POLICIES OF THE PRESCOTT LAKES PICKLEBALL CLUB
Prescott Lakes Pickleball Club Policies
DEFINITIONS:
GP1: Operating Procedures: The Board of Directors of the Prescott Lakes Pickleall Club shall operate honestly and with integrity in all its dealing with fellow board members and all other members of the club and with
GP2: Charity Tournaments: Charity tournaments are the responsibility of the requestor(s) wishing to hold the tournament and are not PLPC-sponsored events. The requestor(s) shall first meet with the Board to get input for potential dates and times and then meet with the General Manager of TCPL to get approval to the tournament. After meeting with the General Manager of TCPL, the requestor(s) shall inform the Board of the General Manager’s decision and work with the Board if different dates for the event were identified. The requestor(s) is/are responsible for all aspects of the preparing for, managing, and operating the tournament as well as coordinating with TCPL and the PLPC Board, but may use the PLPC member email list to solicit volunteers. The Board and PLPC will have no active role in tournament preparation and execution except on an independent volunteer basis. (Adopted September 13, 2016)
GP3: Membership: In order to be a member in good standing and participate in PLPC-sponsored events, any person joining the PLPC shall complete an application, pay the annual PLPC dues, sign the PLPC Code of Conduct Ethics and Rules Form and abide by its mandates. Any member, having been terminated, is ineligible for membership. (Adopted September 13, 2016)
GP4: Dues: If an individual joins the PLPC after June 30 of the calendar year of their initial enrollment, they shall pay one half of the annual dues amount. All renewing PLPCmembers shall pay full year dues, regardless of when they join/renew their membership. (Adopted September 13, 2016)
GP5: Use of Courts: The PLPC recognizes that the pickleball courts are provided for use by TCPL and available to all TCPL members. PLPC membership is not required to use the courts. While the PLPC posts a general play schedule, a player does not have to be a PLPC member in order to use the courts during those posted times. The PLPC may, from time to time, utilize all of the courts for PLPC-sponsored activities such as, but not limited to, player lessons, round robins, and tournaments. (Adopted September 13, 2016)
GP6: Round Robins: The PLPC will conduct four Round Robin matches each month based on skill level ratings. The breakdown for skill level ratings for Round Robins is as follows: 2.0/2.5; 3.0; 3.5; and 4.0+. Anyone who is a member of the PLPC (in good standing) and has a skill level rating is eligible to sign up and play. Round Robins are a way for the Pickleball Club to determine when a player is eligible to move up in their rating. (See GP7 below) (Adopted January 21, 2022)
GP7: Ratings: The PLPC utilizes a system where members can self-rate using our Skills Definition Tool or have previously earned an USAPA rating. All ratings are subject to approval by our Ratings Committee. Ratings are optional but encouraged because they allow a member to participate in a variety of Club activities and events. Members can move down in rating at any time simply by asking our Ratings Committee to do so. (Adopted January 21, 2022)
Members can move up one level in rating by qualifying in our monthly Round Robin Tournaments held for their skill level. The following guidelines will apply:
MANAGEMENT POLICIES (MP)
MP1: Setting Policies and Procedures. The Board may establish, modify, or delete policies or procedures with approval of a majority of Board members. (Adopted September 13, 2016)
MP2: Board Meetings. The President shall call Board meetings, determine timely meeting dates and times to best accommodate Board member availability, and establish the meeting location when deemed appropriate or at the request of a majority of Board members. The President shall poll other members for Board agenda items and publish an agenda in advance of the meeting, providing sufficient time for Board members to review the agenda and any supporting materials provided. (Adopted September 13, 2016)
MP3: Board Member Actions Requests. If a Board member requests a Board action, feedback, or decision and communicates that request to the entire Board, any Board member not responding in a timely manner is considered to have abstained but will abide by the outcome/response from the majority of responding Board members. Timely response is considered three calendar days from making the request or recommendation in writing or via email unless the matter is extremely urgent or there are extenuating circumstances preventing a Board member’s response. Urgent requests should be responded to within 24 hours unless there are extenuating circumstances prohibiting a response. A Board meeting may also be called in a timely manner to deal with the item. (Adopted September 13, 2016)
MP4: Invitation to Board Meetings. Any Board member inviting a non-Board member to a Board meeting shall notify the Board members regarding who has been invited, and for what purpose, at least two days in advance of the Board meeting. This policy does not apply to PLPCmembers who independently decide to attend an open Board meeting. (Adopted September 13, 2016)
MP5: Willful Compliance. The Board shall seek clarification with the TCPL General Manger prior to any planned decisions or actions where TCPL documents, policies, or procedures are unclear or silent. (Adopted September 13, 2016)
MP6: Secretary Duties. With the approval of the Board of Directors, some of the duties of the Secretary may be shared with an assistant. (Adopted September 5, 2018)
MP7: Correspondence. The Prescott Lakes Pickleball Club, in order to be in compliance with The Club at Prescott Lakes Rules and Regulations Section 4.2, 2.3c, establishes the following policy: No Board Member shall send correspondence or email to the membership for any one member of PLPC that is personal in nature and/or does not relate to the sport of pickleball or the approved activities of the Prescott Lakes Pickleball Club. This policy does not preclude, with the approval of the Board, sharing information on pickleball events outside Prescott Lakes that may be of interest to the membership.
ELECTION AND TERM POLICIES (EP)
EP1: Board Nominations. The person nominating any individual for a Board position shall have the prior approval of the person being nominated. Any PLPC member is eligible for a Board position unless that person was previously suspended or removed from membership, disciplined by TCPL, or significantly violated any PLPC bylaws. (Adopted September 13, 2016)
EP2: Club President Vacancy. In the event of that the PLPC President leaves office during his/her current term for any reason, the PLPC Vice President will become Acting PLPC President and assume the duties of the PLPC President until January 1 of the year after the next general election. The office of Vice President will remain vacant during this interim period. (Adopted September 13, 2016)
EP3: PLPC Board Vacancy. In the event of a vacancy of any position on the Board of Directors of the Prescott Lakes PIckleball Club, other than President, the President shall appoint, with the consent of the majority of the Board, a PLPC member in good standing to fill the vacancy until January 1 of the year following the next general election. (Adopted November 14, 2018)
EP4: Email Ballots. Pursuant to the change in Prescott Lake Pickleball Club Bylaws on April 22, 2023, in a PLPC Board of Directors election where an absentee ballot is requested, only a PLPC member in good standing shall be qualified to receive an absentee ballot. There shall be only two (2) conditions that qualify for an absentee ballot: 1) The PLPC member will be out of town at the time of the election, or 2) the PLPC member has a health condition that precludes attending the meeting at the time of the election. Requests for an absentee ballot for any and all other conditions shall be denied. (Adopted May 5, 2023)
EP5: Request for absentee Ballot. A request for an absentee ballot for a PLPC Board of Directors election shall be submitted by email to the Chair of the Election Committee by a PLPC member in good standing indicating the reason for the request. If the request meets the qualifying criteria of EP4, the Chair of the Election Committee shall respond by emailing an official absentee ballot to the requesting PLPC member. Only an official absentee ballot sent by the Chair of the Election Committee and returned by one week before the General Meeting to the Chair of the Election Committee shall be considered valid. A limit of one absentee ballot request per PLPC member shall be honored for each election. If two absentee ballots from the same PLPC member are submitted, both ballots shall be deemed invalid. (Adopted May 5, 2023)
EP6: PLPC President and Vice President. It is strongly recommended that each of the positions of President and Vice President be held by a PLPC member who lives in Prescott year round and plays at the Club on a regular basis. (Adopted August 13, 2024)
FINANCIAL POLICIES (FP)
FP1. Annual Budget. The Board will develop an annual budget that defines line item expenditures in as much detail as practical. If multiple expense events or occurrences are in the budget they shall be broken down by event as much as is practical. (Adopted September 13, 2016)
FP2. Spending. If a planned expenditure may cause an over-budget condition for the overall budget, any budgeted line item, or reduce the remaining proportional budget for any specific line item, approval shall be requested from the Board prior to the expenditure. (Adopted September 13, 2016)
FP3. Donations. Financial or in-kind donations to the PLPC are not allowed from individuals who are not members of the PLPC or from any organizations external to TCPL. (Adopted September 13, 2016)
FP4. Budget Analysis and Review. The Club Treasurer shall prepare a performance against budget analysis and balance of year financial forecast of expenditures and review with the Board at least quarterly. This analysis shall identify any projected over/under budget conditions and unanticipated expenditures made or anticipated when the annual budget was initially approved. (Adopted September 13, 2016)
DEFINITIONS:
- Prescott Lakes Pickleball Club (PLPC)
- The Club at Prescott Lakes (TCPL)
- Prescott Lakes Pickleball Club Board of Directors (Board)
GP1: Operating Procedures: The Board of Directors of the Prescott Lakes Pickleall Club shall operate honestly and with integrity in all its dealing with fellow board members and all other members of the club and with
- Transparency that promotes open communication
- Approachability that gives consideration to all ideas
- Respectfulness that addresses the needs of all the users of the Pickleball courts
- Objectivity that promises attention to all proposals
- Commitment that maintains a high quality of Pickleball standards
- Cooperation that interacts with The Club at Prescott Lakes and its management.
GP2: Charity Tournaments: Charity tournaments are the responsibility of the requestor(s) wishing to hold the tournament and are not PLPC-sponsored events. The requestor(s) shall first meet with the Board to get input for potential dates and times and then meet with the General Manager of TCPL to get approval to the tournament. After meeting with the General Manager of TCPL, the requestor(s) shall inform the Board of the General Manager’s decision and work with the Board if different dates for the event were identified. The requestor(s) is/are responsible for all aspects of the preparing for, managing, and operating the tournament as well as coordinating with TCPL and the PLPC Board, but may use the PLPC member email list to solicit volunteers. The Board and PLPC will have no active role in tournament preparation and execution except on an independent volunteer basis. (Adopted September 13, 2016)
GP3: Membership: In order to be a member in good standing and participate in PLPC-sponsored events, any person joining the PLPC shall complete an application, pay the annual PLPC dues, sign the PLPC Code of Conduct Ethics and Rules Form and abide by its mandates. Any member, having been terminated, is ineligible for membership. (Adopted September 13, 2016)
GP4: Dues: If an individual joins the PLPC after June 30 of the calendar year of their initial enrollment, they shall pay one half of the annual dues amount. All renewing PLPCmembers shall pay full year dues, regardless of when they join/renew their membership. (Adopted September 13, 2016)
GP5: Use of Courts: The PLPC recognizes that the pickleball courts are provided for use by TCPL and available to all TCPL members. PLPC membership is not required to use the courts. While the PLPC posts a general play schedule, a player does not have to be a PLPC member in order to use the courts during those posted times. The PLPC may, from time to time, utilize all of the courts for PLPC-sponsored activities such as, but not limited to, player lessons, round robins, and tournaments. (Adopted September 13, 2016)
GP6: Round Robins: The PLPC will conduct four Round Robin matches each month based on skill level ratings. The breakdown for skill level ratings for Round Robins is as follows: 2.0/2.5; 3.0; 3.5; and 4.0+. Anyone who is a member of the PLPC (in good standing) and has a skill level rating is eligible to sign up and play. Round Robins are a way for the Pickleball Club to determine when a player is eligible to move up in their rating. (See GP7 below) (Adopted January 21, 2022)
GP7: Ratings: The PLPC utilizes a system where members can self-rate using our Skills Definition Tool or have previously earned an USAPA rating. All ratings are subject to approval by our Ratings Committee. Ratings are optional but encouraged because they allow a member to participate in a variety of Club activities and events. Members can move down in rating at any time simply by asking our Ratings Committee to do so. (Adopted January 21, 2022)
Members can move up one level in rating by qualifying in our monthly Round Robin Tournaments held for their skill level. The following guidelines will apply:
- A player must be a top four finalist in two Round Robin events in a 12-month period to allow them to challenge up to the next level. The challenge match will be a six-game format where a qualifier will play with and against 3 players in the next higher skill level selected by the Ratings Committee. A player must earn a total of 48 points to move up in rating. If they lose their challenge match, they will return to play in their skill group with zero top four finishes accumulated.
- Three-time top four finalists can challenge up in the six-game format described above. They can also elect to participate in the upcoming Round Robin tournament held for the next higher skill level where they will need to earn 42 points to win their challenge. If a three-time top four finalist loses their challenge match in either format, they can return immediately to Round Robin play with zero top four finishes accumulated. If a three-time top four winner does not challenge up within 30 days, they will have to sit out of round robin play for two months. (Adopted January 21, 2022)
MANAGEMENT POLICIES (MP)
MP1: Setting Policies and Procedures. The Board may establish, modify, or delete policies or procedures with approval of a majority of Board members. (Adopted September 13, 2016)
MP2: Board Meetings. The President shall call Board meetings, determine timely meeting dates and times to best accommodate Board member availability, and establish the meeting location when deemed appropriate or at the request of a majority of Board members. The President shall poll other members for Board agenda items and publish an agenda in advance of the meeting, providing sufficient time for Board members to review the agenda and any supporting materials provided. (Adopted September 13, 2016)
MP3: Board Member Actions Requests. If a Board member requests a Board action, feedback, or decision and communicates that request to the entire Board, any Board member not responding in a timely manner is considered to have abstained but will abide by the outcome/response from the majority of responding Board members. Timely response is considered three calendar days from making the request or recommendation in writing or via email unless the matter is extremely urgent or there are extenuating circumstances preventing a Board member’s response. Urgent requests should be responded to within 24 hours unless there are extenuating circumstances prohibiting a response. A Board meeting may also be called in a timely manner to deal with the item. (Adopted September 13, 2016)
MP4: Invitation to Board Meetings. Any Board member inviting a non-Board member to a Board meeting shall notify the Board members regarding who has been invited, and for what purpose, at least two days in advance of the Board meeting. This policy does not apply to PLPCmembers who independently decide to attend an open Board meeting. (Adopted September 13, 2016)
MP5: Willful Compliance. The Board shall seek clarification with the TCPL General Manger prior to any planned decisions or actions where TCPL documents, policies, or procedures are unclear or silent. (Adopted September 13, 2016)
MP6: Secretary Duties. With the approval of the Board of Directors, some of the duties of the Secretary may be shared with an assistant. (Adopted September 5, 2018)
MP7: Correspondence. The Prescott Lakes Pickleball Club, in order to be in compliance with The Club at Prescott Lakes Rules and Regulations Section 4.2, 2.3c, establishes the following policy: No Board Member shall send correspondence or email to the membership for any one member of PLPC that is personal in nature and/or does not relate to the sport of pickleball or the approved activities of the Prescott Lakes Pickleball Club. This policy does not preclude, with the approval of the Board, sharing information on pickleball events outside Prescott Lakes that may be of interest to the membership.
ELECTION AND TERM POLICIES (EP)
EP1: Board Nominations. The person nominating any individual for a Board position shall have the prior approval of the person being nominated. Any PLPC member is eligible for a Board position unless that person was previously suspended or removed from membership, disciplined by TCPL, or significantly violated any PLPC bylaws. (Adopted September 13, 2016)
EP2: Club President Vacancy. In the event of that the PLPC President leaves office during his/her current term for any reason, the PLPC Vice President will become Acting PLPC President and assume the duties of the PLPC President until January 1 of the year after the next general election. The office of Vice President will remain vacant during this interim period. (Adopted September 13, 2016)
EP3: PLPC Board Vacancy. In the event of a vacancy of any position on the Board of Directors of the Prescott Lakes PIckleball Club, other than President, the President shall appoint, with the consent of the majority of the Board, a PLPC member in good standing to fill the vacancy until January 1 of the year following the next general election. (Adopted November 14, 2018)
EP4: Email Ballots. Pursuant to the change in Prescott Lake Pickleball Club Bylaws on April 22, 2023, in a PLPC Board of Directors election where an absentee ballot is requested, only a PLPC member in good standing shall be qualified to receive an absentee ballot. There shall be only two (2) conditions that qualify for an absentee ballot: 1) The PLPC member will be out of town at the time of the election, or 2) the PLPC member has a health condition that precludes attending the meeting at the time of the election. Requests for an absentee ballot for any and all other conditions shall be denied. (Adopted May 5, 2023)
EP5: Request for absentee Ballot. A request for an absentee ballot for a PLPC Board of Directors election shall be submitted by email to the Chair of the Election Committee by a PLPC member in good standing indicating the reason for the request. If the request meets the qualifying criteria of EP4, the Chair of the Election Committee shall respond by emailing an official absentee ballot to the requesting PLPC member. Only an official absentee ballot sent by the Chair of the Election Committee and returned by one week before the General Meeting to the Chair of the Election Committee shall be considered valid. A limit of one absentee ballot request per PLPC member shall be honored for each election. If two absentee ballots from the same PLPC member are submitted, both ballots shall be deemed invalid. (Adopted May 5, 2023)
EP6: PLPC President and Vice President. It is strongly recommended that each of the positions of President and Vice President be held by a PLPC member who lives in Prescott year round and plays at the Club on a regular basis. (Adopted August 13, 2024)
FINANCIAL POLICIES (FP)
FP1. Annual Budget. The Board will develop an annual budget that defines line item expenditures in as much detail as practical. If multiple expense events or occurrences are in the budget they shall be broken down by event as much as is practical. (Adopted September 13, 2016)
FP2. Spending. If a planned expenditure may cause an over-budget condition for the overall budget, any budgeted line item, or reduce the remaining proportional budget for any specific line item, approval shall be requested from the Board prior to the expenditure. (Adopted September 13, 2016)
FP3. Donations. Financial or in-kind donations to the PLPC are not allowed from individuals who are not members of the PLPC or from any organizations external to TCPL. (Adopted September 13, 2016)
FP4. Budget Analysis and Review. The Club Treasurer shall prepare a performance against budget analysis and balance of year financial forecast of expenditures and review with the Board at least quarterly. This analysis shall identify any projected over/under budget conditions and unanticipated expenditures made or anticipated when the annual budget was initially approved. (Adopted September 13, 2016)
