Mountain View Tennis Club
Constitution and By-Laws
Revised March 2005

Article I      Name

This organization shall be known as the Mountain View Tennis Club (known as the Club).

Article II     Purpose

The purpose of the Club is to provide organized tennis activities through:

Article III   Facilitator

Section 1:  The City of Mountain View Recreation Division (known as the Recreation Division) facilitates the Club in order to promote the purpose of the Club. The Recreation Division will consider the Club's requests for the use of the municipal courts and other facilities.

Section 2: As of 1993, the Club is open to any adult (as defined in Section IV) whether or not a resident of Mountain View. The Club shall maintain a membership of at least fifty percent plus one (50% + 1) Mountain View residents in the Club. The Club shall provide the City with a membership roster by December 31st of each year. Applications received from non-residents who were members for one of the prior 2 years will be accepted if postmarked before Feb 1st of year in question until the non-resident limit has been reached. Preference will be given to non resident members that volunteered in a significant capacity for the prior year. This list will be determined by the board. Other than this, applications will be handled on a first come, first served basis.

New non resident applications will be accepted after Feb 15th (if slots are available) on a first come, first served basis. Note that any application received after Feb 15th will be considered a new application.

No limit will be placed on the number of Mountain View residents.

Section 3:  Membership dues and tournament entry fees for non-resident members may be reviewed and determined by majority vote of the Club’s Board of Directors.

Article IV:          Memberships

Section 1:  All adults who are eighteen (18) years of age or over shall be entitled to be a member of the Club. All dues-paying members in good standing shall be entitled to be a voting member and partake in all activities.

Section 2:  As of 1993, the Recreation Division charges the Club an hourly fee for the use of facilities for all Club-sponsored events using city-owned courts. This includes Club tournaments, Interclub competition, USTA league play, and others as required. The hourly fee shall be determined by the Recreation Division.

Article V     Officers

Section 1:  Executive Committee - The Executive Committee of the Club shall consist of a President, Vice-President, Secretary, and Treasurer, and shall have operational responsibility to the members of the Club. Decisions require a majority.

Section 2:  Election and Term of Office – The officers will be elected by the membership and shall serve a term of one (1) year from January 1 through December 31.

Section 3:  Vacancy – Should a vacancy occur in an office it shall be temporarily filled by an appointment of the Executive Committee with the advice of the Board of Directors (see Article VIII). An election to fill that vacancy shall be held at the next scheduled General Meeting.

Section 4:  Appointment of Chairpersons of the Standing Committees – The Executive Committee is responsible for the appointment of the Chairpersons of the Standing Committees. As with any committee, the Chairperson serves the Club at the discretion of the Executive Committee.

Article VI    Duties of the Officers

Section 1:  President – The President shall be the chief executive officer of the Club and presides at the following meetings: General Meetings of the Club, Executive Committee meetings, and full Board of Directors meetings.

Section 2:  Vice-President – The Vice President shall preside in the absence of the President. The Vice President will serve the Board and the President as an Administrative Assistant in order to ensure a smooth administration of the Board and the Club. The Vice President shall act as Parliamentarian in all Board and General Meetings.

Section 3:  Secretary – The Secretary shall take minutes at the following meetings: General Meetings of the Club, Executive Committee meetings, and the Board of Directors meetings. The Secretary will be responsible for handling Club business correspondence, and should give notice to all Board members of regular and special Board of Directors Meetings.

Section 4:  Treasurer – The Treasurer shall receive the money due the Club and upon the order or approval of the Board of Directors, shall pay bills on behalf of the Club. The Treasurer shall accept proposed budgets from the officers and committee chairpersons providing forms for easy reporting, monitor the Club's financial performance, prepare regular statements during the year, and prepare the summary statement for the year's activities to be approved by the Board and presented to the next year's Board.

Article VII  Election of Officers

Section 1:  Annual Election – The election shall take place at the General Meeting prior to the new year. Nominations will be made by the Nomination Committee and shall be reported to the membership prior to the election. A Club member at the election meeting may make other nominations for officers.

Section 2: Method of ballot – The ballot shall be a written, closed ballot. Members must obtain ballots by attending the election meeting. In addition, for those members who are unable to attend, the Membership Committee will provide absentee ballots upon written request. A majority of the ballots received will determine the outcome of the election. If for any office there are more than two nominees, a preference ballot will be used (each vote is an ordered listed of preferences - 1st, 2nd, 3rd choice, etc.). If a majority of first choices is not obtained, then the candidate with the least number of votes is successively dropped, with those votes going to the next choice, until a candidate receives majority.

Article VIII Board of Directors

Section 1:  Composition – The Board shall be composed of the following Directors:

Section 2:  Function – The Board shall conduct the business and set the policy for the Club in order to accomplish the purpose of the Club.  The Board shall report regularly to the membership through the newsletter.

Section 3:  Meetings – The Board shall meet regularly (typically monthly).  Since every Director has a vote, a majority of the Directors constitutes a quorum for conducting business.  The Directors shall exercise diligence in preparing any reports or new business to be brought before the Board Meeting so that an agenda can be prepared prior to each meeting.

Article IX    General meeting of the membership

Section 1:  General meetings – Two general meeting shall be held each year.  The Board may (by majority vote) increase or decrease the number of meetings.

Section 2Special meetings – Special meetings may be called by a majority vote of the Board of Directors, or by request of twenty-five percent (25%) of the Club membership.

Section 3:  Notice of General meetings – A minimum of one (1) week’s notice of the time and place of the meeting shall be given in writing to all members (typically in the previous month’s newsletter).

Article X          Committees

Section 1:  Standing Committees – the Club shall have the following standing committees:

Section 2:  Special Committees – The Board may from time to time form special committees that, in its judgement, may be necessary for the conduct and care of the Club’s affairs.

Section 3:  Nomination Committee – In anticipation of the annual election of officers, the Board shall form a Nomination Committee.  The committee shall make nominations of the Club members they believe would contribute well as officers of the Club for the following year.

Article XI          Amendments

The Constitution may be amended at any General Meeting of the Club upon a two-thirds (2/3) vote of the members present. Ten days notice of the proposed amendments will be provided to each voting, dues-paying member of the Club.



 

Revision History

Revision 1

Revised by: Adam Brody   Date: October 14, 2002

Revision 2

Revised by: John Manton   Date: March 24, 2004

Rational:

            A problem has arisen in the last two years where non resident members have been unable to renew their membership due to the changing limit of non resident membership slots which is based on a percentage of the overall membership of the prior year. This change allows current non resident members to have the first chance at membership renewal.

 

Change from:

Section 2: As of 1993, the Club is open to any adult (as defined in Section IV) whether or not a resident of Mountain View. The number of nonresident members will be limited to no more than thirty-three and one-third percent (33.3%) of the previous year’s membership total. Applications received from non-residents will be accepted on a first-come first-served basis. No limit will be placed on the number of Mountain View residents.

To:

Section 2: As of 1993, the Club is open to any adult (as defined in Section IV) whether or not a resident of Mountain View. The number of nonresident members will be limited to no more than thirty-three and one-third percent (33.3%) of the previous year’s membership total. Applications received from non-residents who were members for one of the prior 2 years will be accepted if postmarked before Feb 1st of year in question until the non-resident limit has been reached. Preference will be given to non resident members that volunteered in a significant capacity for the prior year. This list will be determined by the board. Other than this, applications will be handled on a first come, first served basis.

       New non resident applications will be accepted after Feb 15th (if slots are available) on a first come, first served basis. Note that any application received after Feb 15th will be considered a new application.

No limit will be placed on the number of Mountain View residents.

Revision 3

Revised by: John Manton   Date: Oct 23, 2004

Rational:

The Mountain View Open is no longer being sponsored by MVTC, per a vote by the board. This means a MVO chairperson is no longer needed.

Change: Under Article X, Section 1, Standing Committees, remove MVO chairperson.

Revision 4

Revised by: John Manton Date: Mar 22, 2005

Rational:

The Recreation Department has granted the club a change to it’s non resident policy. The club will be allowed to have non residents as 50% of the total membership minus 1 person i.e. the majority of members will be Mountain View residents. In return the Recreation Department will increase court fees and require a closer tie between itself and the club. The club will provide the Rec. Dpt. with a club roster towards the end of each year.

Change from:

Section 2: --- The number of nonresident members will be limited to no more than thirty-three and one-third percent (33.3%) of the previous year’s membership total. ---

To:

Section 2: --- The Club shall maintain a membership of at least fifty percent plus one (50% + 1) Mountain View residents in the Club. The Club shall provide the City with a membership roster by December 31st of each year. ---