NOTE: The bulk of the text below is the basic by laws for all clubs at Sun City Grand. Italicized text is specific to the Sun City Grand Music Club and is taken from a separate document titled "Operating Guidelines to Charter Club Bylaws." The information that follows combines the Music Club’s specific guidelines with the basic Sun City Grand club by laws for ease of reference.

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             Sun City Grand Club By Laws

                                 and

          Music Club Operating Guidelines

ARTICLE I — GENERAL

NAME OF CLUB: Sun City Grand Music Club

PURPOSE: The Music Club is composed of residents who share a love of music and are dedicated to the performance of vocal and instrumental music for enjoyment by both our participants and the general public.

Section C. These bylaws willfully comply with the Sun City Grand Community Association’s (SCGCA) by-laws, and club rules, regulations and procedures. In the event of a conflict between these club bylaws, the governing documents of the SCGCA shall prevail. Anything not stated in the bylaws shall be referred to Roberts Rules for parliamentary rule.

Section D. This club shall be operated as a Non-Profit Organization in accordance with Arizona statutes, and the bylaws of the SCGCA. Nonprofit is defined as: With few exceptions, club income should not greatly exceed expenses (operating expenses and capital requirements) resulting in a net operating gain. Where revenues do exceed expenses, the net gain should be used to foster continued club growth and activity. Club dues may be adjusted to comply, or the excess may be donated to the Association Facility Reserve Fund. The Activities Director must approve any other donations.

ARTICLE II — MEMBERSHIP

Section A. Membership shall be open to all members in good standing of the SCGCA.

Section B. There shall be no precondition for membership, nor will members be required to join any national, state, or regionally affiliated organizations other than the mandatory handicap requirements. Affiliation to other organizations may be required for various competitive reasons.

Section C. Guest Privileges: The guest privileges set forth in the Sun City Grand Charter Club Rules and Regulations shall govern guest privileges for this club.

Non-Resident Guest:  All other individuals who are accompanied by an Association member, or otherwise sponsored by an Association member are considered non-resident guests.  Unlike resident guests, this category does not qualify for Club membership.

All people who regularly participate in the Music Club sponsored events, which utilize the facilities of Sun City Grand on a regular basis, must be a Member of the Music Club, with the following exception:

When a group has a need for a specific instrumentalist (i.e. trombone, saxophone, etc.) that is unavailable within Sun City Grand, that person may be made a Member of the group, but not a Music Club member, until such a need can be filled by a Sun City Grand resident a search for a Sun City Grand resident to fill this position will be a constant responsibility of the leader of the group.

While the Directors of each of our events are encouraged to use Music Club Members for their shows, It is anticipated that occasional non Music Club Members will be included as performers in order to provide full, well rounded entertainment.

Section D. Dues: Annual dues in an amount recommended by the Club Executive Board and approved by membership vote are payable in advance. Timely payment of dues by each member shall be required for membership in good standing.

Annual dues shall be set by a majority vote of the Members at a duly convened business meeting of the Club.  Dues are payable in full, in advance.

Dues are payable each year on the first day of January.  Dues not paid within 30 days following this date shall be deemed delinquent and the Member will be dropped from the rolls

Dues for people joining after July1 in any year will be ½ of the annual dues.

ARTICLE III — OFFICERS

Section A. Executive Board: There shall be a President, Vice President, Secretary, Treasurer, or (Secretary/Treasurer, (Optional) Immediate Past President, (Optional) and as many Elected Directors needed for member representation. The Club Board may appoint members to fill an unexpired term. Please refer to Section 4.2. The General Club Membership must elect all voting Club Board Members, except those members who are appointed. Refer to Section 4.2. The Club Executive Board may be assisted by the chairperson of such committees as may be established by the Club Executive Board to carry out the club’s function and purposes.

Section B. Election: All officers and directors shall be elected by a majority vote of those present at an annual membership meeting once a quorum has been established, and shall serve without compensation.

The Officers and Directors shall be elected by ballot at the business meeting of the Club in March.  (See Section 4.2 Of the Charter Club Rules and Regulations for Details)

Not less than 90 days prior to the election, the President shall appoint a Nominating Committee of not less than three members. The membership will be informed of this committee’s existence and instructed to submit names of persons desiring to run for office to the committee head.  It shall be the duty of this committee to propose a slate of Officers and Directors for the coming year.  This slate will consist of at least one candidate for each office and the Nominating Committee will place their names in nomination at a General Membership meeting to be held in January.  This committee will also be responsible for the complete election process, ballot preparation, distribution and counting.

Any Member wishing to stand for office may submit his or her name to the Secretary prior to the business meeting scheduled for January.  The Secretary shall present these names at the January business meeting and, if the nominations are seconded, will add these names to the ballot for Officers and Directors.

Persons nominated, who are not present at the meeting, will not be placed on the ballot unless the nomination is accompanied by a written acceptance signed by the nominee.

The names of all duly nominated Members shall be indicated on the official Club Ballot.  Members attending the annual business meeting of the Membership in March shall use this printed ballot to cast their votes.

Any Member who cannot attend the annual Business Meeting in March may request a printed ballot from the Secretary and submit it, with his or her votes recorded on it, to the Secretary no later than the day preceding the election at the annual business meeting in March.

Elections shall be decided by a majority vote of the total of those Members voting in person and those voting in person and those voting by absentee ballot.

Section C. Term of Office: All Officers and Directors are elected for either a one (1) or two (2) year term and can succeed themselves provided they receive a majority vote of those in attendance at the election. Staggered terms are recommended for continuity. The term of office shall begin at the discretion of the Club Executive Board.

The term of office shall be for one (1) year and run from May 1 through April 30.

Section D. Duties and Responsibilities: President: Shall preside over all club meetings and be accountable for the administration of club business. The Club President shall carry out the direction and policies established by the Club Executive Board. The Club President shall act as principle liaison between the club and the Association, and shall appoint members of all committees that have been authorized by the club board, and shall also appoint the chairpersons of such committees. In the event of vacancies on the Club Executive Board, the Club President shall appoint, with Club Executive Board approval, interim replacement Club Executive Board Members to finish out the term until official elections can be held. The Club President shall ensure that all club Officers and Directors read and understand the Association Charter Club Rules, Regulations, and Procedures.

Vice-President: Shall perform all duties of the Club President in the event of the Club President’s absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Club Executive Board approval, from time to time by the Club President.

Secretary: Shall keep the club records, issue notices of all meetings of the Club Executive Board or General Membership, shall keep minutes thereof, conduct all correspondence relating to the club’s business, and furnish whatever reports to the Association or other persons or organizations as may be required.

Treasurer: Shall receive and deposit all monies due to the club and pay all obligations that may be incurred by the club in the regular course of its business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Club Executive Board or General Membership. Prepare and submit Year End Reports as instructed by the Activities Director/Controller and maintain previous years’ financial records.

Section E. Board Members: The officers of the club specified above, plus (optional) Immediate Past President, and Directors, shall serve as members of the Club Executive Board. The Club Executive Board shall have overall governing authority over the club consistent with the provisions of these bylaws and shall establish all committees necessary to carry out the purposes and objectives of the club.

Section F. Election of Officers and Board Members QUORUM – A minimum of 20 members in good standing (depending on size of club, higher levels of attendance can be documented in the club’s Operating Procedures) excluding the Club Executive Board must be present and eligible to vote at any election specified in these bylaws. If more than one member is nominated for any elective position, voting shall be by secret written ballot. The Club Executive Board shall determine the particular procedures for nominations and elections to be followed at such meetings. Should these vacancies not be filled at the General Meeting, the Club Executive Board shall fill the vacancies as it sees fit. See Chapter 4, 4.2 Elections/Appointments of the Sun City Grand Charter Club Rules & Regulations for detailed information.

ARTICLE IV — MEETINGS

Section A. Meetings of the Members: Membership meetings shall be held not less than twice annually, the time and place of such meetings to be determined by the Club Executive Board. The Club President shall preside at all such meetings and Robert’s Rules of Order ¬Newly Revised shall be followed. A minimum of 20 members eligible to vote excluding the Officers and Directors shall be necessary to conduct any business of the club at the General Membership meetings, and except as otherwise specified in these bylaws a simple majority vote of the membership present shall be sufficient to conduct any business requiring the vote of the membership.

An annual meeting of the Club will be held each January for the purpose of conducting the clubs general business including, but not limited to: Approval of the annual budget, nomination of officers and amending the Operational Bylaws. An additional meeting will be held in March for the purpose of electing officers.  At least one other General meeting should be held each year for receiving the report of the Treasurer, and conducting such other business as may properly come before the Club.

The Secretary shall provide at least ten days notice of all business meetings of the Membership by posting such notice on the Music Club email and telephone networks.

Section B. Meetings of the Officers and the Board: The Club President may call meetings of the Club Executive Board at any time by giving notice orally, in writing, or email. The President shall determine the time and place of such meeting. A majority of the Club Executive Board Members shall constitute a quorum of the Club Executive Board and therefore, may conduct any business brought before the Club Executive Board at such meetings.

ARTICLE V — FINANCIAL

Section A. Maintenance of Financial Records: Financial records and related documentation must be kept for the 7 previous years and the current year, and shall be maintained by the Treasurer. See Charter Club Rules & Regulations for more details.

Financial records should be reviewed on an annual basis by one or more individual(s) other than those elected to the Executive Board.  This individual or group shall be appointed by the President.  A report of this review shall be presented at a business meeting and approved by a vote of the Members present.

The accounting year is January 1 through December 31.

Section B. Expenditures: Unbudgeted single expenditures not to exceed $500.00 must be approved by the Club Executive Board in its discretion. Unbudgeted single expenditures in excess of $500.00 must be approved by a majority vote of those present at a general membership meeting.

Section C. Reimbursements: Signators are encouraged to request reimbursement for their own expenditures from a second signator.

Section D. Financial Records: Qualified persons or organizations, at the discretion of the Club Executive Board, club members, or the Activities Director, may audit the club’s financial records.

Section E. Annual Budget, Cash, and Inventory of Club Assets: The Club Executive Board shall prepare an annual budget to be presented to the General Membership at a regularly scheduled membership meeting. The club shall maintain such checking and/or savings bank accounts approved by the SCGCA as may be necessary in the opinion of the Club Executive Board to properly conduct the club’s business. All cash receipts shall be deposited in one or more of said accounts. All expenditures over a $10 maximum made by the club or any member on behalf of the club must be made by check only. The club may maintain a Petty Cash Fund not to exceed $50 and allow disbursements from this fund for receipted incidental expenses not to exceed $10 each disbursement; cash float funds are permitted not to exceed $50. The Treasurer shall keep appropriate receipts and invoices covering all such transactions as part of the club’s financial records. The Club Executive Board shall designate not less than two Club Executive Board Members as persons authorized to sign checks drawn of the club’s bank account(s) preferably the Treasurer and the Club President. All assets of the club shall be physically inventoried at least once annually and the Treasurer thereof shall maintain a written record.

ARTICLE VI — COMMITTEES

Section A. Appointment: All committees, including standing committees, and the Chairmen thereof, shall be appointed by the Club President with Club Executive Board approval. All committees shall have written mission statements assigned prior to the committee appointments.

Permanent (standing) committees may be appointed each year by the Executive Board and may include, but not be limited to Donation Planning, Membership, Program, Fund-Raising and Development.  The Executive Board may also appoint ad hoc committees from time-to-time to deal with specific issues.

The Executive Board may designate the Chairperson of each permanent committee, or it may ask the President to designate a Chairperson; or the Executive Board may ask the Committee members to select a Chairperson from among its members.

Special-Interest Groups (SIGs) shall be considered to be Committees of the Club, organized to pursue activities on behalf of members sharing in the special interest.  Membership shall be open to all Members of the Club, except in those instances where an audition is required for a performing group.  SIGs will normally elect their own Chairperson and other such officers as they may need to function; and will devise their own mission statements and arrange their own programmatic activities.

ARTICLE VII — AMENDMENTS

Section A. Individual clubs are not permitted to amend this document; however, requests for changes may be submitted to the Activities Director for review.

ARTICLE VIII — DISSOLUTION

Section A. This Club may not be dissolved until all of its outstanding debts have been paid; upon dissolution, all assets and all property of the Club shall be surrendered to the Association in accordance with the Chartered Club Rules, Regulations & Procedures.