SUN CITY GRAND SOFTBALL CLUB BY-LAWS
JANUARY 30, 2009; Revised Sept 7, 2011; Revised April 3, 2019
ARTICLE I - GENERAL
SECTION A: The organization shall be known as the Sun City Grand Softball Club. (Hereinafter referred to as the “Club”)
SECTION B: To promote slow pitch softball for exercise and recreation in an athletic environment designed to sustain a high level of fellowship, sportsmanship, and friendly competition.
SECTION C: These by-laws willfully comply with the Association’s Governing Documents (Documents) and Chartered Club Rules and Procedures (Rules). In the event of a conflict between these by-laws 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 Arizona statutes and the Association’s Documents. Non-profit is defined as: with few exceptions, club income should not greatly exceed expenses (operating expenses and capital requirements) resulting in a net operating gain. Where revenues do exceed expenses, the net gain should be used to foster continued club growth and activity. Club dues may be adjusted to comply, or the excess may be donated to the Association Facility Reserve Fund. The Activities Director must approve any other donations.
ARTICLE II - MEMBERSHIP
SECTION A: Membership shall be open to all members in good standing of the SCGCA without discrimination as to sex, race, religion, color, ethnic culture, or national heritage.
SECTION B: There shall be no precondition for membership, nor will members be required to join any national, state, or regionally affiliated organizations other than the mandatory handicap requirements. Affiliation to other organizations may be required for various competitive reasons.
SECTION C: Guest Privileges: The guest privileges set forth in the Sun City Grand Charter Club Rules and Regulations shall govern guest privileges for this club.
SECTION D: Dues: Annual dues in an amount recommended by the Club Executive Board and approved by membership vote are payable in advance. Timely payment of dues by each member shall be required for membership in good standing.
ARTICLE III - OFFICERS
SECTION A: Executive Board: There shall be a President, Vice-President, Secretary, Treasurer (or Secretary/Treasurer, optional), immediate Past President (optional) and as many elected Directors needed for member representation. The Club Board may appoint members to fill an unexpired term. The Executive Board shall have overall governing authority over the Club consistent with the provisions of these by-laws and shall authorize all committees necessary to carry out the purposes and objectives of the Club. The Executive Board may be assisted by the chairperson of such committees to carry out the Club’s function and purpose.
SECTION B: Election: All officers and Directors shall be elected by a majority vote of those present at an annual membership meeting and shall serve without compensation. Quorum: A minimum of 20 members in good standing, excluding the Executive Board, must be present and eligible to vote at any election specified by these By-laws. If more than one member is nominated for any elective position voting shall be by secret written ballot. The Executive Board shall determine the particular procedures for nominations and elections to be followed at such meetings. Should these vacancies not be filled at the General Meeting, the Executive Board shall fill the vacancies as it sees fit.
SECTION C: Term of Office: All officers and Directors are elected for either a one (1) or two (2) year term and can succeed themselves provided they receive a majority vote of those in attendance at the election (staggered two year terms are recommended for continuity). The term of office shall begin at the discretion of the Club Executive Board.
Duties and Responsibilities:
President: Shall preside over all Club meetings and be accountable for the administration of Club business. The President shall carry out the direction and policies established by the Executive Board. The President shall act as principle liaison between the Club and the Association. The President with Executive Board approval shall appoint all committees, including standing committees, and the chairpersons thereof. In the event of vacancies on the Executive Board, the President shall appoint, with Executive Board approval, interim replacement Executive Board members until official elections can be held. The President shall insure that all Club Officers and Directors read and understand the Association Charter Club Rules, Regulations, and Procedures.
Vice-President: Shall perform all duties of the President in the event of the President’s absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Executive Board approval, from time to time by the President.
Secretary: Shall keep the club records, issue notices of all meetings of the Executive Board or General Membership, shall keep minutes thereof, conduct all correspondence relating to the Club’s business and furnish whatever reports to the Association or other person or organizations as may be required.
Treasurer: Shall receive and deposit all moneys due to the Club and pay all obligations that may be incurred by the Club in the regular course of business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Executive Board and General Membership. Prepare and submit Year End Reports as instructed by the Activities Director/Controller. Maintain an up to date roster of all paid Club members.
Director of Field Operations: Shall perform the planning, organization, staffing, directing and controlling of the Volunteers accepted into the Field Maintenance Crew and communicates directly with the CAM-appointed landscape contractor on all aspects of field landscaping, grass conditions, surrounding vegetation and dust mitigation. Works directly with the Treasurer to communicate short, and long-term field needs impacting the Club budget.
Director of Softball Operations: Shall coordinate sponsor team photos, plaques and jersey designs; the forecasting, acquisition and tracking of ongoing supplies and assets necessary to operate the Club. Such assets, including but not limited: uniform jerseys, balls, scorebooks, hats/visors, etc. and other needs identified by the Board, such as the planning and coordination of the Annual Sponsor picnic.
SECTION D: Meetings of the Executive Board: The Executive Board of the Club shall meet monthly at times and places designated by the President.
The President may call other meetings of the Executive Board and must call such meetings when directed to do so by a majority of the Executive Board. The proceedings of all Executive Board meetings shall be recorded in minutes by or under the supervision of the Secretary. These minutes shall be open for inspections by the Membership and by staff members and Directors of the Association. A majority of the Executive Board members present shall constitute a quorum and therefore, may conduct any business brought before the Executive Board at such meetings.
ARTICLE IV – MEETINGS
SECTION A: Meetings of the Members
Membership meetings shall be held not less than two times annually, in December and March, the time and place of such meetings to be determined by the Club Executive Board. The Club President shall preside at all such meetings and Robert’s Rules of Order – Newly Revised shall be followed. A minimum of 20 members eligible to vote excluding the Officers and Directors shall be necessary to conduct any business of the club at the General Membership meetings, and except as otherwise specified in these bylaws a simple majority vote of the membership present shall sufficient to conduct any business requiring the vote of the membership.
SECTION B Meetings of the Officers and the Board
The Club President may call meetings of the Club Executive Board at any time by giving notice orally, in writing, or email. The President shall determine the time and place of such meeting. A majority of the Club Executive Board Members shall constitute a quorum of the Club Executive Board and therefore, may conduct any business brought before the Club Executive Board at such meetings.
ARTICLE V – FINANCIAL
SECTION A: The Treasurer of the Club shall maintain financial records.
SECTION B: The Executive Board to a business meeting of the membership shall recommend dues for membership and other league participation in the Club. The recommended dues shall become effective after the Membership has approved them by a majority vote.
SECTION C: Qualified persons or organizations at the discretion of the Executive Board, Club Members and or the Activities Director of the Association may audit financial records.
SECTION D: The Executive Board shall prepare an annual budget to be presented to the General Membership at a membership meeting.
SECTION E: The Club shall maintain such checking and/or savings bank accounts approved by the SCGCA as may be necessary in the opinion of the Executive Board to properly conduct the Club’s business. All cash receipts shall be deposited in one or more of said accounts. The Executive Board shall designate not less than two Executive Board members as persons authorized to sign checks drawn on the Club’s bank account(s) preferably the Treasurer and the President. All expenditures by the Club or any member on behalf of the Club may be made from these accounts provided appropriate receipts and/or invoices covering all such transactions are given to the Treasurer and shall be kept by the Treasurer. Unbudgeted single expenditures not to exceed $2000 must be approved by the Executive Board. Unbudgeted expenses in excess of $2000 must be approved by a majority vote of those present at a General Membership meeting. All assets of the Club shall be physically inventoried at least once a year and the Treasurer thereof shall maintain a written record.
Note: Per Sun City Grand Charter Club Processes and Procedures if an expense is unbudgeted, checks over $2000 shall be signed by two officers.
ARTICLE VI – COMMITTEES
SECTION A: All committees shall have written mission statements.
ARTICLE VII – AMENDMENTS
SECTION A: Any member of the Club, in good standing, may propose an amendment to these By-Laws. The proposed amendment shall be delivered to the President in writing with a statement setting forth the reasons for the proposed amendment. The proposed amendment must be approved by the Executive Board at a regular meeting before presenting it to the membership. The proposed amendment may then be presented to the general membership for approval at any regularly scheduled membership meeting, but the notice of the meeting must specify in writing the nature of the proposed amendment to be voted on at the membership meeting and such written notice of said meeting must be posted in writing at least 30 days prior to such meeting. A two-thirds majority vote of the membership present shall be required to adopt any amendment to the By-laws, and any such amendment so adopted at the General Membership meeting shall not become effective until the approval of the Activities Director/Lifestyles Manager. Amendment changes must use strike through for deletions and italicize for additions, to the original By-laws before reaching the Activities Director. If the By-laws are approved, a new copy of By-laws must be written without the strike through and italicizing. The Lifestyles Manager requires a copy of our changes to the By-Laws after the vote of approval by the membership.
ARTICLE VIII – DISSOLUTION
SECTION A: This Club may not be dissolved until all of its outstanding debts have been paid, and upon dissolution, all assets and all property of the Club shall be surrendered to the Association in accordance with the Chartered Club Rules, Regulations and Procedures.
Revised April 3, 2019 Judy Muller, Softball Club Secretary
Club President Date
Club Vice President Date
Club Secretary Date
Club Treasurer Date
Director of Field Operations Date
Director of Softball Operations Date
REVIEWED AND APPROVED
Sun City Grand Date
Community Association Community Association