LHC Pickleball Association Bylaws

Lake Havasu City Pickleball Association, Inc.

Bylaws

ARTICLE I – GENERAL

Section A.      Name of Association: Lake Havasu City Pickleball Association, inc. (LHCPBA), hereinafter Association.

Section B. The Mission of the LHCPBA is to promote the development and growth of pickleball in the Lake Havasu City area.

Section C. Fundraising: This Association shall be operated as a nonprofit within the rules established by the State of Arizona as a nonprofit corporation and within the meaning of the federal government Section 501(c)(7). Funds raised by this Association will be used to improve pickleball facilities, may be partnered with public entities and/or other organizations and may be used to further support our mission statement. No board member will profit from any fundraising activities of the Association.

ARTICLE II – MEMBERSHIP

Section A.     Membership shall be open to all.

Section B.     There shall be no precondition for membership, nor will members be required to join any national, state, or regionally affiliated organizations.

 

Section C.     Dues: Annual dues in an amount determined by the Board are payable in advance.  Dues run annually from 1 January to the 31 December. A member in good standing is one whose dues are paid current. Dues are used to run the everyday activities of the Association and may be used to support our mission statement as well. Exception: In the initial startup process, a member in good standing is one who is on our official roster kept by the secretary and/or one who attends the first annual meeting.

ARTICLE III – OFFICERS and DIRECTOR

Section A.     Board of Directors: The Board of Directors, hereinafter Board, shall consist of six elected members; President, Vice President, Secretary, Sergeant at Arms, Treasurer and one Director. The Board may appoint members to fill an unexpired term. The General Association Membership shall elect the Board Members, except those Members who are appointed.   The Board may be assisted by the chairperson of such committees as may be established by the Board to carry out the Association’s function and purposes.

Section B.     Election: The Board shall be elected by a majority vote of those present or by absentee ballot at an annual membership meeting once a quorum has been established, and shall serve without compensation. Notice of annual meeting will be through email and/or via Association website.

Section C.     Term of Office: Officers and Director are elected for a two (2) year term and can succeed themselves provided they receive a majority vote of those in attendance at the election.  The term of office shall begin at the January Annual Meeting. EXCEPTION: At the initial organization startup, the vice-president, the secretary and Director will serve a one year term; all others will serve a two year term. This process will allow a staggered succession of officer positions.

Section D.     Duties and Responsibilities:

Board of Directors: The Board shall have overall governing authority over the Association consistent with the provisions of these bylaws and shall establish all committees necessary to carry out the purposes and objectives of the Association.

President: Shall preside over all association meetings and be accountable for the administration of Association business.  The President shall carry out the direction and policies established by the Board.  The President shall appoint members of all committees that have been authorized by the Board, and shall also appoint the chairpersons of such committees. In the event of vacancies on the Board, the President shall appoint, with Board approval, interim replacement members to finish out the term until official elections can be held.  The President shall cast the tie-breaker vote on Board matters as needed but will otherwise be a non-voting Board Member.

Vice-President:  Shall serve as parliamentarian and perform all duties of the President in the event of the President’s absence or inability to perform and shall also perform other such duties and responsibilities as may be assigned, with Board approval, from time to time by the President.

Secretary:  Shall keep the Association records, issue notices of all meetings of the Board and General Membership, shall keep minutes thereof, conduct all correspondence relating to the Association’s business, and furnish whatever reports to the Association or other persons or organizations as may be required.

Treasurer:  Shall receive and deposit all monies due to the association and pay all obligations that may be incurred by the association 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.  Shall prepare, or cause to be prepared, and submit year-end reports and tax filings as necessary, and maintain previous years’ financial records.

Sergeant at Arms: Shall enforce board directives, preserve order.

Director: Shall attend all board meetings and conduct the business of the association.

Section E.  Quorum and Voting: A minimum of 20 members in good standing excluding Board members must be present and eligible to vote at any election specified in these bylaws.  If more than one member is nominated for any elective position, voting shall be by secret written ballot.  The Board shall determine the particular procedures for nominations and elections to be followed at such meetings.  Should these vacancies not be filled at the Annual Meeting, the Board shall fill the vacancies as it sees fit.

ARTICLE IV – MEETINGS

Section A.     Meetings of the General Membership: The annual general membership meeting will be held during the month of January, the time and place of such meeting to be determined by the Board. Additional membership meetings may be held as determined by the Board. The President shall preside at all such meetings and Robert’s Rules of Order – Newly Revised shall be followed.  A minimum of 20 members eligible to vote excluding the Board members shall be necessary to conduct any business of the Association 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.     Board Meetings: The President may call meetings of the Board at any time by giving notice orally, in writing, or email.  The President shall determine the date, time and place of such meeting.  An agenda for a board meeting will be distributed to the membership at least 3 days prior to the meeting. A majority of the Board Members shall constitute a quorum and therefore, may conduct any business brought before the Board at such meetings. Because of geographical limitations, it may be necessary to conduct board business via email or teleconference.

ARTICLE V – FINANCIAL

Section A.     Maintenance of Financial Records: Financial records and related documentation must be kept for the 5 previous years and the current year, and shall be maintained by the Treasurer.

Section B.     Expenditures: Unbudgeted single expenditures not to exceed $500.00 must be approved by the Board. Unbudgeted single expenditures in excess of $500.00 must be approved by a majority vote of those present at a General Membership meeting.

Section C.     Reimbursements: Any board member who is on the check book signature authorized list must have board approval for reimbursement for their own expenditures. A Board member cannot sign his/her own reimbursement check.

Section D.     Audits: Qualified persons or organizations, at the discretion of the Board or Association members may audit the Association’s financial records.

Section E.     Annual Budget and Inventory of Association Assets: The Board shall prepare an annual budget to be presented to the General Membership at a regularly scheduled Membership meeting.  The association shall maintain a general checking and savings account and any other accounts deemed necessary to meet our mission.  All expenditures must be made by check. The Board shall designate not less than FOUR Board Members as persons authorized to sign checks drawn of the Association’s bank account(s) with two signatures required on each check: THE TREASURER IS NOT TO BE A SIGNATORY ON ANY CHECKS.  All assets of the Association shall be physically inventoried at least once annually immediately following the annual and the Treasurer thereof shall maintain a written record.

ARTICLE VI – COMMITTEES

Section A.     Appointment: All committees, including standing committees, and the Chairpersons thereof, shall be appointed by the President with Board approval.  All committees shall have written mission statements assigned prior to the committee appointments. All committees will keep written minutes of their respective meetings.

Section B. Standing committees may include:

1. Funding/Facilities Committee Mission: To develop and organize funding sources in support of LHCPBA objectives, which may also include organizing and recommending facilities development/improvement.

2. Website/Communication/Publicity Committee Mission: To develop and maintain a website for the purposes of communicating appropriate information on a timely basis for Association and non- Association members.

3. Competition/Education Committee Mission: To organize both USAPA sanctioned and non-sanctioned competitive events and to organize and develop clinics and training opportunities for both Association members and nonmembers.

4. Player Concerns Committee Mission: To process concerns of Association members and to make appropriate recommendations to the Board and/or other committee chairpersons as it relates to the resolution of those concerns.

5. Membership Committee Mission: To organize and process member information. To review and recommend a dues structure to the Board. To develop a “why be a member” statement.

6. Elections Committee Mission: To organize and recommend a slate of candidates for annual elections.

a. Election Committee Structure

1.   Appointed by the Board.

2.   Consist of a minimum of 3 members including its chairperson.

3.   Cannot be a candidate for an open Board position.

4.   Must be a member in good standing of the Association.

b. Election Committee Responsibilities

1.   Responsible for the complete election process.

2.   Responsible for obtaining at least one candidate for each office (written notification of the need for candidates must be made at least 45 days in advance of election to the membership) and a list submitted to the Board for publication by the Board to the General Membership 30 days prior to election.

3.   Members interested in serving on the Board must submit names in writing to the Election Committee and are subsequently placed on the ballot.

4.   All candidates will run for designated Board positions (e.g., President, Vice President, Secretary, Treasurer, Sergeant at Arms and Director).

c.  Accepted Method of Voting

1.   Only written ballots will be accepted. In the event a member is unable to attend the annual meeting, an absentee ballot process will be available.

2.   Election Committee shall create a ballot which contains all candidate names and distribute them to the Membership at the Election Meeting or other method as approved by the Board.

d.  Election Process – The Election Committee has the following responsibilities:

1.   Present a written list of candidates at the General/Election Meeting.

2.   Distribute written ballots, collect and count completed ballots.

3.   Verify votes are from valid Association Members, one vote per member.

4.   Announce election results.

5.   The Election Committee will disband upon the completion of the election.

ARTICLE VII – Indemnification

Lake Havasu Pickleball Association, Inc shall indemnify the organization’s directors against any and all liabilities to the fullest extent permitted by the Arizona nonprofit Corporation Act (“Act”).

ARTICLE VIII – AMENDMENTS

These bylaws may be amended by a 2/3 majority vote of members in good standing.

ARTICLE IX – DISSOLUTION

This Association may not be dissolved until all of its outstanding debts have been paid; upon dissolution, all assets and all property of the Association shall be surrendered to a charity of the Association’s choice.