PRESCOTT LAKES PICKLEBALL CLUB
BYLAWS
Adopted October 3, 2016
ARTICLE 1: GENERAL
SECTION A. NAME OF THE CLUB
The name of this club shall be The Prescott Lakes Pickleball Club (PLPC).
SECTION B. PURPOSE OF THE CLUB
The purpose of the PLPC is to promote the sport of pickleball and provide a healthy, enjoyable, recreational activity for Prescott Lakes Athletic Club members.
SECTION C: WILLFUL COMPLIANCE
These bylaws willfully comply with the rules, regulations and procedures of The Club at Prescott Lakes (TCPL). In the event of a conflict between these bylaws and the governing documents of TCPL, the TCPL bylaws shall prevail. Anything not stated in the bylaws shall be referred to Roberts Rules of Order.
SECTION D: NON-PROFIT ORGANIZATION
The PLPC shall be operated as a non-profit organization under the 501(c)(7) social and recreational club category in accordance with Arizona and federal statutes, and those of TCPL, meaning that with few exceptions, PLPC income should not greatly exceed expenses. Where revenues do exceed expenses, the net gain should be used to foster continued PLPC growth and activity.
SECTION E: AMENDMENTS
Written notice of a proposed amendment or amendments to these bylaws shall be given to each member at least two weeks prior to a general membership meeting. Final action on these proposals shall be decided by the majority vote of the members present at such meeting.
ARTICLE 2: ORGANIZATION, OPERATION, AND ELECTIONS
SECTION A: ORGANIZATION
The Prescott Lakes Pickleball Club (PLPC) shall be a non-profit organization governed by a Board of Directors (Board). The Board will consist of four officers (President, Vice President, Secretary and Treasurer) and three Members at Large.
SECTION B: OPERATION
The Board may establish policies and/or procedures and shall conduct business in an open format and in accordance with TCPL.
The Board shall operate with transparency, honesty and integrity in all its dealing with Board members, members of the PLPC and TCPL in order to maintain the highest of pickleball standards in our community.
SECTION C: ELECTIONS
All board members shall be elected by a majority vote of those PLPC members in person at the annual meeting and by any PLPC member who has submitted an official absentee ballot.
The PLPC Board shall appoint an Election Committee to oversee election procedures. Official absentee ballots shall be obtained from the Election Committee and shall be returned by seven days before the annual meeting. Members (minimum of 3) of the election committee shall be PLPC members in good standing, cannot be members of the current PLPC Club Board, nor currently be running for office.
All Board members are elected for either a one (1) or a two (2) year term to be determined by the Board. Staggered terms may be used if the Board recommends them for continuity. The number of consecutive terms will be determined and limited by the Board.
Voting for Board members will be held in the fall with commencement of terms to begin on January 1st of the year following election. (Adopted April 22, 2023)
ARTICLE 3: DUTIES OF OFFICERS AND COMMITTEE CHAIRS
SECTION A: BOARD OF DIRECTORS
The PLPC shall maintain a Board of Directors (Board) consisting of the President, the Vice-President, the Secretary, the Treasurer and three Members at Large. The general PLPC membership shall elect all members of the Board of Directors, except those appointed to fill temporary vacancies.
The Board of Directors shall have governing authority over the PLPC consistent with these bylaws. The Board shall develop all PLPC policies including a mandatory ethics and rules form to be signed by all members, conduct and approve all PLPC business and correspondence, and approve all PLPC expenditures between $100 and $500.
SECTION B: IMPEACHMENT OF OFFICERS
By a vote of two-thirds of the Board, the Board may initiate impeachment proceedings against an elected Board member. The impeachment shall be communicated to the membership by the Secretary in the form of articles of impeachment and the impeached Board Member’s statement of defense. By a majority vote of the votes cast by the membership at a general meeting in favor of removal, the impeached Board Member shall have been removed from office. Any appointed Board Member may be removed by a majority of the Board.
SECTION C: PRESIDENT
Shall preside over meetings and assure the PLPC remains in compliance with all governing documents of TCPL.
Shall act as the principal liaison between the PLPC and TCPL.
Shall be the chief spokesperson, calling meetings when deemed appropriate.
Shall appoint all committee chairpersons.
Shall, in the event of vacancies on the Board appoint, with Board approval, an interim replacement until the next official election.
Shall oversee the activities of the other officers.
Shall be authorized to sign checks drawn on the PLPC’s bank account.
Shall carry out the direction and policies established by the Board.
SECTION D: VICE-PRESIDENT
Shall perform duties of the President in the event of the President's absence, and shall perform other duties as assigned by the President.
SECTION E: SECRETARY
Shall keep PLPC records including Code of Conduct Ethics and Rules forms.
Shall issue notices of meeting of the Board and General Meetings.
Shall keep minutes of all Board meetings and General meetings and distribute same to members.
Shall develop and prepare special publicity media to inform residents and others of PLPC activities.
Shall maintain an up-to-date membership roster.
Shall conduct correspondence relating to PLPC business.
Shall oversee the PLPC’s website.
Shall provide correspondence to PLPC members as approved by the President and/or the Board.
SECTION F: TREASURER
Shall receive and deposit all funds due to the PLPC.
Shall maintain an up-to-date ledger of all financial transactions.
Shall pay all outstanding bills.
Shall prepare and submit year-end reports to the Board and membership as required.
Shall be authorized to sign checks drawn on the PLPC’s bank account.
Shall maintain up-to-date membership roster.
Shall file yearly 990N per IRS non-profit status rulings.
SECTION G: COMMITTEES
Committees shall be established as needed and be governed by the Board with all actions of committees including verbal or written correspondence and expenditures pre-approved by the Board.
TOURNAMENTS
Shall suggest and implement all facets of PLPC approved tournaments.
ACCESSORIES
Shall research and recommend for Board consideration items relating to any needed accessories for the court or accessories for PLPC members, such as T-shirts, visors, badges, banners, and similar items.
PROMOTIONS
Shall work to promote the PLPC and the sport, which may include newspaper, posters, E-mail, or other media.
ELECTIONS
Shall form nominating committees, solicit nominations and conduct elections according to these bylaws and PLPC policies.
INSTRUCTION
Shall design, promote and conduct regular instruction available to all members of TCPL for the purpose of improving member skills and adding to PLPC membership.
Shall design and conduct regular referee training to ensure the availability of a constant pool of referees.
Shall design and conduct other forms of instruction as needed.
MEMBER-SERVICES
In the event of a possible ethics violation, the committee shall consider if the event rises to an ethics violation and work with the Board of Directors to determine a course of action.
a. If the action does not constitute an ethics violation, but is deemed inappropriate, the committee will discuss the situation with the offending member and recommend a future course of action to the member. The committee shall keep a written record of such discussions.
b. If the action does constitute an ethics violation, the committee will follow the ethics violation procedures of these bylaws and maintain a written record of all actions.
PHOTOGRAPHY
Shall serve as official PLPC photographer of all PLPC Activities.
Shall submit appropriate photos to the secretary for posting on the PLPC website, to the Promotions Committee for their use, and to TCPL for their use.
SOCIAL ACTIVITIES
Shall suggest, advertise, and otherwise promote regular PLPC social activities designed to foster PLPC togetherness.
ARTICLE 4: MEETINGS
Section A. MEETING OF THE MEMBERS: Membership meetings shall be held not less than twice annually, the time and place of such meetings to be determined by the Board of Directors. The PLPC President shall preside at all such meetings and Robert’s Rules of Order shall be followed. Except as otherwise specified in these bylaws, a simple majority vote of the members present and eligible to vote shall be sufficient to conduct any business requiring the vote of the membership. The President, with the approval of the Board, may schedule membership meetings as necessary.
Minutes shall be taken by the secretary to document all business sessions. Minutes, as well as other pertinent administrative records, shall be retained for a period of three (3) years. Minutes shall be available to the membership before the next general meeting.
Section B. MEETINGS OF THE OFFICERS AND THE BOARD: The PLPC President or Board majority may call meetings of the PLPC Board at any time by giving notice orally, in writing, or email and shall determine the time and place of such meeting in a timely manner. A majority of the PLPC Board members shall constitute a quorum of the PLPC Board and, therefore, may conduct any business brought before the PLPC Board at such meetings.
ARTICLE 5: MEMBERSHIP AND DUES
Section A: MEMBERSHIP
Membership shall be open to all members in good standing of TCPL. There shall be no precondition for membership, nor shall members be required to join any national, state, or regionally affiliated organization. Affiliation with other organizations may be required to participate in certain competitive activities.
Each member is required to sign the Ethics and Rules form, to be kept on file by the Secretary, and abide by its mandates.
Section B: DUES
Annual dues in the amount approved by the Board are payable before January 1 and considered delinquent if not paid by January 1 of each year. Dues may be pro-rated for the initial membership year only.
ARTICLE 6: FINANCIAL AUTHORITY FOR EXPENDITURES
Section A: MAINTAINANCE OF FINANCIAL RECORDS: Financial records and related documentation must be kept for seven (7) previous years and the current year and shall be maintained by the Treasurer.
Section B: EXPENDITURES: The President has authority to spend up to $100 without Board approval. Unbudgeted single expenditures between $100 and $500 must be approved by the Board. Unbudgeted single expenditures in excess of $500 must be approved by the majority of members present at a general meeting. Receipts must be provided for all expenditures.
Section C: SIGNATORIES: The President and the Treasurer shall be authorized to sign all checks. All funds/revenues shall be deposited in a bank account established in PLPC’s name.
Section D: REIMBURSEMENTS: Signatories are to request reimbursement for their own expenditures from a second signatory. A receipt is required for all expenditures and disbursements.
Section E: COMPENSATION: No PLPC members shall receive compensation or financial award from PLPC funds for contributions or service to the PLPC.
Section F: PETTY CASH: The PLPC may maintain a Petty Cash fund not to exceed $50.00 and allow disbursements from this fund for receipted incidental expenses not to exceed $25.00 each disbursement.
Section G: FINANCIAL RECORDS AUDIT: Qualified persons or organizations, at the discretion of the Board, may audit the PLPC’s financial records.
Section H: ANNUAL BUDGET: The Board shall prepare an annual budget to be presented to the general membership at a regularly-scheduled membership meeting.
ARTICLE 7: GUESTS
Guests of the PLPC shall abide by all rules of TCPL whenever on the grounds and shall adhere to the visits-per-year policy as determined by the governing body of TCPL. Some tournament play may be excused from the visit rule. Members who bring guests are ultimately responsible for the conduct of their guests and must accompany them while the guests are on the premises.
ARTICLE 8: ETHICS AND CODE OF CONDUCT
Section A: PROMOTING THE ENJOYMENT OF PICKLEBALL
Promoting the enjoyment of the game of pickleball within Prescott Lakes implies proper ethics, etiquette, and sportsmanship on the part of all PLPC members. Although pickleball obviously is intended to be competitive, that competitiveness should be secondary to the social and recreational components of the game and should not come at the expense of other players’ enjoyment.
Section B: VIOLATIONS
The following conduct or actions engaged in by a member when interacting with another member regarding PLPC play or business shall be deemed in violation of the above:
Specific penalties will be dependent on the severity of the violation and may range from a written warning, to temporary suspension of PLPC privileges, to termination of PLPC membership. Written notice regarding the reasons for a temporary suspension shall be provided to the General Manager of TCPL within two (2) business days of the temporary suspension. Termination of a club membership can only occur following a recommendation from the General Manager TCPL
Any suspended or terminated PLPC member has the right to appeal to the Board of Directors or the General Manager.
Section D: PROPER CONDUCT
Proper ethics, etiquette and sportsmanship further imply practicing these same virtues in daily interaction with PLPC members. Players should strive to share court time if other members are waiting to play. Players should attempt to play with PLPC members of varying skill levels, even if doing so results in a less competitive game than desired. Skilled players should accommodate the abilities of lesser skilled players and adjust velocity and shot making to ensure an enjoyable experience for all participants.
ARTICLE 9: DISSOLUTION
After satisfying all outstanding debts, any remaining property or assets will be surrendered to The Club at Prescott Lakes or its agents.
SECTION A. NAME OF THE CLUB
The name of this club shall be The Prescott Lakes Pickleball Club (PLPC).
SECTION B. PURPOSE OF THE CLUB
The purpose of the PLPC is to promote the sport of pickleball and provide a healthy, enjoyable, recreational activity for Prescott Lakes Athletic Club members.
SECTION C: WILLFUL COMPLIANCE
These bylaws willfully comply with the rules, regulations and procedures of The Club at Prescott Lakes (TCPL). In the event of a conflict between these bylaws and the governing documents of TCPL, the TCPL bylaws shall prevail. Anything not stated in the bylaws shall be referred to Roberts Rules of Order.
SECTION D: NON-PROFIT ORGANIZATION
The PLPC shall be operated as a non-profit organization under the 501(c)(7) social and recreational club category in accordance with Arizona and federal statutes, and those of TCPL, meaning that with few exceptions, PLPC income should not greatly exceed expenses. Where revenues do exceed expenses, the net gain should be used to foster continued PLPC growth and activity.
SECTION E: AMENDMENTS
Written notice of a proposed amendment or amendments to these bylaws shall be given to each member at least two weeks prior to a general membership meeting. Final action on these proposals shall be decided by the majority vote of the members present at such meeting.
ARTICLE 2: ORGANIZATION, OPERATION, AND ELECTIONS
SECTION A: ORGANIZATION
The Prescott Lakes Pickleball Club (PLPC) shall be a non-profit organization governed by a Board of Directors (Board). The Board will consist of four officers (President, Vice President, Secretary and Treasurer) and three Members at Large.
SECTION B: OPERATION
The Board may establish policies and/or procedures and shall conduct business in an open format and in accordance with TCPL.
The Board shall operate with transparency, honesty and integrity in all its dealing with Board members, members of the PLPC and TCPL in order to maintain the highest of pickleball standards in our community.
SECTION C: ELECTIONS
All board members shall be elected by a majority vote of those PLPC members in person at the annual meeting and by any PLPC member who has submitted an official absentee ballot.
The PLPC Board shall appoint an Election Committee to oversee election procedures. Official absentee ballots shall be obtained from the Election Committee and shall be returned by seven days before the annual meeting. Members (minimum of 3) of the election committee shall be PLPC members in good standing, cannot be members of the current PLPC Club Board, nor currently be running for office.
All Board members are elected for either a one (1) or a two (2) year term to be determined by the Board. Staggered terms may be used if the Board recommends them for continuity. The number of consecutive terms will be determined and limited by the Board.
Voting for Board members will be held in the fall with commencement of terms to begin on January 1st of the year following election. (Adopted April 22, 2023)
ARTICLE 3: DUTIES OF OFFICERS AND COMMITTEE CHAIRS
SECTION A: BOARD OF DIRECTORS
The PLPC shall maintain a Board of Directors (Board) consisting of the President, the Vice-President, the Secretary, the Treasurer and three Members at Large. The general PLPC membership shall elect all members of the Board of Directors, except those appointed to fill temporary vacancies.
The Board of Directors shall have governing authority over the PLPC consistent with these bylaws. The Board shall develop all PLPC policies including a mandatory ethics and rules form to be signed by all members, conduct and approve all PLPC business and correspondence, and approve all PLPC expenditures between $100 and $500.
SECTION B: IMPEACHMENT OF OFFICERS
By a vote of two-thirds of the Board, the Board may initiate impeachment proceedings against an elected Board member. The impeachment shall be communicated to the membership by the Secretary in the form of articles of impeachment and the impeached Board Member’s statement of defense. By a majority vote of the votes cast by the membership at a general meeting in favor of removal, the impeached Board Member shall have been removed from office. Any appointed Board Member may be removed by a majority of the Board.
SECTION C: PRESIDENT
Shall preside over meetings and assure the PLPC remains in compliance with all governing documents of TCPL.
Shall act as the principal liaison between the PLPC and TCPL.
Shall be the chief spokesperson, calling meetings when deemed appropriate.
Shall appoint all committee chairpersons.
Shall, in the event of vacancies on the Board appoint, with Board approval, an interim replacement until the next official election.
Shall oversee the activities of the other officers.
Shall be authorized to sign checks drawn on the PLPC’s bank account.
Shall carry out the direction and policies established by the Board.
SECTION D: VICE-PRESIDENT
Shall perform duties of the President in the event of the President's absence, and shall perform other duties as assigned by the President.
SECTION E: SECRETARY
Shall keep PLPC records including Code of Conduct Ethics and Rules forms.
Shall issue notices of meeting of the Board and General Meetings.
Shall keep minutes of all Board meetings and General meetings and distribute same to members.
Shall develop and prepare special publicity media to inform residents and others of PLPC activities.
Shall maintain an up-to-date membership roster.
Shall conduct correspondence relating to PLPC business.
Shall oversee the PLPC’s website.
Shall provide correspondence to PLPC members as approved by the President and/or the Board.
SECTION F: TREASURER
Shall receive and deposit all funds due to the PLPC.
Shall maintain an up-to-date ledger of all financial transactions.
Shall pay all outstanding bills.
Shall prepare and submit year-end reports to the Board and membership as required.
Shall be authorized to sign checks drawn on the PLPC’s bank account.
Shall maintain up-to-date membership roster.
Shall file yearly 990N per IRS non-profit status rulings.
SECTION G: COMMITTEES
Committees shall be established as needed and be governed by the Board with all actions of committees including verbal or written correspondence and expenditures pre-approved by the Board.
TOURNAMENTS
Shall suggest and implement all facets of PLPC approved tournaments.
ACCESSORIES
Shall research and recommend for Board consideration items relating to any needed accessories for the court or accessories for PLPC members, such as T-shirts, visors, badges, banners, and similar items.
PROMOTIONS
Shall work to promote the PLPC and the sport, which may include newspaper, posters, E-mail, or other media.
ELECTIONS
Shall form nominating committees, solicit nominations and conduct elections according to these bylaws and PLPC policies.
INSTRUCTION
Shall design, promote and conduct regular instruction available to all members of TCPL for the purpose of improving member skills and adding to PLPC membership.
Shall design and conduct regular referee training to ensure the availability of a constant pool of referees.
Shall design and conduct other forms of instruction as needed.
MEMBER-SERVICES
In the event of a possible ethics violation, the committee shall consider if the event rises to an ethics violation and work with the Board of Directors to determine a course of action.
a. If the action does not constitute an ethics violation, but is deemed inappropriate, the committee will discuss the situation with the offending member and recommend a future course of action to the member. The committee shall keep a written record of such discussions.
b. If the action does constitute an ethics violation, the committee will follow the ethics violation procedures of these bylaws and maintain a written record of all actions.
PHOTOGRAPHY
Shall serve as official PLPC photographer of all PLPC Activities.
Shall submit appropriate photos to the secretary for posting on the PLPC website, to the Promotions Committee for their use, and to TCPL for their use.
SOCIAL ACTIVITIES
Shall suggest, advertise, and otherwise promote regular PLPC social activities designed to foster PLPC togetherness.
ARTICLE 4: MEETINGS
Section A. MEETING OF THE MEMBERS: Membership meetings shall be held not less than twice annually, the time and place of such meetings to be determined by the Board of Directors. The PLPC President shall preside at all such meetings and Robert’s Rules of Order shall be followed. Except as otherwise specified in these bylaws, a simple majority vote of the members present and eligible to vote shall be sufficient to conduct any business requiring the vote of the membership. The President, with the approval of the Board, may schedule membership meetings as necessary.
Minutes shall be taken by the secretary to document all business sessions. Minutes, as well as other pertinent administrative records, shall be retained for a period of three (3) years. Minutes shall be available to the membership before the next general meeting.
Section B. MEETINGS OF THE OFFICERS AND THE BOARD: The PLPC President or Board majority may call meetings of the PLPC Board at any time by giving notice orally, in writing, or email and shall determine the time and place of such meeting in a timely manner. A majority of the PLPC Board members shall constitute a quorum of the PLPC Board and, therefore, may conduct any business brought before the PLPC Board at such meetings.
ARTICLE 5: MEMBERSHIP AND DUES
Section A: MEMBERSHIP
Membership shall be open to all members in good standing of TCPL. There shall be no precondition for membership, nor shall members be required to join any national, state, or regionally affiliated organization. Affiliation with other organizations may be required to participate in certain competitive activities.
Each member is required to sign the Ethics and Rules form, to be kept on file by the Secretary, and abide by its mandates.
Section B: DUES
Annual dues in the amount approved by the Board are payable before January 1 and considered delinquent if not paid by January 1 of each year. Dues may be pro-rated for the initial membership year only.
ARTICLE 6: FINANCIAL AUTHORITY FOR EXPENDITURES
Section A: MAINTAINANCE OF FINANCIAL RECORDS: Financial records and related documentation must be kept for seven (7) previous years and the current year and shall be maintained by the Treasurer.
Section B: EXPENDITURES: The President has authority to spend up to $100 without Board approval. Unbudgeted single expenditures between $100 and $500 must be approved by the Board. Unbudgeted single expenditures in excess of $500 must be approved by the majority of members present at a general meeting. Receipts must be provided for all expenditures.
Section C: SIGNATORIES: The President and the Treasurer shall be authorized to sign all checks. All funds/revenues shall be deposited in a bank account established in PLPC’s name.
Section D: REIMBURSEMENTS: Signatories are to request reimbursement for their own expenditures from a second signatory. A receipt is required for all expenditures and disbursements.
Section E: COMPENSATION: No PLPC members shall receive compensation or financial award from PLPC funds for contributions or service to the PLPC.
Section F: PETTY CASH: The PLPC may maintain a Petty Cash fund not to exceed $50.00 and allow disbursements from this fund for receipted incidental expenses not to exceed $25.00 each disbursement.
Section G: FINANCIAL RECORDS AUDIT: Qualified persons or organizations, at the discretion of the Board, may audit the PLPC’s financial records.
Section H: ANNUAL BUDGET: The Board shall prepare an annual budget to be presented to the general membership at a regularly-scheduled membership meeting.
ARTICLE 7: GUESTS
Guests of the PLPC shall abide by all rules of TCPL whenever on the grounds and shall adhere to the visits-per-year policy as determined by the governing body of TCPL. Some tournament play may be excused from the visit rule. Members who bring guests are ultimately responsible for the conduct of their guests and must accompany them while the guests are on the premises.
ARTICLE 8: ETHICS AND CODE OF CONDUCT
Section A: PROMOTING THE ENJOYMENT OF PICKLEBALL
Promoting the enjoyment of the game of pickleball within Prescott Lakes implies proper ethics, etiquette, and sportsmanship on the part of all PLPC members. Although pickleball obviously is intended to be competitive, that competitiveness should be secondary to the social and recreational components of the game and should not come at the expense of other players’ enjoyment.
Section B: VIOLATIONS
The following conduct or actions engaged in by a member when interacting with another member regarding PLPC play or business shall be deemed in violation of the above:
- Acts which threaten his or her safety or the safety of other members.
- Verbal outbursts which are profane or threatening or abusive.
- Acts or language which harasses or belittles a fellow PLPC member or which creates turmoil and dissension among members.
- Actions which damage PLPC property and/or TCPL property.
- Failure to comply with Court Schedule.
- Violation of PLPC Bylaws or Policies.
- Any other action which may cause harm or damage to PLPC or TCPL.
Specific penalties will be dependent on the severity of the violation and may range from a written warning, to temporary suspension of PLPC privileges, to termination of PLPC membership. Written notice regarding the reasons for a temporary suspension shall be provided to the General Manager of TCPL within two (2) business days of the temporary suspension. Termination of a club membership can only occur following a recommendation from the General Manager TCPL
Any suspended or terminated PLPC member has the right to appeal to the Board of Directors or the General Manager.
Section D: PROPER CONDUCT
Proper ethics, etiquette and sportsmanship further imply practicing these same virtues in daily interaction with PLPC members. Players should strive to share court time if other members are waiting to play. Players should attempt to play with PLPC members of varying skill levels, even if doing so results in a less competitive game than desired. Skilled players should accommodate the abilities of lesser skilled players and adjust velocity and shot making to ensure an enjoyable experience for all participants.
ARTICLE 9: DISSOLUTION
After satisfying all outstanding debts, any remaining property or assets will be surrendered to The Club at Prescott Lakes or its agents.
