Club Rules & Regs




Approved update:  01/23/2020

Rules and Regulations

Introduction

The Rules and Regulations provide the structure for the control and management of the affairs, property and interests of the Club.

The Rules and Regulations are approved by the Board of Directors and submitted to the Coordinator of Clubs for review.  After any changes are made, they are approved by the membership and filed with the RCSC Club Office.

 

Section 1.  Structure


Membership

Membership is open to all persons holding a Member or Privilege card issued by the Recreation Centers of Sun City (RCSC).

Total Club membership must be maintained at 50 or above to keep the Club Room.


Guests

Guests are people who have been invited by Club members to observe or participate in a Club activity or special program.  

Guests who are staying with a member during their visit to Sun City are allowed to visit the clubroom and participate in activities as allowed by the RCSC rules. Guests who are not being housed by a club member during their visit, will be allowed to attend club activities a maximum of 5 times per calendar year.

Note:  The Club has purchased a RCSC Host Punch Card to be used by the Club. It can be found in the Club’s cash box in the envelope marked Guests.

At the time of a Guest’s visit, other than for classes, the Club monitor punches the Host Punch Card of the member who invited the Guest, or checks the Guest’s ID if they present a Daily Guest Pass, or punches the Club’s Host Punch Card.  If the Club’s Host Punch Card is used, the member sponsoring the guest will reimburse the Club.  At times, the Club monitor may use the Club’s Host Punch Card for a guest invited by the Club when approved by the Board.

The Guest Attendance Sheet is not signed.  However, the Guest may sign the Club’s daily attendance log with a “G” next to his or her name. 

If Guests are allowed to participate in a class, they must pay any class fees plus the guest fee of $2.50/day and sign the Guest Attendance Sheet (BP form 12-4), rather than making use of the Club’s Host Punch Card.  A guest cannot displace a Club member should the activity or class have a participant limit.

When a guest pays the $2.50 fee, he or she must sign the Guest Attendance sheet (BP Form 12-4.)  The Club turns this form in to the RCSC Clubs Office, along with the appropriate fees collected, by the tenth day of the following month.

Guests may be allowed to attend a Club field trip or activity as long as the arrangements are not so limited that a Club member would be excluded.  The Club member must attend the outing with his or her guest(s).


Visitors

Visiting non-club members who are RCSC cardholders are referred to as visitors. 

They are eligible for membership in the Club and, therefore, must join the Club after a maximum of three visits when participating in regular Club Room events. 

Visitors will be asked to sign-in, as a visitor, on the Club’s daily attendance log by placing a “V” next to their name. Visitors may be allowed to attend a Club field trip or activity as long as the arrangements are not so limited that a Club member would be excluded because of the visitor’s attendance.

People who drop into the Club Room to visit and/or shop are not included in either the guests or visitors’ category.  


Meetings

General meetings, when scheduled by the Board, are normally held on the fourth Thursday of the month, October through April, in the Club Room at Oakmont Recreation Center.

The Club will hold a minimum of one general membership meeting a year.

Special membership meetings may be called by the Executive Board or at least 10% of the membership.  Notice of these meetings must be given to membership at least 7 days prior to the specially scheduled meeting.

The Executive Board meets a minimum of 2 times a year.


Dues

Dues are $12.00 per calendar year with a current RCSC membership.  

Starting in July, the dues drop to $6.00 to cover membership until the end of that calendar year.  However, when new members pay their dues of $12.00 along with their class fees in order to take the fall Beginners or Intermediate class, their dues are extended to cover the following full calendar year.


Officers

The President, Vice-President, Secretary, and Treasurer are elected by the Club membership for one-year terms.

Elected officers may serve a maximum of three years.  After remaining out of office for one year, a member may again run for the same Club office.

If there is a vacancy of one of the elected Club offices, the Executive Board appoints a replacement from the membership to serve out the balance of the term, provided it is less than 6 months.  If the term of office remaining is more than six months, the Club membership’s approval is required.

Exception:  If the President’s office is vacated, it is filled by the Vice-President.  A new Vice-President is elected, or is appointed by the Executive Board, subject to the approval of the Club membership. 

The Nominating Committee announces the slate of candidates to the membership at the October meeting.  The slate of candidates is also printed in the Club’s October newsletter, posted on the club’s communication board and emailed to all Club members who have provided an email address. 

At the November meeting, the votes for each office are counted by a show of hands, or verbally expressed Ayes or Nays.  If the slate of nominees is more extensive than two candidates for each office, a written ballot will be conducted and votes tallied. 

The RCSC Club Office will be notified of current club officers on Form BP: 12-3, including temporary replacements.


Office

Description


President

  • Presides at all Club meetings.
  • Exercises the duties and responsibilities commonly associated with the office.
  • Directs all activities of the Executive Board; may call special meetings.
  • Acts as Club’s liaison with the RCSC.
  • Ensures the timely filing of reports required by RCSC and/or IRS.
  • Appoints the chairpersons of all support functions, subject to the Board’s approval. 
  • Becomes an ex-officio member of all committees except the Nominating Committee.
  • Ensures the current Board Policy No. 12 and Club’s Rules & Regulations are accessible to the Club membership.
  • Submits the Club’s Rules & Regulations to the Clubs & Activities Office (CAO) whenever there are changes, or as directed by the CAO.


Vice-President

  • Presides in the absence of the President and succeeds the President in office due to a vacancy for any reason.
  • Chairs or designates a chairperson for the annual holiday party committee.


Office

Description



Secretary

  • Records minutes and maintains records for all meetings of the Executive Board and the General Membership.
  • Posts the minutes of the General Membership meeting on the Communication Board and through emails, prior to the next General Meeting.



Treasurer

  • Administers Club funds under the direction of the President.
  • Prepares a budget for approval of the Executive Board.
  • Presents a report at the Board and General Membership meetings.
  • Retains all fiscal records for the three years prior to current year.
  • Presents the audit findings for the previous year to the membership.
  • Prepares the Annual Club Financial Report (CR-2) and submits it to the Clubs & Activities Office by January 31.
  • Submits club’s annual donation to RCSC, if approved, by January 31 for that year’s possible use per RCSC approval.
  • Assures that all federal and state tax reports and payments are completed and filed in a timely manner, this includes forms 1099 and 990.



Assistant Treasurer

  • Works with Treasurer to perform the above duties.
  • Assists with making club deposits, maintains cash box.



Executive Board

The Executive Board is composed of President, Vice-President, Secretary, Treasurer, Past President, Room Chairperson, and two Members-at-Large.  All these individuals have voting rights.

The Executive Board is responsible for the control and management of the affairs, property and interests of the Club.  They perform duties as prescribed in RCSC Board Policy No. 12 and the Club’s Rules and Regulations.

The Board will meet according to the schedule established annually by the Executive Board, with a minimum requirement of 2 meetings a year.


                                                                            


Support positions

Members are appointed by the President to perform specific tasks to support Club activities.  Descriptions of the positions follow.


Position

Description


Baskets

  • Coordinates the activities of the basket weavers/coilers.
  • Initiates classes and activities of general interest to the basket weavers/coilers.


Equipment

  • Responsible for the maintenance of the Club’s Equipment.


Federation Rep

  • Represents the Club at the meetings of the Arizona Federation of Weavers & Spinners Guilds, Inc.


Hospitality

  • Coordinates refreshments for the General Meetings.


Library

  • Maintains the Library.


Membership

  • Compiles the club’s membership roster and submits it to the RCSC Clubs’ Office according to the current BP-12 requirements.
  • Submits the Guest Attendance sheet, along with any monies collected, to the RCSC Clubs’ Office by the 10th day of the following month.
  • Provides the Club Room and the Communication Committee with a Membership Roster and contact list.
  • Submits the clubroom’s attendance record information to RCSC as required.


Monitor Chairman

  • Oversees the Monthly Monitors.
  • Assures that all Club members receive the training needed to perform their duties as Club monitors.
  • Assists the Monthly Monitors in assigning monitors to cover all Club hours as required.
  • Assigns a Monthly Monitor for each month the Club is open.


Monthly Monitors

  • Maintain the Monitors’ calendar noting Club activities and designating which day monitors are needed in the Club Room.
  • Responsible for acquiring/assigning Club members for monitor duty on the days designated.


Position

Description

Monitors

  • Wear name tags and the Club’s monitor tags during their duty assignment.
  • Open and close the Club Room.
  • Greet any visitors and assist them with purchases. 
  • Assist visitors or members with questions regarding Club classes or activities. 
  • Accept new members or membership renewals by completing the appropriate paper work. 
  • When needed, follow the accident, emergency or incident procedures posted in the Club’s Communication Center.
  • Follow the details in the How to Monitor procedure posted in the Club’s Communication Center. 

Publicity

  • Writes and submits articles regarding Club activities to the Sun Views and other appropriate news media, with RCSC approval.
  • Produces and updates all Club pamphlets and flyers or posters, with RCSC approval, and submits them for display at Sun City Visitors’ Center and Recreation Centers.

Spinning

  • Coordinates the activities of the spinners.
  • Initiates classes and activities of general interest to the spinners.

Shuttle news and or website

  • Produces the club’s website/Shuttle news from member input.

Sunshine

  • Sends cards to members that are ill or hospitalized.

Communication

  • Coordinates notification of members, by website by telephone and/or email, about Club meetings, events, special sales or needs.

Thread

(optional)

  • Facilitates and coordinates club and club members’ thread orders. 


Position

Description

Weaving

  • Coordinates the activities of the weavers.
  • Initiates classes and activities of general interest to the weavers.

Windows


  • Decorates the two display windows with fiber arts themed items.


Programs Coordinator

  • Organizes programs for club meetings/outings


Standing committees

There are two standing committees.  These committees have membership of more than one member.  They are appointed by the President.


Committee

Description


Rules & Regulations 

By November 30 of each year, presents proposed changes to the Rules & Regulations to the Executive Board.  If there are no proposed changes, that is also reported.

Note:  It is recommended that a present or former Club officer serve on the Rules and Regulations Committee and at least one other member.


Quality Control

  • Ensures the quality of craft items submitted for sale.
  • Handles any complaints regarding sold items.
  • Approves all sale items for quality, quantity, appropriate pricing and category.
  • Assists the sellers to enter their sale item’s information into the Sales inventory book, as needed. Instructs and assists members in completing the club’s sales tags specifically used by the Treasurer.
  • May update the Club’s criteria used to define standards of technical quality and appropriateness sought by the Club for sales items. The committee may suggest minimum pricing of like items to assist members as needed.
  • Updates criteria and procedures for entering items for sale at the Fall Arts and Crafts Festival.

Note:  The committee has at least three (3) members.



Ad hoc committees

The yearly ad hoc committees are the Auditing and Nominating Committees.

By May of each year, at a General Club Meeting, the President calls for members to volunteer for a Nominating Committee, and by January of each year, for members to volunteer for an Auditing Committee, with approval of the Club members present.

Note:  No Club officer may serve on the Auditing or Nominating Committee, however, the Club members of the Nominating Committee may be nominated for office.


Committee

Description


Auditing 

  • Reviews the Club’s monthly financial statements and back-up information from the previous year, or every 6 months if preferred.
  • Presents the results of the audit to the Club’s President and the Treasurer


Nominating 

  • Announces the slate of officers at the October meeting.

Note:  The committee has at least three (3) members.



Arizona Federation Representative

Artistic Weavers & Fiber Artists is a member (guild) of the Arizona Federation of Weavers & Spinners Guilds, Inc.  One member serves as the Club’s representative (Director) at the Federation’s meetings. 

This organization provides opportunities to meet and learn from those who share a common interest in weaving, spinning, and other textile techniques.  The Federation sponsors a bi-annual conference; workshops, and sharing opportunities with national experts,

Member Guilds are assessed $1.00 per member per year by the Arizona Federation.


Fiscal responsibility

For check writing purposes, President, Secretary and Treasurer are authorized to sign checks, but only one signature is required.  

Unusual expenditures in excess of $200.00 require the approval of the Executive Board.


Operating funds

The Club derives funds from the following:

  • Annual dues
  • 10% from sale of members’ items
  • 10% from class instruction fees
  • Copy machine revenue 
  • Revenue from the sale of “AWFA” tagged articles less sales tax
  • Donations.


Section 2.  Club Room


Hours

The Club Room is scheduled to be open to the public Mondays through Fridays, 9:00 am. until 3:00 pm. Special hours may be scheduled on Saturdays or evenings and reduced public access hours may occur May through September. An altered Public Hours schedule would be posted as a result. 

Exceptions:  Closures may occur on holidays and special occasions, or Public access Club hours may be extended, as determined by the membership and approved by the RCSC Club & Activities Office. 

An individual member in good standing, and trained as a monitor, may use the club room during our designated Public hours with the doors unlocked (Public Access posted hours.) That member may also use the club room during Oakmont Recreation Center Hours with the doors locked (Members-only hours.)


Signing in and name tags

Members, and guests, are asked to sign the Attendance Sheet each time they come to the Club Room.  Members must wear their names tags at all times in the Club Room. 

Emergency contact information, including phone numbers, is noted on the back of name tags.

Members’ name tags indicate the specific address for Oakmont Recreation Center to assist in making an emergency call.


Monitors

Monitors are in charge of all activities in the Club Room. 

Club monitors represent the authority of the Club officers while “on duty” in the Club Room. (See Monitor Procedures in Club Room) 

Monitors are identified to members and visitors by the wearing of a “Monitor” badge while on duty. 

Every member is required to serve, 12 times (AM or PM sessions) in a calendar year, as a monitor for the Club.  Members who are selling their wares through the Club must serve at least 12 monitor sessions a year. Exceptions to this rule may be granted by the Executive Board (usually by that member serving the Club in an approved, alternate capacity such as teaching a class or workshop).


Member in Good Standing

In order to attend classes, consign sales items, or use club equipment and club room, a member must be in good standing. At a minimum, this means that the member’s RCSC annual fees are paid, dues are current and they have met, or are in the process of meeting the club’s minimum monitoring and/or service requirements.

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Club equipment

Equipment and supplies are provided for members’ use in the Club Room.  They are not to be removed from the Club Room without Board approval which may be given when repairs are needed.


Copy machine

The copy machine is for the use of members or others, with special permission given by the monitors on duty.  

There is no charge for copies for Club business.  

For personal use copies the charge is 10 cents per page for black and white, and 50 cents per page for color.


Library

A library is maintained for use by the members.  Books and magazines in the circulating library may be checked out for two weeks.  The instructions for checking out and returning a book are posted on the shelves.  

Reference books, DVD’s or other material designated as “reference” may not be 

taken out; however, members are encouraged to use them at any time in the Club Room.  

An inventory of the Club’s books shall be included with the Club’s Equipment Inventory record. All additions or deletions from the library will be recorded in the Library section of the Club’s Inventory Record


Mailboxes

General Club information, rules, meeting minutes, notices and activity or class information is posted for review in the Club Room. Certain communications may also be posted on the club’s website or delivered to members through their email. Specific messages for members may also be left in the Club’s alphabetical mail caddy, located in the Club Room’s Communication Center. 

It is each member’s responsibility to check periodically for Club notices and mail.


                                                                                                                                                  

Section 3.  Activities


Classes and workshops

Classes and workshops are offered for weaving, basketry, spinning and other fiber-related topics.  

When given RCSC Board approval, workshops presented by the Club (and lead by instructors that require a fee) may be offered by special invitation to others. For non-members, the fees for classes may be higher and will include daily Guest Fee charges to be paid by the guests when they are not an RCSC member.

An Independent Contractor Form will be completed for anyone who receives payment for teaching at the club. Those forms will be kept on file in the clubroom Treasurer’s records for teachers who are club members. The forms for outside RCSC instructors will be completed and a copy sent to RCSC Clubs’ Office. 

Payments are made by check or, if payment is donated back to the club, a donation form will be completed and filed with the Treasurer’s records for that year.


Refunds – fees

Refunds for classes or workshops are based on the following:

  • 100% as determined by the instructor or Board
  • 50% if dropping out prior to halfway mark in class session
  • 0% if dropping out at halfway or later in class session.


Looms

Floor and table looms are available for use by members in good standing.  During times of high-volume usage, the use of sign-up sheets to reserve a loom may be implemented and members may be limited to a set number of weeks for completing their projects. Exceptions will be considered by the Weaving Chairman or the Executive Board on an individual basis as need arises.

After completing their project on a Club loom, members are required to remove all threads, dust any lint from that loom’s reed, treadles, heddles and underlying floor area and return any repair heddles to the storage envelope.


Thread 

Thread orders may be coordinated through the Club.  The Thread Chairperson places an order per the club’s ordering schedule.  Thread samples are available in the Club Room. Ordering requests and information are kept in the Thread Ordering section of the club’s Information Notebook on the back counter in the club room.

                                                                                    

Sale of items created by members

Items created by members, in whole or in part, within the club, may be sold in the Club Room with 10% of the item price going to the Club.  Note:  selling price includes state sales tax, item price does not.

A club may sell items not produced in the club provided that all proceeds from such sales benefit the club only and not any individuals or other organizations. 

A club may sell items outside of RCSC facilities, produced in whole, or in part, within RCSC facilities, so long as the club benefits from such sales equally or greater than if the items were being sold within RCSC facilities.

Clubs may submit a request to RCSC’s Assistant General Manager to showcase items with the club name only, outside their dedicated space on a temporary basis within RCSC’s facilities.

Individual Club members, in good standing, are allowed to sell up to 200 articles during any calendar year.

Items for which Club members receive orders as a direct result of Club activities are handled as Club sales.  

Any complaints regarding Club sales are handled by the Quality Control Committee.

The Club is not responsible for any items put out for sale in the Club Room. Consignees are required to complete and maintain an accurate inventory sheet listing the items they have placed in the clubroom for sale

Members who discontinue their membership with the club have 30 days to remove any items they have offered for sale in the clubroom. It is understood that, unless they have been granted an extension by the board, any items remaining in the clubroom sales area will be sold as an AWFA item and all proceeds will be paid to the club.

In order to sell their items through the Club, Members must monitor, teach classes at, or provide a service for the Club. (Individual exceptions may be approved by the Executive Board.).

All items sold through the Club are subject to Quality Control review and approval.  Selling and consignment procedures are available in the Club Room. Consignees should be familiar with the club’s Quality Control procedures and minimum requirements.



Fall Arts & Crafts Sale, Spring Festival, Spring Fun Day

The Club participates in the Fall Arts & Crafts Sale, the Spring Festivals and Spring Fun Days as scheduled by RCSC. 

Proceeds from items sold are allocated as follows:  State sales tax, 10% to Artistic Weavers, and the balance to the Club member who submitted the item.  The costs involved in providing tables and other expenses are borne by the Club.

Members wishing to sell their items at the Festival must see that their tagged items are taken to and picked up from the Festival’s location at the Club’s designated times.

Along with the Club’s requirement that a member selling his or her items through the Club must monitor, teach classes at, or provide a service for the Club, the member should also volunteer to work for at least one sales session at the Club’s sales tables during the Festival. (Individual exceptions may be approved by the Executive Board.).


Vendors

Vendors may be authorized by the Club to sell craft-related raw materials and supplies within the Club Room on a limited basis. 

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Donations

  • Any donations to the AW&FA Club will be reviewed, first, by the Board to determine appropriate distribution of items given. Items the Board chooses to keep for the clubroom and, therefore, made available for all members’ use, will be added to the club’s inventory. Any items to be offered to individual club members for their personal use, will be made available on a specific date and time, which will be communicated in advance to the general membership.


Compliance

This document complies with:

  • RCSC Board Policy No. 12