Gordon Hughes Tennis Club Executive/Director Team Responsibilities:

Version Date: July 24, 2024

• Act in the best interest of the Gordon Hughes Tennis Club and its members.
• Create a welcoming atmosphere for all members that encourages participation in club activities and the enjoyment of playing and learning tennis.
• Participate in club activities.
• Come prepared and attend all Board meetings and AGM.

President:

• Exercise general supervision and oversee the running of the Tennis Club.
• Encourage and ensure that the Director Team perform their respective duties and work with members to bring about positive changes to the club.
• Chair the Monthly Director Team meetings and the Annual General Meeting.
• Oversee the hiring and supervision of club staff.
• Primary contact (liaison) with: the Town of Windsor, West Hants Recreation, and Tennis Nova Scotia.
• Work with the West Hants Municipality in matters that affect both parties.
• Be involved with all policy and major business decisions of the club and work with the Treasurer in the overall financial management of the club.
• Address member complaints.

Vice President:

• Carry out the duties of the President in his/her absence, including presiding at club general meetings and Board of Directors meetings,
• Assist the President in carrying out his/her duties and provide guidance and assistance to committees.
• Work with the Director committees on the planning and execution of club initiatives.
• Participate and ensure execution of special projects and assignments as required.
• Provide assistance to other members of the Director Team.

Secretary:

• Take and distribute minutes of all Board Meetings, Special Board Meetings and Members’ Meetings.
• To communicate effectively, circulate notice and agenda for meetings along with previous meeting minutes.
• Ensure that all club/organisation members have relevant information before and after meetings.
• Prepare club AGM agenda in consultation with Executive committee.
• In collaboration with Director Communications/Website, keep a record of all the members of the club and their addresses and produce an updated membership list.

Treasurer:

• Oversee all financial aspects of the club.
• Give Treasurer’s report at regular meetings and when required, produce an annual financial report.
• Approve purchases for the day to day running of the club and programs.
• Pay the vendors and staff (if applicable) of the Tennis Club in a timely manner and keep records of those transactions as to maintain a clear audit trail.
• Calculate and pay wages of Club tennis pros.
• Maintain bank accounts at a chartered bank approved by the Executive.
• Set budget guidelines for all expenses for the coming year.
• Cross-reference all funds received from memberships.
• Receive all Club income, record income, and deposit funds in the Club’s bank account.
• Maintain accurate records for tax purposes and remit required employee and employer contributions to Revenue Canada as described in current Government booklets.
• Answer or redirect the inquiries via email from tennis club email address.

Director Social Committee

• Recruit a team of helpers – this is too big a role for just one person.
• Form a committee at the beginning of the season in irder to best deliver the number of events planned throughout the year.
• Organize and work with the other Directors to plan and execute social events, including promotion of events via the club email blasts and website.
• Continually seek new and/or improved ways to offer social events for the membership, in consultation with the general membership.
• Set dates for all club tournaments and special events.
• Oversee all social club events (Saturday Morning Breakfast play, Friday Night Lights, Club Tournaments, etc.)
• Work with the treasurer to ensure that social activities meet the clubs needs from a financial standpoint.
• Keep records of what events went well or not so well, so as facilitate future planning.

Director Player Development

• Develop, implement and execute innovative tennis programming/activities for our juniors and adults.
• Work with the Tennis Pro to help promote junior participation in programs (e.g., flyers to schools prior to registration, promotion of events such as "Try It" Days).
• Establish links with local schools (primary and secondary) raising local awareness and attracting new members. 
• Oversee the organization of all junior programs.
• Attend Board management committee meetings to ensure coaching activities are fully integrated into the tennis club.
• Actively participate in the hiring of the club tennis coaches.

Director Court Maintenance

• Recruit a dedicated maintenance team of helpers – this is too big a role for just one person.
• Organize work parties and coordinate necessary upgrade and maintenance on all aspects of the playing court, clubhouse, parking area, and surrounding grounds.
• Arrange for the maintenance of court facilities and equipment (including the playing surface).
• Arrange for the installation of nets and other court equipment in the spring and for their removal and storage at the end of the tennis season.
• Identify and report to the club committee on all matters of maintenance in connection with the courts, clubhouse and grounds.

Director Website/Communications

• Recruit a team of helpers – this is too big a role for just one person.
• Communicate with the membership via an up-to-date email distribution list and the website of upcoming events (e.g., socials, club schedules, fundraisers, maintenance, AGM).
• Update website as needed, including registration information, minutes of AGM meetings, event information and updates, photos, etc., in collaboration with club Directors.
• Organize and oversee the registration process and maintenance of the membership database throughout the season.
• Keep a record of all the members of the club and their addresses and assist the Secretary with producing an updated membership list.
• Be familiar with ClubSparks as a communication tool and ensure training for the team of helpers.
• Work with the host provider (ClubSparks) to maintain website integrity and programming changes as required by the club.
• Reconcile the registration money received with the Treasurer.