Sheridan Tennis Club's Executives' Role Descriptions 2013

(new bylaw 2012: elected executives may hold the same position for a maximum of three years.)


President
  • work with members to bring about positive changes as per the club's vision and mission statement 
  • collaborate with the executive to set the annual calendar of events for the upcoming season, program fees, and compensation for the Pro, by March 
  • work with the Past President in liaising with city staff 
  • liaise with other local tennis clubs
  • ensure goodwill by responding promptly to members' emails, queries and concerns

Past President
  • use experience to advise and assist the President in the planning and execution of club initiatives and plans 
  • work on special projects as agreed upon

Vice-President
  • work with the executive on the planning and execution of club initiatives and plans
  • update the club brochure and registration form by the beginning of March for uploading to website
  • get brochures printed in time for registration/opening day
  • be willing to be groomed for the President’s role 

Treasurer
  • keep records of all income and expenses
  • write, co-sign, and ensure deliverance of cheques
  • prepare and present the Annual General Meeting (AGM) financial report
  • set budget guidelines for all expenses for the coming year

Secretary
  • take and distribute minutes of all meetings to participants within two weeks after the meeting
  • make necessary photocopies for meetings
  • keep operations guides (e.g., bylaws, management agreements with the city)  up to date with all policies and changes to contacts and distribute files to the executive with updates, bolded
  • communicate with the membership via an up-to-date email distribution list and the club bulletin board, of upcoming events (e.g., socials, tryouts, interclub schedules, fundraisers, maintenance, AGM)

Website Director
  • update website as needed, including registration information, minutes of AGM meetings, event information and updates, photos, etc., in collaboration with event Directors and Coordinators
  • consult and report on upgrades, changes of service to Internet, etc. to the executive 

Social Director
  • organize and work with a social committee, to plan and execute social events, including promotion of events via the club bulletin board and website, purchase of refreshments, balls, etc. 
  • continually seek new and/or improved ways to offer social events for the membership, in consultation with the Membership / Marketing Director (e.g., annual survey)

Junior Club Director
  • represent and speak on behalf of the junior members, at meetings
  • work with the Pro to help to promote junior participation in programs (e.g., flyers to schools prior to registration, promotion of events such as "Try It" Days)

Fundraising Director

  • seek and execute fundraising opportunities to cover future club expenses, as sanctioned by the executive

Membership / Marketing Director
  • organize and oversee the registration process and maintenance of the membership database throughout the season, to be distributed, electronically, to the President, Secretary, and Pro, with updates, as needed
  • work with the Social Director to increase membership by promoting its benefits

Facilities / Maintenance Director
  • organize work parties and coordinate all aspects of court, shelter, and storage facilitates upkeep and supplies 
  • liaise with Mississauga Parks and Recreational staff for assistance with grounds and court maintenance

League and Tournament Coordinators' Role Descriptions

Interclub Coordinators/Captains
  • hold open team tryouts, evaluate players, and create teams, with the assistance of the club Pro
  • distribute schedule of play, league rules, directions to the tennis clubs, etc. to team members, Secretary and Webmaster for posting
  • purchase cans of tennis balls for home matches, distribute refreshment schedule for home games, and collect fees to cover cost of balls 
  • attend the respective meetings for captains in the spring

Ladder Coordinator
  • create and maintain the ladder at the beginning of the season and update monthly; post results on the website

Tournaments Coordinator
  • consult with the membership on interest in tournaments (e.g., singles, doubles, mixed, over 70, junior)
  • work with the executive to determine policies with regards to tournaments (eligibility, timelines, rules, etc.)
  • plan and execute all aspects, including promotion of events via the club's bulletin board and website, purchase of refreshments and balls, etc.,
  • create draws for Sheridan Tennis Club tournaments
  • obtain / coordinate tournament prizes and trophies