BYLAWS OF THE ROSSMOOR TABLE TENNIS CLUB
ARTICLE I – PURPOSE
Sec. 1. The purpose of Rossmoor Table Tennis Club is to promote and foster the best interests of the sport of table tennis within Rossmoor, to maintain suitable space and equipment for play, to publicize the activities of the Club, and, in general, to encourage good sportsmanship and fellowship among its members.
ARTICLE II – MEMBERSHIP
The Rules, Policies, and Procedures of the Golden Rain Foundation of Walnut Creek, including the GRF Guest Policy, are hereby incorporated by reference into the rules for membership in this Organization, and compliance therewith is expressly made a requirement for membership.
Sec. 1. Membership in the Rossmoor Table Tennis Club is open to a Rossmoor resident who is an Owner; in addition, those registered with the Golden Rain Foundation as either a Designated Occupant, a Co-Occupant, or a Lessee are eligible for membership. A Lessee may be a member only until expiration of his/her lease. Payment of dues constitutes membership. Only a Rossmoor Member (an Owner or a Designated Occupant) is eligible to vote, to serve as a member of the Board, and/or to participate in committees which are deemed necessary for the proper operation of the Club.
Sec. 2. There are three types of membership in the Club: Regular Members, Associate Members, and Honorary Members.
— Regular Members are residents of Rossmoor.
— Associate Members are non-residents. They are very limited in number and not eligible to vote on club matters or to hold office. Renewal of each Associate Membership shall be reviewed by the Board before the end of each calendar year. Per GRF Policy 302.0 titled “GRF-Approved Organizations” (section A, item 3), clubs who use sports facilities, including Rossmoor Table Tennis Club, “may not admit non-GRF members into the Organization’s membership. Members of Organizations who are not also Members of GRF as of the initial date of adoption of this requirement (2014) shall be exempt from this requirement (i.e.grandfathered).” As of January 2022, we have only one remaining Associate Member who was a member prior to implementation of this requirement and is exempt from it. No additional Associate Members will be admitted to the Rossmoor Table Tennis Club per GRF rules.
— Honorary Membership in the Rossmoor Table Tennis Club is conferred, by a resolution of the Board, to a member or individual who has rendered extraordinary services for the welfare of the Club or its membership. Honorary Members are exempt from paying dues. Only Honorary Members who are residents of Rossmoor are eligible to vote on club matters.
Sec. 3. Any members who repeatedly violate the Club’s established rules and regulations or exhibit an abusive manner toward other members in the Club or misrepresent the Club in a detrimental way will be warned in writing by the Board of
Directors. In more serious violations, the Board has the right to take away his/her privilege in any of the Club’s scheduled activities or even to cancel his/her membership in the Club without refund of paid dues.
ARTICLE III – BOARD OF DIRECTORS
Sec. 1. The business and affairs of the Club shall be conducted and its property controlled by a Board of Directors, hereinafter referred to as the Board.
Sec. 2. The Executive Board is the elected President, Vice-President, Secretary, and Treasurer.
Sec. 3. The remaining Directors chair standing committees such as Membership/Email, Social/Sunshine, Tournaments/Training, Building/Equipment, and Publicity/Website.
Sec. 4. Terms: all Board members in good standing shall serve two-year terms which will be staggered and arranged so that one-half of the terms of those in office will expire at the end of each calendar year. At annual membership meetings, half of the Board shall be elected to succeed those whose terms expire at the end of the year.
Sec. 5. Vacancies: failure of any Board member to attend three consecutive meetings, unless excused by the presiding officer, shall be considered a written resignation. The President, with the approval of the Board, shall make an interim appointment to fill any Board vacancy regardless of cause.
Sec. 6. Any unbudgeted expenditure by a Director in excess of $50 must be approved by the Board.
ARTICLE IV – OFFICERS
Sec. 1. The officers of this Club are President, Vice-President, Secretary, and Treasurer.
Sec. 2. The PRESIDENT is the principal executive officer of the Club and (a) prepares agendas and presides at all membership, Board, Executive Board, and special meetings; (b) oversees all Club activities; (c) represents the Club in its relations with Golden Rain Foundation or other Rossmoor organizations; (d) appoints committees to work on special projects; (e) signs all contracts or written obligations of the club; (f) is authorized to sign checks; (g) sees that the Bylaws and such other rules and regulations adopted by the membership are enforced; (h) reserves room for all official meetings; (i) acts as the guardian of the website administrative password; (j) communicates directly with membership on significant issues of the day–for example, issues resulting from the pandemic.
Sec. 3. The VICE-PRESIDENT (a) assists the President in the discharge of his/her duties and acts for the President in his/her absence; (b) performs other substantive duties assigned by the President.
Sec. 4. The SECRETARY (a) records and preserves in typewritten form the minutes of all Board and General meetings; (b) posts agendas and minutes of all Board and general membership meetings and, in consultation with the President, posts matters of general interest from Board meetings on the Club bulletin board; (c) drafts Club correspondence; (d) issues or posts notices of meetings; (e) prepares copies of minutes of all meetings for the directors of the Board.
Sec. 5. The TREASURER (a) prepares a proposed budget for the new year for Board approval at the last Board meeting of the current year; (b) takes charge of and deposits all funds in the name of the Rossmoor Table Tennis Club and disburses such funds subject to the approval of the Board; (c) maintains a record of receipts and disbursements; (d) makes a detailed financial report to the Board on a quarterly basis; (e) gives a financial report at the annual membership meeting.
ARTICLE V – DIRECTORS
Sec. 1. Director of Membership/Email is responsible for (a) maintaining a database of old and new members as defined under Article II; (b) maintaining the website membership directory and online membership email accounts; (c) emailing notices, etc., as needed, to the membership.
Sec. 2. Social/Sunshine Director is responsible for (a) organizing social activities each year, e.g., spring dinner party, summer events, and the new year dinner party, and reserving rooms or parks for such events; (b) creating a committee to assist in each and all social activities for the Club; (c) providing foods and drinks when hosting tournaments with other table tennis clubs; (d) coordinating with person(s) in charge of entertainment for the planned social functions; (e) assigning a committee member to be in charge of sending get well and sympathy cards and/or flowers as needed to club members.
Sec. 3. Director of Tournaments/Training is responsible for (a) organizing inter- and intra-club tournaments; (b) creating a committee to assist in facilitating tournaments and training players; (c) encouraging members to participate in round-robin competitions; (d) finding ways for members to move up from beginner to intermediate to advance level of playing; (e) establishing criteria for and building a competitive club team.
Sec. 4. Director of Building/Equipment is responsible for (a) ensuring our playing facilities are kept in the best playing conditions; (b) replenishing supplies of balls and paddles; (c) making recommendations for additional or replacement of ping pong tables and other appropriate equipment; (d) having the robot machines available for use by members.
Sec. 5. Director of Publicity/Website is responsible for (a) publicizing Club activities via timely articles in the Rossmoor News, Channel 28, and/or other communication media; (b) developing, maintaining, and populating the RTTC website for both members and Rossmoor residents. Focus should include managing and administering the website; designing the layout, navigation, and look and feel of content; coordinating with other Officers and Directors for content; and adding graphics, slideshows, videos, photos, training, and other club information of interest in a timely manner. The Director of Publicity/Website may choose to delegate the administration of the website to another qualified Board member or to a qualified Publicity committee member.
ARTICLE VI – MEETINGS
Sec. 1. The Club operates on a calendar-year basis.
Sec. 2. The Board meets at a time, place, and date established by its President. Special meetings of the Board may be called by the President whenever necessary. A majority of the Board shall constitute a quorum.
Sec. 3. The annual meeting of the Club will be held the first non-holiday Monday of November. Public notice of these meetings will be given no less than 30 days beforehand.
Sec. 4. Special meetings of the membership may be called at any time by the President or by the Executive Board or by a group consisting of a minimum 10% of the membership who may make a written request to the President or Secretary specifying the purpose of the meeting. Notice of special meetings shall be given in the same manner as regular meetings except special notice shall specify the general nature of the business to be transacted.
Sec. 5. When not otherwise specified in these Bylaws, meetings shall be conducted and governed according to Robert’s Rules of Order when applicable.
ARTICLE VII – NOMINATIONS AND ELECTIONS
Sec. 1. The President shall appoint a Nominating Committee of at least three members, one of whom shall serve as Chairman. The Committee’s function is to propose a slate of officers and directors for any vacant Board positions.
Sec. 2. The membership will be notified of the Nominating Committee’s slate 30 days prior to the November Annual Meeting date.
Sec. 3. Nominations from the floor at the Annual Meeting: after the Nominating Committee’s slate is presented, the President shall accept any nominations from the floor. Any Regular Member may place a name in nomination for a Board position, and the nomination will be accepted if seconded by another member. All nominees must be
Regular Members of the Club and must have agreed, if elected, to accept the office to which nominated.
Sec. 4. Election of Board members is held at the November Annual meeting. Attending members will vote for/against the Nominating Committee’s proposed slate. If there is a nomination from the floor, a vote on that position will be necessary. The winning candidates must receive a majority of the votes of all attending members.
Sec. 5. Election results will be published in a timely fashion.
Sec. 6. The Board and any new directors are introduced at the Club social function usually held in January at the Event Center. Newly elected Board members are also invited to attend the last Board meeting in November but do not assume office until January 1 of the new year.
ARTICLE VIII – DUES
Sec. 1. Annual dues, in an amount set each year by the Board of Directors, are payable by December 31 of the prior year for which paid and are late thereafter; if late, non-renewer names will be removed immediately from the membership database and they will not be notified of new keypad access code and website password until they renew.
Sec. 2. Dues for Associate Members shall be determined annually by the Board.
ARTICLE IX – AMENDMENTS
Sec. 1. Power to amend or repeal the bylaws or to adopt new bylaws is vested in the Board, subject to ratification by a minimum 15% of the total Club membership. When the Board recommends a change or changes in the bylaws, the proposal(s) will be posted on the bulletin board and emailed as an attachment to all members eligible to vote. Members will reply by email yea or nay to the proposed changes. Members without computers will be given/mailed a paper ballot on which to vote.
Adopted March 4, 1974; Amended March 2, 1981; Amended December 5, 1983; Amended March 4, 1985; Amended April 8, 1994; Amended January 19, 1995; Amended January 22, 2007; Amended August 20, 2007; Amended September 27, 2007; Amended November 23, 2009; Amended September 30, 2013; Amended June 11, 2014; Amended July 8, 2015, Amended September 5, 2022.
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Archived Bylaws