How to join White Rock membership
Click here
Print and submit form

Application Form - Application Renewal- Court Rules

Home

FROM THE PRESIDENT
Facilities
Location
History
Links
Calendar

Month of March
Month of October

Latest news & Events
Exec.& AGM minutes
Our Photo Gallery
Junior Programs
Club Champions
League Play

Contact WRTC

 

WHITE ROCK TENNIS CLUB

CONSTITUTION & BYLAWS

 

ARTICLE 1:               NAME

The name of the society is White Rock Tennis Club.

ARTICLE 2:               PURPOSES

            The purpose of the society is:

  1. To do all practical measurers necessary to provide and improve a recreational tennis club for its Members.
  1. To encourage tennis development within the White Rock/Surrey community.

 

  1. To organize social tennis tournaments and social functions for its members.
  1. To participate in Tennis BC leagues.

BYLAWS

ARTICLE 1:               QUALIFICATION OF MEMBERS

                        The Executive shall have the power to admit new members.

  1. Adult Member:

An Adult Member shall include any individual approved for membership in this class who is over the age of eighteen (18) and who has paid an initiation fee as may be designated by special resolution at an Annual General Meeting.  Such Members shall pay annual membership fees in accordance with the regulations of the Club and shall be designated voting members.

  1. Honorary Life Member:

An Honorary Life Membership shall be granted to all members in good standing who have reached the age of eighty (80) or who will be eighty during the current playing year. A Member must be in good standing for five (5) years prior to receiving this entitlement.   Honorary Life Members shall not be required to pay annual dues. Such Members shall be designated voting members.

  1. Junior Member:

A Junior Member shall include any individual approved for membership who is under the age of nineteen (19) years. Such Members shall be limited to playing times designated by the Executive and shall pay annual membership fees in accordance with the regulations of the Club. Such Members shall be designated non-voting members.

ARTICLE 2:               EXECUTIVE AND THEIR ELECTION

  1. The affairs of the Club shall be administered by an Executive duly elected at an Annual General Meeting.  The Executive shall set rules and regulations for the conduct of the Club, such rules and regulations to be displayed in a conspicuous location on the Club premises.
  1. The Executive shall consist of: President, Vice-President, Secretary, Treasurer, Junior Director, Social Director, Tournament Director, Grounds and Maintenance Director, and Communication Director. (amended September 2008)
  1. The Officers shall consist of the President, Vice-President, Secretary, and Treasurer.  
  1. The Past President shall be an Ex-Officio Executive member for a period of one year following the election of a new President.
  1. The Executive shall be elected for a term of one year. However, the individual Executive Members are eligible to seek re-election for a further term of one year upon expiry of their term of office.  
  1. The President shall act as Chairperson at all Executive and General Membership Meetings.  In the absence of the President, the Vice-President shall act as Chairperson.  In the absence of the Vice-President the remaining Executive Members in attendance shall elect their own Chairperson to conduct the meeting.
  1.  A quorum to conduct official business at an Executive Meeting shall be four (4) Members.  
  1. The signing Officers for all legal documents including cheques shall be any two of the following: President, Vice-President, and Treasurer.
  1. The Executive shall meet a minimum of four (4) times a year during its term of office, by call of the President or upon written petition of three (3) Members of the Executive.
  1. The Executive may fill any vacancy that may occur within the Executive or appointed Committees.

ARTICLE 3:               GENERAL MEMBERSHIP MEETINGS 

ANNUAL 

  1. An Annual General Membership Meeting shall be held no later than December 31st.
  1. The Secretary on receiving direction from the Executive shall notify all Members in good standing of the date, time and place of the meeting.  A minimum of two (2) weeks notice shall be given to all Members in good standing.

 

  1. The Annual General Meeting shall receive reports of Executive Members, conduct pertinent business including the election of the Executive, set Members Fees for the coming year and establish honorarium(s) that the General Membership may wish to award. 
  1. The Annual General Meeting shall elect a Nominating Committee comprising of three (3) Members who are in good standing and who are not members of the Executive. 

The Nominating Committee shall, from within its members, choose its own Chairperson who shall preside over meetings.

The Nominating Committee shall seek out at least one Club Member in good standing, who is capable and willing, to fill each Executive position and shall report its recommendations to the next Annual General Meeting.

EXTRA-ORDINARY 

  1. An extra-ordinary general membership meeting may be called by:
    1. The Executive, on its own initiative, or 
    1. The Executive, on receipt of a petition signed by at least twenty percent (20%) of Members in good standing.  The petition must state the reason for requesting an extra-ordinary general membership meeting.

Within two weeks of receipt of a written petition, the Executive shall meet to deal with the matter and make arrangements to convene an extra-ordinary general membership meeting to be held at the earliest practical time.

  1. The Secretary shall inform all Members in good standing of the date, time and place of meeting.  A minimum of two (2) weeks notice shall be given to all Members in good standing.
  1. The notification to Members of an extra-ordinary meeting must set out in specific terms the reason for the meeting.  If the meeting requested is for amending the constitution or by-laws, regulations, financial considerations or changes of personnel, elected or appointed, the wording of the motion to be considered must be included in the meeting notice.

ARTICLE 4:               AMENDMENTS OF THE CONSTITUTION AND BY-LAWS  

  1. To be voted upon at an Annual General Meeting.
  2. A motion to amend the Constitution/By-laws must be forwarded to members in good standing at least two (2) weeks prior to the Annual General Meeting.
  3. For an amendment to the Constitution/By-laws to be carried, a 2/3 majority must approve.

 ARTICLE 5:              QUORUM

A quorum for all general membership meetings shall be ten percent (10%) of the Members in good standing.  If a quorum is not present, the Executive shall make arrangements for a second general membership meeting.  If, after duly calling a second general membership meeting there is still not a quorum present, the Members present may decide by a simple majority vote to proceed with the meeting as if a quorum was present. (amended September 2009)

ARTICLE 6:               CONDUCT OF MEETINGS

All meetings, general or Executive shall be conducted in accordance with Robert’s Rules of Order

ARTICLE 7:               DUTIES OF EXECUTIVE MEMBERS

  1. The duties of the President shall be to preside over all meeting of the Club, to countersign all cheques drawn by the Treasurer for payments of accounts, to appoint all committees not otherwise provided for at the Annual Meeting, to give a casting vote in case of a tie, and to direct the Secretary to call special meetings when applied for in writing by twenty percent (20%) of the Members in good standing. The President is ex-officio member of all committees. 
  1. The duties of the Vice-President shall be to act as President in the absence of that Officer, and to assume all duties pertaining to that office.
  1. The duties of the Secretary shall be to keep a correct account of the proceedings of the Club, and to receive mail on behalf of the Club.  
  1. The duties of the Treasurer shall be to receive fees, to issue receipts and membership cards to deposit all received monies with the appointed financial institution, to issue cheques for outstanding bills and services, to retain a petty cash account for payment of incidental charges, to keep accurate record of the Club’s finances and to present a financial statement at the Annual General Meeting.
  1. In order to carry out the purposes of the Club, the Executive may present to the Membership in a General Meeting or Annual General Meeting a motion to raise or secure the payment of money for a specific amount and specific purpose(s).  For such a motion to be carried, a 75% majority must approve.

ARTICLE 8:               AUDIT

The books of account of the Treasurer shall be reviewed by a person appointed by the Executive prior to presentation of the financial statement at the Annual General Meeting. The results of the review shall be reported to the Executive. The Executive sets remuneration.

ARTICLE 9:               FEES

The financial year of the Club shall be the calendar year ending July 31st.

  1. INITIATION 

Shall be established at the Annual General Meeting.

ANNUAL 

Shall be established at the Annual General Meeting.  The dues for the current season shall be due and payable by April 30th.  Members whose dues are not paid in full by April 30th shall be considered as not in good standing and as such not eligible to use the courts or the Club facilities; provided however, that the Executive shall use discretion in making exceptions for sickness or absence.  The Annual General Meeting shall by motion set a penalty for late payment.  The penalty shall not apply to individuals wishing to join the Club by paying initiation fees after April 30th.  

C)        FORFEIT OF MEMBERSHIP 

Any Member who has not paid annual dues by May 31st shall forfeit all rights and privileges and must re-apply for membership including paying initiation fee if interested in re-joining the Club.  Provided however, that the Executive may waive this requirement for compassionate or employment reasons.

ARTICLE 10:             IMPROPER CONDUCT

Any Member who in the opinion of the Executive of the Club, refuses to accept or disregards the constitution, by-laws or Club rules may have his or her membership terminated by the Executive. The complaining Member shall bring complaints on improper conduct of a Club Member in writing to the attention of the Executive. The Executive shall adjudicate the complaint and attempt to resolve the matter in an amicable manner.  The Executive may suspend a Member for improper conduct.  The decision of the Executive is final.

ARTICLE 11:             GUESTS

A visitor shall be eligible to use the facility a maximum three (3) days during season, but only when accompanied by a Member.

The Executive may extend fraternal courtesies to Members in good standing from other recognized clubs who may be visiting the area while on vacation.  Under these circumstances the Executive at its discretion may levy an appropriate “special guest fee”.