, the grievance should be directed to the president of the club. If the grievance is directed against the club president, it should be directed to one of the other officers who is not a subject of the grievance. If all board members are subjects of the grievance, the grievance should be directed to the club CLC liaison.

Section B / Grievance Process The club will follow the grievance process set forth in section 7.2 of the CCG&Rs.

ARTICLE VIII / CLUB DISSOLUTION

An officer or a member desiring to dissolve the club must bring a motion of dissolution to the club board. The board must pass the motion with a two-thirds majority of those present at the board meeting. The board will notify the CLC liaison of an affirmative vote. The board will then notify the membership in writing 30 days ahead of time of a general membership meeting to vote on dissolution. The process to dissolve the club will commence upon an affirmative two-thirds vote of members present at the general membership meeting. The board will notify the CLC liaison of an affirmative vote. The club officers will then comply with section 8.3 of the CCG&Rs regarding the club’s financial records. Upon written verification from the Finance Committee liaison to the CLC that the financial records are satisfactory, the board will request consideration of a motion to dissolve the club at the next CLC meeting.

Approved by Club membership on (date) _________________________________________________________ Club President signature __________________________________________________________ Approved by Community Lifestyle Committee (date) ____________________________________________ CLC Chairperson signature ________________________________________________________ Approved by the SCA Board of Directors on (date) _______________________________________________ SCA BOD signature _________________________________________________________________


Appendix C

New Club Officers List Complete this form and submit to the Activities Department within 30 days of either (1) an officer election, or (2) other change in officers. Submittal is required even when election results yield the retention of all incumbents in their current roles. Club name _____________________________________________________________________________________________________ Date ____________________________________________________________________________________________________________ Prepared by ___________________________________________________________________________________________________ President ______________________________________________________________________________________________________ Term (dates from/to) ________________________________________________________________________________________ SCA activity card number ____________________________________________________________________________________ Telephone _____________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________ Vice President _________________________________________________________________________________________________ Term (dates from/to) ________________________________________________________________________________________ SCA activity card number ____________________________________________________________________________________ Telephone _____________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________ Secretary ______________________________________________________________________________________________________ Term (dates from/to) ________________________________________________________________________________________ SCA activity card number ____________________________________________________________________________________ Telephone _____________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________ Treasurer ______________________________________________________________________________________________________ Term (dates from/to) ________________________________________________________________________________________ SCA activity card number ____________________________________________________________________________________ Telephone _____________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________ Other ___________________________________________________________________________________________________________ Term (dates from/to) ________________________________________________________________________________________ SCA activity card number ____________________________________________________________________________________ Telephone _____________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________


Appendix D

Annual Club Schedule Request Club name _____________________________________________________________________________________________________ Date ____________________________________________________________________________________________________________ Prepared by ___________________________________________________________________________________________________ Game and Card Play Groups: All clubs will get the same weekly meeting room/day/time/setup as the prior year (assuming space is available), unless a club wants to request a change.

NO CHANGE from prior year __________ CHANGE request _________

Specific dates must be submitted on form. We will not accept any other format, e.g., 1st Wednesday. Club BOD meeting (quarterly, monthly, other) Type of meeting space ________________________________________Number of participants ______________________ Date(s) desired:

1st choice __________________________________________________________________________________________________ 2nd choice _________________________________________________________________________________________________ 3rd choice _________________________________________________________________________________________________ Time (from / to) _________________________________________________________________________________________

Regular club/general membership meeting (annually, quarterly, monthly, other) Type of meeting space ________________________________________Number of participants ______________________ Date(s) desired:


Regular club activity (monthly, weekly, daily, other) Type of meeting space ________________________________________Number of participants ______________________ Date(s) desired:


Game & Card club activity (weekly) Anthem Center (available 7 days/week) East Gallery ___________ or Emerson/Franklin _____________ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______


Independence Center – Available Monday thru Friday Morris/Nelson _____ or Multi-Purpose _____ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______ Preferred day of the week ________________ 12pm-4pm ____ or 5pm-10pm ____ # of participants ______ Liberty Center – Available Monday thru Friday Meeting Rooms 1____ 2____ 3____ Preferred day of the week _________________ 12pm-4pm ____ or 5pm-9pm ____ # of participants _____ Preferred day of the week _________________ 12pm-4pm ____ or 5pm-9pm ____ # of participants _____ Preferred day of the week _________________ 12pm-4pm ____ or 5pm-9pm ____ # of participants _____

Club SCA Events Club SCA Events are those club events open and advertised

to all SCA residents holding a valid activity card. Club SCA Event _______________________________________________________________________________________________ Type of meeting space ________________________________________ Number of participants _____________________ Date(s) desired:

1st choice _________________________________________________________________________________________________ 2nd choice _________________________________________________________________________________________________ 3rd choice _________________________________________________________________________________________________ Time (from / to) _________________________________________________________________________________________

Club SCA Event _______________________________________________________________________________________________ Type of meeting space ________________________________________ Number of participants _____________________ Date(s) desired:


Club SCA Event _______________________________________________________________________________________________ Type of meeting space ________________________________________ Number of participants _____________________ Date(s) desired:


For setup / equipment requirements please use separate piece of paper.

Specify by date and event what is needed.


Appendix E

Public Event Reservation Form

Public Events are events advertised to non-residents. They must be approved in advance by the CLC and the Activities Department.

Club name ____________________________________________________________________________________________________

Date ____________________________________________________________________________________________________________

Prepared by __________________________________________________________________________________________________

Description of event ________________________________________________________________________________________

Contact name and phone/email __________________________________________________________________________

Event date (first choice) _____________________________________________________________________________________

Event date (second choice) _________________________________________________________________________________

Event date (third choice) ___________________________________________________________________________________

Event time (first choice) ____________________________________________________________________________________

Event time (second choice) _________________________________________________________________________________

Desired location (first choice) _____________________________________________________________________________

Contingency location ________________________________________________________________________________________

Number of expected attendees ___________________________________________________________________________

Catering? If so, name of caterer ____________________________________________________________________________

Entertainment? If so, provide details _____________________________________________________________________

Contract required? _________________________________________________________________________________________

If so, must be arranged with the Activities Department no later than 30 days prior to event.


Appendix F

Annual Report of Amounts Paid to Vendors Club name ____________________________________________________________________________________________________

Reporting year _______________________________________________________________________________________________

Name / signature of preparer _____________________________________________________________________________

Date ____________________________________________________________________________________________________________

Vendor name Vendor address Amount paid W-9 (attach)


Appendix G

Club Expense / Reimbursement Form Club name ____________________________________________________________________________________________________

Reporting year _______________________________________________________________________________________________


Date ____________________________________________________________________________________________________________

ATTACH RECEIPTS Date ____________________________________________________________________________________________________________

Check number _________________________________________________________________________________________________

Check amount _________________________________________________________________________________________________

Paid to _________________________________________________________________________________________________________

For _____________________________________________________________________________________________________________

Club account / category ______________________________________________________________________________________

Vendor _________________________________________________________________________________________________________

Date ____________________________________________________________________________________________________________

Check number _________________________________________________________________________________________________

Check amount _________________________________________________________________________________________________

Paid to _________________________________________________________________________________________________________

For _____________________________________________________________________________________________________________


Vendor _________________________________________________________________________________________________________

Date ____________________________________________________________________________________________________________

Check number _________________________________________________________________________________________________

Check amount _________________________________________________________________________________________________

Paid to _________________________________________________________________________________________________________

For _____________________________________________________________________________________________________________


Vendor _________________________________________________________________________________________________________


Appendix H

Capital Equipment / Assets Club name ____________________________________________________________________________________________________

Reporting year _______________________________________________________________________________________________


Date ____________________________________________________________________________________________________________

Asset / how many Estimated value Location

Additional information or comments _______________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________


Appendix I

Request to Establish Reserve Fund Club name ____________________________________________________________________________________________________


Date ____________________________________________________________________________________________________________

To SCA Board of Directors: Our club has purchased assets that may require major repairs or replacement in the future. We are requesting that you allow us to establish a Reserve Fund to allocate and save funds for this purpose. We understand that you will include our assets in the Association Reserve Study in the future to ensure we are saving enough money for this purpose. Attached is a list of our club’s assets. Included are all single assets with a value of $2,000 or more, and all like assets with a cumulative value of $2,000 or more. We are also including the date placed in service and the value of each item. Thank you for your consideration of our request.

__________________________________________________________________________________________________________________

Club president / date

__________________________________________________________________________________________________________________

Recommended by Community Lifestyle Committee / signature and date

__________________________________________________________________________________________________________________

Recommended by Finance Committee / signature and date

__________________________________________________________________________________________________________________

Approved by SCA BOD / signature and date

If not recommended or denied, state the reason ___________________________________________________________

__________________________________________________________________________________________________________________

__________________________________________________________________________________________________________________


Appendix J

Vendor Service Agreement Worksheet Club name ____________________________________________________________________________________________________


Date ____________________________________________________________________________________________________________

Vendor _________________________________________________________________________________________________________ Vendor address _______________________________________________________________________________________________ Phone / Email _________________________________________________________________________________________________ Contact person if different from above ______________________________________________________________________ Service provided ______________________________________________________________________________________________ Name / type of event _________________________________________________________________________________________ Date of event/time ____________________________________________________________________________________________ Length of performance _______________________________________________________________________________________ The financial agreement is as follows ______________________________________________________________________ __________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________ __________________________________________________________________________________________________________________ Check made out to ______________________________________ Tax ID ___________________________________________

Tax I.D. number and completed form W-9 must be presented with signed agreement if payment is expected.

__________________________________________________________________________________________________________________ Name / signature of club officer / date __________________________________________________________________________________________________________________ Name / signature for SCACAI / date


Appendix K

Annual Financial Report If you have Excel, you can download a worksheet from the SCA website which will do the math for you!

Click “Enable Edit” once the Excel document is open.

Club name ____________________________________________________________________________________________________

Number of club members __________________________ Reporting year ___________________________________

Date ____________________________________________________________________________________________________________

CURRENT YEAR REVENUES As of Dec 31st

Line # REVENUE ACTIVITY CURRENT YEAR

1 Annual Membership Dues

2 Sale of Supplies to Members

3 Gross Receipts from Member Art/Craft Sales

4 Vendor/Instructor Fees Collected

5 Admission Event/Tournament Fees Collected

6 Activity Fees such as Breakfast, Lunch/Banquet

7 Donations

8 Sponsor Income

9 Guest Fees Collected

10 Special Projects

11 Interest Income - (Must agree with amounts on Bank Statements)

12 Other Revenue (Identify & List Separately on Page 4) 13 Total Revenues (Sum Line 1 thru 12)

CURRENT YEAR EXPENSES As of Dec 31st

Line # EXPENSE ACTIVITY CURRENT YEAR

14 Operating Supplies Purchased

15 Equipment Purchases Less than $500 each

16 Equipment Repairs & Maintenance

17 Food, Beverage, Banquet and Entertainment

18 Vendor/Instructor/Speaker Fees Paid Out

19 Member Art/Craft Sale Fees/AGA Fees/Other Fees Paid Out

20 Charitable Contributions

21 Prize Money Paid Out

22 Achievement Awards & Recognition

23 Bank Charges (Must agree with amounts on Bank Statements)

24 Other Expenses (Identity & List Separately on Page 4)

Total Expenses (Sum Line 14 thru 24)


CAPITAL ASSET PURCHASES (attach Invoice Copies too) As of Dec 31st Line # EQUIPMENT PURCHASES CURRENT YEAR

26 Equip Purchases for Club use-Greater than $500 each (Identify & List )

27 Equip Purchases donated to Assoc-Greater than $500 (Identify & List )

28 Total Capital Purchases (Sum Line 26+27 )

TRANSFERS TO RESERVE ACCOUNT (RESTRICTED) As of Dec 31st

29 Total transfers from regular accounts to Reserve Account

NET CASH GAIN or (LOSS) As of Dec 31st

30 Revenues less Expenses, Capital, Transfers (Line 13 - Lines 25,28,29)

ADD: CASH BALANCES AT DECEMBER 31 PRIOR YEAR As of Dec 31st

31 Petty Cash December 31 prior year

32 Checking Account (reconciled) December 31 prior year

33 Savings Account Balance Bank Statement Dec 31 prior year

34 Money Market Balance Bank Statement Dec 31 prior year

35 Certificate of Deposit Balance Bank Statement Dec 31 prior year

36 Total Cash Balance Dec 31 prior year (Sum Line 31 thru 35)

37 Calculated Cash Balance at Current Year End (Line 30 + 36)

CASH ASSETS AT CURRENT YEAR END As of Dec 31st

38 Petty Cash Total on Hand

39 Checking Account (reconciled)

40 Savings Account Balance From Bank Statement

41 Money Market Balance From Bank Statement

42 Certificate of Deposit Balance From Bank Statement

43 TOTAL CASH ASSETS at Current Year End (Add Line 38 thru 42)

PROOF BALANCE (Line 37 should equal Line 43) Diff must = 0

LESS: DEDUCTIONS ALLOWED As of Dec 31st

44 Next Year Prepaid dues collected (MUST attach list of members prepaid)

45 Planned event costs in 1st Qtr new year (Describe costs on Page 4)

46 Planned new asset purchase in 1st Qtr (List items/cost Page 4)

47 TOTAL deductions for prepaid dues & held to spend in 1st Qtr =

48 TOTAL NET CASH CARRYOVER at Current Year End (Line 43 minus 47)

CASH CARRYOVER CANNOT EXCEED 15% OF EXPENSES OR $2,000 WHICH EVER IS SMALLER THIS AMOUNT IS MAX CASH IF 15% OF EXPENSES ON LINE 25 IS USED:


THIS SECTION IS ONLY FOR CLUBS WITH BOARD APPROVED RESERVE ACCOUNT

RESERVE BANK ACCOUNT ACTIVITY SUMMARY As of Dec 31st

49 Bank Account Balance at Beginning of Year

REVENUE

50 Transfers from regular Bank Accounts

51 Deposits

52 Interest earned (Must agree with amounts on Bank Statements)

53 Total Revenue (Add lines 50, 51 and 52)

EXPENSES

54 Payments for Major Repairs (List each asset and cost on Page 5)

55 Purchases of Replacement Assets (List each replaced asset & cost on Page 5)

56 Bank Charges (Must agree with amounts on Bank Statements)

57 Total Expenses (Add lines 54, 55, and 56)

58 Cash Balance at end of year (Line 49 + Line 53 - Line 57)

Line 58 must agree with Reconciled Bank Statement of Dec 31 ALSO to be attached

NOTE: TOTAL CASH BALANCE CANNOT EXCEED 100% OF VALUE OF QUALIFIED ASSETS CLUB IS RESERVING FOR FUTURE REPLACEMENT

Two club officers must sign before submission to Activities Department on January 31 _________________________________________________________________________________________________________________________ Signature of club officer / title / date _________________________________________________________________________________________________________________________ Signature of club officer / title / date


SUPPORTING SCHEDULES AND DETAILS PAGES Line 12 OTHER REVENUE DETAILS

Must equal Line 12 on Annual Statement Description of Revenue Amt of Revenue

Total Line 24 OTHER EXPENSES DETAILS

Must equal Line 24 on Annual Statement Description of Expense Amt of Expense

Total Line 45 Planned Event Fees for Next Year

Must equal Line 45 on Annual Statement Description of Event and expected event date Amt of Event Fees Also attach a copy if there is a contract for the event If event NOT before March 31, amount must be pre-approved by SCA CFO

Total Line 46 PLANNED PURCHASE OF NEW ASSETS DETAILS

Must equal Line 46 on Annual Statement Description of New Assets and expected purchase date Cost of Item If purchase NOT before Mar 31, amt must be pre-approved by SCA CFO

Total


PAYMENT FOR MAJOR REPAIRS

PURCHASE OF NEW ASSETS OR REPLACED ASSETS

Must equal Line 55 of Annual Statement

List each asset replaced and date of acquisition

Also attach copy of invoice for each asset purchased. Cost of New Asset

Total

Must equal Line 54 of Annual Statement

List each asset repaired Cost of Repair

Total

RESERVE ACCOUNT ACTIVITY DETAILS PAGE FOR CLUBS WITH BOARD APPROVED RESERVE FUNDS


Appendix K-EZ

Annual Financial Report

EZ Annual Financial Report / Clubs Under $15,000 Expenses If you have Excel, you can download a worksheet from the SCA website which will do the math for you!

Click “Enable Edit” once the Excel document is open.

Club name ____________________________________________________________________________________________________

Number of club members __________________________ Reporting year ___________________________________

Date ____________________________________________________________________________________________________________ LINE #

1 JAN 1 BALANCE PER CHECKBOOK REGISTER/BANK STMT ------------------> $ PLUS

2 DUES AND MISC INCOME FOR LAST YEAR $

3 CLUB EVENTS/GATHERINGS/TOURNAMENTS INCOME $

4 TOTAL INCOME $ <MINUS>

5 CLUB EVENTS/GATHERINGS/TOURNAMENTS EXPENSES $-

6 OTHER CLUB MISC EXPENSES $-

7 TOTAL EXP $ - EQUALS =

8 CALCULATED YEAR END CASH BALANCE (Lines 1 + 4 – 7) $

9 DEC BANK STMT BALANCE "RECONCILED" (after outstanding checks) ------> $

DOES LINE 8 EQUAL LINE 9? IF YES, YOU ARE IN BALANCE (CIRCLE Y or N) YES / NO LINE # END OF YEAR CASH CARRY OVER CALCULATIONS

10 CHECKBOOK/BANK BALANCE DEC 31 (should be same as Line 8 & 9) $- 11 DEDUCTIONS FOR PREPAID DUES AND PLANNED EXPENSES : MINUS -

New Year's Dues "Pre-paid" (collected) before Dec 31 (attach MEMBER list) $-

12 Event expenses to be spent in 1st Quarter (attach detailed DESCRIPTION) $-

13 New club equipment purchases in 1st Qtr (attach detailed DESCRIPTION) $- EQUALS =

14 TOTAL NET CASH CARRIED OVER DEC 31 (Line 10 less Lines 11,12,13) $ Note: PER CCG&RS, CASH CARRYOVER MAXIMUM AMOUNT IS 15% OF LAST YEARS EXPENSES, OR $2,000, WHICH EVER IS SMALLER

15 THE MAXIMUM CASH CARRYOVER ALLOWABLE (Line 7 times 15% ) = $

IS LINE 15 OVER THE CALCULATED CASH CARRYOVER LINE 14? (CIRCLE Y or N) YES / NO Note: Attach (1) copies of last two years’ December bank statements to this form with a reconciliation statement if checks were outstanding, and (2) documents to support deductions shown in lines 11 to 13. Club officer signature / title / and date ___________________________________________________________ Second club officer signature / title / and date _____________________________________________________


AMENDMENT

The following amendment to CCG&Rs 6.1.G Carryover Funds was approved at the SCA Board meeting held on October 28, 2021. The provision on Carryover Funds is replaced with the following provision on Accounting Department Directives. CCG&Rs 6.1.G Accounting Department Directives A club must follow any directive regarding club funds provided by SCA’s Accounting Department and those included in the Annual Financial Report Forms K and K-EZ for the current reporting year.