BY-LAWS of the PLANTATION PICKLEBALL ASSOCIATION
1.2 DEFINITIONS: These By-Laws shall govern the operation of the "PPA".
1.3 DEFINITIONS: President will also be known as Chairperson. Vice President will also be known as Vice Chairperson.
2.1 To promote the game of Pickleball, and to provide for organization of Pickleball activities at the Plantation at Leesburg, Leesburg, Florida.
2.2 To assist all interested players in the promotion and instruction of the game of Pickleball.
2.3 To act as a liaison between the PPA members and the Home Owner’s Association (H.O.A.). To interact with the H.O.A. in a mutually beneficial way.
3.1 MEMBERSHIP: (a) Membership in the PPA shall be limited to bona fide owners of a home and/or lot located in the Plantation at Leesburg, (b) be current in the payment of all dues and (c) have a signed waiver form on file. Renters may also join for the period that they reside in The Plantation.
3.2 VOTING: (a) Each member of the PPA shall be entitled to one (1) vote, (b) issues brought to a vote at membership meetings shall be decided by a majority vote of those in attendance, (c) all PPA members shall register with the appropriate clerk prior to every meeting of the membership at which a vote is to be taken, and (d) any member who is delinquent in paying any indebtedness to the PPA shall not be entitled to vote at any meeting until all such sums are paid in full. The Treasurer or such person charged with the responsibility of collecting the Association's accounts shall, at the commencement of any meeting, certify to the person conducting the meeting which members are not current of all dues and are not eligible to vote. Renters, although members during their period of tenancy in The Plantation, are not entitled to vote.
4.1 PLACE: All meetings of the membership shall be held in the Manor, Ashley Hall, or Hermitage Hall at the Plantation at Leesburg or at such other place and at such time as shall be designated by the Directors and stated in the notice of the meeting.
4.2 NOTICES: (a) Annual meeting. It shall be the duty of the Secretary to notify each member of the annual meeting as follows: (1) notice posted on the Pickleball bulletin boards at the Manor, Ashley Hall, and Hermitage Hall Pickleball courts ten (10) days prior to meeting and, (2) notice included in the Plantation Times "Pickle Barrel" article one (1) month prior to meeting.(b) Board of Directors Meetings & Special Meetings: Board meetings shall be open to all members, and notice of such meeting shall be posted on the Pickleball Bulletin boards at the Manor, Ashley Hall, and Hermitage Hall Pickleball courts, at least forty eight (48) hours in advance of meeting, except in an emergency. The Board of Directors may hold special meetings that are not open to all members.
4.3 ANNUAL MEETING: Member shall meet at least once each calendar year, and this meeting shall be the annual meeting. This annual meeting shall be held on the second Monday in November, or at any other such time as shall be selected by the Board of Directors. At the annual meeting, the members shall elect the Directors by a plurality vote (cumulative voting prohibited) and shall transact such other business as may be properly brought before the meeting.
4.4 ORDER OF BUSINESS: The order of business at annual meetings, and as far as practical at other meetings, shall be:
(a) Call to order by President or Chairperson.
(b) Certifying the roll.
(c) Approval of any unapproved minutes.
(d) Report of officers.
(e) Report of committees.
(f) Appointment of Inspectors of election.
(g) Election of Directors.
(h) Unfinished business.
(i) New Business.
4.5 MINUTES OF MEETINGS: Minutes of all meetings of members and of the Board of Directors shall be kept in a business like manner and shall be available for inspection by members.
5.1 MEMBERSHIP: The affairs of the association shall be managed by a Board of not less than five (5) and not more than nine (9) Directors, the exact number to be determined upon a majority vote of the membership. All Directors shall be owners of a home in the Plantation, and a paid up member of the association. No Director shall continue to serve on the Board after he ceases to be an owner of a home in the Plantation, or is delinquent in paying any dues. Spouses and/or significant others of directors in office cannot serve on the Board at the same time.
5.2 ELECTION OF DIRECTORS: Election of Directors shall be conducted in the following manner:
(a) Election of Directors shall be held at the annual meeting.
(b) A nominating committee of three (3) members, two (2) members from the Board (one (1) being selected by the President of the Board to be chairperson), and these two shall select one (1) additional member not from the board. The committee shall nominate at least three (3) members to hold office for a three (3) year term. The terms of office shall be staggered so that three (3) offices of Directors shall be vacant each year. The Nominating Committee shall make and publish its nominations at least thirty-days (30 days) prior to the election. ‘Any eligible member desiring to be a candidate may qualify as such by submitting to the Nominating Committee, by an established date which shall be not less than 30 days prior to the election, a Notice of Intent to Run. No nominations will be taken from the floor on the day of election.’
(c) The election shall be by ballot (unless dispensed with by unanimous consent of the membership) and by plurality of the votes cast, each person voting being entitled to cast his votes for each of as many nominees as there are vacancies to be filled. (There shall be no cumulative voting).
(d) At any time after a majority of the Board is elected at a duly convened or regular or special meeting of the membership at which a quorum is present, any one or more of the Directors may be removed from office with or without cause by affirmative vote of voting members casting not less than two-thirds (2/3) of the total votes present at such meeting. A successor may then and there be elected to fill any vacancy created. Should the members not fill any vacancy, the Board may fill the vacancy in the manner provided below.
(e) If the office of any Director becomes vacant by reason of death, resignation, retirement, disqualification, or removal from office, a majority of the remaining Directors, even though less than a quorum, shall choose a successor who shall hold office for the balance of the unexpired term of the Director he replaces.
(f) Any Director may resign at any time by sending a written notice of such resignation to the office of the association.
5.3 TERMS OF DIRECTORS: The terms of the Board of Directors shall be for period of three (3) years. Directors shall remain in office until the close of the November Annual Meeting.
5.4 ORGANIZATIONAL MEETING: The organizational meeting of the Board of Directors shall be held immediately after their selection at the annual meeting, and no further notice of the organizational meeting shall be necessary.
5.5 REGULAR MEETINGS: Regular meetings of the Board of Directors may be held at such time and place as shall be determined by a majority of the Directors. Meetings of the Board of Directors shall be open to all members and notice of such meeting shall be posted on the Pickleball bulletin boards at the Manor, Ashley Hall, and Hermitage Hall Pickleball courts, at least forty-eight (48) hours before such meeting, except in an emergency.
5.6 SPECIAL MEETINGS: Special meeting of the Board of Directors may be called by any member of the board. Notice of the meeting, which shall state the time, place and purpose of the meeting, and shall be transmitted to all members and the Board not less than forty- eight (48) hours prior to the meeting, except in an emergency.
5.7 QUORUM: A quorum at a Directors’ meeting shall consist of a majority of the entire Board of Directors. If at any meeting of the Board of Directors there is less than a quorum present, the majority of those present may adjourn the meeting until a quorum is present.
5.8 CHAIRMAN OF THE BOARD: The presiding officer of the Board shall be the President (Chairperson), or in the absence of this Chairperson, the Vice-President (Vice-Chairperson) shall preside.
5.9 ORDER OF BUSINESS: The order of business at the Directors' meeting shall be:
(a) Approval of minutes of the last meeting.
(b) Consideration of communications.
(c) Resignations and elections.
(d) Reports of officers.
(e) Reports of committees.
(f) Unfinished business.
(g) New business.
5.10 MINUTES OF MEETINGS: The minutes of all meeting of the Board of Directors shall be kept in a book and shall be available by members during normal business hours. Minutes of the meetings shall be retained for a period of not less than seven (7) years.
5.11 COMPENSATION: Directors shall not be entitled to any compensation for their services.
6.1 POWERS & DUTIES: The Board of Directors shall have the power and duties necessary for the administration of the affairs of the association.
6.2 COMMITTEES: The President (Chairperson) with the advice and counsel of the Board will have the power to appoint committees when deemed necessary.
7.1 QUALIFICATION: All officers shall be elected by majority vote of the Board of Directors at its organizational meeting following their election to office at the annual meeting of the membership. All officers must be members of the Board of Directors.
7.2 PRESIDENT (CHAIRPERSON): The President shall be the Chief Executive Officer of the association and Chairman of the Board of Directors. The President shall preside at all meetings of the membership. The President shall have general supervision over the affairs of the association and other officers. The President shall sign all written contracts and perform all duties incident to his office and such duties as may be delegated to him by the Board of Directors.
7.3 VICE-PRESIDENT (VICE-CHAIRPERSON): The Vice-President shall perform such duties as may be required of him by the Board of Directors and, in the absence of the President, those duties incidental to the office of the President.
7.4 SECRETARY: The Secretary shall issue notices of meetings, shall attend and keep minutes of all meetings, and shall have charge of all the books and records of the association, except those kept by the Treasurer. In the absence of the Secretary, the President shall have the authority to appoint an acting Secretary.
7.5 TREASURER: The Treasurer shall supervise the custody of the association funds, keeping full and accurate accounts of the association's receipts and disbursements, and depositing of monies to the credit of the association in such depositories as may be designated by the Board. He shall collect and account for all funds to the association and the membership. In the absence of the Treasurer, the President shall act as Treasurer.
7.6 TERM OF OFFICERS: The term of office for each Board officer shall be one (1) year.
7.7 RESIGNATION: Any officer may resign his post at any time by written resignation delivered to the Secretary. Such resignation shall take effect immediately, unless a later date is specified therein.
8.1 DEPOSITORIES: The funds of the association shall be deposited in such depository financial institutions as may be determined and approved by the Board. Funds shall be withdrawn only upon drafts signed by such officer(s) as may be designated by the board.
8.2 FISCAL YEAR: The fiscal year of the association shall begin on the day of the Pickleball Association November Annual meeting.
8.3 AUDIT: An audit of the financial records of the association may be conducted annually and such other times as directed by the Board.
9.1 Roberts Rules of Order (latest edition) shall govern the conduct of the association meetings when not in conflict with the by-laws of the association.
Except as otherwise provided elsewhere, these by-laws may be amended in the following manner:
10.1 NOTICE: Notice of the subject matter of a proposed amendment shall be included in the notice of any meeting at which a proposed amendment is to be considered.
10.2 PROPOSAL: A resolution for the adoption of a proposed amendment may be proposed either by a majority of the Directors or by not less than one-third (1/3) of the members.
10.3 ADOPTION: A proposed amendment shall be approved by the affirmative vote of a majority of the voting members of the Association casting votes.
11.1 All articles and covenants herein shall remain in full force and effect, unless otherwise amended.
November 12, 2011 Revised: November 19, 2017
Passed and adopted on: _________________________________________________________________
Gary Grieco Art Lievre
Jack Curcia Janet Lodato
Rev. Date: 11/12/11 Rev. Date: 11/19/17