PROMOTING TENNIS IN THE BLACK HILLS
A USTA COMMUNITY TENNIS ASSOCIATION
BLACK HILLS TENNIS ASSOCIATION
Article I: Name
Section 1. The name of this organization shall be the Black Hills Tennis Association
Article II: Objectives
Section 1: To promote the sport of tennis within and around the City of Rapid City.
Section 2: To encourage fair play, athletic ability, lifelong interest in fitness and health, and respect for the sport of tennis.
Section 3: To teach players the fundamentals of the game of tennis and to provide opportunities to engage in the sport recreationally, socially and competitively.
Section 4: To model and instill sportsmanship, honesty, the acceptance of defeat, the willingness to improve, and graciousness in victory.
Section 5: To cooperate with the United States Tennis Association and other associations in the pursuit of these objectives.
Article III: Structure/Membership
Section I: The BHTA will be a democratic, non-profit organization with an Executive Board consisting of no less than four and no more than fifteen members.
The Executive Board (also called the Board of Directors) will consist of the President, Vice-President, Treasurer, Secretary, and up to eleven additional voting board members.
The President, Vice-President, Treasurer, and Secretary will collectively be known as the Executive Board Officers.
Article IV: The Executive Board and Board of Directors
Section 1: Elections: Board members shall be elected by the end of November every year, as needed, or on other such date as may be designated by the Executive Board.
Elections shall be by secret ballot, voice vote or by e-mail, as determined by the Executive Board at the time of the election.
Candidates for nomination to the Board of Directors must receive a majority of votes from the BHTA membership who choose to vote, and shall be declared elected if they receive such majority.
Each Board Member shall hold office from December 1st of the year of election until November 30th of the second year of their term, unless prior to that time he or she resigns or is removed from office.
Section 2: Quorum: Forty-percent of current Executive Board Members present shall constitute a quorum for all association meetings at which any official business can be conducted. If a quorum is not present at any meeting of the Executive Board, a majority of those present may adjourn the meeting.
Section 3: Voting: Except as otherwise provided by law, the Articles of Incorporation, or Bylaws of the Corporation, the affirmative vote of a majority of the directors at any meeting in which a quorum is present shall decide any question brought before the meeting. If a quorum is not met, voting can be done by proxy, as per Article 4, Section 6.
Section 4: Vacancies: Vacancies among directors, and newly-created directorships, shall be filled by vote of the Executive Board. A director so elected shall hold office until the November meeting of the Executive Board and until his successor is duly elected and qualified.
Section 5: Regular Meetings: The Board shall meet a minimum of four times each year. Each Board Member is expected to attend at least three meetings per year. Failure to do so can result in forfeiting his/her position on the Board.
An agenda shall be sent to the Board at least one week prior to the meeting.
Section 6: Special Meetings: Special meetings of the Executive Board shall be held at such time and place as determined by the Board, or as called by the President or by a majority of the directors then in office. Such notice shall be given by the Secretary via e-mail as soon as practically possible.
Section 7: Informal Action/Proxy Voting: Any action normally required to be taken at a meeting of the Executive Board may be taken without a meeting if a majority of the Board agrees to the action through e-mail voting.
ARTICLE V: Special Committees
Section 1: The Board of Directors may from time to time designate and appoint one or more special committees with such powers and duties as the Board of Directors may determine. At least one member of each such committee shall be a member of the Board of Directors. This member will report to the Board during Board meetings about the activities of the committee. Such committees may have as advisors, individuals who are not directors, officers, or employees of the Corporation.
ARTICLE VI: Executive Board Officers
Section 1: Election and Term of Office: The officers of the Corporation shall be elected annually by the Board of Directors at the November meeting. Each officer shall hold office for one year, with no term limitations.
Section 2: President. The President shall preside over meetings of the Board of Directors, and be the administrator and organizer for the BHTA.
Section 3: Vice President: The Vice-President shall preside over meetings of the Board of Directors when the President is absent, and shall have the duties of the President should the President be unable, for whatever reason, to perform them.
Section 4: Secretary: It shall be the duty of the secretary to prepare, maintain, and disburse all correspondence required for efficient operation of the organization. The secretary will take notes of all meetings, present the minutes for approval at the next meeting, and take attendance at all meetings. In the absence of the Secretary, the President may appoint an Assistant Secretary to act temporarily in his/her place.
Section 5: Treasurer: The treasurer will handle all financial matters of the BHTA. The treasurer will deposit all moneys received by the organization in a bank designated by the Executive Board. Payment of bills will be approved and ordered by the Executive Board using the approved bank account(s). The treasurer will maintain auditable records and report all receipts and disbursements for the month at each regular organizational meeting. The Treasurer will turn over all organization correspondence and property to his/her successor.
ARTICLE VII. Duties of the Executive Board Members
Section 1. Powers: The Executive Board shall have the power, and it shall be its duty, to have general supervision of the organization and its book, accounts, moneys, programs, and activities.
Section 2. Protests: The Executive Board shall settle all protests. Complaints and disputes will be submitted to the Executive Board in written form. The Executive Board shall settle such complaints and disputes directly with the complainant. The Executive Board’s decision will be final and binding.
Section 4. Removal: The Executive Board Members may remove, by a majority vote, any officer, board members, or employee who is not performing his/her duties, or when such removal is in the best interests of the Corporation.
Section 5. Resignations: Any director or officer of the Corporation may resign at any given time by giving written notice to the Board of Directors, the President, or the Secretary. Any such resignation shall take effect at the date of the receipt of such notice or at any later time specified therein. The acceptance of such resignation shall not be necessary to make it effective.
Section 6. Filling Vacancies: In the event of a vacancy arising any time in the above offices, or in the Board itself, the Executive Board Members shall have the power to fill the vacancy by appointment. Appointment requires a majority vote of the Executive Board Members. Said appointment shall run until the next annual election.