SCW Pickleball Club ByLaws

SCW Pickleball Club Bylaws as amended by approved 2/3 majority vote 10/22/13 membership meeting. And Approved by SCW Rec Management 10/31/13

MANDATORY: Section A – Name of Organization – Sun City West Pickleball Club

Section B – Purpose of Organization The purpose of this club shall be to promote the sport of pickleball in a safe environment while protecting the assets of the Association; to provide the opportunity for all members to learn and improve their play; to implement instructional lessons; to schedule drop-in, league (ladder) play and tournaments; to encourage the highest standards of safe play; to promote social pickleball activities within the community.

VERBATIM: Section C – These bylaws will fully comply with the Recreation Centers of Sun City West, Inc., Articles of Incorporation, Association Bylaws, and Rules, Regulations and Procedures (RR&Ps) for Chartered Clubs. In the event of a conflict between these bylaws and the above stated governing documents of the Recreation Centers, the Recreation Centers’ document shall prevail.

VERBATIM: Section D – This Chartered Club shall be operated as a nonprofit organization in accordance with applicable Arizona and Internal Revenue Tax Exempt Codes, and the Association’s Bylaws. Article II – Membership

VERBATIM: Section A – Membership shall be open to all members in good standing of the Recreation Centers.

Section B – There shall be no other precondition for membership, nor will members be required to join any national, state, or regionally affiliated organization.

Section C – Guest Privileges are specified in the Rules, Regulations and Procedures, Chapter 3, Article II. and appendix IX. Non-Recreation Card Holders may not be given more privileges than a Recreation Card Holder. Recreation Card Holders, may attend approved Club functions a total of 4 times before being required to join the Club. Non-Recreation Card Holders may attend approved Club functions a total of 4 times per year. (1) Club member is allowed to host (2) Non-Recreational Card Holder at approved Club functions.

All approved Club functions are stated in the Pickleball Club RR&Ps.

Section D – The amount of dues for each member will be determined annually on the recommendations of the club board and approved by a majority vote of the club members attending the meeting after a quorum1 has been established.

A Quorum is the minimum attendance at a club membership meeting necessary to conduct elections, to approve bylaws, to approve budgets or to conduct other club business that requires a vote. A quorum shall be ten (10) percent of the club membership. However, a quorum requirement cannot be less than 20 members or more than 100 members.

MANDATORY: Section E – Other (e.g., disciplinary actions) – (RR&Ps, Chapter 3, Article I, F)

Members who threaten the safety of themselves or others, are abusive, blatantly create turmoil, disruption, or cause dissension among club members, clubs or the Association in general, may have their club membership temporarily suspended (up to two [2] weeks) by the club. Written notice regarding the reasons for a temporary suspension shall be provided to the Recreation Activities Manager within two (2) business days of the temporary suspensions. Termination of a club membership can only occur following a recommendation from the General Manager, for the approval of the Governing Board. Severe cases of adverse behavior, as described above, may be a cause for suspension of Association membership rights and privileges. The following are recommended for club disciplinary actions:

  1. First Offense – a written warning from the club,
  2. Second Offense – a short-term suspension by the club,
  3. Third Offense – a longer term suspension by the club not to exceed two weeks,
  4. Fourth Offense – longer suspension or termination recommended by Recreation Centers’ General Manager to the Governing Board.

Any suspended or terminated club member has the right to appeal to the Governing Board. (RR&Ps Chapter 3, Article I, F, 4).

Article III – Officers

MANDATORY: Section A – The club board must consist of (at a minimum) four officers: a president, a vice- president, a secretary and a treasurer. Additional officers for this club are: (3) Elected Officers at Large with voting rights.

VERBATIM: Section B – Newly elected or appointed officers, within fourteen (14) business days of taking office, shall attest that they have read and understand the Association’s Rules, Regulations and Procedures for Chartered Clubs by signing the Form CR-5 (New Club Officers and Rules, Regulations and Procedures for Chartered Clubs Affirmation Report) and forwarding it to the office of the Recreation Activities Manager.

Section C – The club board shall be elected by a majority vote of those present at the club’s annual membership election meeting after a quorum is established. The elected officers shall serve without compensation. An officer normally may not serve as an independent contractor. (RR&Ps, Chapter 4, Article VI, L)

MANDATORY: Section D – The designated person to submit CR15 will be the current Club Secretary. The CR 15 membership report will be submitted to the Recreation Activities Manager by Feb 1st of each year.

MANDATORY: Section E – Specify the length of term of office, term limits, and responsibilities of officers.

Any reference to an officer being an ex-officio will state term is not to exceed one year.

All officers are elected for (2) year terms and are limited to up to (4) consecutive terms, see specific reference in Pickleball Club RR&Ps if less than 4 is approved. The consecutive term limit, in any one office, is two terms.

A meeting each Spring and Fall with the Recreation Activities Manager to discuss mutual concerns, policies, procedures and new business is mandatory for all officers, President, Vice President, Treasurer and Secretary. The responsibilities of these officers are as follows:

President – Preside over all Club meetings, and carry out the direction and policies established by the Board and approved by the membership, act as the principle to the liaison appointed by the Chartered Club Committee for the association, and attends all meetings of the governing body of the association when requested. The President shall be an ex-officio member of all committees except the Nominating Committee.

Vice President – Perform all duties of the President in the event of the President’s absence or inability to perform; assume the Presidency of the Club for the unexpired term of the President in the event of a vacancy; perform other duties and responsibilities as assigned by the President.

Secretary – Take and maintain the minutes of all Board and Club meetings as well as handle all Club correspondence and furnish all reports requested by the Association. Minutes, as well as other pertinent records, shall be retained for a period of three (3) years and all files shall be turned over to the succeeding secretary.

Treasurer – Receive and deposit all money due the Club and pay all obligations incurred by the Club in the regular course of its business; keep an up-to-date ledger of all financial transactions and report the financial status at the Board and general membership meetings: prepare and submit year-end reports as instructed in the Rules, Regulations and Procedures; keep and maintain all financial records for seven (7) years prior to the current year and turn over all files to the succeeding treasurer.

MANDATORY: Section F – Other (e.g., vacancies in office). Explain procedure.

Responsibilities and procedures for nominations and election: After consultation with the Board, the President will appoint a Nominating Committee from the Club membership. The Committee will present a slate of nominees for each office at a general membership meeting. Additional nominations from the floor will be accepted at that time. All candidates nominated, either by the committee or from the floor, must have given their consent prior to nomination.

The election of officers for the Club Board to take place in November of 2013 will represent the first election of a new election cycle. The new election cycle of terms and offices is clearly stated in Bylaws. However the first election to start this cycle, held in November of 2013 will follow the information below:

To start this cycle and minimize the occurrence that key positions of the Board do not come up on the same years, the first election this November will have specific unique terms of service, as follows. President – one year, then going to 2 year term cycle ongoing. Vice-President – two year term cycle ongoing. Secretary – one year, then going to 2 year term cycle ongoing. Treasurer – two year term cycle ongoing. Officer at Large – one year, then going to 2 year term cycle ongoing. Officer at Large – two year term cycle on going. Officer at Large – two year term cycle ongoing.

This is illustrated as shown below:

Board Positions

Election

2014 Board

Election

2015 Board

Election

2016 Board

Election

2017 Board

Election

2018 Board

Election 2019 Board

President

1 year

2 Year Term

 

2 Year Term

 

2 Year Te

VP

2 Year Term

 

2 Year Term

 

2 Year Term

 

Secretary

1 Year

2 Year Term

 

2 Year Term

 

2 Year Te

Treasurer

2 Year Term

 

2 Year Term

 

2 Year Term

 

Officer At Large

1 Year

2 Year Term

 

2 Year Term

 

2 Year Te

Officer At Large

2 Year Term

 

2 Year Term

 

2 Year Term

 

Officer At Large

2 Year Term

 

2 Year Term

 

2 Year Term

 

# Key Officers Elected

All

2

2

2

2

2

# of Officers at Large Elected

All

1

2

1

2

1

Minimum of Continuity Staying on Board year to year

Depends on Who Runs from Current Board

 2 Officers

2 Officers at Large

2 Officers

1 Officer at

Large

2 Officers

2 Officers at Large

2 Officers

1 Officer at

Large

2 Officers

2 Officers at Large

Chart Bylaws

Vacancy – In the event of a vacancy on the Board, the President shall appoint, with Board approval, an interim officer until official elections are held.

MANDATORY: Section G – Impeachment To impeach an officer or fill a vacancy, Roberts Rules of Order must be followed. If the impeachment is successful, the election of a new officer must follow immediately. (The procedure is available from Recreation Activities Manager)

Board Positions Election 2014 Board

Election 2015 Board

Election 2016 Board

Election 2017 Board

Election 2018 Board

Election 2019 Board President 1 year 2 Year Term 2 Year Term 2 Year Te VP 2 Year Term 2 Year Term 2 Year Term Secretary 1 Year 2 Year Term 2 Year Term 2 Year Te Treasurer 2 Year Term 2 Year Term 2 Year Term Officer At Large 1 Year 2 Year Term 2 Year Term 2 Year Te Officer At Large 2 Year Term 2 Year Term 2 Year Term Officer At Large 2 Year Term 2 Year Term 2 Year Term # Key Officers Elected All 2 2 2 2 2 # of Officers at Large Elected All 1 2 1 2 1 Minimum of Continuity Staying on Board year to year Depends on Who Runs from Current Board 2 Officers 2 Officers at Large 2 Officers 1 Officer at Large 2 Officers 2 Officers at Large 2 Officers 1 Officer at Large 2 Officers 2 Officers at Large

MANDATORY: Section H – It is the responsibility of each officer to pass the Rules, Regulations and Procedures book on to their successor.

Article IV – Meetings

MANDATORY: Section A – Frequency of Meetings: There will be a general membership meeting conducted during each quarter of the calendar year, the Election meeting is designated for November.

Section B – Provisions for Calling and Recording Meetings: Minutes will be taken by the secretary to document all business sessions, and approved by the club president. Minutes, as well as other pertinent administrative records, will be retained for a period of three (3) years. Minutes should be available to the membership before the next general meeting.

12 Club Members are required to make a grievance for reasonable cause to require the Board to call a special membership meeting? A fourteen (14) day notice must be given to all members if a special meeting is called.

The Board may call a special membership meeting.

Section C – Voting and Quorum Requirements: 1. Club Board Meetings – A quorum is a simple majority of the board 2. Membership Meetings- A quorum is the minimum attendance at a club membership meeting necessary to conduct elections, to approve bylaws, to approve budgets or to conduct other club business. There can be no proxy votes. The required majority must be of those present at a meeting specifically called for such purpose. A simple majority is required for all issues except bylaws. To approve bylaws requires a 2/3 majority. A quorum shall be 10 percent of the club membership, however, a quorum requirement cannot be less than 20 members. A club could have in excess of 100 at a meeting, but the top required limit is 100

Bylaw changes will be by secret ballot. Election will be by secret ballot if there are two or more nominees for any one office. If the elected positions only have one nominee, election will be by a show of hands and /or a voice vote.

3. Reference Roberts Rules of Order for assistance in parliamentary procedures. Please note that stated bylaw provisions take precedence over Robert Rules, i.e. anything not stated in the bylaws shall be referred to Roberts Rules for parliamentary rule.

Article V – Financial

VERBATIM: Section A – Financial records shall be retained for a period of seven (7) years (prior to current year).

MANDATORY: Section B – The Board shall authorize the Treasurer to disburse funds in support of Club activities in amounts not to exceed $300. Expenditures exceeding $300, with the exception of pickleball paddles/balls and Club dinners/socials, must be approved by a vote of the membership at any general membership meeting. A receipt is required for all expenditures and disbursements. No disbursements may be made from unbanked monies. Only expenditures of $25 or less can be paid by petty cash. RR&Ps Chapter 4, Article V, B, 4.

The President, Vice-President and Treasurer shall be authorized to sign all checks. The Treasurer shall sign all checks. In the absence of the Treasurer, the President or Vice- President shall sign the checks.

VERBATIM: Section C – No club member shall receive any compensation or financial award from club funds for contributions or service to the club. The only exception is when a member has an independent contractor agreement previously approved by the Recreation Center Activity Manager.

VERBATIM: Section D – Financial records must be audited on a yearly basis by individuals other than those elected to the club board. The results of the Report of Audit will be presented to the general membership and duly recorded in the applicable minutes of such meeting. A copy will be provided to the office of the Recreation Activities Manager.

MANDATORY: Section E – Club Advertising: Any commercial advertising or flyers of club activities must be in compliance with Association policies.

MANDATORY: Section F – Contracts: Any contracts for instructors will be handled in compliance with Chapter 4, Article VI of RR&Ps. Each contract must be renewed on a yearly basis and a copy of each sent to the Recreation Activities Manager for approval.

MANDATORY: Section G – Treasurers responsibility – The Treasurer is required to submit Form CR-7 (Annual Financial Statement) to the office of the Recreation Activities Manager by Feb. 1 for the preceding calendar year.

OPTIONAL: Section H – Other (Inventory requirements, equipment and simplified) Currently the Club is not required to supply this type of information.

Article VI – Committees

VERBATIM: Section A – Committees and/or chairpersons may be elected by the general membership or appointed by the club board.

Section B – Permanent (standing) committees, at a minimum, will include Safety and Audit.

MANDATORY: Section C – Specify the duties of the Safety Chairman/Committee.

The Safety Chair/Committee shall ensure any potential safety issues are promptly corrected; post safety procedures prominently at the Club’s facilities and on the Club’s website: ensure first aid supplies and accident report forms are readily available in the event of an accident; report all accidents to the SCW Rec Center Association within 24 hours, using the CR20-5 (Accident Injury Report) and also advise the Facility Supervisor. A first aid kit shall be located at the courts and be available at all times. If members have questions or see the supplies are getting low, they should contact the Safety Committee Chairperson. A sign shall be provided showing the location of the first aid kit(s).

MANDATORY: Section D – Specify the duties of the Audit Chairman/Committee. (If any additional information is needed to that which is stated in the Sample Bylaws Article V, Section D,) No Additional information is required.

OPTIONAL: Section E – Other Committees and their duties. Other committee duties are stated in the Pickleball Club RR&P’s.

Article VII – Amendments

VERBATIM: To amend the bylaws of this club requires a two-thirds vote of the membership present at a meeting specifically called for such purpose, a quorum being present. Procedures for filing amendment(s) are as follows:

  1. The Recreation Centers’ Recreation Activities Manager shall review the proposed amendments prior to submittal to the club Membership.
  2. Proposed amendments shall be well publicized to the membership one (1) month prior to the vote. All amendments must be voted upon and approved by a quorum of the membership.
  3. A complete revised set of the club’s bylaws will be submitted to the Recreation Centers’ Recreation Activities Manager for final review. The amended bylaws require the approval of the Recreation Centers’ General Manager prior to implementation. The results and date of the membership vote should be duly noted on the submittal document.

Article VIII – Dissolution

VERBATIM: Prior to club dissolution (after all debts are satisfied), all property and assets shall be turned over to the Recreation Centers.

_______Signed Original Doc on File______ ______10/31/13_______ (Ken J. Holtz) Date President

Approved:

_______Signed Original Doc on File_______ _______11/01/13________