Hot Springs Village Pickleball Club
CHARTERED CLUB BY-LAWS
Article I – Name
Section 1: The name of the organization shall be The Hot Springs Village (HSV) Pickleball Club, herein after referred to as the Club.
Article II – Purpose
Section 1: To provide members a fun, recreational, social activity and occasional voluntary competition.
Section 2: To establish policies for the safe and equitable use of any equipment or facilities owned, utilized or managed by the Club.
Section 3: To promote and encourage participation in the programs and activities of the Club.
Section 4: To offer our Club’s expertise to any other Pickleball Club, aiding in the accomplishment of its charter and the advancement of the sport of Pickleball.
Article III – Membership
Section 1: All property owners, both resident and non-resident, and certified renters of HSV are eligible for membership in the Club. Each member shall have one vote.
Section 2: Members shall be interested in the objectives and purposes of the Club, be willing to abide by the Club’s by-laws, rules, and guidelines, and actively participate in or support Club activities.
Section 3: Membership in the Club may be terminated -
1) By voluntary withdrawal
2) By nonpayment of dues adopted by the Club
3) By a two-thirds vote of the membership, at a regular or special meeting of the Club, based on the findings and recommendation of the Club’s elected officers that a member has performed a terminable violation of the provisions of the published rules, guidelines, and regulations promulgated by either HSV or by the Club.
Article IV – Meetings
Section 1: The Club may establish a schedule for periodic meetings which suit the Club’s current needs.
Section 2: Special Meetings - Special Meetings may be called by the President or by written request of at least three members of the Club. Such special meetings shall have at least one week notice given to members, providing the date, time, and place of the meeting as well as the subjects to be considered.
Section 3: Annual Meeting - A meeting shall be held in March each year, for the purpose of Officer Election. Notification shall be given to Club membership of the date and time of the annual meeting at least one week prior to the meeting. In addition, an annual written accounting of all funds received and disbursed by the Club shall be given to club membership and the HSV Director of Recreation and Club Services.
Section 4: A quorum shall consist of two elected officers and 10% of the club membership.
Article V – Dues, Assessments, and Fund Raising
Section 1: Annual dues approved by the Club at its annual meeting shall cover the period of April 1 through March 30 of the following fiscal year. Dues shall be a nominal amount necessary to cover replacement, maintenance, or operation of the equipment owned by The Club.
Section 1a: Associate Membership - Dues may be waived by the president when the payment incurs a hardship or prevents a potential member from joining the Club. Waived dues members will be associates with no voting rights.
Section 1b: A person at age 80 is qualified for a free, life-time, non-voting associate membership in the HSV Pickleball Club.
Section 2: The Club may, at any regularly scheduled or special meeting, agree to sponsor a fund raising project for a purpose deemed beneficial to its membership, to the residents of HSV or the sport of Pickleball subject to the approval of the HSV Director of Recreation and Club Services.
Article VI – Officers and their Duties
Section 1: The elective officers of The Club shall be President, Vice-President, Secretary, and Treasurer. Any HSV full-time resident property owner or renter that is active in the Club is eligible for these offices.
Section 2: Term of office shall be one year for the President. The president may seek re-election for a total of three one-year terms of office.
Terms of office of the Secretary and Treasurer shall be for two years. Secretary and Treasurer may not seek re-election to these positions until a one-year hiatus has occurred.
Secretary and Treasure may seek election to vice-president or president after completion of one year of service to the club. Additionally, the vice-president and president may seek election to secretary and treasurer positions at the completion of their one year of service.
Section 3: Duties of officers:
1) Shall assume leadership of the Club, preside at all meetings of the Club, appoint all regular and special committees, and call special meetings, if required.
2) Shall be responsible for coordination with the HSV Director of Recreation and Club Services, Board of Directors and POA staff, and other organizations as needed.
3) Shall be responsible for issuing guidelines and rules for the Club’s activities if the activities have special safety or other requirements not specifically covered by these by-laws.
1) Shall assume the duties of the President if the President is unable to function as a President.
2) Shall coordinate the efforts of special or standing committees.
1) Shall take minutes of club meetings, attendance of annual meetings, and be responsible for establishing if a quorum exists at meetings.
2) Shall notify HSV Director of Recreation and Club Services of all regularly scheduled meetings and changes in club officers.
3) Shall provide the club’s membership and the HSV Director of Recreation and Club Services with a copy of the club’s rules and guidelines when the Club has established them.
1) Shall collect all dues and assessments, disburse all funds, and provide periodic financial reports and an annual report.
2) Shall provide a copy of the annual report to the HSV Director of Recreation and Club Services.
Article VII – Committees
Section 1: Nominating Committee - Shall be appointed by the president at least thirty days prior to the annual meeting. The committee shall consist of at least three members whose duties are to poll the club and identify those members seeking election to an officer position. The committee will insure incumbents seeking re-election meet the conditions of Article VI, Section 2 and that all nominees are members in good standing prior to presenting their names to the general membership for vote. Any club member may nominate another member or themselves. If there is more than one candidate for an elective position, the general membership shall vote by secret ballot to elect the officer. Should a vacancy not be filled through the nomination and voting process, the president shall fill the vacancy through direct appointment.
Section 2: Special or Standing Committees - The president may appoint standing committees as needed for the Club’s operation and may establish and appoint members of special committees for special projects as needed.
Article VIII – Fiscal Year
Section 1: The fiscal year of the Club shall start April 1 and shall end March 31 the following year.
Section 2: All expenditures must be approved by the membership by either a specific motion or approved annual budget.
Article IX – Amendments
Section 1: Upon proposal by the Club’s elected officers, these by-laws may be amended by a two-thirds majority vote of the members attending a regularly scheduled or special meeting.
Section 2: Proposed changes to the by-laws shall be explained and discussed at a regularly scheduled meeting of the membership and then voted at the next scheduled meeting. All proposed changes to these by-laws are subject to the approval of the HSV Director of Recreation and Club Services.
Article X – Conflict of Documents
Section 1: In the case of any conflict between any part of these by-laws and the Declaration of Covenants, Conditions, and Restrictions of HSV, of the Articles of Incorporation of HSV Property Owners Association (POA), or the by-laws of HSV that part of these by-laws shall be inoperative. The Club will immediately upon being aware of the conflict, take necessary steps to bring these by-laws into conformity with the above named documents.
Article XI – Dissolution
Section 1: Dissolution of the HSV Pickleball Club shall be coordinated with the HSV Director of Recreation and Club Services and provide for the orderly transfer of any property jointly owned, maintained or managed.
Section 2: In the event of the dissolution of the HSV Pickleball Club, its property, funds, and other assets shall be transferred to whatever organization or organizations operated exclusively for charitable, educational, and/or purposes as the HSV Pickleball Club may determine, provided such organization or organizations qualify as tax-exempt under the Internal Revenue Code of the United States.