Article I — Name
The Corporation shall be known as Longmont Tennis Association (LTA), Incorporated; hereinafter referred to as the Association.
Article II — Purpose
The purpose of the organization will be as follows:
1. To promote tennis for local players in the community.
2. To assist in the support and maintenance of existing tennis facilities and promote new facilities in the local area.
3. To keep local players informed of events and activities that encourage the sport of tennis.
4. To support and sponsor local programs that promote the sport of tennis for all ages.
5. To organize LTA teams to participate in USTA, CTA and LTA sponsored tennis leagues.
6. To organize tennis socials and drop-ins.
7. To organize sanctioned and non-sanctioned tournaments.
8. To organize and manage round robins.
Article III — Membership
The Association shall be made up of members. Annual membership dues shall be due prior to the beginning of the outdoor tennis season as prescribed by the Board of Directors. Any individual, upon payment of the LTA dues, shall be admitted to membership upon a showing of willingness and readiness to abide by the LTA by-laws. Behavior unbecoming a member shall be grounds for termination of their membership by two-thirds majority of the Board of Directors.
Members of record shall be those individuals who are current on dues to the LTA. Only members of record will be able to vote and participate in LTA member activities. A quorum of members shall be defined as the members of record and in attendance at given meeting.
Article IV — Board of Directors
The Board of Directors shall be comprised of not less than six (6) and no more than twelve (12) individuals. The Board will consist of the Officers and a minimum of three (3) and maximum of nine (9) Members-at-Large. One person will be allowed to fill both positions of Secretary and Treasurer in the event of lack of volunteers. The Board of Directors shall conduct and manage and control the business affairs of the Association.
The by-laws may be amended, adopted, repealed or new by-laws adopted by an affirmative vote of 2/3 of the members present at any general or special meeting of the membership.
1. Terms of the members of the Board of Directors shall be two years or until a successor is elected by a general
vote of the membership. Persons elected by a majority of the remaining Board of Directors will fill vacancies within
the Board of Directors created by resignation, etc. Terms of the Board of Directors shall overlap so that a complete
new board is not elected each year. An election for President and Vice-President will be held in different years.
No more than five (5) Members at Large can be elected in any one-year.
2. Members of the Board of Directors need to be members in good standing.
3. Absence of three consecutive board meetings without notification, deemed appropriate by the Board of Directors,
may result in a vote by the remaining Board of Directors determining membership status on the Board of Directors.
Two thirds of the Board of Directors present at the meeting is required to call membership status to vote.
4. A LTA officer or Member-at-Large may be removed from office through a 2/3rds vote of the full Board of Directors.
Vacancies due to either removal or resignation may be filled by appointment of the Board, at the Board’s discretion.
5. Annual Report: The Vice President, Secretary, and Treasurer of the Board of Directors will compile and publish an
annual report for the general membership. This annual report is due at the time of the annual meeting or by
March 31, whichever comes first. Minimally, the annual report shall include a description of major activities the
board deliberated and voted on, summary financial statements and activities for the upcoming year. Any financial
deficit for the past year must be fully explained.
6. The Board of Directors will appoint the positions of Secretary and Treasurer.
7. The Board of Directors shall determine the charge for annual membership dues.
8. The Board shall select and appoint committees and instruct them in their specific duties.
9. The Board cannot overturn a vote of the membership.
Article V — Officers and Members at Large
The Officers of the Corporation shall be comprised of the President, a Vice President, a Secretary and a Treasurer. The duties of these offices shall be those usually associated with such titles in nonprofit organizations. More specifically, the duties shall include but not limited to the following:
President: The President, elected by the general membership, shall; preside at all meetings of the Board of Directors and inform the members of the Board of Directors as to those issues the president deems appropriate; answer questions that members of the Board deem appropriate; sign instruments of the Association on its behalf; act as the managing officer of the Association and have all power of the chief executive of the Association as may be, from time to time, authorized or required by the by-laws of the Association, or by a vote of the Board of Directors.
Vice President: The Vice President, elected by the general membership, shall; preside at meetings in the absence of the president, or when authorized by the Board of Directors to act and perform all duties of president; perform other such duties as may be required by the bylaws of the Association or by vote of the Board of Directors and participate in the creation and publication of the annual report to the general membership.
Secretary: The Board appoints this position. Only those At Large Members elected by the General membership are eligible to be appointed to this position. The Secretary shall; give notice of member meetings and meetings of the Board of Directors; prepare and keep proper records of the acts and doings of the Association; maintain such other records as the by-laws or a vote of the Board of Directors may prescribe; participate in the creation and publication of the annual report to the general membership and maintain all LTA records and provide these records for review as requested during tenure as Secretary.
Treasurer: The Board appoints this position. Only those At Large Members elected by the General Membership are eligible to be appointed to this position. The Treasurer shall; act as the custodian of the funds of the Association; receive for and to disburse money in the Association; keep an account of its financial condition; to perform all things incident to the treasurer of the nonprofit Association; to perform such acts and duties as may be required by the by-laws or by the vote of the Board of Directors; participate in the creation and publication of the annual report to the general membership; submit a proposed budget by October 31 to the Board for review for the following fiscal year and subsequent approval and adhere to all generally accepted accounting principles.
Members-at-Large: The membership shall have adequate representation on the Board of Directors through the election of Members-at-Large. The primary purpose of the Members-at-Large is to hold the Board of Directors accountable for their actions and representation of the general members. Each Member-at-Large will be expected to be a chairperson or an active member of at least one committee established by the Board of Directors.
From time to time, or on a standing basis, the Board of Directors may appoint a committee chairperson to fulfill other roles and responsibilities such as membership, socials, leagues, etc. Committee chairpersons do not have to be a member of the Board. Committee chairpersons will serve at the pleasure of the Board.
NOMINATION AND ELECTION PROCESS:
1. The Board must appoint a Nomination Committee at the September board meeting. This committee shall consist
of a minimum of three members; one and only one will be a Board member.
2. The Nomination Committee will recruit candidates during the months of September and October. Recruitment
should include multiple forms of advertising, including but not limited to email announcement, newsletter posting
and website posting.
3. A ballot with candidates and corresponding Board positions (officer or member-at-large) will be created by
4. November will be the voting month for a new Board of Directors. The last date to vote will be November 30th.
The BOD will define the voting method; e.g., email, postal mail etc. Membership must have a minimum of two
weeks to cast their votes. Single memberships shall have one vote and couple and family memberships have
a maximum of two votes.
5. Election results shall be announced in December.
NOTE: Elections will be held by either a written vote mailed directly to the Treasurer of the Board of Directors or through an on-line mechanism in which all tabulations are sent directly to the Treasurer and Secretary of the Board of Directors. For paper votes, the Counting Committee will consist of the Treasurer, Secretary, and one Member-at-Large appointed by the President. All envelopes with votes shall be opened in the presence of the full Counting Committee. The Counting Committee shall be responsible for counting and verification of all votes, and the subsequent reporting of the final results.
Article VI — Meetings
Board Meetings: The Board of Directors shall meet with such frequency as it may consider advisable upon notice from any member, but in no case less than one time each fiscal year. A legal meeting shall consist of a minimum greater than 50% of board members and a majority of the vote of those present shall be necessary to decide questions presented as determined necessary. These meetings may serve as a forum to discuss and vote upon LTA business. The Board of Directors shall be responsible for determining whether an issue, other than outlined herein, is to be decided by vote of general membership of LTA. Notification of a Board meeting will be given at least 10 days in advance. All Board meetings shall be open to any members of LTA wishing to attend. An LTA member wishing to address the board on specific issues at a meeting should contact a member of the board prior to the meeting. Members attending a board meeting do not have a vote and cannot make a motion.
Executive Session: defined — during a meeting, the removal of non-elected board members: process — a two-thirds vote by the members of the Board of Directors is necessary to execute an Executive Session of the Board of Directors. An Executive Session can be invoked at any time during a meeting (General Membership or Board of Directors) provided the two-thirds vote is cast.
General Membership Meeting: There shall be at least one meeting of the members annually; at which the members can discuss Association business. This meeting must allow for members to question the Board of Directors regarding all information included in the annual report; general questions regarding actions taken since the last general membership meeting; comments of dissension and suggestions for the Board of Directors. The general membership meeting must take place by March 31st.
Article VII — Financial
Fiscal Year for the Association shall be January 1 to December 31.
FISCAL RESPONSIBILITY: The Board of Directors is responsible to maintain a balanced budget. Should there need to be a deficit, the Board of Directors must give a detailed explanation to the General Membership in the annual report.
LIABILITY INSURANCE: The Board of Directors must maintain Liability Insurance on a continuing basis.
The principal office of the Association shall be located within the City Limits of Longmont, Colorado.
Article VIII — Miscellaneous
In the event of dispute, all matters relating to the conduct of meetings of the Board of Directors of the Corporation, or relating to conduct of the annual meeting not otherwise covered by these bylaws shall be determined in accordance with the latest edition of Robert’s rules of order.
These by-laws may be amended, adopted, repealed or new by-laws adopted by affirmative vote of two-thirds of the members present at any general or special meeting of the membership.