Seattle Area Cup Tennis
SEATTLE AREA CUP TENNIS

Bylaws

BY-LAWS

Seattle Area Cup Tennis

Mission Statement

The purpose of Seattle Area Cup Tennis shall be to provide an opportunity for women in the greater Seattle area to play competitive tennis in a social environment. SACT consists of an interclub daytime doubles league and a singles league.

Section I         Cup Doubles Membership

Cup Doubles comprises six individual Cups, identified as Kingco, Challenge, Rainier, Classic, Emerald, and Evergreen Cup. Each Cup is composed of teams formed by individual clubs. Each team must have a minimum of six team members.

            Individual Membership Requirements

            1.         Membership in Cup Doubles shall be limited to women 21 years of age and older. Current collegiate players are ineligible. The SACT Board may grant exceptions to this subsection upon application by a team captain.

            2.         A player or substitute may play Cup Doubles for only one club per season (whether public or private) and must have full tennis privileges at that club.

            Team Membership Requirements

            1.         All clubs participating in SACT must have prior approval from the Executive Committee.

            2.         Clubs participating continuously in SACT since the 2005/2006 season are grandfathered into the league. Any club that does not participate in a season would lose this grandfathered status.

            3.         Clubs must supply court time on the designated day for the home matches of each of their teams participating in a Cup.

            4.         All clubs shall contribute to the management of the Seattle Area Cup Tennis League by providing the Cup officers as defined in Sec III.C.

 

Section II        Cup Singles Membership

Cup Singles consists of a singles ladder made up of players from individual clubs.

            Individual Membership Requirements

            1.         Membership in Cup Singles shall be limited to women 21 years of age and older. Current collegiate players are ineligible.

            2.         A player must have a home club and full tennis privileges at that club. If a player is playing both Cup Doubles and Cup Singles, she may play Cup Singles at a different club than she plays Cup Doubles as long as she has full tennis privileges at both clubs.

Section III       Organization

            A.        SACT Executive Committee

1.   Function         The SACT Executive Committee is part of the SACT Board and oversees all league operations. The Executive Committee leads the Board and has the following responsibilities:

a.          Considers any issue that is not specifically addressed in these By-Laws, the Regulations, or the Match Rules. Reviews and takes any steps necessary to resolve the issue as deemed appropriate.

b.          Possesses the authority, by majority vote, to grant exceptions to the Rules and Regulations. When an exception is granted, the rationale for granting the exception must be documented and kept on file by the President.

c.          Resolves issues that are brought to the attention of the Executive Committee, including formal grievances and informal requests for interpretation or information.

d.          Determines whether a point penalty will be levied against any team or player, with the exception that the Webmaster may levy a 0.25 point penalty for failure to input scores within the allotted time.

e.          Has plaques engraved for each winning Cup Doubles team.

f.           Arranges pre-season and post-season Cup Doubles Captains meetings and ensures representation of the SACT Executive Committee at the meetings.

           Pre-season meeting — discuss upcoming open SACT Board positions needing applicants; review the Regulations and the Match Rules to ensure awareness and understanding; review the duties of a Team Captain.

           Post-season meeting — obtain feedback from the just completed season; announce the winners of the Cups and present awards.

2.   Members        The Executive Committee of the SACT Board consists of five (5) positions, whose members and duties are:

a.          President – Coordinates with the SACT Board regarding league rules, Website issues, scheduling and communication with clubs. Maintains a written record of all formal grievances received by the SACT Board. Maintains the Master Club Rotation Schedules for Cup Officers. Appoints Committees as needed. Sets the agenda for SACT Board meetings, and calls the meetings. Serves in an advisory capacity to the new President for one year after the end of her term.

b.          Scheduler – Prepares the annual match schedule for each Cup and coordinates court availability with each club. Serves in an advisory capacity to the new Scheduler for one year after the end of her term.

c.          Webmaster – Manages all aspects of the league Website. Serves in an advisory capacity to the new Webmaster for one year after the end of her term.

d.          Secretary/Treasurer – Attends and keeps minutes for all meetings of the SACT Board. Receives and disburses funds of the Seattle Area Cup Tennis league. Keeps and preserves proper records of accounts and transactions, which shall be open to inspection and subject to audit at any time. Deposits league funds at a bank approved by the SACT Board and disburses money upon approved vouchers. Submits financial reports, including income and expense report, at all meetings set by the Board. Files required tax forms.

e.          Club Management Representative – Represents the interests of the participating tennis clubs. Communicates opinions and concerns of the clubs to the Executive Committee. Communicates SACT Board decisions, issues and concerns to the clubs.

              3.   Meetings        The Executive Committee meets as needed.

              4.   Terms

      a.         President and Secretary/Treasurer are elected positions with three-year terms. Elections for President and Secretary/Treasurer will not occur in the same year.

      b.         Scheduler and Webmaster are appointed positions with indefinite terms, periodically reviewed by the SACT Board. Candidates for the incoming position will be submitted for approval to the Executive Committee.

      c.         No person may hold two SACT Board positions simultaneously.

      d.         Subsequent terms by any person holding a position are allowed, but renewal must be voted on in accordance with the voting procedures in these By-Laws.

      e.         The Club Management Representative on the Executive Board is selected by the Club Management Representative group in accordance with the written procedure they have filed with the Executive Committee.

            B.        Seattle Area Cup Tennis (SACT) Board

     1.   Function         The SACT Board members are responsible for bringing league issues and concerns to the Executive Committee. The Board has the following responsibilities:

a.         Ensures adherence to the By-Laws, the Regulations, and the Match Rules.

b.         Reviews By-Laws amendments as needed. (See Section V.A)

c.         Determines SACT Regulations. (See Section V.B)

d.         Reviews Match Rules as needed. (See Section V.C)

      e.         Determines and assesses fees to cover the expenses associated with running Seattle Area Cup Tennis.

       2.   Members        The SACT Board consists of 14 positions, each with one vote, whose members and duties are:

a.         The five members of the Executive Committee.

b          Seven Coordinators, one from each doubles Cup plus the Singles Coordinator.

c.          Two additional Club Management Representatives.

              3.   Meetings       SACT Board Meetings will be scheduled as follows:

a.         Before league play starts in the fall.

b.         After the conclusion of all the matches in late winter/early spring.

c.          As deemed necessary by the Executive Committee.

 

C.         Cup Doubles Officers

              1.   Function         The Cup Doubles Officers oversee individual Cup operations.

              2.   Members

      a.         Coordinator – Serves as the main point of contact for the Cup Team Captains. E-mails all league communications to the Team Captains. Receives any filed grievances; forwards same to the SACT President for resolution by the Executive Committee. Informs individual Team Captains of general issues that may arise relevant to their particular Cup team in an effort to minimize issues and to enhance fair, responsible play. Holds a SACT Board position and represents the interests of the individual Cup and its players on the SACT Board.

      b.         Scorekeeper – Maintains player rosters on Website. Verifies players’ eligibility. Verifies timely entry and accuracy of scores reported on Website; addresses any discrepancies with individual Team Captains. Notifies Cup Coordinator of any rule violation(s). Communicates with Cup Coordinator and/or Webmaster as necessary on any issues that may arise.

              3.   Term, Rotation Schedule, and Selection of Cup Doubles Officers

      a.         The term of office for a Cup Officer is two years and runs from August 1 to July 31.

      b.         Master Rotation Schedules. The Master Rotation Schedules are an alphabetical listing by Cup of clubs that participate in that Cup, maintained by the SACT President, and used to determine the order in which each club provides a Cup officer.

      c.         No club will be required to hold a second officer position until all other clubs have provided someone to fill a position as a Cup Officer.

      d.         A club may defer the requirement to provide an officer for a Cup. If a club takes a deferral, other clubs will be asked to provide the officer, in the order of the Master Rotation. The deferring club remains at the top of the rotation schedule and must provide an officer for the next open position, or that club will be removed from that particular Cup. When the club is able to provide the required officer, the team will be reinstated.

      e.         If there is more than one open Cup Officer position, the highest club on the Master Rotation Schedule is afforded first choice of the position they choose to fill. The next club on the Master Rotation Schedule will fill the remaining position.

      f.          A person need not be a Team Captain or a player in an individual Cup to fulfill the club requirement for an individual Cup Officer position. However, a Cup Officer may not be a player on any other Cup.

D.              Cup Doubles Team Captain

1              Function         The team captain oversees the operation of her individual team and assigns an acting captain in her absence.

            a.         Ensures team fee is paid.

b.         Maintains her team roster in accordance with SACT Regulations.

c.         Keeps team members informed of Match Rules and match schedules.

d.         Contacts the visiting team captain to let her know of any rules or customs she needs to be aware of at the home club. (Example: dress code.)

e.         Prints a score sheet from the cuptennis.com Website for each match.

f           Exchanges a written lineup with the other team captain before the match begins. The captain bears the responsibility for setting her team’s match lineup in order of strength.

g.         Manages or delegates management of the timer at each home match

h.         Records the scores on her score sheet, indicating if there is a forfeit, default, or retirement, and confirms the scores with the opposing captain. Signs both score sheets. If there is a disagreement as to the correct score, indicates that on both score sheets.

i.          Posts all home match results on the cuptennis.com Website by midnight of the second day after the match.

j.          Represents her team in all votes and elections.

k.         Begins the conflict resolution process (SACT Regulations Sec L), if necessary.

     2.            Meetings        Attends the pre-season and post-season Captains meetings.

E.                   Cup Singles Officer(s)

                                 1.            Function         The Cup Singles Officer(s) oversees Cup Singles operations.

                      2.            Roles

a.         Coordinator – Serves as the main point of contact for the Cup Singles players. Resolves disputes, or forwards any filed grievances to the SACT President for resolution by the Executive Committee. Informs individual players of general issues that may arise, in an effort to minimize issues and to enhance fair, responsible play. Holds a SACT Board position and represents the interests of the Cup Singles players on the SACT Board.

b.         Scorekeeper – Verifies timely entry and accuracy of scores reported on Website; addresses any discrepancies with individuals. Communicates with the SACT President and/or Webmaster as necessary on any issues that may arise.

                                 3.            Term               Cup Singles Coordinator and Scorekeeper are appointed positions with an indefinite term periodically reviewed by the SACT Board. A single individual may hold both positions.

Section IV      Elections

            A.        Nominating Committee  The Nominating Committee is a permanent committee.

                                    1.         Function         Oversees all aspects of the elections for SACT Executive Committee positions with the exception of the Club Management Representative position.

                                 a.         Provides notice to the players about the open SACT Executive Committee position.

                                 b.         Supplies at least one nominee for any open SACT Executive Committee position.

      c.         Runs the election.

                                 2.            Members

      a.         The Nominating Committee is comprised of three members. One member is appointed by the President and must be a SACT Cup Coordinator at the time of appointment. Two members are selected by the existing members of the Nominating Committee, on an as-needed basis, and submitted to the Executive Committee for approval.

      b.         The President is excluded from the Committee and appoints the Chair of the Committee.

      c.         The SACT Cup Coordinator position on the Nominating Committee is rotated every three years.

B.         Voting Procedure

             1.            Each Cup Coordinator and each team captain has one vote on the open SACT Executive Committee position. A Cup Coordinator who is also a team captain may vote only once.

             2.            Elections must be completed to install the new Executive Committee member by May 1.

 

Section V       Governing Documents

These By-Laws, along with the Cup Doubles and Cup Singles Regulations and the Match Rules, are the comprehensive Governing Documents for all Cup play. The SACT Board is charged with ensuring that the By-Laws, Regulations, and Match Rules are updated as needed. Any proposed changes, additions or revisions will be addressed as follows:

The SACT President will appoint a By-Laws Committee whose function is to address any proposed revision to the Governing Documents, on an as-needed basis. The By-Laws Committee will review the proposals and present any proposed revisions or changes to the SACT Board for consideration as provided below..

 

            A.        By-Laws         The By-Laws provide a framework for the management and operation of Seattle Area Cup Tennis.

            1.            The SACT Board will vote on a determination of significance for each proposed revision.

           a.         Any significant revision will be submitted to participating SACT teams for a vote, with each team having a single vote. In the event of a tie, the SACT Board will make the decision.

           b.         An insignificant or clerical revision to the By-Laws requires the approval of 9 of the 14 Board members.

            2.            A revision of the By-Laws takes effect immediately upon approval.

            3.            The By-Laws are to be posted on the cuptennis.com Website to be available to all Cup participants at all times.

B.         Cup Doubles and Cup Singles Regulations          Regulations govern the administration of Cup tennis.

             1.            The SACT Board will review any proposed revision to SACT Regulations. A revision to the Regulations requires approval of 9 of the 14 Board members.

            2.            A revision in the SACT Regulations takes effect at the beginning of the Cup season following approval.

            3.            The Board has the authority to grant exceptions to the Regulations on a case-by-case basis.

            4.            The SACT Regulations are to be posted on the cuptennis.com Website to be available to all Cup participants at all times.

C.        Match Rules Match rules govern play during a match.

        1.            The SACT Board will review any proposed revision to Match Rules, and vote on a determination of significance for each proposed revision.

                                    a.         Any significant revision will be submitted to participating SACT teams for a vote, with each team having a single vote. In the event of a tie, the SACT Board will make the decision.

           b.         An insignificant or clerical revision to the Match Rules requires the approval of 9 of the 14 Board members.

        2.            A revision in Match Rules takes effect at the beginning of the Cup season following the approval.

        3.            Match Rules are to be posted on the cuptennis.com Website to be available to all Cup participants at all times.

 

Section VI      Finances

A.        Tax Status and Fiscal Year

            1.            SACT is a 501(c)7 nonprofit organization.

            2.            The fiscal year of SACT is July 1 to June 30.

B.        Records and Transactions

            1.            Fiscal year income and expense statements will be prepared at least annually by the Secretary-Treasurer.

            2.            All financial records are kept by the Secretary-Treasurer and handed over to each succeeding Secretary-Treasurer. All financial records are open to inspection and audit at any time.

            3.            All expenditures over $100 must first be approved in writing by the Secretary/Treasurer and the President.

End

 


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