Sun Lakes Pickleball Club Cottonwood By-Laws
ARTICLE 1: GENERAL
A. Name of Organization: Sun Lakes Pickleball Club Cottonwood (SLPCC)
B. Purpose of Organization: To play and promote the game of pickleball in Cottonwood/Palo Verde at Sun Lakes (SLPCC) by promoting good fellowship and sportsmanship among its members, to provide a fun, healthy, recreational activity for its members, and to encourage active participation in playing pickleball by taking part in events and tournaments.
C. Rule Priority: These By-Laws willfully comply with the Cottonwood/Palo Verde Home Owners Association’s (hereafter referred to as the “HOA”) Governing Documents and Board Policies. In the event of a conflict between these By-Laws and the Governing Documents and Board Policies the Documents and Policies shall prevail.
ARTICLE II – MEMBERSHIP
A. Membership in SLPCC is open to all homeowners and associate members of CWPV or resident renters with homeowner delegated privileges. (See Section E regarding Renter’s Membership.)
B. All members of SLPCC must be in good standing with their respective Homeowners Association.
C. Any prospective individual may apply for membership by:
a. Completing an electronic application found on the club website: SLPCC.net.
i. Pursuant to the Sun Lakes HOA #2 Policy Manual, Chapter 8-09, each application shall contain a copy of individual’s Cottonwood/Palo Verde Homeowners card. The card must demonstrably be valid for the current membership year.
ii. Membership Application shall be on an individual basis only.
b. Dues, at an amount determined by the Board of Directors, shall be paid simultaneously on the club website.
D. After completion of the membership application a new member will be contacted by a club member to arrange for an introductory training session.
a. This session will include a presentation of club rules, safety instructions and court behavior requirements.
b. At the conclusion of this session a club rating will be assigned to each new member.
E. A Cottonwood/Palo Verde temporary resident, Renter, may join the Sun Lakes Pickleball Club by completing the process detailed above. Application for membership by a renting party must include a copy of a valid renter’s card obtained from the HOA. A membership granted to a renting party precludes that individual from serving on the Sun Lakes Pickleball Club Cottonwood Board of Directors.
F. All memberships require club fees to be current. Failure to do such may result in suspension or expulsion from the club. Annual dues are established by the SLPCC Board of Directors. Dues shall be payable by April 1 of each year. Membership will be considered active in the period April 1 thru March 31. Dues and memberships are not prorated.
G. Any suspended/removed member may not participate in club activities.
H. Any removed member shall not be eligible for reinstatement, at a minimum, for a period of two years. Any reinstatement shall be determined by a majority vote of Board members.
I. SLPCC Membership may be terminated by voluntary withdrawal or by removal for cause.
J. Banned members may not play in any club activities such as tournaments.
K. All members participate in court play at their own risk. All members must acknowledge receipt and acceptance of Club Waiver Form to be kept in the club records.
ARTICLE III: BOARD OF DIRECTORS
A. The Board of Directors (Board) is the governing body of the club. It shall consist of a President, Vice President, Secretary, Treasurer, and one Member at Large. Any one member may not hold more than one position on the Board. No two members of the same household may serve on the Board concurrently. Either the President or the Vice President, and one other Board Officer must be full time residents and homeowners of CWPV.
B. Members of the Board of Directors must be residents and homeowners of CWPV physically living in CWPV.
C. The Board members shall be elected by a vote of the general membership, shall serve without compensation, and shall be considered the governing body of the Club.
D. All Board terms are for a period of two years, running from April 1st to March 31st . Board terms are not limited in number.
E. The Board shall hold regular meetings and at the discretion of any member of the Board. A quorum shall consist of 51% of the Board members.
F. Voting shall be by majority agreement. All members of the Board shall each have one vote.
G. All Board members, upon retiring from office, shall deliver all club records, historical information and other property belonging to the club to their successor.
H. Any Board member may be removed from office per the procedure outlined in Article VI.
I. Elected officers must maintain Club membership for the duration of their term.
ARTICLE IV: ELECTIONS
A. In even numbered years, the offices of President and Secretary are open for election. In odd numbered years, the offices of Vice President, Treasurer, and Member-at-Large are open for election. This staggered election shall start on February 1, 2020, with the term of the Vice President being one year in order to resync the terms. In all following years, the term for Vice President shall be two years.
B. At the February Membership meeting nominations for Board positions will be announced as well as any further nominations from the floor of the general meeting.
a. Nominees will submit a summary of their background and qualifications to the Board.
b. That information will be disseminated to the membership prior to the March meeting.
C. Immediately after the February Nomination meeting, the President shall appoint an election committee to monitor and conduct the election process. This committee may not be composed of any candidate for office.
D. Elections will conclude at the March Membership meeting. Club members will elect the new Board members by a majority vote of the members voting. Voting may be conducted electronically prior to the day of the general meeting or in person the day of the March meeting. All ballots will be confirmed independently of the prospective candidate. Only members with a current membership will be permitted to vote. Current members may vote once per position being considered.
E. The committee will tally election results and notify the general membership at the March General Meeting.
F. Any Board member may request a review of election results at any time. Any such review shall be considered confidential.
G. The results of these elections shall be retained in the club records for 7 years.
ARTICLE V: BOARD RESPONSIBILITIES
A. The responsibilities of the President include presiding at all meetings and consulting with other Board Members on all matters of concern to the organization, assigning or delegating duties and responsibilities to other Officers. The President shall serve as the primary liaison with the HOA Board, Committees and HOA Management. The President shall oversee the appointment and operations of all committees or positions established by the SLPCC Board. The President shall report the activities of all such committees to the Board in regular Board meetings.
B. The Vice-President shall, upon the inability of the President to act, have and perform the powers of the President herein prescribed for the President. The Vice-President shall perform such other duties and responsibilities as assigned by the President.
C. The Secretary shall record minutes of all executive board meetings and formal meetings of the club’s general membership and shall transmit electronically to members these minutes after Membership meetings and to the Board after Board meetings. The Secretary shall perform such other duties and responsibilities as assigned by the President.
D. The Treasurer shall keep all records of financial transactions and assets, collect dues, pay Club bills, maintain the club’s checking account, provide a verbal financial report at membership meetings, and provide a written financial report to the Board when requested. The Treasurer shall perform such other duties and responsibilities as assigned by the President.
E. The Member-at-Large will assist the President with duties assigned by the President. The Member-at-Large shall maintain an inventory of Club equipment, purchasing replacement items when needed after obtaining Board approval. Further responsibilities include ensuring the playing courts of the Club remain in safe, operable condition while maintaining USAPA standards for playing facilities. The Member-At-Large shall perform such other duties and responsibilities as assigned by the President.
ARTICLE VI: DISABILITY AND SUCCESSION
A. In case of the removal of the President from office or of their death or resignation, the Vice President shall become President.
B. Whenever there is a vacancy in a Board position, the President shall nominate a person who shall take office upon confirmation by a majority vote of voting members.
C. Whenever the President transmits to the Board their written declaration that they are unable to discharge the powers and duties of office, and until they transmit a written declaration to the contrary, such powers and duties shall be discharged by the Vice President as Acting President.
D. Any Board member may be removed from their position by a unanimous vote of the Board (the affected member shall not have a vote). Primary reasons of consideration would include, but not limited to;
a. Incapacity: Either physical or mental.
b. Inability to perform the duties of the position.
c. Unwillingness to perform subscribed or delegated responsibilities.
ARTICLE VII: BOARD POLICIES
A. The Board, from time to time, will define standard club policies and procedures. These actions will be known as “Board Policies” and will be considered part of the operating documents of the club.
B. Such policies will be enacted by a majority vote of the Board.
C. These policies may be amended or deleted by a Board majority vote.
ARTICLE VIII: MEMBERSHIP MEETINGS
A. A general membership meeting shall be held a minimum of once a year.
B. The Board may call special meetings.
C. All meetings require either written or electronic notice to all members at least two weeks prior to the meeting.
D. Procedures not covered by these by-laws shall be governed by Robert’s Rules of Order.
E. A Quorum at a regular or special meeting shall consist of a minimum 10% of club members at that time.
F. Unless otherwise stated in these by-laws a majority vote of voting members shall be considered the will of the club.
ARTICLE IX: FINANCIAL
A. Financial records shall be maintained for a period of seven (7) years. These records shall remain with the current Treasurer.
B. All expenditures shall be paid from the club’s checking account, regardless of the amount.
C. All Club expenditures require filing of the club’s expense report form along with the paid receipt to be given to the Club Treasurer for the Club’s records.
D. Any financial expenditure exceeding $100 shall be only made with approval of the Board.
E. Club receipts shall be accepted only in US Currency.
F. An annual financial report based on a fiscal year shall be submitted to the general membership and duly recorded in the applicable minutes of the meeting at which presented.
G. Financial Review:
a. The Club’s financial records must be reviewed on an annual basis by an individual or organization other than those elected to the Board or their immediate family.
b. Results of the review shall be presented to the general membership and duly recorded in the applicable minutes of the meeting at which presented.
ARTICLE X: COMMITTEES
A. Standing committees and ad hoc committees shall be created as the Board deems necessary to promote the objectives of the club.
B. Committee chairperson may be appointed by the President or by the general Board.
C. Committee members must be approved by the Board.
D. Committees shall not be autonomous and will be directed by and report to the Board.
ARTICLE XI: GRIEVANCE PROCESS
A. A member of the SLPCC may file a grievance against another member of the SLPCC. The grievance must be filed in writing, addressed to the SLPCC Board, by handing it to any current Board Member. The Club Secretary will record the date of the grievance, the parties involved, and the nature of the grievance.
B. The Board shall investigate the grievance in a timely and reasonable manner, shall speak to the parties involved, shall contact witnesses, and may contact other sources to determine the relevant facts of the matter prior to rendering a decision.
C. The Board has the authority to either dismiss the grievance, to discipline the offending member, so suspend the offending member’s membership for a period or to remove the offending member for cause from membership in the SLPCC. The Secretary of the Club shall record the date of the Board’s decision and the action taken by the Board.
D. A member of the SLPCC may only be removed for cause, i.e. for violating any provision of either the SLPCC By-Laws, the SLPCC Rules, the SLPCC Board Policies, the HOA Board Policies or Rules, or the HOA Homeowner Code of Conduct. The SLPCC Board must reach a unanimous decision to remove a member for cause. If a Board member is the object of the grievance that Board member is precluded from voting on the matter.
E. Member Disciplinary Procedure
a. On the first occurrence, any two Board members will hold a conversation with the member within one week of the occurrence describing it and explaining why it is an offense. This conversation will be followed by an email to the member with a copy to all members of the Board.
b. On the second occurrence, the member will meet with the Board. At that time, the member will receive a warning that the next occurrence will result in suspension or removal from the club. This meeting will be followed up by an email to the member with a copy to all Board members.
c. On the third occurrence, the member may be suspended or be removed for cause from the Club. This will be determined by a Board Vote.
d. If the Board of Directors feels that the offense is grievous enough, steps E.a and E.b may be eliminated.
e. Any further occurrence may result in immediate removal for cause from the Club as described in Article XI D.
f. Members removed for cause from the Club may not participate in Club activities.
g. Members removed for cause from the Club may or may not be permitted to rejoin the Club per Article II H.
ARTICLE XII: BY-LAWS AMENDMENTS
A. Any member in good standing may submit proposals to amend the By-Laws. Proposals must be submitted in writing to the Board, explaining the proposed amendment(s) and reason(s) therefor.
B. Proposed by-laws changes shall be approved by the Board before submission to a vote. The proposed amendment(s) will be emailed to the Membership at least 10 days prior to the next scheduled membership meeting.
C. Revising the by-laws requires a majority vote of the membership voting on the proposal, either electronically or in person. Amendments shall become effective immediately upon approval.
D. A complete revised copy of the by-laws will be emailed to each Club Member and duly recorded in the applicable minutes of the meeting at which passage was effective.
ARTICLE XIII: DISSOLUTION
The Club shall use its funds only to accomplish the objectives and purposes specified in these Bylaws, and no part of said funds shall inure, or be distributed to the members of the Club. On dissolution of the Club, any funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific, or philanthropic organizations to be selected by the Executive Board as defined under Sections 501(c)(3) and 509(a)(1), (2) or (3) of the Internal Revenue Code of 1954.