Procedures and Responsibilities

LINCOLN HILLS BILLIARDS GROUP 

(Revised and Approved by the BOD on 11/19/2025)

The LHBG is a social organization focusing on having fun while playing Billiards, developing pool skills, running tournaments, and providing social interaction for residents of Sun City Lincoln Hills. 

Governance

The Clubs and Common Organization Committee (CCOC) is made up of residents of SCLH, and is independent of the Lincoln Hills Association. The CCOC interfaces with the Association’s BOD, and various club Boards of Directors, and as such has jurisdiction over the LHBG. The CCOC has approved our club’s By Laws, and any change to those By Laws must be approved by the CCOC. The CCOC has also given the LHBG discretion to maintain its own set of procedures and responsibilities, with the proviso that they do not conflict with the approved By Laws. 

Structure of LHBG

The elected Board of Directors for LHBG is made up of four elected officers, and additional Directors as designated. This group will be known as the Expanded Board of Directors. Board members are:

ELECTED OFFICERS

President

Vice President

Treasurer

Secretary

APPOINTED DIRECTORS

Tournament Leaders

Mentoring Director

Webmaster (voting only if a Club member)

Sunshine Director

Event Planner (non-voting)

Technical Advisor(s) (non-voting)

Elected Board

The BOD shall be made up of four (4) elected LHBG members. The Elected Board Officers are the President, Vice-President, Treasurer, and Secretary. Elected members of the BOD shall serve a two (2) year term. A member may serve only two (2) consecutive terms and may not be re-elected to the same office for one year. However, that person may run for a different office on the Board. Terms of BOD members shall be staggered so that at least 2 of the members’ terms expire each December 31st.

To ensure a broad amount of input on all matters affecting the LHBG, also know herein as the Club, the Board was expanded to include the Tournament Leaders. The Tournament Leaders are expected to attend the Expanded Board meetings with voting privileges. The Expanded Board meets bi-monthly in January, March, May, July, September, and November on the fourth Wednesday of each month, except November. That meeting is on the third Wednesday. The Board may also meet on an ad hoc basis as the need arises.

Elections for Officers shall be held annually as vacancies occur. In early September, the full membership will be notified via bcc email from the sitting President that an election will take place in October. Members may self-nominate by submitting a statement of interest and qualifications. The four Elected Board Officers will review the candidate(s)’ qualifications. The deadline for submissions will be in late September. Should a candidate run unopposed for an office, the Expanded Board of Directors will vote to install that candidate by acclamation.

If there are multiple candidates for an office, when their qualifications are approved, their statements of interest and qualifications will be distributed to the full membership via bcc email. This would also occur in late September. The candidates would be invited to campaign. In a subsequent email in October, the Club members would be given the specific opening and closing dates for the election, as well as the date on which the successful candidate would be announced. This person would be introduced at the annual Holiday Dinner.

Expanded Board Members’ Responsibilities

Within the Expanded Board are the responsibilities for all functions of the Club, including, but not be limited to: (primary responsibility shown in ( ).

  • Maintaining liaison with the SCLH Community Association. (President)
  • Determining the needs of the club and tournaments based on all inputs. (Vice President)
  • Appointing additional Directors responsible for overseeing special needs of the club, such as Mentoring Director, Webmaster, Sunshine Director, Event Planner, and Technical Director(s). The appointed Directors voting rights will be determined by the Expanded Board.
  • Maintaining a record of the Board’s activities and archiving the information, including all financial activities and Board meeting minutes. (Secretary, Treasurer, Webmaster)
  • Distributing the approved minutes of all Board meetings. (Secretary)
  • Investigating any problems or disputes that may arise involving individual tournaments or club members. (Tournament Leaders)
  • Meeting on a regular schedule to discuss club issues.
  • Periodically attending the weekly tournaments to observe and recommend to the Board areas that can be improved or implemented as best practices.
  • Reviewing all procedures and recommending changes to improve the operation of the Club. The recommended changes will be reviewed by the Expanded Board.
  • Filling vacancies for Tournament Leaders or Directors as needed. Officer vacancies on the Expanded Board shall be filled by appointments made by the Expanded Board of Directors. Members of the BOD who wish to resign their position are expected to submit a written thirty (30) day notice of intent to resign to the Vice President.
  • Voting on motions proposed at the BOD meetings. Provided a quorum is present, all motions will be decided by a simple majority of those Board members present.
  • Maintaining membership rolls and provide for the collection of dues. (Treasurer)
  • Considering the comments and viewpoints of members before voting on matters being considered by the BOD.

President’s Responsibilities

  • Serve as the Chief Executive Officer of the Club.
  • With the approval of the Expanded Board, maintain a liaison with the SCLH Community Association.
  • Provide general supervision and direction of the affairs of the Club, subject to the oversight of the Expanded BOD.
  • Preside at all meetings of the members and the BOD.
  • Communicate with the LHBG members concerning activities conducted by the Board, including date and time of pool table re-balancing and re-felting, and inform the membership of pool room shut downs during that process.
  • Establish, with the help of the Expanded Board, committees and subgroups as needed for the operation of the LHBG when appropriate.
  • Oversee the Club activities, committee and subgroup activity, and reporting the progress to the Board.
  • Provide routine communication with the membership on items of interest. 
  • Propagate Rules of Conduct for the billiards rooms which are contained in the Welcome Packages.
  • Provide the approved Board meeting minutes to the club members. Minutes will be posted in the Club Master Binder located in the KS billiards room.
  • Coordinate reserving rooms for all Board meetings and tournaments. 
  • In concert with other BOD member(s), maintain and update club policies and procedures.

Vice President’s Responsibilities

  • Perform all the duties of the President in the absence or disability of the President.
  • Serve as the Director of Tournaments, including proposed changes to Tournament Leader positions.
  • Coordinate tournaments with other clubs, such as Sun City Roseville.
  • Assume the activities of the Mentoring Director when necessary.
  • Coordinate with building facilities to schedule regular maintenance of the equipment and pool tables in both lodges.
  • Coordinate with the Lifestyle staff to order supplies for the pool tables.
  • Prepare a monthly article for the Compass magazine.
  • Coordinate with the vendor for polo shirts for the Billiards group.

Treasurer’s Responsibilities

  • Maintain accurate records of all financial affairs of the Club for a period of two (2) years prior to the current year.
  • Render a Treasurer’s Report at the scheduled Expanded Board Meeting to include revenues, expenses, and bank account balance since the previous report. This report will be approved by the Expanded Board and included in the minutes for each BOD meeting.
  • Establish and manage a checking account and any other required bank accounts.
  • Make payments on all the Club bills.
  • Ensure the Club has a minimum of two club officers’ signatories on file with the bank and updates the signatories as officers change.
  • Maintain a current list of names, email addresses, and phone numbers of all LHBG members. The information will be used to communicate with BOD members and the full membership for Club announcements. Tournament Leaders will use this list to communicate with players re: pictures and winners of each tournament, and to confirm that tournament players have paid their dues. 
  • The full membership list should be closely held, not shared, by the BOD. Board members who communicate with members should always use the “bcc protocol” to protect the security of members’ email addresses.
  • Collect reservations and payments for each Club event, and maintain a list of the attendees.

Secretary’s Responsibilities

  • Record BOD meetings by written notes or electronic device.
  • Email the draft minutes to the Expanded BOD for review. The updated minutes will be presented to the Board for final approval.
  • Upon BOD approval, the President will email the Minutes to the Expanded BOD, and will place a copy in the Master Binder.
  • The Secretary will keep the master copy of the LHBG Bylaws and Club Procedures.
  • Prepare a monthly article for the Sun Senior News paper

Tournament Leaders’ (TL) Responsibilities

  • Any change in the position of Tournament Leader, Mentoring Director, or any other Director, must be approved by the Expanded Board.
  • Changes to all Director positions can be presented by any Expanded BOD member for approval of the BOD. 
  • TLs can request to the Expanded Board that the times and/or rules of their tournaments be updated or modified. Final approval will be given by the Expanded Board.
  • If during a tournament there is a dispute about how a rule should be interpreted, the Tournament Leader will decide, and that decision will be final. If the ruling is found to be incorrect, the correction will be passed onto the players at the following tournament.
  • The Tournament Leader will maintain rules of play as established by the APA
 Tournament Rules of Play. Only the Tournament Leader can request that a change be made to the Tournament Rules.
  • Tournament Leaders have the discretion to follow either APA Rules or Professional Rules at the break of each game, i.e. if a ball, or balls, are pocketed on the break, is “ownership” of stripes or solids declared (APA), or is the table still open (Professional).
  • Each Tournament Leader may keep an updated subgroup membership list.
  • If an email is sent out to tournament players, using the email list, it must be sent using the “bcc protocol.”

Appointed Directors

  • The Expanded Board has appointed individuals to fill additional designated roles. They are Mentoring Director, Webmaster, Sunshine Director, Event Planner and Technical Director. 
With the exception of the Technical Director(s) and Event Planner, each Director will have a full vote. In the event of the absence of any Officer or Director at a meeting of the Expanded Board, their substitute at the meeting will have a full vote.
  • All Officers and voting Directors are expected to attend all Expanded Board meetings.
  • The appointed Director can also be a Tournament Leader, but will have only one Board vote.

Mentoring Director’s Responsibilities

  • Direct all training activities for the weekly Mentoring Workshop.
  • Promote attendee advancement to regular tournaments.
  • Organize games and skill challenges for the attendees.
  • Organize and maintain a list of Mentors, and alternate Mentors, who will provide training to all attendees.
  • Develop and provide Welcome Packages for new Workshop attendees.
  • Provide an estimate of the annual budget for the Workshop
  • Maintain a log of the weekly attendance at the Workshop.

Webmaster’s Responsibilities

  • Maintain ownership of the website via a contract for an annual fee and monthly charges.
  • Create new pages for club events, with graphics, including timing, venue, menu details, guest pricing, deadline, and application submission information.
  • Receive results from tournament leaders, including photos of first and second place winners.
  • Maintain a list of tournament winners and regularly post tournament results on Club website.

Sunshine Director’s Responsibilities

Sunshine activities are intended to be a source of cheer and happiness among club members. The Director will provide the following services on behalf of the Club:

  • Mail an appropriate “Get Well” card on behalf of the Club, to any current member, or their spouse, who may be experiencing a prolonged or serious illness or has an extended hospitalization. Only one card will be sent each illness, including any relapse.
  • Arrange for an appropriate flower arrangement to be delivered on behalf of the Club to any current member, or their spouse, who has passed away. The Club will not donate cash or otherwise participate in individual family charitable arrangements. The maximum cost for the flower arrangement will be $50. 
  • Personally deliver the flowers to the family. If the Director is not familiar with the family, another Club member who is a personal friend of the family will be asked to accompany the Director. 
  • Recognize current members who have reached their 90, 95, or 100th, etc. birthday by mailing an appropriate birthday card to that member. A TL, or other friend of the member, may organize an appropriate birthday gathering of players the senior member regularly plays with.
 The person organizing the birthday gathering may purchase an additional birthday card to be signed by his/her peer group participants and may purchase a birthday cake for the gathering not to exceed $50. Receipts for these purchases will be submitted to the Sunshine Director for approval and to be forwarded to the Treasurer for reimbursement.
  • Provide an estimate of the annual expenditures required.
  • The Sunshine Director cannot be aware of all member illness or deaths.  Therefore, a TL, or any current Club member should notify the Sunshine Director of these events. The requesting member should notify the Sunshine Director by email, phone call, or in person. The requesting member should provide the contact information for the card or flowers.

Event Planner’s Responsibilities

  • The Club holds two annual events. One is a mid-year luncheon, and the other is the annual Holiday Dinner.
  • Together with the President, act as hosts for each major event.
  • Suggest the format for each event to the Elected Board. 
  • Coordinate the proposed budget for food, entertainment, decorations, etc. with the Elected Board.
  • Contact and hire entertainment for the Holiday Dinner.
  • Arrange for member volunteers to check in guests as they arrive.
  • Coordinate with the Meridians Catering Manager to secure dates and times for each event, and then establish specific menu requirements with the chosen food provider.  
  • Coordinate with the catering staff for table decorations, linens, and centerpieces. 
  • Coordinate with the catering staff for event timing, access to the bar, if applicable, and food service timing.
  • Provide the Treasurer with receipts for all event expenditures.

Technical Advisor’s Responsibilities

  • Maintain all “house cues” including repairs and replacement of tips.
  • Assist during pool table re-levelling and re-covering the slates.
  • Provide technical expertise for the care and maintenance of the pool tables and equipment.

Tournament Rules Procedure – New Tournament

  • The Expanded Board will determine if a new Tournament is warranted.
  • Prospective TL will develop and submit the Tournament Rules for the proposed tournament to the Board for approval.
  • If approved, the Board will recommend the proposed day of the week, and the starting and ending times, to the Director of Lifestyle.
  • New tournaments, or changes in the “Room Reserved” times for existing tournaments, must be approved by the Director of Lifestyle.
  • Time changes for a tournament or to add a tournament should include at least two weeks’ observation of use of the room by residents

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