SHERIDAN TENNIS CLUB CONSTITUTION
Amended October 27, 2017
A non-profit organization that manages and operates a City of Mississauga tennis court asset.
The name of the organization shall be Sheridan Tennis Club
1. To maintain facilities, provided by the City of Mississauga, for the use of playing members from
March through to November annually.
2. To provide an opportunity for group play, inter-club play, junior and senior instruction and Club
3. To ensure that the Club facilities are available to all member s on an equitable basis.
4. To function as a Club within the approved rules of court usage and court etiquette.
Preference will be given to Mississauga residents with an expectation that residents of homes bounded by
Winston Churchill Boulevard on the West, Highway 5 on the North, Leanne Boulevard on the South and Erin
Mills Parkway on the East will have priority should the Club need to restrict the number of members
allowed to join the Club.
The Club rules are noted on the Club brochures, website and communiqués. Please note that a member
whose conduct is unbecoming to generally accepted social behavior will be subject to removal from
membership. An initial written warning from the Executive will, if the misconduct persists, be followed by a
cancellation of membership privileges. Upon expulsion, the member forfeits his or her is subject to full loss
of membership fees for the year. The member may appeal the decision within 24 hours to the President by
ORGANIZATION AND MANAGEMENT:
1. The Club will be managed by an Executive elected at the Annual General Meeting to be held in
October , or as close as possible to this time frame. The Executive will meet at least three times
during the year.
2. Meeting of the Executive require a quorum of simple majority. Should a meeting be necessary
without a quorum, all resolution made at that meeting must be ratified at a duly constituted
meeting of the Executive.
3. The Executive will consist of a President, vice President, Secretary, Membership Secretary,
Treasurer, and up to six other members who will be assigned various duties within the operation.
The past President will be an ex-officio member.
4. All members form part of an advisory body to counsel and make recommendations to the
Executive at all times.
Amended October 27, 2017 Page 2
NOTE: It should be recognized that each and every member is responsible for the facilities available
for tennis and is expected to volunteer his or her services in maintaining them.
5. Members of the Executive will not receive payment for their services
1. Only adults with a full membership* and in good standing are entitled to vote at the AGM. In
order to do so, they must be in attendance at the meeting, unless they have assigned their
vote by written proxy.
2. Adults with a full membership are eligible to be appointed to a position on the Executive.
3. Members of the Executive will be elected by a majority of voting members present and voting at
the Annual General Meeting.
4. Vacancies on the Executive, occurring during the period between Annual General Meetings, will be
filled by the Executive from member volunteers with voting status.
CONFLICT OF INTEREST:
Members of the Executive must represent non-conflicted loyalty to the Club. No Executive member shall
be a paid employee or paid contractor of the Club.
Members of the Executive will not participate in discussion or decision making about any matter that may
directly or indirectly benefit either themselves or someone with whom they have a close personal or
business relationship. Instead, the member will leave the room when the specific agenda item is being
discussed. Following completion of the discussion of that agenda item, by the Executive, the member may
return. The Executive will not discuss that agenda item with the member who has disclosed a conflict,
either during or outside the meeting or before or after the meeting. Failure to disclose a conflict of interest
to the Executive may be grounds for dismissal from the Executive.
1. Membership fees will be established by the Executive.
2. Funds thus collected will be used to maintain the facilities, pay the annual fees due to the
City of Mississauga, undertake expenses connected with group play, Interclub matches (in
part), shoe tags, lights and other essential expenses connected with the Club.
3. The Executive will have authority to undertake all the above noted expenses, but will obtain
permission from the membership at the Annual General Meeting for any major expense (eg court
resurfacing) that becomes necessary.
NOTE: If a major expenditure is found to be essential prior to the Annual General Meeting, the
Executive will be permitted to make an emergency decision.
4. Junior and Senior Instruction will be provided on a self-supporting basis. However, a modest
overrun may have to come out of Club funds.
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5. Expenses in excess of $250.00 will have to be approved by at least four members of the Executive,
including at least two that have not been specifically identified as President, Treasurer or
6. At least two signatures of authorized Executive members are required on every cheque
7. The financial statement of Club will be presented to the members at the Annual General
ANNUAL GENERAL MEETING:
An Annual general Meeting (AGM) will be held each year in October or as close to this time frame as
possible. The membership shall be given twenty-one (21) days notice of the AGM .
The quorum will consist of at least 5 Executive members and 20 voting members in presence or by
written proxy votes assigned to those in attendance.
Minutes of the AGM, excluding financial information, shall be posted to the Club’s website
following the AGM.
AMENDMENTS TO THE CONSTITUTION
The Constitution may be amended by a majority vote of members at the Annual General Meeting.
Amendments to the constitution can only be made at a general meeting of the membership and there must
be a 2/3 majority for proposed amendments to be carried.
For consideration at the AGM, proposed amendments shall be submitted in writing to the Secretary or to
the President no less than twenty-eight (28) days prior to the date of the meeting. Such motions must be
signed by two other voting members.
Copies of proposed amendments shall be posted and e-mailed twenty-one (21) days to all voting
members prior to the AGM.
In the event of a disbandment of the Club, all assets become the property of the city of Mississauga.
The purpose of by-laws is to provide guidelines for the operation and conduct of the Corporation.
Bylaw 1 - Term of Office
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The elected term for members of the Executive shall be one (1) year. The elections shall be conducted at
the Annual General Meeting. The incoming Executivie will assume office on November 1 of each year.
Executive will assume office then. The records of the club including the Minutes of the AGM just conducted
must be turned over to the incoming Executive no more than fifteen (15) days following the elections.
Bylaw 2 - Duties of Officers
The only positions to be elected will be President, Vice President, Treasurer , Secretary and Membership
Secretary. Elected Executives can hold the same position for no more than three (3) consecutive years,
whereas they can run for another office.
The President shall:
1. Perform such functions as the Executive shall assign
2. Be the Chief Executive Officer of the association and be responsible for the functions of the
3. When present, preside at all meetings of the Executive, the AGM and special meetings
4. Be the official designated spokesperson of the Club with signing authority
5. Be responsible for the promotion and maintenance of a positive profile in the community
6. Ensure that the Club is properly represented at all external meetings and meetings of significance
7. In the case of a tie vote at any AGM, fall Meeting or Special Meetings of the Club, he or she shall
have a casting vote in addition to his or her vote as a voting member.
8. Be an ex officio member of all committees of the Club, with voting privileges.
The Vice-President shall:
1. Carry out the duties of the President in his or her absence, with signing authority
2. Carry out duties of the office in conjunction and consultation with the Executive.
3. Liaise with the Executive to identify needs such as clinics, workshops, projects and programs
4. Assist the President in overseeing the day to day operations of the Club.
5. Be responsible for the promotion and maintenance of a positive Club profile in the community
The Secretary shall:
1. Keep all records of the Club, except the accounting records.
2. Keep the corporate seal and all legal documents of the corporation in a permanent file
3. Serve notice of meetings and record all the minutes of duly constituted meetings of the club
including Executive meetings.
4. Publish and post agendas and approved minutes of all duly constituted meetings of the Club,
including Executive meetings.
5. Maintain copies of all significant correspondence related to the club
6. File information returns as required to maintain the legal status of the Corporation
7. Keep, or cause to be kept by a volunteer/webmaster, the website of the club updated and current
including a copy of the Bylaws and of playing and other regulations and of any amendments of the
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The Treasurer shall:
1. Be responsible for all receipts and disbursements of monies of the Club and for their deposit in the
name and to the credit of the Club in a banking institution.
2. Be a signing authority
3. Dispense funds with the approval of the Executive
4. Recommend a policye for investment of the Club funds to the Executive
5. Ensure that the signing officers are any two of the designated members of the Executive
6. Be responsible for reconciling and reporting to the Executive the financial accounts of the Club
7. Prepare an annual budget with regard to the current and future financial obligations of the club and
track expenditures against the budget.
8. Prepare an annual report and make the financial records available for audit as required
9. Establish and maintain a Reserve fund for the purpose of replacement of capital equipment or
facilities as necessary to ensure long term viability of the club
10. Remain available for consultation as the outgoing Treasurer
11. Make financial records available for audit. The Executive may from time to time appoint an auditor
to hold office for such period as the Directors may determine, and the Board may from time to time
designate the duties of such auditor.
The Immediate Past President shall:
1. Serve as nominations chairperson for elections
2. Chair meetings in the absence of the President and Vice-President
3. Maintain and update the constitution and Bylaws of the Club.
The Membership Secretary shall:
1. Be responsible for the registration of all members and the distribution of membership application
forms, shoe tags, collection of membership dues and issuance of receipt for said dues.
2. Be responsible to hand over all memberships dues collected on behalf of the club to the Treasurer
and give a full accounting of the Club’s membership to the governing bodies when requested.
3. Keep the membership database up to date at all times
4. Prepare a membership list, complete with names, addresses, phone numbers and e-mail addresses.
5. Assist the Board in initiatives to recruit new members.
Indemnification of Officers
Every officer of the Club exercising his powers and discharging his duties shall act honestly and in good faith
with a view to the best interest of the club and exercise the care, diligence and skill that a reasonably
prudent person should exercise in comparable circumstances. Subject to the foregoing, no Officer shall be
liable for the act, neglect or default of any other Officer or employee, or for any loss, damage or expense
happening to the Club through an oversight on his part, or for any other loss, damage or misfortune which
shall happen in the execution of the duties of his office or in relation thereto.
Bylaw 3 - Membership
1. Membership categories are as follows:
FAMILY: maximum of 2 seniors and students children living at the same address.
Student ID required for children over 18 yrs
SENIOR: 18 years and over (Age as of April 1 of current year)
JUNIOR: less than 18 yrs (Age as of April 1 of current year)
FULL TIME STUDENT: 18 to 25 yrs as of Apr 1 of current year with valid student identification
2. Each year, every member shall provide the Executive with an e-mail address at which notice of
meetings and all other notices may be e-mailed to the member. It is the responsibility of the
member to notify the Club of any change of e-mail address and residential address. The address is
used to complete our annual Membership Verification Statement to the City of Mississauga.
3. Memberships are non-transferable.
4. Membership fees are non-refundable. The Sheridan Tennis club is a non-profit organization that
uses membership fees to cover Club expenses. It is not a “pay as you play” Club.
5. All prorated memberships such as those purchased after August 15 of each year shall be a
limited membership. Individuals with a limited membership may not vote at meetings or run for
6. Members may introduce guests to the Club. Members are responsible for the conduct of their
guests. The board may restrict the number of times the visitor can play at the Club.
7. Members may invite a guest to play for a maximum of four (4) times during the season. Guests are
limited to four (4) visits each year and must use the facilities in accordance with Club rules. One
guest at a time per member.
Bylaw 4 - Meetings
1. Notice of all general meetings of the membership shall be posted and e-mailed at least three (3)
weeks prior to such meeting.
2. Motions arising from the floor at a general meeting of the membership for which there is
considerable support may be tabled for a follow-up meeting so as to provide for appropriate
consideration by the Executive
3. Twenty-one (21) days prior to the AGM of the club, the Immediate Past President / Nominations
Chairperson shall post a list of the Board positions up for election for the coming year.
4. Any Full Member with voting status aged eighteen (18) or over may sign the list and indicated their
willingness to serve in a particular position.
5. Seven (7) days prior to the AGM, the Immediate Past President/ Nominations Chairperson will
remove the sign-up sheet and post the names of the candidates standing for election in order that
Club members have an opportunity to make an informed decision as to their choice of candidate(s)
prior to the election.
6. Nominations from the floor at the AGM will be accepted.
7. Members will vote on positions contested by two (2) or more candidates. This voting shall be by
secret ballot and the winner will be the person who receives the most votes at that time.
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Scrutinizers will comprise two (2) directors, neither of whom is nominated in the voting being
undertaken. In the event of a tie, the Immediate Past President/ Nominations Chairperson shall
cast the deciding vote.
8. The order of business at a Annual General Meeting must include:
a. Verification of quorum present
b. Reading of the minutes of the last AGM together with the minutes of any intervening or
coincident general meeting.
c. Business arising from the minutes
d. Presentation of financial statement showing revenues and expenditures of the Club
e. The annual report of the Executive outlining the significant developments of the year
completed; approval and ratification of any and all acts of the Executive during the preceding
year requiring approval or ratification
f. Election of directors and Officers of the Club for the coming year
g. New business
By-Law 5: Voting
1. All Members who have paid the full annual fees as set by the Club and are of the legal age
of 18 shall be entitled to one vote at the Annual General Meeting of the Club and any
Special meeting of the Club. Each family membership may only have two (2) votes.
Underage members have no vote and memberships paid after August 15 will also have no
2. All issues to be voted on shall be decided by a simple majority of voting members present
at the meeting in which the vote takes place.
3. Where there is a tie vote, the chair will cast a second vote to break a tie.
4. A member may vote by proxy at a members meeting. Their proxies are to be in written
form. The proxy form and a reminder of right to use a proxy will be attached to the notice
of meeting going to all voting members. Only those members who have voting rights may
be a proxy holder.
5 A Quorum must be attended by 20 voting members and 5 Executive members in presence
or by proxy assigned to those in attendance.
Bylaw 6 - Fiscal Year
The fiscal year of the Corporation shall begin November 1st of one year and end on October 31st of the
Amended October 27, 2017 Page 8
Bylaw 7 - Amendment of Bylaws
1. Any member may propose amendments to these bylaws by sending a written copy of the
suggested amendments to the President. Such motions must be signed by the Mover and
seconded by another member
2. Proposed amendments should be received at least twenty-eight (28) days prior to the AGM
3. The President shall distribute a copy of all proposals to all adults with full memberships voting
members at the same time as the notice calling the AGM
4. Proposed amendments shall be discussed and voted upon at the AGM
5. To be adopted the proposed amendments shall require a two-thirds majority of voting members
present at the AGM and any proxies.
6. A copy of any amendments to the bylaws which have been approved at the by an AGM shall be
emailed to all members stating that these bylaws were passed and /ratified by members at the
Club’s AGM and becomes effective immediately.
Bylaw 8 - Rules and Regulations
1. The rules and regulations of the club governing such items as access to premises, allocation of
courts for leagues, tournaments, special events, dress code, and the closing of courts for
maintenance purposes shall be determined by the Executive
2. The rules and regulations of play shall be published and made available to all members at the
beginning of the playing season and must be observed by all members and guests.
3. Smoking and alcoholic beverages are prohibited on court or in any enclosed area of the Club as per
a. Courts are for the use of members except when they are required by the city or by permission
from the Executive.
b. Proper tennis attire is required
c. Shoe tags must be worn on the courts
d. To prevent court damage and personal injury, participants must wear non-marking tennis shoes
e. Use the bicycle rack to lock up your bike.
a. Hours of play are from 7:00 a.m.to 11:00 p.m. on weekdays and 8:00 a.m. - 11:00 p.m. on
weekends, April through October.
b. Senior members have priority after 6:00 p.m.; juniors wanting senior playing privileges may
purchase a senior membership.
c. Lessons, social events, and interclub matches approved by the Executive shall take priority for
d. Lakeshore and Inter-County matches require the use of all four courts. Schedules are to be
posted on the bulletin board and website.
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Use of the Courts
a. The Club may invite other sport activities approved by the executive and allocate court
time to be to be used on designated days and times. These designated times may be
temporary or annual and will be subject to annual review.
b. These allocated and designated times may be amended to accommodate tennis league
play, tournaments, special events and round robins. These times do not affect the
normal reservation board system for unreserved courts.
c. The general principle is to allow members court time of 1 hour. If courts are available at the
completion of the hour, the occupants may continue to play.
d. The court rotation system is in place to ensure all members get a chance to play and use the
courts with the shortest possible wait time in a manner that is fair for all
e. Rotation times are clearly indicated on the board by court #1
f. A member wishing to use a particular court can hang a racquet on the appropriate hook on the
g. A member may not hang a racquet on the board for another member or while using the
h. When the rotation time comes, the member whose racket is hanging on the hook is entitled to
use the court for which the racquet is hanging, regardless of the amount of time the occupants
of the court have been playing or whether or not another court is available.
i. Players playing singles may finish their game (not set), if there are players waiting to play.
j. Doubles have priority over singles.
Players are requested to restrict the use of the overhead lights to that essential to illuminate the
area on which they are playing.
The last player off the court, at night, will turn off the overhead lights by means of the switches
located on the box by the entry gate.
The court lights will automatically turned off around 11:00 p.m. as set by the city.
Confirmed by a unanimous vote from members . October 27, 2017 .