Armadale Tennis Club – Executive Role Descriptions
The following role descriptions for members of the Executive are intended to be guidelines for the basic responsibilities of each officer or director. At the discretion of each director, a committee may be formed to assist him/her in his/her duties. The members of this committee must be approved by the Executive. It is the prerogative of the President to request additional responsibilities of an officer or director.
Officers
- President
- Past-President
- Vice President
- Treasurer
Directors
- Facility Director
- Junior Development Director
- Membership Director
- Program/Tournament Director
- Communication/Webmaster Director
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1. The President shall:
- Exercise general supervision over the affairs of the Club.
- Call meetings as he/she considers necessary.
- Sign the minutes of the meeting after reading and approval.
- Attend other committee meetings organized by other Executives whenever possible and/or receive a report of the business discussed.
- Encourage and co-ordinate the duties of the Executive.
- Act as a liaison between ATC and the OTA.
- Act as a liaison between ATC and the City of Markham.
- Attend all the City of Markham tennis community club meetings.
- Submit the necessary documentation to the City in order to maintain the Club.
- The President shall be an ex-officio member of all committees organized by other Executives.
2. The Past-President shall:
- Attend all Executive and general meetings.
- Act in an advisory capacity.
- Assist in the annual audit.
- Review all invoices/expenses claims with cheques issued before payment is made.
3. The Vice President shall:
- Assist the President in carrying out the duties and responsibilities of that office.
- Perform all presidential duties in the absence of the President.
- Record the minutes of all meetings.
- Prepare and read minutes, sign name and after approval, present them to the President for signature.
- Handle the Club correspondence.
- Inform the bank of the names of those having proper signing authority each year immediately after the elections at the annual meeting. The signers must be any two of the President, Treasurer, and Past President.
4. The Treasurer shall:
- Maintain bank accounts at a chartered bank approved by the Executive.
- Maintain proper financial books covering the Club’s fiscal activities and be prepared to exhibit such books to any member of the Executive upon application.
- Receive all Club income, record income, and deposit funds in the Club’s bank account.
- Disburse funds as authorized by the Executive and ensure that all such payments are supported by receipt, bill or invoice.
- Establish adequate procedures for the handling of cash by other Executives. A receipt must be issued whenever cash is received.
- Prepare an interim financial statement for Executive meetings.
- Prepare a financial statement for the Annual General Meeting.
- Balance the books, reconciling them with the bank statements, and submit them for review by the President prior to submission for audit.
- Organize in a suitable file case all documents pertaining to the fiscal year: invoices and receipts in chronological order, cheques and stubs, membership receipts, bank statements.
5. The Facility Director shall:
- Arrange for the maintenance of court facilities and equipment (including the playing surface).
- Arrange for the installation of nets, windscreens and other court equipment in the spring and for their removal and storage at the end of the tennis season.
- Arrange for all necessary repairs to court equipment such as nets, posts, windscreens and roll-dries, and recommend purchase of new equipment.
- Arrange for all necessary painting of equipment and facilities (eg. net posts, practice wall, shed).
- Arrange for estimates for repairs to court surfaces, when necessary, subject to the approval of the Executive.
- Arrange to have the lights turned on and off at the appropriate times during the tennis season.
- Arrange for regular pickup of garbage by City of Markham
- Keep the chalkboard supplied with an eraser and chalk.
- Maintain a good working relationship between the Club and the City staff in those areas relating to the maintenance of court facilities, club house and equipment.
- Should resurfacing of courts be necessary, the Facility Director shall act as chair of the Courts Resurfacing Committee.
- Arrange for the cleaning and upkeep of the Clubhouse.
- Arrange for the repairs of fixtures, furniture and equipment in the Clubhouse, when necessary.
- Arrange to have interior and exterior light bulbs replaced as necessary.
- Suggest the purchase of Clubhouse equipment, furniture, and supplies to the Executive
6. The Junior Development Director shall:
- Plan and supervise the Junior Weekend program for junior members, keeping in mind a balance among finance, social play, instruction and competition.
- Organize the Junior Group/Private lessons with Club Pro.
- Select a team, with the Professional’s assistance, to represent the Club at the North York Junior Year-End Tournament, and inform those chosen of the time and location of their matches.
- Assume responsibility for the organization of any junior tournament sanctioned by an outside body (eg. OTA, Inter County leagues).
7. The Membership Director shall:
- Design the Online and Paper application form
- Order and arrange Show tags for members.
- Send out the application form and first newsletter to the previous year’s membership roster and to prospective new members.
- Process the membership application as follows:
- Send a personal email and hang out shoe tags to active members.
- Pass the Junior/Adult lesson requests to the Club Professional. (or President, if Club Professional is not yet available), and all other requests to the appropriate directors.
- Pass Junior Weekend Program requests to the Junior Program Director. (or President, if Junior Program Director is not yet available), and all other requests to the appropriate directors.
- Maintain a file containing the names, addresses, and telephone numbers of all members.
- Prepare a membership directory and distribute copies to the membership.
- Answer telephone/email enquires from potential and current members,
- Ensure Club maintains the same number (289-818-9807) and email address (Armadaletennis@gmail.com).
8. The Program and Tournament Director shall:
- Assume responsibility for the organization of the Social and Champion tournaments, House Leagues & Inter-Club Leagues. Inter-Club Leagues is defined by any leagues involving other Clubs, including the Toronto Men’s League.
- Select House Leagues Director and Team Captain, if required.
- Ensure that fees, if any, are collected from participants and passed on to the Treasurer.
- It is the responsibility of the Program Director, to collect the names of proposed captains for each team (after consultation with team members). The names of the proposed team captains will then be submitted to the Executive for approval by majority vote. Team captains will be responsible for the running of the try-outs. Team Captains will be directly responsible to the Program Director. Should the team captain be unable to fulfill his/her duties, the Executive shall appoint an alternative. After consultation with team members, present the names of team captains for all inter-club teams for approval by the Executive.
- Arrange for the distribution and collection of balls for the House League, round robins and inter-club teams.
- Email notices for the House League, round robins, tournaments and inter-club teams.
- Produce a schedule of dates for all tournaments and other events held at the Club to be approved by the Executive.
- With the tournament committee, produce and circulate tournament rules and regulations.
- Email sign-up info and draw sheets for all tournaments.
- Arrange for the collection of entry fees.
- Arrange for the distribution and collection of balls that are supplied for tournament events.
- Arrange for umpires and lines people as needed.
- Purchase medals/trophies for the winners of all Tournament events tournament and present the medals/trophies at the Annual Dinner.
- The Communication /Web /social Director
- Maintain, enhance and update our current website , www.armadaletennisclub.ca
- Notify members the annual general meeting (AGM) with 15 days notice in advance.
- Send out all Club notices and newsletter.
- Liaise with other Executives to keep informed of upcoming events.
- Arrange for signs and notices to be posted to advise the membership of upcoming social events.
- Post a monthly calendar of events in the Clubhouse.
- Organize the Opening and Closing Social Events
- Make all food and refreshment arrangements for the Club’s social events.
- Oversee provision of refreshments for other events as outlined by the Executive from time to time.
- Order enough amounts of staple supplies (eg., cups, napkins and plastic utensils) and store them in the Club House.
- Organize the Opening Day
- Make all food and refreshment arrangements for the Club’s social events.
- Plan and organize the Annual BBQ, other social events