Club Policies

These bylaws establish the legal and operational framework of the club, defining the powers of the Board, outlining procedures for elections, member rights, financial oversight, and conflict-of-interest guidelines. The document is intended for reference by members seeking clarity on club governance, responsibilities, and due process.

Topics include:

• Membership structure, privileges, and revocation procedures
• Board composition, elections, and term limits
• Meetings, quorum, and voting processes
• Financial policies and audit requirements
• Conflict of interest and record-keeping standards

Members are encouraged to review the full document for detailed provisions and amendments approved in 2025.

1. Commitment to a Safe Environment

Edenbridge Tennis Club has zero tolerance for abuse, harassment, discrimination, or bullying in any form. All members, guests, and staff are expected to treat one another with respect both on and off the courts. The club aligns its standards with the Ontario Tennis Association (OTA) and relevant City of Toronto policies.

2. Reporting Concerns

Members who experience or witness behaviour that may constitute abuse or harassment are encouraged to report the incident in writing to the President or Board Secretary as soon as reasonably possible. Reports should include the date, time, location, individuals involved, and a brief description of the incident. Verbal reports are permitted but must be followed up in writing.

3. Review & Outcomes

The Board (or a designated Conduct/Discipline Committee) will review all reports promptly, determine next steps, and may request additional information from the parties involved. Outcomes may include coaching or education, warnings, suspension of privileges, or termination of membership, depending on the severity and frequency of the behaviour.

Where appropriate, the club may refer matters to the OTA or external authorities. Members will be informed of applicable appeal processes as set out in the Member Code of Conduct.

1. Membership Refunds

• No refunds after March 31 of each season.
• An administrative fee of $35 per transaction applies to:
  • All refunds;
  • Charges related to banking/processing, including NSF fees or declined transactions;
  • Disputes of any kind.

2. Membership Exchanges

• Exchanges (upgrades or downgrades) are available up to March 31 of each year.
• An administrative fee equal to the amount charged to the club by the payment provider (typically 20–30%, depending on purchase method) applies to exchanges.
• No membership exchanges after March 31.

1. General Rules

• Guests may only play when invited by, or booked in with, a current member of Edenbridge Tennis Club.
• All guests must follow the same court etiquette, dress code, and Codes of Conduct as members.
• Members are responsible for ensuring their guests understand and respect club rules.
• Guest access may be limited during peak periods at the discretion of the Board.

2. 1-Day Guest Memberships

• 1-Day Guest Memberships are available for $20 + HST up to two hours before the court booking.
• Each guest may purchase a maximum of five (5) 1-Day Guest Memberships per season.
• Two non-members may share a court if both purchase a 1-Day Guest Membership.

3. Guest Member Privileges

• 1-Day Guest Members receive the same court privileges as regular members for the day of purchase.
• Guest Members must follow all club rules and rotation systems used by other membership categories.
• Guest Members do not qualify for free social events unless otherwise specified by the club.

1. General

The following rules apply to all teams currently held at Edenbridge Tennis Club (ETC). Each team member must:

• Be a member in good standing at Edenbridge Tennis Club.
• Abide by all Club Policies, Bylaws, and Codes of Conduct as outlined by the Club.
• Abide by the rules set out by InterCounty (intercountytennis.com).
• Comply with all of the above rules — failure to do so will result in removal from the team.

2. Skills & Competition

The teams offered by Edenbridge Tennis Club are intended for recreational purposes. Members are expected to treat these competitions as opportunities for exercise, light competition, and fun.

• The club captain has the ultimate decision regarding the roster each week.
• The captain is expected to select players based on skill, availability, partner fit, and match-up strategy against other clubs.
• Player skill is not the sole determinant of a player’s position in the club’s lineup.

3. Tennis Balls

In compliance with InterCounty rules, the hosting club must provide new tennis balls for each home match. Edenbridge Tennis Club will ensure that adequate match balls are available throughout the season.

• Team members reimburse the club for match balls through the participation fees outlined above.

4. Rainouts

Due to unpredictable summer weather, matches may be postponed. The Club will not issue reimbursements for any expenditures made for matches that are rained out.

In response to growing interest, Edenbridge permits pickleball play on tennis courts during designated club hours. These rules are intended to balance demand for pickleball with the club’s primary use as a tennis facility.

1. Court Availability

• Pickleball play is permitted on tennis courts during specified club hours.

2. Court Markings

• No permanent pickleball lines may be applied to tennis courts.
• Removable tape may be used to mark pickleball lines and must be fully removed after play.

3. Court Setup & Teardown

• Players are responsible for setting up and taking down portable pickleball nets.
• Tennis nets must be reinstalled correctly after pickleball play.
• Courts must be left in original condition; incoming players must not be delayed by setup/teardown.

4. Equipment

• Players bring their own paddles, balls, and portable nets.
• The club does not supply or store pickleball-specific equipment.

5. Reservation System

• Court bookings must be made via the club’s reservation system.
• Members should indicate “pickleball” on reservations to avoid confusion.

6. Time Limits

• Standard court time limits apply to pickleball.
• Players must vacate the court promptly at the end of their booking.

7. Footwear & Attire

• Appropriate non-marking athletic shoes are required to protect the surface.

8. Noise Levels

• Be mindful of noise, particularly when tennis is underway on adjacent courts.

9. Membership & Fees

• Regular club membership rates apply to pickleball players.
• The club may introduce pickleball-specific memberships or fees if demand warrants.

10. Court Etiquette

• All general club rules and etiquette apply.
• Show courtesy to players on nearby courts; retrieve balls safely.

11. Damage Liability

• Report any court or equipment damage immediately.
• Members may be held responsible for damage resulting from improper use.

12. Penalties for Policy Violations

• First offense: Verbal or written warning.
• Second offense: 15-day suspension from the reservation system.
• Third offense: 90-day suspension from the reservation system.
• Fourth offense: Membership review, up to and including cancellation.
• The club may escalate penalties for severe infractions; members may appeal through the standard grievance process.
• Repeated minor violations or a single major violation (e.g., intentional damage) may trigger immediate membership review.

13. Rules & Changes

• All applicable bylaws remain in effect for pickleball play.
• The club may modify these rules or discontinue pickleball if issues arise.

Passed by the Board of Directors on July 29, 2024; reviewed and confirmed in 2025.

As a member of the Board of Directors, I will:

• Consider and represent the interests of all members of the Club,
• Represent the needs of my portfolio while being considerate of the needs of the Club as a whole,
• Respect and support all majority decisions of the Board,
• Be respectful of my fellow Board members at all times,
• Act with vigilance and integrity to ensure that the Club is managed in a proper manner complying with laws and regulations and consistent with the objectives of the Club,
• Do nothing to violate the trust of the membership,
• Exercise due care, diligence, and skill,
• Not use the Club or my service on this Board for my own personal advantage or for the advantage of my family, friends, and supporters,
• Keep Board discussions confidential unless otherwise determined by the Board,
• Recognize and respect the authority of the Chair and his/her responsibility to lead an efficient and effective meeting,
• Attend all Board meetings unless prevented by good cause, be on time, and expect to stay for the duration of the meeting,
• Bring to the attention of the Board any issues that will have a significant impact on our Club or those we serve,
• Work with members of the staff, management and Board to effectively manage complaints,
• As a Board member representing the Club, embody qualities of courtesy, congeniality, vitality and enthusiasm when at the Club.

As a member of the Board, I will not:

• Criticize fellow Board Members or their opinions outside of Board meetings,
• Decide how I will vote on an issue before hearing the discussion and becoming fully informed about that issue,
• Speak for, or on behalf of, the Club unless specifically authorized to do so.

The Edenbridge Tennis Club Board of Directors:

• Will respond to any member’s written concerns or complaints within 30 days in writing,
• If a Board member is the subject of a complaint, said complaint will be investigated by either the President or Vice-President of the Board.

Passed by the Board of Directors this 1st day of October, 2018; reviewed and confirmed in 2025.

Code of Conduct

Edenbridge Tennis Club, as a member club of the Ontario Tennis Association (OTA), follows the rules and regulations set out by the OTA with regard to member conduct. Members and guests will conduct themselves on the premises, or when representing Edenbridge Tennis Club on a team or at a tournament at another venue, in a courteous and responsible manner. Members and their guests should be able to enjoy the game of tennis as a player or as a spectator in a harassment-free environment.

Members and their guests will refrain from violent, threatening, abusive language or behaviour toward other members, guests, and club staff. Abuse may be perpetrated by an adult or a child, and the victim may be an adult or a child. For further guidance, see the OTA Policy Paper on Abuse and Harassment: https://www.tennisontario.com/about/ota-policies-procedures.

Enforcement

All representatives of Edenbridge Tennis Club, including but not limited to club monitors, Board of Directors, club professional and teaching staff, are tasked with ensuring that members and their guests comply with the rules. Members or guests who do not adhere to the rules may be:

• Warned of their breach,
• Asked to leave the court,
• Excluded from participating in club activities, including club teams, tournaments, and social events,
• Have their membership suspended or cancelled.

The OTA may also enforce discipline against a member who breaches the OTA Code of Conduct, particularly if the infraction occurs during an OTA-sanctioned event.

Reporting Incidents

Members or guests, club employees, and Board Members should provide a written report outlining the time, date, place, specific nature of the actions, and person(s) involved to the President as soon as is practical after the incident. Verbal reports are acceptable but must be followed up in writing.

• The President will send a copy of the report to the member(s) concerned within one week of receipt of the written report.
• The President with the Board of Directors, or a Member Conduct Committee approved by the Board, makes decisions regarding warnings, exclusions, suspensions, and cancellations of membership.
• Members of the Board of Directors, or a Board-appointed Member Conduct Committee, will review the history of written reports involving a specific member when arriving at a disciplinary decision, particularly if a member has a history of breaches of the Code of Conduct.

Appeals

Members have a right to appeal a disciplinary decision of the Board, or Board-appointed Member Conduct Committee, in writing to the attention of the President no later than 15 days from the date of decision. Members who request an appeal will appear before a minimum of four members of the Board of Directors for a review of the disciplinary decision.

Passed by the Board of Directors this 1st day of October, 2018; reviewed and confirmed in 2025.