Santa Maria Pickleball Club BYLAWS
Article 1 – Name and Mission
1. The name of this recreational club shall be the Santa Maria Pickleball Club, herein referred to as the
SMPC.
2. The principal location of the SMPC shall be the residence of the treasurer.
3. The mission of SMPC shall be to develop interest and participation in the sport of pickleball in the city of Santa Maria by:
a. Providing learning opportunities and skills to new and current players.
b. Assisting and supporting SMPC and the city of Santa Maria with the improvement and expansion of pickleball court facilities.
c. Building an active membership base committed to the club, the local pickleball community and the national pickleball community.
Article 2 – Membership
1. Membership types and associated voting rights, fee, dues and assessments will be determined by the Board and updated from time to time.
2. Those who are active members shall abide by the following conditions:
a. Pay his or her membership dues, fees and other charges when due.
b. Abide by the bylaws and all rules, procedures, code of ethics and best practices of the club.
c. Practice sportsmanlike conduct, engaging in friendly competition.
3. Each active member shall be entitled to one vote on the club’s general membership matters and be eligible to hold office on the Board of Directors.
4. SMPC members may be terminated by the Board of Directors for violation of the provisions of these bylaws.
5. Members not in good standing or suspended/terminated as provided for in Article 7 of these bylaws may not vote on matters requiring a member vote and will be excluded from the calculation of a quorum in such vote.
Article 3 – Dues
1. The Board shall set the annual membership dues and playing fees.
2. SMPC dues shall be payable in January to cover membership through December.
3. Membership dues shall not be refundable or pro-rated.
Article 4 – Board of Directors, herein referred to as the Board.
1. The Board is the governing body of the SMPC and has the authority and responsibility for the control, direction and oversight of the club.
2. The club shall be administered by a Board of Directors consisting of four (4) elected officers and three
(3) appointed Directors at Large, who shall include:
a. President
b. Vice President
c. Secretary
d. Treasurer
e. Three (3) Directors at Large
3. All officers and directors shall serve without compensation or reward.
4. No two officers and directors related by blood or marriage/domestic partnership may serve on the Board at the same time.
5. Each officer and director at large shall have duties as follows:
a. President
i. The president is the chief executive officer of the club and chairman of the Board and shall preside at all meetings of the Board.
ii. Serves as an ex-officio member of all committees and supervises the Directors at Large.
iii. Signs and executes all contracts in the name of SMPC when authorized by the club; shall have general supervision over the management of all club activities.
b. Vice President
i. Presides in the absence of the president.
ii. Oversees management of facilities.
c. Secretary
i. Records all votes and minutes of all proceedings, which shall be stored in a binder for that purpose.
ii. Makes arrangements for all meetings in concert with the president.
iii. Sends notices of all meetings to the directors and, as appropriate, to the members.
iv. Maintains all written records of the club.
d. Treasurer
i. Maintains a complete and accurate report of the finances of the club in accordance with generally accepted accounting principles, for the benefit of the Board.
ii. Is responsible for billing, collection and recording of all member fees and other receivables.
iii. Is responsible for payments to suppliers and making deposits to the club’s bank account.
iv. Is responsible for preparing or supervising the preparation of year-end tax statements.
v. Prepares the annual budget of the club and submits it to the Board for approval.
iv. Provide monthly income and expense report.
e. Director at Large
i. Is responsible for all duties and responsibilities as assigned by the Board.
ii. Serves a one-year term from January 1 to December 31.
iii. Is allowed reimbursement of approved expenses incurred in performance of regular duties.
6. New Directors at Large will be elected by a majority vote of the Board as required to fill vacant positions.
7. Each officer and director at large shall have one vote on each matter submitted to a vote of the Board.
8. No member expelled from the club may act or serve as a director.
9. Officers can be removed from office with or without cause by a two-thirds (2/3) vote of the Board; removal by such vote shall be immediate. Each member of the Board must receive written notice of the proposed removal at least ten (10) days in advance of the proposed action and the subject of the action must have the opportunity to present a defense at the meeting.
10. Officers are nominated and elected every two years at the January meeting and will serve a two-year term from January 1 to December 31.
Article 5 – Club Operations
1. The affairs of the club shall be managed by the Board and include the following:
a. Maintain membership rolls and provide for collection of dues and fees.
b. Elect officers as defined in Article 6.
c. Establish and maintain committees as needed for the operation of the club.
2. Meetings of the Board shall be called as determined by the president and secretary, who will name the date, time and place.
3. A majority of directors, including two officers, shall constitute a quorum of the Board.
4. The affirmative vote of at least a majority of Board members present shall be necessary to pass any resolution or authorize any act of the club, unless otherwise stipulated in these bylaws.
5. Robert’s Rules of Order will be the final authority as to parliamentary procedures at all meetings.
6. Notice of meetings will be provided to all directors at least five days prior to any meeting of the Board by email or traditional mail.
Article 6 – Elections
1. Thirty (30) days prior to the date of the annual membership meeting the board of directors will appoint a nominating committee which shall consist of, at minimum, the president and two members.
2. Positions on the Board of Directors shall be elected at the annual meeting in January, the date determined by the club president. Thirty (30) days prior to the annual meeting date, numbered ballots also will be available to members at the sign-in table at Hagerman Courts, with each member picking up a ballot and signing a registry to ensure one numbered ballot per signature.
There will be three ways to cast your ballot, 30 days up to and on the annual meeting date:
a) By placing it in a sealed envelope in the ballot box to be located on the sign-in desk, up to and on the day of the annual meeting.
b) By placing the ballot in a sealed envelope and returning it to any Board officer, up to and on the day of the annual meeting.
c) If you are ill or out of the area during the 30-day voting period, you may contact the President to arrange to send her/him the ballot by email or USPS.
Write-in candidates will be allowed on ballots cast on or before the day of the annual meeting.
3. There will be a final tabulation of votes by the secretary and vice president (if neither is a candidate) at the annual meeting. Meetings may be held without notice but generally will be communicated by the secretary. A nominee who receives a majority vote shall be deemed elected.
A voting member is anyone who has paid annual or monthly dues to play with the Santa Maria Pickleball Club and is current with their dues and is therefore eligible to vote in a club election.
Article 7 – Amendment of Bylaws
1. These bylaws may be amended by a majority vote of the Board of Directors at any regular or special meeting of the board, and shall require two-thirds affirmative vote of the directors.
Article 8 – USA Pickleball Association
1. The SMPC recognizes the USAPA as the governing body for pickleball.
2. The Local Ambassador of the SMPC supports and recognizes the USAPA Ambassador Program and the role the ambassador plays in the growth of pickleball at the local level.
3. The Ambassador is appointed by applying to the USAPA to serve as a pickleball ambassador. Upon USAPA approval, that person serves as the SMPC ambassador.
Article 9 – Suspension and Expulsion of Members
1. Any member may be suspended or expelled from the club for cause, violation of these bylaws or any rules of the club, or for conduct prejudicial to the best interests of the club including offensive language directed at another player and sexual harassment. Length of suspension will be determined by the Board of Directors
2. Such suspension or expulsion shall require a simple majority vote of the Board, provided that a statement of charges is included in the notice of the meeting, and that the member will have the opportunity to present a defense at the meeting.
Article 10 – Club Administration
1. The fiscal year of the club shall be from January 1 through December 31.
2. The treasurer will prepare an annual budget to be submitted to the Board for approval each year and be subject to change by a majority vote of the directors.
3. The club’s financial transactions shall be authorized in the following manner.
Expenditure and purchase of assets:
i. Under $200 – By the club president and treasurer
ii. Over $200 – By majority of the officers
iii. Over $1,000 – By majority of the Board and a membership approval vote. The motion for approval must be made by a general member and seconded by a general member (non-Board member). Approval is by a majority vote of the members voting.
4. Net savings of the surplus remaining after all operation costs and expenses have been paid shall remain in the club’s treasury for purchase of new equipment, replacement of existing equipment, programming and events, or other expenditures as determined by Board vote. Net savings shall not be distributed to members for individual use.
Article 11 – Club Dissolution
1. The club may be dissolved by affirmative vote of a majority of the directors.
2. Upon dissolution, club assets will be distributed to the city of Santa Maria’s nonprofit PLAY (People for Leisure & Youth), Inc.
Adoption of Bylaws
We are all of the initial directors, and we unanimously consent to, and hereby adopt and approve the foregoing bylaws. Executed on September 3, 2021
Terry Armas, President
Jerry Thomason, Vice President
Elise Cassel, Secretary-Treasurer
Revised December 11, 2021
Revised by new board members on June 7, 2023
Derek Elchlepp, President
Marcy Jimenez, Vice President Mick Robinson, Treasurer
Debbie Wegemer, Secretary