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HISTORY OF THE SUMTER SINGLES

April 2006 some Virginia Trace residents asked Ann Potter and Lyn Dickey if they would start a singles club in this area. Ann and
Lyn both agreed that there was a need for a singles club in the Lake Sumter Landing area, Geri Pena, Joan Verna, and George
Wilson were contacted for their opinions and assistance in helping organize this new club.

The necessary forms, paper work and Villages’ survey were submitted to The Villages Recreation Department Residential Council
for approval and a permit was issued to The Sumter Singles.

The Sumter Singles first meeting was held on June 25, 2006 at the Canal Street Recreation Center with the following Officers
present, President George Wilson, Secretary Geri Pena, Treasure Joan Verna and Co-Founders Ann Potter and Lyn Dickey.
At that time we all worked on programs, membership, activities, and refreshments. There were 75 singles at the first meeting.

The next couple of months brought more and more members and Sumter Singles had to move to Lake Miona for a larger meeting
room. A year later in 2007 the Club had 450 active members involved in Golf Scrambles, Social Hiking, Polo Parties, Pickleball,
Dining Out, Movies and the Second Sunday card and board games. Our membership continues to grow and member interests
keep expanding our social activities.

                                    THE SUMTER SINGLES CLUB BY-LAWS

ARTICLE I NAME AND PURPOSE
Section 1. This organization will be known as The Sumter Singles Club.

Section 2. The purpose of the club is to provide activities that encourage and support fellowship among club members.

ARTICLE II MEMBERSHIP AND DUES
Section 1. Membership and activities of this club are open to all single Villages residents.

Section 2. Annual dues will be $10.00 per year. Initial club membership fee will include the cost of a club badge. Membership dues may be adjusted by a full, affirmative vote of the
board and must be announced to membership no later than October.

Section 3. Dues are not prorated except as follows. Any new member registering in November will be considered as paid for the coming year.

Section 4. Non-member singles guests will be charged $5.00 for entry to a general meeting or (funded club event.

Section 5.   All guests must have a Village resident I. D. or have a Village guest I. D.

Section 6. Club’s co-founders will maintain a non-paying, eternal membership in the club. (Ann Potter and Lynn Dickey)

Section 7. Badge replacement will be at cost. Replacement cost will be posted on website.

Section 8. All money collected , including dues, badges, buttons, guest fees, and special event food fees will be placed in the club treasury.

ARTICLE III EXECUTIVE BOARD
Section 1. The executive board (hence referred to as “the board”) shall be comprised of four elected officers. President, Vice President, Secretary and Treasurer. In addition the board
includes the chairperson of each standing committee: Membership Chair, Hospitality Chair and Activity Chair, Publicity Chair, and Webmaster. All nine members have equal rights and
responsibilities. The board shall be considered the club’s leadership team.
Executive board members will be available, in an advisory capacity, to incoming board members for two months after elections (March through May).

Section 2. Duties of Board Members

A.         President:

Plans agendas and presides at meetings.
Oversees all activity, committee and event plans for the club.
Enlists and inspires cooperative participation from leadership team.
Prepare a calendar of meeting times for board members.
Arrange facilities usage.
Actively encourages the creation of new ideas for activities.
Develops annual plan for major activities.
Approves club news events for publication.
Distributes board agenda at least one week before the scheduled meeting.
Signs signature card filed at the bank.

B.         Vice President:

Takes the place of the president as needed.
Assists president in conducting the affairs of the club.
Actively researches ideas and collects information about vendors, musicians, activities.
Oversees or helps plan major club events.
Collects, maintains and distributes volunteer directory to committee chairs and special events chairpersons.
Ensures that volunteers are acknowledged.

C.         Secretary

Assists President in the preparation and distribution of written agendas.
Maintains up-to-date calendar of club events.
Oversees or helps plan major club events.
Records minutes of board meetings and delivers copies to each board member w/in one week of meeting.
Records minutes of general monthly meetings and maintains file of each months meeting and event.
Post general meeting minutes on website.

Stores minutes and agendas in hard copy and e-files.
Stores hard copy file of each month’s roster.

D.        TREASURER

Collects and records all income .
Records disbursements.
Keeps books up-to-date each month.
Maintains procedure for reimbursement request from members.
Writes checks, pays club bills in timely manner.
Maintains inventory of club assets. Updates asset list each September.
Presents financial summary at each board meeting.
Provides brief report to general membership via website.
Oversees and monitors all spending.
Manages 50/50 drawings at general meetings and at any other gathering where 50/50 has been approved.
Assures that bank signature cards are up-to-date with President and Treasurer signatures.
Arranges for annual audit to take place in February each year.
Stores or oversees the storage of club treasury files, checks, bank statements and other documents.
Provides that any expenditure in excess of $200 shall be approved by the board and reflected in its minutes.
Provides the membership chairperson with $200 small denomination change for membership dues, and accounts for the $200, by specific item, each year at the annual audit.
Treasurer verifies the transfer of such monies when membership chairperson changes.
Collects $35.00 fee for member’s bounced check.

E.        MEMBERSHIP CHAIRPERSON

Prepares forms for annual membership sign up.
Reviews and designs membership procedures.
Enlists team members:
Co-chair
Badge ordering
Roster development
Registration table help
Button ordering and sales
Reports new members to roster developer.
Present collected money to treasurer accompanied by a written monthly report of income from new members, renewals, replacement badges, buttons and guests.
Stores (or oversees the storage of) materials related to membership.

F.         HOSPITALITY CHAIRPERSON

Recruits and assigns greeters for general meetings and any other event where tickets are used or badges are checked.
Designs plans for strategic placement of greeters at meetings and large functions.
Designs plan for ushering members to appropriate locations at general meetings (membership tables, sign ups, ticket sales, etc.)
Recruits refreshment volunteers.
Oversees that appropriate refreshments are provided.
Recruits volunteer for “Sunshine” contacts.
Assures that hospitality volunteers are recognized and thanked.

G.        ACTIVITIES CHAIRPERSON

Oversees the volunteer coordinators or activities .
Promotes and inspires members to create/develop new activities.
Communicates with volunteers who have indicated interest in assisting with or heading up activities.
Instructs volunteers to be present at activity sign up.
Instructs volunteers to post activity information on website, and assures that this is done.
Makes regular review of website information to assure accuracy.
Reports each month to the board on the activities in progress and those getting started.
Reports to general membership regarding activities.
Submits updated list of activity coordinators at board meetings, and assures that these are posted on website.
Provides roster developer with volunteer/coordinator names to be added to roster.
Assures that activity coordinators are recognized and thanked.

H.        PUBLICITY CHAIRPERSON

Checks website regularly for accuracy and timeliness.
Prepares accurate calendar of events for website.
Publishes calendar of events for each general meeting.
Publishes club newsletter for each general meeting.
Promotes the club by initiating contact with local media regarding club functions.
Prepares notices for the local news media.
.

I.        WEBMASTER

Manages and enhances club website
Oversees website accuracy and timeliness
Takes photos during club events and posts them on website.

Section 3. Board members present at monthly board meetings shall constitute a quorum. Majority vote will rule.

Section 4. The board shall have general supervision of the affairs of the club including annual budget, general and board meetings; program initiation and development; volunteer’s
recruitment and support.
All board members shall contribute to the creation, support and implementation of major club events.

Section 5. The board shall invite and welcome activity coordinators to attend board meetings whenever appropriate.

Section 6. The board will approve activities and activity expenses exclusively for participants who are members or who are eligible for membership.

Section 7. The board will provide written guidelines or one-on-one assistance to volunteers wishing to coordinate activities of the club.

Section 8. Board members are expected to be present for board meetings and at club general meetings, as well as, periodically, at various activities.

ARTICLE IV. ANNUAL ELECTION OF OFFICERS AND TERMS OF OFFICE.

Section 1. The Board shall appoint a Nominating Committee in August. This committee shall present a
slate of candidates at the November general meeting. Other nominations for each office may be presented from the floor at the November general meeting. Nominees must be
present to accept the nomination. .
Nominees are encouraged to attend board meetings from December through March.
If the nominee is not present at the time of nomination, a written notification of his/her willingness to serve must be submitted to the Nominating Committee before February 15.
Election of officers will take place at the general meeting in March. Nominations be taken from the floor if the nominee is present. In the case of multiple candidates, voting will be by
ballot.

Section 2. In the event that there are no floor nominations and only one name has been submitted for an office, a motion by a member, and second will be accepted to elect that
candidate by acclamation.

Section 3. installation of the Officers will take place at the business portion of the general meeting in March.

Section 4. Elected Officers shall serve a one year minimum term. Their term of office shall begin at the first meeting in April.

Section 5. No member shall hold more than one office at a time.

ARTICLE V MEETINGS AND MEETING PROCEDURES

Section 1. The Sumter Singles club will meet with its general membership at least once per month. This
meeting will begin with club business.

A.         Order of business is suggested here:

    Time for new member registrations
    Time for member socialization
    Call to Order
    President address
    Approve Minutes
    Approve Treasurer’s Report
    Old/New business
    Meet and greet new members.
    Reports from chairpersons/activity coordinators, as appropriate.
    50/50 drawing at this time or at another strategically placed time.
    Adjourn to the day’s activity.

Members present will constitute a quorum for any vote. Vote will be by show of hands.   Majority rules.

Section 2. Meetings of the board will take place monthly.   All board members are expected to attend.

A.         Order of business is suggested here:

Review of agenda
Approval Minutes of previous meeting
Treasurer’s report
Approval of treasurer’s report
Old business
New business
    Calendar review
    Membership Report
    Volunteers Report
    Hospitality Report
    Activities Report
    Proposals for new activities

B.         Board members present constitute a quorum for any vote. Majority rules.

ARTICLE VII.   REVISIONS AND AMENDMENTS TO BYLAWS.

Section 1. Any By-Laws revision or amendment can be submitted in writing by a member of the club in good standing. The Board will review the revision or amendment. Any revision or
amendment must be presented at a first reading to the membership, prior to a vote at the next general meeting.
(ANY REVISION OR AMENDMENT SHOULD BE POSTED ON THE WEBSITE FOR MEMBERS TO READ.)

ARTICLE VIII DISSOLUTION OF THE CLUB

Section 1. In the absence of leadership, this club may be dissolved.

Section 2. The existing board members will put a vote to members at a general meeting.

In the absence of volunteers to take leadership positions, an executor committee will be appointed by the outgoing board for the following tasks:

Club activities shall be discontinued.
Notice of dissolution will be published.
Contracts with recreation centers will be dissolved.
All existing debts will be paid.
Club assets will be put up for auction at a general meeting.
All club assets not auctioned off will be given to charity.

Section 3. Funds from the sale of assets will be placed into the club treasury.

Section 4. Funds will be donated to a charity, which previously benefited from the Sumter Singles Club.

Section 5. Existing club officers shall close out the bank account.

By-laws committee chairpersons: Inez Miller, Margaret Lowery, Gerald Arnold
Read and accepted by Sumter Singles Board: November 10, 2011.