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. Purpose

This policy establishes the rules governing court reservations at Edenbridge Tennis Club and the consequences of failing to use or release a booked court. Court time is a shared and limited resource. A booked court left empty denies play to other members and reduces the value of membership for everyone.

2. Scope

This policy applies to all members, guests, board members, staff, volunteers and contractors who reserve court time through the club’s online booking system. It governs all court time designated for exclusive member use.

3. Definitions

1. Booking: a court reservation made through the club’s online booking system by a member in good standing.
2. No-show: a booked court that remains unoccupied more than fifteen minutes after the reservation start time, where the booking was not cancelled.
3. Late cancellation: a booking released less than thirty minutes before the reservation start time.
4. Violation: a no-show or a repeated pattern of late cancellations, as determined by the board.

4. Booking Rules

Court reservations are subject to the following conditions:

• Bookings may be made only by members in good standing, using their own account.
• At least one member named on the booking must be playing on the court during the reserved period.
• Guests must be identified at the time of booking. The guest fee of $20 per person per day is payable by e-transfer to [email protected].
• Courts are open to the public on Saturdays, Sundays and statutory holidays from 8:00 to 11:00 PM. Bookings do not apply during these hours.

5. Cancellation and Grace Period

1. A member who cannot use a booked court must cancel it through the booking system as soon as the conflict is known, and no later than thirty minutes before the reservation start time.
2. Cancellation returns the court to the pool immediately and is the only accepted means of releasing a booking.
3. A booked court not occupied within fifteen minutes of the start time may be claimed by any member present for the remainder of the reserved period.

6. Reporting

Members who observe a booked court sitting unused are encouraged to report it to [email protected].

Reports should include:

• Date and time of the observation
• Court number
• Name on the booking, if known

The identity of the reporting member will be held in confidence by the board.

7. Enforcement

Confirmed violations are recorded against the member’s account and enforced progressively on a rolling twelve-month basis:

1. First violation: written warning by email.
2. Second violation: written warning and a guest fee of $20 levied against the member for the unused court time.
3. Third violation: booking privileges suspended pending board review.
4. Further violations: suspension or termination of membership at the board’s discretion under the club by-laws, without refund.

8. Appeals

A member may appeal a warning, fee or suspension in writing to [email protected] within fourteen days of receiving notice. The board will consider the appeal at its next scheduled meeting. The decision of the board is final.

9. Responsibilities

• Members are responsible for cancelling bookings they cannot use and for the conduct of their guests.
• The board is responsible for reviewing reports, issuing warnings and applying penalties consistently.
• The club president has final authority on any dispute arising under this policy.

10. Exclusions

• Bookings cancelled because of weather, court closure or club-directed programming are not violations.
• Bookings released within the required notice period are not violations, regardless of frequency.
• Public court hours are not subject to reservation and fall outside this policy.

11. Policy Review

This policy will be reviewed annually and updated as necessary to reflect changes in club operations, membership levels or booking system capabilities.

Approved by Boris Fucic, President, Edenbridge Tennis Club.

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. Purpose

This policy establishes the conditions under which individuals who are not members of Edenbridge Tennis Club may access and play on the club’s courts as guests of a member.

2. Scope

This policy applies to all members of Edenbridge Tennis Club and to any guest a member brings to the club.

3. Definitions

• Guest: any individual who does not hold a current, valid membership with Edenbridge Tennis Club, and who is recorded on a court booking under the club’s generic “Guest” designation rather than by name.
• Hosting Member: the member in good standing who brings the guest to the club and who makes the court booking.

4. Guest Play Conditions

• A guest may play only when accompanied on court by a hosting member or the Club Tennis Professional who is present and playing for the full duration of the guest’s time on court.
• A guest may not use the courts unaccompanied at any time, including during public court hours.
• Guest privileges do not extend to bringing additional guests; a guest may not host another guest.
• Guests are subject to all posted court rules and to the direction of the board and its representatives.

5. Booking Requirements

• The hosting member must reserve a court in advance through the club’s online booking system.
• When making the booking, the hosting member selects the generic “Guest” option as the secondary participant. The booking system does not require the guest’s individual name, and members should not attempt to enter one.
• A booking that does not include the “Guest” selection is not a valid guest booking, and the guest is not authorized to play under it.

6. Guest Fees

• A guest fee of $20.00 per guest, per day applies.
• Payment is made by e-transfer to [email protected].
• Either the hosting member or the guest may submit the payment.
• Payment is due at or before the time of play.

7. Responsibilities

• The hosting member is responsible for the conduct of their guest while on club property.
• The hosting member is responsible for ensuring the guest observes the posted court rules and stated code(s) of conduct.
• The hosting member is responsible for ensuring the guest fee is paid in accordance with Section 6.

8. Enforcement

• A guest found on court without a hosting member present, or without a valid booking and paid fee, may be asked to leave the courts.
• Repeated non-compliance by a hosting member may result in the suspension of that member’s guest privileges at the discretion of the board.

9. Policy Review

This policy will be reviewed every three years, or sooner at the discretion of the board.

Edenbridge Tennis Club will:

• Designate all memberships as strictly personal and non-transferable under any circumstances.
• Not permit the transfer of a membership, or any rights associated with a membership, between individuals, including members of the same household, family unit, or any other personal relationship.
• Not permit a member to lend, share, or assign their membership privileges, court access rights, or booking entitlements to another individual for any portion of the season.
• Require each individual who wishes to access the club and its courts to hold their own valid, individually registered membership for the current season.
• Not recognize informal or ad hoc arrangements between members as a substitute for individual membership registration.
• Apply this policy without exception, regardless of the membership category held, including Adult, Family, Junior, or other categories.
• Note that members wishing to add household or family participants to their membership must register those individuals under the applicable Family Membership category, subject to availability and current pricing.
• Reserve the right to revoke membership privileges without refund where a member is found to have transferred or shared their membership in violation of this policy.
• Designate all waitlist positions as strictly personal and non-transferable. A waitlist position may not be assigned, shared, or conveyed to any other individual, including members of the same household or family unit.

Approved by the Board of Directors of Edenbridge Tennis Club on May 25, 2026.

1. General

The following rules apply to all teams currently held at Edenbridge Tennis Club. 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.

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.