Our By Laws...
ARTICLE I Name, Purpose and Mission
Section 1. The name of the organization shall be called the “Sun City Lincoln Hills Computer Club,” hereafter referred to as the SCLHCC or the Club. It is a club of the Sun City Lincoln Hills Community AssoThe Bylaws of Sun City Lincoln Hills Computer Club
ciation, hereafter known as the Association.
Section 2. The Purpose of the SCLHCC is to provide educational programs and support for users of Windows computers and related hardware, and Android devices (smartphones and tablets).
Section 3. The Mission is to provide regular opportunities for members to get answers to specific questions on their problems, as well as to educate them through clinics and presentations on various software and hardware for the use and security of their systems, and to promote an opportunity to develop multiple friendships in order to assist each other in helping and training each other in specific computer applications.
ARTICLE II Authority and Limitations
Section 1. The SCLHCC is an organized club and operates in compliance with the Articles of Incorporation, Bylaws, and Rules and Regulations, of the Sun City Lincoln Hills Community Association.
Section 2. The Club will not conduct business or obligate funds in the name of the Association. The Club is operating within the confines of the Association as part of its nonprofit mutual benefit corporation.
Section 3. The SCLHCC is not used as a vehicle for individual profit.
Section 4. The Club officers cannot benefit financially from Club activities.
ARTICLE III Membership
Section 1. Membership shall be voluntary and open to any person (following the CCOC Guidelines) holding a current Association membership photo ID card.
Section 2. Membership in the SCLHCC requires paying annual dues. Annual dues shall be set by a majority vote of a quorum of the membership. This vote shall take place at the June Annual Meeting on the second Wednesday of the month. Annual dues are due by July 1st of each year.
Section 3. An individual member in good standing, as determined by the Board of Directors, shall have the right to take part in all meetings and activities, vote in general meetings, and to hold office.
Section 4. Guest privileges are as follows:
•Sun City Lincoln Hills residents are welcome to attend the club meetings for a maximum of three visits to see if they are interested in joining our Club.
•Adult houseguests of members are welcome to attend the club meetings for a maximum of three times; however they are not allowed to be members of the club.
Section 5. Use and distribution of the SCLHCC master list or roster, including partial information from it, shall be restricted to official SCLHCC purposes. Specifically, no information from the SCLHCC master list, including email addresses, shall be made available to any commercial organization. The SCLHCC email list may not be used by any member or non-member to promote any personal causes not related to the business of the SCLHCC.
Section 6. The membership is advised that the Board is not endorsing or recommending the company or service of any guest speaker or any authorized computer dealer or computer-related business or service listed on the SCLHCC website.
ARTICLE IV Meetings
Section 1. Membership meetings shall be held on the Second Wednesday of each month. All other special meetings shall be announced as to time and location, as required.
Section 2. A quorum for business meetings shall consist of twenty-five percent (25%) of the current paid membership in attendance at the regular monthly, annual or any especially called business meeting of the Club.
ARTICLE V Organization
Section 1. Board of Directors
1.1 The SCLHCC Board of Directors (The Board) shall consist of the four Club Officers as defined in Section 2 below, plus the immediate past club President, plus up to four other members appointed by the President and approved by the majority of the officers.
1.2 The Board shall be responsible for managing the business and activities of the Club as well as recommending any policy changes to the membership at the general meetings. The Board shall consist of its elected Officers and appointees up to a total of nine (9) members. Officers and appointees shall serve for a one-year term beginning on July 1. Officers can serve for a maximum of four (4) consecutive years. An Officer who has served four (4) continuous years must take at least a one (1) year break.
1.3 The Board shall normally meet once per month and no less than once per quarter at a time and place as called for by the President, or Officer representing the President in his or her absence. A meeting may also be called by three or more members of the Board. Minutes shall be taken for each of these meetings and be available to the membership review at any monthly regular meeting.
1.4 In the absence of the President at any meeting, the Vice President of Operations/Membership shall preside.
1.5 For voting purposes a quorum must be present and shall consist of at least 50% of the Board membership. A majority of those voting members present is required to pass a motion. The general membership may attend Board meetings but may not vote. The President shall have a vote only in case of a tie and shall abide by the Robert's Rules of Order.
1.6 Members of the Board are expected to attend all Board meetings on behalf of the membership and participate fully in discussion and voting. If a Board of Directors member misses three (3) consecutive Board meetings without valid extenuating circumstances, the Board of Directors may choose to consider the position vacant. Replacement of a member of the Board of Directors whose position is vacated for any reason shall be by majority vote of the Board of Directors. Members so appointed shall serve the remaining term of the member being replaced.
Section 2. Officers
2.1 The Officers of the Club are the President, Vice President of Operations/Membership, Secretary, and Treasurer. Each of the Officers will be elected by the membership at the Annual Meeting. See Article VI for their duties.
2.2 Any member in good standing may be nominated for election to office. Officers shall serve a one year term with the capability to serve a maximum of four consecutive terms in the same office.
2.3 Any vacancy of an elected office shall be filled as soon as possible by the vote of the Board at a special meeting called for that purpose and shall be an interim appointment. This interim appointment shall remain until the next Annual Election of Officers.
2.4 Compensation shall not be considered or accepted for any services to the Club rendered by an Officer or member of the Club. Reimbursement for a legitimate Club expense shall be made, upon presentation of a proper receipt to the Treasurer.
2.5 With Board approval, the Officers shall have the authority and responsibility to adopt such rules and regulations as they deem desirable and as are consistent and do not conflict with the Bylaws of the Association and the guidelines for Clubs.
Section 3. Committees
3.1 Committees shall be established as deemed necessary by the President or Board to carry out the work of the Club. The President or the Board shall appoint the Chairperson, and recommend the committee size. The final decision on size will be up to the Chairperson. The Vice President of Operations/Membership shall be an ex-officio member of all committees.
3.3 The Membership Committee shall be a standing committee and Chaired by the Vice President of Operation. Treasurer shall be a member of this committee. The Committee shall track meeting attendance, post a greeter at the door of each meeting, send out meeting reminders and event notices, sell event tickets, and work to develop membership. It shall develop lists of active members and candidates for Club Officers and committees.
3.4 The Nominating Committee shall present a slate of Club Officer Candidates for June election to the Board for approval at the May Board meeting, then to the members at the May General Meeting.
3.5 The President shall appoint a Chairperson of Communications. All external publications shall be written and edited by this person and approved by the President for release. The webmaster shall be a member of this committee.
3.6 The Social Committee shall be a standing committee with the responsibility for planning and organizing social events. During the planning stage the committee will prepare a budget for the event and get Board approval before committing any money.
3.7 Similar Interest Groups (SIGs) may be established by the Board for exploring topics of special interest or concern to a portion of the membership. Among the factors to be considered by the Board in recognizing a new similar interest group are whether the group conducts regularly scheduled meetings which will be open to all members and whether it has at least five members.
ARTICLE VI Administration and Duties
Section 1. The President
The President shall preside over all Club meetings and shall be responsible for the long term planning with the assistance and support of members; administration and supervision of all Club business; shall act as principal liaison between the Club and the Association; shall appoint a financial review committee and any other committees necessary; shall ensure the financial and administrative integrity of the Club. The President shall act as Ex-officio member of all committees (except the Nominating Committee).
The President shall set the agenda for, and preside at, all Board and Annual meetings of the Club. In the absence of the President at any of these meetings the Vice President of Operations/Membership shall preside and in the absence of that person the Vice President of Programs and Education shall preside. All the authorities vested in the Office of President during that absence shall fall to the presiding Officer. The President shall also act as the Master of Ceremonies for the monthly membership meetings. The President shall be responsible for Membership Development and shall call upon others to assist as he or she sees fit and with the approval of the Board.
Section 2. The Vice President of Operations/Membership
The Vice President shall preside at Club meetings and perform the duties of the President in his or her absence and shall perform other duties as may be assigned by the President including being an Ex-officio member of all committees (except the Nominating Committee). He/she shall be responsible for coordinating committee activities for events, meetings, clinics, and Association resources, collect dues and shall keep the Master List of Club Membership.
Section 4. The Club Secretary
The Secretary shall keep all non-financial records, write and maintain monthly Board Meeting Minutes and Club General Meeting Minutes, conduct all correspondence relating to the club, and shall furnish any non-financial reports required by the Association. That includes all Minutes being emailed to the Web Master of the Club and the annual General Meeting minutes emailed to the Association. The Secretary’s Minutes and all records shall be maintained in a safe and secure environment for a minimum of three (3) years.
Section 5. The Club Treasurer
The Treasurer shall receive all monies and pay all bills owed by the Club; shall keep an up-to-date ledger recording all financial statements; shall reconcile and retain bank statements, and shall prepare financial reports for the monthly BOD meetings. The Treasurer will submit statements to the Association two times per year. All records of the Treasurer shall be retained a minimum of seven (7) years. No monies will be paid out of the treasury, at any time, unless suitable funds are on deposit in that account. No monies will be paid out without a proper receipt.
ARTICLE VII Finances
Section 1. A minimum of three Officers shall be designated to sign checks. This shall include the President and the Treasurer. Only one signature is required for a check to be valid, with a receipt duly approved by a Board of Directors member.
Section 2. Single item expenditures exceeding $1,000.00 must have the approval of a majority of the Board of Directors. Approved Budget line items are exempt.
Section 3. Financial statements shall be submitted to the Association, twice a year, on June 30 and December 31. Reports are due within 15 days after the closing of the reporting period.
Section 4. An annual review of the Club’s financial records shall be made by an independent review team appointed by the President. The review shall be made within 60 days of the close of the fiscal year (December 31) and the results reported to the membership at the next scheduled monthly meeting.
Section 5. The Club Officers shall prepare an annual budget to be approved by a majority of a quorum of the Club Membership. This budget shall be prepared by the Club Treasurer and approved by the Club Board at the January Board meeting. One slide of the financial report should be presented to the General Membership at the January meeting.
Section 6. The Board may revise the budget to meet unplanned contingencies or opportunities. Unused surpluses may be credited to following year’s budget or shown on the financial statements as reserve funds. Reserves may be used to match funds from the Association for acquisition of Capital needs.
ARTICLE VIII Nomination and Election of Officers
Section 1. The Nominating Committee (appointed by the President) shall select suitable and willing candidates and submit, in writing, to the President that the nominees are willing to serve, if elected. The list of Nominee names shall be presented in writing for approval at the May Board meeting, and to the membership for vote at the June regular meeting. Write-in candidates must be in attendance at that meeting and must give a verbal approval to serve before that person can be considered an official candidate for election. No exceptions will be allowed. Floor nominations may be made just prior to the elections provided the party in question states a willingness to serve and is in attendance at that time. No other floor nominations will be accepted.
Section 2. Elections of Officers shall be held at the Annual Meeting of the Club on the second Wednesday of June each year. Notification of the time and place for the meeting shall be at the discretion of the Board based on the best available source at that time. Notice shall be given to all members of record no less than 30 days prior to the date of that meeting.
The quorum for the Annual meeting shall represent twenty-five (25%) percent of the Club members and shall be declared so by the Secretary at that meeting and prior to the elections.
Members are voting for the new officers by show of hands at the above meeting.
Newly elected Officers will take up their duties on the following July 1.
Written election results must be reported on the Club contact form with Club meeting minutes attached and submitted to the Director of Lifestyle within thirty (30) days of each election.
Section 3. The Board may call for a Special Election when circumstances require it. The procedure shall follow that for the regular annual election except that nominations shall be only for the officers required and the election shall be held at the next general meeting after the required 30 day notice to the membership.
ARTICLE IX Review and Amendments
By-Laws shall be reviewed at least once every two (2) years by the Board, to determine if any amendments are in order.
Section 1. Any Amendments to the - Bylaws must be presented in writing and signed by at least two members in good standing and this document shall be delivered to the President.
Provided the document is complete in content, complies with these Articles, and is approved by the Board, notification to the membership shall be given at least thirty (30) days prior to any vote. Said vote must be at a regular monthly or annual meeting.
Section 2. To amend the Bylaws shall require a twentyfive (25%) percent vote of a quorum of the total membership of record at the date thirty (30) days prior to the election date.
Section 3. All proposed changes to the Bylaws shall first be reviewed by the Association for its legality. Any Bylawschange so voted by the membership shall be approved by the Association through its Board of Directors prior to its implementation.
Section 4. The - Bylaws shall be reviewed at least once every two (2) years to determine if Amendments are in order. It shall be the responsibility of the Board of Directors to review the Bylaws and to make appropriate recommendations to the general membership.
ARTICLE X Dissolution
Section 1. Upon dissolution of this Club, all assets and records shall be turned over to the Association- In all situations, club-incurred debts must be satisfied by the club prior to final dissolution. The Lifestyle Director will assist clubs in all efforts relating to dissolution.
Section 2. Dissolution will not be initiated until all outstanding debts are satisfied. The President, through the Board of Directors, may direct the use of any and all assets to satisfy outstanding debts and obligations provided a majority of a quorum of the club membership has voted to do so. All Club members must fully understand that they are liable for any debts incurred by the Club and must satisfy them in full prior to the Club's dissolution.
Section 3. During the period leading to and including dissolution, the President and all other elected Club officers shall function as outlined herein.
Section 4. Advance notification of the intent to dissolution of the Club must be given the membership at least thirty (30) days in advance of said vote.
Voting procedures for dissolution procedures shall follow the same voting regulations as noted for the Annual Election meeting.
In the event a vote in favor of dissolution fails, the Board of Directors, through the President, shall notify, in writing, the parent Association of this lack of action and request direction. Said notification shall transpire within three (3) working days of the failed vote.
ARTICLE XI Adoption
Section 1. A two-thirds (2/3) vote of a quorum of the total current Club membership is required for adoption or amendment of the Bylaws
Section 2. The Bylaws must receive final approval of the Board of Directors of the Sun City Lincoln Hills Community Association.
The following members of the Sun City Lincoln Hills Computer Club Board of Directors fully endorse the attached Computer Club Bylaws and request the Association’s endorsement of it as soon as possible.
The following signatures were obtained for the Approval of Constitution and Bylaws
SCLHCC President Date
SCLHCC Vice President Operations Date
SCLHCC Secretary Date
SCLHCC Treasurer Date
Past President Date
As Association Approved: