By-Laws

Halton Hills Pickleball Association – Constitution

Note: Halton Hills Pickleball Association is herein after referred to as “HHPA”

Objectives

The establishment and operation of an athletics club for the purposes of:

1. promoting organized athletics sports, games and recreation, and in particular, pickleball.
2. providing opportunities for club members to play outside of programs offered by the Town, arranging games, matches and competitions, and establishing and granting prizes, awards, and distinctions.
3. fostering goodwill and sportsmanship,
4. and any other complementary purposes not inconsistent with these objectives.

 

Vision

The embodiment of pickleball as an activity of choice for all age groups and skill levels within Halton Hills.

 

Mission

Facilitate the growth of pickleball in Halton Hills for the enjoyment, health, and social engagement of all players by offering organized recreational and competitive play and ensuring there are opportunities for new and existing player development in an inclusive, welcoming environment.

 

Article I – Membership

1. To become a member of the Association, a person must complete an application form, be accepted by the Board and pay the annual fee. Members shall pay an annual membership fee. If there is a waiting list to join, the Directors may use whatever criteria they deem appropriate to decide who may join.

2. Membership fees will be determined by The Board of Directors. A Membership Committee may be formed by the Board to determine fees if necessary. The fee will remain a per year per member fee. The Directors may change the membership fee as required.

3. Membership year. The membership year shall run from September 15th to September 14th.

4. The membership year may be adjusted by the Board of Directors should the need arise.

5. 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 integrity of the Association or the ability of the Directors to fulfill their duties.

6. Membership cap. In order to control the number of members in the Association, the Board shall have the power to impose a cap on the number of members and may raise or lower the cap as deemed necessary. Non-members may add their names to a membership waiting list to be eligible for membership when cap space becomes available.

Article II – Member Meetings

1. Annual General Meeting. An Annual General Meeting, AGM, shall be held once a year, not more than eighteen months after incorporation or not more than fifteen months after the last annual general meeting. The date to be determined by the Directors.

2. Notice of meeting. Notice of the AGM shall be given to all members at least one month in advance of the meeting.

3. Voting Rights. Every member shall have one vote at the AGM. Members must attend the AGM to vote, proxy votes are not allowed.

4. Quorum and Voting. The members who are present at the time and place appointed for the AGM shall constitute a quorum. Motions at the AGM shall be passed by majority vote.

5. Any Member may submit a motion to be considered at the AGM. The motion shall be provided to the Secretary not less than fifteen days before the AGM.

6. Additional meetings of the members may be called by the Directors as required.

7. The Board of Directors shall meet at least once each quarter.
8. Board meetings, the AGM and other meetings may be conducted in person, electronically or a combination of both.

 

Article III – Directors

1. To serve as a Director a person must be a member of the Association. A person who is not a member of the Association and who is elected as a Director may remain a Director only if they become a member of the Association within ten days of their election.

2. The number of Directors shall be a minimum of seven to a maximum of thirteen.

3. Directors will be elected at each AGM. The Directors shall take office immediately following the AGM. Only one director per family shall be allowed during any term.

4. Election of officers. At the first meeting of the Directors after an AGM, the Directors shall elect four officers, a President, Vice President, Secretary and Treasurer. Duties of the officers are described in Article IV Additional duties may be assigned with the agreement of the Directors.

5. Term of office. Directors serve for a two-year term unless decided upon by the HHPA Board of Directors. There is no restriction on the number of terms a person can serve.

6. The duties or title of a Board member may be changed to enhance the needs of HHPA.

7. Quorum for conducting business at a Directors meeting shall be four Directors.

8. Every Director of the Association, in exercising their powers and discharging their duties, shall act honestly and in good faith with a view to the best interests of the Association, 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 expenses happening to the group.

Article IV – Board of Directors

1. The Association shall be managed by the Board of Directors, who shall establish, regulate and direct the policies and objectives of the Association and direct, review and approve all matters concerning the Association.
2. Directors are responsible for protection of the Corporation. All property, intellectual, physical and proprietary including, but not limited to membership information, events, future plans, website, venue and function costs are considered property of the Corporation and are not to be shared with outside persons or organizations (Except those who are required to conduct operations of the Corporation) unless unanimously approved by the Board of Directors.

3. Directors shall protect the integrity of the membership of the Corporation. Directors shall not endorse or promote outside organizations at events, leagues, lessons, tournaments and any function organized by or attended by a Director on behalf of the Corporation unless unanimously approved by the Board of Directors.

4. Duty to remain in place. Upon election and acceptance, a Board Member shall be required to remain in place until the next Annual General Meeting or in extraordinary circumstances may vacate the position if a suitable replacement is found and voted on by the remaining Board of Directors.

5. Transition of New Board of Directors. There will be a transition period of one month but no more than two months after the AGM to allow for training and passing of historical knowledge from outgoing Board members to incoming Board members.

6. The President shall chair all meetings of the membership and the Board of Directors. The President shall appoint with the approval of the Board, committee chairpersons and committee members where necessary. The President or his/her designate shall act as the chief spokesperson and negotiator for Association activities.

7. Vice President. The Vice President shall assist the President in the performance of her or his 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 chair all meetings of the Association or the Board at which the President is not present.

8. The Treasurer shall be responsible for the financial management of the Association. The Treasurer shall perform such other duties as may be assigned by the President.
9. The Secretary shall give notice of and keep the minutes of all meetings. The Secretary shall provide notices of meetings to the Board not less than one week prior to any Board meeting and to the members not less than one month prior to the AGM. The Secretary shall perform such other duties as may be assigned by the President. The Secretary shall electronically send the minutes of the AGM to the members not more than 1 month after the AGM. The Secretary shall maintain the Association’s membership list.

10. If a vacancy should occur on the Board, the remaining members of the Board may, by a majority vote, elect a successor to serve for the remainder of the term. With the exception of a vacancy in the office of the President which shall be succeeded by the Vice President.

11. Removal of a Director. At any meeting of the Board, any member of the Board, may, by a majority vote, be removed from office, with or without cause, and a successor may be elected as provided in items 4 and 10 above.

12. Conflict of Interest. Any Director, who is party too, has a material interest in, or a material contract with the Association shall disclose the nature and extent of their interest. The Director shall exclude themself from discussions when a conflict of interest may exist.

13. For the purpose of adhering to the ONCA Incorporations Act the HHPA Board of Directors will, for one year ending September 15th, 2024, be allowed to change the current by-Laws without holding a member vote, as long as the by-law changes are in accordance with the new ONCA requirements. Any extraordinary changes will require approval from a members’ meeting.

Article VI – Finances

1. The treasurer is responsible for the financial management of the Association.

2. The Halton Hills Pickleball Association is incorporated as a Not-for-Profit Corporation.

3. A bank account will be established at a local bank and shall be used to transact all Association business.

4. Any two of the three designated Directors must sign all cheques. The President, Treasurer and one other Director shall be appointed as designated Directors at the first Board of Directors meeting following an AGM.

5. The financial year shall be determined by the Board of Directors as required in the Not-for-Profit Corporations Act.

Adopted by HHPA the Board of Directors on