Standing Committees
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WHEREAS Article IV, Section 7 of the Corporate Bylaws empowers the Board of Directors to adopt Policies not in conflict with the Restated Articles of Incorporation (“Articles”) or the Corporate Bylaws (“Bylaws”).
NOW, THEREFORE, BE IT RESOLVED that the Board of Directors (“Board” or “Directors”) of the Recreation Centers of Sun City, Inc. (“RCSC” or “Corporation”) in an effort to maintain and carry out its fiduciary responsibility to its Members, adopts the following Board Policy (“BP” or “Policies”) on March 31, 2011.
NOW, THEREFORE, BE IT RESOLVED that 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.
NOW, THEREFORE, BE IT RESOLVED that the Restated Articles of Incorporation and the Corporate Bylaws shall take precedence over Board Policies and that the following Board Policy on Standing Committees shall provide instruction, direction and guidelines regarding such and shall remain in effect until such time it is amended or removed.
The Board of Directors is empowered by the Corporate Bylaws to create or eliminate committees as they may deem necessary to properly and effectively carry on the affairs of the Corporation. A committee is a small group of Members, generally subordinate to the Board of Directors, which is organized to assist the Board in specific areas as assigned. Members may present specific concerns and issues to the appropriate committee for review and recommendation to the Board.
Standing Committees have no decision making authority and are limited to presenting ideas and recommendations to the Board of Directors and Management. A Standing Committee is a sub-unit of a deliberative body, established in a permanent fashion to aid the parent assembly in accomplishing its duties.
All Standing Committees shall attempt to have no less than five (5) members, with a Board of Director as Chair and Co-Chair. The Chair shall be responsible for the functions of the standing committee. The Chairperson may select the other members of the committee from the Membership at large who must meet the following requirements:
- Must be a RCSC Member Cardholder in good standing;
- Must have knowledge and/or experience in the Standing Committee’s purpose;
- Must not be related to any other member of the Standing Committee as by marriage or birth (effective January 2009, committee members prior to May 8, 2008 that were related by marriage or birth are grandfathered);
- Must agree to adhere to the RCSC Articles of Incorporation, Corporate Bylaws, Board Policies, Cardholders and Guest Code of Conduct and any Rules & Regulations of the Corporation.
Bowling Committee: It is the purpose of the Bowling Committee to:
- assist in the promotion of bowling at the RCSC bowling centers
- help maintain interest in Sun City in the game of bowling
- encourage fellowship among the bowling community in Sun City
- gather input from the bowling community in Sun City, to provide a voice to the Board and Management
- review and recommend bowling policies and fees to the Board of Directors
- review and recommend capital improvements to the Board and Management
- review and recommend bowling operational changes to Management
- conduct inspections of bowling facilities informing Management of results
Golf Advisory Committee: It is the purpose of the Golf Advisory Committee to:
- assist in the promotion of golf at the RCSC golf courses
- help maintain interest in Sun City in the game of golf
- encourage fellowship among the golfing community in Sun City
- gather input from the golfing community in Sun City, to provide a voice to the Board and Management
- review and recommend golfing policies and fees to the Board of Directors
- review and recommend capital improvements to the Board and Management
- review and recommend golf operational changes to Management
- conduct inspections of golf courses, including cart paths, greens, fairways, driving ranges, and practice areas, informing Management of results
Club Organization Committee (“COC”): The Club Organization Committee shall consist of one representative for each Chartered Club and its purpose is to:
- act as a liaison between RCSC Chartered Clubs and the Board and Management
- ensure that all RCSC Chartered Clubs operate in a consistent manner
- ensure that all RCSC Chartered Clubs are in compliance with RCSC Articles of Incorporation, Corporate Bylaws and Board Policies
- ensure that provisions of the Board Policy Resolution(s) regarding Chartered Clubs are understood and followed
- review and recommend action to be taken with respect to club applications to the Board of Directors
- review and recommend capital improvements to the Board and Management
- review and recommend policy changes to Board of Directors
- review and recommend rules and regulations to foster good relationships between the Corporation and its Chartered Clubs
Elections Committee: It is the purpose of the Election Committee to:
- recruit a sufficient number of Board of Director candidates, as needed
- collect and verify petitions and applications of Board of Director candidates
- conduct elections and recall elections of the Board of Directors pursuant to the Corporate Bylaws
- announce results of elections and recall elections of the Board of Directors
- supervise whenever a ballot vote is required
The Elections Committee may use the services of a neutral entity, such as the Maricopa County Elections staff, and adopt their procedures, as desired, to ensure a fair election process.
Properties Committee: The Properties Committee shall conduct at least four complete inspections annually of all the Corporation’s physical properties, including the buildings, equipment, and grounds immediate to the area of buildings to determine if same are safe, are being properly cared for, and are in good condition. After each inspection, the Committee shall report the status of the facilities to Management, including any recommendations that may be necessary for the better preservation and care of the facilities.
Finance, Budget & Auditing Committee: The Finance & Budget Committee shall review at least quarterly the financial performance year-to-date of the operation in comparison to budget and the previous year. The Committee shall advise the Board of Directors of any concerns it has regarding the financial operations. The Committee shall review and make recommendations regarding the annual operating and capital budget. Chartered Clubs may be audited at the discretion of the Committee.
Insurance Committee: The Insurance Committee will review and recommend to the RCSC Board of Directors adequate insurance requirements and coverage. Selection of insurance brokers/agents will be reviewed annually based upon service and bid proposals.
Government Affairs Committee: The Government Affairs Committee will monitor the legislation and actions of the Arizona State House of Representatives, the Arizona State Senate, the Arizona Corporation Commission, the Maricopa County Board of Supervisors and any and all other governmental agencies. The committee will inform the Board and Management of any recommendations for actions to be taken as a result.
Long Range Planning Committee: The Long Range Planning Committee will recommend to the Board of Directors suggested major physical changes, alterations, additions or usage of RCSC properties to be incorporated as part of the RCSC Long Range planning.
Entertainment Committee: The Entertainment Committee will be responsible for the selection and booking of all acts that appear at the Sun Bowl or its alternate venues. The Committee will preview, if possible, all potential acts. It will agree, by majority vote, to all acts to be booked. It will formulate each season of shows, critique all performances and evaluate the audience response. A Contract Information Worksheet for each act, signed by the Chairperson, will be submitted to the RCSC Activities Supervisor. The Activities Supervisor will proceed with the Performance Agreement and Contracts.
Member Communication Committee: The Member Communication Committee’s purpose will be to make recommendations to the RCSC Board regarding methods and procedures for providing RCSC Cardholders with information on projects, policies, activities and Cardholder benefits.
Lawn Bowling Advisory Committee: It is the purpose of the Lawn Bowling Advisory Committee to:
- gather input from the lawn bowling community in Sun City, to provide a voice to the Board
- review and recommend lawn bowling policies and fees to the Board of Directors
- review and recommend capital improvements to the Board and Management
- appoint a select group of no more than four (4) to review and recommend lawn bowling green maintenance changes to the Lawn Bowling Standard Operating Procedure
- conduct inspections of lawn bowling greens informing the select group of the results
Marketing Committee: The Marketing Committee’s purpose will be to make recommendations to the RCSC Board regarding marketing Sun City as a premier active retirement community for 55+ adults who wish to continue an active lifestyle as a way of life by utilizing the golf courses and the recreation centers with their numerous amenities and clubs. Emphasizing the unsurpassed value of what is available in Sun City and the dynamic activities available to those who choose to participate.