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Last updated October, 2017
Goals
1. Provide a positive environment that supports fun and exercise for all active members
of the Thornbury Pickleball Club.
2. Promote and maintain programs that enhance the quality of pickleball in our community.
3. Be a non-profit and financially independent organization.
4. Develop on-going leadership.
5. Increase the knowledge of all elements of the sport of pickleball.
6. Provide opportunities for club members to play outside of programs offered by the club.
7. Provide opportunities for club members to interact socially.
Constitution Meetings
1. Annual General Meeting.
An Annual General Meeting (AGM) shall be held once a year between July 1 and October 31.
2. Notice of Meeting.
Notice of the AGM must be given to all members at least one month in advance of the meeting.
3. Voting.
At all AGM meetings, active members may vote in person at the AGM, on-line or in advance of the meeting.
4. Order of Business.
The suggested order of business at the Annual General Meeting of the club shall be as follows:
a) Call to order
b) Approval of minutes of previous AGM
c) Report of the Treasurer
d) Report of the President
e) Report of Committees
f) Amendments to the Constitution
g) Miscellaneous or Special Business
h) Election of Directors
i) Adjournment
Additional meetings may be called by the Directors as required.
Membership – Dues, Just Cause Clause
1. Membership Year – The membership year shall run from July 1 to June 30th of each year. Membership dues are to be paid by June 25th of each year by all members. The maximum number of members shall be determined annually by the executive.
2. New Members If a potential new member to the club has had no prior pickleball, tennis or other racquet sport experience, they are encouraged to take introductory lessons, prior to playing in a game on the regular schedule, by an accredited coach/ instructor (at individual’s expense) or to learn and practise the game on our courts with a volunteer from our pickleball club during our scheduled practice times.
3. Voters – The voting members of the club shall be individuals whose dues are paid up for the current year.
4. Just Cause – The Board shall have the power to suspend or expel any member for just cause. Examples of just cause include: failure to pay membership fees when they are due, unsportsmanlike conduct, failure to follow proper protocol in disputes or other actions, any action which damages the integrity of the club or the ability of the Directors to fulfill their duties.
Board of Directors – Composition, Term of Office, Quorum
1. Number of Directors. Five Directors will be elected at the AGM. All officers shall take office immediately following the annual general meeting.
2. Election of Officers. At the first meeting of the Directors after the AGM the Directors will elect a President, Vice- President, Secretary, Treasurer and a Director at Large. Duties of each officer are described below. Additional duties can be assigned with the agreement of the Directors.
3. Term of Office. Executive positions are for a one year term. There is no restriction on the number of terms a person can serve.
4. Quorum. A quorum for conducting business at a Director’s meeting shall consist of a minimum of three executive members.
5. Insurance. Directors and Officers Liability Insurance and Commercial General Liability insurance will be put in place annually for the protection of the club and its officers.
Board of Directors –
Duties, Vacancies, Meetings, Removal of Director, Conflict of Interest
1. 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 all matters concerning the club.
2. President: The President shall be the chief executive officer. The President shall preside at all meetings of the membership and board of directors meetings. The President shall appoint with the approval of the Board, committee chairpersons and committee members where necessary. The President or his designate shall act as the chief spokesperson and negotiator for club activities.
3. Vice-President: 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 or death. The Vice President shall preside over all meetings of the club or the Board at which the President is not present.
4. Treasurer: As Treasurer, this officer shall be the Chief Financial Officer and shall be responsible for the financial management of the organization.The Treasurer will be responsible for monthly preparation of statements and the fiscal year end financial statement as of June 30th that will be reported at the AGM.
5. Secretary: As Secretary, this officer shall give the notice of meetings, and keep the minutes of all meetings. The notices of these meetings shall be sent out by the Secretary to the Board one month prior to the Annual General Meeting and one week prior to any Board meeting. The Secretary shall perform such other duties as may be assigned by the President. Minutes of the meetings shall be sent out to the members following the Annual General Meeting and following all Board meetings.
6. Vacancies. If a vacancy shall occur on the Board, the remaining members of the Board may, by a majority vote, elect a successor for the unexpired term, except that a vacancy in the office of the President shall be succeeded by the Vice President. A vacancy is defined as a director leaving for any reason after being elected or a deficiency of a director at the time of election at the AGM.
7. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Board or any committee may be taken without a meeting, if all the members of the board or committee are in agreement, including meetings via computer or telephone to approve the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board of Directors.
8. Removal of Director. At any meeting of the Board, any officer or member of the Board may, by a vote of not less than three fifths (3/5) of the entire Board, be removed from office, with or without cause, and a successor may be elected pursuant to the provisions of these Bylaws.
9. Conflict of Interest. Any director, who is part to, has a material interest, or who is party to a material contract shall disclose the nature and extent of his/her interest. The Director shall exclude himself/herself from discussions when a conflict of interest is likely to result.
10. Membership Cap. In order to control membership size, the executive shall have the power to impose a cap on the number of members and further to this the executive may raise or lower the cap as deemed necessary. Non-member players may add their names to a membership waiting list to be eligible for membership when space becomes available.
Protection of Directors
Every Director of the club, in exercising his powers and discharging his duties, shall act honestly and in good faith with a view to the best interests of the club, and exercise the care, diligence and skill that a reasonable prudent person would exercise in comparable circumstances. Subject to the foregoing, no director shall be liable for the acts, receipts, neglects or defaults of any other director, or for any damage or expense happening to the club.
Finances
1. The club is a not for profit association.
2. A bank account will be established at a local bank and must be used to transact all club financial business.
3. Three of the Board of Directors (the Treasurer and two other board members) will have signing authority of all club cheques which require two signatures.
1. Provide a positive environment that supports fun and exercise for all active members
of the Thornbury Pickleball Club.
2. Promote and maintain programs that enhance the quality of pickleball in our community.
3. Be a non-profit and financially independent organization.
4. Develop on-going leadership.
5. Increase the knowledge of all elements of the sport of pickleball.
6. Provide opportunities for club members to play outside of programs offered by the club.
7. Provide opportunities for club members to interact socially.
Constitution Meetings
1. Annual General Meeting.
An Annual General Meeting (AGM) shall be held once a year between July 1 and October 31.
2. Notice of Meeting.
Notice of the AGM must be given to all members at least one month in advance of the meeting.
3. Voting.
At all AGM meetings, active members may vote in person at the AGM, on-line or in advance of the meeting.
4. Order of Business.
The suggested order of business at the Annual General Meeting of the club shall be as follows:
a) Call to order
b) Approval of minutes of previous AGM
c) Report of the Treasurer
d) Report of the President
e) Report of Committees
f) Amendments to the Constitution
g) Miscellaneous or Special Business
h) Election of Directors
i) Adjournment
Additional meetings may be called by the Directors as required.
Membership – Dues, Just Cause Clause
1. Membership Year – The membership year shall run from July 1 to June 30th of each year. Membership dues are to be paid by June 25th of each year by all members. The maximum number of members shall be determined annually by the executive.
2. New Members If a potential new member to the club has had no prior pickleball, tennis or other racquet sport experience, they are encouraged to take introductory lessons, prior to playing in a game on the regular schedule, by an accredited coach/ instructor (at individual’s expense) or to learn and practise the game on our courts with a volunteer from our pickleball club during our scheduled practice times.
3. Voters – The voting members of the club shall be individuals whose dues are paid up for the current year.
4. Just Cause – The Board shall have the power to suspend or expel any member for just cause. Examples of just cause include: failure to pay membership fees when they are due, unsportsmanlike conduct, failure to follow proper protocol in disputes or other actions, any action which damages the integrity of the club or the ability of the Directors to fulfill their duties.
Board of Directors – Composition, Term of Office, Quorum
1. Number of Directors. Five Directors will be elected at the AGM. All officers shall take office immediately following the annual general meeting.
2. Election of Officers. At the first meeting of the Directors after the AGM the Directors will elect a President, Vice- President, Secretary, Treasurer and a Director at Large. Duties of each officer are described below. Additional duties can be assigned with the agreement of the Directors.
3. Term of Office. Executive positions are for a one year term. There is no restriction on the number of terms a person can serve.
4. Quorum. A quorum for conducting business at a Director’s meeting shall consist of a minimum of three executive members.
5. Insurance. Directors and Officers Liability Insurance and Commercial General Liability insurance will be put in place annually for the protection of the club and its officers.
Board of Directors –
Duties, Vacancies, Meetings, Removal of Director, Conflict of Interest
1. 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 all matters concerning the club.
2. President: The President shall be the chief executive officer. The President shall preside at all meetings of the membership and board of directors meetings. The President shall appoint with the approval of the Board, committee chairpersons and committee members where necessary. The President or his designate shall act as the chief spokesperson and negotiator for club activities.
3. Vice-President: 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 or death. The Vice President shall preside over all meetings of the club or the Board at which the President is not present.
4. Treasurer: As Treasurer, this officer shall be the Chief Financial Officer and shall be responsible for the financial management of the organization.The Treasurer will be responsible for monthly preparation of statements and the fiscal year end financial statement as of June 30th that will be reported at the AGM.
5. Secretary: As Secretary, this officer shall give the notice of meetings, and keep the minutes of all meetings. The notices of these meetings shall be sent out by the Secretary to the Board one month prior to the Annual General Meeting and one week prior to any Board meeting. The Secretary shall perform such other duties as may be assigned by the President. Minutes of the meetings shall be sent out to the members following the Annual General Meeting and following all Board meetings.
6. Vacancies. If a vacancy shall occur on the Board, the remaining members of the Board may, by a majority vote, elect a successor for the unexpired term, except that a vacancy in the office of the President shall be succeeded by the Vice President. A vacancy is defined as a director leaving for any reason after being elected or a deficiency of a director at the time of election at the AGM.
7. Action Without a Meeting. Any action required or permitted to be taken at a meeting of the Board or any committee may be taken without a meeting, if all the members of the board or committee are in agreement, including meetings via computer or telephone to approve the specific action. Such consents shall have the same force and effect as a unanimous vote of the Board of Directors.
8. Removal of Director. At any meeting of the Board, any officer or member of the Board may, by a vote of not less than three fifths (3/5) of the entire Board, be removed from office, with or without cause, and a successor may be elected pursuant to the provisions of these Bylaws.
9. Conflict of Interest. Any director, who is part to, has a material interest, or who is party to a material contract shall disclose the nature and extent of his/her interest. The Director shall exclude himself/herself from discussions when a conflict of interest is likely to result.
10. Membership Cap. In order to control membership size, the executive shall have the power to impose a cap on the number of members and further to this the executive may raise or lower the cap as deemed necessary. Non-member players may add their names to a membership waiting list to be eligible for membership when space becomes available.
Protection of Directors
Every Director of the club, in exercising his powers and discharging his duties, shall act honestly and in good faith with a view to the best interests of the club, and exercise the care, diligence and skill that a reasonable prudent person would exercise in comparable circumstances. Subject to the foregoing, no director shall be liable for the acts, receipts, neglects or defaults of any other director, or for any damage or expense happening to the club.
Finances
1. The club is a not for profit association.
2. A bank account will be established at a local bank and must be used to transact all club financial business.
3. Three of the Board of Directors (the Treasurer and two other board members) will have signing authority of all club cheques which require two signatures.