Our Club Policies & Bylaws

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The mission of the Red Deer Pickleball Club is to facilitate the growth of pickleball in Central Alberta for the enjoyment, health and social engagement of all players by offering organized recreational and competitive play, by ensuring opportunities for the continued development of all players in an inclusive, welcoming environment. RDPC has adopted the following Code of Conduct regulations:

• Learn and play by the official rules of pickleball as set out by USAPA and supported by Pickleball Canada and Pickleball Alberta. • Always display good sportsmanship while playing and observing – win with modesty and lose with dignity.
• Always display behaviour that demonstrates the values of respect, fairness, integrity, honesty and transparency to all other players both opponents and partners, volunteer officials, lesson coaches, guests and community members.
• Under no circumstances should any member display any behaviour or action that constitutes harassment, where harassment is defined as a comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, degrading or malicious.
• Under no circumstances should any members use profane language or gestures during or after play on the courts. • Always strive to make correct line calls, but remember that if there is any doubt, you should call the ball “in”.
• Always dress in a safe and appropriate dress and footwear; refrain from offensive logos, designs, words, and phrases on clothing. • While the play is in progress, limit distractions to players which may be such actions as entering on the courts or creating a distraction that disrupts the game.
• Always stop play whenever an unsafe situation arises, such as a stray ball, rain on the courts or a player becomes injured. Offer assistance when reasonable and able to.
• Always behave in a manner consistent with the RDPC’s mission, by leading by example, displaying respect and showing self-control.
• Failure to abide by this Code of Conduct may result in disciplinary action by the RDPC Executive as outlined by Red Deer Pickleball Association Bylaws.

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On occasion we get requests to support or donate to causes or events. In order to have a consistent approach the following will be our guideline for such requests.

The RDPC will not actively support, promote or lend the Club’s name to causes not related to the sport of pickleball.

RDPC may actively support or promote not-for-profit individual or corporate pickleball causes or events outside the Club, provided they do not have a negative impact on our Club.

For further information please contact us at [email protected]

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All members of Red Deer Pickleball Club must abide by the applicable implied rules and regulations outlined in the RDPC Code of Conduct approved by RDPC Executive.

Procedure:

• If an incident or event has occurred with an individual member or a group of members, the RDPC Executive will gather all applicable evidence to ensure a fair and honest approach to mitigating the situation.

The RDPC Executive, as a group, will decide appropriate process and action should this be needed in the following circumstances:

• The member(s) has/have failed to abide by the RDPC Code of Conduct
• The member(s) have purposely disrupted meetings or functions in a way that is not appropriate.
• The member(s) has caused harm to any RDPC members or the association itself

The identified member(s) shall be affected by the following disciplinary action:

• First action: Verbal warning shall be disclosed to the member(s) by the RDPC President or his/her alternate and one other RDPC Executive member’
• Second Action if unresolved: The RDPC executive will forward a letter to the affected member(s) warning of suspension or termination should the issue not be resolved in a reasonable period of time as outlined by the RDPC Executive.
• Third and Last Action: If the outstanding and/or reoccurring issue has not been resolved in a time frame as outlined by the RDPC Executive, the RDPC Executive have the right to terminate that member(s) membership immediately. This action will be in the form of an immediate verbal communication by the RDPC President and supported by documentation of which the member(s) will receive and the Executive will file accordingly which outlines the reason for the discipline. As well, any funds contributed to RDPC by the terminated member(s) will be forfeited by that member upon notification by the RDPC Executive of the termination.

If the issue or situation is such that the RDPC Executive feel that the member(s) committed an excessive unsportsmanlike act toward another RDPC member or the Association, then the following procedure will be instituted:

• The RDPC Executive has the right to terminate that member(s) membership immediately. This action will be in the form of an immediate verbal communication by the RDPC President and supported by documentation of which the member(s) will receive and the Executive will file accordingly which outlines the reason for the discipline and the final outcome. As well, any funds contributed to RDPC by the terminated member(s) will be forfeited by that member upon notification by the RDPC Executive of the termination.

The decision of the Red Deer Pickleball Association (RDPC) is final.

All copies of the documentation will be filed electronically and manually to ensure precise and accurate reporting in all situations concerning disciplinary action.

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The RDPC will maintain a transparent and fair conflict and complaint resolution process that is accessible to both members and stakeholders.

Clarification:

1. The policy covers only infractions of club policies and other club-based issues. Serious incidents involving civil or criminal law will be referred to the police.
2. The policy applies to all members of the RDPC, its stakeholders and contractors.
3. The policy will be communicated on the website.
4. There will be two levels of complaint resolution, an informal process in which a volunteer coordinator or an ombudsperson (if one has been named by the club) guides the process, or a formal process governed by the board. Generally, minor issues should be dealt with through the informal process.
5. The person or persons initiating a complaint or submitting a written formal complaint will be referred to as the complainant and the person against whom the complaint is made will be referred to as the respondent.
6. Anyone acting in retaliation against, or harassment of a person who makes a complaint, or participates in a problem resolution investigation, will be subject to disciplinary action by the board.
7. Anyone making false or unsubstantiated accusations may be subject to disciplinary action by the board.
8. All requests for conflict resolution, complaints and appeals shall be fully investigated and a reply will be given as soon as reasonable.

Procedures:

Informal conflict resolution and complaint process:

1. A person or persons who experience a club-related conflict or who has a complaint that they cannot resolve themselves, should first discuss the matter with a captain or coordinator to seek a solution. Alternatively, the ombudsperson (should the club identify one) can be approached to help resolve the issue.
2. The captain or ombudsperson will assess and investigate the complaint or conflict. Within two days, he/she will contact or meet with the complainant and respondent to inform them of a proposed plan of action.
3. If in the mind of the complainant or respondent there is not a satisfactory resolution, either may initiate the formal process.

Formal conflict resolution and complaint process:

1. A complainant wishing to activate the formal problem resolution process must prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to the board and to the respondent.
2. The board will verify that a copy of the complaint has been sent to the respondent.
3. The board will assess and investigate the merits of the conflict resolution request or complaint. The board will seek input from the respondent and other relevant individuals, as needed, before deciding on a resolution.
4. Within five days of receiving the written conflict resolution request or complaint, the board will advise the complainant and respondent of the investigative plan and proposed timeline. The board will then complete the investigation and prepare a written resolution statement or decision. The board will forward to the complainant and respondent two copies of the decision.
5. The parties are asked to sign and date one copy and return it to the secretary, to confirm they received the decision.
6. The board’s decision is binding and final.
7. A board decision which identifies wrong-doings of anyone involved in a complaint or conflict may specify a range of sanctions on those individual(s) which could include a verbal warning, a written reprimand, club suspension or membership termination (See RDPC Discipline Policy and Procedure).

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The name of the Society shall be Red Deer Pickleball Club.

Mission:

The mission of the Red Deer Pickleball Club is to facilitate the growth of pickleball in Central Alberta for the enjoyment, health, and social engagement of players of all ages by offering recreational and competitive play.

Article 1 – Membership

1.1 Membership fees in the Society shall be determined, from time to time, by the Board of Directors.

1.2 Membership in the Society is open to any person residing in Alberta being interested in the game of pickleball and upon completion of an application form and payment of the membership fee.

1.3 Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary.

1.4 The membership year will commence on Jan 1 and expire on Dec 31.

1.5 Annual membership fees are due at the beginning of the membership year. Any member who fails to renew their membership shall have their membership automatically lapse on Jan 1 and shall be entitled to no membership privileges or powers in the Society until their membership has been renewed. In order to vote at a General or Special meeting, a member must have paid all applicable membership fees for the current year.

1.6 Any member who is deemed not to support or adhere to the mission of the Society may have his membership revoked by majority vote of the Board of Directors.

Article 2 – Board of Directors

2.1 The Board of Directors of the Society (hereinafter referred to as “the Board”) shall consist of the following Director positions:

a. President
b. Vice President
c. Secretary
d. Treasurer
e. Up to 8 Directors at Large

2.2 The Board shall, subject to the bylaws or directions given it by majority vote at an Annual General Meeting properly called and constituted, have full control and management of the Affairs of the Society. Meetings of the Board shall be held as often as may be required, but at least once every three months and shall be called by the President.

2.3 The Board may from time-to-time form committees and teams to look after specific areas of interest on behalf of the Society. Committees and teams will be comprised of members and are chaired by a Director or by another board-appointed member in a manager or coordinator position.

2.4 A person elected or appointed a Director becomes a Director if they were present at the meeting when being elected or appointed and did not refuse the appointment. They may also become a Director if they were not present at the meeting but consented to act as a Director before the election or appointment, or if they acted as a Director pursuant to the election or appointment.

2.5 Term of office for Directors is two years unless removed or by resignation or extended by re-election. To promote an orderly transition, each year at least two Director positions will be open for election by a vote of members of the Society at the Annual General meeting.

2.6 A Director will be considered to have resigned when the earliest of the following events occurs:

a. Written resignation is received by the Secretary or the President.
b. The Director ceases to be a member in good standing.
c. The Director is absent without valid reason for three or more Board meetings in a fiscal year.

2.7 Any vacancy on the Board may be filled by appointment by the remaining Directors.

2.8 Any Director, upon a majority vote of the Board in good standing, may be removed from office for any cause which the Society may deem reasonable.

2.9 There will be no remuneration to Directors.

2.10 It shall be the duty of the President to:

a. Chair all meetings of the Society and the Board. In his/her absence, the Vice- President shall chair any such meetings.
b. Be an ex-officio member of all committees.
c. Execute or designate a responsible person to execute, any contracts and other documents binding upon the Society.

2.11 It shall be the duty of the Vice-President to:

a. Preside at meetings of the Society and the Board when the President is absent.
b. Undertake actions for the Society reasonably required by the Board.

2.12 It shall be the duty of the Secretary to:

a. Attend all meetings of the Society and keep accurate minutes of the same.
b. Have charge of all correspondence of the Society and be under the direction of the President and the Board.
c. File documents for the Society whenever required including submitting the annual report to the registrar.
d. Send all notices of the various meetings as required.

2.13 It shall be the duty of the Treasurer to:

a. Receive all monies paid to the Society and shall be responsible for the deposit of same in any financial institution the Board may order.
b. Properly account for the funds of the Society keeping any such books and records as are required and directed.
c. Present a full detailed account of receipts and disbursements to the Board whenever requested.
d. Prepare with input from the Board, a yearly budget to be presented to the members at the Annual General meeting for their approval and/or amendment.
e. Prepare for submission to members a statement duly reviewed as hereinafter set forth of the financial position of the Society at the Annual General meeting and, a copy of same to the Secretary for the records of the Society.

2.14 Without limiting the general responsibilities of the Board of Directors, the Board may delegate specific powers and duties to the Society’s members, employees or contractors.

2.15 The books, accounts and records of the Secretary and Treasurer shall be reviewed at least once each year by a duly qualified accountant or by two members of the Society elected for the purpose at the Annual General meeting of the Society.

2.16 The fiscal year of the Society in each year shall be from Jan 1 to December 31.

2.17 The books and records of the Society may be inspected by any member of the Society at any time upon giving reasonable notices and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall, at all times have access to such books and records.

Article 3 – Meetings

3.1 Annual General Meeting (AGM)

3.1.1 This Society shall hold an Annual General meeting on or before June 30th in each year of which written notice to the last known email of each member and posted on the Society’s webpage, shall be sent at least 14 days prior to the date of the meeting. Notices shall include the agenda.

3.1.2 At this meeting there shall be members elected to fill vacant Director positions and the President position if vacant.

3.1.3 The Directors and President so elected shall form the Board and shall serve until their successors are elected and installed. Any vacancy occurring during the year shall be filled by a majority resolution of the Board. Any member in good standing shall be eligible to any office in the Society.

3.1.4 A nominating committee, with input from the membership, will select nominees based on qualifications needed for the positions to be filled.

3.1.5 The regular business of the AGM shall include:

a. the adoption of the minutes of the preceding AGM or General Meeting.
b. a review of the work of the Board and the Society’s committees and teams, which may be in the form of an annual report or a series of reports;
c. the Society’s financial statements for the preceding year, including an income and expenses statement and a statement of financial position, duly reviewed and approved by two designated members of the Society.
d. the election of Directors and election of President (vacant positions)
e. the proposed budget for the next membership year and
f. any unfinished business tabled from a prior General Meeting.

3.1.6 Members may have additional matters added to the AGM agenda providing, for each issue they wish addressed, a description of the issue, a proposed motion, and the rationale for each motion. To qualify for inclusion on the agenda, this information must also be in electronic form, emailed at least 14 days prior to the AGM to the President and the Secretary of the Board.

3.1.7 Matters addressed at the AGM shall be limited to those in the published agenda, which shall include the regular AGM business, additional board-added matters, and qualifying member matters.

3.18. A quorum for all General and Special meetings shall be the lesser of 20 or 10% of all members in good standing, present in person, or by online attendance at the start of the meeting.

3.19 The annual general meeting may be held in person or by any video or electronic means that allows all members to participate in the meeting.

3.2 Other General Meetings and Special Meetings

3.2.1 General meetings may be called by the Secretary upon instruction by the President or Board. Notices to members of general meetings shall be in writing to the last known email of the members and be posted on the Society’s web page. If the meeting is to change the objects of the Society, its bylaws, or to dissolve the Society, the notice shall be issued at least 21 days before the date of the meeting. The matters considered at the General meeting shall be limited to those on the agenda issued with the notice of meeting.

3.2.2 A Special meeting shall be called by the President or Secretary upon receipt of a written request by 5% of the membership in good standing, setting forth the reasons for calling such meeting. Such meeting shall be held within two weeks of receiving the request. Notices to members of special meetings shall be in writing to the last known email of members and posted on the Society’s website, not less than 8 days before the meeting. The matters considered at the Special Meeting shall be limited to those relating to the reasons for calling the meeting.

3.2.3 General Meeting and Special Meetings may be held in person or by any video or electronic means that allows all members to participate in the meeting.

3.2.4. A quorum of 20 members is required for any General Meeting or Special Meeting

3.3 Board Meetings

3.3.1 Board meetings shall be called by the President or Vice President. Notices of Board meetings shall be by telephone or email, not less than 3 days before the Board meeting. Any member in good standing may attend a Board meeting except for any in-camera part of the meeting.

3.3.2 Emergency Board meetings may be requested by 3 or more elected Board members, such meetings to be held not more than one week after such request.

Board meetings may be held in person or by any video or electronic means that allows all Board members to participate in the meeting.

A quorum of four directors is required for a board meeting.

3.4 Voting

3.4.1 Any member who has not withdrawn from membership nor has been suspended or removed from membership and who has paid all required membership fees applicable to the current year shall have the right to vote at any General or Special meeting of the Society. Such votes must be made in person or online and not by proxy.

3.4.2 At any meeting of the Society a resolution put to vote is decided by a majority either by show of hands or by ballot. The Chairman shall not have a vote unless there is a tie vote in which case the Chairman will cast the deciding vote. Notwithstanding, a special resolution brought forward under article 6 or 7 must be decided by a 75% majority of those members present at the General or Special meeting.

Article 4 – Borrowing Powers

4.1 For the purpose of carrying out its objects, the Society may borrow, raise, or secure the payment of money in any manner without the sanction of a Special Resolution.

Article 5 – Employees

5.1 The Board may choose to hire employees of the Society to carry out assigned duties and responsibilities and to implement the policies, programs and objectives of the Board.

5.2 The employees are responsible to the Board and must abide by the policies and the bylaws of the Society.

Article 6 – By-Laws

6.1 The by-laws of the Society may be rescinded, altered or added to by a Special Resolution, any such changes will have no effect until approved and registered by the Registrar of Corporations of Alberta (Under the Societies Act).

6.2 In these by-laws, the singular shall include the plural and vice-versa; the masculine shall include the feminine and vice-versa.

Article 7 – Dissolution

7.1 Upon the dissolution and windup of the affairs of the Society, any remaining assets will be transferred to a non-profit organization.

Article 8 – Protection and Indemnity of Directors and Officers

8.1 Each Director or Officer holds office with protection from the Society. The Society defends, indemnifies and saves harmless each Director or Officer from and against all judgements, claims, causes of action, damages, costs, charges, and expenses that result from any act done in his role for the Society. The Society does not protect any Director or Officer for acts of fraud, dishonesty, or bad faith.

8.2 No Director or Officer is liable for the acts of any other Director or Officer. No Director or Officer is responsible for any loss or damage due to the bankruptcy, insolvency, or wrongful act of loss due to an oversight or error in judgement, or by an act in his role for the Society unless the act is fraud, dishonesty or bad faith.

8.3 Directors or Officers can rely on the accuracy of any statement or report prepared by the Society’s auditor. Directors or Officers are not held liable for any loss or damage as a result of acting on that statement or report.

THESE BYLAWS WE ADOPTED BY A SPECIAL RESOLUTION AT THE RED DEER PICKLE BALL CLUB ANNUAL GENERAL MEETING ON May, 2023