CONSTITUTION

RIVERVIEW PICKLEBALL CLUB INC.

CONSTITUTION

ARTICLE I: NAME

1.1 The name of this club shall be the Riverview Pickleball Club Inc. (RPC).

1.2 National Affiliation – Pickleball Canada Organization (PCO)

1.3 Provincial Association – Pickleball New Brunswick (PBNB)

ARTICLE 2: Purpose

The purpose of this club shall be:

• To promote the sport of Pickleball in Riverview, New Brunswick in a safe environment while protecting the assets of the Association Club.
• To provide the opportunity for all members to learn and improve their play.
• To implement instructional lessons and clinics.
• To schedule drop-in, league play and tournaments; to encourage the highest standards of safe play; and to promote social Pickleball activities within the community.

ARTICLE 3: Not-for-Profit

RPC is an incorporated, not-for-profit organization under the New Brunswick Companies Act as of March 5, 2021 and under reference number 722963. The Club shall be carried on without purpose of gain for its members. Any profits to the Club shall be used in promoting its goals and objectives.

ARTICLE 4: Dissolution

In the event of the dissolution of the Club for any reason whatsoever, the funds remaining in the Club’s accounts after payment of all debts and liabilities will be distributed as agreed upon by the membership and in accordance with the Purpose of RPC.

ARTICLE 5: MEMBERSHIP & DUES

5.1 Eligibility

Membership shall be open to all residents of the Greater Moncton Area and outlying areas who are 19 years of age and over.

5.2 Dues

• An annual fee will be charged which includes membership in PCO, PBNB, and RPC.
• Those who are already members of PCO and PBNB will only be charged a fee for RPC.
• The Board of Directors shall determine additional fees for play.

RIVERVIEW PICKLEBALL CLUB

BY-LAWS

BY-LAW 1: EXECUTIVE OFFICERS

1. Officers – The officers shall be the President, Vice-President, Secretary, and Treasurer.

1.2 Eligibility – Officers must be members of the Riverview Pickleball Club Inc.

1.3 Election – The officers shall be elected by secret ballot or by acclamation at the Annual General Meeting each year.

1.4 Term – The term of office for the President and Vice-President shall be for two years with election for these positions at alternateAnnual General Meetings.The term of office for Secretary and Treasurer shall be for one year and all terms will commence on July 1^st. The President and Vice-President may not serve more than three (3) consecutive terms. They must sit out for one year before re-offering and being nominated for any Executive or Board of Director positions.

1.5 Vacancy – If a vacancy occurs in the office of President, the Vice-President shall assume the office for the remainder of the term and vacancies in any other office shall be filled by a special election or a board member appointed by the President if nobody comes forth to volunteer for the vacant office.

BY-LAW 2: DUTIES OF OFFICERS

2.1 President – It shall be the duty of the President to:

• Preside at meetings
• Vote only in case of a tie
• Represent the club
• Appoint committee chairpersons subject to the approval of the Board of Directors
• Serve as an ex-officio member of all committees except any nominating committee.
• Perform such other duties as ordinarily pertain to this office.
• Report the pertinent correspondence of the club.

2.2 Vice-President – It shall be the duty of the Vice-President to:

• Preside in the absence of the President.
• Fill in for any missing executive at any Executive Committee meeting.
• Maintain the membership list of the Club.
• Perform other such duties as ordinarily pertain to this office.

2.3 Secretary – It shall be the duty of the Secretary to:

• Record and report the minutes at all meetings. and keep an up-to-date minute book.
• Keep a copy on file (electronic and hard copy) of all the important club records.
• Issue notices of meetings by group email or letter (if needed).

• Keep and report the general correspondence of the club.
• Perform other such duties as ordinarily pertain to this office.

2.4 Treasurer – It shall be the duty of the Treasurer to:

• Maintain the Club Bank Account which shall require two signing authorities.
• Receive and distribute all funds appropriately.
• Keep an orderly file of all receipts and expenditures and make reports as directed.
• Provide monthly and annual financial reports to be signed by the president.
• Prepare the annual budget for presentation at the AGM each year.
• Perform other such duties as ordinarily pertain to this office.

2.5 Board Members – It shall be the duty of board members to:

• Attend and vote at all Board of Directors (BOD) and general meetings. Missing three consecutive BOD meetings may result in termination of office at the discretion of the BOD.
• Consult, advise and assist the Executive Officers.
• Replace any office that is vacated during the term if possible.
• Enforce and protect the Constitution.
• Perform other such duties as ordinarily pertain to this office.

BY-LAW 3: BOARD OF DIRECTORS

3.1 Structure – The Board of Directors shall consist of the four executive officers and additional Board members. The additional Board members will be a minimum of two and a maximum of six RPC members.

3.2 Responsibility – Managements of this club shall be vested in the Board of Directors to be responsible to the general membership and to uphold the Constitution and By-laws.

3.3 Compensation – Due to the amount of work involved in training, registering, collecting fees, setting up and down, obtaining and maintaining equipment, organizing tournaments, clinics and socials, etc., members of the Board of Directors should not have to pay daily drop-in fees during their term of office.

BY-LAW 4: MEETINGS

4.1 Meetings – Board of Directors meetings shall be held on or near the second Monday of the month during the regular season except the months of June and July. The day and time will be determined by consensus of the committee.

4.2 Special Meeting – Special meetings may be called by the President with the approval of the Board of Directors. Any reasonable request shall be considered.

4.3 Quorum – A quorum for the Board of Directors meetings should be a simple majority while the Annual General Meeting quorum shall consist of ten percent of the paid membership.

4.4 Parliamentary Authority – Robert’s (Perry’s) Rules of Orders shall govern this club in all cases to which they are applicable and in which they are not inconsistent with these bylaws.

4.5 Annual General Meeting – An Annual General Meeting (AGM) shall be held in before the end of June of each year. All members should be notified at least thirty days in advance of the time, date, place, and agenda of the AGM.

4.6 Election – An election of officers and board members shall be held at the AGM.

4.7 Meetings by Electronic Means – A meeting of Members may be held by means of telephone, electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting.

4.8 Participation by Electronic Means – Any member entitled to vote at a meeting may participate by means of telephone, an electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting if approved by the BOD. A person so participating in a meeting is deemed to be present at the meeting.

4.9 Emergency Act – In the event an emergency order is declared by any level of government in Canada which affects RPC operations, the Board of Directors has the authority to suspend, cancel, or change any operation of the club until the emergency order is lifted. Once the Emergency order is rescinded the Board of Directors shall determine how operations will be resumed.

BY-LAW 5: COMMITTEES

5.1 Committees – The following committees are optional and activated when needed.

• Training/Coaching: Organize coaching and periodic introductory club clinics.
• Marketing: Maintain website, Facebook page, and actively promote the club in other ways.
• Fundraising: Generate funds and sponsorship to support the work of the Club.
• Social: Plan and organize club socials, parties, barbecues, etc.
• Equipment: Maintain equipment and to report to the Board of Directors the need for more equipment if needed.
• Tournament: Organize tournament(s) hosted by RPC.
• Nomination: Seek members who express interest in filling vacancies of present officers or board members for the AGM election. Conduct nominations process.

5.2 Ad-hoc Committees – The President shall have the authority to appoint any ad-hoc committees from time to time as need demands, subject to the approval of the Board of Directors Ad-hoc Chairs shall have a non-voting role in the Board of Directors for the duration of their tenure if they are not already members of the Board of Directors.

BY-LAW 6: FINANCIAL RESPONSIBILITY

6.1 Signing Authority – The treasurer and president will sign cheques and any other financial documents pertaining to club business.

6.2 Small Purchases – Approval of purchase by the signing authority of $100 and under need no general executive committee approval but are limited to a maximum of $400.00 per month.

6.3 Large Purchases – Purchases over $100 shall require a simple majority vote of the executive committee excluding the president except when needed to break a tie. This can be done at an executive meeting, a special emergency meeting or by email vote.

6.4 Fiscal Year – The fiscal year of the Club is from July 1 to June 30. The account shall be reviewed at the end of each fiscal year.

BY-LAW 7: INDEMNIFICATION OFFICERS & OTHERS

Every Officer of the Club or other persons who undertake or who are about to undertake any liability on behalf of the Club, shall from time to time and at all times be indemnified and saved harmless. The Club will not indemnify a Director or Officer or other person for illegal acts or acts of fraud.

BY-LAW 8: AMENDMENTS

8.1 Selection – The Constitution and these By-Laws may be amended by a two thirds majority vote of the general membership attending the AGM.

8.2 Notice – All members shall receive advance notice of the proposed amendment at least thirty days before the meetings.

8.3 Review – The Constitution and By-Laws shall be reviewed at least every three years.

BY-LAW 9: ADOPTION OF THIS CONSTITUTION AND BY-LAWS

9.1 Ratification – This Constitution and By-laws were ratified by the members entitled to vote at a meeting of members duly called and held on INSERT DATE OF AGM.

9.2 Repeal of Prior Constitution and By-laws – in ratifying this Constitution and By-laws, the Members repeal all prior Constitution and By-laws provided that such repeal does not impair the validity of any action pursuant to the repeal Constitution and By-laws.