By Laws of the Sea Pines Men’s Club, Inc.
ARTICLE I - NAME
The name of the organization shall be the Sea Pines Men’s Club, Inc. (hereinafter referred to as “the Club”), a South Carolina non-profit corporation.
ARTICLE II - PURPOSE
Section 1: The Club´s purpose is to provide opportunities for friendship and fellowship among neighbors. The Club shall be a non-profit corporation formed pursuant to the South Carolina Nonprofit Corporation Act of 1994 (the “Act”) and its purpose shall be consistent with Section 501(c) (3) of the Internal Revenue Code of 1986, as amended.
Section 2: No part of the net earnings of the Club shall inure to the benefit of, or be distributed to its members, Directors, Officers, or other private persons, except that the Club may make expenditures for Authorized Transactions for the purpose stated above.
ARTICLE III - OFFICE, AGENT, AND FILINGS
The Club shall maintain its Principal Office and Registered Office in the Town of Hilton Head Island, South Carolina at such place(s) designated by the Leadership Team from time to time. The Club shall designate a registered agent as required by the Act, and in the absence of such a designation the Club President shall be the Registered Agent.
ARTICLE IV – MEMBERSHIP
Section 1: Membership in the Club is open to any male who owns property or resides in Sea Pines, Hilton Head Island, South Carolina, plus former owners or residents who have relocated and wish to remain members.
Section 2: The only membership requirement is the payment of annual dues, which are payable in full upon joining and by the beginning of each fiscal/calendar year thereafter. The expectation is that members will participate in Club events and activities that meet their interests, assist as called upon and able with events and activities, and encourage eligible friends and neighbors to become part of the fellowship.
Section 3: SPMC activities exist for club members. Others may participate for one or two sessions to determine their interest, but to continue they must join the Club.
Section 4: Members not making their dues payment as stated in Section 2 above will be removed from the membership roster.
ARTICLE V – LEADERSHIP
Section 1: The Leadership Team will be responsible for Club operations and consist of the Club’s President, Vice President, Membership Secretary, Treasurer, Technical Admin, and Event Planning Chair(s).
Section 2: These positions shall be elected each year by majority vote of Club members attending an announced meeting (typically the annual Spring Luncheon) in person or if utilized, an SPMC ballot (see ARTICLE VIII – VOTING). Elected members will be eligible to serve no more than three consecutive terms/years in the same office.
Section 3: The Leadership Team shall meet no less than twice a year. The President shall preside at all meetings, appoint committee members, assist the other officers in performance of their duties, and perform other tasks associated with the office.
Section 4: Each Spring the Leadership Team will (1) send an eBlast asking for nominations for officer positions at least 30 days before the Spring Luncheon, (2) determine if it would like to recommend any members for selected positions and seek their consent, (3) actively promote attendance for the luncheon, (4) if necessary, utilizing an SPMC absentee ballot to members NOT registered for the luncheon at least 7 days prior to the meeting, and (5) providing support for the proposed ballot options including no more than 3 sentences briefly introducing each candidate, with at least one relating to their qualifications, as well as additional information for other actions to be voted on, if such applies.
Section 5: The Vice-President shall supervise the Club’s regularly scheduled activity gatherings by (1) contacting each group leader in the Spring and Fall for approximate average attendance, (2) confirming participants are limited strictly to club members (see Article IV requirements), and (3) inquiring whether there are any issues or needs recommended for addressing. This position will also provide records management/safe keeping for SPMC documents such as insurance, waivers, and other potentially useful resources for the Leadership Team or group leaders.
Section 6: The Membership Secretary shall recruit new members to the club utilizing various resources including social media sites, the Sea Pines POA, the Resort, the Sea Pines Women’s Club, and other potential local resources. This position should (1) continually review online completed registration info of new members, (2) track/coordinate these with the Treasurer and follow up for initial/first time dues payment, (3) once dues are paid activating their new member application online and issuing a welcome email, and (4) create a new or replacement member name tag as needed for events and meetings.
Section 7: The Treasurer shall handle the Club’s finances, which includes using the Club’s software to track all payments (mostly new and renewing member dues and events requiring payment) and to initiate necessary payment reminders within the agreed upon parameters - keeping the President informed on payments status upon request but at least bi-monthly. Traditional responsibilities include making timely bank deposits, writing SPMC checks when requested, and keeping separate accurate records of such banking/financial transactions - all Club funds shall be maintained in a separate account in the Club’s name. The Treasurer will keep important related documents such the Club Federal Tax ID, be responsible for initiating and filing the yearly federal and state tax forms, and maintaining the annual club insurance.
Section 8: The Technical Administrator shall optimize the Club’s software for club operations. This requires gaining a confident working knowledge of the web, member, event, and online payment modules. Site pages should continually be updated to reflect club activities, events, and organization changes. This position is expected to work with the other officers and club leaders to assist with their understanding of the system, to access information and reports that may assist with their responsibilities, and to keep the President current with changes and recommendations, with quarterly updates at a minimum.
Section 9: The Event Chair(s) shall continually brainstorm, make contacts, and check resources/announcements to become aware of potential events/attractions/speakers/field trips for members, including potential annual Club events such as Christmas, Super Bowl, Valentine's, Memorial Day, and July 4th parties/picnics . In the course of these considerations and information gathering these positions should (1) set up a desired event (and ticket options if needed), (2) designate the preferred date - including enough lead time (about 4 weeks) to properly promote the event, (3) explore all transportation options (if needed) (4) consider whether the event should be open to member guests, (5) during the course of this process, but before finalizing the event, review for approval with the Leadership team, (6) once finalized promote the event to the membership by utilizing various options within the website event module, and (7) follow up with registrants to ensure all payments are being made.
ARTICLE VI - COMMITTEES
The Leadership Team may appoint standing and ad hoc committees as needed. The Team may also appoint interim officers to fill vacancies between annual elections.
ARTICLE VII - MEETINGS
Two general membership meetings are held by the Club each year, one in the Spring and one in the Fall. Special meetings may be held at any time when called for by the President or a majority of Leadership Team members.
ARTICLE VIII - VOTING
Section 1: A majority of the Leadership Team/Officers present at a called meeting shall constitute a quorum.
Section 2: All active members are eligible to vote at a stated meeting in person - by voice or by show of hand, or, if not attending the meeting, by SPMC ballot - using the members CLUB email address, which can also be utilized in an SPMC initiated absentee ballot.
Section 3: Passage of a motion requires a simple majority (i.e., one more than half the members) voting at the meeting including the vote counts of a SPMC ballot (if utilized), or for proposed by-laws changes by a two-thirds vote.
ARTICLE IX - FISCAL POLICIES
Section 1: The fiscal year of the Club shall be concomitant with the calendar year\membership year.
Section 2: Annual dues are immediately payable upon joining the club and subsequently each December 1 - which must be received NO LATER THAN December 31st PRIOR to the start of the new membership year.
Section 3: It is expected those who fail to pay their dues as required above will not participate in club events or activities and as noted in Article IV above will be removed from the membership roster.
Section 4: The rate of dues each year will be established by majority vote of the Board, with the intent to cover expected expenses as well as maintain an appropriate reserve (at least 10%). Current expenses include liability insurance, taxes, the Wild Apricot software (which includes not only the website but modules for invoicing, online payments, events handling, membership info, privacy controls, emails, and polls), as well as supplies, and potential deposits for vans (events) and venues (luncheons and parties).
ARTICLE X – AMENDMENTS
These by-laws may be amended as stated in ARTICLE VIII – VOTING, provided the proposed amendment(s) changes have been emailed or made available to the membership at least one week prior to said meeting.
ARTICLE XI – COMPENSATION
No Director or Officer shall be compensated for service to the Club. The Board may approve reimbursement of expenditures by a Director or Officer on the Club’s behalf.
ARTICLE XII – AUTHORIZED TRANSACTIONS
The Leadership is authorized to:
(a) Take any/all steps appropriate/necessary to form, register, and maintain the Club as a non-profit entity;
(b) Enter into contracts for services relating to the events and meetings of the Club;
(c) Enter into contracts and pay for necessary professional services;
(d) Purchase insurance for the Club and/or events and other insurance as deemed appropriate by the Board;
(e) Open and maintain bank accounts for Club funds; and|
(f) Maintain the books and records of the Club.
ARTICLE XIII – BOOK AND RECORDS
The books and records of the Club shall be kept consistent with good business practice.
ARTICLE XIV – ADOPTION
The initial Club by-laws were approved and adopted by the Sea Pines Men's Club at inception in 2000. Amendments were unanimously adopted in March 2023 by almost 60% of the membership.