Summit Greens Residents Association, Inc.
Rules and Regulations
For
Activities & Satellite Club Procedures
Effective October 19, 2006
TABLE OF CONTENTS
Chapter One – Recreational Facilities Rules and Regulations ............................................... 1
Definitions, Conduct, General Operating Rules............................................................ 2
Use of the Clubhouse....................................................................................................... 3
Computer Room Rules.................................................................................................... 4
Card Room Rules............................................................................................................ 4
Billiard Room Rules........................................................................................................ 4
Craft Room Rules............................................................................................................ 5
Swimming Pool and Spa Rules........................................................................................ 5
Use of the Softball Field.................................................................................................. 6
Use of the Tennis Courts................................................................................................. 6
Chapter Two – SGRA Activity Council By-Laws...................................................................... 7
Chapter Three – General Activities/Event Information............................................................ 9
Chapter Four – Event Committee Guidelines.......................................................................... 10
Chapter Five – SCRANIC Activities/Clubs Financial Policies............................................... 12
Chapter Six – SGRA Activities Financial Data Entry Procedures......................................... 14
Chapter Seven – SGRA Sales Tax Procedure......................................................................... 17
Chapter Eight – Establishing and Official SGRA Satellite Club............................................. 18
Chapter Nine – Membership and Satellite Club Operation.................................................... 20
Chapter Ten – Fees and Charges............................................................................................. 26
Appendix A – Waiver of Liability and Hold Harmless Agreement......................................... 27
Appendix B – SGRANIC Forms............................................................................................... 28
SGRA-1 Application for SGRANIC Satellite Club Status.......................................... 29
SGRA-2 Initial Membership Roster............................................................................ 30
SGRA-3 Sample of Club By-Laws................................................................................ 31
SGRA-4 Quarterly Participation Report...................................................................... 36
SGRA-5 New Club Officers.......................................................................................... 37
SGRA-6 Master Calendar............................................................................................ 38
SGRA-7 Event Budget Worksheet............................................................................... 39
SGRA-8 Check Request Form..................................................................................... 40
SGRA-10 Club Revenue and Expense Report............................................................ 41
SGRA-11 After Action Report...................................................................................... 42
SGRA-12 Offer to Donate Equipment/Furniture......................................................... 43
SGRA-13 Incident/Accident Report............................................................................. 44
SUMMIT GREENS RESIDENTS ASSOCIATION, INC.
CHAPTER ONE
RECREATIONAL FACILITIES RULES AND REGULATIONS
Introduction
The Summit Greens Resident Association Rules and Regulations (the “Rules and Regulations”) are established by the Board of Directors of the Summit Greens Residents Association, Inc., (the “Association”) under the authority described in the Association Governing Documents, including, but not limited to, the Articles of Incorporation, Bylaws and Amended and Restated Declaration of Protective Deed Restrictions and Covenants for Summit Greens (“Declaration”). These Rules and Regulations are established for the common areas and recreational facilities (herein collectively referred to as “Recreational Facilities”) of Summit Greens (“the Community”) for the well-being, convenience and enjoyment of the Association's Members (as defined in the Declaration) and their guests/visitors.
While all Members are entitled to enjoy the Recreational Facilities, they must do so while respecting the rights of others sharing in the use of the Recreational Facilities. The Community is very special in that it has an age restricted membership intended to provide housing primarily for persons 55 years of age or older. The use of the Recreational Facilities is primarily for the enjoyment of the Members of the Association. Guests/visitors are accommodated only when such accommodation does not infringe upon the convenience or right of enjoyment of the Members. Furthermore, while every effort is made to provide comfortable use of the Recreational Facilities by all Members and guests/visitors, the Recreational Facilities are not intended to serve the general public, and therefore may not be identical to those available in public accommodations.
Authority
The authority granted to the Board of Directors to make and enforce such Rules and Regulations, as the Board of Directors deem reasonable and appropriate, is provided in the Bylaws and Declaration and any amendments thereto. The Rules and Regulations made by the Board of Directors shall be binding upon all residents, occupants, guests/visitors and licensees, if any.
The Declaration requires Members to comply with the rules, regulations, and sets forth the right of the Board of Directors to suspend Members' rights, and the right of the Association to charge reasonable admission fees. The Association's enforcement remedies include, but are not limited to, the following:
1) The right of the Association to levy reasonable monetary fines
2) The right to suspend the Members' right to use Recreational Facilities
Definitions
Resident – Persons who legally reside in Summit Greens either as an owner of record
in simple fee, and pays association and is subject to association fees
and assessments and is current in said assessments and fees is recognized
as the owner of record. Therefore, if said owner in simple fee rents the
home, then the renter has the rights to use of the clubhouse facilities. Any other adult members of the household who are authorized with proximity card and SGRA identification are also entitled to use of the clubhouse and recreational facilities.
Visitor – Person or persons who visit for the day.
1. Residents and/or guests/visitors must conduct themselves so as not to jeopardize or interfere with the rights and privileges of other residents or guests.
2. All guests/visitors must me accompanied by the sponsoring resident who will remain at the recreational facilities at all times while guests/visitors are using the recreational facility.
3. Residents and guests/visitors will refrain from loud, indecent or abusive language.
4. Residents will be held responsible for any damage to Association Property, caused by them or their guests/visitors.
5. Proper dress and footwear is required in all facilities. No wet swimsuits allowed in the clubhouse. Dry swimsuits allowed only with proper cover-up, no bare chests or bare feet in the clubhouse.
6. Residents who conduct themselves in an unbecoming manner, or who violate Association rules are subject to disciplinary action including suspension of resident privileges, use of all clubhouse and recreational facilities, and/or fines.
7. All residents must have their valid Summit Greens ID prominently displayed or readily accessible when using all clubhouse and recreational facilities.
8. Security will direct guests or residents to leave the facility due to rules violations. Security also has the authority to notify the local police if a resident and/or visitor refuse to leave the premises.
9. All guests/visitors under 12 years of age must be under adult supervision at all times.
Use of all Summit Greens recreational facilities are reserved for residents.
All use of the Clubhouse facilities and all participation in activities
is purely voluntary. Correspondingly, the nature of all Clubhouse activities
potentially involves some personal or physical risk on the part of the
participant. Activity participation by a resident or guest/visitor is therefore
interpreted as an acknowledgment and acceptance of the inherent risks.
A Waiver of Liability and Hold Harmless Agreement may be required for certain
events or classes. (See Exhibit 1).
The Clubhouse and Fitness Facilities will open at 6:00 a.m. and close at
11:00 p.m. each day
(with the exception of New Years Eve).
Pools and spa are closed from dusk to dawn. (
Dawn is considered one half hour after sunrise and dusk is considered one
half hour before sunset. (
Alcoholic beverages may not be sold at any activity using the Summit Greens Recreational Facilities. All events/activities will be BYOB (Bring Your Own Bottle).
All classifications of instructors (fitness, personal trainer, crafts,
art, etc.) may not utilize Summit Greens facilities to engage in any financial enterprise,
without permission from the Social Director. Instructors must restrict
their student base to residents and their guests. If an instructor happens to be a resident, the same rules apply as to outside
instructors – guests may only be accompanied by a resident, not an instructor.
The instructor will submit an application for all classes to the Social Director for approval. Each student will be
required to sign a Waiver of Liability and Hold Harmless Agreement (Appendix
A). Signed waivers will be collected by the instructor and given to the
Social Director.
Lobby of Clubhouse (proposed)
Indoor-pool
Use of the Clubhouse
1. Persons under the age of 18 are not permitted in the fitness center, fitness bathroom, or sauna.
2. Persons are advised to consult a physician prior to engaging in exercise activity.
3. Appropriate fitness apparel is required including upper body garments and proper footwear. Sandals, shower shoes, and street shoes are not permitted while utilizing fitness equipment.
4. During peak times (when persons are waiting to use equipment) the use of cardiovascular equipment is limited to 30 minutes.
5. Food and beverages are not permitted in the
6. Residents and guests must wipe down equipment after each use.
7. Portable equipment must be returned to its proper location.
8. Portable stereo equipment is permitted only with the use of personal headphones.
9. TV sound must be kept off and personal headphones should be tuned into the frequency posted on each TV.
10. Televisions and lights will be turned off when not in use.
1. The computer room is restricted to residents only.
2. Computers may be used during normal Clubhouse hours.
3. No one under the age of 18 is permitted in the computer room.
4. Searching and/or downloading of pornographic material is strictly prohibited.
Residents guilty of this practice will lose Computer Room and/or recreational
facility privileges.
5. When the computer room is reserved, residents must wait to use the computers.
6. There is no food or drink allowed in the Computer Room.
7. Do not store any information on the hard drives. Any data, new software, or configuration changes stored on the hard drive will be erased without notice.
8. Store all personal information on a CD or 3 ½” diskette.
9. All computers will remain powered on all day. Do not shut down the computer when finished.
10. Computer use is limited to 45 minutes when others are waiting.
11. Lights will be turned off when computer room not in use.
1. No one under 18 years of age may participate in adult card games.
2. Gambling of any type is not allowed unless all proceeds are distributed as prizes at the time of the game. (It is against Florida Law to conduct these activities for profit).
3. Chips should be used when playing poker.
4. Residents and their houseguests only may use Card Rooms during scheduled functions. Visitors will not be permitted to participate in scheduled functions in the Card Rooms.
5. Lights will be turned off in Card Rooms when not in use.
Billiard Room Rules
1. No one under the age of 18 is permitted in the Billiards Room.
2. Sitting on the tables is prohibited. All shots must be performed with at least one foot on the floor at all times.
3. Play is limited to 3 games when individuals are waiting to use the tables.
4. No food or drink on or around the billiard tables.
5. Return balls, cue sticks, and chalk to their proper place at the conclusion of play and brush the tables.
6. Lights will be turned off when billiard room not in use.
1. The use of the craft room is only for the residents and guests.
2. Instructor will insure craft room is cleaned up at the conclusion of each class.
3. Lights will be turned off when craft room is not in use.
Swimming Pool and Spa Rules
1. The pool and spa are open from dawn to dusk. (
2. Lifeguards are not provided. SWIM AT YOUR OWN RISK.
3. Shower before entering pool or spa. (
4. No toys or balls allowed at any time in the pool or pool area. No bicycles, tricycles or any other riding wagon, scooter or other recreational vehicle are permitted or can be ridden in the pool are or clubhouse facility. An electric personal assisting mobility device for a disabled person may be used in these areas.
5. No person using incontinent products and/or children in diapers or “swimmies” allowed in the pool or spa. Children under the age of three not allowed in the pool. All children over the age of three must be fully potty trained.
6. No food or drink allowed in pool, spa or on pool deck (pool deck is defined
as eight feet from edge of pool or spa). Plastic water bottles are allowed
on the pool deck during organized exercise classes only. (
7. No glass container of any kind is permitted outside the clubhouse, especially
in the pool and gazebo area. (
8. Sound producing equipment will not be permitted with the exception of Activities Director sponsored activities. Personal sound equipment may be used with headphones.
9. Do not exceed a 15-minute time limit in the Spa at any given time. (
10. No children under the age of 12 allowed in the spa. Children under age 18 must have adult supervision.
11. Pregnant women and those on medication should consult a doctor before using
the spa. (
12. Maximum spa temperature is 104 degrees F. (Florida Statute 64E-9.010 (14) (a))
13. There are no reservations for lounges, chairs, or tables.
14. NO DIVING, jumping-in, cannon balls, running, or horseplay is permitted.
15. No floating devices allowed in the pool except for two (2) noodles per person, noodles with net seats, and water aerobics equipment.
16. Children that are non-swimmers must have adult supervision with them at arms reach in the pool at all times.
17. The swimming pool and spa must be cleared at first indication of thunder or lightning.
18. No portable pools allowed.
19. Only personal flotation devises (life vests) approved by the U.S. Coast Guard are permitted for use in the pool.
Use of the Softball Field
The softball field is reserved for scheduled softball games, scheduled team practice, and field maintenance. Residents and their guests/visitors may use the softball field when not reserved. Field reservations are to be made with the Social Director.
Use of the Tennis Courts
1. All resident guests utilizing tennis courts must be signed in on tennis
courts guest log. The sponsoring resident must accompany the guest at all
times while on Tennis Courts.
2. Reservation Policy:
3. Rotate In Policy: Players should not expect to "rotate in" unless a league, group
and/or individuals specifically include a "rotate in" policy
in their format of play.
4. Appropriate tennis attire and tennis shoes for clay/soft courts are required
of all players.
5. All tennis players must bring their Summit Greens resident's badges to
the courts.
6. Residents using tennis court lights must turn off the lights (at the timer)
before leaving the courts.
7. Children must be at least 14 years of age (minimum) to play on tennis courts
and accompanied by a resident.
1. No smoking in the tennis court facility.
2. All litter must be placed in the proper receptacle.
3. Courtesy and tennis etiquette is required of all players. Players will
refer to USTA "The Code" for guidance.
4. Gates will be closed after entering or leaving court area.
5. Use the tennis shoe baths to remove Har-Tru particles before leaving the
court area.
6. Players should use fence gates to enter an outside court and not cross
through another court during match play.
7. Cell phones should be kept off when players are on court.
1. Courts are "open" for play between 8 a.m. and 10 p.m. daily.
Courts are off limits during watering or when wet from rain. The courts
must be sufficiently dry before play is resumed or the courts will be damaged.
Please check bulletin board for current watering times.
2. Courts reserved for tournaments/leagues/groups/clinics usage will be posted 30 days in advance.
A. NAME: Summit Greens Residents Association, Inc., Activity Council
C. These by-laws willfully comply with the Summit Greens Residents Association,
Inc. (SGRAINC) by-laws, clubhouse rules and regulations and procedures. In the event of a conflict between these by-laws, the governing documents
of the SGRAINC shall prevail.
ARTICLE II – Membership
Membership shall be open to all members in good standing with the SGRAINC.
The initial process to establish this Activity Council is to be completed
by November 20, 2006 and the members will take office effective December
1, 2006 for a term not to exceed 13 months. The selection procedure is set forth in Article V of these by-laws.
ARTICLE III – Officers
A. The Activity Council will have a minimum of chairman, vice-chairman, treasurer
and secretary, appointed by its members.
B. Term of Office. The officers will serve a term of one year from January 1 to December 31. If a member needs to be replaced for any reason, the Social Director will
submit to the BOD a nominees name to complete that term of office.
Meetings shall be held monthly, (time and days to be determined) if a council member misses three consecutive meetings, he/she may be removed from the committee
1. Authority:
a. The AC will report to the Social Director (SD). The SD will attend all Activity meetings, which will be held once monthly. The AC will review and recommend any changes to the activities procedures to the SD, who in turn will make the recommendation to the Board of Directors. The AC will also review suggestions/plans from sub-committees requesting to utilize Activity funds for the betterment of the clubhouse and make recommendation(s) to the Board of Directors. For example spending funds to purchase drapes or stage curtains in the clubhouse ballroom (fixed assets).
b. The AC has established SGRAINC Event Guidelines and Budget Worksheet and a member will act as liaison to each Event Committee to ensure that these guidelines are followed for all SGRAINC and Official Club events.
2. Responsibilities: The Associations’ Social Director (SD) is responsible for coordinating and implementing the rules, regulations, and procedures for all SGRAINC events, SGRAINC Official Clubs, allocating facility space and assisting with all club matters of interest. The SD must coordinate with Association Management Co., the request for help in set-up and clean up for all SGRAINC events.
CHAPTER FOUR
EVENT COMMITTEE GUIDELINES
· A member from the activities Council will sit in on the first committee
meeting for all SGRAINC-sponsored events to introduce Event Guidelines.
· Select a chairperson and treasurer
· As a group, decide on date (per Social Director), type of entertainment
(if not already set), theme, decorations (no decorations may be taped,
thumb-tacked, etc. to any walls or shutters in Ballroom)
· Decide on the price for the event (Use Event Budget Worksheet, SGRA-8 (Appendix C)).
o Price is set per person
o The goal is to cover all costs listed on budget worksheet, including sales
tax, and a substantial profit
· Decide on reservation sale date (minimum of four to six weeks from event),
deadline for sale of tickets, the number of people that may attend, room
layout, table reservations, or open seating
· Table seating is for eight (8) persons only. Due to fire regulations, tables may not be pulled together blocking aisles.
· Designate committee members for handling food, decorations, and door greeter
· Choose dates and times for further planning meetings prior to the event
· Clean up after the party. Committee is responsible for making sure the event room is thoroughly cleaned
and back to the pre-event condition. Cleaning will be at a cost as shown
on budget worksheet. If you do not wish to pay cleaning costs, the Event Committee is responsible
for the following:
· All committee members purchase tickets to the events, even if they are
working on and/or participating in the event.
· The Social Office will advertise the event in the newsletter, on Channel
17, Bulletin Boards, and via mass email. Committee members are welcome to prepare the flyers or articles and email
them to the Social Office for distribution.
· A committee member will drop off the linen tablecloths (if used) to English
Cleaners (across from Burger King by Dollar General) to be “washed, dried,
and folded” within a day or two of the event. A committee member will pick up cleaned linens and must bring the paid
receipt to the Social Office.
· All contracts must be signed by the President, SGRA Board of Directors
· All event reservations are limited to SG residents only. Two (2) weeks prior to event, the ticket sales may be opened to non-residents
for all remaining tickets. Two-thirds (2/3) event participation must be Summit Greens residents.
· The committee is responsible for returning all items used to the Supply
Closet.
Duties of Event Chairperson:
Maintain the party-planning file, keep SD updated on changes or required
assistance on event, make sure everyone on committee is assigned a job,
hold a wrap-up meeting after the event and turn in “Suggestions for Next
Time” into the office with party file.
Duties of Event Treasurer:
Treasurer will visit the Social Office once or twice a week to collect the reservation checks (NO CASH, NO EXCEPTIONS), log the names on the appropriate sheet and ensure checks and seating chart is in agreement. Treasurer will maintain copies of log sheets weekly and update the SD on status. The SD will make deposits. Treasurer will keep accounting of incoming and outgoing money. The original receipts for reimbursement, along with the Check Request Form, SGRA-9 must be approved by the Event Chairperson and then given to the SD for processing. Check will be processed within 7 days, depending upon the end of the month.
CHAPTER FIVE
SGRAINC ACTIVITIES/CLUBS FINANCIAL POLICIES
1. Purpose: To establish financial procedures to be followed by all clubs, activities and/or events which are conducted at Summit Greens.
2. Definitions:
a. Activity Council (AC): a committee selected by a BOD Search Committee and directed by the employed SGRAINC Social Director (SD).
b. General Activities Fund: The bank account, which is used for revenues and expenditures produced by SGRAINC activities/events.
c. Satellite Club: Any SGRAINC official Club that operates outside the direct control of the SD must use the SGRAINC approved bank and SGRAINC Federal Tax ID number. Clubs not using SGRAINC Federal ID number will not be recognized as a satellite club and cannot use SGRAINC facilities Clubs such as the Tennis club; Softball Club; Red Hat Society Club; and the Latin-American Club are examples of a Satellite Club.
d. Event Committee: Committees appointed by the SD to conduct a specific event for the SGRAINC community at large.
c. Finance Committee: A sub-committee of the AC responsible to establish and monitor financial procedures to be followed by all elements of the SGRAINC community related to the social and recreational functions. To further ensure that all clubs and the general fund adhere to all legal requirements.
3. Procedures:
a. Checks issued by the Activities General Fund require two signatures, one by the SD and the other by a member of the AC. Additional signatures can be the HOA President or the HOA Treasurer. Checks issued by a SGRA Satellite Club require two signatures, one by the President/Chairperson and one by the Treasurer. The SD must be placed on satellite club bank account as an additional check signer, when President/Treasurer not available.
b. All requests for checks for the Activities Fund must be submitted on the form shown in Check Request Form, SGRA-9 (Appendix C). The Event Chairperson must approve this form before being submitted to the SD. All requests for checks from a Satellite Club Account must be submitted on the Check Request Form, SGRA-9 (Appendix C)
c. All satellite clubs will provide the SD with a monthly profit and loss statement no later than the 10th of the month following the month of record. Club Revenue And Expense Report, SGRA-10 (Appendix C) will be used for the monthly profit and loss statement.
d. All satellite clubs will turnover all financial records for annual audit to the SD no later than the 5h of the month following the end of the 4th quarter ending December 31st.
e. All satellite clubs using SGRA INC. Federal ID# will turnover all revenues
by December 15th of each year (the club will retain $50.00) to the Activities Reserve Account. The club’s remaining balance of membership dues revenue will be returned
to the club in the month of January of the new year.
f. All satellite clubs must convert their accounting system to QuickBooks Pro software and standardize Board of Directors (BOD) Chart of Accounts. The club treasurer can enter the data into the system by appointment. If a club does not convert to this system, it will be billed at the rate of $35.00 per hour for the Activity Bookkeeper’s fee to do the books on the QuickBooks Pro Program.
g. All events, which produce monies for or receive monies in support from the General Fund, must post an After Action Report, SGRA-11 (Appendix C) showing profit and loss within 10 working days following the event. The report must be posted a minimum of ten days on the appropriate clubhouse bulletin board. It will then be removed by the SD and annotated to reflect the days of posting and then made part of the permanent records file of the SGRAINC.
h. Florida Sales Tax, as required by Florida Department of Revenue for events and Activities held at Summit Greens is 7% of total income (before expenses). Monthly reports from the satellite clubs must include total income generated by an event and copies of all receipts in which sales tax was paid. Indicate the sales tax paid on any event and place in required column on form. The SD will pay the Florida Sales Tax quarterly out of the general Activity fund and will invoice the Satellite Club it sales tax obligation no later than the 20th of the first month after the quarter. Satellite Club will forward a check payable to SGRAINC to the general Activity fund for invoiced tax obligation.
4. Capital Expenditures: A Capital Expenditure is defined as any permanent asset requiring inventory control.
a. Requests for monies to purchase items to enhance the recreational and social environment will be submitted to the AC using the format shown on (Appendix C).
b. The AC must approve all capital expenditures and will make the recommendation to the Board of Directors.
c. Requests for capital expenditures not approved will be returned with a statement of reasons for denial.
d. All capital items procured become the property of SGRA, Inc.
5. Audits: Annual audits and necessary reports will be conducted by the Management
Company.
CHAPTER SIX
SGRA ACTIVITIES FINANCIAL DATA ENTRY PROCEDURES
Open QuickBooks Pro.
Go to Banking. The Florida Choice Bank Activities Account with open.
Collect the following from the SGRA Activities Director:
SGRA Deposit Slip Book
SGRA Check Book and related receipts.
Processing Deposits:
· Make two copies of each check to be deposited.
· File out deposit ticket noting the Event Name and Job Number
· Make two copies of the deposit slip. Attach one to the each set of copied checks.
· Place one set of copied items into the Monthly Deposit file and the other copied set into the Event File.
· In QuickBooks Pro under Banking go to deposits and enter the deposit date.
· Enter 1001 –
· In the Received From column put in the Event in which the deposit is being made for.
· In the From Account column put in the Income Account number from which the deposit came from (i.e. 4050 Sales or 4070 Services)
· In the Memo column tell where the deposit is coming from (i.e. Newsletter, Residents, etc.)
· In the Check number column place the number of tickets sold if it is from an event.
· In the Payment Method column put in the method of the deposit.
· In the Class column put in the job class number that has been assigned to the event.
· In the Amount column put in the amount of the deposit being made.
· Save and Close
· Add Deposit Amount to the Checkbook Register
Processing Disbursements:
· Complete a SGRA Check Request Form.
· Attach the bill / invoice to the voucher making sure that you have the Event name and or job number on the bill / invoice.
· Give the completed SGRA Check Request Form to the SGRA Activities Director.
· Disbursements will then processed in a timely manner.
Bank Reconciliation:
· When the monthly bank statement from Florida Choice Bank is received (usually by the 10th day of the following month) the reconciliation takes place.
· The bank statement is reviewed checking off the deposits and checks written in both the checkbook and in QuickBooks Pro.
· On the back of the bank statement follow the instructions as to how to do the reconciliation.
· Check balances to the checkbook and QuickBooks.
Journal Entries
Are made monthly to:
· Correct any errors
· Close an event/job
· Accrued Quarterly Tax Expense
Event/Job Numbers
· Each event will be assigned a job number in order to track income and expenses for each event.
· Examples of job number are as follows:
JOB# EVENT NAME
601
2006—Classic Pizzazz
602 2006—Chinese New Year
603 2006—Friday Night Social
604 2006—Pinnacle Block Party
605 2006—Red Hat Valentine Dance
606
2006—
607 2006—Mardi Gras Parade and Ball
608 2006—Sunshine Club
609 2006—New Years Eve Casual
Closing Out an Event/Job
· Events/Jobs will be closed out 45 days after the event with the exception
of to all events In reply to December.
Monthly Reports: Monthly reports are to be run from QuickBooks and placed in the hanging file of the bottom file. Reports to be run are:
· Consolidated Balance Sheet
· Consolidated Profit & Loss
· List of Deposits
· List of Checks
· All Journal Entries
Quarterly Reports: Quarterly reports are to be run from QuickBooks and placed in the white binder labeled “2006 SGRA QuickBooks.” Reports to be run are:
· Consolidated Balance Sheet for the Quarter
· Consolidated Profit & Loss for the Quarter
· List of Deposits for the Quarter
· List of Checks for the Quarter
· Unclassified Profit & Loss for the Quarter
· Income by Customer for the Quarter
· Profit & Loss by Job for the Quarter
· All Journal Entries for the Quarter
Changes and Amendments: These Activities/Events Financial Procedures may be changed and/or amended as necessary by the AC and the SC with the approval of the BOD Treasurer.
CHAPTER SEVEN
SGRA SALES TAX PROCEDURE
1. Sales Taxes are due to the state on a quarterly basis. They must be calculated and paid by the 20th of the month following the end of the quarter being reported (i.e. taxes for the third quarter of 2006 ending on September 30th for the months of July, August and September the taxes must be postmarked to the State by October 20th).
2. Data Needed:
a. Clubhouse: All revenue and income produced by an SGRAINC event run by the SD during the reporting period (regardless of type or source); Exempt Revenue (revenue and income received from dues, donations, bingo and any other sales tax exempt revenue) and significant sales taxes paid on purchases for the various events must be tabulated.
b. Satellite Club: The various treasurers of the satellite clubs should submit to the SD the same information detailed above, for their club Activities for the reporting period. These need to be submitted to and received by the SD allowing enough time for the data to be consolidated and sales taxes calculated by the reporting deadline.
3. Forms and Materials
a. SGRA Sales Tax Worksheet (Excel Spreadsheet Program on Financial Computer)
b. State Sales Tax Reporting Forms
4. Fill in the appropriate column (on the Excel Spreadsheet) for the gross revenue, exempt revenue and sales tax paid for each SGRA event or Satellite club Activity. The spreadsheet will calculate the sales tax due for each of the lines (events) and provide3 a total for each of the pertinent columns.
a. Transfer the column totals from the spreadsheet to the appropriate space on the Quarterly Tax Form.
b. Write a check (from the Activity General Fund – yellow checks) for the total sales tax due to the state, have it approved and mail to the state.
c. Using the information from the spreadsheet:
i) Record the amount of sales tax expense to each of the SGRA events or satellite Activities into the Quick Books Pro reporting system.
ii) Notify the satellite club treasurer of the amount of reimbursement due to the SGRA Activity General Fund for their share of the reported sales tax. When their checks are received, deposit them into this Account. Note: these are not revenues to be taxed in the next sales tax reporting process.
CHAPTER EIGHT
ESTABLISHING AN OFFICIAL SGRA SATELLITE CLUB
1. Prerequisites for Satellite Club Formation: Applications for SGRAINC Satellite Club status will only be considered when a club has a minimum of 30 members. Once official SGRA satellite club status has been granted, the active membership must remain at or above the minimum. As long as an existing club maintains its membership rate the club will retain its satellite club status.
2. General: Any group of Association members interested in pursuing a particular hobby or field of interest may join together as a club (minimum 15 members for arts and crafts), subject to the club rules, regulations and procedures outlined herein.
a. Satellite Club Officers: The club officers are elected in accordance with the club bylaws. The club officers are responsible for the clubs’ internal operations. It is the responsibility of the outgoing club president to ensure that the succeeding officers are thoroughly briefed on all aspects of the rules, regulations and procedures for clubs.
b. Official SGRA Satellite Club: Official SGRA Club status is granted upon compliance with all rules & regulations outlined herein by the Association, approved by the AC. The granting of an official SGRA Satellite Club is based on membership; the need for specific programs, membership interest as determined by a pre-designated minimum number of active participants, and the availability of adequate space.
c. SGRA Satellite Club status will not be granted to a club, which requires subsequent membership in affiliated national, state, or regional organizations as a precondition for membership. Any affiliation in a national, state or regional organization must be optional on the part of the individual member. In some instances, national, state or regional membership may be necessary to compete in sanctioned tournaments or league play. Further, SGRA clubs may not merge with another non-Association entity, nor require for its members’ mandatory involvement with and/or membership in a corporation separate and distinct from the Association or its official clubs. If such a merger occurs, that club ceases to exist as an Association sponsored Activity and its official status is immediately revoked.
d. SGRA Satellite club status will not be granted to groups whose purpose is similar to an existing club, excluding ladies or men’s clubs as noted above.
3. Procedure for Making an Application for SGRA Satellite Club Status
Step 1 Thoroughly review a copy of the SGRA Club Rules, Regulations and Procedures to become familiar with the SGRA satellite club system.
Step 2 Hold initial organization meeting and read the draft bylaws, obtain membership roster, and elect interim officers. Minutes of the meeting are required and must substantiate the approval of the bylaws by the clubs’ members.
Step 3 Complete the following: (all forms are located in Appendix A)
1) Application for SGRA Satellite Club Status, SGRA-1
2) Initial Membership Roster, SGRA-2, (clubs require a minimum of 30 valid members, 15 if arts & crafts club),
3) The approved bylaws (see Sample of Club Bylaws, SGRA-3)
Step 4 Submit minutes of initial organization meeting indicating approval of proposed- bylaws by prospective members.
Step 5 Mail or hand-carry to the address below:
Summit Greens Residents Association, Inc.
ATTN: Social Director
1190
Step 6 The Social Director will review the package to ensure that all elements are complete. Any additional requirements for processing will be requested.
Step 7 When all requirements have been satisfied, the application package will be forwarded to the AC for recommendation for approval or disapproval. This process will require a minimum of one week. Requests must be submitted one week prior to the AC monthly meeting. If approved, a copy of the SGRA Satellite Club Rules, Regulations and Procedures and a certificate of approval will be forwarded to the Satellite Club President. If disapproved, the club will be provided with a written explanation of required revisions for approval.
Step 8 Upon receiving official SGRA Satellite club status, the clubs that collect
dues must apply for a checking account at an SGRA approved bank. A federal
identification number will be provided from the SD that the club must use
and a Fictitious Name application must be completed and mailed to the State
of
4. Club File: The official club file will be kept by the satellite club with a duplicate copy of the Application for SGRA Satellite Club Status and the Initial Membership Roster kept in the Social Directors’ office. The file will be organized as follows:
Section I – Application for SGRA Satellite Club Statues, SGRA-1, with Initial Membership Roster, SGRA-2.
Section II – Certificate of Satellite club approval, approved bylaws and amendments (as applicable); Satellite club operating rules.
Section III – Monthly Financial Reports and Quarterly Sales Tax Reports (Club Revenue and Expense Report, SGRA-10).
Section IV – All Satellite Club correspondence, between the Social Director and/or BOD correspondence with the Satellite club officers’ and any other pertinent correspondence.
CHAPTER NINE
MEMBERSHIP AND SATELLITE CLUB OPERATION
1. Membership: Membership in an SGRAINC Satellite club is open to residents in good standing with the HOA.
a. Membership in all SGRAINC Satellite clubs must be open to all bona fide members of the Association without discrimination as to race, religion, color, ethnic culture, or national heritage. SGRAINC Satellite club status will not be granted to any group that sets a restrictive precondition for membership by virtue of either the clubs’ title or requirement for membership; a club whose name refers to a specific nationality, state or religion, such as The Arizona State Club, The American-English Club.
b. SGRAINC Satellite club status may be revoked on the recommendation of the President/Chairman of the AC with approval of the Board of Directors. Reasons for revoking a clubs’ status include, but are not limited to, membership declines below the established minimum number; noncompliance with the Associations’ rules and policies; irreconcilable conflict among club members; creating Activities that project the club and/or the Association in an undesirable or embarrassing position; or violation of Federal, State or local government statutes and ordinances. Revocation of SGRAINC satellite club status may be appealed providing written justification to the BOD within 14 business days of the revocation notice. The BOD will provide a written notice of their final decision within 30 business days after receiving said appeal.
c. The Satellite club officers are responsible for providing the Activity office a bi-yearly membership roster for verification of association membership.
d. Proper behavior and decorum is essential to preserve the active adult lifestyle that has been created within the community. Members who are abusive, project an undesirable or inappropriate image, or who unnecessarily and blatantly create turmoil, disruption, and dissension among club members, other clubs, or the Association in general, may have their club membership temporarily suspended by the club. However, termination of a club membership can only occur following a recommendation from the Club officers to the AC. The SD will then forward a recommendation to the Association’s HOA AC for final determination. In severe cases, adverse behavior as described above may be cause for suspension of Association privileges. Any suspension or termination may be appealed to the BOD.
2. Use of Facilities:
a. Association Members: While all facilities and programs within the physical confines of the Association are available to the general membership, regular participation in some Activities may be contingent upon membership in a satellite club. In these specific cases, the Association has delegated full time operating responsibility to respective clubs in a conscious effort to provide low-cost programs in a necessarily structured and safe environment. In those facilities where participation is contingent upon club membership, the rational is solely based on the need to protect both the Association and club purchased investments, the need to provide a safe and orderly working place, and the desire to establish a comprehensive leisure time program.
b. Depending on the nature and size of a desired Activity, the SD will determine the facility to be allocated. In all cases, the decision will be based on maximizing facility utilization.
3. Participation Data: All clubs are required to provide the SD with quarterly participation figures relating to their clubs’ Activities. This report is due by the 8th of each month. Use form Quarterly Participation Report, SGRA-4, (Appendix C) for submitting this information. The importance of accurate and timely reporting of this data cannot be over-emphasized, since it is used by the Associations’ management to evaluate the need to sustain or revoke club status (based on demonstrated participation) or justify changes in facility use. Failure to comply can jeopardize the Clubs’ charter. Management has the authority to verify roster or participation report.
4. Program Supervision and Safety:
a. Club Monitor: During all club-sponsored Activities, the club to ensure that established operating procedures are followed must provide a club officer or representative.
b. Open work time: Any one room will be available to general membership at least 50% of the time.
c. Posting of club bylaws and written operating rules: Bylaws must be made readily available to club members and guests. Operating rules (as applicable) must also be conspicuously posted. Written operating rules are somewhat at the discretion of the club. All arts and crafts clubs using electric or gas operated machinery (portable or fixed) will develop and post written operating rules pertaining to safety and machine operating procedures (where posting is not applicable, operating instructions and bylaws should be readily available at each activity).
5. Hours of Operation: Clubs rooms will be open during the regular scheduled hours of the community
center. (Refer to Rules and Regulations for
6. Event Advertising: The SD will approve flyers for distribution. Publicity flyers may help the club increase membership or announce an upcoming program. Flyers are paid for by the club and can be placed in the residence newspaper box (only after approval). One flyer can be hung on the HOA bulletin board.
7. Election/Appointment of Officers and Directors: At a minimum, clubs must have elected a president, vice-president, secretary, and a treasurer. The board must be elected by a majority vote of the clubs’ membership at the clubs’ initial meeting after a quorum of 50% of its’ members is established. However, a vacancy does occur, the Board can appoint a member to fill the vacancy.
AS NEW OFFICERS ARE ELECTED OR APPOINTED, CLUBS WILL COMPLETE THE NEW CLUB
OFFICERS, SGRA-5 (Appendix C) AND FORWARD IT TO THE SOCIAL DIRECTOR WITHIN
14 BUSINESS DAYS AFTER ELECTION OR APPOINTMENT.
8. Business Communications: Any club matter requiring action on the part of the Associations’ management will be referred, in writing, to the SD. Clubs’ mailing lists or similar documents shall be used only for distribution of Club newsletters or other official club business. A club member shall not use a clubs’ membership roster for any type of solicitation.
9. Incidents/Accidents: All incidents or accidents occurring in club facilities (whether requiring medical attention or not) will be immediately reported to the respective club monitor using form, Incident/Accident Report, SGRA-13 (Appendix C). While the club monitor will be responsible for documenting pertinent details on the report; club officers will ensure that the report is sufficiently detailed to allow for a meaningful review. The report is forwarded to the SD within 24 hours of a reported incident or accident.
10. No smoking policy: Smoking is not permitted in any indoor area of any building owned, operated,
or maintained by the Association. (Refer to Rules and Regulations for
11. Professional Counsel: Since clubs are chartered under the auspices of the Association, Clubs are not authorized to engage in professional counsel in tax matters, legal issues, or financial practices without obtaining advance written approval from the Executive Director.
12. Clubhouse Room Scheduling: The SD is primarily responsible for approving and scheduling all activities/meetings/events.
13. Priority of use:
1) SGRAINC Board of Directors Meetings
a. Board of Directors Executive Meetings/Search Committees
b. Architectural Control Board
c. Covenant Compliance Committee
d. Asset Preservation Committee
2) SGRAINC Association events
3) SGRAINC Satellite Club (clubs with bank accounts) events
4) Regular Clubs (non-bank account clubs)
5) Unscheduled Activities/meetings/events
14. Facility Reservations: Regular facility use: Satellite clubs must submit form, Master Calendar SGRA-6, to the SD annually. The Master Calendar will identify regularly scheduled
club Activities and meetings. The term “regular” is defined to mean those
social functions, general membership and board meetings that are consistently
held on the same day(s) of the week/month/quarter throughout the calendar
year. It does not include special club events or other sub-elements of
a satellite club.
a. Once reviewed, evaluated and approved, club schedules will be entered in the Associations’ Activities Calendar. Club calendars are approved as submitted, unless, you are notified by the SD to the contrary. Unless a subsequent change occurs, there is no requirement for additional submittals. The Activities calendar is the hub around which all-remaining facility space is determined and, subsequently, all additional facility allocations are derived.
b. Based on facility availability, clubs may request a change to their regular schedule at any time by submitting an updated Master Calendar, SGRA-6.
15. Special Activities or Events: Clubs desiring use of a facility for a special event must submit their
request for space to the SD office 60 days in advance. Clubs are limited to 2 special events per year. The SD will complete
a special event reservation sheet for each facility space reserved, and
the event will also be entered on the facility calendar. All monies received
by the club as a result of these Activities and events must be deposited
directly into the clubs’ bank Account. All associated disbursements must
be made by check. No disbursements may be made from non-deposited monies.
Sponsoring clubs will be required to pay for any special “set-up.” (As outlined in the Event Guidelines)
a. In case of a conflict in requests from two different authorized users, the SD will decide how to resolve the conflict.
b. The Associations’ membership and related chartered clubs will receive priority over non-chartered resident clubs or organizations facility use.
c. Sign-up sheets and Activity information must be submitted to Activities staff for placement in proper notebooks.
d. Satellite Club Meetings:
i) At a minimum, there will be at least bi-annual general membership meetings conducted during each calendar year.
ii) The clubs’ board will meet as needed to ensure club business is kept current.
16. Private Parties in the Clubhouse: There will be no private parties. The clubhouse facilities are for the use of SGRAINC homeowners and their guests. The Friday Socials, which occur on the 2nd and 4th Fridays of the month, are opportunities for residents to celebrate special days (i.e. birthdays, anniversaries, etc.) by bringing dessert/food/beverage to the gathering for anyone in attendance to enjoy.
17. Children at Functions: No one under the age of 18 will be permitted to attend any organized function unless it is announced as a family function in advance (i.e. Ice Cream Social).
18. Calendar: The Yearly Calendar of Events will be prepared during the months of November/December for the next year. All submissions for events by Clubs, past presidents, or new ideas should be received in the Activities Office (in writing) no later than
November 1st, for special events. All consideration will be made to accommodate requests for functions during the year with at least a 60-day written notice.
19. Outside Signage: Temporary signs may be erected outside the clubhouse and at the entrance of the community indicating a special event i.e. Vote Here, parking, map to homes, Oktoberfest Banner, etc. The maximum time a sign may stay out is seven days. Event or club is responsible for any expense for the signs.
20. Event Posters: Posters on easels may be placed in the lobby for special events only advertising the event and ticket sales date no longer than the length of time the tickets are on sale.
21. Fundraisers: SGRAINC will support one fundraiser per year for an outside request. The Activity Council will make a recommendation upon receipt of request to the BOD to determine which charity SGRAINC. Will support.
22. Acceptance of Donated Gifts: If a resident or club offers to donate and item which would become and inventory item (i.e. umbrellas and stands for outdoor pool, popcorn machine, furniture, etc.) in the clubhouse, acceptance of such gifts must be approved by the BOD. All offers of donated gifts must be submitted on Offer to Donate Equipment/Furniture, SGRA-12 (Appendix C).
23. Lending Out of Clubhouse Inventory: The clubhouse does not lend and items out of the clubhouse such as tables, chairs, or and additional item a resident may ask to borrow.
24. Use of Association Copy Machine: The copy machine is for Association BUSINESS ONLY. An ID number is assigned to Board Members and Association employees for their use of the machine. Residents requesting copies of covenants, by-laws, etc., may be charged up to $.50 per page as outlined in Florida Statute 720.303(5)(c).
25. Clubhouse Muzak: Music played throughout the clubhouse during regular clubhouse hours at
volume level 4. The type of music to be played will be changed periodically
and during the holidays. In individual rooms where there are volume controls,
it may be lowered for the purpose of meeting, events, etc. Residents are
NOT permitted to touch Muzak controls in the main unit or the
26. Bulletin Boards: All information to be placed on the clubhouse bulletin boards is to be approved by the Social Director. There are currently 10 bulletin boards within the clubhouse and tennis courts. (Refer to Communications Committee Guidelines)
27. Fire (Candles): There are to be no open flames in the clubhouse.
28. Record Retention Schedule:
Correspondence and meeting minutes – 3 years
Financial records – 7 years (prior to current year)
Daily attendance forms – current and prior year
Charter approval and – life of the club
33. Club Dissolution: If a club disbands, all club assets (monies and equipment) shall be transferred to the Association. If a club charter is revoked, and the group remains intact as a non-chartered club, all assets purchased for or in behalf of that club will be transferred to the Association. In all situations, club approved debts must be satisfied by the club prior to final dissolution. The SD will assist clubs in all efforts relating to dissolution.
CHAPTER TEN
FEES AND CHARGES
1. Dues and Special Assessments: A club’s primary source of revenue is membership dues. Dues should be set at a minimum and sufficient to cover basic operating requirements. However, funding for clubs equipment, repairs, replacements, etc. may require an initially higher dues or at times a special membership assessment (these provisions may require membership approval). Special assessments may not be levied in any chartered club without the approval of the Executive Director.
a. If a club requires unusual, or special requirements for the set-up/take-down of a facility, the Association reserves the right to charge that club for additional incurred expenses.
b. The Association maintains existing facility as it relates to custodial service, routine repair & maintenance, and the cost of utilities. If a club desires “new work” to modify or alter an existing facility, and such work is approved by Association Management, the Association will arrange for the work and bill the club on a cost-recovery basis.
2. Admission Fees: In the event a club charges admission fees to offset related expenses for special functions, special events or any tournaments by inviting participants living outside of SGRA, clubs are encouraged to retain a reasonable amount of revenue, above expenses, to assist in future operating requirements.
3. Club Contributions & Donations: Club financial programs are developed to ensure basic self-sufficiency.
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. Clubs who generate sizable net gains
are required to transfer these net gains (less $50.00) to the Activities
Reserve Account by the 15th of December of the calendar year. In January of the new year the club’s
remaining balance of membership dues revenue will be returned to the club.
4. All Special Events requiring set-up/breakdown of tables/chairs will be assessed a fee of
$50.00. This fee is for all events including but not limited to Bingo, Satellite Club special events, meetings, and events that are free to the community. (i.e., health fair, art exhibits, etc.) This fee is payable to the SGRA General Activities Fund.
APPENDIX A
WAIVER OF LIABILITY AND HOLD HARMLESS AGREEMENT
In consideration for participating in the _____________________________________________________
(Here-in-after referred to as the “Event”), I hereby RELEASE, WAIVE, DISCHARGE
AND CONVENANT NOT TO SUE: ________________________________________________,
SUMMIT GREENS HOMEOWNERS ASSOCIATION, and any of their officers, servants,
agents, or employees (Here-in-after referred to as “RELEASEES”) from any
and all liability, claims, demands, actions and causes of action whatsoever
arising out of, or related to, any loss, damage, or injury, including death,
that may be sustained by me, or to any property belonging to me, WHETHER
CAUSED BY THE NEGLIGENCE OF THE RELEASEES or otherwise, while participating
in the Event, or while in , on or upon the premises where the Event or
any associated activities are being conducted.
To the best of my knowledge, I am in good physical condition and am not
aware of any physical infirmity, which would place me at risk to participate
in the Event, or any associated activities. I am fully aware of the risks
and hazards connected with the Event and associated activities, including
the risk of serious bodily injury. I hereby elect to participate as a voluntary
participant in the Event, and to enter the premises of the facility and
engage in such activities knowing that the activities may be hazardous
to my property and me. I VOLUNTARILY ASSUME FULL RESPONSIBILITY FOR ANY
RISKS OF LOSS, PROPERTY DAMAGE OR PERSONAL INJURY, INCLUDING DEATH, that
may be sustained by me, or any loss or damage to property owned by me,
as a result of being engaged in such activities, WHETHER CAUSED BY THE
NEGLIGENCE OF RELEASEES or otherwise. I further hereby AGREE TO INDEMNIFY
AND HOLD HARMLESS the RELEASEES from any loss, liability, damage or costs,
including court costs and attorney’s fees, that they may incur due to my
participation in the Event, WHETHER CAUSED BY NEGLIGENCE OF RELEASEES or
otherwise.
It is my express intent that this Waiver of Liability and Hold Harmless
Agreement shall bind the members of my family and spouse if I am alive,
and my heirs, assigns and personal representative if I am deceased, shall
be deemed as a RELEASE, WAIVER, DISCHARGE AND COVENANT NOT TO SUE the RELEASEES.
I hereby further aggress that this Waiver of Liability and Hold Harmless
Agreement shall be construed in accordance with the laws of the State of
I HAVE READ THIS WAIVER OF LIABILITY AND FULLY UNDERSTAND ITS TERMS, I
UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BY SIGNING IT AND SIGN
IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCEMENT.
___________________________ ________________________ ____________
Participant’s Printed Name Signature Date
APPENDIX B
SGRANIC FORMS
Form Title
SGRA-1 Application for SGRAINC Satellite Club Status
SGRA-2 Initial Membership Roster
SGRA-3 Sample Bylaws
SGRA-4 Quarterly Participation Report
SGRA-5 New Club Officers
SGRA-6 Master Calendar
SGRA-8 Event Budget Worksheet
SGRA-9 Check Request
SGRA-10 Club Revenue and Expense Report
SGRA-11 After Action Report
SGRA-12 Offer to Donate Equipment/Furniture
SGRA-13 Incident/Accident Report
APPLICATION FOR SGRAINC SATELLITE CLUB STATUS
Date:____________________________ Name of Club._________________________________
Purpose of Club________________________________________________________________
______________________________________________________________________________
Number of persons interested:____________________________________________________
Frequency of Meetings and Regular Club Activity Times:______________________________
______________________________________________________________________________
Financial Plan (Identify Basic Anticipated Expenses and Proposal for Offsetting
Revenue):
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
If the proposed club appears to be a duplicate of an existing club, please
explain why an additional club is needed, or differentiate the two clubs:______________________________________________
______________________________________________________________________________
______________________________________________________________________________
Initial Club Leader: This group will be considered the interim club executive
board until a full slate is proposed and elected by the membership. At
a minimum, this group will include interim president, vice-president, and
secretary/treasurer:
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SGRA-1
INITIAL MEMBERSHIP ROSTER
The names listed below represent the initial membership roster for the
proposed __________________________________________ club.
The category of club is (check one): Crafts: __________ Non Crafts: __________
Note: Craft clubs require a minimum of 15 initial members.
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SGRA-2
Section A – Name of Organization
Section B – Purpose of Organization
Section C – These bylaws willfully comply with the Summit Greens Residents Association,
Inc. (SGRAINC) bylaws, and club rules, regulations and procedures. In the
event of a conflict between these bylaws, the governing documents of the
SGRA HOA shall prevail.
Section D – This organization shall be operated as a nonprofit Association in accordance
with
Section E – Other
MANDATORY Article II – Membership
Section A – Membership shall be open to all members in good standing of the SGRA HOA.
Section B – There shall be no precondition for membership, nor will members be required
to join any national, state, or regionally affiliated organization. In
some instances, national, state or regional membership may be necessary
to compete in sanctioned tournaments or league play.
Section C – Guest privileges are specified in the rules, regulations and procedures. Refer to SGRA Clubhouse Rules and Regulations.
Section D – Dues – amount of dues will be determined annually on the recommendations of the club board and approved by a majority vote of the club members attending the meeting after a quorum has been established.
Page 1
MANDATORY
Section E – Other (e.g., disciplinary actions). The following are recommended for club disciplinary actions (in case of a serious violation, more appropriate action may be taken):
a. First offense – a written warning from the club.
b. Second offense – a short term suspension by the club.
c. Third offense – a longer-term suspension by the club.
d. Fourth offense – termination recommended by the club board to the Board of Directors
A club may recommend membership termination at any stage of the disciplinary process depending on level of violation. Any temporary suspension will remain in effect until the Board makes a final determination. Any suspended or terminated club member has the right to appeal to the Board of Directors.
Article III – Club Board Presidency
MANDATORY
Section A – The club board shall consist of (at a minimum) a president, vice-president, and secretary/treasurer.
Newly elected or appointed officers, within 14 business days of taking office, shall read and understand the SGRA Clubhouse Rules, Regulations and Procedures. Submit SGRA-5 New Club Officer form to the SD.
Section B – The club board must be elected by a majority vote of the clubs’ membership at the club’s annual meeting after a quorum (majority of the members present) is established and shall serve without compensation. An officer cannot serve as an independent contractor, however an officer may volunteer instructional services.
MANDATORY
Section C – Officers are in office for one year. Club to determine is officers can have concurrent terms.
MANDATORY
Section D – Other (e.g., vacancies in office, impeachment).
Page 2
Article IV – Meetings
MANDATORY
Section A - Frequency of meetings. At a minimum, there will be two (2) business meetings conducted each calendar year.
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. Copies of minutes are to be provided to the SD upon acceptance by the club board.
Section C – Voting and quorum requirements: Refer to Roberts Rules of Order for assistance in parliamentary procedures. Please note that stated bylaw provisions take precedence over Roberts Rules, i.e., anything not stated in the bylaws shall be referred to Roberts Rules for parliamentary rule.
Section D – Other
Article V – Financial
VERBATIM
Section A – Financial records will be retained for a period of seven (7) years.
MANDATORY
Section B – Specified dollar limitation on expenditures of club funds by other than
a vote of the general membership. All expenditures must be done by check.
No cash transactions.
Section C – Financial records must be audited on a yearly basis by individuals other than those elected to the 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 SD.
Section D – Other – i.e., check signing provisions (all checks require two signatures).
Page 3
Article VI – Committees
Section A – Committees and/or chairpersons may be elected by the general membership or appointed by the club board.
OPTIONAL (Clubs with large dollar requirements should consider this section as mandatory)
Section B – Audit Committee.
Article VII – Amendments
VERBATIM
To amend the bylaws of this club requires a two-thirds vote of the membership. Procedures for filing for amendment(s) are as follows:
1. Proposed amendments shall be well publicized to the membership one month prior to the vote. All amendments must be voted upon and approved by the membership. Unless specified in the bylaws, a quorum is considered to be a simple majority of the entire membership. If changed in the bylaws, the number selected needs to be as large as can be reasonably expected to be present at all meetings.
Article VIII – Dissolution
VERBATIM
Prior to club dissolution, all property and assets shall be turned over to the SGRA HOA. In the event that the club had incurred debts that are not satisfied by club assets, members may be held liable.
Page 4
The undersigned applicant(s) hereby apply for a Club Charter pursuant to
the foregoing application and have attached the Initial Membership roster
and club bylaws.
__________________________________ Dated this ______ day of ________
Applicant_________________________________
Applicant_________________________________
The foregoing application and the attached Bylaws are hereby approved and the Charter is hereby granted, subject to the Charter Club rules and procedures and subject to paragraph 10 of the application.
__________________________________ Dated this ______ day of ________
SUMMIT GREENS RESIDNETS ASSOCIATION, INC.
By:_________________________________________________ Social Director
By:_________________________________________________
Page 5 SGRA-3
QUARTERLY PARTICIPATION REPORT
Name of club:_________________________________________________________________
Participation data for the month of: _________________________________________________
Participation:
________________ Number of Members:____________________
________________ Number of Guests:_______________________
________________ Total:_________________________________
_________________________________ __________________
Name/Signature of Club Official Date
SGRA-4
NEW CLUB OFFICERS
The following information is provided for the election/appointment of new
officers for the
_________________________________________________________ Club.
President:
Name:
Address:
Telephone Number:
Vice-President:
Name:
Address:
Telephone Number:
Secretary:
Name:
Address:
Telephone Number:
Treasurer:
Name:
Address:
Telephone Number:
The effective term of office for the above named individuals is from __________________________
to______________________ .
______________________________ __________________
President Date
SGRA-5
MASTER CALENDAR
1. Name of Club ____________________________________________________________
2. Regular Membership Meeting: Bi-Annual ( ) Other ( )
Annual ( ) Quarterly ( ) Monthly ( ) (Please check one)
Facility Desired ________________________Time Desired_______________________
3. Regular Club Activity:
Monthly ( ) Weekly ( ) Daily ( ) (Please check one)
Other (Specify)___________________________________________________________
Facility Desired________________________ Time Desired________________________
4. Scheduled Special Events:
Type of Event ____________________________________________________________
Facility Desired ___________________________ Date Desired ____________________
Type of Event ____________________________________________________________
Facility Desired ___________________________ Date Desired ____________________
Type of Event ____________________________________________________________
Facility Desired ___________________________ Date Desired ____________________
______________________________ ________________________
Name/Signature of Club Official Date Submitted
SGRA-6
EVENT BUDGET WORKSHEET
Event Name: _________________________________________________________
No. Of Attendees: _________________________________________________________
EXPENSES:
Caterer: $________________________________________________________
Entertainment: $________________________________________________________
Sound Tech: $________________________________________________________
Decorations: $________________________________________________________
Paper Products: $________________________________________________________
(Plates, utensils, cups, napkins)
Cleaning Service $________________________________________________________
(At cost for outside service—clear all tables, take garbage to dumpster, vacuum ballroom, and mop kitchen.)
Set-up & Breakdown $ 50.00___________________________________________________
Tablecloths: $________________________________________________________
Must be professionally laundered or purchased plastic
Total Cost P/P: $ __________ x Total # People _________ = Total Income:__________
Minus Sales Tax (7%) $____________
Total revenue expected for event: $___________________________
APPROVED:____________________________________
SGRA-8
CHECK REQUEST FORM
Date: _________________________________________________
Name: _________________________________________________
(Please Print)
Phone # _________________________________________________
Event: _________________________________________________
Purpose of Request:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Receipts/Invoice Attached:________________________________________________________
Account Charged To:____________________________________________________________
Activities General Fund: Check # _______________ Date ___________________
Comments:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Approved By:
____________________________________
Event Chairperson
SGRA-9
CLUB REVENUE AND EXPENSE REPORT
(Form is to be turned into the office each month)
Club Name___________________________________________________________________
Month/Year of Activities Report ___________________________________________________
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TOTALS |
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Note any revenue that should not be taxed with the explanation (i.e. trip
money that will be turned entirely over at destination, dues, etc.)
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Month of bank statement reconciliation ________________________
Beginning Balance $____________________
Ending Balance $______________________
I have reconciled the checkbook to the bank statement for the month stated
above.
Treasurer’s Signature_______________________________
Treasurer’s email address ____________________________
The SD office will let the treasurer know the amount of sales tax due via
email. A check for the sales tax remittance should be made out to SGRA
and turned into the activities office by the 10th of the month (i.e. July 10th for quarter ending in June).
SGRA-10
AFTER ACTION REPORT
Event: _______________________________________________________________________
Date: ______________________________
Total Deposits (Ticket Sales & Raffle Income)_ $ ________________
Expenses
$_______________
$_______________
Totals
$ _______________ $_______________
Net Profit to Activities Fund (or designated fund) $_______________
NOTE: Figures are approximate. Final figures will be available after receipt
of bank statements and reconciliation.
Chairperson Signature: _____________________________
Date Posted: _____________________________________
SGRA-11
OFFER TO DONATE EQUIPMENT/FURNITURE
Name:___________________________________________ Date:__________________
Description of Item(s) to be donated:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
__________________________________
Signature
-----------------------------------------------------------------------------------------------------
Approved/Disapproved
Date of Board Meeting: _____________________________
____________________________________ __________________________________
Approved - Signature BOD President Disapproved - Signature BOD President
Reason for disapproving: _________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
-----------------------------------------------------------------------------------------------------
(For Inventory Purposes Only)
Date Placed in Inventory: ____________________________
Location:_____________________________________________________________________
Inventory Number: _________________________________
SGRA-12
INCIDENT/ACCIDENT REPORT
This report is required for any incident or accident occurring on Association
property. As soon as the facts are known, the responsible facility monitor/club
officer is required to complete this report. If a life-threatening injury
or a fatality occurs, notify Association Management immediately.
Location of incident: ____________________________________________________________
Date and time of incident: ________________________________________________________
Person(s) involved (use separate sheet if necessary):
Name_____________________________ Address_______________________________
Name_____________________________ Address_______________________________
Name_____________________________ Address_______________________________
Facility monitor on duty at time of incident: ____________________________________________
Details of incident (use separate sheet if necessary):______________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Witness to incident:
Name_____________________________ Address_______________________________
Name_____________________________ Address_______________________________
Emergency Medical Response:
Provided by _______________________________________________________________
Treatment Administered at _____________________________________________________
Reported by:
Name_____________________________ Address_______________________________
Phone_____________________________
Date and time of report: ___________________________________
SGRA-13
