WOMEN’S MID-WEEK GRASSCOURTS TENNIS ASSOCIATION INC.

APPROVED 29.08.2024

1. NAME

The Association shall be known as the Women’s Mid-Week Grasscourts Tennis Association Incorporated.

2. AIMS AND POWERS

The aims of the Association are:-

2.1 To promote the game of tennis in accordance with Tennis Australia’s guidelines

2.2 To organise a program of matches for Member Clubs of the Association, which embraces the rules of the game and considers the safety/wellbeing of all players.  

2.3 To encourage participation in our tennis competition, and promote good gamesmanship and friendship.   

2.4 Do all such acts, deeds, matters and to enter into and make arrangements as are incidental to the attainment of the above aims and to establish funds for carrying out the above aims.

2.5 The Association shall have all the powers conferred by section 25 of the Act.

3. MEMBERSHIP

3.1 The Association shall consist of participating and paid-up tennis clubs (Member Clubs) who apply and which are accepted by the Management Committee

3.2 Clubs retain membership upon payment of the affiliation fees which are determined at the Annual General Meeting, and subscriptions for each team shall be paid to the Treasurer of the Association on or before the 30th day of November.

3.3 The Management Committee may withdraw membership of a club where that club fails to satisfy or comply with the Constitution or any rules of the Association.

3.4 Any Member Club may nominate a team or teams in writing to the Secretary provided that the club has access to an adequate number of suitable or equivalent courts.

4. CLUB REPRESENTATIVES

4.1 Each Member Club will nominate in writing prior to the AGM the name of a person who will represent that Member Club at the AGM, any Special General Meetings, and on the Management Committee.

4.2 Member Clubs may also nominate a proxy to represent them in the absence of their nominated Club Representative. Such nominations shall be in writing naming the proxy, and the duration of appointment of the proxy.

4.3 Duties of Club Representatives include:

4.3.1 To attend usually four (4) meetings per year – AGM (August), Grading Meeting (September), Presentation Lunch organisation meeting (February), End of Season review (May). To also attend any Special Meetings, if requested, to discuss any unforeseen issues that have arisen.

4.3.2 After team gradings have been finalised at the Grading Meeting, the teams for that Club will need to be nominated into the allocated grades in League Manager, either by the Club Representative or another person in that Club. Training will be provided on League Manager if required.

4.3.3. To assist new players in that Club to create a Match Centre account and activate their UTRs (if they do not have this already).

4.3.4 To assist the Team Captains with any Match Centre queries, eg how to enter/confirm scores, how to print off scoresheets, how to look up premiership tables.

4.3.5 Ensure a process is in place where the Club Representative or another person in that Club can enter or confirm scores in League Manager on behalf of any of their teams, if the Team Manager and all the players in that team are unable to do it. This level of administrative access will be given to those who require it. 

4.3.6 Ensure a process is in place, whether that be the Club Representative or another person in their Club, to forward emails received from the WMGTA Secretary onto all their Team Captains.

4.3.7 Be available to vote on Permit Committee matters, if requested by the Executive Committee (sometimes at short notice, as a quick decision is usually needed).

4.3.8 Be familiar with the WMGTA website and use this as a reference point for answering individual and/or Captains’ questions during the course of the season and/or follow WMGTA Facebook site.

4.3.9 Respond to Team Captain or individual player queries for assistance and if unable to resolve, on behalf of that person(s), initiate and manage queries with the Recorder.

5. THE MANAGEMENT COMMITTEE

The Management Committee will comprise the Member Club Representatives (or in their absence, their Proxies) and five elected Office Bearers

6. THE ANNUAL GENERAL MEETING AND SPECIAL GENERAL MEETINGS

6.1 The Association shall hold an Annual General Meeting of Member Club Representatives and other observers on or before the last week in August in each year for the following purposes:-

6.1.1 To receive the outgoing Secretary’s and Recorder’s Reports and Treasurer’s Financial Statement.

6.1.2 To elect from nominations received, Office Bearers for the Management Committee, specifically  the positions of President, Vice-President, Secretary, Treasurer and Recorder. If the same person is elected to two or more Office Bearer positions, the Association will elect further person(s) such that the total number of Office Bearers is five (5). That person(s) shall be called Executive Committee Member and will form the Executive/Permit Committee with the elected Office Bearers. A person may be an Executive Committee Member and a Club Representative.

6.1.3 To consider a Patron of the Association from recommendations from the outgoing Management Committee

6.1.4 To consider Life Membership from recommendations from the outgoing Management Committee 

6.1.5 To consider any other business;

6.2 At least 28 days of notice of the AGM or any Special General Meeting must be given to Member Clubs. This notice will also include a request for each club to nominate one voting Representative to the AGM or any Special General Meetings of the Association. Clubs may also nominate a proxy to represent them in the absence of their Representative. These nominations must be in writing to the Secretary. No other person or entity has voting rights at the AGM or at any Special General Meeting.

6.3 The Secretary of the Association will call for nominations for Office Bearers of the Management Committee not less than 28 days before the AGM. Nominations may be accepted at any time up to the election of the Office Bearers of the Management Committee at the AGM. Such nominations must be in writing and each nominee must verify that they are a member of one or more of the Member Clubs  

6.4 The Secretary of the Association shall, upon request by two or more Member Clubs,  convene a Special General Meeting of the Association.  Such request must be  in  writing, and state clearly the objectives of the proposed meeting.  The Secretary shall notify all Member Clubs of the date and location of the meeting within 14 days of receiving the request and the date of the meeting shall be not less than 28 days after such notification.

6.5 The provisions of this Constitution relating to Annual General Meetings shall apply to such  Special General Meetings. Member Clubs and their Representative must be current Members and Representatives  at the date of the meeting.

7. THE MANAGEMENT COMMITTEE

The Management Committee will meet as often as is necessary to undertake its responsibilities as below.

7.1 At its first meeting after the AGM, the Management Committee will elect one or more representatives to Tennis SA from within its members:

7.2 The Management Committee may co-opt ex-officio members, but these members shall not be Officers, and will have no voting rights or other powers.

7.3 The Management Committee may also appoint an Auditor.

7.4 The powers of the Management Committee include:-

7.4.1 Management of the Association, the making of rules, their interpretation and their implementation,  consistent  with this Constitution;

7.4.2 Determining the grades, size of teams, number of approved courts, approve players, and deal with associated matters;

7.4.3 Arranging matters in connection with inter-club matches;

7.4.4 The approving or otherwise of applications for membership;

7.4.5 The hearing and determining of any disputes which may arise from time to time in connection with any matches, this constitution, any rules hereunder, or the affairs of the Association;

7.4.6 The maintenance of  accounts on behalf of the Association with a suitable bank or other financial institution.

7.4.7 Forming sub-committees to undertake specific activities.

7.4.8 Appointing solicitors or other advisers as appropriate

7.5 Six voting members of the Management Committee is a quorum, one of whom shall be the President or Vice President.

7.6 Each member shall have one vote and in the case of an equality of votes, the Chairperson shall have a casting vote in addition to a deliberate vote

7.7 The five (5) Office Bearers on the Executive Committee may each be paid an honorarium to be approved annually by the Management Committee. These officers shall not vote on this matter. An honorarium can also be paid to any other person who has significantly contributed to the Association.

8. FINANCE

The Association’s bank accounts shall be operated by two of four duly authorized signatories, one of whom shall be the Treasurer and all of whom shall be office bearers of the Management Committee.

9. DUTIES OF THE SECRETARY

The Secretary’s duties include:

9.1 Keeping a true record of minutes of all meetings;

9.2 Attending to Association correspondence;

9.3 Issuing notices of meetings;

9.4 Keeping records;

9.5 Arranging for  the programme of inter-club matches each season; and

9.6 Performing such other secretarial duties as may from time to time be directed by the  Management Committee.

9.7 The Secretary has the power to co-opt an additional member to the position if required.

10 DUTIES OF THE TREASURER

The Treasurer’s duties include:

10.1 Receiving all monies payable to the Association and give receipts for same;

10.2 Paying all monies so received into the account or accounts of the Association;

10.3 Presenting at each Annual General Meeting a balance of the finances of the Association;

10.4 Keeping proper books of account of all monies received and disbursed; and

10.5 Performing such other related duties as may from time to time be directed by the Management Committee.

11 DUTIES OF THE RECORDER

The Recorder’s duties include:

11.1 Ensuring all results of all matches as scheduled as part of the Association’s program of matches are recorded;

11.2 Maintaining a register of players;

11.3 Drawing to the attention of the Management Committee any or any possible contravention of the Rules of the Association;

11.4 Performing such other related duties as may from time to time be directed by the Management Committee; and

11.5 The Recorder shall have the power to co-opt additional members to the position as required.

12 ALTERATIONS TO THE CONSTITUTION

This Constitution shall not be added to, altered, repealed or rescinded except at the Annual General Meeting or a Special General Meeting.  The proposed alteration, stating  its proposer and seconder, shall have been sent in writing to the Secretary fourteen days prior to the Annual General Meeting or within the time limit relating to Special General Meetings.  Any proposed alteration, addition or amendment shall be carried by a three quarters majority of the total number of authorised Member Club Representatives (one per club) present at the AGM or Special General Meeting.

13 HONORARY LIFE MEMBERS

Nominations for Life Membership are to be submitted to, and considered by the Management Committee prior to the Annual General Meeting. The Management Committee will then recommend   to the Annual General Meeting that Life Membership be granted in recognition of that person’s contribution or special services to the Association. A Life Member will be entitled to such concessions and benefits connected with activities of the Association as may from time to time be given by the Management Committee with the exception of voting rights at the AGM, at any Special General Meeting, or at the Management Committee.

14 INDEMNITY

The members of the committee/s and other officers of the Association and their respective heirs,  agents, executors and administrators shall be indemnified and save harmless out of the funds of the Association and from and against all charges, losses, damages and expenses which they may incur or sustain in the course of their normal duties, except where such charges or expenses shall be incurred or sustained by their own willful default or negligence.

15 NON PROFIT CLAUSE

The income and property of the Association shall be applied solely towards the promotion of the objects of the Association, and no portion thereof shall be paid or transferred, directly or indirectly, by way of dividend, bonus or otherwise, howsoever by way of profit to the members of the  Association, providing that nothing herein shall prevent the payment in good faith of remuneration to any officer or servant of the Association, or to any member of the Association in return for any services actually rendered to the Association, or reasonable and proper rental for premises let by any member to the Association.

16 DISSOLUTION

The Association may be dissolved by a resolution carried out at an AGM or Special  General Meeting of the Association.  All property of the Association, real or personal after payment of all debts and legal liabilities shall be transferred to Member Clubs and distributed in proportion to the number of teams registered by the respective clubs.

 

The Constitution is available for download here