Guidelines for the Creation of New Clubs

  1. Applications for prospective new clubs must be submitted in writing (or via e-mail) to a member of the E-Club board of directors. This request shall come only after the club organizers have read and understand the provisions of the requirement statements herein.
  2. It is possible for prospective clubs to meet face-to-face with the E-Club board of directors, for the purpose of proposing a new club. This presentation shall be in addition to the written request mentioned above. Representatives of prospective clubs will be allowed to attend a regularly scheduled board meeting upon request to the President of the E-Club.
  3. The E-Club sponsorship of all new clubs must be voted on by the E-Club board of directors, after each board member has had time to review the new club written request for entry.
  4. Each club must provide a set of By-Laws that contain, at a minimum, the following;
    1. Their affiliation with the E-Club.
    2. The purpose of the club.
    3. Liabilities of the club.
    4. Rules for the dissolution of the club if necessary.
    5. The structure of the club, elected officials etc.
    6. Address meeting guidelines, time, place, order of business, etc.
    7. Membership guidelines.
    8. Description of method for election of officials.
    9. Description of amount and method of collection for dues.

Categories of Clubs

There are two types of clubs: Exclusive Membership Clubs, and General Membership Clubs

  1. Exclusive Membership Club - All members in exclusive clubs must be employees of the E-Club's sponsoring organization (with a current E-Club membership card), their spouse, or a dependent residing in the home of an employee. This type of club is eligible for financial assistance from the E-Club.
  2. General Membership Club - All members in general membership clubs are open to membership by the general public. The general public membership of a general membership club may not exceed 49% of the total club membership and members of the general public may not vote or hold office in that club. This type of organization will not necessarily be eligible for financial assistance from the E-Club, but is eligible for all other benefits afforded exclusive clubs/activities.

Club Financial Guidelines

  1. All clubs are required to charge their members dues, if funding is to be requested from the E-Club. The amount of dues charged each member shall be commensurate with the type of activity the club engages in, and expected operating expenses.

    For non-sports related clubs, a $10.00 minimum per E-Club member of the club per year is recommended as dues. All non-E-Club members of the clubs must pay $10.00 plus normal E-Club members' dues as a minimum per person per year.

    Sports type clubs are recommended to charge a minimum $10.00 per E-Club member per season of play. If an activity is non-seasonal, then a minimum of $10.00 per E-Club person, per year of play is recommended. All non-E-Club members of the clubs must pay $10.00 plus normal E-Club members dues as a minimum per person per season of play, or, per year.

  2. If funds are requested from the E-Club to support club operations, or to purchase equipment, then an E-Club Budget Request form must be completed and submitted to the E-Club on an annual basis. Quarterly financial reports are REQUIRED from all clubs whether or not funding is requested. A budget request form for the following year will be presented to each club commissioner during an annual club commissioner's meeting held in November of each year (If the commissioner of a club cannot attend the meeting, a budget form may be requested through an E-Club board member). It is the responsibility of the commissioner of the club to ensure that this budget form is completed and received by the E-Club board of directors before December 15 each year. Budget requests that are not received by December 15 will not be eligible for financial aid for the following year.

  3. Clubs will receive written confirmation from the E-Club not later than 31 January of the budget year that their budget request has been approved, or denied. If not fully funded, reason(s) will be supplied to the club indicating the reason(s) why.

  4. If a club collects membership dues from its members, the funds collected must be kept in the club bank account, or forwarded to the E-Club for accountability. If a club has a bank account, then the account number, and a financial report must be submitted to the E-Club quarterly. This requirement is necessary to meet State and Federal guidelines. Quarterly financial reports are due by the 10th of the month of April (for 1st quarter), July (for 2nd quarter), October (for 3rd quarter), and January (for the 4th quarter of the previous year).

  5. If a club does not have a club bank account, the club commissioner or treasurer must submit the collected yearly dues (seasonal fees for sporting activities) to the E-Club Treasurer for accountability. Submittal shall be in the form of a single cashiers check, made out to E-Club, in the amount of the total dues collected. In the case of sports related clubs that are seasonal in nature, this check shall be for the upcoming season. With the check submittal, a copy of the club's current membership roster will be included. This roster shall list all E-Club members with clock numbers, as well as non E-Club members, and the amount paid by each member. If other members join the club, those dues will be submitted to the E-Club treasurer in a similar fashion.

  6. Special financial allowances can be made for general membership clubs on an individual basis. Financial assistance shall be requested through the standard Budget Request Form.This funding will be considered by the E-Club Budget Subcommittee.

  7. If a club has not submitted a yearly budget request form or quarterly financial reports according to the provisions in this document, then the club will not be eligible to receive budgeted funds allocated for that club. When/If the budget request form and/or quarterly financial report(s) are received and approved, then funding allocations will be reinstated. The club must also maintain at least a 50% E-Club member roster to receive ANY funding.

  8. Requests from a club for budgeted funds from E-Club should be made in writing with a copy of the original receipt. A phone or e-mail request may be accepted, but must be followed up with a written request and receipt to officially document the transaction. The written request must state the club name, date of request, individual requesting the payment, and the purpose of the requested funds. The written request shall be made to the E-Club Athletic Director for all clubs. A copy of the original receipt must be turned in within thirty days of receiving funds or no future funds will be issued until the receipt is received.

Sports Clubs Eligibility Guidelines

  1. For sports related activities, there are two categories of eligible players:

    1. employees of the E-Club's sponsoring organization (E-Club membership required), spouse, or dependent residing in the employee's household.
    2. Non-employee members.

    The club commissioner, together with the E-Club Sports/Clubs Director, will decide the maximum allowable non-E-Club members on a team roster for the various sports related clubs, but that number shall never exceed half the roster.

    The decision to allow non-E-Club members to participate will be decided by the individual sports activity commissioners along with the E-Club Sports/Clubs Director, on an individual club basis.

  2. No E-Club member will be exempted from being on a team roster in lieu of a non-E-Club member. All leagues will be formed using E-Club members first, then completing the roster with non-E-Club members.

  3. Sports clubs must have membership open to all of the E-Club's sponsoring organization Greenville employees, customer employees, retired employees, Credit Union employees, E-Club Promos, Inc employees and cafeteria employees.

Clubs and Hobbies Related Clubs Eligibility Guidelines

  1. Clubs and Hobbies related clubs are discouraged from having members that are non-E-Club members, spouses, or dependents living in an employee's household. These clubs are encouraged to form under the exclusive membership guidelines.

  2. Non-E-Club members in general membership clubs are excluded from voting or holding officer positions in the club.

Miscellaneous Operational Guidelines

  1. Each club must have a person responsible for interfacing with the E-Club board of directors. This person shall not be a current member of the E-Club board of directors. This person shall be designated as the club commissioner. The commissioner may hold any office position within the club, or as directed by the club by-laws.

  2. The clubs shall maintain a roster of all persons in the club. This roster must include name, clock number, and E-Club membership status. The clock number information should be left blank where appropriate.

  3. All clubs are encouraged to bring any ideas or problems to the attention of the E-Club Board of Directors through the Sports /Clubs director.

  4. Each club shall maintain a detailed list of all assets bought with E-Club and/or club funds. The list shall include purchase amount, serial numbers if applicable, quantity, location and description of each item. A description of the intended use, upkeep, and storage provisions of these assets shall also be kept on file. The equipment will be listed on the annual budget request form.

  5. All clubs should hold regular scheduled meetings (at least one per year) at a location that is easily accessible to all interested employees. Consideration should be taken to allow 2nd and 3rd shift members to attend, as well as spouses and dependents that cannot easily enter company property. The recreation hall is available to all E-Club sponsored clubs at no charge. To reserve a room and to arrange to pick-up and drop-off the door keys, contact the facilities department.

  6. All sports related clubs are required to have each member on the roster fill out a liability release form. A copy of this form can be obtained from the E-Club Sports/Clubs Director. Completed liability release forms must be kept by each club/activity commissioner at least two years from date of completion.

  7. If a club/activity publishes a newsletter, then it must be written, reproduced, and distributed on personal time. The E-Club's sponsoring organzation's reproduction and in-plant mail services will not be used for this purpose.

  8. E-Club Board member Class definition:

    1. Regular Board Member - employee of the E-Club's sponsoring organization that is a member of the E-Club that is elected to the Board at a regular (Annual) E-Club meeting.
    2. Appointed Board Member - employee of the E-Club's sponsoring organization that is a member of the E-Club and is appointed to the board by the remaining board members when a current board member has resigned or otherwise vacated their board position. The appointed board member will serve out the remainder of the term of the board member who resigned or vacated their position.
    3. Associate Board Member - Appointed by the current board; Can be spouse of E-Club member, retired, standard, or associate member; Cannot vote; cannot move into a regular board position; Helps on projects and events, provides input from different point of view. Two associate board members can be appointed and serve at a time.
    4. Alternate Board Member - Appointed by the current board; can only be standard E-Club member; Will move into a regular board position if one becomes available due to resignation, retirement, layoff, extended sickness or death; Can be assigned regular board duties except for officers duties (President, vice-president, secretary, treasurer). Only two Alternate board members can be appointed and serve at a time.

Club Entitlements through E-Club Sponsorship

  1. Clubs sponsored by the E-Club are allowed to advertise and post current club news and notice of upcoming events in the weekly E-Trader publication. Ads shall be submitted to the Editor of the E-Trader, not to the E-Club. Submissions must be in accordance with the E-Trader guidelines.

  2. Clubs sponsored by the E-Club are allowed to use the rec hall and other designated facilities at no expense for club activities. Arrangements for recreation building usage shall be coordinated with the Facilities Department at Ext. 7585. Usage of the Round Up Room must be coordinated with the E-Club board of directors.

  3. Clubs are considered for financial assistance from the E-Club.

  4. Clubs have a tax exempt status through the E-Club.