UCRC ByLaws

University City Racquet Club San Diego, California

BY-LAWS

 

ARTICLE I. CLUB ORGANIZATION
SECTION 1. NAME
The organization shall be known as the “U.C. Racquet Club” hereafter referred to as the Club.
SECTION 2. PURPOSE
UCRC is committed to supporting and developing public tennis in the University City community. UCRC will strive to integrate the needs of the local tennis community with those set forth by the United States Tennis Association (USTA). UCRC will encourage the development of programs to provide a quality tennis environment for individuals of all ages. The Club will actively develop a variety of programs for its membership including, but not limited to, team tennis, junior tennis, intramural tennis, and community tennis. Along with organized programs UCRC will work to ensure a balance between the needs for court time dedicated to organized activities and public time for the membership and community at large. UCRC will work to ensure that everyone (members and public) alike experience UCRC as providing a quality tennis facility that everyone can be proud to support.
ARTICLE II. MEMBERSHIPS
SECTION 1. CLASSES OF MEMBERSHIPS
The following is a listing of the various classes of memberships of the Club. All members are eligible for all privileges of the Club, except as otherwise noted.
a. Family Memberships. This class of membership includes the parents and/or guardians, plus the children (under 18 years of age) of the family who normally reside in their household. Only the parents and/or guarians are eligible to vote or to hold office.
b. Adult Memberships. This class of membership is for individuals who are 18 years of age or older at any time during the calendar year.
c. Junior Membership. This class of membership is for individuals who are under 18 years of age during the entire calendar year. A Junior member may hold office and have voting privileges only if he/she were 16 years of age on the date he would take office .

 

d. Senior Membership. This class of membership is for individuals who are 60 years of age or older at any time during the calendar year.
SECTION 2. MEMBERSHIP CHANGES.
With the approval of the Board of Directors in each instance:
a. An Adult or Junior membership may be changed to a Family Membership. However, payment of annual dues to cover the cost of a Family Membership for the entire year shall be required, unless payment is made after March 31 and then prorated on a quarterly basis.
b. A Family Membership may be changed to one or more Family, Adult, or Junior memberships. However, payment of annual dues sufficient to cover the entire year must be made, unless payment is made after March 31 and then prorated on a quarterly basis.
SECTION 3. ACCEPTANCE OF MEMBERS.
Application for memberships shall be submitted to the Membership Chairperson and shall be accompanied by the required dues.
SECTION 4. MEMBERSHIP STATUS.
a. Membership dues are due and payable on January 1 of each calendar year for the forthcoming year. Dues must be paid no later than January 15. Dues paid after March 31 will be prorated on a quarterly basis.
b. New members shall pay full annual dues if payment is made before March 31 and then prorated on a quarterly basis.
SECTION 5. SUSPENSION AND REVOCATION OF MEMBERSHIPS.
a. Revocation of membership, other than the automatic revocation for non­payment of dues noted above, shall be effected only by a majority vote of the Board. Such revocation action shall be only for cause and only after due notice and an opportunity for the member involved to be heard before a meeting of the board.
b. Suspension of membership shall be effected only by a majority action of the Board and such action shall be only for cause. In the event of the suspension of a member, the suspension shall be effective immediately upon due notification of the member. Upon notification of his suspension, the member may request an appearance before the Board to support a plea for reinstatement to full membership, or submit a written plea for reinstatement if unable, or unwilling to appear personally.
(1) If a vacation of the suspension does not occur within two months, the suspension shall be considered as a permanent revocation of membership without further action by the Board.
(2) When a suspension has been ordered, regardless of appeal action in progress, the suspension remains effective until vacation of the suspension, or the permanent revocation of membership has occurred.
(3) The Board may direct a suspension for a specified period of time. When this period has expired, the membership is automatically restored to full privileges to which otherwise entitled.
c. Refunds. In the event a suspension or revocation of membership occurs, membership dues previously paid shall not be refunded.
SECTION 6. CAUSES FOR SUSPENSION OR REVOCATION OF MEMBERSHIP
A membership may be suspended, or revoked for any of the following reasons:
a. At the request of the member.
b. Failure to pay dues on time.
c. A Serious violation of a Club rule, or for repeated violation of any Club rules.
d. Conduct reflecting unfavorably upon the Club, or using the name or influence of the Club without proper authority or for any personal gain or advantage.
e. Activities detrimental to the Club.
f. Gross un-sportsmanlike conduct, or gross disregard of the rights and privileges of other members of the Club.
SECTION 7. REINSTATEMENT OF A MEMBER.
If a suspension or revocation of membership occurs, the previous member may be reinstated only by Board action. This reinstatement will be conditional upon the payment of the appropriate dues.
ARTICLE III. DUES, FEES AND DEBTS SECTION1. DUES, FEES AND ASSESSMENTS.
a. The amount of dues and fees shall be such as may be prescribed by the Board from time to time. Dues are payable annually by January 1. The previous year’s membership will be honored through

b. Special Assessments shall be made only with the approval of a simple majority of the membership voting for such an assessment.
SECTION 2. EXPENDITURES.
All monies received shall be used only for administrative expenditures and clubhouse and court maintenance purposes and activities related to improvements including the building of a clubhouse or courts. No part of the dues, fees, or assessments of the Club shall be used for direct aid to any person or group, nor shall any member or non-member, directly or indirectly, profit from any transaction of the club unless it be shown that said profit is the result of fair and equitable bidding procedures as set by the Board of Directors. Consideration may be given to the support of other non-profit organizations and causes.
SECTION 3. DEBTS.
a. No member or committee shall have the power or the authority to raise funds in the name of the Club as dues ore otherwise, except such power is specifically authorized by the Board.
b. Capital expenditures or indebtedness over $3000, except for maintenance purposes, shall be submitted to the general membership for an approval of a majority of those in attendance (at a meeting.) Advance notice of such a consideration must be sent to the club membership at least ten (10) days prior to such a meeting.
ARTICLE IV. BOARD OF DIRECTORS AND CLUB FUNCTIONS
SECTION 1. COMPOSITION OF THE BOARD
The Board shall consist of a minimum of seven (7) members, who hold Family,Adult, Junior (only if 16 years of age), or Senior membership in the Club and shall include a President, Vice-President, Recording Chairperson (Secretary), Treasurer, and three (3) non-officer members. The three non-officer positions shall be determined by the Board of directors each year. The Standley Park Director shall be ex-officio members but will not be eligible to vote or hold office.
SECTION 2. ELECTIONS.
a. Board members shall be elected annually from among and by the membership. All eligible members desiring to be considered for any of the Board offices shall volunteer their names and specify the position sought to the Recording Chairperson by October 1 each year.
b. The Board shall appoint a Nominating Committee to consist of not fewer than 5 Board and non-board members. The Vice-President shall chair such a committee and submit recommendations to the board at the regular October meeting of the Board. The election shall be by written ballot at the November General membership meeting.
c. Each voter will have 1 vote for each office and each family unit shall have only two votes. Individual junior members may vote if at least 16 years of age.
d. The Chair of the Nominating Committee and two volunteer non-members of that committee will count the ballots before the end of the November General Meeting and announce the results prior to adjournment. Results of the election will also be posted on the bulletin board in the Clubhouse/Pro Shop.
SECTION 3. RECORDING ELECTION RESULTS.
a. The Recording Chairperson shall enter the results of any election in the minutes and notify the newly elected members of the Board that their office shall commence on January 1.
b. There shall be a joint meeting of the current and newly elected Board in December each year.
SECTION 4. SPECIAL ELECTIONS.
Special elections shall be held if requested by a written petition of at least 25% of the eligible voting membership of the Club. Such a petition may request either the recall of a particular Board member or amendment of the By-laws.
The Board of Directors itself may also call a special election to amend the By-laws.
A majority vote of the votes cast will be required for a successful recall of a Board member. A change to any by-law of the Club requires a two-thirds majority of votes cast. If a petition seeking recall or an amendment of the by-laws is received, the Membershipchairperson shall verify the signatures thereon, and if an adequate number appear, notify the President who shall call a special election. The election date is to be no later than 30 days nor earlier than 15 days from the date that the petition is officially submitted to theBoard.
SECTION 5. TERM OF OFFICE.
The term of office of each regularly elected member shall run from January 1 through December 31.
SECTION 6. AUTHORITY OF THE BOARD.
The Board of directors is responsible for the activities of the Club. This authority shall include, but not be limited to, jurisdiction over the following:
a. The determination and collection of all dues, fees and assessments. Any assessment of the membership must have the approval of the majority of the Club membership voting at a special or regular meeting of the membership.
b. The expenditure of funds.
c. The use and management of Club facilities and equipment.
d. Suspension and revocation of memberships, and the issuance written or verbal warnings to any member.
e. Contracting and terminating Club Pros, Tennis Instructors, Clubhouse Manager and other personnel as may be required for the operation of the Club.
f. Enter into consultations and negotiations with the City Council, City Park and Recreation authorities and any other regulatory agency.
g. Negotiate with contractors, builders, architects and other authorities in the planning, construction and operation of the Clubhouse or new courts and facilities.
h. The board has the authority to pursue any lawful activity in furtherance of the purpose set forth in Article I, Section 2, herein above.
SECTION 7. BOARD VACANCIES.
a. A Board member may resign by the submission of an appropriate request to the Board.
b. A Board member shall be deemed to have resigned as a member if he fails to attend three consecutive meetings of the Board, without having communicated to the Board in advance good cause for such absences.
c. A vacancy in the Board, or any office thereof, will be filled by appointment concurred in by at least 6 members of the Board.
ARTICLE V. CLUB OFFICERS
SECTION 1. PRESIDENT
a. The President shall preside at all meetings and preserve such decorum as will facilitate the business of the meeting. He may vote on all matters before the Board for consideration.
b. He shall enforce the provisions of the By-laws. He shall decide all questions of procedure with respect to Board meetings, subject to being overruled by the affirmative vote of at least 6 other Board members.
c. He shall appoint all committees or chairmanships not otherwise provided for in the By-laws.
d. He shall call all special meetings of the Board and of the membership where required by these By-laws to do so.
e. With the approval of the majority of the board members, he shall appoint the regular standing committees as hereinafter provided.
f. He shall be the representative at the University City Town Council meetings, or at any other such forums. If he is not able to personally attend such a meeting, he may designate a representative to attend in lieu of his personal appearance.
g. He is an ex-officio member of all committees, except a Nominating Committee.
SECTION 2. VICE PRESIDENT.
It is the duty of the Vice President to exercise all the functions of the office of the President during the absence or disability of the President. He shall perform such other duties as may, from time to time, be assigned by the President.
He shall be in charge of the arrangements for the general membership meetings.
The Vice President shall also chair the Nominating Committee for the election of new officers and present the slate at the November General Meeting.
 
SECTION 3. RECORDING CHAIRPERSON
The Recording Chairperson shall be responsible for maintaining the files, giving notice of and keeping the minutes of the meetings. He shall perform such other duties as may, from time to time, be assigned by the President.
SECTION 4. TREASURER
a. The Treasurer shall account for all club funds including monies from the Pro Shop, and shall deposit all sums in a depository selected by him and approved by theBoard. He shall keep a true and accurate account of the financial condition of the Club.
b. He shall co-sign with the President or Vice President all checks, drafts, notes and orders for the payment of monies as approved by the Board. In the event the treasurer for any reason is unavailable to co-sign, the President and Vice President may co-sign and advise the Treasurer of such action.
c. He shall submit and distribute a written report to all members of the Board at each meeting summarizing the status of the Club financial state including all income and disbursements made since the last Board meeting. One copy of this report is to be available to any club member in the Clubhouse from the Clubhouse Manager. The Recreation Department of the City of San Diego, and the University City Town Council, should also receive a copy of these reports.
d. He shall serve with bond paid for by the Club.
e. He shall present to the members of the Board at their November meeting and to the general membership at the November General meeting, the results of an independent audit of the Club’s financial position. Such an audit shall be at the expense of the Cluband certified by a proper authority.
ARTICLE VI. REGULAR BOARD MEETINGS
SECTION 1. TIME AND PLACE.
a. Board meetings shall be held no fewer than once per quarter and in December on a specified day and at a specified place, for the purpose of transacting such businessas may come before the Board. The date and place for the subsequent meeting normally shall be announced at the conclusion of each quarterly meeting.
b. Special Board meetings may be called from time to time by the President. Voting by telephone shall not be valid.
c. Special Board meetings must be called by the President upon written request of 25% of the Board members. Written notice, stating the place, day, hour and purpose of any such meeting shall be delivered either personally or by mail to each Board member not less than five, nor more than thirty days prior to the day of such meeting.
SECTION 2. ATTENDANCE.
a. Any Board member may invite any person to these meetings for the purpose of providing beneficial information to the Board.
b. Any member of the Club may attend these meetings, but may not vote and may not voice his opinion on any issue unless he is recognized by the chair.
c. If desire, the President, or Board member conducting the meeting, may declare an executive session of the Board, and at such a time only Board members will be present, except that specified persons may be requested to be present.
SECTION 3. ORDER OF BUSINESS.
a. Reading and approval of minutes of the previous meeting.
b. Reports of Officers and Committees.
c. Financial Reports.
d. Old Business.
e. New Business.
f. Adjournment.
SECTION 4. QUORUM.
A quorum for the transaction of business by the Board shall be four (4) members. In the event that only four members are present, no decisions effecting the expenditures of money are valid unless agreed upon by a unanimous vote. All actions of the Boardshall require the affirmative vote of at least four (4) members.
SECTION 5. MOTIONS AND VOTING.
The President may entertain a motion from any Board member to bring a question to the floor. Each of the Board positions shall have one (1) vote. There shall be no proxy voting. Telephone votes by the Board shall not be valid.
SECTION 6. CONTESTING BOARD DECISIONS.
A decision by the Board may be contested by a petition signed by at least 25% of the members. On a receipt of such a petition, the Board will meet in special session at the earliest practical time to reconsider the issue(s) raised by the petition. If the Board believes that the original decision was not fully justified, it may amend its previous decision by adopting an appropriate motion; otherwise the original decision will stand as passed.
SECTION 7. AUDIT.
If desired by the Board, or requested by a petition signed by at least 25% of the members, a special audit of the books and records relating to all finances shall be conducted. An official audit is required for the November General Meeting and shall be conducted by an accountant trained for this purpose, as would be used for a special audit.
SECTION 8. FILES AND RECORDS.
a. The Club files and records shall be made available, upon approval of the Board, to any member desiring to see them at a time convenient to the Membership Chairperson, the Recording Chairperson and/or the Treasurer, but within a reasonable time.
b. Minutes and financial records shall be kept for at least five (5) years.
ARTICLE VII. GENERAL MEMBERSHIP MEETINGS
SECTION 1. REGULARLY SCHEDULED GENERAL MEMBERSHIP MEETINGS.
a. A General Membership Meeting shall normally be held in November. Notice of time and place of the meeting shall be sent to the members at least 15 days prior to the scheduled meetings.
b. The General Membership Meeting is a combined pleasure and business session held for the purpose of fostering social intermingling among members, to providea forum for public discussion of business matters, and to afford an opportunity for the members to express their desires to the Board of Directors. Club officers are to be elected at the November General Meeting.
SECTION 2. ORDER OF BUSINESS FOR THE GENERAL MEETING.
a. Meeting called to order.
b. Special Reports.
c. Financial Reports, including an audit of the Club’s financial status at the November General Membership Meeting, to be presented by the Treasurer.
d. General discussions.
e. Adjournment.
SECTION 3. SPECIAL SESSIONS.
A special membership meeting shall also be called at the request of the Board or upon written request of 25% of the members. If practical, this meeting shall be held within 30 days thereafter; the date, time, place and issues to be discussed being announced in writing 15 days in advance of the meeting. Only those issues announced will be brought up for discussion.
SECTION 4. RULES APPLICABLE TO GENERAL MEMBERSHIP MEETINGS.
a. Robert’s Rules of Order shall apply to all general meetings of the Club.
b. Any member may invite one or more guests; however, such guests may neither participate in any discussions, unless specifically recognized by the Chair, nor vote on any measure before the membership of the Club.
ARTICLE VIII. COMMITTEES
SECTION 1. DESIGNATED COMMITTEES
a. The Club may have one or more Standing or Ad Hoc Committees as deemed necessary by the Board .
b. Each such committee shall consist of a Chairperson and such other members as may be deemed advisable. Committees should be appointed on a calendar year, or Ad Hoc basis as desired by the Board.
ARTICLE IX. MISCELLANEOUS
SECTION 1. BY-LAW REVISIONS AND AMENDMENTS.
a. These By-laws may be revised, or amended, upon the affirmative vote of two-­thirds majority of votes cast at a special election called pursuant to Article IV, Section 4, or at a General Membership meeting.
b. Revisions, or amendments, may be originated by the Board, or by any member who submits his proposal to the Board endorsed by at least 25% of the members.
SECTION 2. GENDER
Any reference in these By-laws to the masculine gender shall also include the feminine gender and vice-versa.

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