Simon Fraser University
Tennis Club. SFU Tennis is also an acceptable name.
To establish a recreational and competitive tennis club for students, staff and alumni at Simon Fraser University.
Students, staff and alumni of Simon Fraser University are
eligible for membership; with ratio in accordance with rules laid down by of
Simon Fraser University Recreational Services & Athletics.
To
be recognized as a member, a person must:
1)
pay
the club fee (with the amount as stipulated by the club)
2)
supply
their student number (Simon Fraser University Faculty and staff are exempt from
this requirement)
3)
supply
their Recreational ID Tag number
Members
have the right to vote in all membership meetings, to attend executive
meetings, and to request a discussion/vote in a meeting.
The
Executive Board has the right to revoke membership without refund.
Membership meetings are to be held at least once in a semester at the end of the semester.
Executive
board meetings are to be held at least once every month.
Notice
for meeting must be given 72 hours prior to the start of the meeting over the
club email list; otherwise, the meeting is void.
The
Executive Board shall comprise of the President, the Vice President, the
Treasurer, the Secretary, the Assistant Secretary, the Event Advisor, the
Equipment Officer, and the Faculty Advisor.
The
President’s duties will be the following:
·
Serve
as liaison between the club and the Student Sports Club Program Coordinator.
·
Ensure
club abides by Simon Fraser University policies and procedures.
·
Call
and administer club meetings.
·
Manage
the executive email list (sfu-tennis-exec@sfu.ca).
·
Coordinate
"Clubs Days" promotion.
·
Oversee
all activities within the club.
·
Submit
the Club’s Constitution, the Event Schedule Form, the Student Sport Club
Executive List, and the Annual Report to the Student Sports Club Program
Coordinator to meet their appropriate deadlines or whenever changes are made.
The
Vice President’s duties will be the following:
·
Research
and oversee the club’s participation in competitive events.
·
Organize
drop-in tennis lessons/workshops.
·
Assist
the President as necessary.
·
Assume
the role of President in the absence of the President.
·
Submit
the Club Registration Forms at its appropriate deadline to the Student Sports
Club Program Coordinator.
·
Submit
the Post-Game/Competition Report, the Travel Itinerary Form, and the Accident
Investigation Report Form to the Student Sports Club Program Coordinator as
appropriate.
The
Treasurer’s duties will be the following:
·
Oversee
the club’s bank account and all financial matters.
·
Collect
club membership fees.
·
Approve
expenditure of funds.
·
Reimburse
members for purchases made on the club’s behalf.
·
Submit
the Budget Proposal Form at its appropriate deadline to the Student Sports Club
Program Coordinator.
The
Assistant Treasurer’s duties will be the following:
·
Assist
the Treasurer as necessary.
·
Assume
the role of Treasurer in the absence of the Treasurer.
The
Secretary's duties will be the following:
·
Record
and submit meeting minutes to the executive board, Student Sports Club Program Coordinator,
and/or club’s members within 3 days of the meeting.
·
Manage
membership lists including email lists (sfu-tennis@sfu.ca
and sfu-tennis-members@sfu.ca)
and the Student Sport Club Member List.
·
Submit
the Student Sport Club Member List at its appropriate deadline to the Student
Sports Club Program Coordinator or whenever substantial changes are made.
The
Assistant Secretary's duties will be the following:
·
Respond
to email inquiries about the club in a timely manner.
·
Make
bookings for meetings, rooms and “Clubs Days” booth.
·
Assist
the Secretary as necessary.
·
Assume
the role of Secretary in the absence of the Secretary.
The
Event Advisor’s duties will be the following:
·
Organize
fund-raising events.
·
Advertise
club events.
·
Manage
volunteers email list (sfu-tennis-volunteers@sfu.ca).
The
Equipment Officer’s duties will be the following:
·
Oversee
the storage of equipment.
·
Obtain
equipment for the club.
The
Webmaster’s duties will be the following:
·
Create,
launch, and maintain the club’s internet website.
The Faculty Advisor's duties will be the following:
·
Attend
Recreation Services & Athletics meetings as necessary.
·
Attend
important club meetings as indicated by the President.
·
Approve
any expenditures over $200.
·
Review
Budget Proposal Form.
·
Review
club goals, plans, and overall organization.
· Provide guidance and leadership.
· Serve as an information source.
Each
executive member has the right to one vote in the decision making process. In a deadlock, the President has the
authority to make the final decision, or to hold a meeting with the club for a
general vote.
The
executive positions of President, Vice President, Treasurer, Secretary, and
Event Advisor shall be selected by the club’s members for a one year term
starting in February. The position of
President has to be a former elected executive.
It is the duty of the President to hold elections. Elections shall be held every February for all the executive positions. Nominations are to be forwarded to the President, and shall take place when an announcement for election is given. Nomination shall be allowed until the time of the election. All members are eligible to vote, and must be present at the meeting to vote.
If
an elected executive resigns, the current executive board will vote on a
replacement. If an elected executive
will be absent for a semester (due to co-op, exchange program, traveling abroad
etc), they can take a leave of absence in which the executive board will vote
on a temporary replacement.
Allocation
for funds of the club shall be in the following importance: maintenance and
acquisition of equipment (balls, rackets; in that order), indoor court
bookings, tennis workshops, club and event promotion.
Allocation
of funds over $200 must be approved by the Executive Board and the Faculty
Advisor. Allocation of funds under $200
must be approved by the President, Vice President, and Treasurer.
Committees shall be created as needed by the Executive Board, with an appointed chair approved by the Executive Board. A committee chair must be a member of the tennis club. The power of the committee is to be stipulated by the Executive Board.
Ratification’s of Constitution shall be presented to the President via a written request. Ratification’s of Constitution shall be ratified by the membership in a club meeting and approved by a 2/3rds majority. All ratification’s must be approved by the Student Sports Club Program Coordinator.
Amendments
shall be presented to the President via a written request.
Amendments shall be ratified by the membership in a club meeting and approved by a 2/3rds majority.
Bylaw proposal is to be presented to the President via a written request.
Bylaws
shall be ratified by the membership in a club meeting and approved by a 2/3rds
majority.
ARTICLE XII – Discipline
Any member(s) of the SFU Tennis
Club accused of not following the policies, procedures and/ or rules of the SFU
Tennis Club, SFU Recreational Services & Athletics and/or Simon Fraser University will be notified of
such accusations and are then subject to the following discipline proceedings.
If such an occurrence happens, the SFU Tennis Club executive is responsible for
notifying the RS&A Sports Club Program Co-ordinator of the incident(s) the
next business day (in case of absence the Assistant Director of Recreational
Services & Athletics or the Director of Recreational Services &
Athletics).
As well, the SFU Tennis Club
executive will hold a meeting within three (3) business days of the incident(s)
with the individual(s) involved to review the situation and present all
evidence to the accused member(s) and allow the accused to present their
evidence and respond to the allegation(s). The accused member(s) will also be
given the opportunity to be heard and cross-examine the evidence against
him/her.
If the accused member(s) are
found in violation of the policies, procedures and/ or rules of the SFU Tennis
Club, SFU Recreational Services & Athletics and/or Simon Fraser University
by the SFU Tennis Club Executive an outline of all sanctions against the
individual(s) and/or the SFU Tennis Club and recommendations to avoid future
occurrences will be presented to the accused within (2) business days of the
hearing. The minutes from this meeting
must be submitted to the RS&A Sports Club Program Co-ordinator the next
business day (in case of absence the Assistant Director of Recreational
Services & Athletics or the Director of Recreational Services &
Athletics ). If a member of the executive is involved in the incident(s), they
may not be involved in determining sanctions and or recommendations.
SFU Recreational Services &
Athletics and/or Simon Fraser University may deem that further sanctions need
to be taken against the individuals involved and/or the SFU Tennis Club.