Chartered Club Officer’s Meeting

THURSDAY, MARCH 19, 2015

Welcome

• South Carolina Gambling Laws• Impact on clubs• What can the clubs do • What can’t 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

Association Attorney Anne Marscher

Finger, Melnick & Brooks, P.A.

Charter Club Operating Manual and By-Laws

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 haven’t yet.

• Meeting MinutesMany 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.

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

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

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

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/cancellations • 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

Example of Sign Up for Club Events

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

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

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

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

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.

Questions/Comments