SHERIDAN TENNIS CLUB CONSTITUTION
A non-profit organization that manages and operates a City of Mississauga tennis court asset.
NAME:
The name of the organization shall be Sheridan Tennis Club
OBJECTIVES:
MEMBERSHIP:
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.
ORGANIZATION AND MANAGEMENT:
ELECTIONS:
FUNDS:
ANNUAL GENERAL MEETING:
AMENDMENTS TO THE CONSTITUTION
DISBANDMENT
In the event of a disbandment of the Club, all assets become the property of the City of Mississauga.
BY-LAWS
The purpose of by-laws is to provide guidelines for the operation and conduct of the Corporation.
By-law 1: TERM OF OFFICE
By-law 2: DUTIES OF OFFICERS
A. The President shall:
B. The Vice-President shall:
C. The Secretary shall:
D. The Treasurer shall:
E. The Immediate Past President shall:
F. Indemnification of Officers
By-law 3: MEMBERSHIP
ADULT: 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)
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.
By-law 4: MEETINGS
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 meetings
2 Each adult member has 1 (one) vote. (Underage members have no vote and memberships
paid after August 15 will also have no voting rights.
3 A parent or guardian of a child registered in the Junior Member category may vote for the child.
4 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. Where there is a tie vote, the Chair will cast a second vote to break a tie.
5 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.
6 Only those members who have voting rights may be a proxy holder.
7 A Quorum must be attended by 20 voting members and 5 Executive members in presence or by proxy assigned to those in attendance.
By-law 6: FISCAL YEAR
The fiscal year of the Corporation shall begin November 1st of one year and end on October 31st
of the following year.
By-law 7: AMENDMENT OF BYLAWS
By-law 8: RULES AND REGULATIONS
Court Regulations
Playing Times
LED Lights
By-law 9: CODE OF CONDUCT:
The Club strives to preserve a safe and inviting environment for all members to use and enjoy. Fair play, court etiquette, sportsmanship, and respect for others are expected. These principles are expected from all club members, on home court or as guests of other tennis clubs, guests/visitors, teaching professionals, and parents.
They shall not make unauthorized public statements regarding the Club nor disclose information or make use of such information for personal gain. They shall also act in the best interests of the Club and understand the financial and strategic responsibilities and implications of their decisions.
By-law 10: COMPLAINTS AND RESOLUTIONS:
By-law 11: DISCIPLINE:
Members who contravenes the Club’s By-laws may lose their good standing at the Sheridan Tennis Club and be disciplined. The Board of Directors will determine the appropriate action which may include but not limited to:
Confirmed by a unanimous vote from members. November 14, 2019
__________________________________ __________________________________
Joseph Lum, President Tom Vaivada, Vice President for
Adrienne Gittens, Secretary
A non-profit organization that manages and operates a City of Mississauga tennis court asset.
NAME:
The name of the organization shall be Sheridan Tennis Club
OBJECTIVES:
- To maintain facilities, provided by the City of Mississauga, for the use of paying members from
- To provide an opportunity for group play, inter-club play, junior and adult instruction, and Club tournaments
- To ensure that the Club facilities are available to all members on an equitable basis.
- To function as a Club within the approved rules of court usage and court etiquette.
MEMBERSHIP:
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.
ORGANIZATION AND MANAGEMENT:
- 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.
- 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.
- 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.
- All members form part of an advisory body to counsel and make recommendations to the Executive at all times.
- Members of the Executive will not receive payment for their services
ELECTIONS:
- 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.
- Adults with a full membership are eligible to be appointed to a position on the Executive.
- Members of the Executive will be elected by a majority of voting members present and voting at the Annual General Meeting.
- Vacancies on the Executive, occurring during the period between Annual General Meetings, will be filled by the Executive from member volunteers.
FUNDS:
- Membership fees will be established by the Executive.
- 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.
- 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.
- 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.
- Junior and Adult Instruction will be provided on a self-supporting basis. However, a modest overrun may have to come out of Club funds.
- 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 Membership secretary.
- At least two signatures of authorized Executive members are required on every cheque
- The financial statement of Club will be presented to the members at the Annual General Meeting.
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.
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.
DISBANDMENT
In the event of a disbandment of the Club, all assets become the property of the City of Mississauga.
BY-LAWS
The purpose of by-laws is to provide guidelines for the operation and conduct of the Corporation.
By-law 1: TERM OF OFFICE
- 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.
By-law 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.
- In the event when any elected Executive’s 3 year tenure has been met and the position cannot be succeeded, the incumbent may continue in the office for one (1) additional fiscal year.
A. The President shall:
- Perform such functions as the Executive shall assign
- Be the Chief Executive Officer of the association and be responsible for the functions of the Executive.
- When present, preside at all meetings of the Executive, the AGM and special meetings
- Be the official designated spokesperson of the Club with signing authority
- Be responsible for the promotion and maintenance of a positive profile in the community
- Ensure that the Club is properly represented at all external meetings and meetings of significance
- 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.
- Be an ex officio member of all committees of the Club, with voting privileges.
B. The Vice-President shall:
- Carry out the duties of the President in his or her absence, with signing authority
- Carry out duties of the office in conjunction and consultation with the Executive.
- Liaise with the Executive to identify needs such as clinics, workshops, projects and programs
- Assist the President in overseeing the day to day operations of the Club.
- Be responsible for the promotion and maintenance of a positive Club profile in the community
C. The Secretary shall:
- Keep all records of the Club, except the accounting records.
- Keep the corporate seal and all legal documents of the corporation in a permanent file
- Serve notice of meetings and record all the minutes of duly constituted meetings of the club including Executive meetings.
- Publish and post agendas and approved minutes of all duly constituted meetings of the Club, including Executive meetings.
- Maintain copies of all significant correspondence related to the club
- File information returns as required to maintain the legal status of the Corporation
- 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 foregoing.
D. The Treasurer shall:
- 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.
- Be a signing authority
- Dispense funds with the approval of the Executive
- Recommend a policye for investment of the Club funds to the Executive
- Ensure that the signing officers are any two of the designated members of the Executive
- Be responsible for reconciling and reporting to the Executive the financial accounts of the Club
- Prepare an annual budget with regard to the current and future financial obligations of the club and track expenditures against the budget.
- Prepare an annual report and make the financial records available for audit as required
- 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
- Remain available for consultation as the outgoing Treasurer
- 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.
E. The Immediate Past President shall:
- Serve as nominations chairperson for elections
- Chair meetings in the absence of the President and Vice-President
- Maintain and update the constitution and Bylaws of the Club.
- 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.
- 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.
- Keep the membership database up to date at all times
- Prepare a membership list, complete with names, addresses, phone numbers and e-mail addresses.
- Assist the Board in initiatives to recruit new members.
F. 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.
By-law 3: MEMBERSHIP
- Membership categories are as follows:
ADULT: 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)
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.
- Memberships are non-transferable.
- 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.
- 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 office.
- 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.
- Guest fee is $10 per visit. Individual members are limited to 1 guest per day and must accompany their guest during their visit and are responsible for payment of guest fee. Individual guests are limited to two (2) visits per season and must use the facilities in accordance with Club rules and Code of Conduct.
By-law 4: MEETINGS
- Notice of all general meetings of the membership shall be posted and e-mailed at least three (3) weeks prior to such meeting.
- 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
- 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.
- 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.
- 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.
- Nominations from the floor at the AGM will be accepted.
- Members will vote on positions contested by two (2) or more candidates. This voting shall be by show of hands or by secret ballot and the winner will be the person who receives the most votes at that time. 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.
- The order of business at a Annual General Meeting must include:
- Verification of quorum present
- Reading of the minutes of the last AGM together with the minutes of any intervening or coincident general meeting.
- Business arising from the minutes
- Presentation of financial statement showing revenues and expenditures of the Club
- 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
- Election of directors and Officers of the Club for the coming year
- New business
- Adjournment
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 meetings
2 Each adult member has 1 (one) vote. (Underage members have no vote and memberships
paid after August 15 will also have no voting rights.
3 A parent or guardian of a child registered in the Junior Member category may vote for the child.
4 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. Where there is a tie vote, the Chair will cast a second vote to break a tie.
5 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.
6 Only those members who have voting rights may be a proxy holder.
7 A Quorum must be attended by 20 voting members and 5 Executive members in presence or by proxy assigned to those in attendance.
By-law 6: FISCAL YEAR
The fiscal year of the Corporation shall begin November 1st of one year and end on October 31st
of the following year.
By-law 7: AMENDMENT OF BYLAWS
- 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
- Proposed amendments should be received at least twenty-eight (28) days prior to the AGM
- 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
- Proposed amendments shall be discussed and voted upon at the AGM
- To be adopted the proposed amendments shall require a two-thirds majority of voting members present at the AGM and any proxies.
- A copy of any amendments to the bylaws which have been approved at the 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.
By-law 8: RULES AND REGULATIONS
- 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
- 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.
- Smoking and alcoholic beverages are prohibited on court or in any enclosed area of the Club as per city bylaws.
Court Regulations
- Courts are for the use of members except when they are required by the city or by permission from the Executive.
- Proper tennis attire is required
- Membership tags must be visible.
- To prevent court damage and personal injury, participants must wear non-marking tennis shoes
- Use the bicycle rack to lock up your bike.
Playing Times
- 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.
- Adult members have priority after 6:00 p.m.
- Lessons, social events, and interclub matches approved by the Executive shall take priority for court use.
- Lakeshore and Inter-County matches require the use of all four courts. Schedules are to be posted on the bulletin board and website.
- 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.
- 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.
- 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.
- A member may not reserve more than one court at a time and may not reserve time for another member or while using the court.
LED Lights
- Players are requested to restrict the use of the overhead lights to just 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 turn off at 11:00 pm as set by the city.
By-law 9: CODE OF CONDUCT:
The Club strives to preserve a safe and inviting environment for all members to use and enjoy. Fair play, court etiquette, sportsmanship, and respect for others are expected. These principles are expected from all club members, on home court or as guests of other tennis clubs, guests/visitors, teaching professionals, and parents.
- Respect for all Club property and facilities, including but not limited to courts, nets, teaching equipment, grooming equipment, furnishings, supplies, and appliances.
- Be respectful towards all members regardless of age, gender or sexual orientation, race, culture or religion.
- Harassment is not tolerated and is defined as any comment, conduct, or gesture directed toward an individual or group of individuals which is insulting, intimidating, humiliating, malicious, degrading or offensive. It includes, but not limited to, sexual harassment.
- Members are responsible for ensuring that their guests follow this Code of Conduct, and are responsible for ensuring that the guest fees are paid.
- Board members are required to ensure the confidentiality and privacy of members’ personal
They shall not make unauthorized public statements regarding the Club nor disclose information or make use of such information for personal gain. They shall also act in the best interests of the Club and understand the financial and strategic responsibilities and implications of their decisions.
By-law 10: COMPLAINTS AND RESOLUTIONS:
- A complaint by anyone against a member, visitor, guest, parent or teaching professional alleging a failure to follow the Code of Conduct or any other dispute or complaint regarding the Sheridan Tennis Club must be in writing (email) to the President and indicate the specific charges or alleged violations and the resolution desired.
- Complaints must be made within 48 hours
- The Board of directors shall review the complaint in a timely manner and follow procedures for handling complaints in accordance with the principles of fairness
By-law 11: DISCIPLINE:
Members who contravenes the Club’s By-laws may lose their good standing at the Sheridan Tennis Club and be disciplined. The Board of Directors will determine the appropriate action which may include but not limited to:
- Corrective action (warning) in writing.
- Revoking membership and forfeiture of membership fees.
- Non-members or visitors will be prohibited from returning to the Club. Member must return shoe tag and access key
Confirmed by a unanimous vote from members. November 14, 2019
__________________________________ __________________________________
Joseph Lum, President Tom Vaivada, Vice President for
Adrienne Gittens, Secretary