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
Past President
Vice-President
Treasurer
Secretary
Website Director
Social Director
Junior Club Director
Fundraising Director
Membership / Marketing Director
Facilities / Maintenance Director
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
Ladder Coordinator
Tournaments Coordinator
- 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