Maryvale Tennis Club

All the rules

MARYVALE TENNIS CLUB CONSTITUTION   NOVEMBER 1,2022

 

Article 1: NAME

 

The name of the Organization shall be Maryvale Tennis Club, hereinafter referred to as “the Club”.

 

Article 2: LOCATION

 

Site of the Club shall be in Maryvale Park, located on Pharmacy Avenue, 2 blocks South of Ellesmere Avenue.                      

 

Article 3: PURPOSE

 

  1. To provide for it’s membership the best possible tennis facilities on a self-financing, non-sectarian basis.     
  2. To affiliate with, or make agreements or undertakings with other organizations as may be deemed necessary for the  improvement of the Club’s tennis facilities.
  3. To promote tennis and social  activities among the membership and the community
  4. With each Junior membership the Club will provide lesson for that Junior with no additional cost.
  5. To foster competition by holding annual tournaments and by entering an appropriate number of teams in local leagues. 
  6. To be a member in good standing of the Scarborough Tennis Federation and the Ontario Tennis Association.
  7. To uphold the rules of tennis as adopted by Tennis Canada.

 

Article 4: MEMBERSHIP

 

  1. Membership shall be open to all who pay the current membership fee and abide by the Club’s Constitution and By-laws.                  
  2. Junior membership is for those aged under 18 years of age as of January 1 of the current year.
  3. Adult membership is for those aged 19 or older as of January 1 of the current year.
  4. The membership year shall be from April 1 to October 31 of the following year.
  5. Membership applications shall be made to the Club annually and in writing.
  6. Any member may be forced to surrender his or her membership by a vote of at least 2/3rds of the Executive Committee.
  7. Voting privileges are for adult members only.
  8. Members are required to provide a valid E-mail address to receive correspondence from the Club.

 

 

 

 

 

Article 5: FEES

 

  1. Membership fees and Guest fees will be set annually by the Executive Committee at the Annual General Meeting and will be within the guidelines set by the Toronto Recreation and Culture Department.
  2. Guest fees (currently $5.00 per day) are subject to change by a vote of at least 2/3rds of the Executive Committee.
  3. Tournament fees will be determined by the Tournament Chairman and ratified by the Executive Committee.
  4. Fees for member lessons outside of the Junior program will be determined by the Executive Committee.

 

Article 6: GOVERNING BODY COMPOSITION

 

  1. The business and affairs of the Club shall be administered by an Executive Committee consisting of the President, the Vice-President and Secretary, the Past President, the Treasurer, the Membership Director, the Maintenance Director, the Social Director, the Tournament Director, the Junior Director, the House League Director, the Communications Director, the Teams Director and the STF Representative.  A member may serve in more than one capacity.  All of these Executives shall be  adult members in  good standing.
  2. POWERS: The Executive Committee shall have full power to administer the business and affairs of the Club including all financial accounts, to appoint committees, and to fill vacancies on the Executive Committee by appointment of any Adult member in good standing.  Each Executive Committee member shall have one vote at Executive Committee meetings. The Chair may only vote to break a tie. Club cheques will require two signing officers.  All Executive Committee members are forbidden to borrow money on behalf of the Club.  Any Executive Committee member may appoint other members as assistants to aid in the performance of their duties.

 

Article 7: ELECTIONS

 

  1. Only Adult members are eligible to serve on the Executive Committee.
  2. Any eligible member wishing to run for office shall notify the Secretary in writing at least one week prior to the Annual General Meeting.
  3. Elections will be held at the Annual General Meeting by simple majority of those present. 

 

Article 8: DUTIES OF EXECUTIVE COMMITTEE MEMBERS

 

  1. Executive Committee members are required to attend Executive Committee meetings.
  2. The Executive Committee shall administer the affairs of the Club and shall be responsible for securing an auditor from within the Club membership and ensuring that an audit immediately follows the Club’s fiscal year end.
  3. The President shall chair meetings of the Executive Committee and all other Club meetings or appoint someone to be chair.  Meetings will be conducted in a formal manner including an Agenda and Minutes from the previous meeting. The President shall ensure the Club is correctly and adequately represented to any and all associations and affiliated organizations with whom the Club has dealings.
  4. The Vice-President shall, in the absence of the President, assume the duties of and exercise the authority of the President.
  5. The Secretary shall take minutes at all Executive Committee meetings and at the Annual General Meeting. Such minutes shall be made available to all Executive Committee members by E-mail at least one week prior to the immediate subsequent meeting. The Secretary shall advise the Executive Committee members of all meetings in a timely manner.
  6. The Treasurer shall maintain the financial records of the Club including receiving and depositing all monies paid into the Club.  The Treasurer shall prepare and present an annual financial statement for audit and submit a budget for the following year to the Executive Committee.  The Treasurer shall advise the Executive Committee of the Club’s bank balances at each Executive Committee meeting.
  7. The Membership Director shall be responsible for registration of members including the issuance of shoe tags and to supervise all correspondence with members and maintain a current list of members.
  8. The Junior Director will insure the Club provides quality lessons to the Junior members and decides if it is appropriate to have a Junior team.
  9. The Social Director will organize and publicize all Club social functions.
  10. The Tournament Director will organize and publicize the Club’s annual championship tournaments.
  11. The Communications Director will, together with the Membership Director, correspond with the membership and prepare advertising copy.
  12. The House League Director will organize and administer a house league for members of the Club.
  13. The Maintenance Director will maintain the Club playing facilities, including contacting the Parks Dept. to resolve problems.
  14. The STF Representative will attend STF meetings as the Club representative or appoint someone else to represent the Club and make a verbal or written report on all relevant matters to the Executive Committee at the following Executive Committee meeting.                                      
  15. The Teams Director shall decide on the number of teams Maryvale will enter each year and will appoint captains for said teams.  Captains will hold team tryouts, select team members based on ability and hold team practices.  This authority does not extend to the Junior team.
  16. The Directors-at-Large shall undertake special projects as directed by the Executive Committee or assist other Executive as required.

 

 

 

 

Article 9: FISCAL YEAR

 

The Fiscal Year of the Club shall be November 1 to October 31.

 

Article 10: AUDIT

 

The Executive Committee shall respond to any request from  the City for an audit to ensure the accuracy of the Club’s records.

 

Article 11: ANNUAL GENERAL MEETING

 

  1. The Annual General Meeting of the Club shall be held during November of each year for the receiving of reports, election of officers and other business as may properly come before it. The Adult members shall be advised of the date, time and place of the meeting at least fourteen days before the meeting.
  2. SPECIAL GENERAL MEETINGS may be held at any time at the request of the President or at the written request of not less than 10 Adult members.
  3. A QUORUM at any general meeting shall consist of not less than 6 of the Club’s Adult membership.  Should a quorum not be present at anytime during a meeting, then the Chairman shall terminate the meeting and the business remaining shall be referred to the Executive Committee for any necessary action.

 

Article 12: EXECUTIVE COMMITTEE MEETINGS

 

  1. Meetings may be called at the discretion of the President.          
  2. There will be at least two meetings per fiscal year.
  3. A Quorum shall consist of 5  Executive Committee members.
  4. The Chair votes only to break ties.

 

Article 13: AGENDA ORDER AT MEETINGS

 

  1. Call to order.
  2. Changes to Agenda and approval of Agenda.
  3. Reading of minutes from previous meeting and approval of same.
  4. Business arising from previous minutes.
  5. Financial report.
  6. Reports of Executive Committee members.
  7. Report of STF Representative.
  8. Unfinished business.
  9. Election of Officers (only at the AGM).
  10. New business.
  11. Adjournment.

 

 

Article 14: AMENDMENTS TO THE CONSTITUTION AND BY-LAWS

 

The Constitution and By-laws of the Club may be added to, repealed or amended at any Club General Meeting by a vote of two-thirds of all Adult members present.  Notice of additions or amendments must be given in writing to the Secretary not later than ten working days prior to the General Meeting at which they are to be discussed.

 

Article 15: AVAILABILITY OF CONSTITUTION AND BY-LAWS

 

Any member may request an up-to-date copy of the Club’s Constitution and By-laws for perusal from any Executive Committee member.

 

 

Article 16: COMPLAINTS AND SUGGESTIONS

 

Complaints or suggestions regarding the operation or management of the Club shall be submitted to any member of the Executive Committee, in writing.  These matters will be brought up and dealt with at the next Executive Committee meeting.

 

 

Artcle 17-BANKING ARRANGEMENTS

 

  1. Bank accounts of the Club may be kept in any chartered bank, trust company or savings and loan company as the Executive Committee may determine. 
  2. Cheques or drafts written on the Club accounts must be signed by two Club officers.

 

 

Article 18: DISSOLUTION

 

  1. The Club may not be dissolved except at a general meeting of adult members specifically convened for that purpose and by a resolution carried by 75% of the votes recorded.
  2. After all debts are paid, remaining monies will be turned over to the Scarborough Tennis Federation.

 

 

MARYVALE TENNIS CLUB BY-LAWS                         NOVEMBER 1, 2022

 

Article 1: PRIVILEGES

Any member shall be free to participate in any or all activities sponsored by the Club, within the limitations of fees, charges and number restrictions.

 

Article 2: RESPONSIBILITIES

Every member shall promote the Club to the best of his

or her ability and make an effort to protect Club property.

 

 

Article 3: CONDUCT

 

Acts or practices by members which the Executive Committee considers detrimental to the interests of the Club are prohibited.  Foul language by members is prohibited.  Good conduct shall be the standard for members.  Members must observe Club rules or be subject to a warning, suspension or loss of membership at the discretion of the Executive Committee.

 

Appropriate playing attire is required including non-marking shoes.

 

Article 4: ACTIVITIES

 

The Club shall have annual closed tournaments in pre-determined categories.   There will be at least 2 socials per year.

 

Article 5: DUTIES

 

Each member of the Executive Committee shall perform the expected duties associated with that office.

 

Article 6: PLAYING RULES

 

OTA rules shall govern all tournament play.

 

Article 7: NO DOGS ALLOWED WITHIN THE FENCED AREA OF THE CLUB

 

Article 8: NO SKATEBOARDS OR ROLLERBLADES ALLOWED WITHIN THE FENCED AREA OF THE CLUB

                       

Article 9: CLUB TOURNAMENT MATCHES AND STF MATCHES WILL HAVE COURT PREFERENCE