Guest Players, Constitution

A. Guest Player Policy
1. Out of town players who notify the STPC ahead of time are welcome to play on club time at the discretion of the club president.
2. Club members may bring out of town guests to play on club time. This courtesy is available to club members twice in one year.
Please send an email to the club address ahead of time 
when you are planning to bring out of town guest players. 
STPC email address:

B.  St. Thomas Pickleball Club Constitution  revised August 2020                                                                 

Note: A regular Playing Member (RPM) is defined as any member with a paid up, annual membership and does not include Non-Playing Affiliate Members (NAM),
Playing Affiliate Members (PAM) or Honorary Members (HM)

1. Promote Pickleball as a sport for all ages in the St. Thomas, the surrounding communities in Elgin County and the province of Ontario.
2. Provide opportunities for club members to play outside of programs offered by the city.
3. Provide opportunities for club members to interact socially.
4. To work with the Parks and Recreation Department to improve and expand playing facilities in St. Thomas.
5. Where applicable, to assist and advise the Parks and Recreation Department with municipally organized Pickleball programs.

Article 1:  Meetings

a)  Annual General Meeting. An Annual General Meeting (AGM) shall be held once a year.
      Date to be determined by the Directors.

b)  Notice of Meeting. Notice of the AGM must be given to all members at least one month in
     advance of the meeting.

c)  Voting Rights.  Anyone who holds an up to date RPM for the current year or an HM shall have one vote at the AGM or
      other general meetings called by the Directors.

d)  Quorum, Voting, Amendments. At all club meetings the members who are present
     shall constitute a quorum.
Only members in attendance may vote at meetings. Motions
     may be passed by majority vote at all meetings except for an amendment to the
     Constitution which will require a 2/3 majority vote.
Any RM or HM in good standing may submit to the Board a proposed amendment
     to the Constitution at least two weeks prior to the AGM.

e)  Order of Business. The suggested order of business at the AGM of the club shall be as follows:

a.             Call to order
b.            Approval of minutes of previous AGM
c.             Report of Secretary/Treasurer
d.            Report of the President
e.             Report of Committees
f.             Amendments to the Constitution
g.            Miscellaneous or Special Business
h.             Election of Directors
i.              Adjournment

f)  Additional meetings may be called by the Directors as required.

Article 2:  Membership - Dues, Voting, Just Cause Clause

a)  Eligibility. All residents of St. Thomas and the surrounding communities in Elgin County are eligible for membership in the club. Directors may use whatever criteria they deem appropriate to decide who is accepted into the club.

b)  Fees.  The Directors shall have the power to change membership fees as required.

c)  Membership Year. The membership year shall run from July 1 to June 30.

d)   Voters. The voting members of the club shall be all the RPM's holding an up to date membership and any person who is an HM.

e)   Directors shall have the power to refuse a membership renewal to “non-active” members. A non-active member is defined as a member who plays less than 40% of the time
      during the indoor season. Exceptions will be made for medical reasons, injuries, vacations and any other reason deemed acceptable by the Directors that
      result in a minimum of four consecutive playing sessions missed by the member.

f)   i) The Directors may offer a NAM to individuals who want to support the goals of the club financially or volunteer their time to assist with club activities. NAM’s would still be able to
        participate in all social activities, attend the AGM etc. The fee would be at the discretion of the Directors.

     ii) The Directors may offer a temporary PAM to individuals to provide them with occasional playing rights. The fee would be at the discretion of the Directors.

     iii)  The Directors may offer an HM to individuals who have provided exceptionalservice to the club . No fee will be charged for an Honorary Membership.

     All Affiliate members may attend meetings but have no voting or speaking rights unless granted by the Directors. All Honorary Playing Members have full voting and
     speaking rights at meetings.  

        g) Just Cause. The Board shall have the power to suspend or expel any member for just cause. Examples of just cause include: failure to pay membership fees when they are due unsportsmanlike conduct, failure to follow proper protocol in disputes or other actions, any action which damages the reputation of the club or the ability of the Directors to do their duties.

 Article 3:  Board of Directors –  Composition, Term of Office, Quorum

a) Number of Directors. Five Directors will be elected from the RPM at the AGM. All officers shall take office immediately following the annual general meeting.

b) Election of Officers. At the first meeting of the Directors after the AGM the Directors will elect  a President, Vice-President, Secretary, Treasurer and one Director-At- Large. 
     Duties of each officer are described in Article 4. Additional duties can be assigned with the agreement of the Directors.

c) Term of Office. Executive positions are for a one year term.  There is no restriction on number of terms a person can serve.

d) Quorum. A quorum for conducting business at a Director’s meeting shall consist of a minimum of three board members.

 Article 4:  Board of Directors – Duties, Vacancies, Meetings, Removal of Director, Conflict of Interest

a)     Responsibilities. The club shall be managed by its Board of Directors, who shall establish, regulate and direct the policies and objectives of the club.  The Directors shall direct,
       review and approve all matters concerning the club. 

      b)   President. The President shall be the chief executive officer. The President shall preside at all meetings of the membership and board of directors meetings. The President shall
            appoint with the approval of the Board, ad hoc committee chairpersons and
 members where necessary. The President or his designate shall act as the chief and negotiator for club activities.

c)     Vice President. The Vice President shall assist the President in the performance of the President’s duties and shall exercise all powers of the President in the case of the
      President’s resignation, incapacity, removal, or death. The Vice President shall preside over all meetings of the club or the Board at which the President is not present.

d)    Treasurer.  The Treasurer shall be the Chief Financial Officer and shall be responsible for the financial management of the organization. The Treasurer shall perform such
      other duties as may be assigned by the President

e)      Secretary.  The Secretary shall give the notice of meetings, and keep the minutes of all meetings. The notices of these meetings shall be sent out by the Secretary to the one month prior to the AGM and to the Board one week prior to any Board meeting. Minutes of the AGM meetings shall be sent out to the members following the AGM. Minutes the Board meetings shall be sent to Board members following all Board Meetings.   The Secretary shall perform such other duties as may be assigned by the President.  

f)     Vacancies. If a vacancy shall occur on the Board, the remaining members of the Board may, by a majority vot e, elect a successor for the unexpired term, except that a vacancy the office of the President shall be succeeded by the Vice President.

g)     Action without a Meeting. Any action required or permitted to be taken at a meeting of the Board shall be considered to be done whether the members meet in person, computer or via telephone communication or any combination thereof. The results of any action shall have the same force and effect as if the Board had met in person.

h)     Removal of Director. At any meeting of the Board, any officer or member of the Board may, by a vote of not less than three/fifths of the entire Board, be removed from office, with or
      without cause, and a successor may be elected pursuant to the provisions of this Constitution.

i)      Conflict of Interest. Any director, who is party to, has a material interest, or who is party to a material contract shall disclose the nature and extent of his/her interest.  The shall exclude himself/herself from discussions when a conflict of interest is likely to result.

j)      Membership Cap. In order to control membership size, the Board shall have the power to impose a cap on the number of RPM and further to this the Board may raise or lower  cap as deemed necessary.

 Article 5:  Protection of Directors

Every Director of the club, in exercising their powers and discharging their duties, shall act honestly and in good faith with a view to the best interests of the club, and exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances. Subject to the foregoing, no director shall be liable for the acts, receipts, neglects or defaults of any other director, or for any damage or expense happening to the club.

 Article 6:  Finances

a)  The St. Thomas Pickleball Club is a not for profit association.

b)  A bank account will be established at a local bank and must be used to transact all club financial business.

c)  Any two of the President, Treasurer or one other designated Board member must sign all cheques.

Adopted by the Board of Directors on _______________.



_________________________________  President  _______________________________Secretary