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Bylaws & Policies

  • The Solivita Travel Club, Inc. 
    Bylaws

    Adopted: October 18, 2011STC General Meeting Vote with 129 Members Attending — Vote was Unanimous

    I. Name and Mission

    1. The name of the Corporation shall be The Solivita Travel Club, Inc. (the “Corporation”). The Corporation is the successor in interest to the Solivita Travel Club (the “STC”), an unincorporated social club.

    2. The Corporation shall commence operations on the effective date (“Effective Date”) of the transfer of the assets and business of the STC to the Corporation, as determined by the members of the STC.

    3. It is the intention of the Corporation to operate as a non-profit membership club.

    4. The mission of the Corporation shall be to promote the enjoyment and discussion of travel and other cultures through a variety of activities at meetings of its members, including films, speakers, social events and special events. The Corporation may also coordinate group trips and cruises, both domestically and internationally.

     
    II. Membership and Dues

    1. The initial members of the Corporation shall be those members of the STC, the predecessor to the Corporation, in good standing on the Effective Date. All Solivita residents are eligible for membership in the Corporation upon completion of an application and payment of annual dues.

    2. The form of and time for application and amount of annual dues shall be established by the Board of Directors and announced before the beginning of the calendar year.

    3. The Board of Directors may adopt policies for membership behavior or other requirements, including grounds for expulsion.


    III. Board of Directors

    1. The Board of Directors shall direct the business and affairs of the Corporation and shall determine the Corporation’s policies and strategic direction.

    2. The Board of Directors shall serve without pay. The initial Board of Directors shall consist of seven members. The number of Board members shall be a minimum of five and a maximum of 11, as determined by resolution of the Board of Directors from time to time.

    3. All Board members must be full-time residents of Solivita and members of the Corporation. No Board member may be employed in the travel industry in a sales or marketing capacity or as a travel agent or receive commissions from any facet of the travel industry.

    4. Board members shall be elected by the Members at the Annual Meeting and shall serve for a term of two years or such shorter term as the Board of Directors shall determine.

    5. Vacancies shall be filled by the Board, upon the recommendation of the Chair, and any Board member so appointed shall stand for election at the next Annual Meeting.

    6. Board members who cease to be residents of Solivita, cease to be members of the Travel Club or are absent from three or more Board meetings in any fiscal year may be dismissed from the Board if so determined by a majority of the remaining Board members.

    7. Any Board member may be removed from office upon a majority vote of the remaining Board members, with or without cause.


    ​IV. Officers
    The officers of the Corporation shall consist of the Chair of the Board who shall also serve as its President, one or more Vice Presidents, a Secretary, and one or more Treasurers. The Board of Directors may designate additional officer positions from time to time as it deems necessary or appropriate.

    1. The Officers shall be elected by the Members at the Annual Meeting. Vacancies, including vacancies in newly created positions, may be filled by the Board at any time.

    2. Elected officers will serve a term of two years or such shorter term as the Board of Directors shall determine, or until their successors are elected. The duties of the officers shall be as follows:

      • The Chair shall preside at all Board meetings, appoint Committee chairs, set the order of business for meetings, and perform other duties as associated with the office.

      • The Vice President shall assume the duties of the Chair in case of the Chair’s absence and shall have such other duties as shall be determined by the Chair.

      • The Secretary shall be responsible for the minutes of the Board, keep all approved minutes in a minute book, and provide copies of minutes to all members, which may be by posting on the Corporation’s web site or other electronic means. The Secretary shall have such other duties as shall be determined by the Chair.

      • The Treasurer(s) shall receive and account for all funds collected and disbursed with proper receipt. The Treasurer(s) shall keep records of the organization’s budget and prepare financial reports and tax returns as needed. The Treasurer(s) shall have such other duties as shall be determined by the Chair.


    V. Advisory Board

    1. The Board of Directors shall establish Committees, which may be standing or ad hoc Committees, and which shall have the duties, responsibilities and authority determined by resolution of the Board of Directors.

    2. The Chair of the Board shall appoint a member to serve as the Chair of each Committee. Such Committee Chairs shall collectively constitute the Advisory Board.

    3. The Chair of each Committee shall, to the extent he or she deems necessary or appropriate, appoint members of the Corporation to serve on that Committee and shall set meetings.

    4. The Advisory Board shall report at each Board meeting on the activities of the Committees.


    VI. Meetings of the Board

    1. Regular meetings of the Board shall be held at least quarterly, at such time and place as shall be determined by the Chair.

    2. Special meetings may be held at any time when called for by the Chair or a majority of Board members.

    3. A majority of Board members constitutes a quorum for any Board meeting. In the absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date.

    4. Action at any meeting may be taken by a majority of the members present and voting.

    5. Members of the Board may participate in any meeting by conference telephone or any other means by which all Board members shall be able to communicate with one another.

    6. Actions that may be taken at a meeting of the Board may also be taken by unanimous written consent, which may be delivered by e-mail or other electronic means.


    VII. Membership Meetings; Annual Meeting

    1. The Annual Meeting of the membership of the Corporation shall be held in November of each year at such time and place as shall be determined by the Board of Directors. Notice of the time, place, and purpose of the meeting, including the slate of nominees for Directors and Officers, shall be provided to each member at least 14 days prior to the meeting.

    2. Fifteen percent of the members present in person constitute a quorum for any meeting of the membership.

    3. All matters presented at any meeting of the membership shall be determined by a majority of the members present in person and voting.


    VIII. Conflict of Interest

    1. Any member of the Board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will fully disclose the facts of such conflict to the Board and offer to the Board to voluntarily excuse him/herself and will vacate his seat and refrain from discussion and voting on said item.


    IX. General
    The fiscal year of the Corporation shall be the calendar year.

    1. The annual budget of the Corporation shall be approved by the Board prior to the beginning of each fiscal year.

    2. These by-laws may be amended by a two-third vote of Board members present at any meeting, provided a quorum is present and provided a copy of the proposed amendment(s) are provided to each Board member at least one week prior to said meeting. Notwithstanding the foregoing, any amendment of Article VIII shall require a vote of the membership at any annual or special meeting of the membership.

    3. The Articles of Incorporation of the Corporation may be amended only at any annual or special meeting of the membership.


    9/19/2011 – Approved by Lifestyles (Sheri Wollschlager) and Avatar Legal.
    2/12/2025 - Revised as to terms for Board members and officers.

  • Solivita Travel Club Activity Levels

    It is the responsibility of all travelers to review the trip itinerary and the stated activity level and decide if they are able to meet the requirements for the trip. The following guidelines have been developed to assist travelers with decisions. Any questions about what activities will be included in a specific trip or whether assistive mobility devices can be used should be addressed to the Trip Coordinator. Optional excursions and extensions are not considered when assessing Travel Club activity levels. Travelers should individually assess the mobility levels and requirements of optional excursions and trip extensions before booking. NOTE: AS LEVELS INCREASE IN DIFFICULTY, ALL ACTIVITIES IN THE PREVIOUS ACTIVITY LEVELS ARE APPLICABLE AS WELL.

     

    LEVEL 1: Day Trips requiring minimal physical activity

    • Travelers must be able to board a motor coach unassisted or with assistance from a fully ambulatory traveling companion, climb some stairs and walk to and from the bus drop off and pick up area to the venue or restaurant.

    • Trip Coordinators and bus drivers are not responsible for ambulatory assistance.

    • There may be occasional standing in a venue or line to gain entrance to the venue.

    • Example: Day trip that includes lunch or dinner and a show.

     

    LEVEL 2: Day Trips requiring moderate physical activity or having multiple stops

    • Travelers should be able to board a motor coach or other transportation multiple times, climb at least one flight of stairs and walk moderate distances, possibly over uneven ground.

    • Example: Day trip that includes docent led tour or has multiple stops with activities or attractions both before and after lunch.

     

    LEVEL 3: Day and Overnight Trips, Multi-day Trips & Cruises

    • These trips generally require a more than average level of physical activity such as extended periods of standing, walking or hiking, including hills, inclines, multiple flights of stairs, uneven surfaces that are not paved or with obstacles like rocks, tree roots, water, or ice.

    • May entail bus trips or airline flights expected to be up to approximately 4 hours or somewhat longer non-stop airline fights.

    • May involve multiple hotel changes, handling luggage and/or traversing time zones.

    • Example: A day trip that includes botanical gardens and/or festivals.

    • Example: A multi-day trip to a venue in southern Florida.

     

    LEVEL 4: Extended Bus Trips, Land Tours & Cruises; Some Trips involving Foreign Countries

    • These trips require extensive physical activity such as longer walking tours, climbing multiple levels of stairs or elevations that may not include handrails and longer periods of standing.

    • May entail high elevations or high heat, possible airline flights expected to be over 4 hours and up to approximately 8 hours in duration, changing planes, or navigating foreign airports.

    • Example: Land tour of national parks in Southwestern United States.

     

    LEVEL 5: Strenuous travel including most Foreign Countries.

    • These trips require participants to be physically fit to fully enjoy all the experiences.

    • Itineraries generally have strenuous activities which may include things such as flights or bus tours expected to be over approximately 8 hours, multiple flights or plane changes, strenuous walking tours or non-voluntary excursions.

    • Trip may also require climbing over uneven or rough terrain, and multiple transfers to or between water and land vehicles.

    • Example: Land trip to Africa, China or the Middle East.

     

    Effective November 18, 2024

  • Solivita Travel Club General Policies

    I. Membership and Dues

    1. All Solivita residents are eligible for membership in the Solivita Travel Club.

    2. Dues will be $20 per year, per person, unless changed by the Executive Board and announced before the beginning of the membership registration period.

    3. The dues will be used to pay for Travel Club's operating expenses.

    4. Advisory Board members will not be charged dues for any year they serve on the Advisory Board.

     

    II. Meetings, Programs, Special Events, Trips

    1. Meetings of the Solivita Travel Club will take place monthly (with the exception of July, August, December), unless cancelled by the Executive Board such as for weather, room conflicts or as directed by Solivita Activities Department.

    2. Travel Club activities and trips will be announced at member meetings, on the club website at solivitatravelclub.org and in the Travel Club newsletter On the Go. They may also be promoted via Solivita Reflections, community bulletin boards, Solivita Nextdoor, e-mail and the Solivita HOA.

    3. All programs and special events, other than trip meetings and trips, will be held in Solivita's facilities.

    4. Members will receive 30-days advance notice of any new trips before they are advertised to the general Solivita population. Members will also be given priority to register for trips for the first 30 days after they are announced.

    5. Trip Eligibility

      1. Solivita residents who are members

      2. Solivita residents who are non-members

      3. Non-Solivita residents over the age of 18 who are family or friends of members

    6. Non-member Fees: Any individual joining a Travel Club trip who is not a member of the Club (resident or non-resident) on the date of said trip, will pay an additional fee. For Day Trips the fee is to be $5 and for any Extended Trip $20. Payment will be accepted in the form of cash or check, payable to Solivita Travel Club and will be added to the Club's general funds. The amount of the non-member fee may be changed by action of the Executive Board at any time.

     

    III. Advisory Board Meetings

    1. The Advisory Board will meet monthly, unless the President otherwise determines. A majority of the Advisory Board shall constitute a quorum.

    2. The Advisory Board will consist of the President, Vice President, Immediate Past President, Secretary, Treasurer and those committee chairpersons in charge of Extended Trips, Day Trips, Programs, Refreshments, Membership, Member Services, Communications, Webmaster, and the Editors of the On the Go newsletter. At each meeting Advisory Board members will report on the activities in their area of responsibility.

    3. Each Advisory Board member should attempt to attend the meetings, programs and activities sponsored by the Solivita Travel Club, be an active participant in the events, and promote membership to the Solivita residents.

    4. If any Committee Chairperson cannot attend, the Chairperson may send a committee member to represent him or her.

    5. Any Advisory Board member may resign at any time by giving notice to the President. In this event, the President will nominate and the Executive Board will vote on a replacement for the outgoing Advisory Board member as an interim appointment to complete the term of the vacated position.

     

    IV. Board of Directors

    1. The members of the Board of Directors are identified within the Corporate By-Laws as President, Vice President, Secretary, Treasurer and Membership Chair.

    2. The Board of Directors will set major policy and is responsible for financial and organizational decisions.

     

    V. Trip Planning Committee

    The Trip Planning Committee shall consist of the President, Vice President, Extended Trips Chair and up to 3 additional members selected by the President. The Extended Trips Chair shall serve as chair of the Committee. The Committee will meet as needed to review proposed trips submitted for approval. They may also determine future trips for the next 3 to 4 years. In addition, this committee may also survey the membership to gain input into desires for future trips.

     

    VI. Trip Coordinators ("TCs")

    1. TCs are assigned by the Day Trips or Extended Trips Chair as the case may be.

    2. All TCs must be Solivita residents and Travel Club members.

    3. The TCs for extended trips must familiarize themselves with the Extended Trips Travel Coordinators Guide and comply with all the requirements set forth in it. In general, the Extended Trips TC will propose extended trip(s) to the Trip Planning Committee. If the proposed trip is approved, the TC will communicate and coordinate all facets of the trip planning and operations with the Extended Trips Chair. TC duties include trip research and development; negotiation and documentation of the trip with the travel company, travel agent or cruise line; publicity of the trip; collection of administration fees and other monies needed for bus transportation or tips (but not the cost of the tour itself or cruise which shall be collected by the travel company, travel agent or cruise line); record keeping of payments; acting as liaison between the travel agency or tour operator for the trip; and working during the trip acting on behalf of the group. Upon conclusion of the trip, the TC submits a financial summary of expenditures of the trip, including any cost reduction or reimbursement provided to the TC.

    4. Day Trip TCs. Day Trip TCs may propose ideas for day trips to the Day Trips Chair. If approved, such ideas will be submitted to Small World to determine feasibility, timing and price. Small World will propose ideas for day trips which will be considered by the Day Trips Chair and TCs. The day trips will be assigned to the TCs based on their preferences.

    5. At all times, the TC will act in the capacity as a representative of the Solivita Travel Club, and should conduct themselves accordingly.

    6. TCs are not to accept cash gratuities or group gifts from trip participants.

    7. Depending upon the size of the group, travel companies and cruise lines for extended trips may provide trip credits, price reductions or cash payments ("TC credits") for the benefit of the TC and/or the Travel Club. The amount, if any, is determined by the travel provider or cruise line.

    8. The TC will be entitled to cover their trip expenses to the extent of any TC credits provided by the cruise line or travel company with respect to the trip.

    9. After the TC has been reimbursed for their costs, any additional TC credit given by the tour provider or cruise line, will be paid as follows: 15% to the Travel Club for travel support services and the balance divided among the trip participants.

     

     

    Change Log:

    6/ 1/26 revised membership dues and non-member fees; documented elimination of Executive Committee; documented revised TC duties; documented travel support services.

    5/5/2021 -Added trip eligibility 5/13/2022 - Added Non-member Fees

    1/30/2013 -Defined Board of Directors and Executive Committee. SGG 9/23/2013 -Added new position to Advisory Board: Immediate Past President (IPP). Placed the IPP on the Executive Board. SGG

    3/7/2012 -Minor spelling corrections. SGG

  • Solivita Travel Club Policy on Use of Wheelchairs, Motorized Scooters and Service Animals

    A. Wheelchairs and Motorized Scooters

    1. The Solivita Travel Club welcomes travelers with disabilities to participate in Travel Club sponsored trips. Every effort will be employed to accommodate special needs, including requests by travelers using wheelchairs or motorized scooters. Travelers with mobility concerns should first discuss the Travel Club Activity Level of their chosen tour with the Travel Coordinator. If the Traveler is able to meet the activity level for the selected tour and wishes to utilize a wheelchair or motorized scooter, the traveler must have a partner accompany them who will aid in the management of their equipment and personal effects. The traveler and/or companion must be able to load and unload the equipment without further support from the Travel Coordinator or bus driver. If the traveler is able to transfer into a bus, he or she will be seated at the front and their wheelchair or motorized scooter will be secured in the storage area of the bus.

    2. If the traveler needs lift equipped transportation the traveler should inform the Travel Coordinator immediately before making a reservation, but no later than sixty (60) days before the scheduled tour. The traveler must provide specifications for the equipment to be transported. Devices that are heavier or larger may not fit on motor coach lifts and will be allowed at the discretion of the travel provider based on company policy. The Travel Coordinator will advise the travel provider that a lift equipped vehicle has been requested for the designated tour and will reserve space on the tour pending receipt of advice on availability from the travel provider. The Travel Coordinator will advise the traveler if a lift equipped vehicle is available as soon as reasonably practicable and if so, complete the traveler’s registration for the tour. If a lift equipped vehicle is utilized, any traveler using their wheelchair or motorized scooter (ECVS) will use the lift to enter and exit the vehicle and will be seated on the wheelchair or ECVS during the tour.

    3. Travelers should remember that the Americans with Disabilities Act does not apply outside the United States. Travelers outside the United States should expect that access to some venues may only be by staircase (no ramps or elevators). Curb cuts to accommodate wheelchairs, ECVS and walkers are not the norm outside the United States. In many areas but especially outside the United States special lift vehicles are in extremely short supply.

     

    B. Service Animals

    1. Any traveler intending to use a service animal on a Travel Club trip must provide written notice to the Travel Coordinator at least ninety (90) days prior to departure specifying the animal (only dogs and miniature horses are permitted) and the service it provides to the traveler. The Travel Club must follow ADA and Florida Statutes on Service Animal Policy. These animals must provide services as follows:

    • Guiding for the blind

    • Hearing notifications for the deaf

    • Sensory signaling for the mentally disabled

    • Seizure response for those with diabetes or other physical illnesses

     

    This does NOT include animals for emotional support, companionship or crime deterrence.

     

    2. Service animals are allowed on all means of transportation including buses, cruise ships, trains or planes. Each cruise line has specific requirements as to licensing, shots, etc. It is the responsibility of the traveler to contact the cruise line and determine what is required and provide it. Travelers must determine requirements for their animals at any port of call. Travelers must provide all necessary supplies for their animal. In the US, service animals may access any facility open to the public.

     

    3. International Travel represents an even greater challenge for the Service Animal owner. The traveler must contact the embassy or consulate of countries to be visited to determine shots, microchip, service animal harness, documentation, quarantine and any other requirements for service animals. It is the responsibility of the traveler to contact foreign sources and determine what is required and provide it.

     

    4. As traveling can be stressful for both animals and travelers, it is the responsibility of the traveler to manage all stress of traveling with their animal. The traveler is responsible for ensuring their animal acts in a non-aggressive, hygienic, non-disruptive manner. If a service animal does not behave in a proper manner or a traveler does not maintain proper Service Animal hygiene, the animal may be removed from the trip or activity. The traveler will be responsible for any and all charges incurred for damages.

     

    Approved May 13, 2022

  • Solivita Travel Club Policy on Traveler Responsibilities

    1. All travelers on a Solivita Travel Club sponsored trip should understand that the Travel Club is a not-for-profit-corporation and it does not assume any liability for harm or injury occurring on any trip. Travelers must look to their trip insurance company and/or travel provider (tour operator, cruise line, airline or bus company) for compensation in the event of an accident or injury. Each traveler must deliver a completed and signed copy of the Release of Liability and Hold Harmless Agreement to the Trip Coordinator before embarking on each trip.

    2. Travelers should obtain appropriate trip insurance for all non-refundable costs for each trip. The Solivita Travel Club does not sell trip insurance and takes no responsibility for the terms or conditions of any policy. Travelers should familiarize themselves with the cancellation terms of their trips and their trip insurance coverage, terms and conditions. If a traveler must cancel a trip, penalties could be significant.

    3. For each extended trip, travelers must pay a non-refundable Administration Fee of $50 per person for domestic travel and $100 per person for international travel. The Administration Fee can be used by the Trip Coordinator for tips, transportation and/or incidentals related to the trip. Any excess will be refunded pro rata to the travelers. The amount of the Administration Fees may be changed by action of the Executive Board. Administration Fees will be refunded if a trip is cancelled.

    4. If traveling internationally the traveler is responsible to have a valid passport (generally must be valid for 6 months following conclusion of the trip) and any required visa.

    5. Any activities outside of those specifically included on a tour will be the traveler's responsibility to arrange and will be at their own expense.

    6. The Travel Club evaluates the physical requirements of each trip and assigns an activity level to the trip. All activity levels are published on the Travel Club website at the Policies tab. When registering for a trip, each traveler should determine that they have the ability to meet the activity level of the Trip. Travelers who use mobility devices should have a companion to assist the traveler as needed and in transferring the device on and off buses and other modes of transportation. Travelers should notify the Trip Coordinator if their mobility capabilities change after they register for the trip.

    7. Members have exclusive access to Travel Club trips for the first 30 days. After 30 days, members may invite guests to join a trip if space is available. Non- members are expected to abide by all Travel Club policies and will pay a non- member fee, currently $5 for day trips and $20 for extended trips. The amount of the non-member fee may be changed by action of the Executive Board. Non-member fees will be refunded if the trip is cancelled.

    8. If a traveler books air, hotel, or other arrangements apart from the group, the traveler must notify the Trip Coordinator of these details as early as possible. By leaving the group the traveler may be responsible for airport or hotel transfers or other costs depending on the terms of the trip.

    9. Health and Safety Standards for each trip are generally determined by the travel provider. The tour guide and Trip Coordinator on a trip will provide any pertinent instructions to travelers. Travelers are expected to fully comply with all such health and safety standards and instructions.

    10. Photo Release. By participating in Travel Club trips, each traveler expressly permits the Travel Club to use the traveler's name and likeness in published photographs, videos and all forms of media without restriction.

    11. Traveler Behavior. All travelers must show basic courtesy to other travelers, guides, drivers, the Trip Coordinator and support personnel. Loud or disruptive conversations, profane or inappropriate language and drunken behavior will not be tolerated. Travelers should understand that the Trip Coordinator is a volunteer and entitled to enjoy their trip. Travelers are asked to adjust to necessary itinerary changes, keeping mind that the Trip Coordinator does not have control over such changes. Travelers should be on time for all departures. Late arrivals delay progress for everyone and upset scheduled activities, which is rude and disrespectful. When a travel provider has a bus seat rotation plan, travelers must follow the plan.

    12. Accident or Illness. Travelers should promptly notify the Trip Coordinator of any accident or illness occurring on the trip and report any complaints or claims within 30 days following conclusion of the trip.

    13. The Travel Club reserves the right to deny any traveler participation in a trip due to frequent violation of Travel Club policies or whenever the Trip Coordinator deems it necessary or appropriate for the safety or well-being of trip participants.

     

    Revised June 1, 2026

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