Charter Club Officers Meeting 2013

1. Charter Club Officers Meeting 2013 Del Webb Orlando

2. Welcome Intro & Overview

3. Meeting Agenda Main Topics to Cover Monthly Participation Record Lifestyle Calendar Information Community News Articles & Club News Articles Community Portal Club Page Monthly Reconciliation of Financials Questions & Answers

4. Montecito Clubhouse Staff Resident Services – Celia Ansell Community Association Manager (CAM) – Michelle Vitale Lifestyle Director – Eric Baker

5. Monthly Participation Record All clubs are required to provide the Lifestyle Director with monthly participation figures (members and guests) relating to their regularly scheduled activity by using either option: • 1. Form CC-4 “Monthly Participation Record” • 2. Designated Notebook to record attendance The Monthly Participation Record is use to evaluate: • Participation numbers • Track clubs growth/ decline • Appropriate utilization of designated club space • Appropriate utilization of designated club scheduled meeting times Clubs Monthly Participation Records should be turned in to the Lifestyle Director within 5 working days following month end. It’s the President’s responsibility to submit these monthly participating records into the Lifestyle Director. A curiosity email will go out to all the club presidents at the end of each month to remind them that their monthly participation records should be turned in.

6. Monthly Participation Record A copy of Form CC-4

7. Lifestyle Calendar Information Deadline to submit for Upcoming Lifestyle Calendar Lifestyle Calendar: Any meetings that need to be either revised or added to the upcoming month should be emailed or turned into the Lifestyle Director. A curiosity email will go out to all the club officers informing them of the deadline to submit revised or added meeting times for the Lifestyle Calendar & Newsletter

8. Community News Articles Example from Del Webb Sun City Carolina Lakes

9. Community News Articles Cont. Example from Del Webb Sun City Carolina Lakes

10. Club News Article Example from Del Webb Hilton Head

11. Community News & Club News Articles Deadlines, Requirements, and Contact Details • Any Community News Articles or Club News Articles that need to be either submitted or revised to the upcoming newsletter should be emailed to the Lifestyle Director. • Please email your articles in Word Format. No crazy fonts please. • Please include any and all images you would like to include in your article. Images must be submitted in jpg format. • The Lifestyle Director has the right to revise or downsize any articles submitted for publication in the Breeze newsletter. • If no images are submitted, the Lifestyle Director will make the decision to include or not include images in the article depending on space availability. • Late submissions will be not included in the Del Webb Orlando Breeze Newsletter • Contact Details for Club News

12. Communications Clubs Information • Del Webb Orlando Breeze Newsletter & Lifestyle Calendar • Community Portal (Website) • Emails • Club Binders

13. Community Portal Del Webb Orlando www.delwebborlandoinfo.com

14. Community Portal Benefits for having a Club Webpage Benefits: Each Club has its own webpage with the club officers of the club assuming administrative rights for posting all the content on their particular webpage. Free advertising for Clubs – since the website is accessible to prospects and residents. Allows residents who might be interested in joining a club an easy and accessible way to view all the clubs at once. Club officers can email it’s members directly from the website Post Club News to the club page for viewing by members & residents Upload documents to the club page for viewing by members & residents Post pictures of Club Activity for viewing by members & residents **Schedule a time with the Lifestyle Director to setup your club page and go over features. It takes about 5 minutes to review with club officers.

15. Email • Currently, the procedure is to email the Lifestyle Director with your information and the Lifestyle Director pushes the information out the community using the Associations email directory via Active Net. • Advantages: • Information reaches the entire community • Service offered by the Lifestyle Director • Disadvantages: • Timeliness of emails • SPAMMING the community • We are researching alternative options for clubs to communicate their information to the community.

16. Monthly Reconciliation of Financials Records and Accountability Records and Accountability: The Club’s elected treasurer is responsible for controlling and recording club revenues and expenses. This individual will also oversee the purchasing of all assets, inventories and supplies, and provided financial reports to the executive board and membership. Chartered Clubs: Are the nucleus of the Association’s lifestyle program. Chartered Clubs should be “self sufficient” and are considered by the HOA subsets of the overall interest of the community. Dues: A club’s primary source of revenue is membership dues. Dues are set at an absolute minimum and only sufficient to cover basic operating requirements. If clubs decide to notplace dues on their members at this time, the club and its members acknowledge that the Lifestyle Director will not try to keep afloat clubs that are on the brink of dissolving. Operating Expenses: Clubs are expected to generate enough income to meet operating expenses such as printing of flyers, purchase of supplies, photocopies and other administrative support or supplies provided by the Association at a cost to the club and etc.

17. Club Bank Accounts: (2 Options) Option 1: If clubs decide to place dues on their members, then the club’s monies would be held in a separate ledger account within the Del Webb Orlando Lifestyle Account. Option 2: Clubs may choose to have their own bank account. The bank account will be opened with the approval and assistance of the Lifestyle Director and will be operated under the Del Webb Orlando Tax ID number and address. Clubs must use a HOA preferred bank. All Charter Clubs must reconcile their financials with the Lifestyle Director/Resident Services at the end of each month. Treasurers responsibility. A curiosity email will go out to all the club treasurers at the end of each month to remind them that their monthly financials should be turned in. Club Financials will be used by the Lifestyle Director for reporting purposes: • Monthly Reporting to Access Residential Management/HOA Board. • Deadline for this monthly report is the 10th of each month

18. Monthly Reconciliation of Financials Cont. Records and Accountability OnlyClub Officers have the authority to deposit and disburse of club revenues per the club’s membership. **Any funds disbursing from a Charter Club Account to either purchase equipment/items or to be donated to a local charity, first Club Officers must inform the Lifestyle Director/Resident Services at the beginning of each month. Check Request Options: Option 1: Submit a Check Request to Resident Services. • require an Invoice or quote from Vendor • require a W-9 from Vendor • Please be aware of any lead time and inform the Lifestyle Director/Resident Services Option 2: Club Officer purchases the equipment with their own money and submits receipt to Resident Services. A check will then be issued to the club officer for reimbursement . All Chartered Clubs, please be aware of the lag time for all Check Requests.

19. Monthly Reconciliation of Financials Cont. Copy of Check Request Form

20. Monthly Reconciliation of Financials Cont. Records and Accountability Sub Charter Club Accounts: 1.        Royal Flushers Club – 6480 – 100 2.       Pickled Webbers Club – 6480 – 400 3.       Winners are Losers Club – 6480 – 500 Fundraising: Charter Clubs are permitted to undertake limited fundraising events which support the purpose of their club based on the following: • 1. The funds raised shall be for specific (identified) club purpose such as: • to purchase supplies or equipment • to fund a capital project • offset membership costs and hence promote increased membership

21. Monthly Reconciliation of Financials Cont. Records and Accountability • 2. Funds should be disbursed within the year they were raised unless otherwise agreed in writing by the Lifestyle Director • 3. Clubs shall not be permitted to use the Community Association property as means of profiting their particular club without making an appropriate contribution towards running costs. Storing of Club Equipment and Items: • 1. If clubs require a space to store items for their particular club, the Club President should consult the Lifestyle Director or Community Association Manager for any all approvals when it comes to storing club equipment on property. • 2. Clubhouse is limited on storage space as is, so storage of items will have to be pertenit to the club’s survival Modifications to Clubhouse exteriors and interiors: • Clubs do NOT have the right to make any modifications to any exterior or interior structures or amenities without first consulting the Lifestyle Director and Community Association Manager. • Depending on the requested modification, the Lifestyle Director or CAM will determine the appropriate steps needed to seek approvals. • The Montecito Clubhouse is owned by the Developer (Pulte Group). The developer has the sole right to approve or reject any requests the clubs might have to modifying existing structures or amenities.

22. Questions & Answers Open Discussion