Club Constitution

Article I - Name

The club shall be known as the Trinity College Tennis Club.

Article II - Purpose

To promote the game of tennis and such other sports as the Executive Committee shall from time to time designate.

Article III - Administration

All club affairs are to be administered by the Executive Committee as elected by the General Membership at the annual general meeting.

Article IV - Membership

All persons 18 years of age and older whose applications are accepted by the Executive Committee may be members of the club on payment of the stipulated fees. Each year the Executive Committee will establish relevant fees for all members and significant dates before which applications are to be received. Remaining memberships, if any, will then be made available to all, regardless, and in the order in which applications are received.

Article V - Officers

The Executive Committee shall consist of:

The President
The Vice-President
The Secretary
The Treasurer
The Grounds Committee Chairperson
The Tournament Committee Chairperson
The Social Committee Chairperson

In the event of the resignation of a member of the Executive Committee, the Executive Committee may appoint a person to act in that capacity for the remainder of the year.

Article VI - Duties

A. Duties of the officers are those that are normally recognized for each office.

B. Duties of the Committees (under the direction of the respective Chairperson) are as follows:

Social Committee
- To arrange and supervise regular social functions.
Grounds Committee
- To arrange for the proper maintenance of the premises, including the purchase of all necessary equipment and supplies, subject to the approval of the Executive Committee.
Tournament Committee
- To organize and run club tournaments, as well as prizes and awards for such.

C. Duties of the Team Captains:

To try out and select team members, arrange team practices, and to act as TCTC representatives at tennis league meetings.

Article VII - Meetings

Meetings of the Executive Committee, when deemed necessary for the day-to-day running of the club, will be called at the discretion of the President.
The annual general meeting (AGM) and the election of the Executive Committee shall be held not later than the end of October each year. Notification in writing of the AGM and all special general meetings shall be sent to all club members two weeks in advance of the meetings. The Executive Committee will bring in a suggested slate for members of the Executive Committee for the ensuing year at the meeting. Special general meetings will be called by the President if major policy changes are contemplated.
Special meetings of the club may be called on petition of any 15 members of the club, the reasons first to be submitted in writing to the Executive Committee.
Any member wishing to nominate a person for election to the Executive Committee at the AGM may do so providing that the nominee is present or has stated his or her willingness to stand for nomination in a letter. If there are no nominations for a position, the Executive Committee may appoint a member at a later date, however no more than two persons on the Executive Committee may be appointees.
The current Executive Committee will name a nominating committee consisting of two or three members who have been a member for a minimum of two years. They will seek one nominee for each position on the Executive Committee where the incumbent has indicated he or she will not serve another term. If a member of the Executive Committee wishes to serve another term, he or she will be the nominee of the Committee. However, no member may serve more than three consecutive years in the same position.
The names and nominees, where available, are to be included in a notice to members of the AGM and no nominations shall be accepted from the floor except as set out in Article VII, Section 4.

Article VIII - Quorum

At the AGM a quorum shall consist of a minimum of 12 members of the club
At a meeting of the Executive Committee a quorum shall consist of four members of the Executive Committee.

Article IX - Rules

Rules, mailed with membership application, are to be observed. Breach of the rules may result in a penalty of a) a warning, b) suspension, or c) loss of membership, at the discretion of the Executive Committee.

Article X - Loss of Property and Accidents on Club Premises

The Executive or any member of the club or Trinity College is not responsible to other members for the loss or damage to any money, valuables, or other property while on club premises.
The executive or any member of the club or Trinity College is not responsible for any bodily or personal injuries sustained by any other member while using or upon the club premises, whether such injuries result from negligence or from any other causes whatsoever.

Article XI - Financial Year

The financial year shall end on December 31st of each year. A financial statement shall be presented at the AGM.

Article XII - Banking and Accounting

All monies and securities of the club shall be kept in such bank or financial institution as the Executive Committee shall determine. Any two of the following shall be authorized to sign cheques: President, Vice-President, Treasurer. Two other members of the Executive may also be empowered annually. The Treasurer is authorized to sign cheques with one signature only up to the amount of $5,000 for current expenses.

Article XIII - Dissolution

The club may be dissolved only after due Notice of Motion for such dissolution has been given at a special general meeting called by the President. The club may not be dissolved in the event that 40 or more members oppose the dissolution.
In the event of the dissolution of the club, disposal of the realizable assets belonging to the club shall be by donation in equal amount to the Ontario Lawn Tennis Association and the Canadian Lawn Tennis Association for the purpose of junior development.

Article XIV - Amendments

Amendments to the constitution may be made by a majority vote of two-thirds of the members present at the AGM or at a special general meeting. All details of contemplated amendments must be mailed to the membership with the notice of AGM or of a special general meeting.