2025 AMENDED BYLAWS

 

The Seminole Lakes Tennis & Pickleball Club (herein referred to as the Club) is a member-driven organization, owned by the Seminole Lakes Country Club. The Seminole Lakes Tennis Board of Directors (herein after referred to as the Board) is responsible for managing the Club on a strictly volunteer basis.

ARTICLE 1 - MISSION STATEMENT

 

The Club has been established to promote and facilitate the playing of tennis and pickleball among the members of the Club and encourage both competitive and recreational play in a friendly, cooperative, and congenial atmosphere.

 

ARTICLE 2 - BOARD OF DIRECTORS

 

The Board consists of a maximum of 12 members. There shall be three (3) classifications of Directors: Elected, Representatives, and Honorary.

 

1. Elected Directors: are elected by the current membership during an Annual General Meeting held before April 15 of each year. Newly elected Directors are chosen to serve a single (3) three-year term to allow continuity within the Board. Members may be elected to a second term followed by a (1) one-year separation from the Board. Immediately following the election of the Annual General Meeting, the Directors shall elect a President, Vice President, Treasurer, and Secretary. The Other directors shall be appointed by the President to Chair the following positions Membership Chair, Web Master, Tennis Coordinator, Social Events Chair, Rules Chair, and Court Maintenance Chair. Any non-full year member serving on the Board would continue their position while their membership is inactive.

 

2. Representatives: Two (2) additional Directors shall be appointed by the President to include a USTA and a Seminole Lakes Pickleball Representative.

 

3.Honorary Member.  Directors shall include Tennis Club Charter Member with approval of the Club owner.

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ARTICLE 3 – DUTIES OF OFFICERS AND DIRECTORS

 

1. President: Responsible for calling and presiding over all meetings of the Club. The President is responsible for submitting a complete agenda to all board members one week prior to the Board Meeting and posting a finalized copy on the website at least 3 days before the meeting date. The President is to act as spokesperson for the Club to all outside organizations and persons. The President is also an ex-officio member on all Committees.

 

2. Vice-President: Accepts all responsibilities of the President in the absence of the President and assists the President in any duties requested by the President. This position can be temporarily assigned in the event, that the elected President and Vice-President are not available for a known period. 

 

3. Treasurer: Responsible for the collection and banking of Club monies, as well as disbursement of funds as voted upon by the Board. The Treasurer will present a fiscal year financial statement at the Annual General Membership Meeting. The Treasure is also responsible for turning into the Owner any expenditure that requires reimbursement by the Owner.

 

4. Secretary: Responsible for recording the minutes during meetings and correspondence of the club. The Secretary is also responsible for submitting a draft of the minutes to all Board members within one week following a meeting and posting a finalized copy on the website once corrections have been made. The Secretary has the authority to act as the spokesperson of the tennis club by club e-mail or printed letter. The Secretary shall manage the Club’s email system. The Secretary shall solicit and retain all signed Authorization to Release Information and Membership forms from the Membership Chair. 

5. Membership Chair: Responsible for sending out the notices for membership dues and matters pertaining to such, for the collection of membership dues and forwarding the payments to the Owner of the courts. The Membership Chair is also responsible for notifying the Board of the different types of memberships offered by the Owner and providing the Board with a current membership list and expiry dates. In addition, the Membership Chair is required to turn in the signed Authorization to Release Information and Membership forms to the Secretary for the Club’s database. The Membership Chair has the authority to set up membership drives and welcoming events in coordination with the Social Events Chair.

6. Webmaster: Responsible for managing the Club Website, training and providing technical support. The Webmaster has the authority to set up Administration Teams to handle the specifics of court reservations and events scheduling for all Board sanctioned Club events beginning on November 1st.

 

7. Social Events Chair:  Responsible for the organization of all social events.

 

8. Court Maintenance Chair: Responsible for supervising the maintenance of the courts within the fenced areas of the five courts in Seminole Lakes Country Club as well as the pro hut/restroom and spectator areas. The Court Maintenance Chair’s scope of responsibility includes surface conditions, attachments, and aesthetics. Court Maintenance Chair has the authority to set up Work Teams to handle maintenance issues not handled by the Owner. Court Maintenance Chair is responsible for reporting major issues to the court Owner, their representative, and all paid maintenance personnel as appropriate, discussing issues relating to court maintenance should be discussed at the Board Meetings. Additional responsibilities of the courts are held by the Owner. A detailed listing of maintenance required will be kept in the pro hut including those which are the responsibility of the Owner for easy access.

 

9. Tennis Coordinator: Keeps the Website Calendar current with court times for League Play, Team Practices, weekly Intraclub Events, Board Meetings, and member requests for open times within a 10-day window.

 

10. Rules Committee Chair: Responsible for chairing a standing committee that will oversee the observance of all Bylaws and Rules of the Seminole Lakes Tennis & Pickleball Club. Working with the Board, the Rules Committee will review and investigate all violations of court rules presented to them by the Board or Club members and to act as appropriate.

 

11. Other Committees: May be appointed by the President, subject to the approval of the Board of Directors.

 

ARTICLE 4 - ELECTION OF OFFICERS AND DIRECTOR APPOINTMENTS

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1. Terms. The elected term on the Board is three years.  Every year, members wishing to serve are elected to a rotating three (3) year term.  An Honorary Member of the Board has a lifetime term if the member is interested in serving on the Board and does not have to be a paid member of the Club as determined by the Owner of the Club.

                                                         

2. Eligibility. Any Club member in good standing who is at least a six-month member is eligible for election to the Board.

 

3. Candidacy.  Any eligible Club member may submit their candidacy for the Board by notifying the President in a written statement via e-mail or printed letter or by Notice of Intent at least 30 days prior to the Annual General Membership Meeting. If the total number of Board candidates exceed the number of open positions, then a formal vote will be taken either by secret ballot, email proxy, or personal appearance at the Annual General Membership Meeting. The current Secretary will send out a notification for the election and accept email proxies for voting if necessary. The President will assign a member of good standing to tally the votes.

 

4. Officers.  Each shall hold office for a term of one (1) year unless that person shall sooner resign or shall be removed or otherwise disqualified to serve. To serve as an officer on the Board an individual must have served as a Board member for at least one (1) year. Officers will be elected by a majority vote of the Board of Directors.  No officer shall simultaneously hold more than one of any of the officer positions.  An officer may also fill a Chair position as approved by the Board of Directors.

 

5. Board Committees. Chairs will be appointed by the President for a one-year term. Sub Committees can be appointed by the respective Chairs, to include members not on the Board.

 

6. Resignation and Removal. Any Board member may be removed by the Board at any time with or without cause. Any member may resign at any time by giving written notice to the Board, the President, or the Secretary. Such resignation shall take effect on the date of receipt of such notice or at any later time specified therein, and unless otherwise specified, the acceptance of such resignation shall not be necessary to make it effective.

 

7. Vacancies. May be filled by appointment by the Board. The appointee to such vacancy shall serve until the next Annual General Membership Meeting.

 

ARTICLE 5 – BOARD MEETINGS

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1. Board Meetings. Regularly scheduled at 3 pm on the first Tuesday of each month. All officers and directors are expected to submit agenda items to the President at least one week prior to each meeting. Typically, meetings in November through May are held at the Seminole Lakes Country Club. The Secretary is responsible for sending out a reminder to the Board members of the date, time, and place of the meeting.​ Club Board Meetings may be held virtually through conference calling, video conferencing, or other online platforms. A quorum is necessary to be a valid meeting. Unless otherwise provided for in the Bylaws of this Club, all questions of procedure shall be governed by “Robert’s Rules of Order”.

2. AGM. The Annual General Membership Meeting is a special Open Meeting for all members where voting for new Board members is to take place.

 

3. Special Board Meetings. May be called by the President or majority of officers.

 

4. Quorum. Consisting of a simple majority of Board members to hold a valid meeting.

 

5. Agenda items. Any Club member can place an item on the agenda to be heard at a Board Meeting. That member must notify the President of the Board at least ten days prior to that meeting. That member must attend that meeting to present the item to be heard. Any matter requiring a decision at a Board Meeting will require the majority vote of members in attendance. On any matter requiring a vote the President will abstain from voting except in the case of a tie.

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ARTICLE 6 – EXTRAORDINARY EVENTS

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In the event of an extraordinary event, such as a pandemic, natural disaster, and any other event beyond the Board’s control, the Annual General Membership Meeting can be postponed to a future date agreed upon by the Board. The circumstances will authorize the Board to employ temporary (not-to-exceed one-year) exceptions to any-and-all directives stated in the Bylaws. Beyond the one-year time limit, the Bylaws will be formally updated by a committee appointed by the Board.

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ARTICLE 7 – AMENDMENTS

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1. Court Rules, General Guidelines, and Bylaws are to be determined by a committee of the Board assigned to review them.

 

2. Vote: The Board of Directors shall give 30-Day Notice (via email and a notice posted on the bulletin board) of such amendments to the general membership. The Amended documents will be brought forward at the Annual General Membership Meeting or a Special Meeting called for that purpose and voted upon by the general membership in attendance.

 

 

ARTICLE 8 – LEGAL

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1. Legal liability notwithstanding belongs to the Owner of the property, currently called Seminole Lakes Country Club.

2. Each Club member is responsible for the safety and conduct of themselves, their family members, and guests while at the court/facilities. Guests must be accompanied by a member and may be limited to the use of the facilities.

3. The Club assumes no liability for any personal injury, loss of property, or damage to property.

4. Fiscal Year as determined by the Owner of the property which is the calendar year. Seasonal year for tennis is from November 1 through October 31st of the following year. The seasonal year for Pickleball is from January 1 through December 31st of the same year.

 

ARTICLE 9 CLUB RESOURCES

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1. Club name, logo, banner, electronic equipment, supplies, etc. are the properties of the Club and therefore remain private. The use of these properties for non-Club activities without Board approval is not authorized and is in violation of the Club Rules.

 

2. The Club email list, roster, and website are the sole property of the Club and any unauthorized use or distribution is prohibited.

 

Bylaws Amended: 2016; 2018; 2021;3/18/2025