This document covers rules and procedures that are specific to the Trilogy Pickleball Club.  If there is an area of conflict, the Club bylaws or the Chartered Clubs rules, regulations and procedures will prevail.

I.  MEMBERSHIP:   

A.  Membership shall be open to all members in good standing of the HOA.

B.  Guest Privileges:

1.   Resident Guest:  A resident guest is a resident of TRILOGY with a current association activity card or tenant activity card, who has not yet formally joined the club, but is qualified to do so.  They may attend club-sponsored functions three times before being required to join the club.

2.   Non-resident Guest:  All other individuals who are accompanied by an association member or otherwise sponsored by an association member are considered non-resident guests.  They are not qualified for club membership.  They are not permitted to attend club-sponsored functions.

3.   Household Guests:  An individual or family member who temporarily resides as a guest with a TRILOGY resident during an area visit.  These individuals may use the association’s facilities if they meet all club requirements for safety, training and individual decorum.

C.  Dues:

1.   Dues are determined by the Executive Board and voted on by the membership.  Dues are as follows:

a.   New members joining in January thru September: $25.

b.   New members joining October thru December: $25 for the remainder of the year and all of the next year.

c.   “Renewal Dues” are $25 annually, effective January 1st.  However, those members that have fulfilled their club monitoring obligations, by either monitoring or having earned a volunteer credit** in the previous year, will get a $10 credit and be allowed to renew for $15.  As a member of the club you understand that you are required to monitor or volunteer for a club function.

      ** A volunteer credit will be given to:

      i.    All board members

      ii.   All Chairpersons

     iii.   Any member who volunteers for four hours or more for the club in any given calendar year in a function for a chairperson or board member (and submitted for credit by that chairperson or board member)

D.  Member Responsibility Area:

1.   Members are encouraged to serve the club by volunteering to serve on committees, teaching, or being an officer, etc.

2.   Pay dues on time.

3.   Know club procedures.

4.   Know and abide by game rules and drop-in rules.

5.   Accompany household guest(s) on court.

6.   Protect club equipment.

7.   Wear name tags when on the courts.

8.   Stay informed by use of our website – See website

9.   Wear proper shoes with non-marking soles.

10. Members must agree to monitor per rules

11. Show courtesy to others and do not interrupt game in progress.

E.  Court Usage:

1.   The courts are available at the times posted on the Play Schedule on the Website.

2.   Court reservations are not available at this time.

3.   Pickleball Rules – See Website.

4.   Drop-in Procedure – See Website.

5.   Ladder Rules and Procedures – See Website.

F.   Court Courtesy:

1.   Wear athletic shoes with non-marking soles.

2.   Pick up all balls remaining on court after your games are over and replace in canister.

3.   Retrieve balls hit over the fence and put in canister.

4.   Move chairs and benches back to original place if you have repositioned them.

5.   Keep courts clean – dispose of papers, empty bottles, etc. in trash container.

6.   Turn off lights when leaving the court at night.

7.   Put only broken balls in broken ball trash container.

8.   If you hit a ball into the next court, call “ball” loudly so the other team will stop play – preventing injuries.

9.   Use the entry gate closest to the court you will be playing on.

 

II.   Program Supervision and Safety:

A.     Club Monitor: During all club sponsored activities on courts, a monitor must be provided by the club to insure that established operating and safety procedures are followed. Monitors shall make sure people playing during drop-in are members of the Club, eligible house guests of Club members or TRILOGY resident guests if courts are open.  In the event of a disagreement between a monitor and club participant the decision of the monitor will prevail in all instances.  A monitor’s decision may be appealed to the Executive Board.  Until such appeal is heard and acted upon, the monitor’s decision prevails.

B.     In the event of injury requiring medical attention, Club monitors will be responsible for making sure the incident report is filled out and turned in to the Cimarron center.

C.    All Club members are required to monitor a minimum of one time per year.  In the event of rain, the monitor is to prepare a sheet marked “rained out” in order to get credit for that day.

D.    Monitor instructions:  – See website

 

III.  Executive Board:  

A.  There shall be a President, Vice President, Secretary, Treasurer, immediate past President, and as many elected directors needed for member representation.  The Executive Board shall have overall governing authority consistent with the bylaws and shall authorize committees necessary to carry out the purposes and objectives of the club.  The Executive Board may be assisted by the chairperson of such committees to carry out the club functions and purpose.     

B.  Election of officers:  All officers and directors shall be elected by a majority vote of those present at an annual membership meeting (usually once a quorum has been established).

1.   Quorum:  20 members in good standing, excluding the Executive Board, must be present and eligible to vote at any election.  If more than one member is nominated for an elected position, voting shall be by secret written ballot.    

2.   Nominating Committee:

a.   Shall be appointed by the Executive Board.

b.   Consists of a minimum of 3 members.

c.   Cannot be a member of the Executive Board.

d.   Must be a member in good standing of the club.

3.   Term of Office:

a.   All officers and directors are elected for one.

b.   The term of the Board shall begin on January 1st, and end on December 3st. 

c.   Newly elected officers or directors, within 14 business days of taking office, shall read and understand the Associations Chartered Club Rules, regulations, and procedures.  Submit CC-5 new club officer form to the activities director.

C.  Responsibilities:

1.   President:

a.   Preside over club meetings.

b.   Accountable for administration of club business.

c.   Act as principle liaison between club and the association.

d.   Appoint all committees and chairpersons with board approval.

e.   In the event of board vacancies on the Executive Board, the President shall appoint, with Board approval, an interim replacement until official elections can be held.

f.    Assign duties to other Board members.

g.   Have   good written and verbal communication skills.

h.   Have vision about where to take the club.

i.    Have basic computer knowledge.

2.   Past President:

a.   Shall act as advisor for continuity from one administration to the next.

3.   Vice President:

a.   Shall perform duties of President in the event of the President’s absence.

b.   Shall perform other duties assigned by the President.

c.   Have basic computer skills.

4.   Secretary:

a.   Keep club records.

b.   Issue notices of meetings of the Executive Board or General Meeting.

c.   Keep minutes of meetings.

d.   Conduct all correspondence relating to club meeting.

e.   Furnish whatever reports to the association as may be required.

f.    Have basic computer skills.

5.   Treasurer:

a.   Receive and deposit all funds due to the club.

b.   Pay bills.

c.   Furnish financial reports to Executive Board, membership and association as required.

d.   Prepare and submit year end reports.

e.   Maintain the club roster.

f.    Work closely with paddle ball chairperson and name tag chairperson.

g.   Have good knowledge of bookkeeping procedures.

h.   Have ability to work with a spread sheet.

i.    Have the ability to work with Money or Quicken for keeping the financial records.

j.    Have excellent computer skills.

6.   Elected Board Member at Large (#1):

a.   Duties as assigned by the President.

7.   Elected Board Member at Large (#2):

a.   Duties as assigned by the President.

 

IV. Financial Controls or Procedures:

A.  Check and balance procedure to preclude a single withdrawal from ordering, receiving and disbursing equipment or inventories.

B.  Any non-budgeted monetary disbursements over $500.00 shall require membership approval.

C.  Deposit all revenues in an established club account, as approved by TVCA, in the club name, and maintain the club account through succeeding club administrations.  Disbursements should not be made from cash, which has not been deposited in the club account.  All disbursements should be made by check, or from an approved petty cash fund, with purchase receipts or invoice retained with documents.

D.  All transactions shall be recorded in club financial records and all financial records must be preserved for 7 years.

E.  As part of regular club meetings, the Treasurer should provide the members with a financial presentation showing revenues and disbursements and account balances.  This presentation should be recorded in the minutes of the meetings.

F.   Periodically, inventory and reconcile retail and assist inventories.

G.  All monies received by the club from special activities and events must be deposited into the club’s bank account.  All associated disbursements must be made by check.  No disbursements may be made from “un-banked” monies.

 

V.  General Meetings:

A.  Membership meetings shall be held not less than twice annually.  Time and place shall be determined by the Executive Board.  The President shall preside at said meetings.

B.  Roberts Rules of Order Newly Revised shall be followed.     

           

VI. Mission Statements and Job Descriptions

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.  The committee chair will report directly to the board member assigned.

1.   Job Description: Social Chairperson

a.   Develops social committee.

b.   Chairs committee.

c.   Reports to Club President.

d.   Attends Board meetings.

e.   Organizes and hosts social events for the club.

f.    Coordinates usage of and maintains equipment and food which is shared by other club events.

g.   Other duties as assigned by President or Board.

2.   Specific functions of Social Committee

a.   Host and provide food and beverages at award banquets, potluck dinners, BBQ, Christmas party, and any other events as directed by the board.

b.   Coordinate the use of facilities and equipment through the activities office for social functions.

c.   Facilities must be reserved well in advance of event with the Activities Office.

d.   All alcoholic beverages must be provided by Dillon’s Catering.

e.   Coordinate and set up facilities for social functions.

f.    New Social Chairperson needs to be appointed before the last social event of the year.

.

B.  Ladder Committee:  The ladder committee runs the weekly League/Ladder program.  It consists of a ladder manager and ladder captains.  They shall make sure the ladders run smoothly and ladder rules are enforced.  The ladder manager will report directly to board member assigned.

1.   Job Description of Ladder Manager:

a.   Makes sure the Ladder Program is running smoothly by overseeing the Ladder Captains and the Ladder Rules as well as solving any conflicts or problems associated with the Ladder.  The Ladder Manager must have access to a computer and possess basic computer skills.  The Ladder Program runs all year including holidays.  Note:  All reference to Ladder Rules means LADDER MANAGEMENT RULES FOR PLAYERS AND CAPTAINS on the Trilogy Pickleball Club website – See website

b.   Oversees the Ladder Captains.

c.   Recruits and trains the Captains (or oversees the training if it is done by an existing Captain).

d.   Makes sure the Ladder Captains follow the Ladder Rules explicitly.

e.   Answers any questions, solves problems, etc. which the Captain may have.

f.    Keeps all Ladder Captains informed of any changes in the rules or policy.

g.   Lets the Ladder Captains do their jobs without interference.

h.   Oversees the Ladder Rules:

i.    Makes necessary changes to Ladder Rules with the Captains’ approval.

ii.   Updates the Ladder Rules on the web site when seasons change (playing times).

i.    Fills in as a Substitute Captain when needed.

j.    Keeps the communication lines open.

k.   Is the direct contact from the Board to the Ladder Program.

l.    Solves any disputes, problems, or complaints directed to the Ladder Program.

m.  Makes decisions in the Ladder Program’s best interest in meetings.

n.   Attend Pickleball Club Executive Board meetings.

2.   Job Description of Ladder Captain:

a.   Manages one skill level of the Ladder.  The Ladder Captain has a weekly commitment, must have access to a computer and possesses basic computer skills.  The Ladder Program runs all year including holidays.  The Captain can share the duties with a Co-Captain.

b.   Be familiar with and enforce the Ladder Rules.

c.   Report directly to Ladder Manager.

d.   Maintain Ladder Administration site for assigned Ladder.

e.   Post rankings and schedules weekly as per the Ladder Rules.

f.    Keep players informed of changes of Ladder Rules or ladder programs.

g.   Records participants on the pink sheet in monitor book.

h.   Acts as monitor during play.

i.    Organize and manage assistants, if applicable.

j.    Keep Ladder Manager informed of any problems or concerns. 

       

C.  Webmaster:  Shall update website as needed and keep members updated on club news, rules and general communication issues.   Reports directly to the Board Member assigned.

1.   Job Description:

a.   The website is one of the primary sources of information that is available to members for club activities and procedures.  The Webmaster will gather information from various sources 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 gathered from the following sources:

i.    Club President or other board members.

ii.   Committee chairpersons.

iii.  Email newsletters.

iv.  Club meetings.

v.   Other pickleball websites.

vi.  Tournament directors within TRILOGY and from outside the club.

vii. Tournament websites such as Huntsman and Arizona Senior Olympics.

b.   Information on the website usually includes but is not limited to the following:

i.    Starting times for regularly scheduled playing events such as ladders, drop-in, round robins, etc.

ii.   Information on future tournaments including starting times and dates.  The tournament commissioner sometimes provides an information flyer in a word processor format.  The Webmaster would convert this to an html format and provide links to the document on the main page, tournament page and coming events pages.

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.  The social committee may provide an information flyer on a future social event in a word processor format.  The Webmaster would convert this to an html format and provide a link on the coming events page and elsewhere as appropriate.

vii. Calendar of coming events.  The administration page for this function is available to the tournament commissioner, social director, lesson coordinator and others so that they may update the calendar with their own events.  A separate person may handle this.

2.   Requirements:

a.   Knowledge of how to create web pages by using a visual editor or by using a text editor with knowledge of HTML and CSS.

b.   PC, operating system and editor of the Webmaster’s choice.  Existing pages do not use any proprietary formats of commercial visual editors.  They could very easily be edited manually or imported into a visual editor.  JavaScript is not used except for a couple of snippets that could be eliminated without reducing basic functionality of the pages.

c.   Knowledge of transferring files to the website.

d.   The Webmaster should have good written communication and presentation skills, be well informed on club activities and be able to post information in a timely manner.

e.   Optional:  Knowledge of the SQL database functions and knowledge of the PHP programming language or a programming background sufficient to enable the webmaster to quickly learn the SQL and PHP.  This part is optional depending on the skills of the Webmaster.  Most of the following functions should continue to work without maintenance by the Webmaster as long as changes in the display format were not desired.  It is possible that version upgrades or changes in the default configuration of the SQL and PHP on the host server might cause some of the functions to stop working.  If the Webmaster did not have knowledge in this area, another way might have to be found to do the following functions or some would have to be deleted.

i.    Online roster database.  This would have to revert back to being done on a spreadsheet or database program.  The roster page on the web would no longer be automatically updated when the Treasurer edits information.  Members would not be able to update their own personal information.  It would also complicate the sending of mass emails to the latest member list.  Loss of data would be possible if an offsite backup system were not routinely followed.

ii.   Online signups for clinics, tournaments, etc. would not be available.  This feature is usually customized for each activity.  It is not a generic signup routine.

iii.  Ladder functions would not be online.  This would revert back to being done on a spreadsheet or similar program.  Training of ladder captains would be more difficult and require a higher skill level on the part of the ladder captains.  Ladder captains would no longer be able to easily substitute for one another without manually exchanging files.  If the ladder captain became ill or the ladder captain’s computer was inoperable, the files might not be available.  Emails to the ladder participants would be more difficult and time consuming.

iv.  The calendar of coming events would have to be created manually rather than from the event database.  It would no longer be able to be edited by the social chairman, lesson coordinator, and other club members that are responsible for scheduling events.

 

D.  Publicity Chairman:  Purpose is to enhance the positive image of the Trilogy Pickleball Club within in the community, to announce upcoming pickleball events which the public might be interested in, and to promote the sport of pickleball in TRILOGY and the surrounding community.  This is a volunteer position reporting to the Board member assigned.

1.   Meet HOA requirements for club publicity.

2.   Keep announcements up to date on all TRILOGY community bulletin boards.

a.   Submit fliers to Activities department for their applying to the TRILOGY bulletin board.

3.   Represent club at Coffee Talk quarterly.

6.   Submit articles/photos to newspaper.

 

Safety – The Safety Committee shall ensure any potential safety issues are promptly corrected; post safety procedures prominently at the Club’s facilities and on the Club’s web site; ensure first aid supplies and accident report forms are readily available in the event of an accident; report all accidents to the Association within 24 hours using Club Form #4 (Accident/Injury Report).

 

Audit – The Audit Committee shall be comprised of two (2) members, neither of whom are officers, and audit the financial documents of the Treasurer and the results shall be reported as set forth in Article V, Section C of the Club by-laws.

Membership – The Membership Committee shall be responsible for maintaining a roster of all Club members in good standing.  The roster shall be posted on the Club’s web site and a minimum number of copies shall be available at the Club’s facilities.  Upon payment of dues, members will receive the password to access the roster on the web site.  All new members will be contacted personally to welcome them to our Club and provide them with information about our activities and our sport.

  Instructions – The Instructions Committee will provide free lessons for beginners and will provide free strategy and technique lessons to “seasoned” members.  You do not have to be a Club member to take lessons.  The Committee will arrange and schedule clinics when warranted to enhance the skill level of members as well as train members in referring tournaments.  Lesson times shall be posted on the Club’s web site and at the Club’s facilities.

 

  Facilities/Equipment – The Facilities/Equipment Committee shall be responsible for ensuring the Club’s facilities are maintained and in playable condition, the nets are at the proper height, pickleball holders are full, chairs are purchased/replaced as needed, court rollers/brooms are available and in good condition, the court clock is working, and the court flags are in good condition.  The committee will contact the Association if any issues need to be addressed.

 

 

CHARTERED CLUBS RULES & REGULATIONS

Chapter 4, Section 4.2

Nomination & Election Process

 

Election/Appointment of Officers: At a minimum, clubs must have a president, vice president, and secretary/treasurer.  The initial Club Executive Board is appointed and later approved at an organizational meeting.  The club board must be elected by a majority vote of those present at the Club’s Annual Meeting or by exception as approved by the Activities Director, i.e., mail-in ballot or email ballot.  However, if appointed to fill a vacancy, the appointee must be confirmed by a majority vote of the club Board.  All members of the Club Executive Board must be elected by the membership.

      A.  As new officers are elected or appointed, clubs will complete HOA Club Forms #7 and #8, and forward it to the Activities Office within 14 business days after election or appointment.

      B.  Election Committee Structure

            1.   Appointed by the Club Executive Board.

            2.   Consist of a minimum of 3 members including chairperson.

            3.   Cannot be a member of the current Club Executive Board or a candidate for an open Club Board position.

            4.   Must be a member in good standing of the club.

      C.  Election Committee Responsibilities

            1.   Responsible for the complete election process.

            2.   Responsible for obtaining at least one candidate for each office (written notification of the need for candidates must be made at least 45 days in advance of election to the membership) and a list submitted to Club Board of Directors for publication to the General Membership 30 days prior to election.

            3.   Candidates must submit names in writing to the Election Committee.  Nominations made to the Election Committee must be confirmed in writing with the nominee prior to adding to the ballot.  Deadline to be established by the Election Committee.

            4.   All candidates will run for designated Club Board positions (e.g., President, Vice President, Secretary, Treasurer, Officers and Directors).

      D.  Accepted Method of Voting

            1.   Written Ballot

                  a.   Election Committee will create a ballot. It must contain all candidate names and office.

                  b.   All ballots must be number controlled.

                  c.   Hand out to the membership at the Election Meeting or other method as approved by the Activities Director.

      E.  Election Process – The Election Committee has the following responsibilities:

            1.   Present a listing, either written or read, at the General/Election Meeting.

            2.   Pass out written ballots, collect completed ballots and count.

            3.   Verify votes are from valid Club Members, one vote per member.

            4.   Election Committee will announce results.

            5.   The Election Committee will disband upon the completion of the election.

 

Note: The Activities Director must approve any deviation from this procedure.

      F.   Procedure for removal of Club Board members:

            1.   Establish an objective investigative committee.

            2.   Committee members’ recommendations will be submitted to Club Board and the Activities Director.

            3.   If all agree there is justifiable reason for removal from office the remaining club board or Investigative Committee will appoint to fill open positions until such a time as an election can be implemented.