SUN-N-FUN TENNIS CLUB
CONSTITUTION & BY-LAWS
2013/2014
CONSTITUTION
ARTICLE 1
NAME AND ADDRESS – The name and address of the organization shall be
Sun-N-Fun Tennis Club
7125 Fruitville Road
Sarasota, Florida 34240
ARTICLE 2
OBJECTIVES OF THIS ORGANIZATION
2.1 To promote and encourage the sport of tennis
2.2 To encourage good fellowship and good sportsmanship
2.3 Effective use of the tennis facilities provided by the park
ARTICLE 3
GOVERNING BODY
3.1 The Club shall be governed by an Executive Board herein referred to as the “Board” comprised of voting officers as follows: President, Vice-President, Secretary, Treasurer, Past President and seven (7) Directors.
3.2 The Vice-President shall become acting President in the absence of the President or a vacancy in the Presidency.
3.3 The officers and directors shall each have one vote on matters brought before the Board. The President shall have one additional vote in case of a tie vote.
3.4 Vacancies on the Board arising as the result of resignation, death, or otherwise may be filled by a majority vote of the Board.
3.5 All officers shall be elected from the Membership to the Board for (1) year commencing on the 1st of April. Officers may remain in office for multiple years if they are acclaimed or elected by the members.
ARTICLE 4
MEMBERSHIP
4.1 Playing Membership is open to all Sun-N-Fun residents (renters are considered residents) who wish to play tennis and is defined as one who participates in tennis in the park, is listed on the Membership list, and pays $5.00 annual dues. Playing Membership is a voting member and can hold an office.
4.2 Social Membership is open to all Sun-N-Fun residents (renters are considered residents) who wish to enjoy social privileges of the Playing Membership and pay $5.00 annual dues. Social Members cannot vote or hold office in the Sun-N-Fun Tennis Club.
ARTICLE 5
CLUB YEAR -- The fiscal year shall commence on April 1st and end on March 31st.
SUN-N-FUN TENNIS CLUB
2012/2013
BY-LAWS
1. EXECUTIVE BOARD
1.1 A quorum of the Board shall be more than one-half the Board members.
1.2 The Board shall hold meetings as needed.
1.3 The Board shall review all proposals for By-Laws amendments prior to being presented at a General Meeting and make recommendations to the Membership whether to accept or reject such proposals.
1.4 Board meetings shall be conducted by the rules accepted by the members present. In case of a conflict, Roberts Rules of Order will apply.
2. MEETINGS
2.1 The Annual General Meeting of the Club shall be held during March of each year.
Notice of time and place must be posted on the Club notice board and website at least fourteen (14) days prior to the meeting. The purpose of this meeting shall be to:
2.1.1 elect officers to the Board for one (1) year in agreement with the fiscal year (See Article 5)
2.1.2 conduct such other business as shall come before the members
2.1.3 ratify the actions of the Board for the year
2.2 A special General Meeting may be called by the President at any time. Notice of such meeting shall be posted on the Club notice board, website or emailed at least 14 (fourteen) days prior to the meeting.
2.3 A quorum of the Membership at a General Meeting shall be 40% of the members.
2.4 General Meetings shall be conducted by the rules accepted by the members present. In case of a conflict, Roberts Rules of Order will apply.
DUTIES OF THE OFFICERS OF THE EXECUTIVE BOARD
1. THE PRESIDENT
1.1 shall preside at the Annual General Meeting and special meetings of the Club
1.2 shall preside at all meetings of the Board
1.3 shall notify with prior proper notice of all meetings
1.4 shall enforce, with all officers of the Board, the Constitution and rules of the Club
1.5 shall ensure that resolutions passed by the Membership and/or the Board are properly executed
1.6 shall oversee the affairs of the Club
1.7 shall have primary contact (or his/her designate) with park management and ensure all pertinent information is provided to them in a timely manner.
2. THE VICE PRESIDENT
Shall act in the absence of the President and carry out such other duties as assigned by the President.
3. THE TREASURER
3.1 shall be the custodian of all financial records of the Club
3.2 shall keep accurate records of all money received and spent by the Club
3.3 shall secure prior approval of the Board for expenditures of more than $50.00 per transaction
3.4 shall prepare and submit the Annual Financial Report to the Membership at the Annual General Meeting
3.5 shall submit a financial statement at Board meetings
3.6 shall ensure an orderly transfer of all records and money to incoming Treasurer.
4. THE SECRETARY
4.1 shall be custodian of all records and correspondence of the Club other than financial records
4.2 shall attend, record and post on the website and Club notice boards minutes of all meetings of the Membership of the Club and the Board. In the event of absence at a meeting, the President shall appoint another person to attend and record the minutes of such meeting.
4.3 shall record and publish all approved amendments to these By-Laws and all approved and defeated motions made in meetings of the Club
4.4 shall be responsible to send Get Well and Sympathy cards from the Membership as necessary
4.5 shall archive all minutes
4.6 shall ensure an orderly transfer of the archive and correspondence to the incoming Secretary.
5. PAST PRESIDENT
5.1.1 shall act in an advisory capacity to the Board and assist where needed
5.1.2 shall remain in office for one year (1) term following the election of a new President. In the event the incumbent President is re-elected, the office of Past President shall remain vacant until such time a new President is elected.
6. DIRECTORS
The following positions will be the responsibility of the Directors and be under the direction of the Board.
6.1 TOURNAMENT DIRECTOR
6.1.1 shall be responsible for organizing tournaments as directed by the Board
6.1.2 shall be responsible to appoint a committee to organize and assist in tournaments and scoring
6.1.3 shall develop a schedule of all tournaments and post on the website and Club notice boards
6.1.4 shall submit any format changes to the Board for approval
6.1.5 shall assist in reviewing ratings following tournaments
6.1.6 shall submit tournament information to Sun-N-Fun office
6.1.7 shall post tournament results on the website and Club notice boards.
6.2 SOCIAL DIRECTOR
6.2.1 shall organize tournament dinners as directed by the Board
6.2.2 shall procure medals and/or awards for each tournament
6.2.3 shall post dinner information on the website and Club notice boards.
6.3 MEMBERSHIP DIRECTOR
6.3.1 shall maintain an active Membership list
6.3.2 shall make court postings on Club notice boards and website for social tennis
6.3.3 shall act as a liaison to communicate any information of interest to the general Tennis Club Membership.
6.4 LADDER DIRECTOR
6.4.1 shall organize the ladder as directed by the Board and post on Club notice boards and website
6.4.2 shall maintain an updated list of players, ratings and substitutes
6.4.3 shall notify members of changes in ratings due to ladder play
6.4.4 shall submit any format changes to the Board for approval.
6.5 WEBSITE COORDINATOR
6.5.1 shall post tournament information, rating information and Constitution on the website
6.5.2 shall keep current events calendar and pictures updated
6.5.3 shall keep a backup Membership list
6.5.4 shall perform other duties as assigned by the Board.
6.6 DIRECTORS AT LARGE (2)
6.6.1 shall perform duties as assigned by the Board
THE NOMINATING COMMITTEE
1. Shall consist of three members from the Membership not currently serving on the Board and will be selected at the January tennis banquet
2. Shall seek approval of persons willing to fill specific positions on the Board
3. Shall deliver to the Club Secretary not less than ten (10) days prior to the Annual General Meeting an interim report. The Secretary shall post a copy of the report to date on the Club notice boards and website not less than seven (7) days prior to the Annual General Meeting.
4. Nominations will also be accepted from the floor at the Annual General Meeting providing the nominee is present at the meeting or submits approval to another member.
AMENDING THE CONSTITUTION AND BY-LAWS
1. A 2/3 (two-thirds) vote by the members present at a General Meeting is required to amend an article of the Constitution.
2. A majority vote by the members present at a General Meeting is required to change or amend the By-Laws of the Constitution.
3. All proposals for a change to the Constitution and/or By-Laws must be submitted in writing to the Board at least fourteen (14) days prior to a General Meeting.
VIOLATIONS OF RULES AND BY-LAWS
Members violating the rules or By-Laws of the Club, or exhibiting behavior detrimental to the best interests of the Club, may be subject to disciplinary action up to and including Club suspension. Any rule violation reported to a Board member will be brought to the attention of the full Board and a plan of action will be drafted. The Sun-N-Fun Park Management will be informed of concerns and actions by the Board. Park Management supports this Constitution and By-Laws.
IMPLEMENTATION
The Constitution and By-Laws were adopted on January 29, 2011 and revised on March 23, 2012. Article 4 Membership of the Constitution was revised on January 25, 2014.
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