Bylaws

Section C. These bylaws willfully comply with the Sun City Grand Community Associations (SCGCA) by-laws, and club rules, regulations and procedures. In the event of a conflict between these bylaws, the governing documents of the SCGCA shall prevail.

Section D. This organization shall be operated as a non-profit Association in accordance with Arizona statutes, and the bylaws of the SCGCA. Nonprofit is defined as: With few exceptions, club income should not greatly exceed expenses (operating expenses and capital requirements), resulting in a net operating gain. Where revenues do exceed expenses, the net gain should be used to foster continued club growth and activity. Club dues may be adjusted to comply, or donate the excess to the Association Facility Reserve Fund. The Activities Director must approve any other donations.

Section B. There shall be no precondition for membership, nor will members be required to join any national, state, or regionally affiliated organizations other than the mandatory handicap requirements. Affiliation to other organizations may be required for various competitive reasons.

Section A. Executive Board: There shall be a President, Vice President, Secretary, Treasurer, and as many Elected Directors needed for member representation. The Board may appoint members to fill any unexpired term. The Executive Board shall have overall governing authority over the Club consistent with the provisions of these bylaws, and shall establish all committees necessary to carry out the purposes and objectives of the Club.

Section C. Term of Office: All Officers and Directors are elected for one year terms and are limited to two consecutive terms in office. However, by a 2/3 vote of the membership voting at the time of the election, individuals may succeed themselves for more than two consecutive terms as an Officer or Director. The term of office shall run on a calendar year from January 1^st through December 31^st.

QUORUM - A minimum of 20 members in good standing, excluding the Executive Board, must be present and eligible to vote at any election specified in these bylaws. If more than one member is nominated for any elective position voting shall be by secret written ballot. The particular procedures for nominations and elections to be followed at such meeting shall be determined by the Executive Board. Should these vacancies not be filled at the General Meeting, the Executive Board shall fill the vacancies as it sees fit.

Section A. Meetings of the Members: Membership meetings shall be held not less than twice annually, the time and place of such meetings to be determined by the Executive Board. The President shall preside over all such meetings and Robert's Rules of Order Newly Revised shall be followed. A minimum of 20 members eligible to vote excluding the Officers and Directors shall be necessary to conduct any Business of the Club at the General Membership meetings and, except as otherwise specified in these bylaws, a simple majority of vote of the membership present shall be sufficient to conduct any business requiring the vote of the membership.

Section B. Meetings of the Officers and the Board: The President may call meetings of the Executive Board at any time by giving notice orally, in writing, or e-mail. The time and place of such meeting shall be determined by the President. A majority of the Executive Board Members shall constitute a quorum of the Executive Board and, therefore, may conduct any business brought before the Executive Board at such meetings.

Section B. Expenditures: Unbudgeted single expenditures not to exceed $500.00 must be approved by the Executive Board in its discretion. Unbudgeted single expenditure in excess of $500.00 must be approved by a majority vote of those present at a general membership meeting.

Section D. Annual Budget, Cash and Inventory of Club Assets: The Executive Board shall prepare an annual budget to be presented for approval to the General Membership at a regularly scheduled membership meeting. The Club shall maintain such checking and/or savings bank accounts approved by the SCGCA as may be necessary in the opinion of the Executive Board to properly conduct the Club's business. All cash receipts shall be deposited in one or more of said accounts. All expenditures by the Club or any member on behalf of the Club must be made by check only, and no expenditures on behalf of the Club may be made from cash, and appropriate receipts and invoices covering all such transactions shall be kept by the Treasurer as part of the Club's financial records. The Executive Board shall designate not less than two Executive Board Members as persons authorized to sign checks drawn on the Club's bank account(s) preferably the Treasurer and the President. All assets of the Club shall be physically inventoried at least once annually and a written record thereof shall be maintained by the Treasurer.

Section A. Any member of the Club in good standing may propose an amendment to these bylaws. The proposed amendment shall be delivered the President in writing with a statement setting forth the reasons for the proposed amendment. The proposed amendment must be approved by the Executive Board at a regular meeting before presenting it to the membership. The proposed amendment may then be presented to the general membership for approval at any regularly scheduled membership meeting, but the notice of the meeting must specify in writing the nature of the proposed amendment to be voted on at the membership meeting and such written notice of said meeting must be posted in writing at least 30 days prior to such meeting. A two-thirds majority vote of the membership present shall be required to adopt any amendment to these bylaws, and any such amendment so adopted at the general membership meeting shall not become effective until the approval of the Activities Director. Amendment changes must use strike through for deletions and italicize for additions to the original by-laws before reaching the Activities Director. If the by-laws are approved, a new set of by-laws must be written without the strike through and italicizing.

Section A. This Club may not be dissolved until all of its outstanding debts have been paid and upon dissolution of all assets, all property of the Club shall be surrendered to the Association in accordance with the Chartered Club Rules, Regulations and Procedures.

President: Shall preside over all Club meetings and be accountable for the administration of club business. The President shall carry out the direction and policies established by the Executive Board. The President shall act as principle liaison between the Club and the CAM Activities office. All committees, including standing committees, and the Chairpersons thereof, shall be appointed by the President with Executive Board approval. In the event of vacancies on the Executive Board, the President shall appoint, with Executive Board approval, interim replacement Executive Board Members until official elections can be held. The President shall insure that all Club Officers and Directors read and understand the Association Charter Club Rules, Regulations, and Procedures. The President shall approve all emails sent to the membership.

Vice-President: Shall perform all duties of the President in the event of the President’s absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Executive Board approval, from time to time by the President. The VP shall be responsible for preparing articles pertaining to the Club for the Grand Times and said articles shall be updated as needed. The VP shall arrange for light refreshments for Club business meetings as they are required.

Secretary: Shall keep the Club records, issue notices of all meetings of the Executive Board or General Membership, shall keep minutes thereof, conduct all correspondence relating to the Club’s business, and furnish whatever reports to the Association or other person or organizations as may be required. The Secretary shall maintain an email list of all members and be responsible for sending emails to the membership as approved by the President. Said emails shall be sent only for Club sponsored events and other Club business. The Secretary shall keep all minutes and correspondence of the Club going back five (5) years as required by CAM.

Treasurer: Shall receive and deposit all moneys due to the Club and pay all obligations that may be incurred by the Club in the regular course of its business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Executive Board or General Membership. At the end of each year, the Treasurer shall prepare a budget for the upcoming year and submit it to the Board for approval. The Treasurer shall use the Wells Fargo Bank for all Club accounts as required by CAM in the Charter Club Rules and Regulations. The Treasurer shall prepare and submit Year End Reports (Form CC-1) by the date established by the Activities Director/Controller. The Treasurer shall keep all financial records back seven (7) years as required by CAM.

Membership Director: The Director of Membership shall receive all new and renewed membership applications and dues; shall forward all dues to the Treasurer along with a Sun City Grand Singles Club Income form; and shall order badges for those members who desire to purchase them. The Director shall maintain a database of member information including e-mail addresses used for roster and other functions within the Singles Club. The Director shall appoint a coordinator to manage newcomer activities, such as the Singles’ informational drop-in and the New Member orientation.

Outreach Director: The Director of Outreach shall establish a network of members who will provide assistance as required to other members who are in need of support for any appropriate reason. Said Director shall be responsible for contacting and sending cards to members for reasons the Board shall deem necessary such as illness, injury, surgery, hospitalization, or a death in the family. The Director may also be responsible for any other special projects as assigned by the President.

Activities Director: The Director of Activities shall be responsible for the preparation of the monthly calendar of events designed to provide diversified social activities for the Club membership. The Director shall recruit interested Club members to serve on the Activities Committee and is responsible for planning and chairing the monthly Activities Committee meeting and keeping the Board informed of the outcome.

The Director shall notify CAM the necessary room arrangements and other requirements for events involving CAM facilities. The Director shall work with the Event Coordinators to schedule catering and bar services at events when requested to do so. The Director and/or the volunteer host/hostess shall be responsible for the planning of all social events sponsored by the Club. The Director is responsible for placing the monthly calendar in the appropriate place in the Sonoran Plaza. The Director with the approval of the President shall appoint Chairpersons for the following positions falling under the Activities Committee. These Chairpersons are not member of the Board but are members of the Activities Committee reporting directly to the Activities Director and shall attend all meetings of the Activities Committee. The Director is responsible for filing with CAM on a semi-annual basis a Participation Form CC-10.

Ticket Chairperson: The Ticket Chairperson shall recruit a team of approximately seven (7) members who shall each be responsible for selling tickets to members at specified events. The Chairperson shall distribute the tickets and calendars the sales team and to the monthly mixer sales desk representatives. Each team member shall be in charge of selling tickets, distributing the monthly calendar and accepting membership applications at a specified weekly social hour or breakfast. The Chairperson will collect all monies and unsold tickets and will advise the event planner of the number of tickets sold on the cute-off date for each event. The Chairperson will submit the money and appropriate form to the Treasurer within four (4) days following the event.

Golf Chairperson: The Golf Chairperson shall establish weekly tee times for the weekly Thursday Singles golf event. The Chairperson shall determine core/non-core members. The Chairperson shall notify all players of their tee times. The Chairperson will establish golf tournaments as appropriate.

Calendar Chairperson: The Calendar Chairperson shall prepare the monthly Calendar of Events and send it to the Board for review and approval. The Chairperson is responsible for designing the tickets for all events and having the tickets and calendars printed. Once the tickets calendars are printed they shall be given to the Ticket Chairperson for distribution to the sales team. Calendars shall also be given to the Activities Director for placing in the appropriate place at the Sonoran Plaza. The Chairperson shall transmit the calendar to the web master for posting to the SCG Singles web site.