Blind River Pickleball Club Constitution
BLIND RIVER PICKLEBALL CLUB AFFILIATE
CLUB OF PICKLEBALL ONTARIO Constitution
Article 1 - Name
The name of this organization shall be Blind River Pickleball Club, hereinafter referred
to as the Club.
Article 2 - Purpose
1. To promote and advance the game of Pickleball as an exciting game for all ages
and abilities in and around the Town of Blind River, Ontario.
2. To support, develop, advocate for and represent all members.
3. To offer opportunities for organized recreational and competitive play in a
respectful, safe, collegial and sportsmanlike environment.
4. To actively promote and support fair and equal access to all Pickleball programs
regardless of ability, gender, sexual orientation, ethnic or racial origin or religion,
who are 19+ years of age or older.
Article 3 - Membership
1. The Club is a member-funded Club. It is funded primarily by its members to carry
on activities for the benefit of its members.
2. Membership fees and membership categories in the Club shall be determined,
from time to time, by the executive members.
3. Membership in the Club is open to any person being of the full age of nineteen
(19) years upon annual completion of an application form and payment of the
membership fee submitted to the Treasurer by e- transfer, cheque or cash.
4. To be a member of the Club each member must also join Pickleball Canada/
Ontario online annually.
5. Any member wishing to withdraw from membership may do so upon a notice in
writing to the Executive Board.
6. In order to vote, at a General or Special meeting, a member must have paid all
applicable membership fees for the current year and be a member in good
standing.
7. All members of the Club shall abide by the Constitution, Code of Conduct and
Rules and Regulations established by the Club.
8. Any member who is deemed not to support the mission of the Club may have his/
her/their membership revoked by a majority vote of the Executive Board.
9. No member of the Club shall be also a paid employee of the Club.
Article 4 – Board of Directors
1. There shall be a minimum of four Board members.
2. The Board of Directors of the Club (hereinafter referred to as “the Board”) shall
consist of the following Director positions:
President
Treasurer
Secretary
Executive Director
3. The Secretary shall send an email 14 (fourteen) days prior to the Annual General
Meeting to all members requesting Nominations for the Board positions. Submissions to
the Board of Directors must be returned by email seven (7) days prior the Annual
General Meeting. The Executive may choose to hold elections for positions by either
email or by Survey Monkey by an unbiased third party with no association with the
executive. Term of service for the Executive will commence at noon on the day after
they are elected as opposed to the current 30 day transition period
The term of office shall be (2) year for President and (1) year for all other officers.
4. Where the position of an Executive Director becomes vacant and there is still a
quorum of Directors, the Board may appoint a qualified individual to fill the vacancy until
the next Annual Meeting of Members.
5. The Board shall, subject to the bylaws or directions given it by majority vote by email
votes or survey monkey have full control and management of the affairs of the Club.
Meetings of the Board shall be held as often as may be required and shall be called by
the President.
6. A Director will be considered to have resigned when the earliest of the following
events occurs:
a. The President receives written resignation or an email.
b. The Director ceases to be a member in good standing.
c. The Director is absent without valid reason for three or more Board meetings.
7. A Director may be removed by Ordinary Resolution of the Members at an Annual
Meeting or Special Meeting provided the Director has been given notice of and the
opportunity to be heard at such a meeting.
8. A Director may be suspended, pending the outcome of a discipline hearing in
accordance with the Club’s policies related to discipline, by Special Resolution of the
Board at a meeting of the Board, provided the Director has been given notice of and the
opportunity to be heard at such meeting.
9. The office of any Director will be vacated automatically if the Director:
a. Is found by a court to be of unsound mind.
b. Becomes bankrupt or is declared insolvent.
c. Is charged and/or convicted of any criminal offence related to the position.
d. Changes his or her permanent residence outside of Canada.
e. Dies.
10. There will be no remuneration to Directors.
11. The Board is empowered to:
a. Make policies and procedures or manage the affairs of the Club in accordance
with these Bylaws
b. Make policies and procedures relating to the discipline of Members and have the
authority to discipline members in accordance with such policies and procedures.
c. Make policies and procedures relating to the management of disputes within the
Club and deal with disputes in accordance with such policies and procedures.
d. Perform any other duties from time to time as may be in the best interests of the
Club.
It shall be the duty of the President to:
a. Chair all meetings of the Club and the Board. In his/her/their absence, a
designated executive shall chair any such meetings.
b. Approve all purchases on behalf of the Club and execute any contracts and other
documents binding upon the club.
c. Liaise with the Blind River Events/Activities Coordinator and be the
spokesperson(s) for the Club.
d. Perform such other duties as pertain to the operation and well being of the Club.
e. Assign duties/roles/responsibilities to the executive director positions.
f. With the assistance of the other directors, appoint or call on members to volunteer
for specific projects and needs of the Club. Volunteers on any committees will not have
any voting rights for any decisions made by the executive.
12. It shall be the duty of the Treasurer to:
a. The Treasurer, and at least one of the Directors shall receive all monies paid to
the Club and shall be responsible for the deposit of it in any financial institution
the Board may order.
b. The Treasurer, properly account for the funds of the Club keeping any such
books and record as are required and directed.
c. The Treasurer, present a full detailed account of receipts and disbursements to
the Board whenever requested and any other duties as pertain to the work.
d. The Treasurer, prepare with input from the Board, a yearly written financial report
to be presented to the members at the Annual General meeting for their approval
and/or amendment.
13. It shall be the duty of the Secretary to:
a. Attend all meetings of the Club and determine if a quorum exists and keep
accurate minutes of the same.
b. Have charge of all correspondence of the club and be under the direction of the
President and the Board.
c. File documents for the Club whenever required.
d. Keep a record of all members of the Club and their contact information and send
all notices as required and other duties as pertain to the work.
14. The books and records of the Club may be inspected by any member of the Club at
the Annual General meeting or at any time upon giving reasonable notice and arranging
a time satisfactory to the Treasurer and at least one of the Executive Directors. Each
member of the Board shall at all times have access to such books and records.
Article 5 – Meetings
1. This Club shall hold an Annual General meeting (AGM) on or before October
1st in each year. - The Directors so elected shall form the new Executive Board,
and shall serve until their term has expired. Any vacancy occurring during the
year shall be filled by a majority resolution of the Board and their selection of a
member.
2. The agenda for the AGM may include:
a. Call to order
b. Determination of a quorum
c. Approval of the agenda
d. Declaration of any conflicts of interest
e. Adoption of minutes of the previous AGM
f. Board, Committee and Financial reports
g. Business as specified in the meeting notice.
h. Announcement of Election of new Directors
3. The Secretary upon instruction by the President, will call general meetings.
Notices to members of general meetings shall be in writing to the last known
email of each member and shall be sent not less than 7 days before the date of
the meeting.
4. The Secretary shall call a Special General meeting upon receipt by him/her/they
of a written request by thirty percent (30%) of the members in good standing,
setting forth the reasons for calling such meeting. Such meetings are to be held
within two weeks of receiving the request.
5. The President shall call board meetings. Notices of Board meetings shall be by
telephone or email, not less than three (3) days before the Board meeting.
6. The quorum for all General and Special meetings shall be a minimum of fifteen
(15) members in good standing. If a quorum is present at the opening of a
meeting of the Members, the Members present may proceed with the business of
the meeting.
7. The quorum for all Board meetings shall be not less than three (3) Directors
present in person or virtually at the start of the Board meeting. Any board
members who cannot attend may be allowed to attend virtually.
8. Any member who has not withdrawn from membership nor has been suspended
or removed from membership and who has paid all required membership fees
applicable to the current year shall have the right to vote on any orders of
business presented at any General or Special meeting, of the Club.
9. The Constitution may be amended by Special Resolution, requiring the votes of
at least 75% of the members in a Special General Meeting.
10. Notice of proposed amendments to this Constitution will be provided to Members
at least twenty-one (21) days prior to the date of the special meeting of the
Members at which it is to be considered.
11. Votes submitted via email or by Survey Monkey as per Article 4.3 will then be
determined by the Executive.
12. Except as otherwise provided in this Constitution, the majority of votes will decide
each issue. In the case of a tie, the president is able to break the tie.
Article 6 – Finance and Management
1. The fiscal year of the Club will be October 1st to September 30th, or such other
period as the Board may from time to time determine. A financial report for the
past year shall be presented by the Treasurer at the Annual General Meeting and
filed for review and approval of the members.
2. The banking business of the Club will be conducted at The Scotiabank Branch
and require the Treasurer and President as either one or two signatories.
3. The necessary books and records of the Club required by these Bylaws or by
applicable law will be necessarily and properly kept. Minutes of meetings of the
Board and records of the Club will be available to the Directors, each of whom
will receive a copy of such minutes.
4. Any one time expenditures over five hundred dollars ($500.00) must be prior
approved by the Board of Directors.
5. Upon the dissolution and windup of the affairs of the Club, any equipment shall
be distributed at the discretion of the Board. Any Club funds remaining shall be
distributed equally among the members in good standing within a reasonable
period of time.
Approved by the Blind River Pickleball Executive on September 25, 2024