BYLAWS of the McCormick Pickleball and Tennis Club

October 31, 2023 - Amended 5/13/2024 

SECTION 1 - NAME 

The name of this organization is the McCormick Pickleball and Tennis Club hereafter referred to as the “MPTC.” MPTC is a private social sports club that is not affiliated with McCormick HOA (hereafter referred to as HOA) other than members are residents of McCormick, Port Orchard, Washington. 

SECTION 2 - PURPOSE GOALS AND OPERATION

2.1 Purpose 

The primary purpose of this club is to promote health and wellness activities for all residents of McCormick by introducing and advancing the sports of Pickleball and Tennis.

2.1.1 We strive at MPTC to create a pickleball and tennis experience where: beginners and veterans are treated equally, sportsmanship is more important than wins or losses, competition is strong but not relentless, friendships and camaraderie are treasured, and people are more important than the game.

2.1.2 All Members agree to foster an environment in which all players can play pickleball and tennis to the best of their abilities – and most importantly, can enjoy themselves while doing so. 

2.1.3 All Members and their guest(s) must exhibit good sportsmanship and respectful behavior while at the McCormick pickleball and tennis courts and be welcoming, supportive and inclusive of all members of this organization as well as all McCormick residents and their guests.

2.2 Goals

2.2.1 Promote the sports of pickleball and tennis by providing recreational, competitive, and social activities for McCormick residents.

2.2.2 Work with HOA board and HOA committees to help in the development of rules and guidelines for the use of the courts in order to nurture safety and good sportsmanship on the courts and promote team spirit by providing healthy competition.

2.2.3 Work with HOA board and HOA committees to help in planning for the equitable use and access of our pickleball and tennis courts for all residents.

2.2.4 Actively participate in helping to maintain the McCormick courts and equipment.

2.3 Operation

The MPTC will conduct its business democratically, meaning that decisions or actions requiring a vote of the Membership, or the MPTC officers (hereafter “Officers” or “Officer”, or at times the “Board” as defined in Section 4.1.2) will be determined by majority of votes of the Members or Officers present at time of voting unless otherwise stated in these BYLAWS, or by the majority of votes received if voting is over an extended period and/or is electronic. 

2.4 Authority Delegated to the Board by Members

Except for (i) matters that require approval of the Members by the terms in these BYLAWS, or (ii) are related to the responsibilities and authority delegated by the members to specific Officers, the Board shall have the exclusive authority to make all decisions and take all actions and act on behalf of the MPTC to conduct, direct and manage the MPTC, its activities, operations, and affairs. 

2.5 Discrimination Prohibited

Membership  and  all  rights  of  participation  in  the  MPTC,  including  all tournament and other events conducted or sanctioned by the MPTC, will be open to  all persons without regard to race, age, religion, creed, sexual orientation, color, national origin, disability, or gender. Nonetheless, participation in divisions of Tournaments and other events may be restricted and apportioned based on skill level, gender and/or age. 

2.6 USA Pickleball (hereafter “USAP”)

The MPTC generally follows the standards and abides by the rules of the USAP.

SECTION 3 MEMBERSHIPS

3.1 Eligibility

3.1.1 MPTC Membership is limited to individuals who are residents of McCormick Woods, Trails, or Villages in Port Orchard, WA. An individual requesting to be a Member of the MPTC must be eligible for Membership per these BYLAWS and complete an application form and submit it to the MPTC Board.  

3.1.2 There shall be no precondition for MPTC Membership, other than described in these BYLAWS, and a Member of the MPTC is not required to join any national, state, regional or local affiliate organization.

3.2 Members in Good Standing

A Member is in good standing (hereafter “Member or Members In Good Standing”) when the Member is: i) eligible for Membership per Section 3.1, ii) their Membership has not been suspended or terminated, iii) and their financial obligations to the MPTC are current. 

3.3 Membership Dues and Fees

3.3.1 Annual Membership Dues

3.3.1.1 The Board shall submit as part of the annual operating budget recommended dues amounts for the next “club” year for the approval of the Members at the Annual Meeting in May.

      3.3.1.2 Dues will be payable each year in May.

3.3.1.3 Annual dues paid between May and September will be full amount voted on at Annual Membership Meeting. The dues for those members joining between October and April will be 50% of the annual amount. (amended 5/13/24)

3.3.2 Fees

The Board is hereby authorized by the Members, without further action by the Members, to establish fees for the MPTC sponsored events and activities. 

 3.3.3 Delinquent Dues and/or Fees

3.3.3.1 Any monetary payment owed to the MPTC will be delinquent if not paid within 1 month of the due date. 

3.3.3.2 After a Member is notified of being delinquent, Membership and Member privileges will be suspended until all money owed is paid. Once all money has been paid by the Member, the Member will be returned to a Member In Good Standing and all privileges reinstated, provided disciplinary action or similar has not suspended or terminated the Member’s Membership.

3.4 Remuneration and Expense Reimbursement

3.4.1 None of the MPTC’s earnings or assets shall inure to or unduly benefit any person or private interests.

3.4.2 The Board may not receive compensation for services rendered in support of the activities of the MPTC. In these BYLAWS compensation shall include money, merchandise, services, benefits, or rebates from vendors providing services or merchandise to the MPTC that is not provided to every Member. 

3.4.3 The Board may reimburse actual expenses or pay reasonable compensation to a Member or Members for pre-approved services rendered to the MPTC.

3.4.4 With the approval of the Board, a Member may receive any discount, or gift of merchandise or services provided such discount or gift is offered to the Membership.

SECTION 4 OFFICERS AND BOARD

4.1 Officers

4.1.1 The Officers of the MPTC are a President, Vice President, Secretary, Treasurer and Officer-at-Large. The Officers are elected for a term of one (1) year and will serve until their successors are elected, unless stated otherwise by these BYLAWS

4.1.2 The Officers jointly are referred to as MPTC Board (hereafter the “Board”).

4.1.3 The immediate past-President may serve on the MPTC Board in a one-year, non-voting capacity.

4.2 Nominations and Elections

4.2.1 Eligibility for Office 

A Member must meet eligibility requirements of Section 3.1 and be a Member in Good Standing to run  for an Officer position. 

 4.2.2 Successive Terms

Current Officers are: i) eligible for re-election or ii) eligible to be a

                       nominee for a different office by informing the Election Coordinator of their interest. Maximum

                       duration of office is 2 terms with a break of 1 year prior to serving on the board again unless

                       there are no other candidates willing to serve.

4.2.3 Election

4.2.3.1 Annual Election. MPTC Officers are elected annually, and the election will commence between October 1st and October 10th. The term for Officers being elected shall commence on the first day of November and end on October 31 the following year, the election will be determined by the majority of Members voting. 

4.2.3.2 Election Coordinator. The President shall recommend to the Board for its approval an Election Coordinator no later than August 15 or each calendar year. The Election Coordinator shall canvas all members to secure interest in running for the officer positions.

4.2.3.3 Electronic Voting.  Annual election voting will be done electronically, by email, or by paper ballot in person or by mail by the Members in Good Standing. The voting will remain open for no less than 4 days.

4.2.3.4 Results Notification.  At the conclusion of the election, the Election Coordinator will verify results, and notify the Board of the results. Once the Board notification has been completed, the results and vote tallies will be published to the Members. 

SECTION 5: DUTIES OF THE OFFICERS

5.1 President. 

The President is the executive officer that oversees and manages the MPTC business activities and affairs, while serving as an ambassador of the MPTC to uphold the MPTC’s mission and interests of its Members, and in this capacity: 

5.1.1 Preside over Board and Member meetings and lead the Board in the performance of its responsibilities by directing and overseeing the activities of the Officers. 

5.1.2 Assure the MPTC remains in compliance with the McCormick HOA Rules and by being the MPTC liaison to the McCormick HOA, as well as the liaison between the Board and the Members. 

5.1.3 The President is accountable for the administration and conduct of MPTC business and ensure the MPTC and the Officers comply with the BYLAWS, and all MPTC policies.

5.1.4 Assist with preparation of annual operation and capital budgets and ensure the budgets are presented at the Annual Meeting for Members review and approval.

5.1.5 Ensure the financial reports are available to the Members for each board or annual meeting.

5.1.6 Communicate with Members and others as appropriate. 

5.1.7 Is authorized to sign checks and make draws on the MPTC bank account(s) in accordance with these BYLAWS. 

5.1.8 Recommend task group members, coordinators, and chairpersons for Board approval. . 

5.2 Vice President

The Vice President assists the President with overseeing and managing the MPTC 
business, activities, and affairs, and in this capacity: 

5.2.1 Perform duties of the President in the President's absence.  

5.2.2 May be authorized by the Board to sign checks and make draws on the MPTC bank account(s) in accordance with these BYLAWS. 

5.2.3 Perform other duties and responsibilities as requested by the President. 

5.2.4 Communicate with Members and others as appropriate. 

5.3 Secretary

The Secretary assists the President with overseeing and managing the MPTC business, activities, and affairs, and in this capacity: 

5.3.1 Maintain a current roster of the Members.

5.3.2 Issue notices of meetings of the Board and Member meetings.  

5.3.3 Create and publish all MPTC Board and Member agendas and minutes. 

5.3.4 Communicate with Members and others as appropriate. 

5.3.5 May be authorized by the Board to sign checks and make draws on MPTC bank account(s) in accordance with these BYLAWS. 

5.3.6 Perform other duties and responsibilities as requested by the President. 

5.4 Treasurer

The Treasurer assists the President with overseeing and managing the MPTC 
business, activities, and affairs, and in this capacity: 

5.4.1 Maintain the financial records of the MPTC and present financial reports to the Board for each Board and annual meeting. The reports will be attached to the Board minutes and made available to the Members. 

5.4.2 Prepare an annual Financial Report and any other reports as may be required by the Board. 

5.4.3 Direct the preparation of annual operation and capital budgets for the MPTC and prepare financial projections of anticipated future year(s) expenditures for Board and Member review and approval.

5.4.4 Is responsible for all the financial transactions of the MPTC.

5.4.5 Chair the Finance Task Group. (if created in the future) 

5.4.6 Is  authorized  to  sign  checks  and  make  draws  on  the  MPTC  bank account(s) in accordance with these BYLAWS. 

5.4.7 Communicate with Members and others as appropriate. 

5.4.8 Perform other duties and responsibilities as requested by the President. 

5.5 Officer-at-large

The Office-at-Large assists the President with overseeing and managing the MPTC business, activities, and affairs, and in this capacity: 

5.5.1 May be authorized by the Board to sign checks and make draws on the MPTC bank account(s) in accordance with these BYLAWS. 

5.5.2 Communicate with Members and others as appropriate.

5.5.3 Perform other duties and responsibilities as requested by the President. 

5.6 Member Eligibility Requirements No Longer Met By Officers

If at any time during an Officer’s term in office, the Officer does not meet the Member eligibility requirements of Section 3.1, the Officer shall be deemed to have resigned, and the President shall recommend a Member to fill the Officer’s position per Section 5.8. 

                        5.7 Removal of Officer for BYLAWS Violation or Mishandling of Funds.

                        If determined that there is a violation of the BYLAWS or misuse or mishandling of funds, the 

                        remaining board members by majority vote may remove that officer.

5.8 Vacancy

5.8.1 If an Officer position becomes vacant, a Member shall be appointed by the MPTC Board to fill the vacancy until the next election of Officers. In the event the President position becomes vacant, the Vice President will assume the position of President. 

5.8.2 In the event all Officers offices are vacant, a special election will be held, and the Officers elected will serve for the remainder of the original Officers’ term. 

SECTION 6: DUTIES

6.1 Annual Meeting

6.1.1 An annual meeting (hereafter “Annual Meeting”) of the MPTC Membership will be held each year in May. A notice and agenda for the Annual Meeting will be published by the Board to the Members at least three (3) weeks prior to the meeting. All proposed changes to Bylaws or agenda items should be submitted to the board at least 2 weeks prior to the meeting.

6.1.2 At the Annual Meeting: i) financials for the current year and a budget for the next year, ii) dues for all Membership Classifications for the following year, and iii) other business deemed necessary by the Board will be presented and approved by the majority of Members voting at the Annual Meeting.

6.1.3 Any items requiring a vote of the Members will require participation of at least 50% of membership voting either in person or electronic.

6.2 Board Meetings

Board meetings will be at a minimum every other month from May to October, and at a minimum twice between  November and April at a time and place (to include web apps) as determined by the

 President. At least a one (1) week notice to the Members will be given, unless all Officers agree

 to waive the notice of requirement, and/or cancellation of a meeting. 

6.3 Working Meetings of the Board

6.3.1 Working meetings of the Board (hereafter “Working Board Meetings”) may be held at the discretion of the President or any three (3) Officers. No business related to the authority of the Board may be transacted during a working meeting, including voting on any action item(s). 

6.3.2 The Working Board Meeting’s purpose is to plan, discuss issues and concerns, identify improvement opportunities, review the administrative or operation of the MPTC, etc. 

6.3.3 The President or any Officer may invite a Member or other person(s) into the Working Board Meeting unless a majority of the Officers in attendance object. Membership notice or posting of agenda is not required for a Working Board Meeting. 

6.4 Quorum

Three Officers will constitute a quorum for a meeting of the Board. Unless otherwise specified

in these BYLAWS, all decisions of the Membership or the Board are made by a simple majority vote of those voting. 

SECTION 7 COORDINATORS AND TASK GROUPS

7.1 Formation

 All task groups and coordinators, including standing, ad hoc, and single purpose groups shall be appointed annually, and a chairperson recommended for each task group for Board approval. The board has the authority to create new task groups and new coordinators as the need arises.

7.2 Standing Task Groups

7.2.1 The following Standing task Groups shall be established, and duties and responsibilities delegated by the Board. 

7.2.2 Event Coordinator/Player Development Task Group.

7.2.3 Court Sharing Task Group

7.2.4 Election Task Coordinator 

7.3 Procedures

7.3.1 The Board shall publish the name and contact information of each task group to the Membership. 

7.3.2 The task groups in Section 

7.2.1 shall maintain up-to-date written procedures that describe the duties of the chairperson and the task group. The Board is responsible to be sure the chairperson and task group understand the purpose and timeline of the task group work. The procedures shall be available to the Members.

7.3.3 Task Groups are responsible for making written recommendations to the Board for action(s), and cannot take independent action(s), except when stated in these BYLAWS. 

 Section 8 FINANCE

8.1 Annual Budget

8.1.1 At the Annual Membership meeting the President or their designee shall present both an operating and capital budget for the next calendar year for the Members’ approval by a majority of the Members voting.  The annual operating budget shall have both revenues by source and expenditures by category estimated for the year. The capital budget shall list any capital expenditures along with an estimated cost for each expenditure for the next year. 

8.1.2 If the Board later determines adjustments to the approved budget are required, it may request the Members to authorize an amended budget via electronic vote. 

8.2 Authority to Make Expenditures

8.2.1 Upon approval of the operating and capital budget, without further action by the Members, the Board is authorized to make expenditures as budgeted, except as otherwise stated in these BYLAWS.

8.2.2 The Members further authorize the Board, without further action by the Members to reallocate funds between the various categories of the operating budget, and between the capital projects listed in the capital budget, as may be necessary. Such reallocation of funds between categories or projects by the Board shall not exceed the total approved budgeted expenditures and shall not include reallocating funds from the operating budget to the capital budget, or vice-versa. 

8.2.3 Except as provided in Section 8.4, no Officer or the Board is authorized to spend funds for unbudgeted items without approval by a majority vote of the Members, except if otherwise stated in these BYLAWS.

 8.3 Accumulated Surplus Funds

The accumulated surplus funds are the excess of revenue over expenditures from the beginning of the organization to the present. The accumulated surplus funds can grow year over year, provided there is a future purpose that requires additional funds, or if there are identified capital expenditures in the upcoming budget year.  

8.4 Check Signing Authority

The Officers are authorized by the Members to make payments of any amount if the expenditure is in the annual operating and/or capital budgets approved by the members. Checking expenditures will require 2(two) signatures from the authorized signing list.

SECTION 9 DOCUMENT RETENTION SYSTEM

9.1 Financial Records Retention

9.1.1 Deposits, The Treasurer shall retain a physical copy of the deposit summary listing date of deposit, bank account number, source name, (in general ledger classifications, amount of payment, explanation (if needed). 

9.1.2 Invoices, The Treasurer shall retain a physical copy of invoices supporting each expenditure, whether by check, ACH, cash or electronic withdrawal. The source and date of the payment will be written on the invoice.

9.1.3 Bank Statements and Monthly Reconciliations, the treasurer shall retain a physical copy of the bank statements and reconciliations. 

9.1.4 Monthly Financial Statements and Monthly Reconciliations, the treasurer shall retain a physical and electronic copy of monthly financial statements, including detailed General ledger, all bank reconciliations, a cash basis balance sheet. 

9.2 Other Record Retention

The Board shall establish and maintain a MPTC document retention system, including archives for minutes, policies of the Members and Board, financial and task group documentation. The document retention system

shall have a retrieval system that allows access to both current and archived documents. All such records shall be retained for a minimum of seven (7) years. 

SECTION 10 PARLIAMENTARY AUTHORITY

“Roberts Rules of Order" shall be the authority on all questions of parliamentary law.

SECTION 11 AMENDMENTS

11.1 These  BYLAWS  may  be  amended  by  a  majority  of  Members  voting.  Proposed BYLAWS amendments must be published to the Members at least two (2) weeks prior to the vote. The proposal will include both current and proposed language.

11.2 Members shall have the right to debate and modify BYLAWS proposals either at the Annual Meeting or a Special Member Meeting prior to any vote. 

SECTION 12 DISSOLUTION

12.1 In the event of the dissolution of the MPTC, the following actions will take place. 

12.1.1 Members will be notified of the dissolution at least two (2) weeks prior to the dissolution meeting and will be advised that they are liable for any outstanding MPTC debts. 

12.1.2 If practical, all outstanding debts will be paid. 

12.1.3 After debts are paid, any remaining monies received from the Members will be donated to the McCormick HOA and earmarked for the needs of the pickleball and tennis courts.