PREAMBLE This Constitution revokes the prior Constitution and Bylaws of the Mono Tennis Club dated September 20, 1997 as amended.
Article 1 NAME 1.1 The name of the tennis club whose courts and clubhouse are located beside the Mono Community Centre at 754483 Mono Centre Road, Mono, Ontario L9W 5W9 is The Mono Tennis Club, hereinafter referred to as the “Club.”
Article 2 PURPOSE 2.1 The Club is the primary tennis organization in the Town of Mono. As a not-for-profit, volunteer-run organization, the Club provides a welcoming environment and a range of tennis programs both social and competitive, for its members and for the community. Programs include recreational tennis, interclub competition, lessons, clinics, and tournaments for both adults and children.
Article 3 MEMBERSHIP 3.1 The courts are open for tennis use only to anyone who purchases either a full membership through the Club or a non-club membership through the Town of Mono’s Recreation Department. The latter allows limited play outside specified hours. 3.2 Members must pay their membership fees and complete the required registration process before playing on the courts. 3.3 Members must follow the rules and regulations established by the Board and ensure that their guests do so as well. 3.4 An adult member means a person who is 18 years of age or older at the commencement of the calendar year. A junior member means a person who is 17 years of age or younger at the commencement of the calendar year. 3.5 Only paid up Club members are permitted to play on Club teams.
Article 4 EXECUTIVE OFFICERS 4.1 The Club is governed by a Board consisting of five Executive Officers who are the President, Vice-President, Secretary, Treasurer, and Past President, as well as one or more Members-At-Large. 4.2 The Executive Officers and Members-At-Large are elected for a one-year term by the members attending the Annual General Meeting (AGM). The Past President shall serve a one-year term, but may serve additional one-year terms as Past President at the discretion of the Board. 4.3 There shall be no limit to the number of terms an Executive Officer may serve. 4.4 The Board is to represent the membership. The Board is responsible for all Club activities and Club maintenance. When the Board is meeting, all consideration should be given to transparency so that all members are privy to decisions and the rationale for decisions. 4.5 The five Executive Officers shall be authorized to sign documents on behalf of the Club. Two signatures of the Officers are required on documents signed on behalf of the Club. 4.6 Duties of the Board and the Executive Officers: 4.6.1 THE BOARD a. The establishment and collection of members’ fees. b. The establishment of a maximum number for Club membership. c. Maintenance of the facilities of the Club in cooperation with the Maintenance Coordinator. d. Establishing rules of conduct for members, their guests and anyone that attends the premises. e. Selecting and appointing a Club Pro to offer lessons, clinics and other programs. f. Overseeing planning for the ongoing and future development of the Club. g. Overseeing promotion, marketing and community outreach. h. Overseeing the appointment of Activity Coordinators and the establishment of committees as needed. i. Appointing those offices not filled at the AGM or which may become vacant. 4.6.2 PRESIDENT The duties of the President may include: a. Preparing meeting agendas and presiding at Board meetings and the AGM. b. Ensuring that the assigned duties of the Board members are carried out in a timely and efficient manner. c. Initiating and coordinating special projects and committees in conjunction with other members of the Board. d. Ensuring the scheduling of Club functions and events for each season. e. Ensuring that the Constitution and duties of the Board are reviewed periodically. f. Being the primary liaison with the Town of Mono Recreation Department. g. General supervision of the affairs of the Club. 4.6.3 VICE-PRESIDENT The duties of the Vice-President may include: a. Carrying out the duties of the President during his / her absence. b. Arranging for inter-club team captains for each season. c. Arranging for special awards to members. 4.6.4 TREASURER / REGISTRAR The duties of the Treasurer / Registrar may include: a. Maintaining the financial records and Club’s funds. b. Preparing the annual financial statement for presentation at the AGM. c. Overseeing membership registration and the collection of fees in concert with other members of the Board. d. Overseeing disbursements. e. Arranging an independent financial review as deemed necessary. 4.6.5 SECRETARY The duties of the Secretary may include: a. Recording and distributing minutes of all Board meetings as well as minutes of the AGM. b. Preparing Club correspondence. c. Maintaining Club bulletin boards. 4.6.6 PAST PRESIDENT The duties of the Past President may include: a. Providing consultation, as required. b. Soliciting candidates for the next year’s Board.
Article 5 ACTIVITY COORDINATORS 5.1 The Executive Officers shall appoint members to serve as Activity Coordinators and assign them specific duties as necessary. Positions may include: Maintenance Coordinator, Communications Coordinator, Junior Coordinator, Social Coordinator, Tournament Coordinator.
Article 6 MEETINGS 6.1 Executive Board meetings shall be conducted regularly from April through October while the Club is active and as deemed necessary by the President during the off season. 6.2 The AGM shall be held on a Saturday or Sunday in September or October at a location to be decided by the Board, or online using technology. 6.3 Every member may vote in person or by proxy. 6.4 Notice of the AGM and a call for nominations shall be sent to members a minimum of 21 days in advance of the meeting. 6.5 Provided that there are at least four members of the Board at a Board meeting (quorum), a majority of those present shall govern all decisions. 6.6 A majority of those present at an AGM or Emergency General Meeting (EGM), or who have submitted signed proxies, shall make decisions. 6.7 Proposals to amend the Constitution must be given in writing to the President or Secretary a minimum of 14 days prior to the AGM or EGM. No alterations to the Constitution or Rules and Regulations shall be made except for those approved by a two-thirds majority of members attending in person or by proxy at the Club AGM or EGM. Notice of such amendments shall be included with the notice of the AGM or EGM. 6.8 The Board members shall be given at least five days’ notice of Board meetings unless they all agree to hold a meeting on shorter notice. 6.9 All notices are deemed to be effective from date of emailing.
Article 7 FINANCES / BUDGET 7.1 All funds owned by the Club can only be used for Mono Tennis Club purposes, such as facility improvements, club programs, and promoting the game of tennis within the community. 7.2 The Club functions in partnership with the Town of Mono Recreation Department. The Club contributes an annual agreed amount of funds, equipment and / or volunteer service towards the improvement and maintenance of the courts. All improvements are subject to Town of Mono Council approval. 7.3 The Club falls under the umbrella of the Ontario Tennis Association (OTA) and is subject to the constitution, by-laws and rules of OTA. Every member’s Club dues has a portion allocated to OTA. 7.4 Financial commitments under $1,000 are at the discretion of any Board member in consultation with the President. 7.5 A majority of the Board is required to make decisions for all financial commitments exceeding $1,000 and not exceeding $5,000. 7.6 Financial commitments above $5,000 shall require a decision by the members at an AGM or EGM. 7.7 The fiscal year for annual reporting purposes shall be September 1 to August 31 unless otherwise stipulated by the Board.
Article 8 SOLICITATION 8.1 No member shall canvass, solicit or exhibit any service or product of any kind whatsoever on Club premises or at any Club activity or event unless previously authorized by the Executive. 8.2 No member shall utilize the membership list for solicitation or canvassing for any product or service or political party.