Social Committee Rules

GUIDELINES FOR THE ORGANIZATION AND BUSINESS OF THE SOCIAL ACTIVITES COMMITTEE OF HALF MOON BAY

1. FUNCTIONS, OBJECTIVES AND MEETINGS_ The Social Committee was created to enhance the social atmosphere of HMB. Prior to the beginning of each calendar year, the Committee will adopt and publish specific objectives and a schedule of activities; these will be presented to the Master Board for review and approval. The objectives shall include setting a cash balance for the year. A schedule for meetings will be drawn up at the beginning of the year and posted. Special meetings may be called for by the President of the Committee and must be advised to all Committee members in residence at the time.

2. MEMBERSHiP AND DUTIES. In the interest of proper and efficient conduct of the Committee business, the number of voting members shall be limited to 16 residents. Those 16 voting members shall be members participating as of January 1" of each calendar year. Vacancies will be filled by nomination and official vote by the remaining voting members. At least four (4) officers will be installed to conduct the basic business of the Committee, e.g:, President, Vice President, Treasurer and Secretary. Effective at the adoption of these guidelines by the Committee, any future vacancy in an officer position shall be filled by nomination and. Committee vote. The President shall provide direction and leadership, and shall schedule and preside over all meetings. The Vice President will act for the President in his/her absence and perform such duties as assigned by the President The Secretary shall keep minutes of all meetings and distribute to all members. The Treasurer shall keep records of revenues,expenditures, Petty cash, and report this to the Committee at all meetings and at any other time as directed by the President. Further, the Treasurer must report the expenses and income of each event within 10 calendar days but no later than the next scheduled meeting of the Committee following the event. The Treasurer shall keep all supporting details. Alternates to the Vice President, Secretary /or Treasurer may be appointed by the President in the temporary absence of the primary officer as may be necessary.

3. ELECTION OF OFFICERS. Incumbent officers shall serve at the pleasure of the voting members of the Committee A vacancy in any of the offices positions shalt be filled by nomination and vote of the members of the Committee.

4. QUORUM AND REQUIREMENT TO CONSTITUTE AN OFFICIAL ACT OF THE COMMITTEE. At least eight (8) of the voting members of the Committee must be present at a Committee meeting to constitute a quorum for the purpose of voting on any resolution, proposal or nominations. In order for a resolution or proposal to be passed, or for an officer to be elected or a new voting member to be seated, such proposal, resolution or nomination must be passed by a majority of the quorum of voting members present at a meeting. For the purpose of seating a quorum, a voting member can be considered present for a vote if he/she attends by telephone for at least the entire part of the meeting during which the issue being voted on was presented and discussed.

5. REQUIREMENT FOR ACCOUNTING AND REPORTING OF REVENUES AND EXPENDITURES. Revenues, expenditures and Committee cash balances will be accounted for and reported to the Treasurer within five (5) days of the completion of any function. The President, Vice President and Treasurer shall be authorized to sign checks. All checks must have two (2) signatures. At no time will the bank balance be drawn below $2,500.00 except by the affirmative vote of the Committee.

6. AUTHORITY TO EXPEND FUNDS AND TO ACT FOR THE COMMITTEE IN THE CONDUCT OR COMMITTEE BUSINESS, PROGRAMS AND EVENTS. The President is authorized to expend Committee funds as authorized by and subject to the limitations of these guidelines, and as may be specifically additionally authorized by Committee resolution. Authorized expenditures include supplies, agreements and arrangements necessary for the development and implication of events, programs and activities authorized by the Committee. The Committee shalt not use funds for any supplies or capital equipment which is/are the responsibility of any of the governing Boards of HMB, unless specifically authorized in writing by that Board and the official vote of the Committee.

7. ADOPTION AND AMENDMENT OF GUIDELINES. Upon adoption of these guidelines by the Social Committee, they may be amended by the Committee by vote only.
APPROVED AND ADOPTED BY (The President, Vice President, Secretary, and Treasurer on 25 March 2007)