A new Board Policy 12 for Chartered Clubs is being proposed to replace the current Board Policy 12/12A. To review the proposed policy you can click Proposed Board Policy 12 for Chartered Clubs or copy and paste the following link into your browser’s address bar: http://sunaz.com/wp-content/uploads/2012/10/BP12-Chartered-Clubs-V-11.29.12.pdf
Well over a year ago the Board of Directors began the process of rewriting Board Policy 12/12A with the following goals in mind:
Reduce the length of Board Policy 12/12A considerably
- Board Policy 12 shorten to 10 pages, compared to BP12/12A at 30 pages
- Also included in this packet of information:
- Index: BP12 Sections listed in Numerical & Alphabetical Order
- New and reduced number of Club Forms:
Form BP12-1: Club Membership Roster (quarterly)
Form BP12-2: RCSC Facility Club Usage & Club Meeting Schedule (annually)
Form BP12-3: Club Officers (annually or as changed)
Form BP12-4: Club Guest Attendance Register (monthly, if applicable)
Form BP12-5: RCSC Chartered Club Independent Contractor Agreement (as applicable)
Form BP12-6: Club Inventory (annually)
Form BP12-7: RCSC Chartered Club Acquisition/Disposal Request (as required)
Form BP12-8: Club Annual Financial Statement (annually)
- Guidelines for Club Rules & Regulations: Regulations previously defined in BP12/12A which are now left up to each club to decide individually for themselves
Make all processes as easy and user friendly for the clubs as possible
- Clubs without designated space will only be required to have 25 members to maintain their charter, instead of 50
- New Member and Privilege cards will not have the expiration dates, clubs will only be required to obtain the card number of each club member and submit a Club Membership Roster quarterly for RCSC to verify that all club members are RCSC cardholders in good standing (RCSC will help automate the membership rosters for clubs so that they can be easily updated for submission quarterly)
- Club events open to the public will pay rental and set up fees only for use of non-dedicated space, no percentage of sales will be payable to the RCSC
- Attendance records will be required for guests only and then only if a Host Punch Card is not used (all club guests will be required to pay $2.00/per person/per day)
- Completed inventory schedules will be provided to each club by RCSC annually, so each club can easily verify the inventory and make any needed changes (inventory will only be required on accumulative value of $1,000 or more)
- Donations made by clubs to RCSC, excluding those made in lieu of rental or set up fees, will be used for the promotion and marketing of clubs and their events and activities
Remove those items from board policy that can be decided at the club level and let the clubs make those decisions individually in their own rules and regulations
- Clubs will decide what, if any, committees are applicable and needed for their club
- Club officer’s duties, term limits and election procedures will be defined by each club individually
- Clubs will decide what, if any, dues are required by the members of the club and how often they are paid
- Clubs will decide if they have honorary or lifetime membership and how they work
- Clubs will decide what their rules are regarding authorization for expenditures of club funds and petty cash procedures
- Clubs will decide rules about their treasury, when bank accounts are required, number of signers required and who is eligible to sign
- Clubs will decide if name tags are required and if so, what should be included on them
- Clubs will decide if visitors and/or guests can use club equipment, participate in activities or classes and/or attend meetings
- Clubs will decide the number of articles that individual club members may sell, the percentage the club will receive, and how complaints from customers will be handled
Write the new policy so that it is practical for all clubs, regardless of their size
- Club Executive Boards will be required to meet 2 times a year instead of 4 times a year
- Club membership meetings will be required once a year instead of 3 times a year
- The Secretary/Treasurer position can be a combined
- Club monitors will be required only if tools and equipment are being used that could cause injury
We believe that we have accomplished our goals and now we would like to hear from you. Remember, as is the case with all board policies, this is a working document that can and will be changed based on need. Please take the time to review the proposed Board Policy 12, club forms and guidelines for club rules and regulations and provide us with your feedback.
Thank you!
RCSC Board of Directors
boardoffice@sunaz.com
10626 W Thunderbird Blvd
Sun City AZ 85351