Sun City Festival Players Club

BYLAWS

SUN CITY FESTIVAL PLAYERS CLUB

CHARTERED CLUB

Amended April 15, 2016

ARTICLE I – GENERAL

Section A. Name of Organization:

Sun City Festival Players Club

Section B.Purpose of Organization: To provide an organized framework under which Sun City Festival residents may engage in various board and card games dependent upon resident demand. The club will provide management oversight, centralized scheduling, logistics, and publicity in concert with the Sun City Festival Lifestyle Director to ensure maximum accessibility to residents, efficient use of Association facilities, staff, and material resources.

Section C.These bylaws willfully comply with the Association’s Governing Documents and the Chartered Club Rules and Procedures Manual. In the event of a conflict between these bylaws and the Documents or Rules, the Documents or Rules will prevail.

Section D.This organization shall be operated as a non-profit association in accordance with applicable statutes and the Association’s Documents.

ARTICLE II – MEMBERSHIP

Section A. Membership is open to all Association members in good standing without discrimination as to race, religion, color, ethnic culture, or national heritage.

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

Section C. Guest Privileges: A guest is defined as a person(s) who does not reside within the confines of Sun City Festival and who is attending a Sun City Festival Players Club function at the invitation of and accompanied by a club member. An individual guest may attend three Player’s Club functions per calendar quarter. Seating capacity limitations dictate that respective game Coordinators must ensure that the presence of a guest does not prohibit a member from participating in a given event. Guests play free of charge. Sun City Festival residents may not participate in club activities in a guest status; they must join the club as a regular, dues-paying member. Deviations or exceptions to this policy may only be granted by a club officer.

Section D.Dues: Limited Lifetime dueswill be determined by the club officers and game coordinators. There is no distinction between those who own their homes and those who rent for a limited time. Dues in the form of cash or personal check made payable to The Sun City Festival Community Association accompany submission of the Player’s Club Membership Application. Dues and membership application are submitted to any officer or game coordinator. Internal procedures are developed to insure the security of funds and the confidentiality of personal information.

Club officers retain the prerogative to institute annual dues in the future should club solvency warrant and upon approval of the general membership.

ARTICLE III – OFFICERS

Section A.The Executive Board consists of a president, vice president, secretary, and a treasurer. The latter two offices may be combined into one, dual-functioning position at the directionof the president. Primary game coordinators, while not officers per se, shall have voting privileges on all issues related to bylaw amendments and club operations with the exception of the annual election of officers.

Section B.All officers are elected by a majority vote by any method specified by the club Executive Board. Given the size and transient nature of the club membership, convening a meeting and requiring a physical quorum is not practical. Consequently, electronic voting will be the preferred method of officer elections. As a general rule, more than 95 percent of the club membership has an electronic mail account through which they may cast a ballot. Those who do not will receive a ballot via U.S. mail or other methods as specified by the Board.

Section C.Terms of Office and Responsibilities: Terms of office are one year starting the first day of January and ending the last day of December.

President – Presides over all club meetings and is accountable for

the administration of all club business. The incumbent acts as the principle liaison between the club and the Association, and appoints members of all committees that have been authorized. The President ensures the selection or appointment of subordinate card and game coordinators who oversee all functions related to their respective activities. This relationship is depicted on the Club Organizational Chart. The President also represents the club at chartered club Presidents’ Council meetings.

Vice President - Performs all duties of the Club President in the

eventof his/her absence or inability to perform. Assists in the conduct of periodic meetings and performs random assessments of subordinate game groups to assure smooth operations and initiates action to resolve problem areas.

Secretary – Maintains club records, issues notices of all meetings,

andpublishes and distributes meeting minutes to all club members and the Association’s Lifestyle Director. Is the administrative focal point for all correspondence between the Club and theAssociation. Provides administrative support to each subordinate game coordinator and established subcommittees. The secretary shall develop special publicity media such as flyers, newsletter, inserts, etc., to inform residents of club activities. The incumbent publishes and distributes monthly membership rosters to all officers and game coordinators as a means to verify membership; submits membership rosters to the Association Lifestyle Director as required by the Chartered Club Rules and Procedures manual.

Treasurer - Receives and deposits all monies due to the club and

pays all obligations that may be incurred by the club in the regular course of its business. The incumbent maintains an up-to-date ledger of all financial transactions and provides financial reports as may be required at club meetings. Prepares, coordinates with the club President, and submits mid and year end reports as required by the Association.

Section D.Nomination and Election Procedures: All officers are elected by a majority vote with the total ballots cast equal to or greater than the number required for a quorum as specified in Section E of these bylaws. A Nominating Committee may be established by the club President to solicit and validate nominations via a paper or electronic submission. Votes shall be cast via electronic media as specified by the Executive Board. Those without access to such technologies shall be afforded the opportunity to vote by U.S. mail or other methods specified by the Board. Elections occur in December of each year with new officers installed in January of the following year.

Section E.Meetings, Quorum and Voting Procedures: Because of the size of the club and the transient nature of the membership, general membership meetings per se are not practical. Business meetings that address club planning, scheduling, budgeting, and general operations are held not less than twice per calendar year. Voting is limited to club officers and game coordinators who, in essence, represent all members from a voting perspective. Twenty percent (20%) of the club officers and primary coordinators or his/her representative satisfy the quorum requirements.

Section F. Vacancies and Recall of Officers: In the event an officer is not able to perform his/her duties, a replacement will be appointed by the Executive Board.

ARTICLE IV – MEETINGS

Section A. Types and Frequency of Meetings: General membership meetings per se are impractical and are replaced by at least two business meetings annually to be attended by the club Executive Board and a coordinator or his/her designee representing each game sponsored by the club. Coordinators act as representatives of the membership at large but a club member may attend a business meeting if he/she so desires.

Section B. Conduct of Meetings/Parliamentary Procedures: Issues involving policies, procedures, elections, and events that affect the membership as a whole will be presented for a vote during business meetings attended by club officers and game coordinators. Roberts Rules of Order shall be used as a guide for the conduct of such meetings.

Section C. Voting and Quorum Procedures: A quorum is a minimum of 10 percent of the total general membership for officer elections and 20 percent of the Executive Board and game coordinators for all other issues. Only members in good standing are permitted to vote.

ARTICLE V – FINANCIAL

Section A. The club Treasurer maintains all financial records for the current and seven previous years of the club’s operations.

Section B.Individual (single line item) expenditures in excess of $250 shall require a majority approval by a vote of the Board and coordinators in accordance with the voting and quorum procedures defined in Article IV, Section C of the club’s bylaws. The results of the vote shall be duly recorded in the minutes of the meeting at which the vote occurred.

Section C. Financial records shall be certified on an annual basis by individuals other than club officers. Annual audits shall be conducted by two club members whose names were randomly drawn during the last club meeting preceding the actual audit. Audit results will be presented to the general membership and duly recorded in the applicable meeting minutes.

Section D. All funds/revenue shall be deposited in a bank account established in the club’s name with the Association’s designated chartered club banking services provider. However, the club may retain up to $50.00 in petty cash on hand collected from club dues/activities for cash payments such as prizes or member reimbursement (with the purchase receipt or invoice retained as the expense reimbursement documentation). The club’s bank account shall be maintained through succeeding club administrations. Disbursements, other than those made from the petty cash on hand discussed above, should not be made from cash that has not been deposited in the club’s bank account. These disbursements shall be made by Club check. All checks in excess of $100.00 shall require two Executive Board members’ signatures. Inventory control procedures over durable assets shall include periodic physical counts and reconciliations of underlying accounting records. Club inventories are to be performed annually, and property maintained and safeguarded to prevent theft, deterioration, etc. If requested, the club furnishes a copy of all inventories to the Association.

Section E. Semi-annually, the club will submit Form CC-8, “Annual Financial Report” to the Lifestyle Director. A copy of the report will be retained in the official club file, and the original will be forwarded to the Association’s Controller for use when preparing and filing the Association’s annual tax return. This report must be provided to the Association not later than the 15th day of January and July, and must be certified by the club president and treasurer.

ARTICLE VI – COMMITTEES

Section A. Permanent (standing) committees may include but are not limited to publicity, scheduling, and logistics.

Section B. The chairperson of each committee shall, first, be a volunteer for the position. In the event a volunteer does not emerge, the club President shall appoint a committee chairperson to serve for a period of not less than six months. At least two club members shall serve on each committee and may be a volunteer or a draftee appointed by the committee chairperson.

Section C. All committees will have written mission statements prior to their formation. Mission statements may be amended as conditions warrant.

ARTICLE VII – AMENDMENTS

Section A. To amend these bylaws requires a majority during a business meeting attended by club officers and game coordinators, provided the requisite quorum has been satisfied.

Section B. Notice requirement and procedure: Any proposed amendment(s) to these bylaws must be provided in writing to the club officers, game coordinators, and the membership at large at least ten days prior to a meeting to approve, modify, or disapprove the amendment(s). Electronic notification is the preferred method of communication. Members shall direct comments or questions to the Board through a respective game coordinator or may appear in person at a meeting scheduled to consider proposed amendment(s).

Section C. Special Provisions Addressing Social Gambling: As members of the Sun City Festival Community Association, it is incumbent upon Player’s Club members that they strictly adhere to Arizona Revised Statute 13-3301 (A.R.S. 13-3301), and the document’s definition of “Social Gambling.” Consequently, individuals participating in Player’s Club sanctioned card games customarily associated with social gambling such as Dealer’s Choice, Texas Hold ‘Em and other variation of poker shall be bound by the following rules:

a.No player receives, or becomes entitled to receive any benefit, directly or indirectly other than the player’s winnings from the gamble. Neither the game coordinator nor the Player’s Club per se may specify a minimum “buy in” as a prerequisite to play. Players do so unanimously at the start of each session.

b.Monetary currency shall not be used as a wager medium. Players convert currency to chips or other items at the beginning of play and redeem them for currency at the conclusion of play. No funds are retained by either the poker-playing group or the Player’s Club.

c. No other person or entity receives or becomes entitled to receive any benefit directly or indirectly other than the player’s winning from the gambling endeavor. Neither the Sun City Festival Community Association nor the Player’s Club may derive any financial benefit from the social gambling activity. That means that prospective players may not purchase food or beverages from any entity operating on Association premises and introduce those items into the venue of social gambling play. Items may only be brought from one’s home or outside commercial vendors.

d.Social gambling activities are entitled to logistical support from the Festival Player’s Club because the sole source of those funds are from membership dues and the Association does not benefit from the gambling activity in any way.

ARTICLE VIII – DISSOLUTION: Prior to club dissolution, and after all debts are satisfied, all property and assets shall be relinquished to the Association.

FOR THE CLUB:FOR THE ASSOCIATION:

Club PresidentLifestyle Director

Henry RoeslerJanet Turner

Dated: April 16, 2016Dated: April 14, 2016

APPROVAL

This document supersedes bylaws dated May 27, 2015. Article II– Membership, Section D – Dues: Limited Lifetime dues will be determined by the club officers and game coordinators. There is no distinction between those who own their homes and those who rent for a limited time. Dues in the form of cash or personal check made payable to The Sun City Festival Community Association accompany submission of the Player’s Club Membership application. Dues and membership application are submitted to any officer or game coordinator. Internal procedures are developed to insure the security of funds and the confidentiality of personal information.

Club Officers retain the prerogative to institute annual dues in the future should club solvency warrant and upon approval of the general membership.

This amendment was approved by the membership on April 9, 2016 through a quorum vote of the Board and Coordinators. These bylaws are hereby approved, subject to the Chartered Club Rules and Procedures Manual. This document supersedes all previous editions.

DATED THIS 14th day of April 2016.

SUN CITY FESTIVAL COMMUNITY ASSOCIATION, INC.

BY: Brad Lundmark, Manager HOA

Sun City Festival