Standard Operating Procedures

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Standard Operating Procedures (SOP) Revised 12-26-2018

Downloadable PDF

Revised 05-18-2018
Pg. 1
Standard Operating Procedures
ARTICLE I. General and Definitions:
1. “The Club” means The Villages Parrot Head Club, also referred to as “TVPHC”.
2. “Ex Comm” means the Executive Committee, the governing Board of The Club.
3. “SOP’S” refers to The Club’s “Standard Operating Procedures” and are methods
used by the current Ex Comm to meet the requirements of, or further clarify, The
Club’s Articles or the Bylaws.
4. “The Club’s Website” means “thevillagesparrotheads.com”.
5. Acronyms frequently used by Club members:
a. MOTM – Meeting of the Minds – Annual PH convention in Key West;
b. PH – Parrot Head(s);
c. PHIP – Parrot Heads in Paradise – The International Organization of PH’s;
d. Phlock – The entire membership of The Club– You belong to a Phlock;
e. Phlocking – Gathering of PHs 2 to 3 times each month;
f. PH replaces F for words such as Phun, Phriends, Pheast, Phestival, Phin,
ARTICLE II. Membership and Dues:
1. Application for Membership: A Membership Application Form is prepared, revised,
provided, and retained by the Membership Director.
2. Term: Membership in the Club commences January 1
st and run through December 31st
of each calendar year.
3. Dues:
a. Membership dues are $25.00 per person per year for all new members joining
from November 1 of the current year for a 14-month Club membership. (Revised
10-20-14 as to $25) (Revised 9-22-17 as to 14-month membership)
b. Membership dues for renewing members are $20.00 per person per year
beginning November 1 of the current year for a 14-month renewed Club
membership. If a member has not renewed their membership by December 31
of the current year, their membership shall be in arrears between January 1 and
March 31 of the following year, with the membership expiring on April 1 of the
following year. (Revised 10-20-14 as to $20) (Revised 9-22-17 as to 14-month
c. The Membership Chair is authorized to sell new members beginning November
1, 2017. (Added 9-22-17)
d. Ex Comm members are exempt from paying dues. (Revised 2010)
e. Beginning on January 1, 2019, all Executive Committee Members with at least
three (3) years of service on the Executive Committee will be granted lifetime
membership in The Villages Parrot Head Club. (Revised 05-18-2018)
f. Refunds of dues are only made with a majority vote of the Ex Comm.
g. The Ex Comm has the authority to refund a portion of the withdrawing
member’s dues on a pro-rated basis determined by the number of days
remaining until the end of the fiscal year.

Revised 05-18-2018 Pg. 2
h. Upon refund, the member shall surrender their official club name tag(s).
4. All members, including new members and those renewing membership, shall be
instructed to check The Club’s website and become familiar with The Club’s By-Laws
and SOP’s.
5. Removal/Loss/Probation of Membership:
a. Any member who has not paid their dues by March 31
st is considered to have
terminated their membership and will be removed from The Club database.
b. Any action taken to remove, terminate, or place a member on probation shall be
done only in Executive Session of the Ex Comm.
6. Waiver of Liability Form: All non-TVPHC members attending any of our Club events must
sign a waiver form before being allowed to participate. [Added 3-20-15]
7. Alcohol Policy: All Club members shall adhere to the following policy regarding bringing
alcohol into our Club events and/or Phlockings:
a. No tumblers with anything in them will be allowed into our Phlockings. Entrances
will be randomly monitored by the Club Member Advocate.
b. No outside alcohol of any kind will be allowed at any Phlockings or at restauranthosted events.
c. Any member caught bringing alcohol into our Phlockings, Country Clubs, or
restaurant venues will be suspended for 6 months for a first (1
st) offense. Club
membership will be revoked for a second (2
nd) offense.
d. If any member is suspended as a result of violating this policy, they will no longer
be considered a member in good standing and will be unable to attend Club
e. If, during a member’s suspension, they have already purchased tickets to an event,
they will be unable to use their ticket and the Club will refund them their ticket
f. Bringing outside alcohol into our Phlockings or Country Club/Restaurant-hosted
events will be considered a violation of our Code of Conduct. [Added 2-20-15]
8. Ticket Sales Where Seats Are Assigned: Any time the Club holds an event where seats
are assigned, the Chairperson of the event shall come to the Ex Comm meeting before
tickets go on sale and give the Ex Comm members the opportunity to purchase tickets for
seats, or one table per Ex Comm Member, before the ticket sales are opened to the
general membership. (Added 1-23-15)
ARTICLE III. Meetings:
1. Club Meetings also known as “Phlockings”:
a. The purpose of the Phlockings is to provide a semi-social environment where
membership can, but are not limited to:
i. Receive information on upcoming Club activities and events;
ii. Sign up for upcoming activities, events, or committees; and
iii. Renew membership or join the Club as a new member.
b. Club members shall be informed of the Phlocking’s place, date and time through
email, Club newsletter, Club website and/or Daily Sun.
2. Social Gatherings also known as “5 O’clock Somewhere(s)”:
a. 5 O’clock Somewhere gatherings are usually scheduled once each month in or
around The Villages.

Revised 05-18-2018 Pg. 3
b. Membership shall be notified regarding the place, date and time through email,
Club newsletter, Club website and/or Daily Sun. No Club business is conducted at
these social gatherings.
3. Ex Comm Meetings:
a. The purpose of the Ex Comm Meetings shall be to conduct the business of The
b. Membership shall be informed of the place, date and time of Ex Comm meetings
by The Club newsletter, email and/or website. All active members in good
standing are invited to attend.
c. Approved Minutes of the prior month’s Ex Comm Meeting shall be posted on the
bulletin board at all Club Phlockings and on The Club’s website.
d. Members can also receive a copy of the Ex Comm Meeting Minutes by email
request to The Club President, or by downloading a copy from The Club’s website.
4. Special Ex Comm Meetings:
a. From time to time, a Special Meeting of the Ex Comm may be called to discuss
urgent business of The Club that cannot wait until the next scheduled Ex Comm
meeting. Whenever possible, members will be notified to any Special Ex Comm
b. Minutes shall be kept of any Special Meeting of the Ex Comm recording any
business conducted, motions and voting.
c. In the event that all of the Ex Comm members are unable to meet at the same
time and place, voting may be conducted electronically via email. Any motions or
voting done electronically shall be duly noted in the Minutes for that particular
5. Executive Sessions:
a. From time to time, an Executive Session of the Ex Comm may be called by The Club
b. No Minutes shall be kept of any Executive Session of the Ex Comm. Any Motions
to be voted on by the Ex Comm as a result of an Executive Session shall be done in
a regular and/or a special session of the Ex Comm. (Added 1-29-2016)
6. Ex Comm Retreats:
a. From time to time, Retreats may be scheduled to allow board members to share
their personal feelings in a relaxed and confidential environment, promoting a
better working relationship between members. There shall be no motions made
or voting held at a Retreat. While official Minutes shall not be taken, notes from
the Retreat shall be kept recording any ideas or actions to be addressed at a
regular Ex Comm meeting. (Added 3-24-14)
ARTICLE IV. Executive Committee (“Ex Comm”):
1. Term of Office/Staggered Elections:
a. The terms of office for the Vice President, Secretary and Two (2) Trustees shall run
from January 1 to December 31; and
b. The term of office for the President, Treasurer, Membership Director and Two (2)
Trustees shall run from July 1 to June 30.

Revised 05-18-2018 Pg. 4
2. Responsibilities:
a. Any Ex Comm member who will be absent from an Ex Comm meeting shall notify
the President or Vice President by phone, email or in person.
b. Any Ex Comm member who will be absent for a Club Phlocking, event or activity
should notify The Club’s President or Vice President by phone, email or in person.
c. Club Events and Activities needing Ex Comm approval are those where The Club
name or logo is used. These include: bus trips, day trips, golf outings,
tournaments, overnight trips and cruises. Announcements, flyers and/or
brochures for such events/activities may not be distributed to Club members or
the general public without prior approval of Ex Comm.
d. The Ex Comm shall assure that all events and activities follow The Club’s Mission
Statement and Statement of Purpose as set forth in The Club Bylaws.
e. The Ex Comm shall decide how business will be conducted utilizing the following:
i. Robert’s Rules of Order and Parliamentary Procedure;
ii. An Action Agenda, Modified Parliamentary Procedure, or a Consensus.
3. Vice President:
a. The Vice President is the point person for the Committee Chairs, and generally
responsible for the “5 o’clock Somewhere” and on-campus events, including but
not limited to parties and dances. (Added 3-24-14)
b. In addition to the Club President, the Vice President will have access to The Club’s
membership email list with the ability to send emails if the President is
unavailable. (Added 11-25-2013)
4. Treasurer:
a. It is suggested that the Treasurer have some qualifications: i.e. bookkeeping
background and/or a familiarity with Quicken or Quick Books.
b. When necessary and approved by the Ex Comm, an Assistant Treasurer may be
appointed to assist the Club Treasurer in the performance of his or her duties as
Treasurer. (Added 3-24-14)
c. The Treasurer shall make deposits of monies received on a timely basis or within a
10 day period.
d. It is suggested that a quarterly reconciliation be performed.
5. Membership Director:
a. Shall assure that all members complete Membership forms upon paying dues each
year and shall maintain copies of signed Membership forms for 1 prior year and
the current year.
b. Shall maintain an email list of all Club members.
c. May organize a committee to help fulfill responsibilities.
6. Community Relations Trustee:
a. Shall be the Chairperson of the Charity Committee. (Added 05-18-18)
b. Shall organize and supervise the Charities Gift Committee.
c. Shall create a form to be used for a Charity survey.
d. Shall tabulate the Charity survey results and distribute to Club Members.
e. Shall make recommendations to the Ex Comm regarding those charities The Club
will support based on the Charity surveys.
f. Shall provide information and background to the Ex Comm on proposed charities.
g. Shall research and vett new charities for The Club to consider supporting.

Revised 05-18-2018 Pg. 5
7. Volunteer Coordinator:
a. Shall create a form for Members to indicate interest in those committee(s) they
would like to serve on.
b. Shall recruit volunteers for events/activities and make the names available to
Committee chairs.
c. Shall maintain the Club’s Point System.
d. Shall be responsible for the taking of attendance at Phlockings utilizing The Club’s
Membership list.
8. Media Trustee:
a. Shall be the Editor of The Club’s monthly newsletter and point of contract for The
Club’s webmaster.
b. Shall be responsible for writing all newsworthy articles and press releases
including, not limited to, local newspaper(s), TV, radio and other media regarding
Club events/activities.
c. Shall be responsible for The Club’s Photography Committee.
d. Shall be responsible for photo taking at Club events/activities and charitable
e. Shall make recommendations to the President regarding information that needs to
be placed on The Club’s website.
f. Shall administer the Club's historical documents and photos and maintain an upto-date history of the Club.
9. Events Coordinator Trustee:
a. Shall be the Travel Committee Chairperson. (Added 05-18-18)
b. Shall be responsible for events and activities assigned by the Executive
Committee along with member trips outside The Villages not assigned to
a single event Committee. (Added 05-18-18)
c. Shall be responsible for the Travel Committee Chairperson(s) and the
functions of the Travel Committee.
d. Shall be responsible for the Chairperson(s) of events, activities assigned
by the President along with all off-campus trips and events.
e. Shall reserve dates, buses, halls and restaurants for off-campus trips as
f. Shall secure payments for buses, driver tips and other related expenses.
g. Shall ensure budget sheets, fliers and final balance sheets are submitted
to the Ex Comm.
h. Shall research and report to the Ex Comm events of other Parrot Head
Clubs open to participation/attendance by The Club’s Membership.
i. Shall act as the Ex Comm member overseeing the Cruise Committee.
j. Shall be responsible for development of new Club events/activities.
10. Ex-Officio Member(s): (Added 3-18-2016)
a. The Ex Comm may, from time to time, name an individual or individuals
to serve on the Ex Comm as “Ex-Officio Member(s)”. Said Ex-Officio
Member(s) shall have no voting rights or specific term, and shall serve at
the discretion of the Ex Comm.

Revised 05-18-2018 Pg. 6
ARTICLE V. Committee Chairperson(s):
1. The following Committees may be approved by the Ex Comm, but are not limited to:
a. Web Master
b. Anniversary Party
c. Polo Tailgate Party
d. Pool Party
e. Fall Dance
f. Christmas Party
g. New Year’s Eve Party
h. Poker Run
i. 50/50
j. Christian Food Pantry
k. Operation Backpack
l. Haven House (Women’s clothing drive)
m. Toys for Tots
n. Men’s Clothing Drive
o. Women’s Clothing Drive
p. Pancake Breakfast
q. Parades
r. Environmental
s. Golf (inside and outside The Villages)
t. Club Photography
u. Club Meeting Attendance
v. Point System
w. Club Historian
x. Habitat for Humanity
y. 5 O’clock Somewhere
z. Volleyball Tournaments
aa. Volunteer Recruitment
bb. Travel Committee
cc. Media Liaison, Club Newsletter
dd. Charitable Gift
ee. Phins Up Shop
ff. Meeting of the Minds (“MOTM”)
gg. Corporate Sponsors
hh. Cruise Committee
ii. Volunteer Appreciation Party
jj. Bocce Tournament
2. Committee Chairperson(s):
When requested, Committee Chairs shall do the following:
a. Follow the Ex Comm’s written directives for Committee Chairperson(s).
b. Insure that events and functions are planned and completed in a timely manner,
including adding additional committee members.
c. Insure that the event/activity is carried out within the framework of The Club’s

Revised 05-18-2018 Pg. 7
d. If an event requires transportation that has been approved by the Ex Comm,
establish a passenger manifest including the names, phone numbers and method
of payment used.
e. Establish a wait list in the event of cancellations, no shows, etc. Wait listed
individuals will be added to the manifest in the order of when the request was
f. Provide a list of participating members for point tracking.
g. Provide a list of recommendation/suggestions for the future of the event.
h. Contact the Music Chairperson for a variety of music recommendation.
i. Cannot use the same musician or entertainer more than two (2) consecutive years
for the same event.
3. Phins Up Shop:
a. The current limit is $300 without Ex Comm approval. (Revised 3-24-14)
b. Any contribution or donation of Club merchandize shall have Ex Comm
approval in advance of the contribution/donation.
c. An inventory of all merchandise shall be submitted to the Ex Comm every
six (6) months.
4. Assistant Treasurer: (Added 10-2013)
a. An Assistant Treasurer may be appointed by the Treasurer with Ex Comm
approval to assist The Club Treasurer with the performance of his or her duties
and shall serve at the direction of the Treasurer.
5. Corporate Sponsorships/Fundraisers Committee: (Added 11-25-13)
a. A Corporate Sponsorship Committee is established to assist our Club and
Event Chairs in obtaining corporate sponsorships, donations and
advertisement that may be of mutual benefit to both our Club and the
sponsor under the following guidelines:
Corporate Sponsor Program (Added 10-20-14)
i. The Corporate Sponsor Program generates operating and
charitable giving funds for TVPHC from the local business community in
return for Club promotion and member good will.
Program Responsibility: The Trustee of Community Relations will
be responsible for administering the Corporate Sponsorship Program.
The Trustee will select committee members as needed.
Financial Commitment: The minimum annual financial
commitment to the Club shall initially be $600. The commitment can be
in cash, merchandise, food or other items of value. The Trustee for
Community Relations will recommend a minimum financial commitment
at the October meeting for the following year. Ex Comm will establish
the minimum financial commitment by majority vote.
Vetting of Corporate Candidates: The Trustee of Community
Relations shall prepare a form for each Corporate Candidate that
identifies the location(s), ownership, goods or services provided, financial
commitment and any other information which may be relevant, and
make a recommendation to Ex Comm. The Ex Comm shall have the sole
responsibility to approve all Corporate Sponsors. The Ex Comm may
remove the Corporate Sponsor designation at its discretion.
Corporate Sponsor Recognition: In the month approved, a
Corporate Sponsor will be recognized during the business meeting at

Revised 05-18-2018 Pg. 8
each phlocking. A page listing the Corporate Sponsors will be added to
the Club’s Newsletter with the header which shall read: “Support The
Businesses That Support Us”. A similar page will be added to the Club’s
website with a “clickable” link to each Corporate Sponsor’s website. Ex
Comm shall deliver to each Corporate Sponsor a certificate indicating that
they are a Corporate Sponsor identifying the year when the donation
took place. Corporate Sponsors will be invited to attend the Volunteer
Appreciation Party and individually recognized.
6. Music Chair: (Added 3-24-14)
a. The Music Chair shall assist and support Committee Chairs with the
selection of entertainment, taking into consideration the cost, and shall
act as a resource to Committee Chairs.
11. Member Advocate: (Added 8-26-12)
Member Advocate Selection Requirements:
a. The Advocate should be a long standing member who has good working
knowledge of the club.
b. Job Description and Responsibilities:
i. The Advocate shall keep the member’s name confidential in situations that
warrant confidentiality.
ii. The Advocate should listen to member’s concerns or complaints with an
open mind.
iii. The Advocates first effort should be to alleviate the issue with the member
whenever it is reasonable to do so.
iv. The Advocate in many cases can solve the issue by interfacing with other
factions of the club as the case determines.
v. In cases when the Advocate decides the issue needs Ex Comm attention
he/she should bring the issue to the board with recommended action or
actions to be taken.
vi. In cases where conflicts occur between a member and the Ex Comm the
Advocate should act as a mediator, and with board approval take whatever
action he/she deems necessary to bring the conflict to a resolution if
vii. The Advocate shall in all cases, work within the guidelines of the Village
Parrot Head By-Laws.
12. Security & Code Enforcement Officer (SCEO): (Added 4-20-2018)
a. SCEO Selection Requirements: The SCEO should have a good understanding of the
Club’s By-Laws and SOP’s, as well as experience with the Ex Comm’s policies and
b. Job Description and Responsibilities:
i. The SCEO shall have a team he/she can call on to provide security at
authorized and sanctioned Club functions and events, i.e. bringing
unauthorized alcohol into a business, smoking where not allowed, seat
saving, etc.
ii. The SCEO shall inform and manage his/her team to act professionally and
politely in carrying out their security duties, treat all members with respect,
and be able to reference the Club’s By-Laws and SOP’s.

Revised 05-18-2018 Pg. 9
iii. The SCEO shall represent the Ex Comm by personally addressing individuals
that are not compliant with our By-Laws and/or SOP’s upon direction from
the Ex Comm.
iv. The SCEO and Member Advocate shall have a good working relationship in
order to facilitate minimizing problems or issues that might occur, and
which involves both the SCEO and the Member Advocate.
v. In situations that require immediate attention, the SCEO may take action
by direction from the President, Vice President, or Ex Comm member if the
President or Vice President are not present or available.
ARTICLE VI. Nominations and Elections:
1. Elections: (Revised 7-10-13)
a. Email and mailed ballots will be accepted by the Election Chairman from the
first day of the voting month to midnight of the last Phlocking of the voting
month. The time and date stamp of the vote submitted by email shall
determine the validity of the vote.
b. Once an email vote is received, it may not be changed or pulled back and a
personal vote will not be accepted after an email or mailed vote is submitted.
c. Only one vote per member.
d. Members in good standing may vote in person at any of the Phlockings
during the voting month.
e. Once a member pays their dues and signs a membership form, they are
considered a member in good standing and will be allowed to vote.
f. Candidate fliers, buttons, signs, etc. may be displayed one month prior to the
voting month up to and including the voting Phlockings.
g. Candidates cannot use the Club logo on campaign materials, and the Election
Chairman shall so advise the candidates. (Revised 3-24-14)
h. Candidates may not display signs or otherwise campaign in the immediate
vicinity of the ballot box and ballot distribution area. The Election Chairman
will determine the “no campaign zone” depending on the facilities of the
voting Phlockings.
i. No one will be excluded from campaigning as it is an individual choice.
2. Election Results:
a. Election results will be announced via email/website.
3. Ex Comm Vacancies: (Added 9-22-14)
a. Vacancies on the Ex Comm will be filled as directly by the Club’s By Laws
unless a quorum cannot be made. If no Ex Comm quorum is possible, the
quorum requirement shall be waived for the sole purpose of selecting
members to fill the vacant positions. A simple majority vote of the remaining
Ex Comm members shall be sufficient to fill each vacancy.
ARTICLE VII. Contracts, Checks, Deposits, Expenditures/Reimbursement:
1. Expenditures/Reimbursement:
a. Supplies can be, but are not limited to, construction materials, office supplies, supplies
necessary for club activities and events.

Revised 05-18-2018 Pg. 10
b. Members who anticipate incurring expenses for club related activities should, after
obtaining proper Ex Comm approval, seek to have the company invoice The Club
directly for the amount due. If this is not possible, then submit the receipts to the
Treasurer for reimbursement.
c. No member may profit from being a member of the Club unless the Executive
Committee has entered into a contract with the member to provide goods or services.
No member may solicit any other member at Club activities or events in an attempt to
sell goods or services unrelated to Parrot Head events or activities. No chairperson,
committee member, or individual member of the Club may accept remunerations,
bonuses, discounts or compensation in any form from business entities with whom
the Club has contracted, and which are not available to all members of the Club.
(Added 4-20-2018)
ARTICLE VIII. Standing Committees: (Revised 05-18-18)
1. Charity Committee:
a. The Charity Committee shall establish an annual survey for the Club
membership indicating the charities The Club has supported in the past
and/or would like to support in the future and submit the survey to the Ex
Comm for approval.
b. Each year The Club membership will vote via a survey, held in March of each
year, which charities they recommend to fund for the year (May to May).
c. The Charity Committee will tally the votes and use the results to recommend
distribution of funds to the Ex Comm at the April Ex Comm meeting each
year. The Charity Committee’s recommendation will include a year-long plan
for all distributions for the year using the results of the March survey. (Added
2. Travel Committee: (Added 05-18-18)
a. The Travel Committee plans, organizes, and conducts trips outside The Villages to
places of interest to the Club’s members, along with any other trips, events or
activities not assigned to a single event Committee.
b. The Travel Committee prepares recommendations, budget costs, flyers, participation
targets and such other information as may be necessary for the Executive Committee
to reach a decision and approve the trip(s).
c. The Travel Committee shall provide monthly updates to the Executive Committee for
all trips, events, and activities that have been approved by the Executive Committee.
ARTICLE IX. Point System/ Recognition:
1. The Volunteer Points System is established to reward volunteers. Volunteer points will
be tallied on a rolling year calendar, i.e. January through December; February through
January; etc.
2. Point Award Guidelines & Responsibility:
a. The Chairperson shall collect their volunteers’ earned points or volunteer hours and
report the points/hours earned to the volunteer coordinator on a monthly basis.
b. Guidelines for point awards:
Contribution --- 2 hour minimum contribution (1 point)
--- 5 hour contribution (2 points)

Revised 05-18-2018 Pg. 11
--- Maximum points (3)
c. Chairpersons with five or more committee members (5 points)
d. Chairpersons with fewer than 5 members or no committee members (2
e. Ex Comm Officers are exempt from the point system during their term of
office and for six (6) months past the end of their term, with automatic
maximum point eligibility
f. Ex Comm Board Members who have served 3 or more years on the Board will
be eligible for the Golden Parrot Award. (Added 1-20-17)
g. Maximum points any member can be awarded is 60
3. Recognizing The Villages Parrot Heads Club Volunteers:
a. High point earners have the opportunity to purchase tickets and seating
assignments to those events with assigned seating or limited attendance
prior to the entire membership if requested by the Chair and approved by
Ex Comm, i.e. Jimmy Buffett tickets by Club President.
b. Points for ticket sales, seating details, and number of points required can be
requested by the event Chair with Ex Comm approval.
c. Volunteer Pins will be awarded to the high point earners on an annual basis.
The required number of points to qualify for a Volunteer Pin will be
determined by Ex Comm each year in coordination with the Volunteer
d. Volunteers with sufficient points will be honored and recognized at an annual
Volunteer Appreciation Event at no cost to the volunteers. (Revised 10-20-
ARTICLE X. “Golden Parrot Award”: (Added 7-10-2013)
A “Golden Parrot” Award is established to recognize members for outstanding contributions.
Approximately 15 awards may be presented annually. Nominations for the award are to come
through the Volunteer Trustee and approved by Ex Comm. Ex Comm Board Members who have
served 3 or more years on the Board will be eligible for the Golden Parrot Award. (Revised 01-20-
ARTICLE XI. Property and Disclaimer:
1. Property includes The Club’s Internet database of membership or any other form of Club
communication which could be utilized for personal gain.

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