Welcome to the Hiawatha Sportsman's Club. The Club is a very complex and diverse organization with a vast array of opportunities and activities for members to enjoy. The following manual has been developed to provide you with an understanding of the policies and procedures of the Hiawatha Sportsman's Club. Our hope is that this manual will help you utilize the Club more efficiently and provide you with information that you will find useful.
This manual has been written to provide a general description of current policies, procedure and other aspects of your membership in the Club. This handbook will answer most of your questions but any additional information is available from the Club office.
The Club reserves the right to change or amend the information within this handbook at any time. No policy, rule or procedure in this material is intended to provide neither a membership contract nor a guarantee of membership rights. All of the policies and procedures included in this manual are generalities and subject to change by the Board of Governors.
Transfer of Lots and Memberships
Hiawatha Club members may sell or transfer their lot and membership to another individual.
When the sponsor’s letter is received, the material is then forwarded to the Membership Committee for consideration. During the interim, the HSC Office will order background checks for criminal and natural resources violations and also a comprehensive credit/financial evaluation.
After receiving the completed application the Membership Committee Chairperson will make arrangements for a personal interview of the Applicant by the Membership Committee or their chosen representatives. This meeting will take place at the HSC Office or a location arranged by the Membership Committee.
After the Applicant is approved, the member selling or transferring must return their Membership Certificate to the Club Office. The Certificate must be signed on the reverse side and include the name and address of the new buyer.
All indebtedness must be paid and all gate keys and the signed membership certificate(s) must be returned to the Hiawatha Sportsman's Club Office prior to transfer of lots and memberships to the new applicant.
Memberships and or Deeds to Hiawatha Sportsman's Club properties may be held by the member or the member’s living trust. Members may register survivor’s rights at the club office to expedite transfer. Upon the death of the member, all rights and privileges of membership are held in escrow until the membership has been transferred to the beneficiary as provided in the By-laws. Membership and deeds may not be held by a firm, partnership or Limited Liability Corporation.
In accordance with Hiawatha Sportsman's Club By-Laws Article I, section 2 and Article VIII, Sec. 2 - the Membership Committee’s decision shall be final.
A member may apply for a building permit on a member owned first or second tier lot as provided in these procedures. Construction of a structure or structures or otherwise developing or improving a third tier lot is prohibited. If a member has held continuous ownership of a third tier lot purchased prior to January 1, 1983, they shall have the right to petition the Board of Governors for a building permit for said lot. A building permit shall be granted with an affirmative vote of 2/3s of the Board of Governor’s attending the meeting where this proposed action is discussed.
For the purpose of these procedures a first, second or third tier are defined and on file in the Hiawatha Sportsman’s Club Plat Owner’s Registry in the Club office.
A Hiawatha Club building permit is required for all structures placed on a Club lot. A copy of the Club Building Regulations and Permit can be picked up at the Club office or downloaded from the Hiawatha Sportsman's Club website <hiawathaclub.com>. Information required for approval of permit for building construction:
Ø Completed permit application
Ø A current survey of the lot(s)
Ø Drawings of the proposed structure
Joint ownership of the Building Site & Building is permissible with a spouse or child, providing said spouse or child has a membership in their name or has become a member of the Club, pursuant to the procedure as set forth in the By-laws, previous to assuming full possession of building site & building.
Any individual requesting a deviation from the building restrictions must submit an application for variance. All variances must be approved by the Operations Committee. If no variance is received, it is assumed that all structures on the owners property will be built in compliance with the Hiawatha Club’s building restrictions. It is the owner responsibility to maintain compliance.
All building sites must conform or be compatible with surrounding area. Portable sheds, fences and ground mounted satellite dishes are to be treated as structures and must comply with lot line setbacks and required permits.
The completion exterior of building must be completed within one calendar year from beginning of construction; clean up of "contractor's rubbish" must be completed within 30 days of completion of exterior; repair of site must be completed within one year of completion of exterior.
The Club cabins are equipped with:
Ø Two double beds, two blankets per bed and one roll-a-way cot
Ø Dishes and cooking utensils for 5 persons
Ø Stove, refrigerator, microwave, cable television and a boat
Ø Linen and towels will be provided with each cabin rental and on each seventh day of occupancy
Members or guest will be responsible to either clean or provide their own towels and linen at times other than the seven days service time. Linen, towels and blankets abused in an abnormal fashion will be charged to the renting or sponsoring member at the replacement cost rate.
Checkout time is 10:00 A.M. Anyone staying after 10:00 A.M. will be charged an extra day.
Prime Rental Season
Prime Rental Season starts the last full week of June and continues through the 2nd week of August. During this time:
Ø Cabins can only be rented in advance by the week. Renters will pay for full time reserved and no refunds given when renters leave before their reserved period is fully used. Cabin cancellations must be received two weeks prior to arrival date otherwise you will be billed for the time reserved. A 50% deposit is required on all reservations during this time. Any cabins left available 2 weeks prior to the arrival date will be available for daily rental.
Ø Members can only reserve cabins one year to the day in advance. Members may only rent 1 cabin each (member and spouse) and MUST stay in the cabin that they reserved.
Ø Guests may not reserve cabins during prime season until May 1st of the same year
Ø CHECK IN TIME WILL BE 4:00 P.M. IF YOU ARRIVE EARLY CHECK WITH THE OFFICE TO SEE IF THE CABIN YOU RESERVED IS AVAILABLE. PLEASE DO NOT ASK THE HOUSEKEEPING STAFF.
Ø DURING COLD WEATHER MONTHS: When checking out of cabin please do not turn heat any lower than 65 degrees due to pipes freezing. Please do not drive or park snowmobiles in the roped off area due to freezing septic tanks.
Because cabin 36 is our only handicap accessible cabin, we have applied some special rental policies. They are:
Ø Cabin 36 will be the last cabin rented so it will be available for handicap members.
Ø If all other cabins have been filled, the next renter will be placed in cabin 36
Ø If no one has rented cabin 36 two weeks prior to arrival date cabin 36 will be made available.
Ø To be considered eligible for handicap status you must have a state handicap driver permit.
Register your pet(s) at the Club Office if you bring them with you. A charge for each pet will be included in your cabin rental. PLEASE DO NOT ALLOW PETS ON THE BEDS OR USE THE BLANKETS FOR PET BEDS.
Members and guests should bring their own Coast Guard approved life jackets with them when using Club boats but PFDs are available at the Club office. Members and Guests are expressly prohibited from using Club boats unless each boat occupant has a life jacket meeting state law requirements and children under the age of 6 must wear a coast guard approved PFD when in a boat.
Activity Building Rental
Before a key is issued, the member renting the Activity Building must return the rental application and the rental fee and provide the Club with a certificate of liability insurance with the Hiawatha Sportsman's Club named as co-insured.
The Activity Building cannot be reserved for the last week in June through the second week of August before the 1st of February of that same year. A $100 cleaning deposit is required. This deposit will be returned after the renter returns the key and the Activities Building has been inspected. If additional cleaning is required, the deposit will be retained by HSC to cover costs for the cleaning. No thumbtacks are to be used on the walls for decorations. All tape used must be removed.
After using the Activity Building it must be cleaned and garbage removed. The building must be locked up, lights turned off, heat turned down and key returned to office. There is no smoking in the Activity Building. The member is responsible for any damage done to the building or contents.
Gate keys are available at the office for members in good standing only. Purchase of first gate key is $5.00. The second key is $10.00 and for a third key the cost is $100.00. There will be no additional keys after the third. There is no allowance for lost keys.
All gate keys are for the member’s use and must not be shared with non-members. Anyone allowing non-members to use their gate key shall be subject to grievance.
All official correspondence shall be on letterhead and be prepared, sent and received from the Club office.
All official records shall be kept at the Club Office.
The office will send a monthly financial review to the Board of Governors.
Members may review transcripts of previous meetings by making an appointment with the Club Office. The office will provide a time and area in the office to review transcript and or audio tape but members will not be allowed to make photocopies or tape recordings of Club documents. Members may make notes or hand written copies if they choose.
Members wishing to be heard
All members wishing to be heard will be appropriated 5 minutes time in which to present to the membership and the board at any given meeting. At five minutes, the speaker will be informed that the member’s time has expired and will be given one additional minute to complete his/her presentation. Any member requiring additional time will be encouraged to write a letter to the Board of Governors. A sign in sheet will be provided for those members wishing to be heard. Signing the sheet will afford the members an order in which to be heard. Other members, upon completion of the sign in list, may then be recognized by the Chair to come to the podium.
Letters to Board of Governors
Only those letters submitted 5 business days prior to the current Board of Governors meeting will be read at the meeting or submitted to the appropriate committee for response. All such letters shall be date stamped upon arrival in the office, placed in Governors Packets and emailed to Governors with all other appropriate packet information. Only those letters following these steps will be read aloud at the Board of Governors Meeting. Letters read at meetings will be referenced in the minutes of said meeting.
Release of Information
Any current governor may request and receive from the office, treasurer or secretary of the board any information pertinent to the running of Hiawatha Sportsman’s Club. All other members, excluding current governors, shall be entitled to review on site any and all information pertinent to running Hiawatha Sportsman’s Club. Information that is not in the public domain will not be released.
Request for Information
All members are encouraged to attend committee meetings of the Club for the purpose of gleaning information or making suggestions to said committee. While it is understood that all members have a right to the financial information of the Club, it overburdens office staff to make multiple copies. All members in good standing have every right to seek any and all information pertaining to the operation of the Club. With our current committee structure it is the policy of our Club that all members first go to the appropriate committee chair with questions or requests for any or all information pertinent to their questions or concerns, prior to requesting information from office personnel. Committee chairs are listed in each Council Fire and on the Club website. Requests for information will be provided within 10 business days electronically or otherwise at the office discretion.
Management shall make every effort to prioritize projects as instructed by committee chairmen. This does not allow committee chairmen to prioritize projects over other chairmen or general maintenance.
All Club employees, equipment and facilities are the responsibility of the Club Manager. The Manager shall direct the day to day operations of the Club.
All requests for staff services shall be handled by the Club Manager.
The Manager shall notify the Club President or appropriate Committee Chairmen of all pertinent information or inquires.
The Club Manager shall approve all building permits that fall within the building restrictions and regulations as approved by the Board of Governors. The Operations Committee must approve all building permits that require a variance from the approved building restrictions. All Variances must be carefully described and justified.
Disbursement of Funds
All notes, checks (except payroll checks), drafts and orders for payment of money, issued by this Club, shall be signed by the following people, with two (2) signatures required on all checks: Office Manager or Club Manager and Club Treasurer or designated Governing Board Member. Payroll checks will be signed by the Club Manager or the Office Manager.
Funds shall be disbursed only as authorized in the annual budget prepared by the Finance Committee and duly approved by the Board of Governors. Funds or commitments to spend funds, not authorized in the budget shall be made only after authorization by the Board of Governors or the Operations Committee.
The disbursement of funds, for items or services, as contained in the approved budget, will be made by the Club Manager. Committee Chairmen should make their requests through the Manager and include back up information and pricing, where applicable.
The Manager shall be limited in spending up to $2,500 without approval of the Board of Governors. Expenditures between $1,500.00 and $2,499.00 may be made only with the approval of the Operations Committee.
The Manager may not proceed with expenditures in the capital budget without approval of the Board of Governors.
The speed limit in all Club subdivisions is 20 miles per hour. The speed limit on all trails inside the common property is 25 miles per hour. Members driving above the posted rate of speed are subject to grievance.
All road improvement projects are subject to Article XXIX of the Club By-laws. Any member wishing to build on an approved lot that does not currently have access by road shall submit a request for the improvement with a copy of an approved building permit from the township. The request shall be in writing and submitted to the Club Manager or Board of Governors. Any member having a home or cottage on a road not currently receiving snow plowing services may request to have this service extended to their home. The member should be sure to give ample notice of their need for winter access so any necessary road improvements can be made before winter begins. All road improvement requests will be addressed by the Club Manager and or the Operations Committee. The Hiawatha Sportsman's Club reserves the right to reject or modify any requests.
Members wishing to have an easement identified for their use shall contact the Club office. The Club Manager will have the nearest easement located and marked. All members have equal rights to use easements and members that have made improvement to identified easements do not have exclusive right to the easement. The Club does not clear brush or trees, mow grass, or build walkways except where the Club utilizes the easement for Club sponsored uses, such as at the rental cabins.
All deer blinds must be placed so that they:
Any member that feels he has been encroached upon unfairly may ask for a determination from the Club Manager. The Club Manager shall make an effort to identify to offending party and contact them for the purpose of discussing the complaint. If the Manager finds that the complaint is legitimate he shall notify the offending party to take action to remedy the offence. If the member does not bring their blind into compliance with the Managers instructions the Manager will have the blind removed and the member will be billed for the removal cost. If the member is not satisfied with the Managers decision the member may appeal the decision by submitting his or her complaint in writing to a three person panel consisting of the Fish and Game Committee Chairman, House and Grounds Committee Chairmen and the Club Manager.
The panel will make an attempt to identify the offending party so they may have the opportunity to give an argument defending their position. After the panel renders a decision the complainant will be notified in writing. If the panels’ decision requires action by the offending party and the offending party has been identified, they will be notified to take the prescribed action immediately. If the offending party is unidentifiable or does not take action after notification the Club Manager will bring the offending party into compliance with the panels instructions or remove the blind and bill the member for the removal cost.
Except as provided for in Article XXI of the Club By-laws, the Grievance Committee shall be responsible, at the direction of the President, for investigating any alleged misconduct or violation of Club Rules and Regulations against the good of the Club by a member, or a person in the member's immediate family or a guest of a member. The goal of the Grievance Committee shall be to resolve the problems relating to the misconduct as informally and expeditiously as possible.
A grievance should be submitted in writing to the Club Office or the Grievance Committee Chairman. The grievance should include:
Ø A detailed account of the offence.
Ø Names of the offending party.
Ø The remedy requested by the complainant.
Ø The grievance should be signed and submitted by a member in good standing.
If the grievance is submitted to the Club Office, the grievance will be forwarded to the Grievance Committee Chairman.
The Grievance Committee may, if deemed necessary, require parties of interest, to meet with the Committee for purposes of determining the accuracy of the alleged misconduct. Upon completion of the Committee's investigation, it may do any one or more of the following:
Ø Dismiss the complaint as resolved informally.
Ø If the complaint involves a guest of a member and is found to be true, the Committee may impose such sanctions relating to further use of the Club's guest privileges as it determines the facts of the misconduct warrant. A decision of the Committee relative to a guest of a member shall be forthwith forwarded to the Board of Governors. Unless one member of the Board of Governors moves for review of the decision by the full Board, the action of the Committee shall be final.
Ø If the complaint involves a member or a person in the member's immediate family, the Committee may enter into an agreement with the offending members as to a proper sanction to be imposed as it determines the facts of the misconduct warrant. The Committee shall advise the member of its findings and sanctions in writing. If the member disagrees with the sanction, the member shall immediately notify the Secretary of the Board of Governors of their intent to appeal the sanction at the next regularly scheduled Board meeting.
Ø In cases of necessity, as determined by the President, a special Board meeting may be called to hear the appeal. The decision of the Board of Governors regarding appeals of Grievance Committee recommendations shall be final.
Ø If in the opinion of the Grievance Committee the misconduct is so serious as to warrant expulsion, it shall be responsible for filing written charges as required in Article XXI of the By-laws. For purposes of this section, a person in a member's immediate family shall be regarded as single children under the age of twenty-one (21). Children twenty-one (21) and older, grandchildren and other relatives shall be regarded as guests.
The Grievance Committee shall send written notice to both parties clearly stating the outcome of all Grievances.
HSC POLICY MANUAL INCLUSIONS
July 18, 2013
1. Personnel committee will annually review the employee benefit package including but not limited to: Health Insurance, 401 K investments,
2. Finance Committee and Club Secretary, working together must notify appropriate members that they are no longer Members in Good Standing, according to current bylaws.
3. Employees will not be able to “bank” time while collecting unemployment benefits. Club Manager will be accountable for this policy.
4. Proper permit regulations for all facets of Club events including but not limited to: Maintenance; fish planting; natural resource requirements as established by the Michigan DNR; and health permits as required for use of kitchen facilities will be applied for and received by Club Manager prior to activation of the any of aforementioned activities.
5. The Club Manager will see that all employee expenses for reimbursement and/or payroll or overtime will be paid by check or authorized petty cash and documented appropriately.
6. Club Manager will see that annual bids for telephone, waste removal, insurance and other significant purchases or leases are completed for board approval no later than the April Board of Governors’ Meeting.
7. The employee 401 K program will be administered by an outside, independent third party as determined by the finance committee.
8. The Club Manager in cooperation with the Finance Committee will be responsible for creating, implementing and maintaining adequate and appropriate internal financial controls independent of employee retirement or illness or positional changes.
9. All employee overnight trips will be approved by “one level up” administrator. These trips must include specific expense reports, a final report synopsis and any other information determined by the Board of Governors. A template for such trips will be created by the Finance Committee.
10. All Club financial systems will be reviewed periodically, but no less than once per annum, by the Legal, Tax & Audit Committee.
11. Prior to any trip by any employee to pick up supplies, prizes or other Club necessities, a cost comparison analysis should when practical, be submitted verbally or digitally to Club Manager. If it is determined that a significant savings could be achieved by ordering and shipping said necessities, rather than driving a Club vehicle, the least expensive means should be evaluated by the Club Manager.
12. Members failing to pay dues on time will be assessed late fees. Late fees will be carried over from year to year until late fees are paid in full along with current dues. According to Club bylaws members found not in good standing will be notified by letter that all Club privileges are rescinded until dues and penalties are paid in full. Club finance committee and Club Secretary will work cooperatively to see that this bylaw is applied equally and fairly amongst all members.
13. Liens and foreclosures will be administered per Club bylaws. There will be no favoritism and no exceptions. Club finance committee working with Club Manager will be accountable for the application of this bylaw.
14. Finance committee working with Club Manager will assure that complete and accurate records of all gifts purchased and for whom they are intended and rationale for the purchase and gifting will be reported as per the purchase of said gifts. A form will be established by finance committee for this purpose.
15. Club Golf Committee working with Club Pro Shop Manager will determine that accurate and complete inventories of all purchased items for resale will be completed no less than twice a year, prior to June 1 and no later than September 15 of each year, or monthly as determined by the Golf Committee Chair.
16. A summary Plan Description for our 401k plan will be provided annually to each of our participating employees.
17. Budgets for community centric events such as triathlon, winter carnival, halloween party, etc., must be approved in advance in consideration of ROI (return on investment). These budgets will be submitted to finance committee must be verified and approved by the appropriate committee chairs, ie. Golf, activities, etc.
18. All new Club contracts must be reviewed by treasurer for possible accounting and office procedural changes. This would include Club Treasurer, Finance and Natural Resources Committees.
19. Membership transfers and lot transfers must follow all Club bylaws as approved the the current Membership Committee.
20. Cabin rental rates shall be evaluated for adjustment on a seasonal basis, to be determined by Finance Committee, along with suggestions from Building, House and Grounds Committee.
21. Mileage records and logs for each Club vehicle will be maintained on a daily basis with submission to Club Manager on a weekly basis. These records/logs will be reviewed periodically by Legal, Tax and Audit Committee.
22. As per Club bylaws, Surety bonds or other comparable insurance securities will be maintained by Club Manager and reviewed by Personnel Committee and Finance Committee annually.
23. As per Article XV, section 2 of the bylaws, all club members must own lots for the procurement of memberships. Membership Committee combined with Finance Committee working closely with office secretary will assure that this is done periodically throughout the year.
24. As per Article V, section 3 of the bylaws, the address, current or past occupation along with incumbency, must be posted for all governor candidates seeking office. This information will be included in the print out for the ballot vote and will be part of the Club Secretaries’ responsibilities.
25. Club Manager, each year, will create and/or maintain a listing of all Club equipment available for loaning to members for their personal use. Any item not listed will not be available for membership usage. This includes all club equipment including, but not limited to plows, trucks, etc. Club Manager must keep in mind the liability for loaning such equipment. In general, Club equipment should be limited to Club business only.
26. It is noted that staff time is critical to the smooth operation of the Club. A management control system will be created, implemented and maintained on a regular basis by Club Manager with assistance from Building, House and Grounds Committee Chair.
27. It is the Club Managers’ responsibility to assure that the Club is always in compliance with Michigan Corporation Non-Profit Act of 1982. All governors and all Club activities must be held to the same minimum standards as defined by these laws and Club bylaws.
Revised July 20, 2013