* Bolded name denotes Executive Committee member
West Rouge Tennis Club
Constitution and Bylaws of the WRTC
February 1, 2013.
WEST ROUGE TENNIS CLUB CONSTITUTION.
Article # 1. NAME
The name of this organization shall be the West Rouge Tennis Club, hereinafter referred to as WRTC.
Article # 2. OBJECTIVE
The objective of the WRTC shall be to encourage, foster and promote the game of tennis on a self-financing, non-sectarian and
Article # 3. MEMBERSHIP
Membership shall be open to all who pay the membership fee as fixed by the Executive Committee of the WRTC and by their actions
abide by the Constitution and Bylaws of the WRTC.
3.1 Membership Classifications
a) Adult: Individuals who attained the age of 18 years prior to January 1st of the current year.
b) Senior: Individuals who attained the age of 65 years prior to January 1st of the current year.
c) Junior: Individuals who have not attained the age of 18 years prior to January 1st of the current year.
d) Family: One or two adult members plus up to three Junior members living at the same address, constitute a family unit.
3.2 Membership Privileges and Restrictions
a) The membership year shall be from January 1st until the following December 31st and this shall be known as the current year.
b) Membership shall not exceed 300 Adult/Senior members.
3.3 Junior Membership.
Junior members shall have priority on the use of the tennis courts over any Adult or Senior members during the hours 4 pm to 6 pm
Monday through Friday. However, Junior members must yield the use of the courts to any Adult/Senior after 7 pm on week nights
and all day Saturday, Sunday, and Public Holidays.
The Executive Committee may also grant playing privileges to Juniors at certain other times for specific activities such as Inter-Club
3.4 Family Membership.
Family members shall have priority between 6 pm to 7 pm Monday to Friday.
Article # 4. EXECUTIVE OFFICERS
The President shall, when present, preside over all Executive Committee and General Meetings. The President shall supervise the
affairs and operation of the Club, sign all documents requiring presidential signature and perform such other duties that may from
time to time be prescribed by the Club.
b) Past President
The Past President shall act in an advisory capacity and share previously gained knowledge and experience with the Executive
Committee and Club members. The Past President shall chair the Nominating Committee for the election of the Executive Committee
and shall run that portion of the Annual General Meeting pertaining to the elections.
During the President’s absence or inability to act, his/her duties and powers may be exercised by the Vice President, or if there are
more than one, by the Vice-Presidents in order of ranking. A Vice-President shall also perform other duties from time to time as
prescribed by the Executive Committee.
The Secretary shall attend and take minutes of all Executive Committee meetings and General meetings. The Secretary shall give all
notices required to be given to all Members and shall be the custodian of all books, papers, records, correspondence and
documents belonging to the Club, and shall perform other duties from time to time as prescribed by the Executive Committee.
The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Club in proper books of account and
shall deposit all monies and other valuable effects in the name and to the credit of the Club in the bank or banks from time to time
designated by the Executive Committee. The Treasurer shall disburse the funds of the Club under the direction of the Executive
Committee, and shall render to the Executive Committee and Members, when required, an account of all financial transactions, and
the financial position of the Club. The Treasurer shall co-operate with the auditors of the Club during any audit of the accounts of
the Club and perform any other duties as prescribed by the Executive Committee.
Article # 5. EXECUTIVE COMMITTEE
The Executive Committee’s primary role shall be to establish policy for the general operation of the Club’s affairs, including
responsibility for approval of expenses incurred on behalf of the Club. The Executive Committee shall be comprised of the following
individual Executive Officers:
Immediate Past President
Four of the seven executive positions are considered mandatory and must be filled. These are:
The Executive Officers must be members in good standing and the President shall be an ex-officio member of all sub-committees. In
the event of any office becoming vacant, the Executive Committee may appoint a successor to such office for the unexpired term,
except in the case of the office of President. In the event of the office of President becoming vacant, the 1st Vice-President shall
immediately become President and the Executive Committee may then appoint a Vice-President to fill the vacancy so created.
Any Executive Officer who is absent from three consecutive meetings without sufficient cause shall automatically cease to be a
member of the Executive Committee and his/her position shall be filled by appointment, at the discretion of the Executive Committee.
Any Executive Officer may, in performing his/her duties, appoint assistants as may be deemed necessary.
All Executive Committee members shall serve without remuneration.
The Executive Committee may appoint any member in good standing as a Chairperson of a Committee, to be responsible for
particular activities such as Tournaments, Junior Development, Socials and Entertainment, etc.
Article # 6. GENERAL COMMITTEE
The General Committee shall consist of the Executive Officers and the Chairpersons appointed by the Executive Committee. The
primary role of the General Committee shall be the responsibility for the day-to-day administration of the Club’s activities.
Article # 7. MEETINGS
a) There shall be a Spring General Meeting before April 30 of the current year, at which time the financial statement for the
fiscal year will be ratified and the activities proposed for the new season by the General Committee will be reviewed by the
b) There shall be a Fall General Meeting prior to October 31 each year. All reports of the season shall be reviewed and the
Executive Officers for the following year shall be elected. The new Executive Committee will take office upon conclusion of this AGM
c) If for any reason, any of the four mandatory executive positions are not filled by election at an Annual General Meeting, each
of the executive positions not elected may continue to be held by the incumbent officer. The Executive Committee so formed must
then call a Special General Meeting to be held within 30 days of the Annual General Meeting, for the purpose of electing officers for
the positions not elected at the Annual General Meeting and for the purpose of discussing dissolution of the Club, in accordance
with Article 12. If, for any reason, the four mandatory Executive Committee members have not been elected for the new year prior to
January 1st, the Club shall be dissolved in accordance with Article 12.
d) A Special General Meeting may be called at any time by the President, or by written notice signed by any twenty Adult/Senior
members, and mailed in accordance with clause ‘g’ below. Business transacted at any Special General Meeting will be restricted to
that specified on the notice
e) Adult/Senior members only shall have voting privileges
f) Meetings of the Executive Committee or the General Committee may be called at any time by the President with the
appropriate (a minimum of 10 days) prior notice. Emergency committee meetings may be called on short notice, with two-thirds
approval of all committee members concerned.
g) Notification of any General Meeting or Special General Meeting of the Club shall be sent to each voting member at least 10
(calendar) days prior to the date selected for the meeting
h) A quorum must first be established before any meeting may vote:
Quorum for Executive Committee - Three
Quorum for General Committee - Six
Quorum for General Meeting - Fifteen
Quorum for Special General Meeting - Fifteen
i) All resolutions shall be decided by a simple majority of votes cast except as set forth in Articles 9 and 12. The Chairperson of
the meeting may only vote if necessary to break a tie vote.
Article # 8. CONDUCT
a) The Executive Committee may prohibit acts or practices by a member that are detrimental to the interests of other members,
contrary to the ethics of tennis, are infringements of the Constitution and Bylaws of the WRTC or are deemed unacceptable due to
these acts creating discord among WRTC members.
Article # 9. AMENDMENTS
a) This Constitution may be amended only at an Annual General Meeting or at a Special General Meeting called for that
purpose and only provided that a written request specifying the proposed changes and signed by 10 Adult/Senior Members is
received by the Secretary at least 21 days prior to the meeting and a copy of the proposed amendment has been sent to each
voting member at least 10 (calendar) days prior to this General Meeting. Any amendment shall require a two-thirds majority of votes
cast before it can be adopted.
b) The Bylaws may be amended at any Executive Committee meeting; any amendment shall require two-thirds majority of votes
cast and such amendment must be posted on the WRTC's website www.westrougetennisclub.com before it becomes effective.
Article # 10. FINANCIAL
a) The fiscal year shall run from January 1st to December 31st in each year.
b) A proposed annual budget for the current year shall be presented by the Treasurer at the Spring General Meeting.
However, any indebtedness occurred on behalf of the Club by the Executive Committee in excess of $1,500 over the proposed
annual budget must be first approved by the membership at a General Meeting.
c) All cheques or other documents drawn on the Club’s bank accounts must be signed by any two of the President, 1st Vice-
President and Treasurer.
Article # 11. FEES
a) The fee structure for the current year shall be set by the Executive Committee, WRTC and included in the budget tabled at
the Spring General Meeting of the current year.
b) Special activity fees (e.g. Tournaments, socials) shall be determined by the activity Club chairperson, subject to ratification by
the Executive Committee.
c) Daily playing passes may be granted to non-members for a fee payable on conditions determined by the Executive
Article # 12. DISSOLUTION
a) In addition to the automatic dissolution of the Club in accordance with Article 7, clause ‘c’ and ‘d’, the Club may be dissolved
at a Special General Meeting specifically convened for that purpose, by resolution carried by four-fifths of the votes recorded.
b) In the event of dissolution of the Club, the remaining funds and any assets on hand shall, after provision has been made for
any outstanding expenses, become the responsibility of the Scarborough Tennis Federation in accordance with Article 9 of the
Passed by the Membership at a Annual General Meeting on the 17 th day of October 2012
Colin Broughton Linda Stevenson
WEST ROUGE TENNIS CLUB
GENERAL BY- LAWS
Article # 1. MEMBERSHIP, RESPONSIBILITIES and PRIVILEGES.
a) Membership is a privilege, not a right. The Executive Committee of the West Rouge Tennis Club (WRTC) may review the past
behavior of anyone applying for membership in the WRTC and may reject that person’s application for membership in the current
b) Membership in the WRTC is for the current year and covers the period from the date the applicant's completed Membership and
House League application form and fee are accepted by the WRTC.
c) A person whose membership in the WRTC is accepted shall forthwith receive a welcoming information letter plus a non-
transferable shoe-tag denoting membership in the WRTC for the current year.
d) Where a person's cheque is returned as NSF by the WRTC's bank, the person will be contacted by the WRTC, Vice President,
Membership and advised of this fact, plus the amount of the NSF fee owing. The person will also be informed that all actions taken
in good faith by the WRTC such as the provision of a non-transferable shoe-tag, a welcoming letter and that person having joined
options to play, including Scarborough Tennis Federation (STF) Inter-Club, are now null and void. However, if that person within
SEVEN days supplies a replacement payment that also includes the NSF fee, and this payment is accepted by the WRTC’s bank,
the incident will be considered closed.
e) There are four types of members in the WRTC. Age is as of January 1 of the current year.
Prime Time Adult.
A person who is 18 years of age or older and who wishes to play at anytime.
Prime Time Senior.
A person who is 65 years of age or older and who wishes to play at anytime.
A person who is under 18 years of age and who wishes to play at anytime.
Non-Prime Time Adult or Senior.
A person who is 18 years of age or older and who wishes to only play before 4 pm Monday through Friday. This class of
membership excludes the incumbent from participating in all activities and events of the WRTC with the exception of the Wine and
Cheese evening held in the early part of the year.
Article # 2. CONDUCT
a) The following acts or practices by a member of the WRTC are prohibited. These acts or practices include those that:
- are detrimental to the interest or contrary to the ethics of tennis
- are infringements of the Constitution and By-laws of the WRTC
- the West Rouge Tennis Club prohibits and will not condone any form of abuse or neglect, whether physical, emotional or sexual,
of any participant of any age in any of its programs, as defined by the Ontario Tennis Association's policy http://wanlesstennis.
Abuse Harassment for Clubs.
- defame the character of another member
- create discord among members of the WRTC or
- use the WRTC's membership listed information for non-WRTC purposes.
b) Should such acts or practices occur, the Executive Committee, WRTC, after review, may take action up to revoking the
membership of the individual in the WRTC for the balance of the current year.
c) Any individual found by the Executive Committee to have acted at variance with any of the contents of this Article # 2 and who
applies for membership in the WRTC in either the current year or subsequent years shall have that membership application
reviewed by the Executive Committee who may place limits on that member’s participation in the activities of the WRTC or reject the
d) Playing attire shall consist of shirts/blouses, skirts, shorts, long trousers, and only soft soled non-marking tennis shoes are to be
worn on the courts.
Article # 3. ACTIVITIES
a) There are sanctioned activities of the WRTC. Included, among these, are a Wine and Cheese evening in the Spring of each
year, a Mixed Luck of the Draw tournament, the Iron Man/Iron Woman tournament, the Club’s Championships tournaments as well as
House Leagues and STF Inter-Club play.
Where such an activity requires the use of the tennis courts, then for the duration of that activity the tennis courts shall not be
available to members not involved. Notice of these activities can be found on the Courts Usage page on the Club’s website.
b) The Club shall conduct annual tournaments in all events open to prime-time Adult and Senior members who joined the WRTC
prior to August 1 of the current year.
c) Special rulings, instructions or fees for various events or activities shall be determined by the persons in charge of each activity
subject to ratification by the Executive Committee.
d) Scarborough Tennis Club (STF) Inter-Club Team play.
e) Any prime time member of the WRTC over the age of 14 years may be selected to represent the WRTC in STF Inter-Club league
play. Any prime time member over the age of 14 years and interested in being named to the position of Captain of a WRTC, STF
Inter-Club team shall make this interest known by contacting the Vice President, STF Liaison at any time, but not later than March 1
of the current year. All applications will be reviewed by the Executive Committee for decision and all applicants advised.
f) Each Captain may choose an Assistant to help with Team activities. A Captain however may not delegate the duties or
responsibilities of Captain to anyone. In the event that a Captain resigns the position, he or she is free to play as a member of that
Team and the Executive Committee, WRTC will name a new Captain of the Team.
g) It is the responsibility of the Captain of that WRTC, STF Inter-Club Team to ensure he/she is completely familiar with all the STF
rules governing the management and activities of the Team and these have been communicated to the Team’s members before the
first match of the current year is played.
h) Prior to a player’s name being added to the roster of players of a WRTC, STF Inter-Club Team found on the STF’s website, each
player must be a paid-up member of the WRTC in the current year. Any person who indicates on their WRTC Membership
application form an interest in playing on one of the WRTC, STF Inter-Club Teams shall have this fact sent forthwith by the VP -
Membership to all Captains, WRTC, STF Teams.
a) The West Rouge Tennis Club (WRTC) retains and uses personal information provided by its members for the efficient
administration of the WRTC, including the provision of this information to our Club Professional:
- Email address
- Telephone #
b) No parts of the above information will be provided to anyone outside the WRTC.
c) When emails are sent from the WRTC to its members they are sent in such a way that each member sees only their own email
address. Such emails may include information to allow members to access the pages on the WRTC website that are both User
Name and Password protected.
d) e-Mails sent by the House League Convener to all WRTC members participating in House Leagues show the names, email
addresses and the telephone numbers of all participants. When the House League playing schedules are posted on the WRTC’s
website these are found only on pages that are both User Name and Password protected.
Article # 5. INDEMNITIES TO EXECUTIVE COMMITTEE
a) Every Executive and General Committee member of the Club and their heirs, executors and administrators, and estate and
effects, respectively, shall at all times be indemnified and saved harmless out of funds of the Club from and against:
b) All costs, charges and expenses whatsoever which an Executive or General Committee member sustains or incurs in or about
any action, suit or proceeding which is brought, commenced or prosecuted against them for or in respect of any act, deed, matter or
thing whatsoever made, done or permitted by them in or about the execution of the duties of their office; and
c) All other costs, charges and expenses which they sustain or incur in or about or in relation to the affairs thereof, except the costs,
charges or expenses occasioned by their own willful neglect or default.
Article # 6. INSURANCE
a) Commercial General Liability Insurance shall be purchased each fiscal year by the Club for a policy period of no less than 12
months. This Insurance shall cover, but not be limited to, the tennis operations of the Club; Employers Liability; Host Liquor Liability;
Personal Injury; and Tenants Legal Liability. Limits of Liability shall not be less than $2,000,000. Directors and Officers Liability
coverage shall also be purchased and the limits of liability shall not be less than $1,000,000.
Article # 7. PLAYING RULES
The Ontario Tennis Association rules shall govern all tournament play.
Passed by the Executive Committee of the Club on the first day of February 2013.
Colin Broughton Linda Stevenson
Constitution and Bylaws