REVISED 08/2008
ARTICLE I - NAME
This Corporation, chartered under the laws
of Georgia under the name and style of Holly Springs Club, Inc., is formed as a
community and recreation club, not contemplating financial gains or profits.
ARTICLE II - OBJECT
The special purpose of this Corporation is
to own, maintain and operate a swimming pool, tennis courts and other
recreational facilities for the use of it
members, their families, and guests.
ARTICLE III - CERTIFICATE OF MEMBERSHIP
Section 1.
The Corporation shall have
Certificates of Membership, which shall consist of an authorized issue not more than 250 Certificates. Said Certificates
shall have the privileges and powers, and shall be issued with the
restrictions, conditions and limitations as follows:
A. Each Certificate shall represent an
equal proportionate share of the equity in the net assets of the Club upon
liquidation according to the face value of the Certificate, but shall not be
entitled to receive any dividend from the surplus earnings of the Club.
B. The Corporation shall have a lien
upon each Certificate of Membership for any indebtedness owing to it by the
owner and no transfer on the books of the Corporation will be made until such
indebtedness is paid in full.
Section 2.
The Certificates of Membership of the Corporation shall be numbered and
shall be entered in the books of the Corporation as they are issued. They shall
exhibit the holder's name and shall be signed by the President or
Vice-President and the Treasurer or the Secretary.
ARTICLE IV - BOARD OF DIRECTORS
Section 1. Control.
The management and property of the
Corporation shall be under the control of its' Board of Directors as such power
is expressly limited herein.
Section 2. Members.
The Board of Directors shall consist of eleven (11)
members elected at the annual membership meeting held in January of each year.
Six (6) Directors shall be elected on odd years, five (5) Directors shall be
elected on even years as previous Director's terms expire. These terms shall be
for two (2) years commencing October 1. All Directors shall serve without
compensation. They shall hold office until their
term expires or their successor is elected and assumes their duties. Each
Director may cast one (1) vote in person or by proxy.
Section 3. Vacancy.
Any vacancy occurring on the
Board may be filled by majority vote of the remaining members of the Board.
Should the Board appoint, the appointee shall serve the duration of the term.
Section 4. Active Membership.
Any
director who shall cease to hold a membership in the Corporation shall cease to
be a Director.
Section 5. Quorum.
A
minimum of six (6) of the Board of Directors shall constitute a quorum for the
transaction of business. All business shall be conducted by a majority of those
present, unless specified otherwise herein.
Section 6. Regular Meetings.
The
Board shall meet on
a regular basis as determined by the President or his designee. The Board shall
establish the time and place of the meetings. A regular meeting of the Board of
Directors shall be held immediately after the September meeting of the members.
At this meeting, both the current Directors and the newly elected Directors will
convene as one body for the purpose of evaluation and discussion of any subject
relating to the future betterment of the Corporation. The election of officers
for the next fiscal year, in accordance with Article V, shall be the first
order of new business at the first meeting of the new Board of Directors. The
Board meetings shall be open to those voting members who wish to attend.
Visiting members may make comments and/or suggestions regarding any matter
before the Board but do not have voting participation.
Section 7. Special Meetings.
Special
meetings of the Board may be called at any time by the President or by not less
than five (5) Directors. Notice of such special meetings stating the purpose
thereof, shall be given all Directors no less than 72 hours prior to such
meeting.
Section 8. Duties.
The
Board of Directors shall transact all Corporate business, including but not
limited to construction of facilities and preparation of rules thereof;
approval of petitions for membership; selection of the depository for
Corporation funds; the provision for an audit of
the corporate books and records
as deemed necessary by the Board of Directors or as requested by 3
or more voting members and appointment
of a nominating committee of two or more members, excluding all current Board
members.
Section 9. Removal of Member.
Removal
of a member of the Board of Directors shall be made by vote of eight (8)
members of the Board or by two-thirds (2/3) majority of the members voting at any
general membership meeting.
ARTICLE V OFFICERS
Section 1. Officers.
The
officers of the Corporation shall consist of a President, Vice-President,
Secretary and Treasurer. These officers shall be elected annually from members
of the Board of Directors and solely by the Board. The elected officers shall
take office at the October meeting. An officer may be removed from office in accordance with Article IV.
Section 2. Duties of the President.
The
President shall preside at all meetings of the Corporation. He shall appoint,
subject to confirmation by the Board of Directors, all standing committee
chairmen and all special committee chairmen as may be directed. Standing
committee chairmen will be as set in the
By-Laws. The President shall present a written annual report of the Board of
Directors to the membership at its
September meeting.
Section 3. Duties of the Vice-President.
The
Vice-President shall have and exercise all the power, authority and duties of
the President during this absence or inability to act. He or she shall act as
assistant to the President.
Section 4. Duties of the Secretary.
The
Secretary shall keep the minutes of all meetings of the Board of Directors and
of all general membership meetings and any of the meetings which the Secretary
is requested by the President to attend. The Secretary shall make a record in
the minutes of vote when a vote has taken place in a Board of Directors
meeting. The Secretary shall post
conspicuously at the pooI and tennis courts, on a timely basis, the current
minutes of the Board of Directors meetings. The Secretary shall ensure that a list of current members is
maintained. The Secretary shall submit such reports to the Board of Directors
as it may require. The Secretary shall maintain a current revised version of
the Club By-Laws.
Section 5. Duties of the Treasurer.
The
Treasurer shall receive and have custody of all funds and securities of the
Corporation;
when necessary or proper, he shall endorse on behalf of the Corporation for
collection all negotiable instruments and shall deposit the same to the credit
of the Corporation in such bank or banks as the Board of Directors may
designate. Whenever required by the Board of Directors, he or she shall render
a statement of the Corporation's accounts. He or she shall keep a complete and
diligent accounting of all Corporate transactions. He or she shall present a written financial report to the
membership at its' January meeting. The report shall consist of a Balance Sheet
and Operating Statement for the prior year. He or she shall serve as Chairman
of the Finance Committee.
Section 6. Dispensing of Club Funds
All
checks and other instruments in excess of $250 shall be signed by any two (2)
of the following: the President, the Secretary, the Treasurer, or the
Vice-President. The treasurer is authorized to pay all amounts for expenses for
improvements authorized by the Board. The treasurer is authorized to pay all
recurring expenses, such as, but not limited to, the mortgage, utilities, and
wages to club employees.
ARTICLE VI MEMBERS
Section 1. Membership
Membership
shall consist two classes, Voting Members and Annual Members. Voting Members
shall have the right to vote on Club issues,
Annual Members will not. Voting members as used here refers to
holders of a Certificate of Membership as defined in Article III. In order to become a Voting Member
they shall be recommended by any member in good standing and individually
approved by two-thirds (2/3) majority of the board of Directors.
Section 2. Membership.
A.
Voting Membership shall be limited to such residents and non-residents as pay
the initial assessment required by the Board of Directors for membership. The
amount of the initial assessment shall be fixed at two hundred and fifty
dollars ($250), herein called the face value of the
Certificate. This amount can only be changed by
approval of the majority of the Voting members.
B.
Certificates shall be held in the name of one individual only. All family
members residing in the same house as the Certificate holder shall be entitled
to all of the rights and privileges of membership. Each voting membership is
entitled to one vote.
C.
Upon divorce, unless otherwise ordered by the Court, Voting Membership rights
and privileges will apply to those family members residing (whether temporarily
or not) with the registered owner of the membership certificate. To effect
transfer, the certificate is to be surrendered and accompanied by notarized
letter and a new certificate shall be issued to the party designated by the
certified letter.
D.
Upon the death of any holder of a membership certificate, his certificate shall
be surrendered and a new certificate shall be issued to the beneficiary without
cost, and such beneficiary shall thereafter be considered a member in the same
manner as all other certificate holders subject to all of the rules and
regulations of membership.
E. Deleted
F. Non-voting
year around memberships may be sold annually.
These memberships are referred to as "Annual
Memberships". The cost of
non-voting memberships shall be determined annually by the Board. These dues are due once annually on April 1.
These non-voting memberships have the rights and privileges of the regular
members for the use of the facilities, but have no voting rights. However,
non-voting members shall be allowed to serve on the Board of Directors
Section 3. Application.
Application
for Voting and Annual Membership shall be filed with the Membership Chairman on
forms provided by the Corporation.
Section 4. Admission.
The Board of
Directors shall vote upon the admission to the Corporation of each Voting
Membership applicant recommended by the Membership Committee or other Board
Member and shall confer membership only upon those applicants who shall be
approved by two thirds of the members of the Board present.
Section 5. Transfer of Voting Membership.
Voting
Memberships are transferable only with a 2/3 majority approval by the Board of
Directors.
B. In the
event of the dissolution of the Corporation in any manner or for any cause, and
in no other event, upon effective date of the proceeds of the sale of the
property of the Corporation after the payment of all its just debts and
obligations, to the then value of the certificate owned by the membership the
surplus remaining shall be paid and distributed among the Members of the
Corporation on a proportionate basis. Each dollar on the face value of the
certificate would equal one share of ownership. Any surplus is distributed by
the owned shares divided by the total outstanding shares of the Corporation.
As an example,
if there were outstanding, 30 Certificates with face values of $500, 10
Certificates at $400 and 50 Certificates with face values of $250, then there
would be a total of 31,500 outstanding shares of ownership. Based on this
example the Certificates with face value of $500 would receive 1.5873% of any
surplus, the Certificates with face values of $400 would receive 1.26984% of
any surplus, and the Certificates with face values of $250 would receive
0.79365% of any surplus.
Section 6. Number of Members.
The
maximum number of family units having active
Voting Membership
in the Corporation shall be two hundred fifty (250).
Limits on the number of annual memberships shall be decided by the
Board on an as needed basis.
Section 7. Suspension of Member.
A.
Any member of any classification may, for cause and after having been given an
opportunity for a hearing before the Board of Directors, upon not less than
five (5) days written notice (which notice shall specify the charges against
him), be suspended for a period not exceeding three (3) months by a two-thirds
(2/3) vote of the members of the Board of Directors present at any meeting
thereof. Cause of suspension, shall, in
general, consist of violation of these By-Laws or of the rules and regulations
of the Corporation, or of conduct detrimental to the interests of the
Corporation.
B.
The Board of Directors may delegate to the Chairman of the Pool, Tennis,
Buildings, or Grounds Committee, or a responsible employee of the Corporation,
the power to suspend any or all club privileges for the violation of
Corporation rules and regulations, or for acts and conduct detrimental to the
best interest of the corporation and members thereof, without hearing, provided
such suspension does not exceed seven (7) days. A written report of such
suspension, containing reasons therefore, shall be submitted to the President
within twenty-four (24) hours. A copy of such report shall be furnished to the
suspended member. The President or the Chairman of the Pool, Tennis or Grounds
Committee may void such suspension unless overruled by
a 2/3 majority of the Board.
Section 8. Expulsion of Member.
Any
member may be expelled and/or any member of his family may be denied use of the
Corporation facilities for acts and conduct detrimental to the best interest of
the corporation and members thereof. Any member may be removed from membership
for conduct deemed detrimental to this Corporation, at any meeting or at any
special meeting of the Board called for the purpose of an affirmative vote for
such action by a simple majority, provided that such member shall have first
been given an opportunity to produce his witnesses, if any, and to be heard at
the meeting at which such vote is taken. Upon expulsion, the Voting
Membership Certificate of said member shall be surrendered
together with all rights and interests in this Corporation for face value. In lieu of permanent
revocation of membership, the Board may authorize the suspension of membership
for a given period of time (probation period) after which the Board may vote to
reinstate said membership.
Section 9. Privileges.
A.
All classifications of active members of the Club shall be afforded the use of
the facilities of the Corporation subject to the rules and regulations which
shall be posted conspicuously at all times in the Corporation facilities.
B.
The Board of Directors shall by rule fix the terms and conditions upon which
guests of members may use the facilities of the Corporation.
C.
Any property of the Corporation damaged as a result of the fault or misconduct
(as determined by the Board of Directors) by a member of any classification, or
his guest, shall be promptly paid for by such member. No person shall take any
article belonging to the Corporation.
D.
The Corporation assumes no responsibility for personal property of members or
guests which may be brought to or left on Corporation premises. Such members or
guests have no claim against the Corporation for said personal property.
ARTICLE VII - COMMITTEES
Section 1. Standing Committees.
The
Corporation shall have the following standing committees with duties as stated.
The members of these Committees shall serve until their successors are
appointed.
A. Building
Committee. To the extent delegated by the Board of Directors, it shall exercise
supervision of the buildings; shall attend to the improvement and maintenance
of the buildings and operating equipment; shall prepare and recommend for
approval to the Board of Directors all rules for the operation of recreational
facilities, including house rules; and shall employ and supervise the persons
responsible for enforcement of the rules of health and good conduct. A Board
member shall serve as Chairman.
B. Grounds
Committee. To the extent delegated by the Board of Directors, it shall exercise
supervision of the grounds; shall attend to the improvement and maintenance of
the recreational area and grounds; and shall employ and supervise the persons
responsible for the maintenance of the grounds. A Board member shall serve as
Chairman.
C. Social
Committee. Shall be responsible for the organization of all scheduled
Corporation
programs; shall coordinate any use of Corporation facilities by members of
outside organizations. A Board member shall serve as Chairman.
D. Membership
Committee. The Membership Committee, in accordance with Article VI, shall
investigate and report to the Board of Directors upon the qualifications of
applicants for membership. A Board member shall serve as Chairman.
E. Deleted.
F. Finance
Committee. Shall prepare the annual budget for submission to an approval by the
Board of Directors, and make recommendations with reference to financial
matters of the Corporation. The Treasurer shall serve as Chairman.
G. Pool
Committee. To the extent delegated by the Board of Directors it shall exercise
supervision of the pool and bathhouse; shall attend to the maintenance of the
pool and pool facilities; shall prepare and recommend for approval to the Board
of Directors all rules for the operation of the pool; and shall employ and
supervise the persons responsible for enforcement of pool rules. A Board member
shall serve as Chairman.
H. Tennis
Committee. To the extent delegated by the Board of Directors, it shall exercise
supervision of the tennis courts; shall attend to the maintenance of the tennis
courts; shall prepare and recommend for approval to the Board of Directors all
rules for the operation of the tennis courts; and shall employ and supervise
the persons responsible for enforcement of tennis court rules. A Board member
shall serve as Chairman.
Section 2. Special Committees
Special
Committees shall be appointed by the President subject to confirmation by the
Board of Directors as may be directed.
ARTICLE VIII - FISCAL AFFAIRS
Section 1. Annual Budget.
A.
A proposed annual operating budget setting forth anticipated revenue and
proposed expenditures for the fiscal year shall be prepared by the Finance
Committee and presented to the Board for approval not later than February 15 of
each year.
B.
A proposed annual capital budget setting forth anticipated revenue and proposed
expenditures for the fiscal year shall be prepared by the Finance Committee and
presented to the Board for approval not later than February 15 of each year.
C.
A proposed annual budget, as approved by the Board of Directors, shall be
distributed
to the membership not later than March 15th of each year. The budget as
approved by the Board of Directors shall be submitted to the membership at the
first meeting of the new fiscal year.
D.
The budget shall be reviewed periodically and updated as required.
E.
The Corporate fiscal year end shall be February 28, and the cash method of
accounting shall be utilized.
Section 2. Dues.
A.
The amount of annual dues shall be established by the Board of Directors.
B.
Dues for any year shall not exceed three-hundred and thirty ($330.00) dollars
for each Voting Membership.
C.
Semi-annual dues are to be paid in full April 1 and October 1 of each year.
Notification
of dues will be sent out prior to the due date.
D.
A Voting Member is responsible for all dues.
E.
At any regular or special meeting of the membership, the Board of Directors may
recommend any assessment deemed necessary which shall require two thirds (2(3)
vote of the voting members attending for approval, provided the membership has
been notified of the nature of the assessment fifteen (15) days prior to the
meeting.
Section 3. Refunds.
There
shall be no refunds of dues or special assessments unless specifically
authorized by the Board of Directors.
Section 4. Delinquency.
In
case a member does not pay dues or other indebtedness within fifteen (15) days
after due date, he is delinquent and shall be notified of such delinquency by
the Treasurer. During the period of
delinquency, all rights and privileges shall be suspended. If such default is
not corrected within forty five (45) days from the due date the membership
shall be suspended
Section 5. Liabilities of Members.
Members
shall be responsible for the payment of all charges or liabilities that may be
imposed or incurred by members of their family to whom the privileges of the
Corporation shall be extended, and for all charges and liabilities incurred by guests
introduced by them.
Section 6. Expenditures.
Any one
expenditure
in excess of two hundred fifty (250.00) dollars other than items in the
approved budget shall be approved by the Board of Directors. (revised 2008)
Section 7. Depositors.
The
funds of the Corporation shall be deposited only in National Banks, State
Banks, or Trust Companies operating in accordance with the laws of the State of
Georgia, and only in an institution where the deposits of which are insured by
the FDIC.
Section 8. Contingency Funds.
All
revenues collected as a result of allowances for depreciation in the annual
operating budget shall be appropriated for unexpected major repairs and
replacements to existing facilities. A separate asset account designated
"Contingency Fund" shall be established to accumulate that portion of
cash derived from the depreciation allowance Which has remained unappropriated
at the year end for major repairs and replacements.
ARTICLE IX - REGULAR MEETINGS
Section 1.
Regular Meetings.
General
membership meeting will be held in September for the purpose of election of new board members.
Any other meetings shall be at the
discretion of the Board of Directors.
Section 2. Special Meetings.
Special
meetings of the
Voting Members of this Corporation
shall be had upon the call of the President as he shall deem necessary or upon
the written consent of twenty-five (25%) of the
Voting Members
of this Corporation or by direction of a
majority of the Board of Directors.
Section 3. Notification.
Notice
of such regular or special meetings shall be delivered or mailed to the address
of such members as it appears on the books of the Corporation at least ten (10)
days prior to such meeting. Notice of special meetings shall define nature of
the business to be transacted. Notice may also be given via telephone call to the phone
number on record.
Section 4. Quorum.
At
any general membership meeting, the voting members
of this Corporation present shall constitute a quorum. Unless otherwise
required by the By-Laws of this Corporation, a simple majority of those voting members present shall be sufficient to adopt
any motion or resolution.
Section 5. Voting.
Each
membership in good standing will be entitled to one (1) vote for each
Certificate of Membership held. (A membership in good standing is
one who has paid all current dues and assessments.) The voting member of a
family unit shall be determined during a roll call at the start of the meeting.
Voting may be by secret ballot if the Board deems it necessary.
Section 6. Voting by Proxy.
Members
may vote in person or by Proxy. If voting by Proxy, it must be on a form
provided by the Corporation.
ARTICLE X - AMENDMENT OF THE BY-LAWS
Section 1. Proposals.
Proposals
by the Voting Membership
for amendment of these By-Laws must
be sponsored by at least
25% of the
voting members or 10 members (whichever is less).
Voting
Memberships and shall be submitted in writing to the Secretary who shall then
present such proposals at the next meeting of the Board of Directors.� The proposals and the recommendations of the
Board must then be placed upon the agenda of the next regular or special
meeting of the membership, provided that such proposal is submitted to the
Board of Directors at least three (3) weeks in advance of such already
scheduled/proposed meeting. Approval by two thirds (2/3) of a quorum shall be
required in order to accept any proposal.
Section 2. Interpretation.
When
the meaning of any term, phrase, or provision of the By-Laws is in dispute,
the Board of Directors shall consider the question in doubt and the
interpretation adopted by the Board shall be binding on the members. (08/2008)
Section 3 Board Power of Changes
The
Board will have the power to change these By-Laws as necessary for any club operation that does not directly affect
initiation fees, semi-annual dues, or assessments, with a 2/3 vote by the Board
and a notice is posted on Club property 10 days prior to the change. The change
will take effect as long as there is not an objection by 10% of the General
Membership
ARTICLE XI - GENERAL
Section 1. Operating Rules.
The
Board of Directors shall have the power to approve changes, deletions or
additions to the rules governing use of the corporate facilities provided that
these changes, deletions or additions are compatible with the current general
rules established herein.
Section 2. Rental of Corporate Facilities.
Rental
regulations and rates shall be established by the Board of Directors.
Section 3. Guests.
To
be considered a guest, one shall be invited and escorted by an adult member of
the Corporation. A qualified member between the ages of 13 and eighteen will be
allowed to accompany only one guest per visit, provided all guest fees are paid
at each visit. All guest fees are to be paid by the member. (Updated 2008)
Section 4. Insurance.
The
Corporation shall insure itself against accident or injury to any person from
Corporation act and property damage.
Section 5. Parliamentary Authority.
Roberts
Rules of Order, revised, shall govern this Corporation in all cases in which they
are consistent with these By-Laws.
ARTICLE XI- NOMINATION & ELECTION
Section 1. Committee.
At
the July Board meeting the President shall appoint a chairperson from the
general membership, on the approval of the Board of Directors, to head the
special committee of Nomination and Election. The Chairperson of the Nomination
and Election Committee may then select a
committee from the general membership. The Committee shall prepare a slate of
candidates from the general membership for the January election.
Section 2. Candidates.
Prior
to the September Board meeting, the Nomination and Election Committee shall
serve notice to the general membership of the completed slate of candidates. The
completed
slate shall include the slate as proposed by the Nomination and Election
Committee plus the nominations from the general membership. This completed
slate shall be presented by the Nomination and Election Committee Chairperson
to the Board of Directors
prior to the September meeting.
Section 3. Proxy.
Prior
to the September Board Meeting, the Board of Directors shall select from the
candidates those individuals who will receive the majority vote of the Board
when that proxy has been empowered to the Board.
Section 4. Notice.
The
Nomination and Election Committee shall distribute to the general membership no
later than September 15 a final election package. This election package shall
include biographical sketches of the candidates; proxy forms, including one to
an individual and one to the Board.
Section 5. Election.
It
shall be the responsibility of the Nomination and Election Committee by the day
of the election to have prepared the ballots. At the September meeting,
the Committee shall control the distribution of the ballots, count the votes and
announce the election results before the close of the September meeting.
Candidates receiving the highest number of votes will be duly elected to the
Board of Directors.