POLICY HANDBOOK

Board Policies (as updated on September 12, 2025

The Board will adhere to the requirements of the Club’s bylaws. In addition, the Board will adhere to the following policies:

Financial Reporting
1. 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:
  1. 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.
  2. An accounting of all guest fees.
  3. 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:

Monday/Wednesday/Friday from noon to 2 pm.
Saturday from noon to 2 pm.
Saturday from 2 pm to 4 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. Individual Fall and Spring Sessions: Up to 18 members comprised of players as approved by the Board using guidelines from the by-laws. A session will be deemed at max capacity when 16 people are registered in order to leave space in each session for guests.

b. There are two membership options:

Register Session Member: A person has paid to register in one or more Club sessions.
Club Pass Holder: A person has purchased a Club Pass that provides them the opportunity to play in 5 sessions when space is available. A pass can be renewed, or the person can continue to play as a guest once the pass has been completed. (see Guests/Drop Ins, Section 11)

c. 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.

d. 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.)

e. 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.

f. Registered Session members, Club Pass holders and Guests must purchase Pickleball Nova Scotia membership for insurance purposes. Info at http://www.pickleballcanada.org/ Players in the sessions are responsible for obtaining and maintaining their own memberships.

g. 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 so the Club will know they will be absent.

10. 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. Club Pass members may fill in for absent players in any of the Club sessions per the requirements of their Club Pass.

c. Session Leaders will determine the need to fill absences for each session.

d. A list of session openings will be emailed to Club membership and/or posted on the Club’s Facebook page. Club members will be asked to respond to the email and/or Facebook post to identify which session(s) they would like to fill in.

e. 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, who will receive priority over Guests.

11. Guests/ 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 will be charged a session fee for participating in a session that will be set by the Board per town recreation guidelines.

d. Guests must be approved by session leaders preferably 2 days prior to day of play. No guests will be allowed if the leaders deem a session to be full.

e. Guests must be members of Pickleball Canada or Pickleball Nova Scotia.

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: Leaders should document all complaints 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. In either case, Leaders will document the situation in writing to the Board.

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.

The Secretary and/or other Board designee will manage the Facebook page. The Facebook page will be kept private and unsearchable.
The President and Secretary and/or other Board designee will respond to emails sent to the Club email address.

Document download: 2025-09-13-19-56-45-705481854-84439.doc