SUN CITY SUMMERLIN COMMUNITY ASSOCIATION, INC. CLUB AND COMMUNITY ORGANIZATIONS COMMITTEE April 6, 2017 Desert Vista Community Center

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1 SUN CITY SUMMERLIN COMMUNITY ASSOCIATION, INC. CLUB AND COMMUNITY ORGANIZATIONS COMMITTEE April 6, 2017 Desert Vista Community Center Present: Absent: Barbara Holden (Chair), Ellen Bachman, Jan Edwards, Mitch Fadem, Marsha Klein, Lynn Kasner Morgan, Bob Segler, Myrna Weidenfeld, Julie Zerbel, Melissa Spina, Manager of Community Services, Janine Lowen, Recording Secretary Lynda Carpenter Ms. Holden called the meeting to order at 1:00 p.m. at the Desert Vista Community Center and noted that a quorum was present. INTRODUCTIONS Ms. Holden asked the members of the committee to introduce themselves. GUESTS Ken Caroccia, Beth Nappe, Karl Wiedemann ACCEPTANCE OF AGENDA Ms. Holden asked for a motion to accept the April 6, 2017 CCOC agenda. Motion: Ms. Bachman moved to accept the agenda. Seconded: Ms. Zerbel seconded. Vote: Unanimously approved. APPROVAL OF MINUTES Ms. Holden asked if there were any corrections, additions or discussion of the minutes. Hearing none, she asked for a motion to approve the February 2, 2017 CCOC minutes. Motion: Ms. Bachman moved to accept the minutes. Seconded: Ms. Kasner Morgan seconded. Vote: Unanimously approved. RESIDENTS REMARKS The guests introduced themselves. COMMUNITY SERVICES DIRECTOR S REPORT Ms. Spina stated Fisherman and Friends Club had planned to have their club picnic/party in April or May in order to spend their remaining funds ($516.64). She stated the club s final dissolution could be on the CCOC agenda in June.

2 Ms. Spina stated she had contacted Raylene Elmore, SCSCAI Controller, regarding a master bank account for clubs. Ms. Elmore saw some problems with this, but stated this would be a Board decision. This matter was prompted due to some clubs having problems opening no fee bank accounts. Ms. Spina stated she had contacted a few banks to find out their policies; she found Chase Bank had a $12 per month fee for balances under $1,500 or an account with no fees for $75,000, however there are times a club is given different information depending on who they speak to at the bank. Ms. Zerbel stated US Bank and Nevada State Bank opened her club accounts with no problems and no fees. CHAIR S REMARKS Ms. Holden introduced herself stating fairness and respect were very important to her, and stated, It is very important that we show a lot of respect and we value everybody s opinion. She stated she was a consensus builder and worked toward the goal of getting everyone going in the same direction. OLD BUSINESS 1. CCOC Procedure Manual redline review Ms. Spina reviewed and explained all proposed revisions (handouts provided) with the members. Changes to page 11 regarding officer elections and quorums had been proposed by Ms. Bachman (former chair) in the past, and was re-worded for clarification purposes. There was discussion about what would be done if a club did not meet all the criteria to hold a valid election. Ms. Bachman stated they would be required to start over, meaning additional advertising and selecting a new date for elections. There was discussion about pages 15 and 16 regarding alcoholic beverages, Summit/Skylight Room Usage and food and beverages being brought into The Summit. Ms. Edwards asked about this policy for Desert Vista and Mountain Shadows also. Answering Karl Wiedemann s question about whether Residents Forum was a club or community organization, Ms. Bachman stated it was a community organization, and was treated the same as a club except for dues and membership requirements; all other requirements and regulations applied. Mr. Wiedemann stated Residents Forum wanted to serve alcoholic beverages and chili at an upcoming event; he asked if they could buy and serve the alcohol without going through the Food & Beverage department. He also asked if the rolling bar was available for their use. Mr. Wiedemann stated their intent was to provide free drinks this time, but if they decided to charge in the future (in order to raise funds), was this okay. Ms. Bachman stated if a rolling bar was needed, the Food & Beverage department would need to provide it and a bartender. Ms. Zerbel confirmed: club members may either bring a bottle of wine, or if the club wants to provide it, they must use a bar service contract with Food & Beverage for a rolling bar and bartender. Ms. Spina stated it needed to be very clear to clubs that whoever opens the bottle of alcohol is responsible. She also stated it sounded like more legal clarification was needed due to the questions committee members had in regard to Association liability. Ms. Bachman stated she believed legal advice had stated club members were allowed to bring liquor, but whoever opened it was the responsible party. Mr. Caroccia stated a different lawyer might provide a different opinion. Regarding petty cash, Ms. Spina stated Ms. Elmore advised her the Association s petty cash department structure is $300, except for Administration which does get a little more money. Ms. Elmore felt the procedures should stay at the $300 amount in order to be consistent with the 2

3 Association s policy. Ms. Spina stated Ms. Elmore s recommendation was that any club with $300 should have a bank account. Ms. Holden stated she would contact the executive director regarding the legal opinion on the alcohol policy. Motion: Ms. Bachman moved to recommend the revisions, as discussed, to the Board of Directors for final approval subject to getting clarification on the alcoholic beverages policy. Seconded: Ms. Zerbel seconded. Vote: Seven voted in favor, one abstention. Motion passed. Ms. Spina stated the new CCOC Procedure Manuals would be printed and distributed after the alcohol policy was revised and upon Board approval. She stated the members would be advised of the new alcohol policy and Ms. Holden agreed that another CCOC meeting could be arranged, if needed. NEW BUSINESS 1. Associate Member Status for Sun City Chartered Clubs review/discussion Ms. Holden stated there were several residents at a recent Coffee With the Board meeting who knew of former residents that had moved away, but still wanted to belong and participate in club activities. She stated, if a recommendation were made, it needed to be really carefully written to protect the current owners and residents of Sun City. She read from the handout she had provided (in italics below), stating this may need to be implemented a little bit at a time, and was simply a preliminary draft. She stated each club would control whether they allowed this type of membership. Associate Member Status for Sun City Chartered Clubs A Chartered Club may choose to offer or rescind associate memberships upon a membership vote with greater than 50% agreeing to offer associate membership for their club. At no time can associate memberships comprise more than 25% of the total club membership. This ensures current owners have priority. Associate members have no voting privileges and may not hold any office in a chartered club. Associate members may attend any meetings and events that the chartered club offers. If there is a Club charge for the event associate members will also be required to pay that charge. Definition: An associate member is an individual who lived previously in Sun City as an owner or resident and currently resides outside of Sun City or a family member of a current resident or owner. Those seeking associate membership status must apply to the club providing at a minimum the following information: Name Current Address Phone 3

4 Prior Sun City Address Membership application must be approved by the Club President and be accompanied with a $50 check to reimburse for issuance of the associate membership card. The associate membership cards are valid for one year from the date of issue. Replacement cards are $35 each. Associate Membership Cards will contain the associate member name, participating club, date of issuance, date of expiration. The associate membership card is specific to each club. Individuals may hold more than one associate membership cards. The associate membership card must be provided as requested for every meeting and event. Failure to do so may result denial of access to the meeting/event. Associate membership may be suspended or revoked at the discretion of the Club President and/or the Association for reasons of mis-use or behavior as deemed inappropriate by either the Club or the Association. Ms. Bachman mentioned CCOC members had unanimously approved (in November 2016) a different process where each club could make its own decision about whether to allow club members to use their guest passes to bring non-residents to events, and a majority of the Board rejected that. Beth Nappe, Sun City resident homeowner, was recognized and stated she did not understand or agree with letting someone, for a nominal fee, who doesn t live here and doesn t own here, use our facilities. She stated she pays a premium for the use of these facilities, and allowing this policy would mean non-residents would be contributing to their wear and tear. She stated there was already a vehicle in place for guests to participate twice a year, and stated non-residents are not paying what we (residents) are paying to utilize these facilities. Ms. Kasner Morgan stated she appreciated this step-by-step approach to being more friendly to people who have lived here for a period of time. She stated it had been frustrating for her to have been taking care of a resident family member for a period of time, but unable to participate in activities here. Ms. Spina stated only 35 clubs had been represented at last year s meeting addressing nonresident guests. She stated guest fees may not be called club dues and suggested instead of referring to charging club dues, call it a participation fee or something else. Ms. Nappe suggested any fees charged should be at least as great as a renter s card ($100 per year), to address the effect the additional people would have on our facilities. She stated former residents also had the option of playing cards in their homes, or in their friends homes, which will not impact our facilities. She noted the Canasta Club has many members and potentially adding an additional 25% would stress the capacity of the room and for club members to be together as a club, as well as the privilege of being a homeowner. Mr. Wiedemann suggested residents be allowed to use their 24 guest passes in any way they desired, with individual clubs deciding how many times a guest could attend. 4

5 Ms. Spina stated card players do have other options such as playing during open card time, by using guest passes, and are not limited to two visits. Non-card club members don t have these options. She stated clubs are meant for people who live here, pay dues, and are entitled to become club members. The two guest visits should be increased a bit, but not in the extreme. Ms. Weidenfeld stated she felt we needed to separate those who come to visit and stay with family, from those who used to live here. Ms. Holden agreed, saying maybe there should be a family guest policy first versus someone who used to live here. Mr. Segler stated he had previously been in favor of clubs deciding whether they wanted to allow guests to attend events. He stated he was strongly opposed to anything member related. He stated, A member is someone who bought here, who lives here currently, and uses the facility. But a guest is fine, let s work on flexibility for guests, let s not call it memberships, and let s not set somebody up to say you can put in money and you ve got a year membership. Ms. Klein asked if Sun City was able to track guest pass usage to see how many of the 24 allowed per household per year are actually used. Ms. Spina stated Administration was able to track this. Ms. Klein stated there were other 55+ communities that had no restrictions on nonresident guests, and suggested looking into the policies of other communities like ours. Ms. Holden stated she felt residents should be able to decide how their 24 guest passes were used, and could purchase the individual adult and child passes once those had been depleted. Adjourn A Motion to adjourn the meeting was made at 2:40 p.m. by Ms. Bachman and seconded by Ms. Weidenfeld. The next meeting of the CCOC will be held on Thursday, May 4 at 1:00 p.m. at the Desert Vista Community Center. 5