POLICY HANDBOOK
Board Policies (as of April 2026)
The Board will adhere to the requirements of the Club’s bylaws. In addition, the Board will adhere to the following policies:
1. Financial Reporting
a. In addition to the requirements of annual financial reporting in the bylaws, the Treasurer will provide the following financial information quarterly in a written report operating on a calendar year:
a.i. An accounting of all expenditures in that quarter and for the year to date, including a breakdown of how player fees for balls, equipment and administrative costs have been spent.
a.ii. An accounting of all guest fees.
a.iii. An accounting of all expenditures tied to grant money or donations received.
2. Approval Process for Club Expenditures:
a. Board member will make a motion to spend stating the organization should allocate a specific amount of funds towards a designated purpose, requiring a second, then debate or question and then vote.
b. If time is of the essence, an e-motion can occur following the same steps as an in-person vote.
c. No monies shall be spent without following this procedure.
3. Fundraising and Grants:
a. As a non-profit organization, the Club may pursue funds through grant applications or through donations.
b. A board member or committee (of board members and members) may be formed to review grant and funding opportunities.
c. This Committee will identify opportunities and bring them to the board’s attention for review.
d. If the Board wants to pursue a grant or fundraising opportunity, the Committee will complete the
grant application or develop a fundraising plan. These applications or plans will be submitted to the board for approval before submission and/or before any activities are undertaken.
e. The Committee Chair will be responsible for tracking the funds received from grants or fundraising, and the expenses incurred and provide such information to the Treasurer for inclusion in the monthly financial report to the Board.
f. Once project is complete, a Committee Report will be submitted to the Board.
g. The Committee Chair will ensure that all grant and fundraising requirements and stipulations
tied to the funds received are followed when putting forward motions for spending.
4. Record Keeping
a. The Treasurer is responsible for maintaining the records for all financial information, including
those identified in the by-laws.
b. The Secretary is responsible for maintaining the record of all non-financial information.
c. The President and Vice President will work with the Treasurer and Secretary to ensure all
record-keeping policies are followed.
5. Establishment of Club Sessions:
a. The Board will determine the number of Club sessions working with the town recreation department.
b. Currently, there are 3 distinct sessions:
b.i. Monday/Wednesday/Friday from noon to 2 pm.
b.ii. Saturday from 9 am to 11 am.
b.iii. Saturday from 11 am to 1 pm.
6. Session Group Leaders are appointed by the board:
a. Session leaders will be reviewed before the beginning of each pickleball session (i.e. August,
January, June).
b. Session leaders will decide how their respective sessions are managed with oversight by the
Board and will communicate that information to session participants.
7. Membership
a. A member for purposes of voting at the Club’s Annual General Meeting, per the Club by-laws, is
defined as a person who registers and pays in full to be part of the Club’s sessions.
b. Individual Fall and Winter/Spring Sessions: A session will be deemed at max capacity when 16
people are registered to leave space in each session for guests.
c. There are the following membership options within the individual Fall and Winter/Spring Sessions:
c.i. All In: A person has paid to register for 3 weekday sessions and a Saturday session
c.ii. Weekday: A person has paid to register for 3 weekday sessions
c.iii. Saturday: A person has paid to register to play in a Saturday session
d. Registered Session members who registered in a prior session will be given preference to
register for upcoming sessions. The fall and winter/spring sessions are mandatory and require
participation by active Club members. Summer sessions are optional for Club members.
e. If a Registered Session member resigns from the Club (i.e. does not register for the next
mandatory session), the member’s spot becomes open and may be filled from the Club waiting
list. If former members are interested in rejoining the Club, they must follow the waiting list
process. (See 12. Membership Promotion.)
f. Registered Session members, Club Pass holders and Guests will be evaluated before the
beginning of each pickleball session (i.e. August, January, June) and may be asked to leave if
they have not followed the Code of Conduct, the Club waiver requirements or attendance policies.
g. Registered Session members, Club Pass holders and Guests must purchase Pickleball Canada/Nova Scotia membership for insurance purposes. Info at http://www.pickleballcanada.or... . Players in the sessions are responsible for obtaining and maintaining their own memberships.
h. Having a DUPR rating may be a factor when considering players for Club sessions, but it is not the determining factor for considering players for Club sessions.
8. Session Fees
a. Session fees per player will be consistent with town rec fees for public pickleball sessions.
b. The Club may also charge additional fees to cover the costs of balls, equipment replacements
or improvements and administrative costs of running the non-profit.
c. Club members are only considered registered for a session once they pay their session and
other fees by the first date of each session.
d. Consistent with the town’s policy, no refunds are provided.
9. Player Attendance
a. Players are encouraged to regularly attend their pickleball sessions out of respect for the other
players attending. However, it is recognized that players may miss sessions because of
vacations, illnesses, injury, medical appointments, volunteerism, visiting family, work or other
“immovable commitments.” Players should let the Club know when they cannot attend the
sessions by sending an email to arpballclub@gmail.com . If Club members can email their
absence 36-hours in advance, the Club may be able to fill their absent spot with another player.
b. Verbal communication of absences does not preclude the need to send an email as the Club
uses this written communication in determining absences and potential opportunities for other
players to fill-in for absent players. It also keeps communication in one location. We understand
there may be periodic circumstances when an email is not possible.
c. If a registered player informs the Club of an absence for a session and later informs that Club
that they can now play in that session, and the Club has filled that spot, the player may not be
able to play in that session.
d. The Club understands that last-minute issues may prevent Club members from providing 36-
hour advance written notice of an absence. However, when players are unable to provide the
Club with written notice of an absence 36-hours in advance, the Club may be unable to fill the
open spot with another player. Essentially, if we do not have enough lead time about a player
absence, the Club may not be able to fill the open spot with players who would otherwise like to play.
10. Guests (No Drop-ins)
a. No drop-ins for Club sessions.
b. Guests are allowed if approved by all session leaders and space allows. Guests must meet the
same requirements for terms of admission for club members as listed in the bylaws.
c. Guests must be members of Pickleball Canada/Nova Scotia.
d. Guests can participate with the Club by purchasing a Club Pass in advance of playing in a
session There are two Club Pass options:
d.i. Club Pass 20: A person purchases the opportunity to play in up to 20 sessions
when space is available. Cost is $75.
d.ii. Club Pass 5: A person purchases the opportunity to play in up to 20 sessions
when space is available. Cost is $25.
d.iii. Club Pass availability is limited and offered at the Club’s discretion. No refunds are provided.
e. The Club Board may allow exceptions to the purchase of a Club Pass for out-of-town guests
who are in the area for a short period of time, such as a weekend or a week of vacation. These
individuals will be charged a per session fee.
f. No guests will be allowed if the leaders deem a session to be full.
11. Player Fill-Ins
a. Registered Session members may fill in for absent players in any of the Club sessions in which
they are not registered at no additional charge.
b. Session Leaders will determine the need to fill absences for each session.
c. A list of session openings will be emailed to Club membership. Club members will be asked to
respond to the email to identify which session(s) they would like to fill in.
d. If more than one Club member identifies a session in which he or she would like to fill in, the
Club will endeavor to ensure members have equal opportunities to play in each session in each
month openings are listed. Registered session players will receive priority over Club Pass holders.
e. Club Pass holders will be sent an email weekly identifying sessions in which they may
participate. The email will be sent on a day and time determined by the Club each week.
Circumstances in any given week (such as holidays, a changing list of potential registered
player absences, etc) may impact he timing of the weekly email.
f. If the Club does not receive enough advanced notice of a player absence, the Club may choose
not to offer open spots for purposes of player fill-ins.
12. Complaints and Concerns
a. We are a self-governing club and the Town of Annapolis Royal will not be involved with
managing the Society. Thus, all complaints and concerns should be emailed to
arpballclub@gmail.com . The President and Secretary are responsible for managing responses
to emails to the Club email. Members are expected to sign a waiver that will include a detailed
Code of Conduct. Leaders will enforce the Code of Conduct during each session and will bring
any actions to the attention of the Board. All incidents and actions taken involving Code of
Conduct will be documented in writing. The Secretary will maintain these records. A warning will
consist of asking a player not to continue the negative behavior (please don’t do it again). If the
negative behavior continues, the player may be asked to leave the session (okay, you did it again, we are asking you to leave). Upon review by the board, the player may be asked to leave the club.
b. Handling code of conduct issues during a session: Complainant will be asked if they have spoken to the offender. Complainant will be asked if they would like a session Leader to speak to the offender. If they do, Leader will speak to complainant to ask them to stop the offending behavior. Leaders will ask complainants
to send an email to the Club if they want complaint to be pursued by Board. Complaints will also
be brought to the Board by session Leaders. Leaders will have discretion to determine if the
complaint is real or just disgruntled talk.
c. All players are expected to adhere to the Club Code of Conduct, waiver requirements and
attendance policies. Failure to adhere by members may result in their being asked to leave the
club.
13. Membership Promotion
a. Players registered for the Clubs’ Fall and Winter/Spring sessions are considered Club members.
b. Players interested in joining the Club are asked to send an email expressing their interest to the
Club email. These people will be placed on a waiting list.
c. If an opening in a session occurs, the people on the waiting list will be considered to fill the opening.
d. The Board will evaluate membership before the beginning of each pickleball session (i.e.
August, January, June). Players who have exhibited attendance or behavioral issues may be
asked to leave the Club.
e. Registered Session members and Club Pass holders may be invited to join the Club’s Facebook
page. The Board may add non-members to the Facebook page at its discretion, such as players
who play in the optional summer session or recurring guests.
14. Communication with Members
a. The Board annually establishes all policies regarding use of the Club email, Club Facebook
page and other social media as applicable.
b. Communication with members will be through arpballclub@gmail.com or the Club Facebook page.
b.i. The Secretary and/or other Board designee will manage the Facebook page. The
Facebook page will be kept private and unsearchable.
b.ii. The President and Secretary and/or other Board designee will respond to emails
sent to the Club email address.