This article was originally published in The Pennsylvania Observer / Pennsylvania Beverage Media in September 2023. A pdf version can be found here.
A club holding a club liquor or a club malt beverage license issued by the PLCB must adhere to the provisions of the Liquor Code, the regulations of the PLCB, and the provisions of its charter and its bylaws. Meetings should be held, and the minutes of those meetings should be reduced to a written format and included in the club’s minute book.
The minute book should contain minutes of all regular and special meetings recorded by the club’s secretary. The minutes should be dated and signed by the club’s secretary or other authorized club officer. They should contain certain mandated subjects, such as membership, financial reports, parties given for members, and the election of officers and directors.
The membership section should provide the names of applicants for membership and the dates of their applications, the voting results, and the date the applicant was admitted as a member. I recommend that clubs should also note any applicants that were rejected for membership. The minutes should also record all of the elections or appointments of the club’s officers, directors, trustees, and committees with the length of their terms.
The minutes should include the club’s treasurer’s financial reports, detailing income (including liquor sales) and expenses and the bills that were paid. Catering clubs should also list all of the events catered by the club, with the income generated and the costs of those events. Copies of the catering contracts should be maintained. The minutes should include any events, banquets, parties, and such given to the members free of charge with the costs of those events.
These are the essential requirements. However, the club must also comply with the provisions of its charter or constitution and bylaws, so pay attention to the club’s purpose or purposes, and any events or activities that further that purpose should be noted in the minutes.
Failure to abide by the Liquor Code, the PLCB regulations, and the Club’s own bylaws would result in a citation case being issued against the club’s license by the PA State Police Bureau of Liquor Control Enforcement. You should contact an attorney as to whether or not your club minutes are in compliance.
