Capilano Tennis Club

Code of Conduct

Capilano Tennis Club | Code of Conduct

1. Purpose

The Capilano Tennis Club (“CTC” or “the Club”) is a non-profit, volunteer-run community tennis club that has served members since 1928. The Club’s stated purpose under its Constitution is:

“To encourage and carry on the game of tennis and to provide satisfactory recreational and social facilities for the members.”

This Code of Conduct sets out the standards of respectful, safe, and responsible behaviour expected of all members, guests, and visitors, both on and off the court. It supports the Club’s purpose and helps ensure that CTC remains a welcoming, inclusive, and community-oriented environment.

2. Applicability

This Code applies to:

  • All CTC members, regardless of membership category (Adult, Junior, Intermediate, Non-Playing, Reserve, or Honorary)
  • Guests, coaches, contractors, and event participants while on Club property or using Club facilities
  • Any situation in which members are representing the Capilano Tennis Club externally, including tournaments, league play, inter-club matches, social exchanges, or community events held at other clubs or facilities

All members are expected to uphold the same standards of respect, sportsmanship, and conduct when representing the Club off-site as they would while on Club premises.

Compliance with this Code is a condition of membership under the Bylaws. Failure to comply may result in disciplinary action, suspension, or termination of membership.

3. Core Principles

All members share responsibility for maintaining an environment built on:

  • Respect. Treating others with courtesy, fairness, and good sportsmanship
  • Integrity. Acting honestly and upholding the Club’s reputation
  • Sportsmanship. Playing fairly, following the rules of tennis, and accepting results graciously
  • Safety. Protecting the well-being of all members and guests
  • Stewardship and Legacy. Contributing to the volunteer spirit, care, and preservation of the Club’s facilities, culture, and history for the benefit of future generations

4. Member Conduct Expectations: On-Court Behavior

Members and guests must:

  • Follow the official rules of tennis as established by Tennis BC and Tennis Canada
  • Display sportsmanship, fairness, and self-control at all times
  • Use respectful language and avoid profanity or abusive speech
  • Respect court rotations and other players’ time
  • Refrain from unsolicited coaching or criticism
  • Leave the courts promptly at the end of play and dispose of any waste properly

5. Member Conduct Expectations: Off-Court Behavior

Members and guests must:

  • Treat others with respect and courtesy at all times
  • Avoid harassment, discrimination, or bullying in any form
  • Respect privacy and confidentiality where appropriate
  • Follow posted Club rules and directions from the Board or designated volunteers
  • Refrain from conduct that may damage the Club’s reputation or property
  • Comply with the Club’s Privacy Policy regarding photos, recordings, and surveillance

6. Use of Facilities

Members agree to:

  • Keep the Clubhouse and grounds clean and in good condition
  • Report any damage or safety concerns immediately to the Secretary or Director of Asset Management
  • Observe all operating hours, noise limits, and District of North Vancouver bylaws
  • Supervise junior members and guests appropriately
  • Consume alcohol responsibly and only as permitted under Section 13

7. Guests and Visitors

Members introducing guests must:

  • Ensure guests comply with this Code of Conduct
  • Register guests as required and pay any applicable guest fees
  • Remain responsible for the guest’s behaviour while on Club premises

8. Digital and Online Conduct

Members are expected to uphold the Club’s values in all forms of communication, including Club emails, group chats, and social media.

  • Members must not post defamatory, offensive, or divisive statements about the Club, its members, or its Board.
  • Members must ensure that all communications reflect respect, accuracy, and a positive representation of the Club.
  • Communications that undermine the reputation, integrity, or safety of the Club community are prohibited.  Online discussions in team chats, WhatsApp groups, or other platforms must remain courteous, constructive, and aligned with the Club’s Code of Conduct.

9. Volunteer and Governance Conduct

As a volunteer-run society, the Club relies on the participation and cooperation of its members.
All members are expected to:

  • Contribute to the upkeep and operations of the Club as outlined in the Bylaws (through volunteer hours or equivalent contribution)
  • Respect the authority and decisions of the Board of Directors
  • Participate constructively in meetings and Club events
  • Declare any conflict of interest when serving in a governance or volunteer capacity
  • Support the Club’s democratic processes, including elections and annual general meetings

10. Harassment, Discrimination, and Misconduct

The Club has zero tolerance for harassment, discrimination, or intimidation. This includes but is not limited to:

  • Offensive, threatening, or humiliating behavior
  • Discrimination based on race, gender, age, ability, religion, sexual orientation, or other protected characteristics
  • Unwelcome sexual contact or harassment
  • Retaliation against anyone who raises a concern in good faith

Every member has the right to feel safe, respected, and included.

11. Disciplinary Action

Breaches of this Code will be addressed by the Board of Directors in accordance with the Bylaws.
Depending on the circumstances, the Board may:

  • Issue a verbal or written warning
  • Suspend court privileges or membership
  • Terminate membership for serious or repeated violations

Members will be given notice and an opportunity to respond before any final decision is made.
Decisions of the Board are final and binding.

12. Reporting Concerns

Members are encouraged to report any misconduct, harassment, or safety concerns promptly and confidentially to the Secretary or Vice-President. All reports will be handled respectfully and without retaliation. If a complaint involves a Director or volunteer, the Board may appoint an impartial subcommittee to review the matter and recommend appropriate action.

13. Alcohol, Drugs, and Impairment

Members may bring and consume alcohol on Club premises outside of Club-sanctioned events, provided it is done responsibly, and in a way that respects other members, neighbours, and the Club’s reputation.

At Club-sanctioned events, personal alcohol may not be brought onto the premises. Only beverages provided under the Club’s event permit or approved by the Board may be consumed.

Members must always:

  • Comply with BC liquor laws and permit conditions
  • Avoid excessive drinking or disorderly behavior
  • Not play, use Club equipment, or drive while impaired
  • The Club discourages drinking and driving. Members are expected to plan alternate transportation, use designated drivers, or arrange ride services after consuming alcohol
  • Any member found to have operated a motor vehicle while over the legal blood-alcohol limit after consuming alcohol at or in connection with the Club will have their membership immediately revoked and terminated without refund of dues or fees.
  • Indemnification: Through their membership, each member fully indemnifies and holds harmless the Capilano Tennis Club, its Board, officers, and volunteers from any liability, loss, or claim arising from the member’s decision to consume alcohol or operate a vehicle after doing so.

14. Dress Code - During Play

  • Tennis-appropriate attire must be worn, including athletic shorts, skirts, dresses, or pants made from either natural or synthetic performance fabrics.
  • Tennis-specific, non-marking shoes are required.
  • Shirts or tops must be worn at all times.
  • Hats and visors may be worn provided they display no offensive wording or imagery.

Prohibited during play:

  • Street clothes, jeans, bathing suits, cut-off shirts, or cargo shorts
  • Non-tennis shoes, sandals, or cleats
  • Offensive or discriminatory wording or imagery on clothing
  • Playing barefoot or shirtless

Members not meeting the dress standard may be asked to change, leave the court, or have their court privileges temporarily suspended.

15. Dress Code - Outside of Play

Members must be clean and presentable when on Club property. Shirts and footwear are required in all public areas. Social and special events should reflect the Club’s relaxed yet respectable character. Members attending formal Club functions such as the AGM or tournaments are encouraged to dress in smart casual attire or tennis apparel.

Prohibited outside of play

  • Offensive or inappropriate clothing
  • Wet or muddy attire inside the Clubhouse
  • Bare feet, swimsuits, or shirtless appearance on Club grounds except in designated change areas

Dress-code concerns may be addressed respectfully by any Director or authorized Club representative. Repeated or deliberate non-compliance may lead to disciplinary action under Section 11.

16. Use of Clubhouse

The Clubhouse is a shared community facility used for recreation, meetings, and social events. Members are expected to use it responsibly and with care.

16.1 General Conduct

  • Treat the Clubhouse and its contents with care and respect.
  • Keep all areas clean and tidy, including the kitchen, washrooms, and patio.
  • No smoking, vaping, or use of illegal substances inside the building or within the Club’s grounds.
  • Maintain noise levels that respect neighbors and other members.
  • The Clubhouse may be used daily between 7:00 a.m. and 10:00 p.m., unless otherwise approved by the Board.
  • Members using the facility outside normal hours must have prior authorization from the President, Vice-President, Treasurer or Director of Asset Management.

16.2 Private and Club Events

  • Private use requires advance Board approval.
  • Events must not interfere with Club activities or maintenance.
  • Alcohol service must comply with Section 13 and all applicable liquor laws.
  • Personal alcohol may not be brought to Club-sanctioned events.
  • Event hosts are responsible for setup, cleanup, and guest conduct.
  • The Clubhouse must be left clean, organized, and secured after every use.

16.3 Security and Access

  • Access is limited to members in good standing.
  • Only members in good standing may hold keys or access codes.
  • Any member in good standing who is the last to leave must ensure all lights are turned off, all doors and windows securely locked, and the facility fully secured before departing.
  • Any damage, loss, or security issue must be reported immediately to the Secretary or Director of Asset management.
  • The Clubhouse is monitored by video and audio surveillance for safety and security, as outlined in Section 17.

16.4 Storage and Personal Items

  • Personal belongings may not be stored in the Clubhouse without Board approval.
  • The Club is not responsible for lost, stolen, or damaged items.

16.5 Recycling and Waste Disposal

  • Members must use the recycling and garbage bins provided, following District of North Vancouver waste management guidelines.
  • Recyclables (paper, plastics, bottles, cans) go into recycling bins; all other waste goes into garbage bins.
  • Members must remove personal waste and keep the area tidy.
  • Bins should not be overfilled, and lids must be kept closed to deter wildlife.
  • Event hosts are responsible for sorting and disposing of all waste and recyclables.

16.6 Environmental Stewardship

The Club is committed to environmental responsibility and sustainability. Members are encouraged to minimize waste, avoid single-use plastics, and support recycling. Acting with care for the environment helps ensure CTC remains a respectful neighbor and community example. Failure to follow these rules may result in loss of clubhouse access or disciplinary action under Section 11.

17. Privacy and Surveillance

The Club maintains limited video and audio surveillance around the Clubhouse for safety and security.
All members and guests must comply with the Capilano Tennis Club Privacy Policy (2025) regarding the collection, use, and protection of recorded material.

18. Acknowledgement

Membership in the Capilano Tennis Club signifies acceptance of this Code of Conduct and agreement to uphold the Club’s values of respect, community, stewardship, and legacy. All members, guests, and visitors are expected to act in ways that contribute to a safe, friendly, and inclusive Club environment.