2017 BYE LAWS
PREAMBLE
The club will be managed by a committee, consisting of the president, vicepresident, secretary, treasurer, and a maximum of six and no less than 3 other
members, who will all share the responsibility of all club activities and
promotions. The overall Committee size will be no more than 10 and no less
than 7 as per the constitution.
The Committee will normally meet on the third Tuesday of each month, or
more often if required to meet specific deadlines, and at least three times a
year as required in the club constitution.
A quorum shall consist of the number of members as represented in the
following table:
10 Committee Members- 6 required.
9 Committee Members-5 required
8 Committee Members-5 required
7 Committee Members- 4 required as required by the Constitution
However, in the absence of a quorum of members, or in an emergency, the
meeting will be reconvened as early as possible when a quorum can be
achieved.
Any member of the club is invited to forward proposals or suggestions and
raise any issues, preferably in writing, through a committee member, and is
welcome to attend committee meetings, but will have no voting rights and
will only address the committee on the invitation of the chairperson.
Sub-committees, which may include ordinary club members, may be formed
to assist the committee, but will be led and chaired by a member of the club
committee.
COMMITTEE MEETINGS
Committee meetings will be chaired by the president, or in his/her absence,
the vice-president. If neither is available another member of the executive
may chair the meeting provided a quorum is present at the meeting.
Agenda items, with suitable documentation should be forwarded by
committee members, to the secretary at least 4 days prior to the meeting.
The agenda is to be distributed by the secretary, at least 48 hours before the
meeting. Minutes of the meeting will be circulated to members as soon as
possible after meetings.
Decisions will be made by a majority vote; in the event of a tie the
Chairperson will have the casting vote.
ROLES OF OFFICE BEARERS
Their basic duties are detailed below, but they will also take on other
responsibilities, as detailed in the roles of the other committee members
President
Act as Chairperson at Club committee meetings, Annual General and Special
General Meetings.
Provide leadership to the committee and club membership and engage in
other responsibilities as required by the committee.
Represent the club and the views of its committee and members.
Monitor the club email in conjunction with the secretary.
Any other responsibility as deemed necessary by the committee.
Vice-president
Act as Chairperson at Committee meetings in the absence of the President.
Deputise for the President when necessary
Any other responsibility as deemed necessary by the committee.
Secretary
Handle and record correspondence, and copies of both inward and outward
correspondence on file
Prepare meeting agendas in conjunction with the President and committee
members and forward to all committee members at least 48 hours prior to
the next meeting
Monitor the club's email
Be responsible for obtaining quotations for all items, work, or services
required, other than ongoing maintenance, with a value over $500.00 and
ordering as required. This may be done with assistance of other committee
members. Where possible three quotations should be obtained.
Any other responsibilities as deemed necessary by the committee
Treasurer
Maintain bank accounts and financial records
Ensure all fees are collected, receipted and banked
Make routine payments and refer items of expenditure to the committee
Provide financial and balance sheet reports for all committee meetings and
Annual General Meetings.
Liaise with auditor and ensure an audited statement is available for the AGM
Provide a comparison for all items of income and expenditure with the same
period last year at all meetings.
Review five year budget of estimated income and expenditure
Act as Public Officer, and submit financial report and fees to Office of Fair
Trading immediately following AGM each year. Ensure Incorporation Status
is maintained each year with copy of any changes to the Constitution.
Monitor and control spending of petty cash
Any other responsibilities as deemed necessary by the committee.
COMMITTEE MEMBERS
The committee members will have roles and responsibilities as decided at
the first committee meeting after the AGM, and outlined below. Whilst one
person has the major role in each area, they may be assisted by other
members of the committee or club members. Their roles and responsibilities
and additional ones for the office bearers are as follows:
Membership Officer
She will keep a register of all membership types, with membership number,
receipt number, D.O.B. address, email address, & contact details in
conjunction with Cherry Street Sports;
Maintain the Tennis NSW membership spreadsheet with details as required
for registration and insurance;
Maintain a membership list for display on the club notice board, but
maintaining the privacy of members’ contact details;
Provide the Club Professional/Coach with a membership list
Organise annual membership tags or cards and have new membership forms
printed in a colour matching with the membership tags if tags are continued
to be used.
Complaints and Disciplinary Officer
He will be the club’s Safety and Complaints Officer;
He will address any complaints put to the committee by any member;
ensure the clubs “Code of Conduct” is observed by all members;
Ensure rules and regulations affecting the club are strictly observed, and the
provision of a safe and secure environment;
Undertake periodic inspections of courts and clubhouse, particularly with
reference to safety and security.
Tournament Coordinator
He will lead a subcommittee to coordinate all club tournaments, including
Ballina Open, Phoenix Cup teams, the Nortec teams event, ant Seniors
Events, and all club tournaments. The Sub committee to include the
Secretary, Treasurer, and club coach and others necessary to ensure a
successful event. He will liaise with other regional clubs and TNSW
regarding inter club events. He will be responsible for ordering tennis balls
for both tournaments and all club needs, but not coaching. He will also be
responsible for keys and maintain a register of all key holders.
Grant applications
The President assisted by the Secretary and other members of the committee
and club members as required will apply for grants in line with the clubs
strategic plan.
Fundraising Coordinator
She will coordinate and organise fundraising activities such as garage sales,
sale of tennis balls and other items, and any social fundraising events
Newsletter
The President or Secretary will email all members with Club news and
updates as the need arises. A separate copy will be placed in the club house
for the benefit of members without email addresses
Canteen
One member of the committee will manage the canteen operations at club
events when needed as determined by the committee, and will be responsible
for recruiting club members to assist
Communications Coordinator
He will manage and update the club’s website, and notice boards, and be
responsible for media liaison with Paradise FM, the Ballina Advocate,
Northern Star, NBN and 7 TV News; and Ballina Shire Council Community
Connect.
Sponsorship Officer
He will help promote the club and the sport of tennis in the Ballina area, and
seek sponsorship from local businesses
First Aid Officer
She will maintain first aid supplies, and run periodic first aid and CPR
courses
Facilities Officer
He will ensure the court and clubhouse facilities are maintained in good and
safe order, and oversee any facility developments with the aid of a sub
committee.
Undertake periodic inspections of the courts and clubhouse, particularly with
reference to safety and security.
Organise working bees as required
He/she will also liaise with the cleaner and court maintenance person.
Coordinator Liaison Officer
He will liaise with club tennis coordinators to ensure correct procedures are
followed and to receive any complaints, and ensure that they are informed of
any disruptions to their programs due to such things as school holiday
programs.
External Liaison - with Ballina Council, Club Coach, and Cherry Street
Sports Club - these are responsibilities for the President, Secretary, and the
Tournament Director
OTHER IMPORTANT POSITIONS WITHIN THE CLUB
The Club Professional/Coach shall be responsible for all junior
development, will be required to prepare a coaching report for discussion at
Club Committee meetings. He will need to attend committee meetings when
required by the committee.
His responsibilities will include:
General coaching for club members
Promotion of junior membership of club, and ensuring that all juniors are
club members
Conduct of after school and school holiday programs
Run competitions and tournaments, including being Director of the club’s
Annual New Year tournament
Visit local schools to promote tennis and club membership
Run cardio tennis, Hot Shots and other tennis programs as outlined in his
contract.
Court Maintenance Contractor
Appointment, duties and reimbursements at the discretion of the committee.
Cleaning Contractor
Appointment, duties and reimbursements at the discretion of the committee
MEMBERSHIPS
There will be the following categories of members:
Adults - 18 years and over - annual fee $80
Student - full time tertiary student - annual fee $50
Junior - under 12 - $25.00 12-17 years - annual fee $35.00
Family - one or two adults and unlimited dependant juniors - $160.00
Social – non-playing - $10 (does not include membership of Bowling Club)
Joining Fee - Adults $7.00 per Adult or Student. Family $7.00 per adult
These annual fees are due on 1 February each year, and members will have
30 days to pay from that date, after which a $4 surcharge on match fees will
apply, unless they have given good cause to the committee in writing. A
partial membership of $50.00 plus the joining fee of $7.00 is available to
those new members who join after 1 August. Previous members, however,
who have not re-joined before the due date will pay the full annual fee of
$80.00
Life membership
Members of the club for at least ten years who have made an outstanding
contribution to the club over a number of years will be considered for life
membership. Any nominees will be considered by the committee and
presented for approval at the following Annual General Meeting. Life
members will be exempted from annual membership, except those elected
prior to 2013 will be exempted from both membership and playing fees.
PROGRAMS AND COMPETITIONS
Programs and competitions will have coordinators appointed for each club
activity by the group concerned, but subject to committee approval. They
will be responsible for their conduct and for the collection of match fees, and
depositing them in the club safe with the required receipts. The fees will be
set by the committee. Adult fees are currently $5 for organised tennis
activities; $7 for competitions or night activities, requiring floodlights. This
includes $1 as a contribution to fundraising for the clubhouse
redevelopment. A surcharge of $4 will be paid by non-members who
participate in any of the activities. Junior members and their parents or an
adult may use courts for practice free of charge when available between 4
and 6 pm on weekdays during term time, on Saturdays from 12 to 4pm, on
Sundays by arrangement, and during the school holidays from 8-11 am, but
parents playing without their children at these times must pay the standard
fees.
The full names of all players must be entered in a record book with details of
monies collected and membership tag numbers: the totals entered in the
receipt book; and the fees placed in the safe immediately following the
activity or as soon as possible afterwards. The coordinator will also be
responsible for ensuring that the activity runs smoothly, starts at the
stipulated time and ends on or before the required time, the club house
and courts secured, and, in the case of night tennis, for the switching off the
floodlights, which is strictly required under the Council lease by 10 pm. If
the appointed coordinator is unable to be present or has to leave early, he or
she will appoint a suitable substitute.
In the event of rain, refunds of paid match fees may be made at the
discretion of the coordinator (usually if less than two sets are completed).
If a school holiday coaching program is being held, it will have exclusive
use of all courts and the club house from 8am - midday. The club
professional also is entitled to use up to two courts for coaching purposes at
any other times. Regular bookings will be posted on club notice boards, and
are also available at the Bowling Club reception.
New balls will be provided every third week, except in exceptional
circumstances such as when courts are wet at the start of play.
Members may book courts for individual private play at $12 per court ($6
for singles) for up to 2 hours per court anytime during the day (subject to
court availability), with the group providing their own tennis balls When
lights are required this will cost $25.00 per court. Any non-members/guests
will pay a surcharge of $4.00 per person.
If the courts are booked through the Bowling Club, which will have a copy
of all regular current bookings, it is necessary to provide proof of
membership by presenting a membership tag and for non-members leaving a
suitable identity card such as a driving licence if court and light keys are
required. Non-members will pay $16 per court per hour or $6 per person
($25 per hour with lights).
CHANGES TO OPERATING PROCEDURES
This document will be changed following the Annual General Meeting each
year to incorporate any relevant decisions taken.
However, the Committee may make other changes during the year when
considered necessary, as long as they are not in conflict with the Constitution
or any other decisions made at the Annual General Meeting, unless
determined at a Special General Meeting. Any such changes will be posted
on the club notice boards.
A copy of these procedures is posted on the club’s notice board and is
available on the club’s website: www.ballinatennis.com.au