Pine Acres Club, Inc. By-Laws

Article I Name

Section 1. The name of the Corporation shall be Pine Acres Club, Inc., (hereinafter referred to as Club), a non-stock 501(c)(7) corporation organized and existing under the laws of the State of Connecticut and having its principal office in the Town of Wethersfield.

Article II Purpose

Section 1. The purpose of the Club shall be to construct, maintain and operate a swimming pool, tennis courts and other recreational facilities for the social and recreational benefit of its members.

Article III Membership

Section 1. Member Definition Any person shall become a member upon acceptance by the Board of Directors, and upon payment of the proper initiation fee and dues in accordance with such requirements as may be prescribed by the Board of Directors. Members have the right to vote as provided hereafter. All classes of membership shall pay such dues, fees and other charges as set by the Board of Directors pursuant to these By-Laws. Persons accepted to any class of membership in the Club agree to accept the By-Laws of the Club and the rules and regulations promulgated by the Board of Directors, and further agree to abide by the same. Membership shall not be denied to any person on account of race, religion, sex, age, color, national origin, veteran status, marital status, sexual orientation, political affiliation, medical condition or disability.

Section 2. There shall be five classes of membership:

a. Full Membership

b. Single Membership

c. 50+ Membership

d. Tennis Only Membership e. Team Only Membership

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Section 3. Definitions of Membership Classes

a) Full Membership

Any couple or single parent living at the same residence with a child or children as defined under the age of twenty-three (23) are entitled to full club privileges. The number of full memberships shall not exceed two hundred thirty (230).

b) Single Membership

A Single Membership shall mean any individual between ages 18 and 49. The number of single memberships shall not exceed twenty (20).

c) 50+ Membership

One of the members (single or couple) at the same address shall have reached the age of Fifty

(50) by May 1 of the current year. No children may be part of this 50+ membership. The number of 50+ memberships shall not exceed ten (10).

d) Tennis Only Membership

An individual at least 18 years of age. Use of this membership is restricted to the tennis courts and all activities associated with tennis, with the exception of those lessons provided under the full membership.

e) Team Only Membership

A person at least 15 years of age who has been part of a full membership the past five (5) consecutive. Use of this membership allows the member to remain part of the team (swim or tennis) and have full use of the Club. The number of team only memberships shall not exceed twenty-five (25). All employed Pine Acres Staff are eligible to participate in the Team Membership.

Section 4. At the discretion of the Board, it may permit temporary, promotional memberships. The purpose of a promotional membership is to attract and retain new members. Each year, a promotional membership must be added, retained or removed as a membership class, by a vote of the Board.

Section 5. A membership shall carry with it the privilege to use the Club facilities for one fiscal year during seasonal operations. Memberships may be renewed for successive one-year periods provided all dues, fees and other charges set by the Board of Directors are paid. A member who does not renew in the next succeeding year may become a member again only upon payment of a new initiation fee. Any given fiscal year the Board of Directors may waive such initiation fee.

Section 6. The Board of Directors may in its discretion grant a leave of absence to a member for one year upon receipt of request for leave in writing prior to May 15 of the year in which the leave is being requested. All current balances and a fee to cover mailings must be paid

in full within thirty (30) days of the effective date of the leave of absence. A request for reactivation of membership following a leave of absence must be made to the Board of Directors in writing, giving the date reactivation is requested.

Reactivation shall be granted when any additional assessments incurred have been paid in full. If a

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request for reactivation of membership is not received within one year of the effective date of the leave of absence the individual shall be considered as having resigned from the Club on the effective date of the leave of absence. You are allowed one (1) leave of absence in your membership over the lifetime of your membership at the Club. In the event the membership category is full upon returning, the returning member will be allowed status to the category without delay.

Section 7. Applications for all classes of membership shall be submitted to the Membership Board. The Board of Directors has veto power over all applications.

Section 8. If a membership category is full, an application for any class of membership may be added to the waiting lists by the Membership Committee. As vacancies in any class of membership occur, such applicants may be added to the class of membership applied for in the order of priority established by the waiting lists. These waiting lists shall be posted in a public place at the Club during the season.

Article IV Bonds

Section 1. Bonds are no longer issued by the Club. All sections in article IV refer to past issuance of bonds.

Section 2. All applicants for membership approved from the original opening of the Club June 1, 1957 (6/1/57) through October 1, 1987 (10/1/87) inclusive, were required to make payment on a bond. Such memberships are hereinafter termed “Bond Memberships.”

Section 3. Upon termination of any Bond Membership, the amount of the bond shall be refunded by the Club at such time thereafter as full membership total 250. Any refund of bonds will start with the oldest known bondholder and only to the extent it is fiscally feasible, as determined by the Board of Directors, for the Club to refund bonds. The Club will be required to make proper legal notice of any potential bond refunds.

Section 4. In the event that a bond becomes refundable, it shall be to the extent of 92.5% of the face value of the bond.

Section 5. All bonds purchased between May 1, 1974 and October 1, 1987 are non-transferable.

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Article V Annual Dues, Fees and Assessments

Section 1. The Board of Directors shall establish annual dues of all classes of membership for each calendar year. Such dues shall be paid on or before such date or dates as may be determined by the Board of Directors. The Board of Directors may collect late fees if dues are not paid by specified dates.

Section 2. If dues, initiation fees, or special assessments are not paid on the date or dates determined by the Board of Directors, the membership may be suspended and may thereafter be terminated by vote of the Board of Directors.

Section 3. If a member resigns from the Club before the end of the season, the dues paid for that season may be refunded based on the following criteria:

  • Resigns before “opening day”, (the first day the Club is open to members), of the current year – 100%

  • Resignsafter“openingday”butbeforeJune20ofcurrentyear–80%

  • Resigns after June 19 but before July 1 of current year – 50%

  • Resigns after June 30 of current year – no refund of dues.

  • Any monies owed to the Club will be deducted from any refund.

  • Initiation fees are not refundable.

  • Late fees are not refundable.

Section 4. No part of the dues or any other income of the Club shall inure to the benefit of any private individual or any entity.

Section 5. Full Membership may be subject to a work assessment as determined by the Board of Directors. Those members not contributing the full amount of time in satisfaction of the work assessment by the date set by the Board of Directors shall be liable for the balance of the work assessment.

Section 6. To qualify for work assessment credit, the worker must be at least thirteen (13) years of age, and part of a full membership (promotional memberships do not receive credit). Children between ages thirteen (13) and fifteen (15) must be accompanied by the parent member.

Section 7. The Board of Directors shall establish initiation fees for all classes of membership. The amount of such fees and payment schedule shall be determined annually by the Board of Directors. Those initiation fees shall be non-refundable, unless the member resigns prior to “opening day” of the member’s first year.

Section 8. Any full member who has been a continuous member for fifteen (15) or more years may receive a discount as set annually by the Board of Directors off of the full membership fee not to exceed a twenty five percent (25%) discount. The number of fifteen (15) year memberships, receiving such discounts, shall not exceed twenty (20).

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Section 9. The Board of Directors shall have the power to make special assessments from time to time, as may be necessary, for the continued operation or improvement of the Club. Such assessments shall be paid on the terms and conditions set by the Board of Directors.

Section 10. Board of Directors and Officer positions will be given the following discounts from the full membership rate, per season, while in office:

President: 100% discount Vice President: 60% discount Secretary: 60% discount Treasurer: 60% discount Pools: 100% discount Grounds: 100% discount Tennis: 100% discount

Personnel: 60% discount Swimming: 60% discount Marketing: 60% discount Membership: 60% discount Socials: 60% discount Lessons: 60% discount

Section 10a. Board members are not entitled to work assessment credit or membership promotions while serving on the Board of Directors.

Section 10b. If a Board position is shared by more than one person, they will also share the respective credit for the position.

Section 11. The shared position is allowed one vote at meetings of the Board of Directors.

Section 12. All 2017 Board Members and Officers were gifted by Pine Acres a “Golden Parking Ticket.” This entitles the member with ticket to upper lot parking for the lifespan of their membership. (This was due to the large efforts of the Pine Acres Board in 2017 due to the fire & rebuild effort.)

Article VI Meetings of the Club

Section 1. Robert’s Rules of Order, Revised shall govern the Club in all cases in which they are applicable, and in which they are not in conflict with these By- Laws.

Section 2. The Annual Meeting of the Club shall be held in the State of Connecticut by the end of September of each year or at such other time and place as may be determined by the Board of Directors.

Section 3. Special Meetings of the Club may be called by the President and shall be called by him or her upon the written request of not less than 5% of total active membership.

Section 4. Notice of any Open Member meeting of the Club shall be publicly posted to

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each membership at least seven (7) days before the date of the meeting.

Section 5. At the Annual Meeting of the Club, each membership shall have one (1) vote. Each membership shall be voted in person. At the Annual Meeting of the Club, ten percent (10%) of the total active membership shall constitute a quorum, which number shall include only one person from any one full holding a membership; except for a team or tennis only membership.

Section 6. With the exception of the Annual Meeting, only Board of Directors have voting rights, and they must be present to vote. At any regular meeting, more than fifty percent (50%) of the Board of Directors shall constitute a quorum.

Article VII Board of Directors

Section 1. The Club shall be managed by a board not less than three (3) nor more than fifteen (15) directors who shall be persons not less than twenty-one (21) years of age holding any class of membership and elected at the Annual Meeting. The Board of Directors shall consist of all officers, chairpersons or any standing committees pursuant to Article IX, and such other persons elected by the membership subject to the provisions of this Article VII. The directors shall have the general management and control of the property, business and affairs of this Club and may exercise all the powers that may be exercised or performed by this Club under the Statutes, Certification of Incorporation, and these By-Laws; provided, however, that the Board may delegate authority for day- to- day or ordinary operation of the Club to an Executive Committee established pursuant to Article IX, Section 1 and 2 of these By-Laws.

Section 2. In addition to the responsibilities stated in Article VII, Section 3 and Article VIII, the Board of Directors shall perform the following duties:

a. Attend monthly board meetings

b. Answer questions and/or assist members when on site c. Attend work assessments

Section 3. Each Director’s duties and responsibilities are as follows:

Pools: Manages the maintenance, repairs and projects of the pools and their equipment throughout the full year. Maintains State required health codes. Insures the pools are prepared for opening and closing, (winterization), each season with all appropriate tasks completed. Work with Ground Director and Tennis Director to organize and direct member work days to assist in the opening and closing of the Club.

Grounds: Manages the maintenance, repairs, and major projects of Club facility, buildings, and grounds. Insures the Club is prepared for opening and closing each season with all appropriate tasks completed. Work with the Pool Director and Tennis Director to organize and direct member work days to assist in the opening and closing of the Club. Schedule visitation

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of Town and State inspectors each season for licensing purposes. Hire and manage grounds maintenance vendors, while providing quotes to the board for their approval for any Club improvements and annual maintenance. Schedule visitation of Town and State inspectors each season for licensing purposes.

Lessons: Coordinate swim and tennis lessons, including online sign-ups and scheduling. Work with the swim team and tennis team in organizing a schedule that is integral to both sports. Work with membership and marketing to ensure effective communication with parents for outreach and sign-ups. Work with the complex director for instructor staffing needs. Determine curricula and provide lesson planning for lesson sessions for each age group division.

Personnel: Along with Tennis and Swim Directors, hire Pine Acres employees and determine compensation levels. Establish number of guards, swim instructors, maintenance personnel, etc, needed for Club operations. Manage Pine Acres Complex Director(s). Ensure reviews/evaluations of staff are performed. Conduct employee meeting prior to Club opening, ensure employee meetings are being conducted by Tennis Director and Complex Director throughout the summer. Perform end of year evaluations with input from Tennis and Swim Directors.

Swimming: Work with the Personnel Director in the hiring of swim coaches. Coordinate activities related to the Swim team, including but not limited to swim meets and team events such as Spirit Night and the Team Banquet. Manage swim team schedule and volunteer participation at all swim meets. Follow the approved budget for swim expenses. Manage a swim committee to assist in duties and meet with the committee as needed. Assist in promoting rules, which encourage fairness, sportsmanship and enthusiasm. Be available to assist or answer questions during sanctioned activities at other Clubs. (CAAPSC Representative is separate from this position and is not a board member).

Marketing: Determine and execute all external marketing needs as applicable (ex. newspaper advertising/articles, etc.) Coordinate logistics for communications from each committee. Send out email blasts, as needed, with upcoming activities listed. Work with membership committee to coordinate new member needs, communications and member email list. Manage and update Club website along with social media sites.

Membership: Promotes the benefits of Club membership for the purpose of continued growth in membership. Serves as point of contact for potential new members and existing members. Assists in the creation of marketing materials and packet to recruit and distribute to potential new members . Creates welcome packet for new members and organizes a new member social event working with the Socials Director. Educates new members as to Club operations, rules and regulations and By-Laws. Accepts applications and maintains a membership roster and records related to the membership of the Club. Monitors member leaves of absence, overall membership and wait list. Maintains, updates and posts prospective member waiting list for the following season

Socials shall plan and coordinate all aspects of social activities of the Club. The Socials Director is responsible for being present at all social events or designating someone from the socials committee to be present at all Club social events (excluding private parties). The Socials Director, or his or her designee, shall supervise and coordinate volunteers at any event. He or she shall collect monies due to the Club for private parties or social events. He or she

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shall plan the social calendar for member activities throughout the season and communicate such calendar with the Club members, maintaining an up-to-date calendar of events. He or she shall coordinate with the Membership Director to plan a new member event.

Tennis: Be responsible for all aspects of the operation and maintenance of the tennis courts; including the opening and closing of the courts. Shall continuously inspect and maintain all physical areas. Maintenance and repair of the courts shall be coordinated with the Grounds Director. Consult with the Personnel Director on the selection and hiring of the tennis professional, assistant tennis professional and tennis staff. Coordinate the tennis instructional activities, junior program, and tournaments with the tennis professional. The terms and compensation of the tennis professional may include the right to provide additional tennis lessons to members on a fee basis and other such terms or conditions as may be required by the Board of Directors. Responsible for the promotion and playing of tennis and the development of tennis programs and events for its members such as ladders, scrambles, publicity and other social tennis functions. Shall follow the approved budget provided by the Board of Directors.

Section 4. The Board of Directors will establish and publish a set of rules and policies that foster a safe, healthy, fun and equitable environment at the Club for all members and their guests.

Section 5. Prior to each Annual Meeting, the Board of Directors shall establish a Nominating Committee, as defined in Article IX, Section 11. The Nominating Committee has the duty to present to the membership for election at the Annual Meeting a slate consisting of one (1) or more candidates for each Board position. The Nominating committee shall provide ballots whenever there is a contest for one or more offices. Lists of nominees shall be publicly posted at least two (2) weeks prior to the date of the Annual Meeting, and such list will be printed in the call for said meeting. Any member may challenge for a nominated position. The request for a challenge must be made in writing to the Nominating Committee at least three (3) weeks prior to the Annual Meeting. The Nominating Committee will indicate the “nominated candidate” and the “challenge candidate” on the ballot. If the Nominating Committee submits two (2) candidates, both will be indicated as “nominated candidates” on the ballot.

Section 6. At each Annual Meeting, the Board of Directors shall be elected for a term of one (1) year, and until a successor is elected in their place. Any vacancy on the Board of Directors shall be filled by election at the next Annual Meeting, and prior to that time, the Board of Directors, in its discretion, may fill the vacancy by temporary appointment.

Section 7. The Annual Meeting of the Board of Directors shall be held prior to the Annual Meeting of the Club.

Section 8. Regular Meetings of the Board of Directors shall be held as determined by the Board of Directors. No officer or Director shall miss more than three (3) consecutive meetings, and shall attend a minimum of 70% of the scheduled meetings for the year.

Section 9. Special Meetings of the Board of Directors may be called by the President, or shall be called by him or her upon the written request of not less than one-third (1/3) of the Directors.

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Section 10. Notice of any meetings of the Board of Directors shall be made by the Secretary to each director not less than five (5) days before the date of the meeting. Such notice may be waived by any of the Directors in writing.

Section 11. At any regular meeting, more than fifty percent (50%) of the Board of Directors in attendance shall constitute a quorum.

Section 12. No Member of the Board of Directors shall serve more than five (5) consecutive one (1) year terms of office in any position. The incoming Board of Directors has the authority to overrule this section policy by a two-thirds (2/3) majority vote.

Section 13. Any member of the Board of Directors not fulfilling their responsibilities as outlined in Articles VII, VIII and IX will forfeit their Board credit. They may be removed from office by a majority vote of the Board of Directors. Said member must be given at least seven (7) days’ notice that the vote will take place.

Section 14. A Board Member must be present at any board meeting to vote for any matters necessitating a vote. No proxy voting is allowed. For pressing matters that require a vote prior to the next meeting, email (or other electronic communication) voting may be used.

Article VIII Officers

Section 1. The officers of the Club shall be a President, Vice-President, Secretary and a Treasurer, all of whom shall be members of the Board of Directors, elected by the membership at its Annual Meeting for terms of one (1) year and until their successors are elected and qualified. Any officer vacancy shall be filled by the Board of Directors for the unexpired portion of the term.

Section 2. The President shall preside at all meetings of the Club and Board of Directors. The President shall adhere to the By-Laws to ensure that all meetings and Club operations are governed by these By-Laws. Act as main officer of Pine Acres Swim and Tennis Club, Inc. Responsible for all aspects of Pine Acres Club facilities and membership. Responsible for presiding over all monthly Board of Director meetings. Manage Board of Directors, ensuring that board members fulfill duties

Section 3. The Vice-President shall perform the duties of the President in case of his or her absence or disability. Act as an officer for Pine Acres Swim and Tennis Club, Inc. Obtain and implement renewal of Pine Acres insurance policies. Purchasing of all necessary supplies for staff, to include office and cleaning supplies. Bring in vendor for the Bulldog Cafe and act as liaison between membership and Bull Dog Cafe. Manage all contracts held by Pine Acres. Preside over monthly Board of Directors meeting in president’s absence. Co-chair Capital Improvement Committee with the Treasurer; maintain and update list of current and long-term improvements as needed.

Section 4. The Secretary shall keep the minutes of the Club and the Board of Directors, including

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minutes of any action taken during a meeting. He or she shall have custody of all records of the Club other than those kept by the Treasurer. He or she shall perform other such duties prescribed by the By- Laws or the Board of Directors, including but not limited to timely posting of the minutes. He or she will maintain a list of personnel and members that hold privilege to park in the upper parking lot, schedule/coordinate all Party bookings and maintain online Calendar of these events.

Section 5. The Treasurer shall provide to the membership, both at the annual summer meeting and at the annual meeting of the Club, a financial statement of the Club as per Generally Accepted Accounting Principles (GAAP). The Treasurer shall also file all necessary tax documents with the State and Federal Governments; or provide such documents to a CPA to file.

Section 6. No Officer shall serve more than five (5) consecutive one (1) year terms of office in any position. The incoming Board of Directors has the authority to overrule this section policy by a two-thirds (2/3) majority vote.

Section 7. All checks and orders for payment of the money of the Club shall be signed by the Treasurer, or by the President, or by such other persons as may be designated by the Board of Directors.

Section 8. Each year, the Board may elect to hire a bookkeeper who shall keep the checkbook and accounts of the Club. He or she shall collect the annual dues and assessment from each membership and any other revenues of the Club. He or she shall maintain all records and accounts pertaining thereto, and be able to provide such documents upon request. The Bookkeeper shall pay the bills of the club and shall perform such other duties as may be prescribed by the By-Laws and by the Board of Directors.

Article IX Committees

Section 1. The Board of Directors may establish, abolish, assign individuals to, and/or remove individuals from the following committees, the purpose of which shall be to assist the Board of Directors and officers of the Club in the performance of their duties. The chair of each committee shall fill their committee with appropriate members.

Each committee member must be approved by a two- thirds (2/3) vote of the Board of Directors.

  • Executive

  • Pool

  • Tennis

  • Membership

  • Swim

  • Personnel

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Finance

  • Social

  • Grounds

  • Marketing

  • Nominating

Section 2. An Executive Committee may be established by the Board of Directors to prepare rules of good health and conduct and rules concerning the use by members of the swimming pool and any other facilities of the Club, for consideration and adoption by the Board of Directors, and when necessary and appropriate draft proposed revisions of the By-Laws. The Executive Committee may consist of any number of persons at the discretion of the Board of Directors.

Section 3. The Pool and Grounds Committees shall plan for and supervise improvements, maintenance and repair of the grounds and facilities of the Club.

Section 4. The Tennis Committee shall oversee the tennis courts and their condition. This committee shall consult with the Personnel Committee on the selection and hiring of a tennis pro and assistant, and shall coordinate the tennis instructional activities, junior program, and tournaments with the tennis pro. The Tennis Committee shall also be responsible for providing additional tennis activities such as ladders, scrambles, publicity and other social tennis function.

Section 5. The Membership Committee shall investigate and report to the Board of Directors concerning applicants for membership and retention of existing members.

Section 6. The Swim Committee shall consult with the Personnel Committee on the selection and hiring of lifeguards and swim instructors. This committee shall establish and oversee all Club related swim activities, competition, instructions and related publicity.

Section 7. The Personnel committee shall be responsible for making recommendations to the Board of Directors for the hiring, disciplining and/or dismissal of all personnel, including the complex director, swim instructors, lifeguards, tennis pros, and maintenance personnel.

The Personnel Committee shall report its recommended hires and recommend remuneration to the Board of Directors for approval. The Personnel Committee shall be responsible for the preparation of job descriptions for all job positions and for the preparation of annual performance evaluations for all employees. No member may serve on the Personnel Committee who has a family member eligible for employment by the Club.

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Section 8. The Finance Committee shall report to the Treasurer and shall prepare the annual budget for submission to and approval by the Board of Directors, and advise the President and Board of Directors respecting the financial affairs for the Club.

Section 9. The Social Committee shall be responsible for organizing social events throughout the season.

Section 10. The Marketing Committee will be responsible for helping promote the Club. This may include coordinating Pine Acres print advertising materials, electronic/online information and any other tasks that the Board of Directors feels is needed to promote the Club and its membership.

Section 11. The Nominating Committee is responsible for submitting a slate of candidates for Club Officers and Board of Directors to the membership for election at the Annual Meeting. The Nominating committee shall consist of five (5) members including the chairperson.

Section 12. The President shall be authorized to appoint such other committees as he or she shall deem necessary for the welfare of the Club. The chairpersons of such committees shall be approved by the Board of Directors.

Section 13. No Club member shall chair or sit on any committee during which time they or a family member have a vendor relationship with the Club.

Article X Board Advisors

Section 1. From time to time the Board of Directors may deem necessary to consult with someone from the legal, accounting or insurance profession. If at all possible, the Board of Directors should attempt to use an existing member for this duty. This member will be entitled to Work Assessment credit.

Section 2. Any contract that the Board of Directors plans to enter into on behalf of the Club must be reviewed by an attorney prior to Board of Director approval. This attorney should be a member as defined in Section 1 of this Article.

Section 3. Our Club insurance should be reviewed on a periodic basis. The person who reviews the Club insurance should be a member as defined in Section 1 of this Article.

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Section 4. The Club’s financial position should be reviewed by a Certified Public Accountant on an annual basis as prescribed in Article XIX. This CPA should be a member as defined in Section 1 of this Article.

Article XI Suspension of Members

Section 1. Any member may be suspended from use of the facilities of the Club:

  • For acts endangering or damaging the property of the Club or of any member.

  • For any acts endangering or affecting the health or safety of any member.

  • For acts disturbing the peace of any member or his enjoyment of the facilities of the Club.

  • For violation of the By-Laws or the rules of the Club.

Section 2. Suspension of any person shall require the affirmative vote of two- thirds (2/3) of the Directors after such person has been given an opportunity to be heard at a meeting of the Board of Directors pursuant to Article VII, Section 6 or Section 7, provided that the Board of Directors may delegate authority to expel from and refuse admission to the swimming pool and other facilities of the Club until such time as a meeting of the Board of Directors is held. Suspension for failure to pay annual dues shall be automatic and shall require no action by the Board of Directors, provided that the Board of Directors may waive any such suspension for good cause.

Article XII Alcoholic Beverages

Section 1. No alcoholic beverages shall be served on the premises of the Club or consumed thereon during regular operations. The Club will not pursue a liquor license.

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Article XIII Capital Improvements

Section 1. From time to time it may become necessary to provide improvements to the Club’s property including but not limited to the pools, grounds and buildings. These improvements which are not regularly scheduled maintenance or not annually budgeted items, will require a majority vote by the membership via ballot if the amount to be spent on any single item exceeds $5,000. If emergency improvements are needed to keep the Club running, this will override the above policy. A good faith effort will be made by the Board of Directors to notify the membership of the needed emergency improvements.

Article XIV Guests

Section 1. No guests will be admitted to the swimming pool or any other facilities of the Club except in accordance with rules approved by the Board of Directors.

Article XV Minors

Section 1. “Children”, as defined in Article III, Section 3a, will be permitted to use the facilities of the Club when included in a full membership. No child under 12 years of age shall be left unattended without a parent, guardian, or a responsible designated caregiver who is at least 16 years of age.

Article XVI

Insurance

Section 1. The Club shall carry insurance coverage with adequate limits for the following types of coverages:

Commercial General Liability Worker’s Compensation Liquor Liability

Loss of Income

Personal Injury and Accident

Commercial Property

Umbrella Coverage for Liability

Director’s and Officer’s Professional Liability

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Article XVII Audit

Section 1. The accounts of the Club shall be audited annually in the manner specified by the Board of Directors, and a report shall be made at the Annual Meeting of the Club. The auditor shall be neither an officer nor a director of the Club.

Article XVIII Fiscal Year

Section 1. The fiscal year of the Club shall be October 1 to September 30, inclusive.

Article XIX Property

Section 1. All real property of the Club, including, but not limited to, all pools, tennis courts, buildings, structures, etc., shall not be transferred in any way without a two-thirds (2/3) majority vote approval of the general membership. This includes, but is not limited to, the sale, leasing, or mortgaging of said property.

Section 2. In the case of a sale, legal notice must be made to all past bond holders prior to any vote on the sale of the property.

Article XX Outside Services

Section 1. Any expense which the Club deems necessary, and that is greater than $2,000 must be put out to bid to more than one (1) vendor.

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Article XXI Amendments

Section 1. Amendments to these By-Laws may only be proposed by one of the following two methods:

  • By a By-Laws Revision Committee as appointed by the Club president and approved by the Board: or,

  • By written petition signed by at least ten percent (10%) of the members.

Section 2. Amendments to these By-Laws may only be approved by one of the following two methods:

  • Amendments to these By-Laws may be approved by the affirmative vote of two-thirds (2/3) of the Board of Directors present at any meeting of the Board of Directors, provided written notice of the proposed amendment is included in the call of the meeting: or,

  • By written petition signed by at least ten percent (10%) of the members.

Section 3. Approved amendments may only be adopted by the following procedure:

  • Approved Amendments shall be emailed to all members for voting purposes and allowing for two (2) weeks turnaround time for a response. This shall be done within two (2) weeks of the approval date as indicated in Article XXI, Section 2a or 2b. Included in this communication will be the existing Club By-Laws and the newly approved Club By-Laws.

  • Approved amendments to these Bylaws shall be adopted upon the affirmative vote via email or other electronic ballot of more than fifty percent (50%) of the general membership. A ballot that is not returned is considered a no vote. All ballot information shall be entered into board meeting minutes at the next board meeting. Vote tally information shall be shared with the general membership after the two- week voting period.

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