Charter Club Officers Meeting 2017 Del Webb Orlando Wednesday, - - PowerPoint PPT Presentation

Wednesday, February 8th

Charter Club Officers Meeting 2017

Del Webb Orlando

Intro & Overview

Welcome

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C.C.A.C Communication Room Scheduling Monthly Participation Club Financials Questions & Answers

*Please keep all questions related to the specific topic being discussed

Meeting Agenda

Main Topics to Cover

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Marge Vale …President BETH HOFMANN … VP Alice Kalamar…Secretary

Charter Club Advisory Committee (C.C.A.C)

The Charter Club Advisory Committee (CCAC) shall serve in an advisory capacity to the board of directors, lifestyle director and community association

• manager. This committee does have its own charter and varying term limits and

shall be responsible for the following:

Establishment of Clubs

 Assist in the coordination of the Charter Club Process  Review all Chartered Club applications/bylaws  Provide input on areas of revisions concerning applications/bylaws  Approve or Deny charters to move forward in the chartering process

Operational

 Develop working knowledge

• f the Charter Club Operating

Manual  Monitor club's adherence to the chartered club rules, regulations and procedures  Develop working knowledge

• f the Associations Governing

Documents  Hold Committee Hearings that involve club vs club disputes, club conflicts or club member violations

Recommendations

 Make recommendations to the Lifestyle Director for updating and changing the rules, regulations and procedures to improve club understanding and

• perations

 Make recommendations to the Board on an alleged club

• vs. club dispute, club conflict
• r club violation

Other

 Assist the Board in any other matters as requested

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3rd Tuesday of Every Month in the Ballroom 2 PM OPEN/CLOSED MEETING Objective Is To Improve Service to the Community CCAC Meetings Are Open To Residents

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 A club executive board shall consist of (at a minimum) a president, vice- president, and secretary-treasurer depending on the type of club looking to charter.

• An exception to the club executive board minimum can be only granted by the Lifestyle

Director and Community Association Manager.

 All officers shall be elected by a vote of the general membership, and shall serve without compensation.  Terms of Office and Responsibilities

• The Officers shall serve for one year, beginning on January 1st and terminating on

December 31st.

• Current officers may be re-elected at the discretion of the general membership
• The President shall preside at all meetings and be responsible for the purchase of items

for the organization.

• The Vice-president shall assume the duties of the President should the President not be

available for any meeting.

• The Treasure/Secretary will be responsible for taking notes at any business meeting

called, distributing ballots, collecting of dues and submitting of all records to the Association deemed necessary.

Defined: Officers Responsibilities

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 Maintain conduct and decorum at all meetings. Supervise implementation of all club by-laws  Proper conduct and decorum is essential to preserve the active adult lifestyle that has been created within the community. Club Officers/members who become…

 Abusive, physically or verbally  Project an undesirable or inappropriate image  Unnecessarily and blatantly create turmoil or disruption  Do not adhere to published Clubhouse Rules and Regulations  Create dissention among club members or other clubs or the Association in general  …may be removed from office and/or have club memberships suspended. Members’ suspension may occur following a recommendation from the club’s executive board and approval by Lifestyle Director and Association Management and Board.

DUTIES AND RESPONSIBILITIES OF CLUB OFFICERS

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Communication

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Communications

Clubs Information

Del Webb Orlando Lifestyle Calendar & Breeze Newsletter Community Portal (Website) Club TV Display

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 Every month, the Association will send an email to Club Presidents containing a DRAFT copy of the upcoming Lifestyle Calendar  Club Presidents will have an opportunity to review club business and activity meeting dates/times for that particular month.  At this time, Club Presidents can send an email to the Association if changes need to be made to the calendar for that particular month..  Typically, a week will be provided for Club Presidents to review the DRAFT Calendar and provide feedback.  Standard Verbiage: Please view the attached PDF file of the DRAFT February Lifestyle Calendar. If there are any changes that need to be made to the DRAFT February Lifestyle Calendar, please email them to me at (insert your email) by Wednesday, January 20th. Once the deadline has past and the calendar has been made available to the community, we will not be revising or editing the

• calendar. If your clubs’ information is correct, PLEASE DO NOT RESPOND.

Lifestyle Calendar Information

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Community News & Club News Articles

Deadlines, Requirements, and Contact Details

 Once the Lifestyle Calendar has been made available to the community for the upcoming month, the Association will send an email to the Presidents notifying them

• f the deadline to submit upcoming articles/revisions for the upcoming Newsletter

each month.  Any Community News Articles or Club News Articles that need to be either submitted

• r revised to the upcoming newsletter should be emailed to the Lifestyle Director.

 Please email your articles in Word Format. No crazy fonts please.  Please include any and all images you would like to include in your article. Images must be submitted in jpg format.  The Lifestyle Director has the right to revise or downsize any articles submitted for publication in the Breeze newsletter.  If no images are submitted, the Lifestyle Director will make the decision to include or not include images in the article depending on space availability.  Late submissions will be not included in the Del Webb Orlando Breeze Newsletter  Contact Details for Club News

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Community Portal

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Community Portal

Del Webb Orlando

www.delwebborlandoinfo.com

 Maintain all membership and club documents on club portal as well as in the club binder.  Secretary should post minutes of all business meetings on the club portal

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Community Portal

Charter Club Webpages

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Benefits:

• Each Club has its own webpage with the club officers of the club assuming

administrative rights for posting all the content on their particular webpage.

• Free advertising for Clubs – since the website is accessible to prospects and

residents.

• Allows residents who might be interested in joining a club an easy and accessible

way to view all the clubs at once.

• Club officers can email it’s members directly from the website
• Post Club News to the club page for viewing by members & residents
• Upload documents to the club page for viewing by members & residents
• Post pictures of Club Activity for viewing by members & residents
• Track Memberships (Very Important!!)

**Schedule a time with Eric Baker – Lifestyle Director or stop by the Front desk to setup your club page and go over features. It takes about 5 minutes to review with club officers.

Community Portal

Benefits for having a Club Webpage

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Club Display TV

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Room Scheduling

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 Regular facility use: Chartered Clubs are required to submit a Semester Room Schedule Request Form to the Lifestyle Director.  The “Semester Calendar” will identify regularly scheduled club activities and business meetings. The term “regular” is defined to mean general membership, and club board meetings that are consistently held on the same day(s) of the week/ month/quarter throughout the calendar year.  Once reviewed, evaluated and approved, Club schedules will be entered in the Association’s scheduling system (Officer Tracker) and monthly lifestyle calendars. All clubs will be notified of their approved semester calendar requests and will be required to sign-off on such.  Based on facility availability, clubs may request a change to their regular schedule at any time by submitting an updated Semester Calendar Request Form. Clubs are required to give the Lifestyle Director 48 hour notice if the club is in need of space to hold a “pop-up” meeting/activity.  Submit semester request for regular club activity room or space in April, August, and December  The Semester Room Schedule Request Forms should be turned in to the Associations by the appropriate deadlines.  All Clubs and Groups must setup and break down their room. The Association will help as need.  Remember that as we continue to grow, current club space in not guaranteed

Semester Room Schedule Request Form

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CC-7 Form

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 If a Charter Club or Special Interest Group is in need of space outside of their regularly scheduled meeting time to host a special function whether an event for the community to attend or a private event solely for their members to attend, Charter Clubs and Special Interest Groups are required to submit CC-10 Form to the Lifestyle Director 3 months prior to the tentative scheduled event date. If there are multiple events, please submit separate forms for each event. Please be aware while tables and chairs will be made available, the setup/cleanup will be the responsibility of the Charter Club or Special Interest Group requesting the space. Whether the event is approved or denied, the appropriate parties will be notified in writing via email from the Association.  All requests for special club events must be made with the Lifestyle Director at least 2 months in advance  Designate a Facility Monitor for all club events who will be responsible for set up, clean up, as well as monitoring attendance if it is an event requiring admission  In case of a conflict in requests from two different clubs, the CCAC will advise the Lifestyle Director on how to resolve the conflict.  The Association’s chartered clubs will receive priority over Interest Groups for facility use.  Complete and submit a report to Eric of any accident or incident within 24 hours. You may receive Appendix CC-6 Form from the Resident Services Desk.

Special Club Events or Activities

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CC-10 Form

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Special Club Events or Activities Cont. Just because your submitted your Special Event Form, DOES NOT MEAN IT’S APPROVED.

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CC-6 Form: Incident/Accident Report

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Space Allocation

 If your club is need of storage space, please see Eric Baker – Lifestyle Director for details and confirmation.  Remember, the Clubhouse is not the “ARK”, each year storage is becoming more limited and the Association has to make decisions on storage allocation for all clubs.  Window Display Allocation

 March 15th an email will go out  March 22nd Request due Date  Turnover day March 31st

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Monthly Participation

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 Periodic review of active club membership should be done  Monitor club member and guest sign in at all meetings  Participation Data: All clubs are required to provide the Lifestyle Director with monthly participation figures (members and guests) relating to their regularly scheduled activity by using Form CC-4, “Monthly Participation Record” (Appendix D). Using either option:

• 1. Form CC-4 “Monthly Participation Record”
• 2. Designated Notebook to record attendance

 The Monthly Participation Record is use to evaluate:

• Participation numbers
• Track clubs growth/ decline
• Appropriate utilization of designated club space
• Appropriate utilization of designated club scheduled meeting times

 The importance of accurate and timely reporting of this data cannot be over-emphasized, as the Association’s management uses this data to evaluate the need to sustain or revoke club charters (based on demonstrated participation).  Club Secretary should complete and submit the club Participation Report,(CC-4, Appendix D) to the Lifestyle Director within 5 working days following month end.

Monthly Participation Record

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Monthly Participation Record

A copy of Form CC-4

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Monthly Financials

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Monthly Reconciliation of Financials

Records and Accountability

 Records and Accountability: The Club’s elected treasurer is responsible for controlling and recording club revenues and expenses. This individual will also oversee the purchasing of all assets, inventories and supplies, and provided financial reports to the executive board and membership.  Chartered Clubs: Are the nucleus of the Association’s lifestyle program. Chartered Clubs should be “self sufficient” and are considered by the HOA subsets of the overall interest of the community.  Dues: A club’s primary source of revenue is membership dues. Dues are set at an absolute minimum and only sufficient to cover basic operating requirements.  If clubs decide to not place dues on their members at this time, the club and its members acknowledge that the Lifestyle Director will not try to keep afloat clubs that are on the brink of dissolving.  Operating Expenses: Clubs are expected to generate enough income to meet operating expenses such as printing of flyers, purchase of supplies, photocopies and other administrative support or supplies provided by the Association at a cost to the club and etc.

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 All Charter Clubs must reconcile their financials with the Lifestyle Director/Resident Services at the beginning of each new month. This is the responsibility of the Treasurer.  Monthly reconciliation must be completed in a timely manner.

 Strongly urge clubs to establish stringent guidelines for handling of funds  Financial treasurer report must be made available to the club membership at each business meeting  A courtesy email will go out to all the club treasurers at the beginning of each new month to remind them that their monthly financials from the prior month should be turned into Resident Services. **Please wait until you receive the courtesy email from the Association.

 Club Financials will be used by the Lifestyle Director for reporting purposes:



Monthly Reporting to Access Residential Management/HOA Board.



Deadlines for monthly reconciliation are the first full week of the new month.

 Treasurers can do one of the following, when submitting their monthly financials: 1.

Stop by Resident Services to reconcile

2.

Email your monthly figures to Annalise and/or Eric

 The Annual Financial Report, Form CC-8, Appendix H must be completed at the end of every calendar year and submitted to the Lifestyle Director

Monthly Reconciliation of Financials Cont.

Records and Accountability

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Club Monthly Financial Sheet

 Every Club Treasurer will receive an email with this Club Excel Template. This is the Template that I’m asking all Treasurers to use going forward.  This template is very easy to use.  Income taken in during the prior month

• Date
• Description of Income
• Income Amount

 **Very Important: PLEASE DO NOT ACCOUNT FOR FUTURE INCOME Total Income Year-to-Date Expenses that occurred during the prior month

• Date
• Description of Expense
• Expense Amount

 **Very Important: PLEASE DO NOT ACCOUNT FOR FUTURE EXPENSES

 Total Expenses Year-to-Date  Net Account Balance as of the end of the prior month:

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 Only Club Treasurer have the authority to deposit and disburse of club revenues per the club’s membership.  **Any funds disbursing from a Charter Club Account to either purchase equipment/items or to be donated to a local charity, first Club Officers must inform the Lifestyle Director/Resident Services at the beginning of each month.  Check Request Options:  Option 1: Submit a Check Request to Resident Services.

 require an Invoice or quote from the Vendor  require a W-9 from the Vendor  Please be aware of any lead time and inform the Lifestyle Director/Resident Services

 Option 2: Club Officer purchases the equipment with their own money and submit receipts to Resident Services. A check will then be issued to the club officer for reimbursement .  All Chartered Clubs, please be aware of the lag time for all Check Requests.

Monthly Reconciliation of Financials Cont.

Records and Accountability

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Copy of Check Request Form

Monthly Reconciliation of Financials Cont.

Required Fields to Complete:

 Date of submitting the check request to Resident Services  Payable To: Whose the reimbursement or check going too?  Purchase amount of the item (s)  Description of Purchase: Brief Statement for the purchase  Requested by – Your Name  Very Important: Please attach all receipts or invoices to the check request when submitting to Resident Services

01/21/2014 - 35 Del Webb Ponte Vedra

01/21/2014 - 36 Del Webb Ponte Vedra