Arizona Traditions Pickleball Club Bylaws
Revised and adopted by the Club at the November 6, 2021 Club Meeting.
Article I – Name
Section 1. The name of this organization shall be the Arizona Traditions Pickleball Club.
Article II – Purpose
Section 1. To promote, teach and play the sport of Pickleball in a safe environment; to provide the opportunity for all club members and other AZT residents to learn and improve their play and encourage social Pickleball in the community.
Section 2. These bylaws willfully comply with the Arizona Traditions bylaws, and club rules, regulations and procedures. In the event of a conflict between these club bylaws, the governing documents of the AZT HOA shall prevail.
Section 3. This club shall be operated as a Non-Profit Organization in accordance with Arizona statutes, and the bylaws of the AZT HOA. Nonprofit is defined as: With few exceptions, club income should not greatly exceed expenses (operating expenses and capital requirements) resulting in a net operating gain. Where revenues do exceed expenses, the net gain should be used to foster continued club growth and activity. Club dues may be adjusted to comply, the general membership must approve any other donations.
Article III – Membership
Section 1. All residents (per HOA/Charter Guidelines), who are in good standing with the Arizona Traditions Home Owners Association, and without discrimination as to race, religion, color, ethnic culture, or national heritage, are eligible for membership. Neither shall there be any precondition for membership, nor will members be required to join any national, state, or regionally affiliated organization. Each club member shall have one vote. The length of residence shall not be used to determine membership qualification.
The AZT HOA/Charter Guidelines dated May 2018 state a resident is “Owners, lessees or renters of residences in Arizona Traditions and including a tenant, spouse, parent, child, significant other or any other person who resides in the Community but is not on the deed.”
Section 2. Members shall abide by the AZT Pickleball Bylaws and Rules and Guidelines for Pickleball Court Play.
Section 3. Membership will be terminated by: (1) voluntary withdrawal, (2) non-payment of their dues or assessments, (3) violations of the provisions of these bylaws, and (4) violation of published rules, guidelines and regulations established by the AZT Homeowners Association.
Section 4. Guest privileges are specified in the guidelines and shall not conflict with AZT HOA/Charter policies.
Section 5. All non-members and house guests, as defined in the HOA/Charter Guidelines, must follow AZT Pickleball's Rules and Guidelines in court play. All guests must be accompanied by a club member or resident.
Article IV – Meetings
Section 1. There will be a minimum of three (3) general meetings per year. Dates and times determined by current needs. Notification will be made 7 days in advance of all general meetings.
Section 2. Special general meetings shall be called by the President or upon request of at least five club members. Such meetings shall take place within 7 days and members must have at least a 3 day notice given regarding time and place and agenda of the meeting.
Section 3. An annual meeting shall be held in December for the purpose of electing officers, setting fees and general planning for the season’s activities. Only club members in good standing will be eligible to vote. A quorum shall consist of at least three Officers and 10% of the club membership. Once a quorum is established, a vote can be passed by the majority of members present at that meeting. Voting procedure will be by show of hands, voice, or written ballot.
Section 4. The conduct of all Pickleball club general meetings will not be required to follow Roberts Rules of Order but the intent of Roberts rules of Order will be followed as stated below. This will ensure all Pickleball club members can voice their opinions and suggestions for consideration by the officers.
The meeting shall be called to order by the president.
At any Pickleball club general meeting, any Pickleball club member in good standing can make a motion. If the motion is seconded by another Pickleball club member in good standing the president must allow consideration of the motion. i.e.,
When debating the motion:
After all members have had the opportunity to express their opinion the president shall have the officers vote (or all club members that require it) on the motion as presented by the author or modified by the author. Prior to the vote the secretary must read the motion as it will appear in the minutes.
Delaying the vote shall not be allowed unless the author agrees.
The meeting shall be terminated via a motion and favorable vote by the officers.
Secretary shall record minutes of meeting from the call to order to the adjournment. The voting on any motion must be documented by name. The minutes shall be distributed to the membership via email within two weeks.
Similar conduct will also be followed at the annual meeting.
Article V – Dues
Section 1. The amount of membership dues shall be determined annually by the officers and ratified by the membership. January 1st will be the deadline for dues to be paid. Members will not be in good standing after that date. The “Rules and Guidelines” shall be made available to each member. The new yearly fee sheet will be posted on the club bulletin board.
Per the AZT club charter policy, each club member has equal rights, responsibilities and obligations including equal membership dues. Therefor:
The yearly membership dues shall be the same for each club member. If the Pickleball club sponsors a yearly dinner, the dues shall include the cost of one dinner for that member. If one non-member spouse or significant other of a member wants to attend the dinner, a fee that covers the one dinner cost shall be assessed. A former member that can’t play due to health reasons or any other reason can attend the dinner for the same dinner fee. This dinner fee should cover the cost of the dinner, with no significant profit or loss to the cub.
Article VI – Officers and Their Duties
Section 1. The officers’ shall consist of: President, Vice President, Advisor, Secretary and Treasurer. Any active member of the Club is eligible to run for these offices except for the Advisor position.
Section 2. In order to have a minimum of 5 officers, an outgoing President or officer shall remain for a one year term. The position will serve as an advisor. If there is no outgoing officer, the incoming president will appoint an advisor from the membership.
Section 3. Terms of office shall be one year from the annual meeting in march where the election will be accomplished to the next annual meeting in December. Officers may serve no more than two consecutive terms. At the end of the term the officers will not be able to serve or run for any other office for one year. Except as noted in Article VI section 2.
If an officer resigns, he or she will not be able to run for any office for one year unless the resignation was due to illness or unforeseen circumstances.
Vacancies in any office may be filled by the president and ratified by a majority of the members at the next scheduled general meeting.
Section 4. The term of any club officer may be terminated by the board or general membership per the following procedures.
General Membership Any club officer can be removed from office with a petition signed by over 50% of the Pickleball members in good standing.
Executive Committee Any club officer can be removed from office with a positive vote from at least 3 club officers.
Section 5. Duties of Officers
A. President: Shall assume Club leadership, preside over all club general meetings, appoint chairs of committees, call special general meetings as needed, and generally be a spokesperson for the Club. He/she shall be responsible for coordinating with AZT/HOA officials and other clubs as needed. He/she shall be responsible for reviewing “guidelines and Rules” for Club’s activities when there are safety concerns or other requirements not covered by the Bylaws.
B. Vice President: Shall assume the duties of the President in his/her absence and assists the President concerning Club functions as necessary. The Vice-president is also responsible for Traditions Today article due in by the 15th of the month. The vice president is responsible for ensuring the Pickleball club is compliant with the AZT charter club policy.
C. Secretary: Shall record minutes of Board and Club meetings, shall be responsible for determining if a quorum exists at meetings and shall notify AZT membership of changes to the officers. Secretary is responsible for sending via e-mail and posting Club notices to all Club members and transferring all records to successor upon completing of term. The email list shall not be given to any outside party.
D. Treasurer: Shall collect dues, disburse all funds and provide a monthly detailed financial report to the Executive Board, submit year-end financial reports to Club membership at the Annual Meeting and AZT/HOA as well as assure compliance with Charter Club Policies pertaining to financial reports. Submits a yearly budget to the HOA for discussion. Maintains and updates Club roster and transfers all records to successor upon completion of term.
Article VII – Nominations and Election Procedures
Section 1. Nominating Committee: A Nominating Committee shall be appointed by the President at least sixty (60) days prior to the December Annual Meeting. This announcement will also be posted on the Pickleball Bulletin Board and an email will be sent out to all members. The committee shall consist of at least three (3) members, and submit at least two nomination for each office to be filled thirty (30) days prior to the December Annual Meeting for the purpose of posting the nominees on the Pickleball Bulletin Board. Paper ballots with all the candidates’ names will be used during the election.
Section 2. Nominating Committee Duties. The Nominating Committee is to assemble a list of at least two willing candidates for each office. This gives some assurance that the candidates nominated have at least expressed interest in the job, have agreed to serve, for the offices for which they are nominated. Persons serving on the nominating committee may not be nominated to office. Officers are not allowed to serve on the Nominating Committee.
The nominating committee will be responsible for obtaining from each candidate a bio of not more than 300 words. This bio will be truncated if over 300 words and posted on the club bulletin board, The nominating committee will be responsible for getting each bio distributed to the general membership via e-mail no later than 20 days prior to the annual meeting. No other club list emails will be used to promote or demote candidates.
Section 3. Nominating Committee’s Report. The chairman of the Nominating Committee presents the nominations for each office. As soon as the committee reports, it is discharged from its duties. Nominations are now open from the floor. The president asks, “Are there any further nominations for president? for vice president?, for secretary?, for treasurer?”, (one at a time). When there are no further nominations from the floor, nominations are closed. Nominations do not need seconds.
Section 4. Committees. The President may appoint special committees as needed.
Article VIII – Fiscal Year
Section 1. The fiscal year of the Club shall start the 1st day of January and shall end on the 31st day of December next year.
Article IX – Amendments
Section 1. The bylaws may be amended by two-thirds majority vote of the members in attendance, with an explanation and discussion of the proposed changes.
Article X – Conflict of Documents
Section 1. In the case of any conflict between any part of these bylaws and the CC&R’s, Articles of Incorporation, or Bylaws of Arizona Traditions Homeowners Association, that part of these bylaws shall be inoperative.
Article XI – Dissolution
Section 1. On dissolution of the club, all funds remaining in the treasury shall be distributed equally among other AZT clubs.
Section 2. Any equipment loaned to the club shall be returned to the lender. All other equipment purchased or donated to the club shall be given to the AZT Activities director for use of AZT residents.