CREATIVE CLAY AND CHINA CLUB
BYLAWS
Revision:January 12, 2011
ARTICLE I – GENERAL
Section AThe name of this organization shall be the Creative Clay and China Club (hereinafter referred to as the “club”).
Section BThe purpose of the club is to operate a studio for its members that will include, but not be limited to, Ceramics, Pottery, China Painting and Porcelain Dolls.
Section CClub members’ guests, when accompanied by the member, may use club facilities for a total of 3 days per calendar year.
Section DThese Bylaws will fully comply with the Governing Documents (“Documents”) and Chartered Club Rules and Procedures (“Rules”) of the Sun City Texas Community Association, Inc. (hereinafter referred to as the “Association”).In the event of a conflict between these Bylaws and the Documents or Rules, the Documents or Rules will prevail.
Section EThe club shall be operated as a nonprofit organization in accordance with the applicable statutes and the Association’s documents.
Section FThe club has no legal status independent of the Association.For this reason, all actions by its membership, Executive Board and officers may be appealed by members of the club or others in good standing, to the Board of Directors of the Association who may uphold or overturn such actions.In the absence of such an appeal, actions by the membership, officers and Executive Board of the club, in accordance with the Bylaws, will stand.
ARTICLE II – MEMBERSHIP
Section AMembership shall be open to all Association members in good standing without discrimination as to race, religion, color, ethnic culture or national heritage.
Section BThere shall be no precondition for membership nor will members be required to join any national, state or regionally affiliated organization.
Section CMembership shall be conditional upon the timely payment of dues as provided for in ARTICLE IV.Failure to pay such dues shall be deemed proper cause for termination of membership.
Section DGuests of a resident will NOT be eligible for the rights and privileges afforded to members.
1)Nonresident guests, being all other individuals who are accompanied by an Association member or otherwise sponsored by an Association member, are considered nonresident guests and do NOT qualify for club membership.
2)Developer guests – during the period of community development and as long as the developer has the capability to annex land into the community, “Vacation Getaway (VG)” visitors or prospective homebuyers - MAY BE PERMITTED to participate in club programs.It is incumbent upon sales associates to inquire into club policies and rules before advising developer guests that they may use club activities and programs.Sales associates may only use Association/club facilities when accompanying a prospective homebuyer.
3)Any use of the club by guests shall conform to the rules and regulations established by the Club.
Section DTo change annual dues, a majority vote of the members must occur at a duly convened business meeting of the club.Renewing member dues are payable in full by January 15.Dues not paid within 30 days following this date shall be deemed delinquent and the member will be dropped from the membership roll.A new member shall pay prorated annual dues based upon the month in which he/she applies for membership.
The Executive Board may establish fees for participation in special activities to defray costs, as provided for in the Sun City Texas Chartered Rules and Procedures, and for use of club facilities and equipment.
ARTICLE III – EXECUTIVE BOARD AND OFFICERS
Section AThere shall be an Executive Board of the club consisting of the President, Vice President, Secretary, Treasurer and Director.
Section BAll officers shall be elected by a vote of the general membership and they shall serve without compensation.
Section CThe President, Vice President, Secretary and Treasurer are elected for 1-year terms and are limited to 2 consecutive terms in office.The Director shall be elected for one 2-year term.
Section DThe responsibilities of the officers and the Executive Board shall be as follows:
Director -Shall act as the principle liaison between the Club and the Association.The Director will provide guidance to the elected officers of the Club to ensure that fiscal management and the mission of the Club are being achieved.The Director is responsible to chair the committee for the Annual Junior Camp.The Director will report to the Executive Board.
President -Shall preside over all club meetings and be responsible for the administration of all club business, shall appoint committees as deemed necessary and shall ensure the financial and administrative integrity of the club.The President shall issue notices of all Executive Board and membership meetings.
Vice President-Shall perform the duties of the President in the latter’s absence and shall perform such other duties as may be assigned by the President.The Vice President shall maintain a roster of the members and shall furnish the Association with such reports as may be necessary.
Secretary-Shall keep all records and minutes of the meetings of the membership and Executive Board and shall conduct all correspondence relating to the club.The Secretary will ensure that the Secretary’s records are retained for 3 years and, upon leaving office, will pass the records to his/her successor.
Treasurer-Shall receive all dues and other monies paid to the club and make timely payment of all bills owed by the club.Shall maintain appropriate books, ledgers and other accounting records reflecting the financial transactions of the club and its current financial condition.Shall furnish the Association with any called for reports and report to the membership on the financial condition of the club at the Annual Business Meeting and any other times the President may direct.The Treasurer will ensure that the Treasurer’s records are retained for 7 years and will pass the records on to his/her successor.
The Executive Board-Shall establish rules and procedures for operation of the clubIt shallreview and approve annual budgets and all changes thereto including purchases of goods and services.Shall recommend annual membership dues for approval by the membership and review and approve financial status reports from the Treasurer at least quarterly.It will carry out other duties as are normal for the Board of Directors of a nonprofit organization that are not specifically restricted or pre-empted by other articles of these Bylaws or by the rules of the Association.The Executive Board must approve all requests for member participation and/or requests for usage of club facilities.
Section EThe officers and directors shall be elected by a written ballot.Within at least
30 days prior to the election, the president shall appoint a Nominating Committee of no less than
3 members.The committee shall elect a chairman and propose a slate of officers for the coming year.This slate will consist of one or more candidates who will be placed in nomination for each office along with any names to be added by nominations from the floor at the meeting.
Absentee ballots may be used, but must be submitted no later than two days prior to the Annual Business Meeting.The absentee ballots shall be distributed by email to the members and available at the studio for members to pick up no later than 30 days prior to the final business meeting for the year.Absentee ballots must be in the hands of the Nominating Committee at least 2 days prior to the Annual Business Meeting of the Club where write-in names will be added from the floor or the absentee ballots.Members voting with Absentee Ballots may not vote at the Annual Business Meeting in November.
The Secretary will collect all ballots for counting and will also select members to assist in collecting and counting all ballots.The results will be announced to the membership before the close of the meeting.
Section FShould the office of the President become vacant, the Vice President will succeed to that position.Should any other office become vacant, the president will fill the vacancy by appointment of members eligible to hold that office, subject to approval by a majority of the Executive Board.In the event more than one office becomes vacant, interim officers will be appointed by the Executive Board until an election can be held to fill these positions.
ARTICLE IV – MEETINGS
Section ABusiness meetings of the membership will be held at least annually at times and locations determined by the Executive Board.An annual business meeting of the club will be held each year for electing officers, amending the Bylaws, receiving the report of the Treasurer and conducting other business.
The President may call other business meetings of the membership and must call them when directed to do so by a majority vote of the Executive Board.
The President shall provide at least 10 days notice of all business meetings of the membership by posting such notice on email and on the club’s bulletin boards.
The Secretary shall record in minutes the proceedings of all business meetings of the Membership.The minutes shall be open for inspection by the membership and by staff members and Directors of the Association.
Roberts Rules of Order Newly Revised shall govern the proceedings of all business meetings of the membership.
A quorum for actions at Executive Board meetings shall consist of at least 3 members of the Executive Board.Board members who cannot attend a meeting may give another Board member a written proxy authorizing that board member to vote on his/her behalf.
A majority vote of the total of those voting is required to resolve any matter on which the Executive Board acts.
ARTICLE V – FINANCIAL
Section AAnnual dues for membership in the club shall be recommended by the Executive Board to a business meeting of the membership and shall become effective only after a vote of the membership.
Section BAll other fees charged to members and guests for club activities and of club-administered facilities shall be based on fully allocated costs and shall be established by a vote of the Executive Board.The Board shall report such fees at the next regularly scheduled business meeting where the membership may vote to approve or disapprove the fees.If such fees are disapproved, the Executive Board shall suspend the fees and services for which they were assessed, and take appropriate steps to either revise the fees for resubmission to the membership, or to alter or terminate the services that they were intended to support.
Section CThe Executive Board must authorize all expenditures of club funds, including those in approved budgets.No single expenditure greater than $1000 shall be made without specific approval of the membership, even if it is contained in the approved Annual Budget.
A committee of 5 people representing the different creative arts within the club will be used to make recommendations to the board for:
1)The acquisition, use and disposal of supplies, materials and equipment that impact the club and its resources.
2)The development of procedures and/or guidelines necessary for the efficient use of the club’s facilities and equipment.
Section DFinancial records will be maintained for a period of 7 years.
Section EFinancial records should be reviewed on an annual basis by 1 or more individuals other than those elected to the Executive Board.The President shall appoint these individuals or group members.A report of this review shall e presented at a business meeting and approved by a vote of the members present.
Section FThe accounting year will be January 1 to December 31.
Section GThe President, Vice President, Treasurer, Secretary and Director shall have authority to sign checks drawn against the checking account established for the club.
Section HTwo (2) officers must approve all reimbursements.
Section IFinancial procedures for collection, deposit and expenditures of funds will comply with the procedures outlined in the Administrative Policy for Chartered Clubs.
ARTICLE VI – COMMITTEES AND SPECIAL INTEREST GROUPS (SIG’s)
Section APermanent (standing) committees shall be appointed each year by the Executive Board and may include, but not be limited to, Finance, Planning, Membership, Studio Management, Program, Fund Raising and Development.The Executive Board may also appointad hoccommittees from time-to-time to deal with specific issues.
Section BThe Executive Board may designate the Chairperson of each permanent committee, or it may ask the President to designate a chairperson, or the Executive Board may ask the committee to select a Chairperson from among its members.
Section CSpecial Interest Groups (SIGs) shall be considered to be committees of the club, organized to pursue activities on behalf of members sharing in the special interest.Membership shall be open to all members of the club.SIGs will normally elect their own Chairperson and other such officers as they may need to function.They will devise their own Mission Statements and arrange their own program of activities.The Executive Board must approve the formation of a SIG.
ARTICLE VII – PROGRAM SUPERVISION AND SAFETY
Section AThe club must designate a member to act as a monitor to ensure that the club’s operation policies and rules are satisfied.If there is no monitor available, the studio MUST BE CLOSED.
Section BClub officers will ensure that monitors are reasonably well-qualified and trained to carry out their assigned duties.
ARTICLE III – AMENDMENTS TO THE BYLAWS
Section AAmending the Bylaws of this club requires:1) a two-thirds vote of the membership present at a meeting duly called for such purpose, 2) a quorum presentof 20% of club membership, and 3) a required notice being given.
Section BThe Secretary shall post copies of the proposed amendment and accompany statement of rationale on the bulletin boards in the Creative Clay and China Club and by email to the members.
Section CAny member may propose an amendment to the Bylaws.
Section DProposals to amend must be submitted to the Secretary in writing and must be signed by the person making the proposal.A statement of rationale for the amendment must accompany the proposal.
Section EThe updated copy of the Bylaws with amendments shall be given to the Community Association Office.
ARTICLE IX – DISSOLUTION
Prior to the Creative Clay and China Club dissolution and after all debts are satisfied, all property and assets shall be turned over to the Association.