RINCON COUNTRY WEST RV RESORT
Pickleball Club Bylaws
ARTICLE I – GENERAL
Section A. Name of Club: Rincon Country West Pickleball Club ( or short form RCW Pickleball Club), hereinafter referred to as the Club.
Section B. Purpose of the Club: To promote Rincon Country West Pickleball both within the Rincon Country West Community, and in the communities of its members.
Section C. These bylaws willfully comply with any existing or future rules, regulations, procedures or bylaws of the Rincon Country West RV Resort (RCW). In the event of a conflict between the bylaws contained herein, and rules, regulations, procedures or bylaws of RCW, the governing documents of RCW shall prevail.
Section D. The fiscal year of the Club will run from April 1 of any year until March 31 of the following year.
ARTICLE II - MEMBERSHIP
Section A. Membership shall be open to all temporary and permanent residents of RCW, and Non-Resident Invitee Members, invited by the Board to play regularly at RCW, who have paid up any dues that relate to club membership.
Invitee Members must meet the regulations of RCW for guests at RCW, as they apply to pickleball at RCW.
Section B. There shall be no further precondition for membership, nor will members be required to join any national, state, or regionally affiliated organizations.
Section C. Guest Privileges: The guest privileges set forth in the RCW Rules and Regulations and as amended for Pickleball shall govern guest privileges for the Club.
Section D. Dues: Dues are to be maintained in the form of stated fees for annual membership or for shorter durations, the payment of which fees will determine paid up membership status, and separate fees may be charged for specific types of play, such as round robins, shoot outs, etc. The Board of Directors shall determine fees, if any, for play.
ARTICLE III – BOARD OF DIRECTORS/OFFICERS
Section A. Board of Directors/Officers: The Board of Directors (Board) shall consist of the following Officers of the Club, a President, 3 Vice Presidents, Secretary, Treasurer and Communications Director. The Board shall have overall governing authority over the Club consistent with the provisions of these bylaws and the Standard Operating Procedures, and shall authorize all committees necessary to carry out the purposes and objectives of the Club.
The Board may be assisted by the chairperson of such committees to carry out the club’s function and purposes.
Section B. Election: All Directors/Officers shall be elected by a majority vote of those present at an annual Membership Meeting once a quorum has been established, and shall serve without compensation.
Section C. Term of Office: The Board members shall be elected for one fiscal year.
Existing Board Members may succeed themselves by being duly re-elected in subsequent Annual Membership Meetings.
Section D. Duties and Responsibilities:
President: Shall preside over all Club meetings and be accountable for the administration of club business. The President shall carry out the direction and policies established by the Board of Directors. The President shall act as principle liaison between the Club and RCW management. All committees, including standing committees, and the Chairpersons thereof, shall be appointed by the President with Board approval.
In the event of vacancies on the Board, the President shall appoint, with Board approval, interim replacement Directors until official elections can be held. The President shall ensure that all Club Officers and Directors understand RCW Rules, Regulations, and Procedures.
Vice-President: The Vice Presidents shall perform all such duties and responsibilities as may be assigned with Board approval from time to time by the President.
In the event of the absence of the President or inability of the President to perform the duties of the President 1 Vice President shall be designated by the President to stand in the President’s stead. In the event that the President is unable to make such a designation, the Board will select one of the Vice Presidents to perform the duties of the President in the event of the President’s absence or inability to perform.
Secretary: Shall keep the club records, issue notices of all meetings of the Board or General Membership, shall keep minutes thereof, conduct all correspondence relating to the Club’s business, and furnish whatever reports to the Club or other persons or organizations as may be required.
Treasurer: Shall receive and deposit all moneys due to the Club and pay all obligations that may be incurred by the Club in the regular course of its business, shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Board or General Membership.
Communications Director: The Communications Director shall be responsible for managing any web presence of the Club, including any blog, members group, website, and any payment methods that shall be necessary for dues and tournaments and other collections.
Section E. Election of Officers and Board Members
NOMINATIONS: The Secretary will post at any Club notice board a list of all open board positions for election prior to the commencement of the new fiscal year on April 1, by January 1, of each year. This notice will also be published on any appropriate club web presence.
Club members may nominate another member or themselves. Nominations are to be sent to the Club President.
QUORUM: For purposes of the Annual Membership Meeting a quorum shall consist of all paid up members present at such meeting.
ELECTION: If more than one member is nominated for any elective position, voting shall be by secret written ballot of those present at the meeting. The particular procedures for nominations and elections, to be followed at such meetings, shall be determined by the Board. Should these vacancies not be filled at the Annual Membership Meeting, the Board shall fill the vacancies as it sees fit.
ARTICLE IV – MEETINGS
Section A. Meetings 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. The meeting closest to the end of the fiscal year shall be considered the Annual Membership Meeting for purposes of electing Directors/Officers. The President shall preside at all such meetings.
A quorum shall be considered to be the count of the attending paid up members eligible to vote to conduct any Business of the Club at the General Membership meetings, and except as otherwise specified in these bylaws, a simple majority vote of the membership present shall be sufficient to conduct any business requiring the vote of the membership.
Section B. Meetings of the Officers and the Board: The President may call meetings of the Board at any time by giving notice orally, in writing, or by email. The time and place of such meeting shall be determined by the President. A majority of the Board Members shall constitute a quorum of the Board and therefore, may conduct any business brought before the Board at such meetings.
Article V – Financial
Section A: Maintenance of Financial Records: Financial records must be kept for all fiscal years of the Club, and shall be maintained by the Treasurer, until such time as permission is granted by the Board, by unanimous vote to destroy such records as are considered to no longer be necessary.
Section B. Expenditures: Unbudgeted expenditures between $100 and $500 may be pre-approved by two Directors, excluding the person making the expenditure. One of the two Directors approving the expenditure must be either the President or Treasurer. All higher expenditures must be pre-approved by the Board in its discretion.
A petty cash account of up to $100.00 may be maintained by the Treasurer.
Section C. Financial Records: The Club’s financial records may be audited, by qualified persons or organizations, at the discretion of the Board or as approved by a 2/3 majority at a properly constituted Meeting of the Members.
Section D. Annual Budget, Cash, and Inventory of Club Assets: The Board shall prepare an annual budget to be presented to the General Membership at a regularly scheduled membership meeting.
The Club shall maintain such bank accounts or internal accounts of RCW as are the norm for other clubs at RCW, as may be necessary, in the opinion of the Board, to conduct the Club’s business. All cash receipts, with the exception of petty cash, shall be deposited in one or more of said accounts.
All expenditures by the Club or any member on behalf of the Club must be made by check or credit card only unless they come from petty cash. Receipts and invoices covering all such transactions shall be kept by the Treasurer as part of the Club’s financial records.
The Board shall approve not less than two Directors as persons designated to authorize RCW to make expenditures on behalf of the Club, or to sign checks drawn on the Club’s bank account(s). Preferably two of these Directors shall be the Treasurer and the President.
All assets of the Club shall be physically inventoried at least once annually and a written record thereof shall be maintained by the Treasurer.
ARTICLE VI – COMMITTEES
Section A. All committees created either from time to time for a particular purpose, or as standing committees shall have written mission statements.
ARTICLE VII – AMENDMENTS
Section A. Any paid up member of the Club may propose an amendment to these bylaws. The proposed amendment shall be delivered to the President in writing with a statement setting forth the reasons for the proposed amendment. The proposed amendment must be reviewed by The Board at a regular meeting before presenting it to the membership at a Membership Meeting.
In the event that the Board in their review rejects a proposed bylaw change, the proposed bylaw change and the reasons for that rejection must be communicated to the member proposing it promptly, so that the member proposing the bylaw can amend the proposed bylaw, drop it, or choose to bring it up at the next Membership Meeting.
Prior to a Membership Meeting, the amendment, whether accepted by the Board or rejected by the Board is to be posted for membership review at least 30 days prior to the Membership Meeting. The proposed amendment may then be presented to the general membership for approval at a regularly scheduled Membership Meeting. A two-thirds majority vote of the membership present shall be required to adopt any amendment to the bylaws.
ARTICLE VIII – DISSOLUTION
Section A. This Club exists at the discretion of its members. In the event that a 2/3 majority of paid up members in a Membership Meeting constituted to dissolve the Club, vote to approve the Club’s dissolution then the Club shall be dissolved.
Section B. This Club may not be dissolved until all of its outstanding debts have been paid. Upon dissolution, all assets and all property of the Club shall be surrendered to RCW.
Club President Date
Club Vice Presidents Date
Club Secretary Date
Club Treasurer Date