Chartered Club Officer

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Chartered Club Officers Meeting

• Thursday, March 19, 2015

2
Welcome
3

Association Attorney Anne Marscher Finger,
Melnick Brooks, P.A.

• South Carolina Gambling Laws
• Impact on clubs
• What can the clubs do
• What cant the clubs do
• South Carolina Alcohol Laws
• Fee based club events vs. free events
• Association Liability
• Charter Club Events
• Caterers
• Entertainers
• Off-site Events
• Alcohol served at club events
• Questions

4
Charter Club Operating Manual and By-Laws
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• Charter Club Operating Manual
• Review and become familiar with the Operating
  Manual
• Monthly Participation Reports (Appendix D)
• Even if club is offsite, a monthly participation
  report is required. This can be sent in email
  form or as Appendix D in the Charter Club
  Operating Manual.
• Membership Roster
• Now that dues should all be in, please submit
  updated roster if you havent yet.
• Meeting Minutes
• Many By-Laws state open meetings are informal and
  do not need minutes, however any special
  Executive Board Meeting in which decisions
  directly effecting membership should have minutes
  recorded by the Secretary. This is to ensure
  accurate record keeping. Please see the
  lifestyle Director for a copy of a template.

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• By-Laws
• Review your By-Laws
• Confirm the documents are up to date
• Charging the Correct Member fees
• Following the Voting Procedures
• Example email voting
• Accounting procedures
• Financials, club responsible not Lifestyle
• Spending limits as a board
• When do you require a membership vote for
  spending
• Non Sufficient Funds clause
• Officer Terms
• Annual Meeting date

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• Financials
• Accurate record keeping is imperative- make
  copies of checks! Keep receipts!
• Encourage checks vs. cash
• Debit Cards are available, see Lifestyle Director
• Monthly Checking Account Transfer Request Forms
• Any Incidental charges for Copies, room rentals,
  supplies rental, purchase of equipment/supplies,
  etc.
• See Financial and Fee Schedule for rates
• Authorization by Treasurer
• Transfer completed online after approval
• A Copy of the completed Transfer Request Form is
  placed in the club file

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• Room Scheduling Reservations
• Ballroom
• Complete Reservation Form for non-general
  functions in Ballroom
• Include all supplies (tables, coffee, linen) that
  is needed.
• Submit at least one week prior to function.
• A Banquet Inspection form must be completed both
  before/after event
• Clubs are allowed two free functions in the
  ballroom.
• Kitchen always requires a fee
• Monthly recurring functions, reservations not
  required
• Equipment Rental List is required as applicable

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Community Wide Events

• Clubs are responsible for creating the sign up
  sheet and monitoring it for capacity limits and
  wait lists
• Sign- ups can begin 6 weeks in advance to the
  date of event
• Clubs are responsible for reimbursements/cancellat
  ions
• Recommend Clubs request "check only
• Club Treasurers must pick up the money from the
  front desk on a regular schedule
• Submit event information to the Lifestyle
  Director for activity calendar by the 15th of the
  month prior to the event or sooner

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Example of Sign Up for Club Events
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• Housekeeping
• Room Usage
• All rooms must be cleaned after use
• Table tops, counters and floors should be cleaned
  of debris or cleaning fee may apply
• Cleaning materials may be obtained from staff
• Kitchen Usage
• All appliances cleaned and put back in original
  state
• Utensils must be washed and if put in the
  dishwasher, returned the next day to cabinet

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• General
• Copy Machine
• New copy/fax codes will be distributed after the
  meeting
• Procedure
• Staff makes copies
• Clubs input codes
• Haven Website
• Asking for updates. Submit updated Information
  by April 15th. We will continue to update the
  website as needed to showcase the Charter Clubs
• Description
• Officer information
• Meeting times
• Application for membership
• Photos
• By-Laws

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• General Continued
• Club Correspondence
• Include Lifestyle Director on emails to
  membership
• If you want club information in Haven Herald or
  weekly email updates, please email Lifestyle
  Director. I do not include club info unless it is
  requested.
• Emails are sent out Monday or Tuesday of each
  week- send updates by Sunday of week before
• Herald- articles/pictures due by the 15th
• Calendar- 4-6 weeks in advance

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• General Continued
• Master Binders
• Clubs responsible for all information
• Empty Applications should be available to
  prospective club members
• Contact information for Officers
• Bulletin Board
• Lifestyle Director currently approves all
  postings
• Max size 8 ½ x 11

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Fundraising

• Funds raised shall be for specific club purpose
  such as to purchase supplies/equipment, to fund
  a capital project, offset membership costs to
  promote membership.
• Please identify when planning fundraising
  activities what the funds are earmarked for prior
  to your event.
• Earmarked funds MUST be used in a timely manner.
  These funds should be spent within fiscal year
  unless otherwise agreed in writing by the
  Lifestyle Director.

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Questions/Comments