This document summarizes the precise process for a membership petition regarding court allocation for the Solivita Smashers Pickleball Club, drawing from the club’s bylaws and Standing Rule 5. The core justification for such a petition lies in the club’s objective to “maximize good sportsmanship and members’ access to and use of available Pickleball facilities” (Article III, Section 3.02).
While our Bylaws (Article 11.01) do grant the Board the authority to unilaterally make changes to court allocation through a Standing Rule, we recognize that this issue significantly impacts all members and has a variety of viewpoints. Therefore, we believe that a policy change of this magnitude falls under Article 10 of our Club’s Bylaws, “Matters of Importance.” This article allows for significant matters to be voted on by the full membership.
To ensure that any proposed changes accurately reflect the wishes of our members, we’re requesting specific petitions. These petitions will help us understand what proposals you’d like to see presented for a membership vote. This approach allows us to gather diverse input and move forward with a decision that best serves the Solivita Smashers community.
We’re committed to a transparent and inclusive process as we address this important matter.
Since the bylaws or Standing Rules do not define court allocation as “in perpetuity,” members can initiate a formal process to review and potentially change the current system via the explicit “Member Petitions” article (Article IX, Section 9.03).
Key Bylaw Articles & Standing Rule Supporting the Process:
- Article III, Section 3.02 (Goals and Objectives): Justification for maximizing member access to facilities.
- Article IX, Section 9.03 (Member Petitions): The explicit pathway for members to propose amendments.
- Article IX, Section 9.04 (Quorum and Vote): Requires a two-thirds (2/3) electronic majority of members voting for bylaw changes.
- Article X, Section 10.01 (Matters of Importance): Other significant matters may be voted on electronically at the board’s discretion, such as policy changes.
- Article XI, Section 11.01 & Article VI, Section 6.02 (Standing Rules): Provides an alternative, more flexible path for the Board to address.
- Article VIII, Section 8.02 (Duties of the Director President): Highlights the President’s role in negotiating equitable usage and advocating for members.
- Standing Rule 5 (Voting and Absentee Voting Procedure): Details the electronic voting process for significant matters and absentee ballot options.
Membership Petition Process: 7 Key Steps
Step 1: Clarify Your Proposal & Justification
- Identify the “Gap”: Current court allocation is an unwritten practice, not “in perpetuity” in bylaws.
- Formulate Solution: Decide between a Bylaw Amendment (permanent, 2/3 vote) or a Standing Rule (flexible, Board-managed).
- Craft Justification: Align your proposal with Article 3.02’s goal of maximizing member access.
Step 2: Draft the Official Petition Document (Article 9.03)
- Clear Heading: “Member Petition to Amend Bylaws / Address Court Allocation Policy.”
- Introduction: State the purpose, referencing lack of formal documentation and the club’s objectives.
- Proposed Action: Include exact wording for a Bylaw Amendment (e.g., adding a new section on court allocation policy) or suggest a Standing Rule modification.
- Signature Block: Include columns for Printed Name, Signature, Membership Number, and Date.
Step 3: Gather Signatures (Article 9.03)
- Requirement: Collect signatures from at least ten percent (10%) of Club membership.
- Verification: Ensure all signers are members in good standing.
Step 4: Submit the Petition to the Board of Directors (Article 9.03)
- Formal Submission: Present the signed petition to the Board (ideally to the President or Secretary).
- Keep Records: Retain a copy for your own records.
Step 5: Board Review and Recommendation (Article 9.03)
- Board’s Obligation: The Board must compile recommendations for a membership vote.
- Board’s Recommendation: Recommendations must be submitted to membership in writing before or during the General Membership Meeting.
Step 6: General Membership Meeting and Electronic Vote (Articles 9.03, 9.04, 12.01, Standing Rule 5)
- Notice: Secretary must notify members of the meeting. Proposed bylaw amendments require 30 days’ notice prior to a vote.
- Discussion: Opportunity to present your petition and for the Board to present its recommendations.
- Electronic Vote: Per Standing Rule 5, voting for significant matters (including bylaw changes) shall be conducted electronically. A two-thirds (2/3) majority of members voting is required for approval (Article 9.04). This vote can occur outside the meeting. Members in good standing who cannot vote electronically may request an absentee ballot (Bylaw 7.01). All votes remain confidential and anonymous, combined and counted by a designated committee in advance of the General Membership Meeting, with results reported at the meeting and recorded in the minutes.
Step 7: Documentation and Implementation
- Record Minutes: Secretary must officially record the vote outcome.
- Update Bylaws/Standing Rules: Approved changes are incorporated into official documents and published.
- Implement New Policy: The club operates under the newly adopted or formalized court allocation policy.
By following this structured process, members can effectively utilize the established bylaws and standing rules to initiate a formal discussion and potential change to court allocation, directly supporting the club’s objective of maximizing member access.