Constitution

  

Constitution
Pickleball New/Nouveau Brunswick Inc.
 
    The name of the Association shall be called Pickleball New/Nouveau Brunswick Inc.,hereinafter referred to as the Association.
Pickleball is one word , abbreviations will be PNB.
    At any time, other than use in a title or the beginning of a sentence,”pickleball” is written with a small letter “p”.
The official logo of the Association will be the “Pickleball Player Hitting the ball over the words Pickleball NB”as depicted at the top of the Pickleball NB Website(www.pickleballnb.ca)
2.Mission Statement
    Pickleball New/Nouveau Brunswick is a nonprofit sport organization that serves as a governing body of pickleball in New Brunswick.PNB was organized to perpetuate the growth of pickleball as a fun,family game for all ages and to maintain the rules,policies and proceedures as established by the International Federation of Pickleball(IFP).
3.Aims and Objectives
 
     The objectives of the Association are to promote,develop and govern pickleball within New Brunswick,regardless of ability or social status.
-To promote Pickleball Canada membership
– To offer coaching and competitive opportunities in pickleball
-To promote pickleball throughout New Brunswick
-To assist members with the management of their facilities
-To ensure a duty of care to all members
-To provide all of it’s service in a way that is fair to everyone
 
4. Membership
    To ensure all present and future members receive fair and equal treatment,membership should consist of officers and members from each club that have joined the Association.All members will be subject to the regulations of the constitution and by joining the Association will be deemed to have accepted this constitution,it’s regulations and codes of practice that the Association has adopted. Memberships to PickleballCanada will be left to the decision of each club and will not be made mandatory as a prerequisite to joining the Association.

The board will maintain the confidentiality of it’s members and will not engage in trafficking or selling this list to third parties.
The membership list shall be used for the sole purpose of carrying out club business and distribution of other related pickleball information only.

 
5. Membership Fees
 
    Membership fees will be set annually and agreed by the Executive/Management Commmitte or determined at the Annual General Meeting(AGM)Fees will be paid annually during the month of March(a portion of membership fees will be paid to Sport New Brunswick on the 1st week of April)The amount paid will be based on the number of members in the Association.
6.Officers of the Association
 
    The officers of the Association will be:
– Founder The founders name shall remain permanently as an honorary title only.
– Chair 
-Past Chair
-Vice Chair
-Secretary
-Treasurer
-Directors at Large
-Any other relevant positions
 
7.Duties & Responsibilities
 
    The Association will be managed through the Board of Directors consisting of:
Chair,Past Chair,Vice Chair,Treasurer and Secretary. Only these posts will have the right to vote at meetings of the Executive Committee
-The Executive Committee meetings will be convened by the Secretary of the club and held no less than four(4)times per year.
-The quorum required for business to be agreed at Executive Committee meetings will be 2/3.
-The Executive Committee will be responsible for adopting new policies,codes of practice and rules that affect the organization of the Association
The Executive Committee will have powers to appoint subcommittees and advisors to the Executive Committee as necessary to fullfil it’s business
-The Executive Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Executive Committee will be responsible for taking any action of suspension or discipline following such hearings.
 
i)The chair shall:
a)chair all Association,Executive,Board,Annual and Special Meetings
b)oversee all Association business to ensure it is conducted as directed by the Board
c)be responsible for making sure representation of the Association at the Annual Meeting of Pickleball Canada is met
d)be a signing officer of the Association
e)be the primary contact person for all matters dealing with the Association
f)act as an Ex-officio member of all committees of the Board
g)assist the secretary in devising and preparing the agenda for circulation to the Board of Directors in advance of meeting(s)
h)execute contracts,documents,or any instruments on behalf of the Association, or shall so designate a Board member to do so on his or her behalf
(ii)The Past Chair shall:
a)advise the Board of history of past decisions
b)be responsible for the Associations Grievance Committee
c)be responsible for all aspects of the Annual Meeting
d)assist the Chair as and when requested
(iii)The Vice Chair shall:
a)the Vice Chair shall represent the Chair in his or her absence
b)the Vice Chair shall assist the Chair as and when requested
(iv)The Secreatary shall:
a)receive and disperse all correspondence
b)be responsible for all aspects of the Association post office box
c)record and distribute minutes of all Executive,Board,Annual and Special Meetings of the Association
d)advise and assist Board Members with correspondence
e)schedule aand advise all Board members of meeting dates,times,locations,etc.
f)in conjunction with the Chair,devise,prepare and distribute an agenda in advance of meetings
(v)The Directors at Large shall:
a)be appointed to chair various committees on an annual basis as deemed appropriate and necessary by the Board
    Officers will be elected bi-annually at the Annual General Meeting. All officers will retire at the end of their two year term,but be eligible for re-appointment.
The Vice Chair and the Treasurer for 2016-2017, will serve a ONE year term for the first time and a two year term thereafter, so we will have more continuity at election time by alternating the terms of office
Either the CHAIR, VICE CHAIR or Both and the SECRETARY(MUST BE FULLY BILINGUAL)
 
8.Committees
 
(i)The Executive Committee of the Board of Directors shall be comprised of the Chair,Past-Chair,Vice Chair,Treasurer and Secretary.The Executive Committee will be responsible for the day to day oeprations of the Association,as it’s management team.
(ii)The Secretary of the Board of Directors shall be responsible for establishing the agenda for the Board of Directors Meetings,such agenda to be approved by the Board of Directors seven(7) calender days prior to the Board Meeting
    Functions of Special Committees
[To be established by the newly elected Board at their first meeting]
 
 
9. Finance/Banking
 
(i)The funds of the Association shall be deposited at the discretion of the Board in the appropriate legally accredited financial institution for the best benefit of the Association in the name of the Association
(ii)All cheques shall be signed by the Treasurer and any one(1)of the Chair or the Chair’s designate.
(iii)The Board of Directors,with 2/3, two thirds majority of those present,must authorize the borrowing of money upon credit of the Association and may limit or increase the amount to be borrowed.
(iv)The Association has the power to accept donations,gifts,legacies and bequests.
Financial Report
(i)the financial statement of the Association shall be available at the Association’s Annual General Meeting
(ii)Financial records of the Association shall be audited in April of each year,if so directed by a majority vote of the membership.
Expenditures
All of the Associations expenditures must be appoved by the Board of Directors
Fundraising and Sponsorship                                                                                                                         The Board must oversee and approve all matters regarding Association fundraising/sponsorship. Any funds,equipment or other items obtained from sponsors and/or fundraising will automatically become the property of the Association.
No team,club,coach,manager,parent,or any Association member shall undertake individual fundraising projects outside the auspices of the Association’s Board
Financial Protection of Members
    The board members and their heirs shall at all times be completely indemnified out of funds of the Association,and all costs,charges,and expenses which such Board Member sustains or incurs as a result of any proceeding which is brought him or her for any act or omission by him or her relating to the execution of the duties of his or her office,and all cost,charges and expenses which such Board Member sustains or incurs in relation to the affairs of the Association,except such costs,charges and expenses occasioned by his or her own willful neglect or default.
 
10.Annual General Meetings(AGM)
General Assembly On all questions of proceedure not dealt with by the Constitution,the latest edition of Robert’s Rules of Order shall apply
Annual Meeting
(a)Any member in good standing as defined in Section 3 of the Constitution who wishes to let his/her name stand for election to a position on the Board of Directors must give notice of his/her intentions in writing to the Secretary of the Board at least one week prior to the date of the AGM
(b)Any member in good standing as defined in Section 3 of the Constitution who wishes to bring forth a motion or motions at the AGM must submit their motion in writing to the Secretary of the Boardat least one week prior to the date of the AGM.
(i)The Association shall conduct an Annual Meeting on or before the third Wednesday in May annually.
(ii)Notice of the AGM shall be conveyed to all members of the Association in as efficient a manner as posible a minimum of three(3)weeks prior to the meeting
(iii)The presiding Chair shall chair all aspectsof the AGM,except for elections
(iv)Two thirds(2/3)adult voting members shall form a quorum at the AGM
(v)All current Board Members,Adult Members and Volunteers of the Association are entitled to vote at the AGM. Any past member of the Association may petition the Board for special dispensation for voting privileges
The idea that a clubs executives shall be allowed to vote on behalf of their entire club should be discussed at our first AGM
(vi)Any outstanding fees not paid will automatically disqualify an individual member or club from voting at the AGM,or partipating in any events or Association business
Special Meetings A Special Meeting of the Association must be called by the Board upon it’s own motion or by a petition which is submitted to the Secretary of the Association. Only the business for whcih the Special Meeting has been called will be dealt with,except with the unamimous consent of those present.
 
Attendance at Meetings Notice of Annual General Meetingswill be given by the CLUB Secretary,not lessthan 21 clear days notice to be given to all members
The AGM will receive a report from officers of the Executive Committee and a statement of the accounts
Nominations
Nominations for officers of the Executive Committee will be sent to the Secretary prior to the AGM
Elections of officers are to take place at the AGM
All members have the right to vote at the AGM
The quorum for AGMs shall be 2/3 of the membership
The Executive Committee has the right to call Extraordinary General Meetings(EGM)outside the AGM.
Proceedures for EGMs will be the same as an AGM
11.Fiscal Year
 
    The fiscal year of the Association shall end on the 31st day of March in each year.
12. Discipline and Appeals
 
    All concerns,allegations or reports of poor practice/abuse relating to another member of the Association or the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance by the Executive Committee.
All complaints regarding the behavior of members should be presented and submitted in writing to the Secretary
The Executive Committee will meet to hear complaints within 3 days of a complaint being lodged. The Committee has the power to take appropriate disciplinary action including the termination of a membership.
The outcome of a discilinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint has been made within 3 days of the hearing
There wil be the right of appeal to the Executive Committee following disciplinary action being announced. The Committee shoudl consider the appeal within 3 days of the Secretary receiving the appeal
13.Dissolution 
 
    A resolution to dissolve the Association can only be passed at an AGM or EGM through a majority vote of the membership. In the event of dissolution,any assets of the club that remain will become the property of Pickleball Canada Organization,including the registered domain name Pickleball New/Nouveau Brunswick Inc.
All assets shall remain the property of PCO until such time as another Provincial Association approved by PCO Board of Directors is found.
14.Affiliation
PNB will remain affiliated with PCO and the IFP for all time
15.Amendments to the Constitution
The Consitution will only be changed through the agreement of majority vote at an AGM or EGM
16.Declaration
 
    Pickleball New/Nouveau Brunswick Inc. hereby adopts and accepts this Constitution as a current operating guide regulating the actions of members
This document was prepared February 5,2016 by the Interim Executive:
Raymond Doiron, Founder/Chair
Valerie MacFawn, Vice Chair
Barbara Dempsey, Treasurer

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