WHEREAS Article IV, Section 7 of the Corporate Bylaws empowers the Board of Directors (“Board” or “Directors”) of the Recreation Centers of Sun City, Inc. (“RCSC” or “Corporation”) to adopt Policies (“BP” or “Policies”) not in conflict with the Restated Articles of Incorporation (“Articles”) or the Corporate Bylaws (“Bylaws”).
WHEREAS to minimize inconsistencies, misunderstandings and misinterpretations inherent in verbal instructions, rules and regulations, the Board of Directors has established Board Policies in written form. Such Policies shall be titled, numbered and indexed for easy reference and use.
WHEREAS the Restated Articles of Incorporation and the Corporate Bylaws shall take precedence over Board Policies and that the following Board Policy on Code of Conduct and RCSC Rules and Regulations shall provide instruction, direction and guidelines regarding such and shall remain in effect until such time it is amended or removed by the Board.
NOW, THEREFORE BE IT RESOLVED the Corporation shall adhere to the following policies regarding Use and Rental of RCSC Facilities and Property:
A. USAGE OF RCSC FACILITIES
1. Free usage of RCSC facilities and property by other than RCSC organizations should be based on whether such is of benefit to RCSC and its Cardholders, which is at the discretion of the Board or Management.
2. Any activity, event, gathering or assembly by any group other than RCSC organizations, whether free or paid rental, shall be pre-approved by the Board or Management. The Board of Directors or Management reserves the right to deny use of RCSC facilities to any individual or organization with or without cause.
3. RCSC facilities and property shall not be used for fund raising, religious organizations or political campaigns unless pre-approved by the Board of Directors. Specific purposes should be identified in the request for usage. The Board of Directors will use the following criteria when considering political requests:
a. Does the event provide Members an opportunity to be able to make informed decisions that will have an impact on their lives?
b. Does the political figure or position have a direct impact on Sun City or Maricopa County?
c. Does the political figure or position have a direct impact on Sun City residents as citizens of the State of Arizona or the United States of America?
d. Will the event draw attendance from outside of Sun City?
e. What will be the media involvement with the event?
4. Use of RCSC facilities that involves business being conducted by anyone other than the RCSC organizations such as: sales of any products, fees for seminars or instructional classes, or any other income producing venue to the user of the RCSC facilities and property, must be completely and thoroughly revealed by the user. Sales may be subject to a percentage of gross sales payable to RCSC.
5. All requests for use of RCSC facilities and property shall be submitted to the Clubs & Activities Office located in the Lakeview Recreation Center. RCSC Cardholders and Chartered Clubs shall receive priority over other requests. RCSC shall require evidence of insurance or other permits as required.
6. Fees for use of RCSC facilities and property shall be approved by the Board of Directors and implemented by Management. Even if sponsored by RCSC Cardholders or RCSC organizations, Non-Cardholder rates may apply, which shall be determined by the Board or Management.
7. RCSC game/competitive play facilities, including but not limited to: mini golf, table tennis, tennis, racquetball/handball, shuffleboard, billiards, lawn bowling, bocce, pickleball, competitive swimming may be rented to outside organizations for a competitive event, which shall be determined by the Board or Management, so long as RCSC Cardholders are allowed to participate in the event.
8. Any organization that wishes to use RCSC facilities and property to FREELY donate their services to RCSC Cardholders (i.e. AARP Free Tax Preparation, Sun City Posse, Sun City PRIDES, Healthways for free inoculations) may be allowed to do so without charge, which shall be determined by the Board or Management.
9. Any organization that wishes to use RCSC facilities and property to inform, educate, or advise RCSC Cardholders (i.e. Sun City Homeowners Association, Sun City Community Assistance Network, Red Cross, AARP Education Programs) may be given reduced fees or free use, which shall be determined by the Board or Management.
10. Rental of RCSC facilities in conjunction with golf tournaments on RCSC golf courses shall be at the Cardholder rate. Rental of RCSC facilities by full-time RCSC personnel shall be at the Cardholder rate.
11. All publicity and advertising regarding an activity, event, gathering or assembly on or in RCSC facilities and property shall be pre-approved by Management. Posting of such on the Corporate bulletin boards, website, newsletter or any other Corporate property shall be pre-approved by Management.
12. Failure to leave RCSC facilities in a reasonably clean and damage-free state shall result in additional fees to the user to cover cleaning and repairs as determined by Management. In an attempt to assure such fees shall be paid, a deposit shall be taken for each function that involves a rental contract. Deposit amounts required for each facility shall be determined by the Board or Management.
BE IT FURTHER RESOLVED that a copy of this resolution shall be posted on the RCSC website for members and shall be made available to members upon request at no cost.
Adopted and signed this 19th day of December, 2013 at a duly called Board meeting by a majority (5) of the Recreation Centers of Sun City, Inc. Board of Directors.
