Club Bylaws
Mission Statement: To promote a fun activity for its members and people of the surrounding areas at all skill levels, in a safe and healthy environment.
Purpose: The purpose of this Club is to foster the opportunity for Ituna, SK and surrounding area residents as well as summer visitors to the area, to learn and enjoy the game of Pickleball.
ARTICLE I: Membership
1.1 Membership: Membership is open to any of the above residents with an interest in Pickleball. A membership shall be defined as a member whose dues have been paid for the membership year. There will be general members and voting members. Voting members to be from Ituna and surrounding area. The Board must consist of a majority of voting members; however, general members may hold Board positions. It is hoped that all members will take an active part in committees and activities.
1.2 Members’ Obligation: Members shall have the duty and obligation to conduct themselves in a manner consistent with good taste, good manners, and established conduct of play. Conduct should always be such that it will not reflect poorly on the Club. Misconduct will be addressed by the Executive Committee.
ARTICLE II: Dues and Fees
2.1 Dues: The Executive Committee shall determine the annual membership dues. The membership year runs from October 1 to September 30 and dues are payable to the Treasurer. All members must be registered with Pickleball Canada. Those who wish to “try” the sport will be given a waiver to sign relinquishing the Ituna Pickleball Club from responsibility for injury. Dues must be paid prior to participation in any Club activity. Any regular member who has not paid annual dues shall be dropped from the Club’s rolls. Delinquent members shall be reinstated upon payment of their dues for the membership year. Dues paid at any time during the current year are to be for the full annual amount and they expire at the end of the membership year.
2.2 Fees: Fees for participation in tournaments, clinics and other Club activities shall be determined by the committees in charge of the events, and announced to members in the official notification for each event. Fees must be paid prior to participation in any activity.
ARTICLE III: Meetings of Members
3.1 Annual Meeting: The annual meeting of the Club is for the purpose of electing officers for the coming year. It shall be held in October of each year at a time and place determined by the President and with at least ten (10) days’ notice to the membership. Notice may be e-mailed to members.
3.2 Other Meetings: Meetings of the membership or the Executive Committee may be held upon the call of the President.
3.3 Quorums: Official business may be conducted at any membership meeting for which proper notification has been issued, and when at least 25 percent (25%) of the members, plus one board member, are present. An Executive Committee meeting requires a majority of the committee be present.
3.4 Conduct of Meeting: The most recently revised edition of Robert’s Rules of Order shall govern the proceedings of the Club in all cases not provided by the Bylaws.
3.5 Agenda Items and Voting: For each membership meeting, the Executive Committee will e-mail at least five (5) days prior to the meeting. Agenda items requiring action by the members must be discussed at an open Executive Committee meeting prior to the general meeting.
If an item does not appear on the agenda but is brought to the floor at a general meeting, it may be discussed but not acted upon. This bylaw may be set aside by two-thirds (2/3) standing vote of those voting with a quorum present. In that case, a proposal may be voted on by standing vote.
ARTICLE IV: Duties of the Executive Committee Members
4.1 President: The President shall be elected for a one year term. The President’s duties are to preside at all Board meetings and general Membership meetings; announce whether a quorum is present at all Board and Membership meetings; enforce the provisions of the bylaws; decide all questions of order; sign all official documents for the Club; serve as the official spokesperson of the Club; prepare an agenda for each Board and Membership meeting; set a date and time for an annual review of the financial records of the Club; perform other duties customarily pertaining to the office of the President; may serve as an ex-officio member of the Board for a period of one term.
4.2 Vice President: The Vice President shall be elected for a two year term; and will become the President at the end of one year when a new VP shall be elected. The Vice President shall assist the President and perform the duties of the President in absence of the President. The Vice President will lead in the recruitment of new members.
4.3 Secretary: The Secretary shall be elected for a two year term. The Secretary shall keep minutes of Board and Membership meetings; keep and maintain an electronic list of dues-paying members and their contact information; serve email and/or phone notices to the members of the
organization; conduct all correspondence of the organization unless otherwise directed by the Board; maintain the historical records of the Club.
4.4 Treasurer: The Treasurer shall be elected for a two year term. Duties are to request that members pay their dues, receive all monies paid to the Club and give receipts if requested, make authorized expenditures on behalf of the Club, maintain financial records in accordance with normal accounting procedures, and submit a proposed annual budget to the Executive Committee. Upon request, the Treasurer shall report on the Club’s finances. The Treasurer shall be holder of the Club’s account.
4.5 Filling Vacancies: An Officer may resign at any time. If a vacancy in any office is caused by resignation, death, expulsion, or other reasons, such vacancy shall be filled for the unexpired term by appointment by the Executive Committee. In the case of vacancy in the Office of President, the Executive Committee shall advance the Vice President to fill the office of President, thereby creating a vacancy in the office of Vice President which shall be filled by appointment by the Executive Committee.
4.6 Removal by Members: After presenting to the Executive Committee a petition proposing the recall of an officer(s) and signed by two-thirds (2/3) of the members, the membership may, at a special meeting called expressly for that purpose, remove any or all Executive Committee members and declare those offices of the Club to be vacant by a vote of three-fourths (3/4) of those voting with a quorum present. A vacancy so created shall be filled by a majority of the votes cast by the members present at the special meeting.
ARTICLE V: Club Funds
5.1 Depository: All of the Club’s funds, with the exception of a petty cash fund (once established), shall be deposited into the Club’s account in a timely fashion after being received.
5.2 Withdrawal Authority: Those officers authorized to sign requests to withdraw funds from the Club’s account shall be determined each year by the Executive Committee, and notification of signing authority shall be given to the holder of the accounts. Any two Executive Board Members shall have signing authority.
5.3 Petty Cash: The purpose of the petty cash fund (once established) is to pay small expenses of the Club when a cheque is not necessary. Documented petty cash vouchers are required to support accurate record keeping and reimbursement of the fund. The maximum amount to be maintained in this fund by the Treasurer shall be set annually by the Executive Committee.
5.4 Discretionary Funds for the Executive Committee: The Executive Committee has the authorization to disburse funds as approved by the majority of the Executive Committee without membership approval.
5.5 Review of Financial Records: The Executive Committee shall arrange for an annual examination by two qualified members, of the Club’s financial records.
ARTICLE VI: Pickleball Play
6.1 Rules: All Club-sanctioned Pickleball play shall be in accordance with the rules of the Canadian Pickleball Association, including the attire worn by players, example, court shoes to reduce injury.
ARTICLE VII: Amendments
7.1 Amendments: These Bylaws may be amended by a two-thirds (2/3) vote of those voting with a quorum present. A proposed amendment must be made at least one business meeting prior to the meeting at which it will be voted upon. All approved changes to the Bylaws will be dated and listed on the title page in chronological order.
DISSOLUTION OF CLUB:
8.1 On dissolution of the Club, its property and assets, after the payment of all liabilities, will be donated to an organization decided upon by the Board.
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