RTC Organization

Board of Directors:

ROSSMOOR TENNIS CLUB --- BY LAWS

ARTICLE I — NAME AND LOCATION

Section 1.   The name of the organization shall be Rossmoor Tennis Club located in Rossmoor, Walnut Creek, California

ARTICLE II — PURPOSE

Section 1.   Promote good sportsmanship and fellowship among its members and maintain and foster the best interests of the game of tennis.

Section 2.   Promote and govern inter-club and intra-club tournaments as well as other club-sponsored events.

Section 3.   This club is a member of the United States Tennis Association and is bound by its procedures.

ARTICLE III — MEMBERSHIP AND DUES

Section 1.   Membership shall consist of residents and (previously accepted) non-residents of Rossmoor as defined by Golden Rain Foundation and Mutual Corporation, who have made application and paid dues within a given year.

Section 2.   Annual Dues, in an amount set each year by the Board of Directors, shall be due and payable December 31.

Section 3.   Membership applications and all new and renewal dues shall be sent to the RTC Membership Chairperson.

ARTICLE IV --- MEETINGS

Section 1.   A minimum of three general meetings shall be held each year with the date of the meetings to be at the discretion of the Board.   Members shall be notified at least two weeks in advance.   A quorum shall be those members present at a public meeting of the Rossmoor Tennis Club.

ARTICLE V --- BOARD OF DIRECTORS

Section 1.   The business and affairs of the club shall be conducted and its property controlled by a Board of Directors, hereinafter referred to as the Board.   It shall consist of nine members, three of whom shall be elected each year for a term of three years.   No Board member shall serve for a successive period of more than two terms.   The new Board will assume their duties in January following the election, with the outgoing board remaining in an advisory capacity through January.

Section 2.   At least 30 days prior to the November General Membership Meeting, the President, with approval of the Board, shall appoint from members at large (other than present officers and directors) a five-member nominating committee.  The nominating committee shall consist of a past president (if available) and four non-board-member RTC club members.

Section 3.   At least 15 days prior to the November General Meeting, the nominating committee shall submit to the Board, ask the RTC President to email to the membership, and post on the Buckeye Complex kiosk a list of those members who have agreed to have their names placed in nomination.   At the November General Meeting, additional nominations may be made from the floor providing consent of the nominee and support from at least two other RTC members has been obtained prior to the meeting.

Section 4.   Voting shall be by show of hands, and candidates receiving the greatest number of votes shall be declared to be elected.   If the number of nominees equals the number of open board positions, then their election may be by acclamation.

Section 5.   Within 10 days after the November General Membership Meeting and election, the (newly elected) board shall meet and assign themselves responsibilities as follows:  President, Vice President, Treasurer, Secretary, Tournaments, Social, Membership, Publicity, and Facilities.  The Vice President is the presumptive President for the next term and should indicate, at least a year before the expiration of his/her term as Vice President, whether he/she will or will not accept the President's position when it comes due.  If he/she does not accept, the position of President will be offered, in the following order, to the Secretary, Treasurer, or an existing board member until the position of presumptive President is accepted.  To be eligible for presumptive President, a nominee must have served on the board for at least one full year.

Section 6.   The President, subject to the approval of the RTC Board, shall appoint chairpersons of the following standing committees:   Information Technology Committee, Reservations Committee, and Nominating Committee.   The president will be an ex-officio member of all standing committees.   The chairpersons of these standing committees are not expected to attend board meetings.   RTC Committees may be created or abolished by the RTC President with the approval of the RTC Board.

Section 7.   Should a vacancy occur in the office of the President, the Vice President shall succeed to the office of President.   If a vacancy occurs in any other elective office, the President, with the approval of the Board,  will  appoint  a successor from the board membership to fill the unexpired term of that office.  The President will also, with board approval, appoint someone from the general membership to fill the remainder of the term of that board member.

Section 8.   Board members may resign in writing to the President.  Failure of any Board member to attend three consecutive meetings, unless excused by the presiding officer, shall be considered a written resignation.   The vacancy thus created shall be filled in accordance with Section 7.

Section 9.   The Board shall meet once a month on a date selected by the directors.   Five members shall constitute a quorum.   Special board meetings may be called by the President with  the Secretary giving advance notice to each member and stating the nature of the business.   Special meetings may also be called by a majority of the board members, or by petition of at least 25 RTC non-board members. Minutes of all board, special and annual meetings will be posted on the website as soon as possible and in any event no later than 30 days from the date of the meeting.

Section 10.  A separate roles and responsibilities document listing all executive and committee chairs shall be created and maintained by the RTC Secretary.   Changes to the roles and responsibilities     document may be made with approval of the board.   

Section 11. These by laws and RTC policies and procedures shall be reviewed and approved at least once every three years.   Approved documents will be posted on the website as soon as possible, and in any event no later than 30 days from the date of approval.  

ARTICLE VI --- RULES OF ORDER

Section 1.   Roberts Rules of Order, latest edition, shall govern this Club in all cases to which they are applicable.

ARTICLE VII --- AMENDMENTS

Section 1.   These Bylaws may be amended at any general or special meeting by an affirmative vote of two-thirds of the members attending, providing a quorum is present as specified in ARTICLE IV, Section 1.

ADDENDUM --- DUTIES OF OFFICERS

The RTC Secretary shall be responsible for maintaining a current outline of the duties of officers.   Changes to the duties will be proposed and voted on as necessary at regularly scheduled board meetings.

President:

1. Serve as chairman of the Board of Directors.
2. Preside at all regular and special meetings.
3. With approval of the Board, appoint chairmen of standing committees and others deemed necessary to conduct the business of the Club.
4. Shall see that the Bylaws and such other rules and regulations adopted by the membership are enforced.
5. Serve as ex-officio member of all committees except nominating committee.
6. With approval of the Board, confer as needed with Golden Rain Foundation's Community Relations Dept. regarding rules governing court usage.

Vice President:

1. Assume President's responsibilities in the President's absence.
2. Serve as the Club's representative on the Activities Council and report on the Council's meetings at the Club's Board meetings.
3. Serve as the Club's Conflict Resolution Committee Chairman. 4.   Perform other duties as assigned by the President.

Secretary:

1. Record and preserve in written form the minutes of all Board and General Meetings.
2. Post minutes of all general membership meetings and, in consultation with the President, matters of general interest from Board meetings on the Club bulletin board near the courts.
3. Conduct club correspondence.
4. Issue or post notices of meetings.
5. Prepare copies of minutes of all meetings for the President and Vice President.

Treasurer:

1. Take charge of and deposit all funds in the name of the Rossmoor Tennis Club and disburse such funds subject to the approval of the Board.
2. Present a record of receipts and disbursements and make a financial report at all Board and General Meetings.
3. Prepare, for Board approval, a proposed budget for the year.
4. Facilities
5. Maintain the ball machine, periodically cull and replace old balls