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HEATHER GARDENS PICKLEBALL CLUB BYLAWS

June 1, 2022,

Rev 1 December 2, 2023

ARTICLE 1 – NAME

The name of this organization shall be The Heather Gardens Pickleball Club and referred to as ‘The Club.’

ARTICLE 2 – MISSION STATEMENT

The Club provides fun recreational activities.

The Club will facilitate clinics and classes.

The Club will cooperate with HGMD, the Heather Gardens Clubhouse staff, and the Tennis Club.

Membership fees may be expended primarily for the purchase of balls. The Officers shall authorize expenditures for other purposes.

ARTICLE 3 –PLAYERS ROSTER AND MEMBERS

Players: Everyone who provides The Club with name, email, phone number, emergency contact name, phone number, and whether they are a resident of HG is put on the PLAYERS ROSTER. Non-residents of Heather Gardens are welcome subject to a 25% limit. Non-residents on the roster on 12/31/2023 will remain members.  A waiting list will be established for non-residents if the 25% limit is exceeded.

MEMBERS: Players who have paid their dues. Club Members are entitled to one vote on motions and elections. Proxies are allowed.

ARTICLE 4 – OFFICERS. Officers must be Club Members.

Resignations: All Officers, Committee Chairpersons and Committee members are volunteers and may resign at any time. 

Terms: Terms are for one year. Officers are limited to 5 terms. Terms begin on January 1.

Removal: All Officers, Committee Chairpersons and committee members can be removed with or without cause by a majority vote of Officers. The person being removed must be given 30 days’ notice and be allowed to appear before the Officers in an executive session.

Officers will be:

  • President

  • Vice President

  • Secretary/Treasurer

  • Immediate Past President.

Committees will be:

  • Nominating Committee consisting of the Vice President and two to four Players.

  • Court Maintenance Committee. 

  • Website Committee.

  • Clinics Committee.

  • Ad-hoc Committees are appointed by the Officers.

Committee Chairpersons will be recruited, appointed, and removed by a majority vote of the Officers. Committee Chairpersons will recruit 1 to 3 Players and may dismiss members of their committee without cause. The committees will write, and update written goals, objectives and policies and get them approved by the Officers. Meetings will be informal and may be called by the Committee Chairperson or two Committee members.

The Officers shall:

  • Meet prior to the annual Club Members Meeting to review how The Club is meeting its guiding principles, to evaluate the Officer’s performance, to recommend the dues following year, to draft motions, review the financial audit, review the agenda for the annual Club Members Meeting, and to set goals for the following year.

  • Hold special Club Members Meetings as requested by the Officers or by 10% of The Club Members to address opportunities or complaints. They may meet in executive session to discuss personal or legal issues. They can vote to ban a Player from playing with the Club.

  • Fill vacancies.

  • Create Club Policies.

  • Initiate an independent annual financial audit by one Heather Gardens resident not on the Players Roster and a Club Member who is not an Officer.

The President shall:

  • Create meeting notices and agendas.

  • Preside at Officers and Players Meetings following Roberts Rules of Order.

  • Have general supervision and provide direction of the affairs of the Club, subject to the control of the Officers.

  • Work with HGMD, the clubhouse staff regarding operations and maintenance of the courts and procuring pickleball equipment.

  • Cooperate with the president of the Tennis club to schedule court times for each club.

  • Update the monthly Heather 'n Yon entry, if necessary, by the date of the HGA board meeting.

  • Write monthly newsletters with help from the Vice President and Secretary/Treasurer.

  • Co-sign checks.

The Vice President shall:

  • Perform all the duties of the President in the absence or disability of the President.

  • Serve as an information resource (non-voting) to all Committees.

  • Oversee that the Committees are functioning adequately.

  • Chair the Nominating Committee.

  • Co-sign checks

The Secretary/Treasurer shall:

  • Purchase pickleballs.

  • Maintain and update the Players Roster.

  • Establish and maintain a bank checking account. Deposit dues and write reimbursement checks. (receipt required), (two signatures required)

  • Prepare and post minutes of all player meetings.

  • Enforce Robert’s Rules of Order.

  • Email and Post meeting notices, agendas, and minutes on the Club website.

  • Maintain the current official copy of the Bylaws. Changes to the bylaws are initiated by the Officers and approved at a regular or special Club Membership Meeting.

  • Register and maintain The Club registration with the IRS, State of Colorado, HGMD and the Heather Gardens Clubhouse as required.

  • Maintain a record of equipment purchased by HGMD and the club.

 

The Committees shall:

 

  • Write policies and procedures subject to the approval of the Officers. Specifically:

  • The nominating committee will recruit one or more candidates for each office and two or more candidates for the nominating committee.

  • The court maintenance committee will dry the courts after rain, blow away leaves and debris, and clear snow as appropriate.

  • The website committee will update the website with the approval of the officers.

  • The Clinics Committee will conduct clinics, arrange for multi-week classes, and promote competitions like Round Robin play as appropriate.

 

ARTICLE 5- MEMBERS MEETINGS

Members’ Meetings are open to everyone on the Players Roster.

 Members’ Meetings will follow Robert’s Rules of Order, particularly everyone is given an opportunity to speak before a person can speak again.

Voting is restricted to Members.

Annual Members Meeting: There will be one annual Members Meeting in November that will set dues, elect officers, and elect two Players for the Nominating Committee. Nominations from the floor are allowed. Election ties will be resolved by drawing lots. Ties on motion votes fail. The terms are for one year from January 1 to December 31. This meeting may be in person, electronic (i.e., zoom) or a combination. Membership meeting notices, agendas and motions will be emailed to the Players Roster and posted on the Club web page at least 1 week prior to the meeting. A quorum for voting on officers, dues and motions is 10% of the Club Membership. Any Club Member can make a motion.

Special Club Members Meetings: Special Club Members Meetings may be called by the President, by majority of the Officers, or by written request signed by 10% or more of The Club Membership.

Officer meetings:

Officer’s meetings are work sessions and are closed to Players. They may be called by any officer.

Article 6- DUES & ASSESSMENTS

Recommended amounts are set annually at the Annual Members meeting.

Dues pro rating is allowed for the partial year joining and leaving The Club.

A voluntary contributions container will be available at the courts for participants who do not wish to be Club Members. A $1/day contribution is suggested but not required.

Article 7- PRIVACY OF CLUB MEMBERS AND PLAYERS

The Officers shall protect the privacy of Club Members and Players.

  • Emails to Club Members shall be sent using the BCC (Blind Carbon Copy) feature.

  • Only the President and Secretary/Treasurer shall have the authority to send emails to the Players.

  • Players may opt in to share their contact information with other Players.

Article 8 – REVISION OF BYLAW

  • The Officers may propose amendments to the Bylaws.

  • Club Members may propose amendments to the bylaws at annual or special Club Members Meetings.

  • Revisions must be approved by a majority vote of the Club Members present at a regular or special Club Members Meeting at which a quorum is present.

Article 9- CLUB DISSOLUTION

If The Club disbands, all club assets will be disposed of as follows:

  • All physical assets belonging to the club such as balls, paddles, nets, ball machines etc. shall be made available to the Club Membership for purchase. All proceeds from this sale shall be deposited into The Club’s treasury.

  • All monies left in The Club’s treasury shall be donated to the Heather Gardens Foundation.

DEFINITIONS

  • The Club: The Heather Gardens Pickleball Club

  • Officers:  President, Vice President, Secretary/Treasurer, and past President.

  • Player: Everyone who has given their contact information to The Club.

  • Players Roster: List of all Players who have given The Club their contact information and want to receive club notifications.

  • Club Members: Players who have paid dues.

  • Committees: Standing and ad hoc committees authorized by the Officers.

  • Committee Chairperson: Players appointed by the Officers to chair their Committee.

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