Hot Springs Village Pickleball Club


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 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 simple majority vote of the membership, at a regular or special meeting of the Club, based on the findings and recommendation of the Club’s elected board members 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 Board Member Election. Notification shall be given to Club members of the date and time of the annual meeting at least two weeks 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 board members and 10% of the club membership.

Article V – Dues, Assessments, Fund Raising, and Expenses

Section 1:        Annual dues are based on the calendar year and payable on January 1 in parallel with the POA annual amenity fee schedule. Dues shall be a nominal amount. A new Club member who pays dues October 1 through the end of the year has membership rights through the following year.

Changes to annual dues must be approved by a simple majority vote of Club members who reply by electronic ballot, and shall become effective the following January 1. Members who do not have email will be contacted by a Club board member for their vote.

Section 1a:      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.

Section 3:        All expenditures considered for payment by the Club must be approved in advance by a majority of the board members and documented by a receipt for reimbursement. The treasurer shall maintain those records.

Article VI – Officers and their Duties

Section 1:        The elective officers of The Club shall be President, Vice-President, Secretary, and Treasurer. The elective members of the Board shall be the four officers, the Immediate Past President, and two members at large. Any member of the HSV Pickleball Club is eligible to hold an elective office in the Club.

Section 2:        The term of office for each Club board member shall be one year to begin April 1 and end March 31 the following year. Each board member may seek re-election for a total of three consecutive one-year terms of office. After a one-year waiting period, that person may once again seek election as a Club board member.

Section 3:        Duties of officers:

A)  President:

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.

B)  Vice-President:

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.

C)  Secretary:

1) Shall take minutes of club meetings, attendance of annual meetings, and be responsible for establishing if a quorum exists at meetings.

2) Shall provide Club members and the HSV Director of Recreation and Club Services with a copy of the Club’s bylaws and any subsequent changes.

D)  Treasurer:

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 a board member position. The committee will ensure that incumbents seeking re-election as well as 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 electronic ballot to elect the board member. 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 January 1 and shall end December 31 the same year.

Article IX – Amendments

Section 1:        Upon proposal by the Club’s elected board, these by-laws may be amended by a simple majority vote of members attending a special meeting or by electronic ballot.

Section 2:        Proposed changes to the by-laws shall be explained and discussed at a special meeting or communicated by email to all Club members followed by a period of at least two weeks to allow for questions from members. The final changes will be sent to all members for a vote by electronic ballot, and must be approved by a simple majority of Club members who reply. The voting will conclude seven days after the electronic ballot is sent to the members. The changes shall be come effective no later than three days following email notification to the members of the voting results.

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.

Article XII — Vacancies

If a vacancy shall occur on the Board, the remaining members of the Board may, by a majority vote, elect a successor for the the unexpired term with two exceptions: 1) a vacancy in the office of the Immediate Past President shall not be filled, and 2) a vacancy in the office of the President shall be succeeded by the Vice President.

Revised 1/23/15