Club Director Roles and Responsibilities
June 12, 2025
BOARD OF DIRECTORS - Dryden Pickleball Club
Composition of the Board of Directors
The Board of Directors (BoD) shall be comprised of no more than six members, duly nominated and elected at the AGM. At the first Board meeting, the elected members will appoint Directors by consensus agreement to the following positions on the Board:
- President
- Vice President/Treasurer
- Administrative Director
- Three Directors at Large
- Past President (non-voting member)
Note: It is important to the Dryden Pickleball Club (DPC) that it has a diverse board to ensure that any decisions take into consideration the overall makeup of the membership. This will ensure that the interests of women’s, men’s and mixed play are duly considered in any decisions the club makes. To that end, there shall be a minimum of two female and two male Board members. The balance of the remaining board positions will be open to all members of the club.
Term: Board of Director’s will be elected for a two year term, after which these positions will be be open to all members of the Dryden Pickleball Club who may seek to be elected to the Board.
Responsibilities
The Club shall be managed by its Board of Directors, who shall establish, regulate and direct the policies and objectives of the Club. The Directors shall direct, review and approve decisions on all matters concerning the Club. The Directors responsibilities are described below, but are not limited to these guidelines.
Roles:
President: The President shall be the Chief Executive Officer of the Club. The President shall call meetings when deemed appropriate. The President shall preside overall meetings of the membership and the Board of Directors and ensure that the meetings are carried out in accordance with accepted Board meetings procedures. Robert’s rules shall prevail in the running of the meetings. The President shall appoint, with the approval of the Board, committee chairpersons and committee members where necessary. Such committee members are not limited to the Directors of the Club but will also potentially include members of the Club. The President is responsible for ensuring that the business of the Club is carried out per the decisions made at executive and annual general meetings. The President is also responsible for overseeing and directing player development and coaching. The President or his designate shall act as the chief spokesperson and negotiator for Club activities.The President shall be authorized to sign cheques drawn on the DPC bank account.
Vice President/Treasurer: The Vice President shall assist the President in the performance of the President’s duties and shall exercise all powers of the President in the case of the President’s resignation, incapacity removal for absence. The Vice President shall preside over all meetings of the Club or the Board at which the President is not present. The Vice President shall ensure that the DPC bylaws are reviewed and amended as necessary to be consistent with the purpose of the Club. The Vice President is the Co-leader of the club’s Team Reach App. The Vice President is also the Club Treasurer. In fulfilling the duties of Treasurer, the Vice President/Treasurer shall be responsible for the financial management of the Club. The Treasurer shall manage the preparation of the DPC annual budget. The Treasurer shall receive and deposit allMonies due to DPC. The Treasurer shall pay all outstanding DPC bills in a timely manner. The Treasurer shall regularly reconcile the DPC bank statements. The Treasurer shall present a financial update periodically (at least quarterly) to the Board of Directors. The Treasurer is responsible to prepare a yearly budget to be reviewed and approved by the Board and subsequently presented to the Members of the Club at the Annual General Meeting. All financial records shall be kept in the custody of the Treasurer. The Treasurer shall be authorized to sign cheques drawn on the DPC’s bank account.
Administrative Director: As Administrative Director (AD), this executive shall send out the notice of meetings, determine if a quorum exists and prepare the agenda and the minutes of all meetings. The notice of the Annual General Meeting shall be sent out by the AD to the Board at least two months prior to the meeting and the notice of a Board meeting, at least one week prior to any meeting. The AD shall safeguard all the records of the Club. The AD shall coordinate DPC’s correspondence and oversee the DPC’s Internet sites. The AD shall ensure that Minutes of the meetings shall be made available, upon request, to the club members following the Annual General Meeting. The AD shall maintain an up-to-date membership roster. Each year, following the AGM and election of Directors, the AD has the responsibility to update the website with any changes to the governance structure of the club, including changes to BoD members. The AD also maintains contact and organizes school permits and booking spaces for winter play and books the arena for tournaments when required. The AD shall be authorized to sign cheques drawn on the DPC’s bank account.
Three Executive Directors-at-Large The Directors-at-Large will actively participate in Board meetings and take part in the work of the Board as equal voting members. Particular club responsibilities are assigned to each Director. They will represent the best interests of the Club and its members. They will lead committees and other groups working for the betterment of the Club as defined, but not limited to, the duties noted below.
Executive Director 1: Primary responsibilities include
- Club Procurement - equipment and other purchases necessary to support the Dryden PB Club. Ensure the least cost purchasing options are available to the club, assuming quality and service requirements are met.
- Primary contact for Pickleball Ontario. Single point of contact (SPOC) for the DPC.
- Secure and maintain certificates of insurance for the DPC.
- In-club tournament organizer
- Communicates concerns, questions and/or complaints from members to the executive so that they may be addressed in a timely manner.
- Club contact person when interest is expressed by individuals wishing to play PB. Ensures enrolment into the DPC is done following the proper guidelines, ie. join PB Canada, PB Ontario and the DPC as well as communicating the process and advantages in joining the club’s Team Reach App. Co-leader on the Team Reach.
Executive Director 2: Primary responsibilities include
- Co-leader on the DPC Team Reach App
- Oversee the communications and content on the App to ensure compliance with club behavioural standards.
- Ensure that the App is up to date with current DPC members.
- Responsible for the care and maintenance of the club’s AED machine to ensure it is in good working order and available to club members during sanctioned summer play at the outdoor facilities.
- Club contact person when interest is expressed by individuals wishing to play PB. Ensures enrolment into the DPC is done following the proper guidelines, ie. join PB Canada, PB Ontario and the DPC as well communicating the process and advantages in joining the club’s Team Reach App.
- Communicates concerns, questions and/or complaints from members to the executive so that they may be addressed in a timely manner.
Executive Director 3: Primary responsibilities include
- Liaison between the BoD and women’s play
- Communicates concerns, questions and/or complaints from members to the executive so that they may be addressed in a timely manner.
- Schedules pickleball orientation and training sessions by a designated trainer for people new to the sport
- Club contact person when interest is expressed by individuals wishing to play PB. Ensures enrolment into the DPC is done following the proper guidelines, ie. join PB Canada, PB Ontario and the DPC as well as communicating the process and advantages of joining the club’s Team Reach App.
Past-President . The Past-President shall be an ex-officio member of the Board but shall not be a voting member. The main duty of the Past-President shall be as anadvisor to inform the discussions of the Board to maintain continuity in the operation of the DPC.
Vacancies
If a vacancy shall occur on the Board, during the term of the Board, the remaining members of the Board may, by a majority vote, select and elect a successor for the unexpired term, except that a vacancy in the office of the President shall be succeeded by the Vice President.