due date to recreation activiites manager: 2nd ......week/month/quarter throughout the calendar...

Due Dates/Description of Club and Recreation Center Forms

Highlighted areas indicate forms that are due on a specific date or timeframe, includes a description of the form. Hyperlinks will automatically download zip files containing the CR forms. Check your download folder.

Revised 1.28.20

Form Due Date Title Description CR-1 When applying for

a charter Application for a charter The granting of a Charter is based on membership

need for a program, membership interest as determined by a predesignated minimum number of active participants.

CR-2 When applying for a charter

Membership roster Initial form for Charter Application

CR-3 As required Sample Bylaws Some Bylaws are Mandatory clauses, including some Verbatim clauses, while others are optional and depend entirely on the extent of operating detail required by the Club.

CR-4 2nd Monday of each month

Monthly Participation Report

Used by the Association's management to evaluate the need to sustain Club Charters (based on member participation) or justify changes in facility allocation.

CR-5 Annually or within 14 business days of taking office

New club officers and chartered club Rules, Regulations and Procedures Affirmation Report

As new officers are elected or appointed. Clubs will complete Form CR-5 and forward it to the Recreation Activities Manager within 14 business days after election or appointment.

Annually or within 14 business days of taking office

Passing the Torch Important information for the new President

CR-6 May 15 Identifies regularly scheduled club activities and meetings. The term “regular” is defined to mean the general membership and board meetings that are consistently held on the same day(s) of the week/month/quarter throughout the calendar year.

CR-7 Feb. 1 Annual Financial Statement plus Preparation Instructions

Comprised of two sections: Income & Expense Statement, and a Balance Sheet. Refer to page 37 in the RR&Ps.

CR-8 When contract is signed

Independent Contractor Agreement

An individual or group of individuals who are paid by a club to perform services must be engaged by written contract.

CR-8A When contract is signed

Independent Contractor Members’ Agreement

An individual or group of individuals who are paid by a club to perform services must be engaged by written contract.

CR-10 As needed Request to Purchase Equipment

Purchase of newer or a replacement item.

CR-11 Prior to event, Mustbe approved by Rec.Activities Manager

Special Event or Tournament Request

Written request for a special event or tournament with non-recreation card holder guests.

CR-12 As needed Request for Repairs to Existing Facilities.

Only the Association staff must do facility repairs and maintenance.

CR-5a

Club Activity Calendar (for the following yeah Jan 1-Dec

31. These are submittedbetween Mat 1st and May

15th the following year.

http://suncitywest.com/imagesNew/pdfs/bluebook/CR1-19.zip






http://suncitywest.com/imagesNew/pdfs/bluebook/cr7.zip


http://suncitywest.com/imagesNew/pdfs/bluebook/CR8a-19.zip





Due Dates/Description of Club and Recreation Center Forms

Highlighted areas indicate forms that are due on a specific date or timeframe, includes a description of the form. Hyperlinks will automatically download zip files containing the CR forms. Check your download folder.

Revised 1.28.20

CR-13 As needed Request for Interior Remodeling of Existing Club Facilities

Request for interior remodeling of existing club quarters will be evaluated for program need and urgency.

CR-14 As needed Facility Reservation Request Form submitted to Scheduling office for each facility space reserved.

CR-14A As needed Reciprocal Agreement Agreement to share like Facilities/Activities with like communities.

CR-15 Feb. 1 Membership Report A membership list containing each member’s name and recreation card number as of Dec. 31.

RC 20-5 Within 24 hours of incident

Accident/incident Injury Report

Any accident/incident/injury occurring in the Association facilities shall be reported to the Facility Supervisor within 24 hours.

RC 20-8a As required within 24 hours

The Village Store Consignment Form

A club will provide the Village Store with a Consignment Form whenever an item is put on display in its shop window. The form will be dated and will show item description, sale price and name of seller.




http://suncitywest.com/imagesNew/pdfs/bluebook/CR-15.pdf

http://scwclubs.com/wp-content/uploads/2019/02/Incident-Report-Revised-2.22.19.pdf

Form CR-1

Revised12-5-19

APPLICATION FOR CHARTERRecreation Centers of Sun City West, Inc.

19803 R.H. Johnson Blvd.Sun City West, AZ 85375-4498Recreation Activities Manager

623-544-6031

DATE OF APPLICATION:

APPROXIMATE NUMBER OF PERSONS INTERESTED:

CLUB NAME:

PURPOSE OF CLUB:

NOTE: If the proposed Club appears to be a duplicate of an existing organization, please explain why an additional Club is needed or what the differences are between the two groups.

Frequency of meetings and regular Club activity:

Type and size of facility space required:

Financial Plan:(Identify anticipated expenses and proposal for off setting income)

Names, Addresses and Telephone Numbers of Individuals Submitting this Request:(NOTE: This group will be considered the interim Executive Board and, will include positions for President, Vice-President, Secretary, and Treasurer.)

NAME ADDRESS PHONE NUMBER

MEMBERSHIP ROSTER Form CR-2 NOTE: For initial roster, craft Clubs require a minimum of 50 members and non-craft Clubs require a

minimum of 75 members. pg. 1 of 3

Revised 12-3-19

CLUB NAME: TYPE OF CLUB BEING REPRESENTED IS: CRAFT CLUB OR NON-CRAFT CLUB

NO REC. Card

NO. SIGNATURE NO. REC. Card

NO. SIGNATURE

1 26

2 27

3 28

4 29

5 30

6 31

7 32

8 33

9 34

10 35

11 36 12 37

13 38

14 39

15 40

16 41

17 42

18 43

19 44

20 45

21 46

22 47

23 48

24 49

25 50



Revised 12-3-19


NO REC. Card


NO. SIGNATURE

51 76

52 77

52 78

54 79

55 80

56 81

57 82

58 83

59 84

60 85

67 86 62 87

63 88

64 89

65 90

66 91

67 92

68 93

69 94

70 95

71 96

72 97

73 98

74 99

75 100



Revised 12-3-19


NO REC. Card


NO. SIGNATURE

100 126

102 127

103 128

104 129

105 130

106 131

107 132

108 133

109 134

110 135

111 136

112 137

113 138

114 139

115 140

116 141

117 142

118 143

119 144

120 145

121 146

122 147

123 148

124 149

125 150

1 CR-3

Adopted May 26, 2011 Revised and adopted May 28, 2020

Sample of Club Bylaws

Article I- General

Mandatory: Section A – Name of Organization

Section B – Purpose of Organization

Verbatim: Section C – These bylaws will fully comply with the Recreation Center of Sun City West, Inc., Articles of Incorporation, Association Bylaws, Rules, Regulations, and Procedures (RR&Ps) for Charter Clubs. In the event of a conflict between these bylaws and the above stated governing documents of the Recreation Centers, the Recreation Centers’ documents shall prevail.

Verbatim: Section D – This Charter Club shall be operated as a nonprofit organization in accordance with applicable Arizona and Internal Revenue Tax Exempt Codes, and Association’s Bylaws.

Optional: Section E – Other

Article II – Membership

Verbatim: Section A – Membership shall be open to members in good standing of the Recreation Centers.

Section B – There shall be no other precondition for membership, nor will members be required to join any national, state or regionally affiliated organization.

Section C – Guest privileges are specified in the Rules, Regulation, and Procedures. Chapter 3, Article II.

Non-Recreation Card Holders may not be given more privileges than a Recreation Card Holder.

Section D – The dues (amount) for each member will be determined annually on the recommendation of the club board and approved by a majority vote of the club members attending the meeting after a quorum* has been established.

*Quorum is the minimum attendance at a club meeting necessary to conduct elections, to approve bylaws, to approve budgets, or to conduct other club business that requires a vote. A quorum shall be ten percent (10%) of the club’s membership. However, a quorum requirement cannot be less than 20 members or more than 100 members

Section E – Each club member is responsible for monitoring at club facilities per club bylaws.

2 CR-3


Section F – The club board initiates periodic (at least annual) reviews of club membership to ensure all its members are valid Recreation Card Holders.

Mandatory: Section G – Other (e.g., disciplinary actions) – (RR&Ps, Chapter 3 Article I, F)

Members who threaten the safety of themselves or others, are abusive, blatantly create turmoil, disruption, or cause dissention among club members, clubs, or the Association in general, may have their club membership temporarily suspended (up to 2 weeks) by the club. Written notice regarding the reasons for temporary shall be provided to the Recreation Activity Manager within 2 business days of the temporary suspensions. Termination of a club membership can only occur following a recommendation from the General Manager, for the approval of the Governing Board. Severe cases of adverse behavior, as described above, may be cause for suspension of Association membership rights and privileges. The following are recommended for club disciplinary actions:

1. First Offense – A written warning from the club. 2. Second Offense – A short term suspension from the club. 3. Third Offense – a long term suspension from the club, not exceed two (2) weeks. 4. Fourth Offense – longer suspension or termination recommended by Recreation

Center’s General Manager to the Governing Board.

Any suspension or terminated club member has the right to appeal to the Governing Board. (RR&P’s Chapter 3, Article I, F, 4).

Article III – Officers

Mandatory: Section A- The club board must consist of (at a minimum) four officers: President. Vice President, Secretary, and Treasurer.

Additional officers for this club are: Specify if they have voting rights.

Verbatim: Section B – Newly elected or appointed officers, within fourteen (14) business days of taking office shall attest that they have read and understand the Association’s Rules, Regulations, and Procedures for Charter Club by signing the CR-5 (New Club Officers and Rules, Regulations, and Procedures for Charter Club Affirmation Report)and forwarding it to the office of the Recreation Manager.

Verbatim: Section C- The club board shall be elected by a majority vote of those present at the club’s annual membership meeting after a quorum is established. The elected officers shall serve without compensation. An officer normally may not serve as an independent contractor. (RR&Ps, Chapter 4, Article VI, L)

Mandatory: Section D- Each club is responsible to designate in their bylaws the individual responsible to submit the CR-15 membership report to the Recreation Activities Manager by Feb 1, of each year.

3 CR-3


Mandatory: Section E- Specify the length of term of office, term limits, and responsibilities of officers.

Any reference to an officer being ex-officio will state term is not to exceed one year.

Mandatory Section F- Other (e.g., vacancies in office) Explain procedures

Mandatory Section G – Impeachment: To impeach an officer or fill a vacancy, Robert’s Rules of Order must be followed. If an impeachment is successful, the election of a new officer must follow immediately. (The procedure is available from the Recreation Activities Manager).

Mandatory: Section H- It is the responsibility of the club president to pass the Rules, Regulations, and Procedures book onto their successor.

Article IV – Meetings

Mandatory: Section A – Frequency of Meetings: There will be general membership meeting conducted during each quarter of the calendar year. One of these meeting should be designated as the election meeting.

Section B – Provisions for Calling and Recording Meetings: Minutes will be taken by the secretary to document all business sessions and approved

by the club president. Minutes, as well as other pertinent administrative records will be retained for a period of three (3) years. Minutes should be available to membership before the next meeting.

For a grievance or reasonable cause, how many members are necessary to require the

board to call a special meeting? A fourteen (14) notice must be given to all members if a meeting is called.

Can the president, board, or both call for a special meeting?

Section C – Voting and Quorum Requirements: 1. Club Board Meeting- A quorum is a simple majority of the board 2. Membership Meetings- A quorum is the minimum attendance at a club

membership meeting necessary to conduct elections, to approve bylaws, to approve budget, or to conduct other club business. There will be no proxy votes. The required majority must be of those present at a meeting to specifically called for such purpose. A simple majority is required for all issues except bylaws. To approve bylaws, a two-thirds (2/3) majority is required. A quorum shall be ten (10) percent of the club membership, however it can not be less than twenty (20) members. A club could have excess of 100 members at a meeting, but the top requirement is 100.

3. Address if the vote is to be by ballot or visual. 4. Reference Robert’s Rules of Order for assistance in parliamentary procedures.

Please note that stated bylaws take precedence over Robert’s Rules, i.e.

4 CR-3


anything not stated in bylaws shall be referred to Robert’s Rules for parliamentary procedures.

Section D – Other

Article V - Financial Verbatim: Section A – Financial Records shall be retained for a period of seven (7) years (prior to

the current year). Mandatory: Section B – Specify a dollar limitation on expenditures of club funds by other than a vote

of the general membership. Other expenditures of $25 or less can be paid by petty cash. (RR&Ps, Chapter 4, Article V, B, 4).

Address check signing provisions. Verbatim: Section C – No club member shall receive compensation or financial award from club

funds for contributions or service to the club. The only exception is when a member has an independent contractor agreement previously approved by the Recreation Activities Manager.

Verbatim: Section D – Financial records must be audited on a yearly basis by individuals other than

those elected to club board. The results of the Report of Audit will be presented to the general membership and duly recorded in the applicable minutes of such meeting. A copy will be provided to the office of the Recreation Activities Manager.

Mandatory: Section E – Club advertising: Any commercial advertising or flyers of club activities must

follow Association policies. Mandatory: Section F – Contracts: Any contracts for instructors will be handled in compliance with

Chapter 4, Article VI of the RR&Ps. Each contract must be renewed on a yearly basis and a copy of each sent to the Recreation Activities Manager for approval.

Mandatory: Section G – Treasures responsibility: The treasure is required to submit Form CR-7

(Annual Financial Statement) to the office Recreation Activities Manager by February 1 for the preceding calendar year.

Optional: Section H – Other: (Inventory requirements, equipment, and simplified) Indicate who is

responsible for submitting the report to Recreation Activities Manager by December 31.

For those clubs that turn in an inventory list, it is important to have a description, serial/model numbers, date purchased, and total amount

Article VI – Committees

Verbatim: Section A- Committees and/or chairpersons may be elected by the general membership or appointed by the club board.

5 CR-3


Section B – Permanent (standing) committees, at a minimum, will included Safety and Audit.

Mandatory: Section C – Specify the duties of the Safety Chairman/Committee. Mandatory: Section D – Specify the duties of the Audit Chairman/ Committee.

(If any information is needed to that which is stated in the sample Bylaws, Article V, Section D). Optional: Section E – Other Committees and their duties

Article VII - Amendments

Verbatim: To amend the bylaws of this club requires a two-thirds vote of the membership present at a meeting specially called for such a purpose, a quorum being present. Procedures for filing amendment(s) are as follows:

1. The Recreation Centers’ Activities Manager shall review the purposed

amendments prior to the submittal to the club membership. 2. Proposed amendments shall be well publicized to the membership one (1)

month prior to the vote. All amendments must be voted upon and approved by a quorum of the membership.

3. A complete revised set of the club’s bylaws will be submitted to the Recreation Centers’ Activities Manager for final review. The amended bylaws required the approval of the Recreation Centers’ General Manager prior to implementation. The results and date of the membership vote shall be noted on the submitted document.

6 CR-3


Article VIII Dissolution

Verbatim: Prior to club dissolution (after all debts are satisfied) all properties and assets shall be

turned over to the Recreation Centers. ____________________________________________ _________________ President Date _____________________________________________ ________________ General Manager Date

12-3-19

MONTHLY PARTICIPATION REPORT DUE DATE TO RECREATION ACTIVIITES MANAGER: 2nd Monday of each month

Form CR-4

CLUB NAME:

FACILITY LOCATION:

ATTENDANCE FOR MONTH OF:

Month: Year:

Revised

SUN MON TUE WED THU FRI SAT TOTAL WEEK 1

Resident Member

Resident Guest

Non-Resident Guest

WEEK 2 Resident Member

Resident Guest

Non-Resident Guest


Resident Guest

Non-Resident Guest


Resident Guest

Non-Resident Guest


Resident Guest

Non-Resident Guest

TOTAL Monthly

Total MEMBERS: RESIDENT GUESTS: NON-RESIDENT GUESTS:

Submitted By: Title: Date Submitted:

DUE DATE: Annually or 14 business days of taking OfficeRETURN TO: Recreation Activities Manager

CLUB NAME:

DATE:

President (PRINT) Rec. Card No. Address

Telephone E-Mail*SIGNATURE

Vice-President (PRINT) Rec. Card No. Address


Secretary (PRINT) Rec. Card No. Address


Treasurer (PRINT) Rec. Card No. Address

Telephone E-Mail* SIGNATURE

Content Manager Rec. Card No. E-MAIL

Term of Office for above Officers is FROM_________________________TO__________________

SUBMITTED BY:______________________________TITLE:_________________________DATE:_______________

Revised12/5/2019

Form CR-5

LOCATION:

NEW CLUB OFFICERS AND RULES, REGULATIONS AND PROCEDURES FOR

CHARTERED CLUB AFFIRMATION REPORT

*We the above signed officer(s) have read and understand the Rules, Regulations, and Procedures for Chartered Clubs inthe Recreation Centers of Sun City West, Inc. and will abide by them.

StreetClubs Official Mailing Address

City, State, Zipcode

Revised1-29-20

Form CR-5aPASSING THE TORCH

______________________________________Signature Past President

________________Date

______________________________________ ________________Signature New President Date

RR&P Books need to be collected and given to new officers

Blank CR5 Officer Sheet

CR6 for (current year) Club copy tells all dates/locations that club had requested from scheduleing including changes made in previous year by presidents/scheduling.

Club Bylaws/Club operating rules

Copy of latest Financials CR7-99N Treasurer to Treasurer

CR15 Membership Roster for current year

Blank CR4 Montly attendance

How to run your meetings and requirements

Chartered Club Mandatory Meetings

Disciplinary process/Trouble shooting

Date: OfficeTime: Use Only

FORM CR-6 CHARTERED CLUB ACTIVITY CALENDAR

In my absence during ________________________________________________________________________________________________________________

President's Home NO:President's Summer Home NO:

RECREATION DEPARTMENT

Recreation Centers of Sun City West, Inc.

*To be filled out by: Current Year President

pg. 1 of 3

DUE DATE: May 1-15 Current Year

(list months or term effective)

(Name)Please contact: _________________________________________ _____________________________________ ______________________________________

LOCATION: Facility (e.g. Kuentz) Room Preference: (e.g. Multi Craft Room #4)

(phone no.)The above named contact has permission to approve the club's schedule changes and sign as approved should I be unavailable.

President's Signature: _________________________________________________________________________________ Date: ________________________

CLUB OPERATIONAL SCHEDULEApproximate Attendance (e.g. 40)

Days Of MON TUE WED SUN (with approval)SATFRITHUR

Time Start:Operation:

Time End:

June:__________ July:__________ August:__________ Other:_________________________________________________

NAME OF CLUB: Year (JAN-DEC) Next Full Year:

CLUB PRESIDENT:

CHECK OR LIST DATES WHEN YOUR CLUB WILL NOT MEET

New Year Eve:__________ New Years Day:__________ Thanksgiving Eve:__________ Thanksgiving Day:__________Christmas Eve:__________ Christmas Day:__________

(office held)

Months:

Revised6.1.20

Month JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DECDATE:

START:END:

Month JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DECDATE:

START:END:

SET UP REQUIREMENTS - GENERAL MEMBERSHIP MEETINGCHOOSE ONE: ____________________ Tables/Chairs OR ____________________ Open Seating (Chairs Only)SPEAKERS TABLE(S) # _____ with CHAIRS # _____ AUDIENCE MICROPHONE _____ PODIUM w/ MICROPHONE _____USE OF KITCHEN __________ COFFEE POT (60 CUP) __________ (100 CUP) __________

OTHER: (please specify) ___________________________________________________________________________________ _________________________________________________________________________________________________________

GENERAL MEMBERSHIP BUSINESS MEETING SCHEDULE

Meeting Time

Note: If Breakfast, Lunch, Dinner, ETC.

Last Years Actual Attendance

Location: Recreation Center (e.g. Palm Ridge) Room Preference: Approximate Attendance: (e.g. 12)

Meeting Time

Location: Recreation Center (e.g. Palm Ridge) Room Preference: Approximate Attendance: (e.g. 12)

FORM CR-6pg. 2 of 3

BOARD MEETING SCHEDULE

ALERT: Before Proceeding, Please Confirm That You Are Using NEXT Year's Calendar For Dates.

Revised6.1.20

SPECIAL REQUIREMENTS: (List any equipment/setup needs for your event)

Building: Room: Setup Count (Attendance) Last Year's Attendance

19803 RH Johnson Blvd. Sun City West, AZ 85375-4498

Date of Event: Event Start Time: Event End Time:

Space allocations for social functions are limited to two (2) per calendar year including one (1) picnic, with a limit of five (5) ramadas. This space will be provided at no charge as long

as the attendance is limited to the Club's members and their personal guests.pg. 3 of 3

FORM CR-6

FACILITY SOCIAL RESERVATIONRecreation Centers of Sun City West, Inc.

SPECIAL REQUIREMENTS: (List any equipment/setup needs for your event)

Building: Room: Setup Count (Attendance) Last Year's Attendance


19803 RH Johnson Blvd. Sun City West, AZ 85375-4498

FACILITY SOCIAL RESERVATION

Date of Event: Event Start Time: Event End Time:

Revised6.1.20

INDEPENDENT CONTRACTOR AGREEMENT

CONTRACT NO. -------

Form CR-8

Page 1 of 6

THIS AGREEMENT is entered into this ____ day of _______ _ by and between ___________ a Chartered Club (the "Club"), 19803 R. H. Johnson Boulevard, Sun City West, Arizona 85375-4498, and (the "Contractor"), _______________ -------=--:---=------:-----,---

csocia1 Security Number)

(Address - City. State. Zip Code)

WHEREAS, the Club desires to engage the Contractor to provide certain instruction or entertainment for the Club, pursuant to the terms and conditions stated in this Agreement,

NOW, THEREFORE, in consideration of the foregoing and the mutual promises and covenants herein contained, the parties agree as follows:

I. Services to be Rendered. The Club desires that the Contractorprovide, and the Contractor agrees to provide, the instruction orentertainment set forth in Exhibit A, attached hereto, and by thisreference made a part hereof. All instruction or entertainmentprovided by the Contractor shall be of the highest standard and shallbe accomplished to the Club's satisfaction.

2. Status. The Contractor's status under this Agreement shall be that ofan independent contractor, and not that of an agent or employee.Contractor wan-ants and represents that Contractor has complied withall federal, state and local laws that may be required for Contractor toprovide the instruction or entertainment as set forth in the Agreement.Club shall not be liable to the Contractor for any expenses Contractorpays or incurs unless otherwise agreed to in writing by the Club.Contractor shall supply, at Contractor's sole expense, all materialand/or supplies reasonably necessary to accomplish the instruction orentertainment to be provided.

Form CR-8

Page 3 of 6

RENDERED, OR THE BREACH, NONPERFORMANCE OR NONPAYMENT OF ANY TERM OR PROVISION CONTAINED HEREIN. CONTRACTOR WILL PROVIDE A CURRENT COPY OF CERTIFICATE OF LIABILITY TO THE RECREATION CENTERS SHOWING INSUREDS NAME, AMOUNT AND CONTACT INFORMATION.

7. Club Not Responsible for Worker's Compensation. BecauseContractor is engaged in Contractor's own independent contractingbusiness and is not an employee of the Club, Club will not obtain, norbe responsible for obtaining, workers' compensation insurance for theContractor. Contractor will provide a current

8. Qualifications. Contractor warrants and represents that thequalifications of the Contractor set forth on Exhibit B attached heretoand, by this reference, made a part hereof, are true and correct and thatthe Club is entitled to rely upon said qualifications.

9. Term. This agreement's term shall be as set forth in Exhibit Aattached hereto. Either party may terminate the Agreement at anytime by giving thirty (30) days' written notice to the other.Notwithstanding a termination, the Contractor's obligations to provideany follow-up services shall remain in effect until such services are�ompleted.

I 0. General Provisions.

a. Notices. Any notice given in connection with this Agreementshall be given in writing and shall be delivered either by hand tothe other party or by certified or registered mail, reh1m receiptrequested, postage prepaid, to the other party at the otherparty's address stated herein. Either party may change theaddress stated herein by giving notice of the change inaccordance with this section.

b. No Authority to Bind Club. The Contractor has no authority toenter into contracts or agreements on behalf of the Club. ThisAgreement does not create a partnership, joint venture or anyother association between the parties other than the independentcontractor relationship set forth herein.

c. Assignment. This Agreement may not be assigned by theContractor without the Club's prior written permission.

RndOrgChngl 1.01.03 Revised 04-10-00

EXHIBIT A

Description of Services:

Terms of Payment:

Term of Agreement (No more than one (1) year):

RvsdOrgChngl 1.01.03

Revised 04-10-00

Form CR-8

Page 5 of 6

EXHIBITB

Description of Contractor's Qualifications:

R vsdOrgChng I 1.01.03

Revised 04-10-00

Form CR-8

Page 6 of 6

INDEPENDENT CONTRACTOR MEMBERS' AGREEMENT

FORM CR-8apg. 1 of 3


DATE:____________________

This agreement is entered into on the above date by and between Sun City West Recreation Centers, Inc., Chartered ______________________________ Club and Sun City West Recreation Centers, Inc. member ______________________________, Rec. NO. ____________________, Social Security NO. ____________________ and remains in effect for a period not to exceed one(1) year. Either party may cancel at an earlier date.

The purpose of this agreement is to confirm that services rendered by the above member for which he or she receives and compensation are rendered as an Independent Contractor and not as an employee or agent.

This agreement confirms that the Recreation Centers of Sun City West, Inc. or their Chartered Clubs do not have any responsibility nor do they accept any responsibility for any Independent Contractor's obligations, such as Workman Compensation Insurance, Social Security, taxes, withholding, or similar obligations.

In addition, member acknowledges that the Recreation Centers of Sun City West, Inc. or their Chartered Clubs do not have or furnish any type of medical or health insurance for its members. It is expected that all members, including volunteers and Independent Contractors, will have their own health or injury medical insurance, such as Medicare, an HMO, or whatever insurance plan they chose, including to be self-insured for this risk.

The Recreation Centers of Sun City West, Inc. does have General Liability Insurance which does cover volunteer "members" and or Independent Contractor "members" for "business activities" they preform for the Recreation Centers which includes Charted Clubs business activities. The Recreation Centers of Sun City West, Inc. also have Property Insurance with a deductible that protects the Clubs' property which required the Clubs to provide management with an annual inventory.

_____________________________________________ _____________________________________________

__________________________________________________________________________________________

Club Officer and Title Club Member and Number

Club Officer Signature Member Signature

Agreement Form CR-8, which includes a hold-harmless clause, must be used for all non-member Independent Contractor's activities. Members volunteering their services without any compensation do not need to execute this agreement.

Revised12-12-19


EXHIBIT A

Description of Services:

Terms of Payment:

Terms of Agreement (no more than one(1) year):

Revised12-12-19


EXHIBIT B

Description of Contractor's Qualifications:

Revised12-12-19

Revised12-12-19

Recreation Activities Manager Date

Items cited above is/are APPROVED/DISAPRROVED for purchase. Note: Once secured, purchase documentation will be provided to Recreation Activites Manager to establish line item accountability with the Recreation Centers of Sun City West, Inc.

__________________________________ __________________________________

__________________________________ __________________________________Club President Date

TO (Club Name): _______________________________________________________________

Trade-in Data (cite Recreations Centers' Inventory Number):

Brief justification for purchase:

If approved, identify location of the new items(s):

Suggested source of purchase (name and address of vendor):

Estimated Purchase Cost:

Contact Person & Phone Number:LOCATION:

Brief description of item(s) to include brand name, model number, or catalog reference number, and appropritate technical specifications:

Form CR-10

REQUEST TO PURCHASE EQUIPMENT(Reference Chapter 4 paragraph 6.e)

DATE:CLUB NAME:

Revised12-19-19

DateRecreation Activities Manager

FOR OFFICE USE ONLYSpace Requested Available: Alternate Space:

_________________________________________President Signature

_______________________Date

This request is APPROVED DISAPPROVED

_________________________________________ _______________________

AMOUNT DUE THE ASSOCIATIONExpense of Extra Labor & Material

Number Non-club Association MembersNumber Non Recreation Card Holder Guests

ESTIMATE ACTUALPARTICIPATIONNumber Club Members

Special Requirements: (Use reverse side if more space is required)

Facilty Requested

Request Approved by Club Membership: Yes No If No, Why Not?

End TimeBegin TimeDate(s) Requested

Approx. PeopleRoom

Type of Special Event or Tournament:

DATE:

LOCATION: Contact Person & Phone Number:

SPECIAL EVENT OR TOURNAMENT REQUEST WITH NONRESIDENTS

CLUB NAME:

Form CR-11

(Must be approved by Recreation Center Activities Manager)

Revised12-20-19

REQUEST FOR REPAIR TOEXISTING FACILITIES

Form CR-12

CLUB NAME: DATE:

MAINTENANCE CUSTODIAL LANDSCAPE

CLUB LOCATION: Contact Person & Phone Number:

PROBLEM CONCERNING

LOCATION (building and room number):

DESCRIPTION OF PROBLEM:

CORRECTIVE ACTION TAKEN:

SUBMITTED BY:

ASSIGNED TO:

TITLE:

DATE:

____________________________ __________ _________________________ __________FACILITY SUPERVISOR DATE MAINTENANCE MANAGER DATE

CORRECTED BY: DATE:

CR-13 PREREQUISITE

Projects Over $5,000.00 (Five Thousand Dollars)

Craft/ Social Club _______________ Current Membership: ____ _

Last year ___ 2 years ago ___ 3 years ago ___ 4 years ago __ 5 years ago __ _

Shared/ Non-Shared Space Recreation Center: Beardsley / Johnson / Kuentz / Palm Ridge

Room Other Reservations: yes/ no -------- --------------

Average Participants Jan.-March

Average Participants April-June

Average Participants July-Sept.

Average Participants Oct.-Dec.

Scheduled Days

Scheduled Days

Scheduled Days

Scheduled Days

Hours

Hours

Hours

Hours

Club's #1 obstacle: ________ Club has done the following to optimize space & use

Finance: Estimated cost Club Contribution Current Balance ----- ----- ----

Does Club have: Association Obligation ___ Reserve Fund ___ Fund Raising ___ _

Step 1:

Step 2:

Step 3:

CR-13 submittal goes to Recreation Activities Manager and then forwarded to

Facilities Manager for cost estimates and then returned to the Club President if

under Sk. Any quotes above SK would go back to Recreation Activities Manager

to implement the new PREREQUISITE questionnaire.

CR-13 resubmittal goes to the Recreation Activities Manager with copies of the

Club Membership minutes indicating membership approval for submission and

financial obligation.

Recreation Activities Manager then forwards the CR-13 and club minutes to the

General Manager to proceed with Policy Fa 01 procedures and Project Planning

Process.

Club President _________________ Dated __________ _

NOTE: Chartered Clubs capital project requests should be submitted by September 1

and for final review by the November Chartered Clubs Committee meeting for

consideration in the following years budget.

Revised12-20-19

Description of additional equipment needs and estimated item cost to be included as part of the remodeling request:

Total estimated cost of remodeling: (As determined by the Association Maintenance Manager)

Club Membership Approval Request:Date of meeting to vote on issue ______________________ (Note: Attach copy of minutes)

Club funds available to support remodeling: $

PRESIDENT DATE

_____________________________________ ______________________

Justification for remodeling: (Note: attach additional sheets of paper if necessary. Clearly indicate theperceived impact if the remodeling is not approved)

Brief description of request: (Note: attach a simple drawing to allow for meaningful review)

CLUB LOCATION: Contact Person & Phone Number:

Form CR-13

CLUB NAME: DATE:

REQUEST FOR INTERIOR REMODELING OF EXISTING CLUB QUARTERS

(Form submitted to Scheduling office for each facility space reserved)

Revised12-20-19

RESERVATION No.

STATUS: 180-Day Hold (date to confirm) Date Canceled:________________________

NOTES:

______________________________________________________________

FOR OFFICIAL USE ONLY_______________________________ _______________________________ _______________________________

Reserve Time (Setup) End Time (Tear down) Event Type

Is your event catered? (Caterer name & Phone no.) ________________________________

Will you have entertainment?Will you be selling/serving alcohol?Are you charging an admission fee?

DATE ENTEREDEvent Coordinator

Customer Signature: ___________________________________________________

CONTACT:ADDRESS:City: Sun City West, State: AZ, Zip Code: __________ Phone: ___________________SPECIAL REQUIREMENTS: (write any equipment/setup needs for your event)

EVENT NAME:

BUILDING ROOM SET UP COUNT

CUSTOMER: Membership No.

Form CR-14FACILITY RESERVATION

REQUEST or CANCELLATION ______________________

_______________________________ _______________________________ _______________________________

_______________________________ _______________________________ _______________________________

DATE OF EVENT EVENT START TIME EVENT END TIME

___________________________________

____________________________________ ___________________________________

____________________________________

____________________________________

____________________________________

____________________________________

___________________________________

___________________________________

___________________________________

___________________________________

___________________________________

5. Upon arrival at the reciprocal club, the visiting member shall present the above-said documents for registration purposes before using the reciorocalclub's facilities.

Form CR-14apg. 1 of 2

RCSCW CHARTERED CLUBRECIPROCAL AGREEMENT

The following conditions provided are for guidance and adherence by RCSCW Chartered Club members ("club members") and visiting reciprocal club members ("visiting members").

1. Reciprocal privilages are offered only to like clubs with like facilities.

2. Use of reciprocal club facilities must be equal to use of RCSCW facilities.

3. Visiting members shall not displace club members.

4. Visiting members must produce a valid reciprocal club membership card and picture ID.

RCSCW Chartered Club:_________________________Center:____________________Reciprocal Club:________________________________Location:__________________

General Terms & ConditionsThe term of this reciprocal agreement is valid from the initial date signed below through the end of the current year

only. Violation of the terms of this agreement or any RCSCW rules and regulations may result in cancellation of the agreement without notice. Any portion of this agreement may be modified, amended or canceled by

agreement of all parties, as signed below, upon a 30 day written notice.

6. Visiting members may only use reciprocal club's facilities during reserved club hours.

7. Visiting members are not allowed to bring participations guests.

8. Visiting members shall abide by the rules and regulations of the club members.9. Reciprocal clubs have the right to bar certain visiting members from using their facility with and without assigning any reason, so long as majority of the Club's Executive Board approve of such action.

10. This agreement supersedes any previous agreements or reciprocal arranements made.

Club EventsThe reciprocal clubs agree that they expect to attend each other's club events or participate with the other club as

stated below. Both clubs agree that events not listed are excluded as reciprocal events covered by this agreement.

RCSCW Club event(s)/location Dates(s)

RCSCW Chartered Club Reciprocal Agreement

____________________________________

____________________________________

____________________________________

___________________________________

Form CR-14apg. 2 of 2

Acknowledgements

The signatures below acknowledge that reciprocal clubs have accepted the terms of this agreement.

RCSCW Club Reciprocal Club

__________________________________________Club Name

__________________________________________Club Name

__________________________________________ __________________________________________Location/AddressLocation/Address

__________________________________________ __________________________________________City/State City/State

__________________________________________Club President's Signature

__________________________________________

__________________________________________Club President's Signature

__________________________________________Print/Type Club President's Name Print/Type Club President's Name

____________________________________________________________________________________PhonePhone

__________________________________________ __________________________________________EmailEmail

Information below this line will be completed by RCSCW - Thank You!

__________________________________________________________________________________________

Club notified of denial:________________________________________________________________________

RCSCW Chartered Club Reciprocal Agreement

Reason for denial: __________________________________________________________________________

__________________________________________________________________________________________

Recieved by Clubs:__________________________________________________________________________

Approval

Approved by Activities Manager:_______________________________________________________________

Club notified/provided copy of signed Agreement:__________________________________________________

__________________________________________________________________________________________

Denial

Denied by Activities Manager:_________________________________________________________________

Revised1-31-20

due date to recreation activiites manager: 2nd ......week/month/quarter throughout the calendar...

Documents