ByLaws
Kenora Pickleball Club
DRAFT Constitution and By-laws
VISION
For Fun, For Fitness, For Everyone
MISSION
To develop and grow the sport of pickleball in the City of Kenora and surrounding
communities by:
• Promoting and advancing affordable and equitable access to the game of
pickleball. Participants regardless of age, gender, sexual orientation, ethnic or racial
origin, citizenship, religion or physical ability are welcome.
• Making available opportunities for recreational as well as organized play at all
levels,
• Providing an environment where interactions are respectfully social, safe, collegial
and encourages sportsmanship.
BY-LAWS
Article 1 NAME
1.1 The name of the club shall be the Kenora Pickleball Club, also known as KPC
hereinafter referred to as the Club. It is a not-for-profit, volunteer-run
organization.
Article 2 GOVERNANCE
2.1 The Kenora Pickleball Club falls under the umbrella of the Pickleball Ontario (PO)
and Pickleball Canada (PC) and is subject to the constitutions, by-laws, policies and
procedures, and rules of PO and PC.
Every Member must have a membership with Kenora Pickleball Club, Pickleball
Ontario and Pickleball Canada.
Article 3 MEMBERSHIP
3.1 Annual membership in KPC is for the calendar year only. All annual memberships
expire on December 31st
.
3.2 Each adult member is entitled to one vote on KPC matters.
3.3 Annual membership dues are set by the Board on an annual basis.
3.4 The Board shall have the power to suspend or expel any member who
contravenes KPC policies/bylaws, Pickleball Canada or Ontario policies relating to
the discipline of members.
Article 4 BOARD OF DIRECTORS and EXECUTIVE OFFICERS
4.1. The Club is governed by a Board of Directors (herein called the Board)
consisting of three Executive Officers who are the President, Secretary and
Treasurer as well as three Members-At-Large.
4.2. The Board initially shall be elected by the members for the following terms of
office:
i) Two (2) Board members for a term of (3) three years and
ii) Two (2) Board members for a term of (2) two years and
iii) Two (2) Board members for a term of (1) one year.
After this time, all Board members elected by the members shall be elected for a
term of three (3) years.
4.3. There shall be no limit to the number of terms a Board Member may serve on
the Board.
4.4. The Board is to represent the Membership. The Board is responsible for all Club
activities and Club maintenance. The Board must adhere to considerations of
transparency so that all members are privy to decisions and the rationale for
decisions.
4.5. All documents requiring authorization must be signed by two (2) individuals
from the positions of the President, Treasurer, Secretary or any other Board member
authorized to sign on behalf of the Club.
4.6. The members of the Board of Directors may remove a member of the Board
from his/her position for just cause:
i. By a two-thirds (2/3) majority vote of the members of the Board present at a
Board Meeting.
ii. If the Board member is absent from three (3) scheduled Board meetings
during the year, without prior notice to the President.
4.7. Duties of the Board and the Executive Officers.
i. THE BOARD is responsible for:
a. Selecting who amongst them will serve in each of the Executive positions
(President, Secretary and Treasurer) and other Board positions as
determined by the Board. Positions may include but not limited to Liaison
with the City of Kenora, Maintenance Coordinator, Website Coordinator etc.
b. Selecting and overseeing volunteers annually and assign them specific
duties as necessary. Positions may include, but not limited to: Tournament
Coordinator, Ladder Coordinator etc.
c. Establishing a maximum number for Club Membership, as required,
d. Establishing and collecting members’ fees and information related to
Membership.
e. Finding facilities for club members to gather and enjoy pickleball with
fellow club members
f. Selecting a qualified coaching person or persons to offer lessons, clinics
and other programs,
g. Overseeing planning for the ongoing and future development of the Club,
h. Overseeing promotion, marketing and community outreach,
i. Appointing board members or officers not filled at the AGM or which may
become vacant.
ii. PRESIDENT
The President acts as the primary ambassador of the organization
responsible for providing leadership, guidance, and oversight to ensure the
Club’s mission, goals and objectives are met.
The duties of the President may include:
a. Preparing meeting agendas and chairing Board meetings, the AGM and
other special meetings. As chair, it is understood the president only has a
vote in the case of a tie. He/she must step down from chair to state his/her
opinion during a meeting,
b. Ensuring that the assigned duties of the Board members are carried out in
a timely and efficient manner,
c. Initiating and coordinating special projects and committees in conjunction
with other members of the Board,
d. Ensuring the scheduling of Club functions and events for each season,
e. Ensuring that the KPC Constitution, bylaws and duties of the Board are
reviewed periodically,
f. Being the primary liaison with the City of Kenora or assigning a designee for
this responsibility,
g. Appointing, with the approval of the Board, committee chairpersons and
committee members where necessary. Such committee members are not
limited to the Board members of the Club but may also include members of
the Club,
h. Acting as the chief spokesperson and negotiator for Club activities unless
otherwise designated.
i. General supervision of the affairs of the Club.
iii. TREASURER The duties of the Treasurer may include:
a. Maintaining the financial records and club bank accounts,
b. Presenting a financial update periodically to the Board of Directors and a
yearly budget to be approved by the Board,
c. Overseeing membership registration and the collection of fees with the
Secretary,
d. Overseeing disbursements and ensuring the disbursements are properly
approved (note: a second “signee” from the President, Secretary or any other
Board member authorized to sign on behalf of the Club is required for all
disbursements),
e. Managing the Club’s investments and investment activity,
f. Ensuring records will be maintained in accordance with Canada Revenue
Agency retention guidelines,
g. Arranging an independent financial review as deemed necessary.
iv. SECRETARY The duties of the Secretary may include:
a. Recording and distributing minutes of all Board meetings as well as
minutes of the AGM and any special general meetings,
b. Record all action items agreed to by the Board,
c. Preparing and sending Club correspondence,
d. Maintaining a record of Members using the Pickleball Canada portal,
e. Organizing and filing minutes for all Board meetings, AGM and any special
general meetings,
f. Safeguarding all the minutes and correspondence of the Club.
v. OTHER BOARD MEMBERS The duties of other board members may include:
a. Actively participate in Board meetings and take part in the work of the
Board as equals to the members assigned responsibilities.
b. Representing the best interest of the Club and its members.
c. Leading committees and other groups working for the betterment of the
Club, such as, but not limited to maintenance/equipment, scheduling of
facilities, club tournaments, social media, etc.
4.8.1 Remuneration of the Board. The board members/officers shall serve without
remuneration, and no board member shall directly or indirectly receive any profit
from occupying their office, provided that board members may be reimbursed for
reasonable expenses they incur in the performance of their duties. Board members
may be paid remuneration and reimbursed for expenses incurred in connection with
services they provide to the Club in any outside capacity, provided that the amount
of any such remuneration or reimbursement is considered reasonable by the Board
and approved by the Board.
Article 5 MEETINGS
BOARD MEETINGS
5.1. Board meetings shall be conducted at least two (2) times a year and as deemed
necessary by the President. The Board members shall be given at least five days’
notice of Board meetings unless they all agree to hold a meeting on shorter notice.
5.2. A quorum for Board meetings shall be defined as at least 50% of the Board. A
majority of those present shall govern all decisions.
AGM AND OTHER SPECIAL MEMBER MEETINGS
5.3. The Club shall hold one (1) AGM each year. The AGM shall be held on a Saturday
or Sunday in September or October at a location to be decided by the Board, or
online using technology.
5.4. Notice of the AGM and a call for nominations shall be sent to members a
minimum of 30 days in advance of the meeting. Nominations for Board Members
are to be brought forward in writing to the Board no later than two (2) weeks prior to
the scheduled date of the AGM.
5.5. The Board or any two (2) executive directors thereof may call a special meeting
of the members at any time.
The Board shall call a special general meeting on written requisitions of the
members who hold at least ten percent (10%) of votes that may be cast at a
meeting.
5.6. Every member may vote in person or by proxy. Proxy holders must also be
members of the Club. The proxy must be in writing and clearly state the name of the
member appointing the proxy, the name of the proxy holder and the specific
meeting for which the proxy is valid. Proxies must be submitted one week prior to
the start of the meeting.
If it is an online meeting, all those online may fully participate.
5.7. A quorum for the AGM or Special General Meeting shall be defined as 10% of
the Membership. A majority of those present at an AGM or Special General Meeting,
or who have submitted signed proxies, shall make decisions.
5.8. The AGM Agenda shall include the following:
• Quorum
• Adoption of the Agenda including Other Items of Business
• Approval of Minutes of previous AGM and any Special Meetings.
• Business arising from the Minutes
• Report from the Board: President, Treasurer (Financial), Committee Reports
• Elections of Board Members
• Other Items of Business
5.9. All notices are deemed to be effective from date of emailing.
Article 6 FINANCES/BUDGET
6.1. All funds owned by the Club can only be used for Kenora Pickleball Club
purposes, such as facility improvements, club programs, and promoting the game
of pickleball within the community.
6.2. Financial commitments under $750 are at the discretion of any Board member
in consultation with the President.
6.3. Majority of the Board approval is required to make decisions for all financial
commitments exceeding $750.
6.4. The fiscal year for annual reporting purposes shall be September 1 to August 31
unless otherwise stipulated by the Board.
6.5 No Board member will have the authority to incur debts in the name of the Club
unless approved by the Board.
Article 7 ADOPTION AND AMENDMENT OF CONSTITUTION AND BYLAWS
7. These bylaws may only be amended, revised, repealed or added to by resolution
of the Board and ratification at a meeting of the members.
7.1 These Bylaws were ratified by the members of KPC at a meeting of the members
duly called and held on __________________________.
_____________________________________
President
______________________________________