Hecksher Drive Community Club (HDCC) Officers shall consist of a President, a First Vice-President, a Second Vice-President, a Secretary, a Treasurer, a Sergeant-at-Arms and an Advisory Board Chairperson, all members in good standing.

 

HDCC President

The President shall preside at all meetings of the club and shall sign ALL correspondence written in the name of the club except routine notices to the membership. Routine correspondence pertaining to programs may be signed by the President or the Second Vice President. The President shall be custodian of the Club Charter, Articles of Reincorporation, Seal, Deed and  By-Laws. The President shall provide a copy of the current bylaws to each household of the membership in good standing during the first quarter of the year and make copies available at every monthly meeting.   In the case of vacancies in the office, the President may appoint a member to act until the vacancy has been filled by a special election. In the case of disability of an officer, the President shall appoint a substitute to act during the disability. Within the first week in office the president shall call the Advisory Board’s first meeting. The President shall be a member ex-officio of all committees except the nominating committee. The President shall appoint all committees except the nominating committee and perform other duties as may be required.

 

HDCC Vice-President

The First Vice-President shall be the social director of the club, perform such duties as assigned by the President and in the absence of the President, perform the duties of the President.

 

HDCC Second Vice-President

The Second Vice-President shall be the program director of the Club, may sign routine correspondence written in the name of the Club pertaining to and limited to programs, perform other duties as assigned by the President and shall perform the duties of the President in the absence of the President and the First Vice-President.

 

HDCC Secretary

The Secretary shall record the minutes of the club meetings, file all committee records and be custodian of the club records stored in the clubhouse except those kept by the Treasurer.

 

HDCC Treasurer

The Treasurer shall be the custodian of all club monies; shall keep them on deposit in a recognized banking institution in the name of the club, shall make all disbursements by check countersigned by the President. However, in the event of the absence of the President and/or the Treasurer, the First Vice-President, the Second Vice-President, the Secretary or the Clubhouse Manager, if signatories on the account may sign in lieu of the absent President and/or Treasurer in making such disbursements. All money raised or received by any person for the benefit of the club, including members’ dues shall be turned over to the Treasurer to be recorded. In addition, a separate account of receipts for non- reimbursable contributions to the club shall be kept. Receipts shall be issued to the person or contributor and a copy retained as a record by the Treasurer. Along with the issuance of the receipt for membership dues the Treasurer shall make available to the applicant a copy of the membership roster. Upon receiving an original receipt for an approved expenditure, the Treasurer will pay the same on or prior to the next business meeting. The Treasurer shall maintain a ledger and present a report of the Club’s financial status at each monthly business meeting.

The Treasurer shall keep a record of the payment of dues by each member and maintain a membership roster. By the June meeting of each year the membership roster shall be updated by the Treasurer and the Treasurer shall make available a copy of the roster for each member’s household. Upon written request, members may have their contact information omitted from the copy of the roster that is available to the membership. The Treasurer shall pay the annual incorporation fee and file the annual IRS form 990-N no later than April 30th, and send the monthly Florida State Sales Tax Collection reports. The Treasurer shall close all accounts and records at the end of the term of office and turn over for audit all club monies, books and records for which the Treasurer is responsible, in accordance with ARTICLE XI., Sec. 2.  Other financial procedures in addition to these, or modifying these, may be instituted as deemed necessary and kept on file as a Financial Standing Rule and Procedure.  

 

HDCC Advisory Board

The five members of the Advisory Board shall at the first meeting elect a chairperson and a secretary. After the first meeting the chairperson shall call all other meetings of the Advisory Board. The Advisory Board shall perform a general inventory of all club property and equipment (except expendable items) and submit this report to the President with a copy to the Secretary. This information shall be presented to the membership at the March business meeting. The Advisory Board shall determine the need and make recommendations for repairs, maintenance and operations of the club.   All matters coming before the Advisory Board shall be reported to the membership at the next regular meeting.  The Advisory Board may from time to time recommend ad hoc committees be formed and placed under its cognizance, to include other regular members in order to address emergent repair and maintenance issues.  At least one Advisory Board member will be included in such ad hoc committee membership.

HDCC Sergeant-at-Arms

The Sergeant-at-Arms shall preserve order at all meetings, be responsible for determining if a quorum is present, limit speakers at meetings in accordance with “Robert’s Rules of Order, Newly Revised,” supervise balloting with a physical ballot box or email balloting and perform other duties as assigned by the President.  If an email ballot is used, a certification statement of the results shall be forwarded to the President and the Secretary for announcement and recording in the minutes.