San Ramon Valley Tennis Club
By-Laws and Board of Director Descriptions
Amended 5/19/25
Purpose: Founded in 1968, the Club’s purpose is to organize and fund with membership dues women’s weekday league tennis teams; the East Bay Women's Tennis (EBWT) league and the FALL League/Diablo Valley and to play on reserved Town of Danville courts.
Goals: Support the play of women’s competitive weekday league tennis; display and promote courtesy, respect and good sportsmanship; build and support friendship on and off the courts.
Governing Rules: The club is not a legal non-profit, however, follows common parliamentary rules as indicated in Robert's Rules of Order and the processes outlined below.
Membership: Open to women who have the tennis skill to play competitive league tennis on weekday mornings. Members accepted as openings on teams allow and membership priority is given to residents of Danville. The Board has the discretion to approve Honorary Members recognizing their years of service to the Club.
Dues: Paid annually for a full membership; year runs May 1 to April 30; amount determined yearly by the Board. Honorary members are exempt from paying dues.
Board Meetings: Held monthly unless Board Members agree there is no need for a meeting. Fifty percent of the total number of Board Members are required for a quorum; a majority vote is required to pass a motion. Board members provide reports regarding their position. All club members are invited to attend Board meetings, but prior notice is required. Guest members may present comments during the New Business section of the agenda.
Board of Directors: The all-volunteer Board plans and directs actions that further the purpose of the Club and support its goals. All members are invited to participate in the management of the club and are invited to the monthly Board Meetings.
If a member is not currently on the Board and is interested in serving, they are welcome to join as a Member-at-Large.
As vacancies occur, they will be communicated to the Membership. Positions will be open to current Board Members, Members-at-large and the General Membership. Positions are filled through motion and vote by the current Board. Each Board Member gets one vote, regardless if they hold multiple board positions.
Board of Director Positions:
- President:
- Prepares the agenda and presides over monthly meetings. Prior to meetings, contacts Board Members to confirm attendance and ensure a quorum.
- In meetings, facilitates discussion, requests motions and votes and be familiar with Robert’s Rules of Order.
- Assures Board Members are fulfilling their duties and assists them when needed.
- Keeps Club records in good order.
- Acts as second signatory on Club financial account or assigns a second signatory, with Board approval.
- Represents the Club in interaction with the Town of Danville when requested by the Court Reservation Coordinator.
- Assigns Board members to Club committees, as needed.
- If unable to attend the Board Meeting, will assign an Acting President for that meeting.
- Secretary:
- Records the substance of discussion, motions and votes in a Minutes document and emails it to Board Members within a week of the meeting.
- Sends notes of condolence, support, and recognition on behalf of the Club.
- Treasurer:
- Maintains the financial accounts and records for the Club.
- Receives and deposits income of membership dues and any reimbursements to the Club bank account.
- Distributes payment for expense reimbursement.
- Reports all transactions monthly to the Board.
- Forms and chairs Budget Committee in January and submits their yearly budget to the Board in February.
- Serves on other Club committees as assigned.
- Membership Coordinator:
- Maintains a Master Club Database of all members and their associated teams as communicated by the League Coordinators.
- Creates Membership Directory, ensures it is kept current.
- Calculates the percentage of Danville members and Reports this percentage to the Board monthly to ensure the Club qualifies for Danville resident court reservation pricing.
- Sends updated Directory, when revised, to Communications Director to email to Members.
- Maintains New and Returning membership forms.
- In January, initiates and directs the Membership renewal process.
- In conjunction with League Coordinators, revises membership forms as necessary and presents forms to the Board at the February board meeting.
- Directs Communications to distribute Membership Renewal forms after the February board meeting.
- Collects returning member forms and fees (due April 1) and gives fees to the Treasurer as received.
- Reports returning membership totals to the Board at the April board meeting.
- When notified of new member openings, directs the Communication Coordinator to email Club Members that membership is now open to new members.
- Upon receipt of New Member Forms, refers them to League Coordinators to determine whether appropriate team openings exist.
- Emails decisions on joining to new members and directs them to complete their registration by sending in their membership fee and a signed Town of Danville waiver.
- Gives new member information to League Coordinators and Communications Coordinator.
- Instructs Members on how to roster themselves on Topdog at the beginning of each season.
- Keeps membership records in good order and keeps Communications Coordinator informed of any changes throughout the year.
- Serves on Club committees as assigned
- League Coordinators: (Three positions representing each level of our players) Work together to determine, given current membership, the appropriate level of teams to field.
- By April 1st of each year, create a Placement Committee, with one Coordinator acting as chair. The Placement Committee consists of League Coordinators, current captains and those members expressing an interest in captaining.
- Assess Members’ current level of play and place them on teams according to Club policies.
- Recruit captains for teams and facilitate team voting for captains, if necessary.
- Present rosters of returning members and Captains at the May Board meeting for approval and identify where recruiting of new members is needed.
- If needed, along with captains and Club members, recruit new members for appropriate level teams.
- Complete applications to the Leagues for each team to be formed, prior to all deadlines, and arranges with the Treasurer to pay all associated fees.
- When League schedules are published, work with all Captains, Court Reservations Coordinator and Master Calendar Coordinator on any match date and overlap player conflicts.
- Update the Captain Guidelines, provide training as necessary and guide and assist captains throughout the season.
- Provide team rosters to the Database Director for creation of Team lists.
- Maintain team rosters through the year and serve on other Club committees as assigned.
- Court Reservations Coordinator:
- Works with the Town of Danville and their reservation process toreserve courts for league matches.
- Pays fees for their use in collaboration with the Treasurer.
- Should be a Danville resident and are the only person to contact and represent the Club in interactions with the Town.
- Will request if other Board or Club members are needed in Town interactions.
- Works with the League Coordinators and Captains on any match date home court conflicts.
- Storage Container Coordinator:
- Checks the Club storage containers periodically and maintains and resupplies them, as necessary.
- Distributes and collects container keys from captains each season.
- Meets with captains each season to provide training.
- Serves on Club committees as assigned.
- Master Calendar Coordinator:
- Updates and maintains the Master Calendar on the club website with league match dates, Board Meetings, and club activities.
- Assists Court Reservations Coordinator with duties, as needed.
- Division Representative: (Two positions one each for the leagues in which we participate.)
- Represents the Club on the FALL and East Bay Women’s Tennis (EBWT) league Boards.
- Reports to the Board on league happenings, registration deadlines, solicits Club input on league issues, and brings our club input to the leagues.
- Communications Coordinator:
- Executes email communications to the Membership as requested by the Board.
- Maintains club email address, responds to inquiries in a timely and appropriate manner and forwards communication to other Board members appropriately.
- Sends Board meeting dates to all members monthly.
- Distributes membership renewal forms, Membership Directory and other Club announcements as requested.
- Maintains information on the Club website. Serves on Club committees as assigned.
- Members-at-large:
- Members interested in serving on the Board to learn Board activities, gain exposure and identify which position they would like to fill. A member-at-large may serve for up to two years before stepping into another board position.
- Serve on committees when requested.
NOTE: team captains are also volunteers, but they are not board members unless they hold an additional position.
If you would like to contact us, please email
srvtennisclub2@gmail.com
