SWCPTC Board of Directors
The Club’s executive body is composed of fifteen Directors, who receive no remuneration other than the waiving of their membership fees. They are elected each fall by the members at the Annual General Meeting.
The President provides leadership to the Club and the Club’s Executive. Specific functions are chairing meetings of the Executive and managing other volunteers and paid staff. This person is also usually responsible for external relations such as dealing with the local municipality and the hiring of whatever staff positions the Club may have. The President should also be involved with all policy and major business decisions of the Club and work with the Treasurer in the overall financial management.
Strong leadership, the ability to make decisions, communication and management skills, including volunteer management and the ability to delegate, as well as a strong knowledge of, and experience with, the operations and function of the Club and a good knowledge of tennis are the qualities which tend to lead to success in this position.
The Vice-President is the Executive member who most frequently does not have a specific function. This is often the person who has been identified as the successor to the current President. As such this person is required to fill in for the President when that person is not available. This would include chairing meetings and any other jobs that are usually assigned to the President. He/She should also be involved in policy and management decisions.
This individual is to act as the liaison with outside school groups who are interested in renting out the courts. He/she should also be responsible for updating the Head Pro contract (in conjunction with the President). Finally, the Vice-President will work together with the Junior Director to help determine the best candidates for lesson sponsorship.
The Treasurer, in conjunction with other senior members of the Executive, is responsible for the financial affairs of the Club. However, the Treasurer has the ultimate responsibility for ensuring that proper accounting and control procedures are in place so that all of the Club’s funds are properly accounted for. This means taking responsibility for the orderly receipt, recording, and depositing of funds as well as the orderly payment of obligations and the recording of all cash disbursements.
The Treasurer should also prepare regular financial reports for the organization so that all members of the Club have an understanding of the Club’s annual operating and capital budgets. Knowledge of accounting and finance principles and procedures would be helpful.
The Secretary’s primary function is recording, preparing, and circulating the minutes of Executive and general meetings of the Club. These minutes are important to ensure that ALL DECISIONS made at these meetings are PROPERLY recorded for future reference. This person is often given the responsibility of preparing external correspondence on behalf of the Club (including club insurance and annual permit renewal). The Secretary should also keep a list of those members who will receive some sort of volunteer recognition at year end. As with the President and Vice-President, the Secretary is one of the senior members of the Executive.
This individual is responsible for the hiring and supervising of our Clubhouse monitors, contracting outside services for repairs, cleaning, opening and closing, as well as maintaining supplies such as paper products, cleaning materials and food. The Clubhouse Director also oversees the Club Manager in running the House League and Singles Challenge Ladder.
This person is responsible for gathering content from other directors in order to write and distribute the Club news bulletins. In addition, the Communications Director maintains the members email distribution directory, develops the Club information brochure and manages incoming emails from the info email address. This individual should work closely with the Website Director to ensure that news bulletins are consistent with the website information.
Skills required for this position include: strong writing and editorial skills, organizational and detail-oriented abilities, computer literacy, digital and paper publishing layout and design.
This person takes responsibility for the general upkeep and maintenance of the courts. This usually includes organizing the annual putting-up and taking-down of nets and windscreens, minor repair of Club facilities and/or equipment and dealing with local contractors for jobs that are large or require specific expertise.
Junior Program Director
The Junior Director is responsible for ensuring that a junior program is in place at the Club and that it is functioning properly. As well, s/he should serve as an advocate for junior needs and concerns at the Executive level. Suggested programming which the Director should consider having in place would include lessons and camps, house leagues, ladders, inter-club leagues and tournaments, as well as junior social activities. A strong interest in and commitment to working with young people might be the most important quality to look for in a Junior Program Director.
This person is responsible for managing the functions of registering members for the Club and ensuring that membership targets are met. This is both a marketing position as well as an administrative one. It includes ensuring that membership registration forms and required materials are prepared and circulated to existing members as well as to those making fresh inquiries. This person would also receive all registrations and ensure that the Club’s membership database is properly updated and accurate (computer literacy is required).
Two people are responsible for organizing recreational/social events at the Club. Depending on the interest of the members, these may be among the busiest positions on the Executive. Typically, these Directors work in conjunction with other members of the Executive with respect to planning an event, preparing promotional information, and specific event delivery. Social Directors should try their best to form a committee at the beginning of the season in order to best deliver the number of events that are planned throughout the year.
These people need to be well organized, attentive to details, financially responsible, and creative. Individuals who really enjoy organizing and hosting functions would do well in this position.
At the beginning of the year, the duties of the Teams Director will include registering the teams within their respective leagues, booking and running the tryouts, organizing the teams’ rosters, captains and schedules, and generally ensuring that the teams’ season runs smoothly. It is beneficial for this individual to be familiar with District and Intercounty league play.
During the season, the Tournament Director is responsible for promoting, organizing, and ensuring smooth operation of all club tournaments. The Director may work with the Club House Manager to develop the structure, guidelines, and rules for each event or program. Subsequently, the Director will oversee the Club House Manager and attendants as they implement the tournament programs as per the guidelines. As well, the Director ensures prizes and awards are given to event winners and finalists. This individuals should have sufficient knowledge of tournaments, as well as good organizational and interpersonal skills.
This person is responsible for programming and maintaining the website. Duties include gathering content from other directors, and then writing, organizing and programming the information to ensure the website is up-to-date with key milestones for club events (includes registration links and images). This individual should work closely with the Communications Director to ensure the web information is consistent with the news bulletins that are distributed to the membership. As well, the Web Director manages all website/email administration for the other directors. This person also liaises with the host provider to maintain website integrity and engages and manages programming consultants as necessary.
Skills required for this position include: strong writing and editorial skills, organizational and detail-oriented abilities, computer literacy, web publishing and layout, and HTML programming (knowledge of PHP programming is an asset).