Letterkenny Tennis Club Constitution 2009

 

1. Name and Objectives

 

The club shall be called Letterkenny Tennis Club and shall have for its objectives the provision of tennis and other facilities for its members. It shall be open to persons of every class, creed, race and nationality.

 

2. Constitution

 

The Club shall be governed by this Constitution.

 

3. Affiliation

 

The Club shall maintain affiliation to Tennis Ireland and shall adopt and conform to its Rules insofar as they apply to tennis matters.

 

4. Management of the Club

 

The management of Letterkenny Tennis Club and its tennis facilities shall be in the control of a Committee, which shall be responsible for same to the Board of Trustees. The Committee shall comprise of Chairperson, Vice-chairperson, Honorary Secretary, Assistant Secretary, Honorary Treasurer, Assistant Treasurer, Public Relations Officer, Men's Captain, Ladies' Captain, Development Officer, Children's Officers and other personnel that the Committee shall deem appropriate. All nominations for Officer positions should be submitted in writing to the Hon. Secretary, Letterkenny Tennis Club at least seven days prior to the Annual General Meeting. Before such submissions are made, the proposer should obtain the written agreement of the nominee. No Committee member may be accepted for office unless they have been a member of the Club for at least two years and they must also be a full member. All shall be elected for the year at the Annual General Meeting, except that the Committee shall have power to fill by co-option any vacancy that arises during the year. An officer may not serve for more than three consecutive years in any one office.   

            A monthly meeting of the Committee and members shall make and revise Club Regulations and shall have power to decide any matter not provided for by the Constitution. They shall meet at least once a month in every year and additionally if required. The quorum at these meetings shall be six and in the event of an equal or split vote, the Chairperson shall have the casting vote. Minutes of the proceedings of every meeting shall be signed by the Chairperson and Secretary at the next meeting. The Committee may delegate any part of its duties to one or more Sub-committees. All Sub-committees must be chaired by a member of the Committee, who will ensure that Sub-committees operate within the Constitution and the policies of the Committee.

            All complaints regarding tennis matters should be forwarded to the Hon. Secretary, who must present them at the first subsequent meeting of the Committee for consideration.

 

 

5. General Meetings

 

An Annual General Meeting shall be held each year between October 1st and November 30th. Any member wishing to propose a resolution at the Annual General Meeting must send a copy thereof to the Hon. Secretary at least fourteen days before that meeting so that provision may be made on the agenda. This notice will be posted in the clubhouse. The business of the Annual General Meeting shall be the confirmation of the previous Annual General Meeting, the consideration of the Committee's report, the Hon. Treasurer's accounts for the year, the election of Officers and Committee for the ensuing year, the appointment of an Honorary Auditor and any items of which notice has been given and details included on the agenda. A report of the Annual General Meeting and of accounts is to be sent to the Board of Trustees.

            At the Annual General Meeting, further business may be accepted at the discretion of the Chairperson, providing that it does not call for an alteration to the Constitution. The borrowing of money or any expenditure not within the immediate financial resources of the Club must be authorised by the Club's Trustees. Every member (other than temporary members) shall be entitled to be present and to speak at any General Meeting and if aged 18 or over, to vote thereat. In the event of an equal or split vote, the Chairperson shall have a casting vote. At any General Meeting, the quorum shall be six members, four of whom shall be Committee members, who are entitled to vote. A fourteen-day notice of all meetings will be posted in the clubhouse.

            The Committee shall call an Extraordinary General Meeting (E.G.M.) at its discretion or within fourteen days by receipt of the Hon. Secretary of a requisition signed by nine Committee members, stating the business to be transacted. The business of an Extraordinary General Meeting shall be in accordance with the requisition under which it was summoned and the agenda issued. All members must be notified of an Extraordinary General Meeting seven days prior to the scheduled meeting.

           

6. Club President

 

A Club President will be elected by the Annual General Meeting for a term of three years. The President shall not have executive powers and will be required to act on the advice of the Committee. The President shall preside at formal Club occasions and will represent the Club as requested by the Committee. Nominations for the President must be submitted in writing to the Hon. Secretary and the nominee must accept his or her nomination beforehand.

 

7. Membership and Subscriptions

 

There shall be the following classes of membership: Life, Family, Adult, Junior, Temporary, Student and Country.

            The subscription rates shall be agreed by the first General Meeting of the Committee after the Annual General Meeting and shall include schools, coaching, hire of courts, students, etc.

            Family, Adult and Junior members whose subscriptions are not paid by February 1st shall not be entitled to the full privileges of membership until their fees are paid. If they are not paid by March 1st, they will cease to be members and will have to reapply for re-election. Any re-election will then be subject to the normal entry procedures. A member who is over eighteen years of age and in employment must pay full tennis fees and will be regarded as an adult member. In pursuance of best practice in children's sport, the Club will comply with the Code of Ethics and Good Practice for Children's Sport contained in Tennis Ireland , as promulgated by the Irish Sports Council.

            We in Letterkenny Tennis Club are committed to good practice which protects young people from harm. Coaches and volunteers in Letterkenny Tennis Club accept and recognise responsibility under the Child Protection Act to provide an environment which promotes the safety of young people at all times. In order to safeguard young people we will:

 

• develop an awareness of the issues which may lead to young people being harmed;

 

• create an open environment by identifying a 'contact person' whom young people can approach if they need to talk;

 

• implement child protection guidelines through codes of conduct for members and all adults working at the club;

 

• make sure that our coaches and volunteers are trained and supervised and hold proper qualifications;

 

• ensure that children aged under-18 being coached and when they are in the clubhouse are supervised by at least one other adult;

 

• be involved in training made available through the various agencies and strengthen links with these agencies;

 

• give parents/guardians, young people and coaches/volunteers information about what activities take place at the club and what they can expect from us;

 

• let parents and young people know how to voice their concerns or complaints if there is anything they are not happy about;

 

• share information about concerns with parents and others who need to be informed;

 

• keep the Child Protection Policy under regular review.

 

            The Club may refuse membership only for good and efficient cause, such as conduct or character likely to bring the Club or sport into disrepute. Appeal against such a decision may be made to the Club's members and decided by a majority vote.

 

8. Election of Members

 

Recommendations to Letterkenny Tennis Club for Honorary Life Membership of the Club shall be strictly limited and at the discretion of the members as a reward for special services to the Club.

            A candidate shall be proposed and seconded for tennis membership by members on a form to be provided for this purpose. Each application for tennis membership will be considered by the Committee at the subsequent General Meeting. The Committee shall have the power to limit the numbers of tennis members if they consider this necessary. The subscription of a new member shall be paid with the application form, in which case it will be returned if election to membership does not take place. At the discretion of the Committee, the candidate may be allowed to use the tennis club's facilities.

 

9. Membership Identification

 

A current year's membership list will be issued promptly to all members on payment of the annual fees. Members must wear the current year's shoe tag as proof of membership. Shoe tags will be colour-coded annually.

 

10. Suspension

 

The Committee shall have powers to suspend the tennis membership of any member or to exclude from tennis facilities any tennis member, sports club member or visitor whom it considers guilty of a breach of this Constitution or of club regulations or of misconduct or offensive behaviour to any other member, visitor or employee that would bring the tennis club into disrepute. Suspensions under this rule will be referred within seven days to the Committee of Letterkenny Tennis Club.

 

11. Amendments of Constitution

 

This Constitution may be added to, repealed or amended by resolution at any Extraordinary General Meeting, provided that it is carried by the signatures of at least 15 members voting thereon, which shall then be sent to the Hon. Secretary.

 

12. Board of Trustees

 

The property and the effects of the Club shall be vested in the Trustees who are already appointed and the Urban Council.

 

13. Declaration

 

It is hereby certified that this document represents the true and most up-to-date version of the Constitution of Letterkenny Tennis Club.

 

 

Signed_________________________________Chairperson  

 

Date____________

 

Signed_________________________________ Secretary        

 

Date____________