trilogy at vistancia community association ... - My Trilogy Life

activities calendar. The club’s Master Calendar is approved as submitted unless the Activities
Director notifies the SAC and the club to the contrary.
Based on facility availability, clubs may request a change to their regular schedule
at any time by submitting an updated Master Calendar to the SAC and Activities Director for
review and approval.
Clubs desiring use of a facility for a non-calendared event must submit their
request for space to the Activities Director. If space is available, the Activities Director will
enter the event on the Association’s activities calendar. In case of a conflict in requests from two
different authorized users, the SAC, with the approval of the Activities Director, will decide how
to resolve the conflict.
9.4.13 Property Acquired by Clubs. All property acquired by a Trilogy club
through funds raised by the club shall be property of the Association. Whenever equipment is in
need of replacement, the Association may require that the applicable club pay all or a portion of
the replacement costs.
9.4.14 Association Management/SAC Meetings and Reporting. The SAC, the
Activities Director and one or more officers of each Trilogy club will meet monthly at the SAC
meeting where the Trilogy clubs will provide updates on important club issues, activities and
events and answer any questions and concerns that the SAC or the Activities Director may have.
If at least one club officer of a club cannot be present at the meeting, that club must provide a
written report to the SAC prior to the meeting.
9.5 Financial Controls and Procedures.
9.5.1 Records and Accountability. The club’s elected treasurer is responsible
for overseeing club revenues and expenses and may also supervise the purchasing of all clubrelated
assets, inventories and supplies. All Trilogy clubs will be audited each year by an
independent accounting firm as part of the Association’s annual audit.
All disbursements of club funds will be issued by the management team. A
Trilogy club treasurer shall submit an appropriately signed “Funds Request” form, along with an
invoice or other evidence to substantiate the requested sum and payee, to the treasurer of the
SAC. The SAC treasurer will receive and monitor monthly all club accounts with the
Association. Upon review and confirmation that sufficient funds are on deposit in the club
account, the SAC treasurer will initial the Funds Request and deliver it to the Activities Director
for issuance of a check or petty cash to satisfy the Funds Request.
All monies received by the club as a result of revenue-generating activities and
events must be deposited directly into the club’s bank account at the Association office. No
disbursements may be made from such monies until deposited.
Although these rules to deposit funds and obtain disbursements provide some
control for club funds, the Club Rules shall specify the level of monetary control and reporting
that is needed for the club’s internal operations. The following controls and procedures should
be considered in the development of monetary operating guidelines:
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