This document serves to define the rules set forth in the foundation of the Wickenburg Ranch Pickleball Club (WRPBC) Bylaws and may be amended and/or updated upon direction from the WRPBC Board of Directors.
I. MEMBERSHIP RESPONSIBILITIES:
A. Pay dues on time in order to maintain membership in good standing.
B. Be familiar with and abide by club rules and procedures, court etiquette standards and scheduled play/event calendar.
C. Attend general membership meetings and vote on any business requiring a vote by general membership.
D. Accompany all household guests to scheduled play and/or events. Additional responsibilities include, but are not limited to;
a. Member is responsible for obtaining and delivering a signed Waiver of Liability form for their guest(s).
b. Failure to obtain a signed waiver transfers all liability for guest to the host member/homeowner.
E. Respect club equipment.
F. Stay informed about the WRPBC.
G. Encourage and support club participation.
H. Be involved. Volunteer.
II. MEMBERSHIP DUES:
A. Annual membership dues are $25 per person.
B. Annual renewal fees are due and payable on January 1st of each year and will be considered “late” if not paid by January 31st. After January 31st membership will no longer be considered “in good standing”.
C. New members joining the club between October and December of a calendar year will not be charged their next annual dues fees until the beginning of the calendar year following 12 months of membership.
Example: Members joining between October 1, 2020 and December 31, 2020 will not be charged membership renewal fees until January 1, 2022.
III. FACILITY TIME OF PLAY DEFINITIONS:
A. “Member Play” time is open to all members of the WRPBC.
B. “Scheduled Play” are all events identified on the WRPBC calendar.
C. “Open Play” times are all unscheduled time slots.
IV. “GUEST” DEFINITIONS & PRIVILEGES:
The term “guest” refers to anyone who is not currently a member of the WRPBC who is playing during any WRPBC scheduled play time.
A. “Resident Guests” are homeowners (or renters) who have a current WR Golf & Social Club membership (in good standing) but have not formally joined the WRPBC. Resident Guests may participate in WRPBC scheduled activities and/or special events for a maximum of three (3) occasions (using supplied guest passes available from WRPBC website or from WRPBC instructors) before being required to become an official member of the WRPBC. All Resident Guests are required to sign the Liability Waiver form and must agree to abide by all WR Golf & Social Club and WRPBC established rules, regulations, etiquette guidelines and safety mandates.
B. “Household Guests” are friends or family members residing temporarily with, and sponsored by, Wickenburg Ranch homeowners or WRPBC members in good standing. Household Guests may participate in WRPBC scheduled activities and/or special events providing the sponsoring homeowner or club member accompanies and assumes all responsibility for their guests’ participation fees and behavior. All Household guests are required to sign the Liability Waiver form and must agree to abide by all WR Golf & Social Club and WRPBC established rules, regulations, etiquette guidelines and safety mandates.
C. “Non-Resident Guests” (except for those participating in WR Golf & Social Club, Troon or Trilogy programs – see bylaws Article II Section C). Non-Resident Guests are not eligible to obtain membership in the WRPBC and therefore may not participate in WRPBC scheduled activities and/or social events.
D. “Tournament Guests” are those individuals who have been invited to participate in a WRPBC sponsored tournament.
V. BOARD OF DIRECTORS FILING & POSTING RESPONSIBILITIES:
A. The WRPBC Board of Directors shall be responsible for the timely filing of all required IRS and State documentation. In addition, the Board is responsible for making these documents available to members upon request (which can be achieved by posting on the WRPBC website). The documents include, but may not be limited to, the following:
i. Annual income tax forms (990-PF).
ii. Annual Arizona Corporations Commission report.
iii. Arizona Dept. of State tradename certification.
iv. IRS Letter of Determination for 501(c)(3) status.
v. IRS Employer Identification Number (EIN) Assignment Letter.
vi. 501(c)(3) Exemption Application Questionnaire.
NOTE: These documents shall be updated and reposted as required by issuing agency.
VI. DIRECTORSHIP RESPONSIBILITIES:
A. Director of Membership
i. Maintain and post to secure drive a membership list by following the described procedure;
1. Cut names and related info from the ‘Dues Paid 2020’ worksheet and move to the ‘Names Removed’ worksheet as 2020 items then remove any empty lines from the ‘Dues Paid 2020’ worksheet.
2. Edit the ‘Contacts List’ by clicking on “other actions” and selecting “hide from contacts” (note: this action reduces the contact list by one but does not affect the WRPBC label count). In the ‘Contacts’ search bar, key in the respective “hidden” name and select from the resulting list, then select ‘edit’ and click on the WRPBC label to uncheck that label. Refresh the ‘Contacts’ list screen and continue to the next name (as necessary) to repeat this process. When complete, the ‘Contacts’ list and WRPBC ‘label’ list must have the same count.
3. By this process, any “hidden” names can be easily returned to current active member listing and contacts should they renew membership in the future.
ii. Collect liability waivers/membership applications and dues from club lockbox (deliver dues to Treasurer).
iii. Send “Welcome” letter to new members and order club name badges.
B. Director of Scheduled Play
i. Round Robin scheduling.
ii. Member Open Play scheduling.
iii. Skill-Level Play scheduling.
iv. Develop, maintain and post WRPBC activities calendar (to include lessons, clinics and social events).
v. Develop, chair and maintain an internal player rating team and system for the WRPBC. Once developed, this rating system and procedure shall be incorporated into this document.
vi. Coordinate friendly tournaments with Town of Wickenburg Pickleball Club.
C. Director of Equipment & Inventory
i. Maintain a listing of all club equipment.
ii. Perform inventory of club equipment as scheduled (at least twice per year).
iii. Advise board of needs regarding replacement or restocking of equipment.
iv. Order and deliver necessary equipment approved by board of directors.
VII. MEETING FORUM:
A. Meetings of the Board of Directors shall be conducted in both “Closed” and “Open” session format, to be clearly identified on meeting agendas. During closed session, General Membership, and members of the public (defined as; members of WR Golf & Social Club administration (and their employees) and members of the general public) are not permitted to attend Board Member discussions.
During open session, General Membership, and members of the public are permitted to attend and will be given the opportunity to express opinion (within the time allotted) and request topics be added to a future agenda.
Any presentation of information or program to the Board must be submitted for approval to the Board President a minimum of 1 (one) week in advance of a board meeting prior to being considered for scheduling on an agenda.
VIII. FINANCIAL CONTROLS:
A. All tax returns and supporting financial records for the WRPBC shall be retained for a minimum of three (3) years after the date the return is due or filed, or for the period currently required by the Internal Revenue Service, whichever is longer.
B. Prior to a General Membership meeting which includes a call for vote on the WRPBC annual budget, the board Treasurer shall provide a proposed budget outlining ‘Not to exceed categorical totals’ with estimated line item expenditures sub-detailed. Approval of the proposed annual budget by membership provides authority to the Board to reallocate and approve (as needed) any line item level expenditure that does not exceed categorical totals.
IX. OPTIONAL COMMITTIES: All committees shall be created and disbanded by the Board of Directors. All committee positions are voluntary, and the elected Chairperson of each committee shall report directly to the assigned Board member.
A. Social Committee: Shall organize activities to encourage social interaction of club members. Any monies made from these events shall go to the club treasury.
1. Job Description: Social Chairperson
a. Develops social committee.
b. Chairs committee.
c. Attends Board meetings as requested.
d. Organizes and hosts social events for the club.
e. Other duties as assigned by Board.
2. Specific functions of Social Committee
a. Host and provide food and beverages at any event approved by the board.
b. Coordinate the use of facilities and equipment through the Lifestyle Director for social functions.
c. Coordinate the setup of facilities for social functions.
B. Website Committee: Shall develop and update website as needed and keep members updated on club news, rules and general communication issues.
1. Job Description - Website Committee Chairperson:
a. Develops website committee.
b. Chairs committee.
c. Attends board meetings as requested.
d. The website is one of the primary sources of information that is available to members for club activities and procedures. The Webmaster will receive information from various committees and keep the website updated in a timely manner. The goal is to have the website be the main information source to members to supplement information that is available on the bulletin board and mass email. Information is typically received from the following sources:
i. Club President or other board members.
ii. Committee chairpersons.
iii. Email newsletters.
iv. Club meetings.
e. Information on the website usually includes but is not limited to the following:
i. Starting times for regularly scheduled play.
ii. Information on future tournaments.
iii. Clinic information in the form of an information page and online signup.
iv. Tournament results and photos.
v. Information about playing events such as round robin and mixers.
vi. Information about coming social events.
f. Other duties as assigned by Board.
C. Social Media Committee: Purpose is to enhance the positive image of the Wickenburg Ranch Pickleball Club within in the community, to announce upcoming pickleball events which the public might be interested in.
1. Job Description – Social Media Committee Chairperson
a. Develops social media committee.
b. Chairs committee.
c. Attends board meetings as requested.
d. Meet Wickenburg Ranch Golf and Social Club requirements for club publicity.
e. Keep announcements up to date on social media pages (Facebook, etc.)
f. Submit articles/photos to newspaper, WR Weekly Round Up, WRPBC website, etc.
g. Other duties as assigned by Board.
X. ELECTION PROCESS:
A. The Board of Directors shall appoint an Election Committee each September, consisting of one (1) Chairperson and a minimum of two (2) additional club members, who are not currently serving on the Board of Directors nor seeking election for any upcoming term of office in order to facilitate the club election process.
B. The Election Committee shall be responsible for the following:
i. Posting a notification of need for candidates to the general membership not less than 60 days prior to the election with follow-up notifications decided by committee chair.
ii. Obtaining at least one (1) candidate for each position on the board, which may include current Board Members wishing to run for re-election of their current position or for any other position on the board.
iii. Providing a completed candidate list to the Board of Directors not less than 30 days prior to the election.
iv. Creation of a written and controlled ballot to be distributed to the General Membership. All ballots being completed via electronic vote must be received by the committee not less than seven (7) days prior to the election meeting – this deadline will be noted on all presented ballots. All electronically received votes will be printed for record keeping and attached to meeting minutes.
v. Present a listing of all candidates and the offices for which they seek election to the General Membership via notice posting in the WRPBC kiosk, WRPBC website and general membership email.
vi. Collection of completed ballots (including printed copies of all electronic ballots), verification of voter eligibility, and vote count at the election meeting.
vii. Announcement to the General Membership of election results during the election meeting.
C. Upon completion of the election meeting, the Election Committee shall be considered disbanded.
ADDENDUM 001 (REV. 003 DATED 3/16/2021)
WRPBC MODEL FOR PLAY
Based upon continuing feedback and input provided by WRPBC membership, and due to the limited number of courts available, this model for play will be followed each morning (Monday through Sunday) from sunrise until 11:00 AM. This revision supersedes all previous model for play documents and is effective as of its posting date.
Please keep in mind that this format is simply the next step in the continual evolution of our club and court management efforts. This Model for Play has been (and will continue to be) developed to help limit confusion and provide the best utilization of our courts.
The goal of these guidelines is to provide fair and equitable play time for our members, allowing them to meet their individual skill level goals while maintaining the enjoyable community aspects of being a social pickleball club.
Paddle racks will be used, even when the courts are not full, to allow for rotation of players on the courts, with a 1, 2, 3, or 4 on/off scenario. It is your responsibility to monitor your racked paddle at all times – if you are not ready to enter an available court when you are in the paddle que, your paddle will be moved to the end of the rack. Please remember to move remaining paddles up the que line as you pull yours from rotation.
If the rotation of players is less than 4 people, it will be the decision of the group of players on the court to determine the new player(s) positioning/teammate. In the interest of fairness, please limit consecutive games on the same court to two (2) per individual player.
IF THERE ARE EMPTY COURTS AVAILABLE: A waiting group of 4 players (of either style of play) may utilize the available court(s) UNTIL SUCH TIME as there are enough players of the appropriate style of play to fill their respectively identified courts (example: Competitive players may use courts 4, 5, or 6 -OR- Recreational players may use courts 1, 2, or 3). Please keep in mind that everyone comes to play – be considerate and respectful in the utilization of our limited court space.
Adherence to rotation of players, equitable play time and club-wide common courtesy practices are EVERY MEMBERS’ RESPONSIBILITY and shall be maintained through respectful communications amongst players on the courts. If you see someone taking advantage of a particular situation on the courts, SAY SOMETHING. If a players’ behavior is putting either their own or anyone else’s health and safety at risk, DO SOMETHING.
MONDAY THROUGH SUNDAY:
Note: All Scheduled Play activities identified on the club calendar supersede this schedule
SUNRISE UNTIL 11:00 AM = MORNING MEMBER PLAY
COURTS 1, 2, & 3 – COMPETITIVE / CHALLENGE PLAY
COURTS 4, 5, & 6 – RECREATIONAL PLAY
COURTS 7, 8, 9, & 10 – OVERFLOW PLAY / OPEN PLAY (dependent upon availability: please see Troon policy posted outside tennis court #3 for details)
Each WRPBC Member is an ambassador for both our club and our community. We can all lead by setting the best example!
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