Working group proposes broad revisions to Sun City West chartered-clubs RRMPs; feedback requested by Jan. 21

The Sun City West Chartered Clubs Committee working group presented a consensus draft of proposed changes to the Rules, Requirements & Procedures (RRMPs) that govern chartered clubs at the Jan. 7 committee meeting and asked the community for feedback by Jan. 21.

Nick Turner, who co-led the working group, said the group met nine times and read the RRMPs "every word ... more than once." Turner told the committee the proposed changes are the working group's consensus: "the proposed change... are not mine. They are a consensus of the working group," he said.

Key proposed changes highlighted in the presentation include: - Commingling: The working group proposes to permit commingling in specific cases such as charity or special events and where a team represents a club or Sun City West; the rule would still generally prohibit commingling outside those limited circumstances. - Participation reporting: The working group removed the written formula for calculating participation rates and will rely on Recreation Department reporting tools for participation calculations. - IRS tax-status lapses: The draft allows the general manager discretion to let a club continue operating if an IRS tax-exempt status is temporarily removed while the club remedies the issue. - Guest accompaniment: Clubs may add a bylaw provision requiring that even cardholder guests be accompanied at all times for safety or security reasons. - Caterer and contractor requirements: The special-events section now explicitly reminds clubs that caterers and contractors must provide certificates and insurance documentation and that Casey’s office can assist. - Discipline and confidentiality: The draft clarifies disciplinary steps and recommends clubs consult the recreation manager before taking formal disciplinary steps; it also adds misuse of confidential information as a reason for possible discipline. - Elections and voting: The working group proposes allowing electronic officer elections, requires secret ballots where there are multiple candidates for a post, and clarifies election procedures when clubs elect board members who later select officers. - Financial controls: The draft requires clubs to set spending limits in their bylaws and clarifies cash handling and contractor-payment expectations; it also recommends that the independent auditor who reviews club finances not be a club board member. - Accommodation process: The accommodation section is moved to its own chapter and the draft clarifies the chartered-clubs committee makes recommendations but the governing board makes the final decision on accommodations.

Turner asked members to send feedback only on proposed changes (not line-by-line rewrites) to the working-group email by Jan. 21; the group plans a second draft Feb. 4 and expects a final draft for committee recommendation by March 4. Public commenters asked clarifying questions on precedence between RRMPs and club bylaws, on whether board members may teach classes, and on confidentiality. Turner and other working-group members answered that RRMPs take precedence over bylaws (as the governing-board policy level), that board members may teach classes but cannot be paid as a board officer (if a board member were to be paid they would be treated as a contractor), and that the discipline additions were motivated by prior incidents and aimed at clarifying procedures.

Ending: The working group will accept written feedback through Jan. 21, then produce a second draft Feb. 4. The committee will consider a final working-group recommendation in March and, if approved, forward changes for governing-board review.