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Paradise Bay Activities Rules Updated-2025

Details

Paradise Bay Activities Committee

RULES-2025

The Activities Committee shall promote a sense of vitality and organize fun and interesting events by planning, supporting and overseeing various Paradise Bay Community Activities. Any owner or renter of Paradise Bay and Sarasota Bay interested in the functions of the Activities Committee is welcomed to attend meetings.

A. Members:

Members of the Activities Committee consist of Shareholders, Owners or Renters in Paradise Bay and Sarasota Bay. B. Executive Board:

  1. Shall consist of four (4) officer positions: President(s), Vice President, Secretary, and Treasurer.
  2. Officers must be Shareholders of Paradise Bay Estates.
  3. Officers will be elected by the Activities Committee Members to serve a term of two (2) years.
  4. Officers may serve consecutive terms.
  5. Vacancies: The office of President(s) shall be filled by the Vice President for the remainder of the term filled unless another person is appointed by the President(s) and a majority vote of those in attendance. Other vacancies will be filled by a person appointed by the President(s) and a majority vote of those in attendance. All appointees will have agreed to serve.
  6. Shall oversee all activities, clubs and organizations in Paradise Bay Estates.
  7. Duties of the Executive Board:
    1. President(s):
      • This office will be held by one member or two members working together as Co-Presidents.
      • The position of President or Co-President will count as one vote only.
      • Shall preside over all regular meetings.
      • Shall provide an agenda for all meetings.
      • Shall preside over the Coffee Hours or appoint an individual.
    2. Vice President:
      • May assist with providing an agenda for all regular meetings.
      • Shall preside over all meetings in the absence of the President or Co-Presidents.
      • Shall be responsible for the calendar and its schedule.
      • The calendar shall remain on Paradise Bay property and be accessible to the officers.
    3. Treasurer:
      • Shall be responsible for all monies, deposits, disbursements, and financial reports concurrent with the Paradise Bay Office.
      • In the absence of the Treasurer, the Treasurer shall appoint someone to assume these responsibilities.
      • The financial reports shall remain on Paradise Bay property at all times and be accessible to other officers
    4. Secretary:
      • Shall record all business conducted at the Activities Committee meetings.
      • Is responsible for making changes and corrections after the minutes have been read or posted.
      • Shall be responsible for posting the corrected minutes after corrections are made and will maintain them in a file.
      • In the absence of the Secretary, the Board Assistant may assume these responsibilities.
    5. Board Assistant:
      • Shall be appointed by the Executive Board.
      • Shall assist with the duties of the Executive Board as deemed necessary.
    6. Meetings:
      1. Shall be held on the second and fourth Monday of the month at 10:00 AM, starting the second Monday in November and continuing through March. If there are five Mondays in a month, there will not be a meeting on the fifth Monday.
      2. The President or Co-Presidents may call a special meeting at any time.
      3. Shall be conducted adhering to a modified version of Roberts Rules of Order.
      4. A prepared agenda should consist of the following:
        • Call to order
        • Approval/Additions or Corrections of read/posted minutes of previous meeting
        • Secretary's Report/Treasurer’s report
        • President or Co-President’s Report/Vice President's Report
        • Old business/New business
      5. Activity Reports/Updates  Motion to Adjourn
    7. Use of Funds:
      1. Park activities are conducted by volunteers and shall not be paid for their service.
      2. The Executive Board may approve expenses up to and including $500 without prior approval of the Activities Committee members.
      3. All expenditures in excess of $500 must be voted upon by the Activities Committee Members at a regular meeting and receive a majority vote before being approved.
      4. All Executive Board officers will be authorized signers on the bank account.
      5. With prior approval of the Executive Board, a written authorization by two Executive Board officers will be required for closing the bank account.
      6. Any group requesting money from the Activities Committee must present their request at a regular meeting. The committee has the option to take two weeks to consider the request and present their approval or denial at the next regular meeting.
    8. Elections:
      1. At the last meeting in February, the President or Co-Presidents will appoint a Nominating Committee of three (3) members who have agreed to serve.
      2. The Nominating Committee will present a slate of nominees to the membership at the first meeting in March. Nominations will also be accepted from the floor. Those nominated will have agreed to serve if elected.
      3. No more than two (2) positions will be up for election each year. Elections for the office of President or Co-Presidents and Secretary being one year and the office of Vice President and Treasurer will be the following year to avoid the situation of electing a total Executive Board at one election.
      4. Elections will be by written ballot from the Activities' Committee members at the second meeting in March.
      5. The President or Co-Presidents will appoint a three (3) person committee from the membership to oversee the election and report the results.
      6. Election results shall be counted and declared before the meeting is adjourned and posted in the meeting minutes.
      7. Newly elected officers will assume their duties at the first Activities Committee Meeting in November.

G. Voting:

  1. One representative from each activity in attendance, the Vice President, the Board Assistant, and the Executive Board members (the President or Co-Presidents do not vote unless there is a tie) will be used for all votes.
  2. Voting may consist of a written vote or roll-call vote that may be at the discretion of the Executive Board.
  1. Use of the Paradise Bay Rec Hall Kitchen

1.   The use of kitchen and equipment is restricted to only those authorized by the Activities Committee.  The above-authorized personnel must document any equipment removed or loaned.

  1. Amendments:
  2. The rules may be amended or changed by a two-thirds (2/3) vote of the majority of the Activities Committee members present at a regular meeting.
  3. Any amendment or change must be presented at least one meeting prior to the vote.

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Activity Committee President(s) Signature/Date

____________________________________________

Activity Committee Secretary Signature/Date

*These rules will be reviewed annually 

Revised Date:  3/10/2025

Approval Date:    

___3/25/2025________________