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Constitution – Article Eight

Duties of Executive

President
The President shall, when present, preside at all meetings of the members of the Organisation and the Executive. The President shall also be charged with the general management and supervision of the affairs and operations of the Organization. To call meetings as he/she considers necessary and to enforce the observance of all rules and regulations of the BCTC. To sign all cheques after such have been signed by the Treasurer and payment approved by the Executive. To encourage and to co-ordinate the duties of the Executive, ensure that all Officers and Committees perform their respective duties. He/she shall further, at the end of his term, submit to the incoming President and at the Annual General Meeting, a President's report. This written report will summarize the events of his year in office and outline his/her recommendations for the future developments of the Organization.

To appoint members to the Board of Advisors upon recommendation of the Executive selection committee, to liase with the Board of Advisors, and to relay written recommendations of the Board of Advisors to the Executive for their consideration in making decisions affecting the Club's mission and mandate.

Vice-President
During the absence or inability of the President, his/her duties and powers may be exercised by the Vice-President, and if the Vice-President or such other Executive member as the board may from time to time appoint for the purpose exercise any such duty or power, the absence or inability of the President shall be presumed with reference thereto. The Vice-President shall be charged with creating standing committees to deal with specific activities and shall preside at or appoint a chairman to preside at such committee meetings.

Director
The Director shall be responsible for creating standing committees to deal with specific activities and shall preside at or appoint a chairman to preside at such committee meetings. He/she shall perform such other duties as may from time to time be determined by the Executive.

Secretary
The Secretary shall attend all meetings of the Executive and record all facts and minutes of all proceedings in the books kept for that purpose. He/she shall give all notices required to be given to members and to the Executive and Board of Advisors. He/she shall be the custodian of all books, papers, records and correspondence, contracts and other documents belonging to the BCTC which he/she shall deliver up to the Board of Advisors at their request and otherwise only when authorized by a resolution of the Executive and of such person or persons as may be named in the resolution, and he/she shall perform such other duties as may from time to time be determined by the Executive.

Treasurer
The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the BCTC in proper books of account and shall deposit all monies or other valuable effects in the name and to the credit of the BCTC in a recognized banking institution as designated by the Executive. He/she shall disburse the funds of the BCTC under the direction of the Executive, taking proper vouchers thereof and shall render to the Executive at regular meetings thereof or whenever required of him, an account of all the transactions as Treasurer, and of the financial position of the BCTC. He/she shall further prepare and submit to the annual General Meeting a properly prepared and financial statement of the affairs of the BCTC and such statements to be reviewed by a qualified accountant. He/she shall also perform such other duties as may from time to time be determined by the Executive.

Duties of Board of Advisors

Board members shall select a Chair who shall call meetings as necessary to fulfil Board responsibilities. Members shall also choose a Vice-chair to assist the Chair, and Secretary to keep minutes and provide, in writing, recommendations to the Executive as made by the Board.
Board members shall be kept informed by the Executive on all Club matters and receive minutes from Executive meetings to assist it in providing quality programs, maintaining club facilities, and growing the sport of tennis in the community.
Each Board member will assume responsibility for one or more of the following areas (the Chair, like other members, would assume responsibility for an area(s) and undertake to keep informed and undertake any research required to provide guidance and advice to the Board and/or Executive on a matter related to that area:
• Community Relations
• Tennis School
• House League and Additional Play
• Budget
• Social
• Clubhouse and Court Maintenance

Duties of Officer

Membership Convenor
The Membership Convenor shall process all membership applications annually and draw up a membership list, and shall keep full and accurate records for that purpose. He/she shall renew the annual tennis court permit with the Department of Parks and Recreation of the City of Barrie in a timely manner and ensure the City of Barrie provide proper signage to the Public to reflect the reserved courts and court time.

Social Convener
The Social Convener shall be responsible for planning, organizing, establishing budgets for and running all social events of the BCTC. This includes, but is not limited to, parties, round robins, and other social functions either at or outside the Clubhouse with such assistance, including the assistance of the tennis professionals, as may be determined by the Executive from time to time, and they shall have such other duties as otherwise may be specified.

Tournament Convenor
The Tournament Convener shall be responsible for the implementation and the running of Tournaments and activities of such and he shall have such other duties as otherwise determined. The Convener must ensure the tournament schedules are posted. If there is a change in the format of the Tournament, the Convener must post this information where visible to all members. In the event of a dispute, a committee of three including the Convener (names to be chosen prior to the start of the Tournament) must resolve the issue in a manner that is fair to all members.

The Tournament Convener is responsible for the purchase of balls for the tennis season. If the purchase of tennis balls is made through the Ontario Tennis Association, credits accumulated must be maintained in order to be entitled to their Free Purchase program. Tennis balls will be distributed to members (one can of tennis balls per court) on Tuesday, Wednesday and Thursday (evening bookings). At all other times, except the Junior and Juvenile program members are to supply their own tennis balls.

Junior Programme Convener
The Junior Programme Convenor shall be responsible for the implementation and the running of programmes and activities of junior members with such assistance, including the assistance of the tennis professionals hired by the BCTC, as may be determined by the Executive from time to time; and he shall have such other duties as otherwise may be determined.

Juvenile Programme Convener
The Juvenile Programme Convenor shall be responsible for the implementation and the running of programmes and activities of Juvenile players with such assistance, including the assistance of the tennis professionals hired by the BCTC, as may be determined by the Executive from time to time; and he shall have such other duties as otherwise may be determined.

Court Monitor
The Court Monitor shall be responsible for monitoring and adjusting the schedule during a certain designated time (eg. Tuesday evening) in order to have the tennis matches run on time and players matched up according to their ranking. In the event of a dispute, the Court Monitor has the final decision. The Court Monitor will be responsible for receiving telephone calls from the players and for making phone calls to the players, if the need arises. The Court Monitor is responsible for the telephone during his/her designated time.

Clubhouse Convenor
The Clubhouse Convenor shall be responsible for ensuring the Clubhouse and it's operation is run in an orderly fashion. He/she shall have one key to the premise while the other keys are held by the Executive. He/she shall determine the schedule for the Clubhouse (opening and closing hours) and shall post the schedule on a weekly basis so that all members have access to the schedule. An alternate member will be chosen at the Annual General meeting as a back-up when the Clubhouse Convenor cannot be present to do their duties.

He/she shall open and close the premise and ensure the building is secure. The premise shall be left in a neat and tidy order. He/she can assign members to help with the general interior maintenance of the building. Once the tennis season has ended (last day of play), the Clubhouse can only be opened on approval of the Executive. The locks on the premise will have keys that cannot be duplicated. During the regular playing season, the Convenor and his/her back up have the final say in regards to the above mentioned rules. At the discretion of the Executive, the Convenor or the back-up can be replaced by another member.

Other Officers

The duties of all other officers of the BCTC shall be such as the term of their engagement call for or the Executive requires of them. Any of the powers and duties of an officer to whom an assistant has been appointed may be exercised and performed by such assistant, unless the Executive otherwise directs.

Website Convener
The Executive will appoint the member of its choice to serve as Website Convener if a qualified member is available, or at it's option enlist the services of an outside contractor if no qualified member can be found.

Duties of the Website Convener:

1) To ensure that annual renewal fees for the domain name are paid in a timely manner. Such payments should be made well in advance of renewal dates, as a failure to pay renewal fees on time could result in the Club's forfeiture of its rights to the domain name.

2) To secure web hosting services for the site which:

3) To maintain the continuity of the service in the event of server failures or other contingencies which may require a temporary move of the site to a backup host.

4) To place new content at regular intervals on the website which would be of interest to BCTC members in particular and to tennis enthusiasts in general. Such content should include Club news, photographs, calendars, schedules and any items requested for posting by the executive.

5) To obtain permission from the President before posting any item which could be construed as controversial, inflammatory, divisive or offensive in any way.

Ownership of Content

All items placed on the website become the exclusive property of the Barrie Community Tennis Club at the time they are uploaded.