Newburg Tennis Association

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Newburg Tennis Association By-Laws








The name of the organization shall be the NEWBURG TENNIS ASSOCIATION, INC. located at Petersburg Park 5008 E. Indian Trail, Louisville, Kentucky 40218.

Contact Information:
Newburg Tennis Association
P.O. Box 20832
Louisville, KY  40250





Newburg Tennis Association objectives are to:
•    Provide instructions in the game of playing tennis.
•    Utilize tennis as a catalyst to promote a healthy lifestyle for children and adults/seniors.
•    Instill strong leadership skills, sportsmanship and spiritual maturity in our youth and young adults.
•    Provide charitable contributions and education instruction to Rising Stars of Kentucky Tennis.
•    Partner with the Newburg Community for continued growth.


Section 1        Any person of good moral character may become a member of this club. Members are encouraged to be present at meetings and participate in Newburg Tennis Association events and functions.
Section 2        General Members: General membership shall be available to all eligible persons upon filing an application for membership.
Section 3        Honorary Members: A member that has been bestowed an honorary membership in recognition of their achievement and/or service to the Newburg Tennis Association without the usual prerequisites or obligations. An honorary member must be endorsed by three or more members in good standing. They shall be granted this status by majority vote by the Executive Board. Honorary members shall be lifetime members and shall not be required to pay dues.
Section 4         Annual dues shall be as follows and are due by March 30th of each calendar year. 
•    Associate Member (non-playing) and service - $15.00
•    Junior member and service (12-19 years old) - $10.00
•    Single member and service - $30.00
•    Family member and service - $40.00

Members accepted anytime after the first meeting shall pay the full amount. Any member from the previous calendar year whose dues are in the arrears as of April 1st of the new calendar year shall be automatically suspended until dues have been paid in full.

Section 1        The Board of Directors shall consist of the President, Vice President, Treasurer, Recording/Corresponding Secretary, Parliamentarian and three (3) elected members in good standing, who shall have been members of the organization for at least one (1) year.
In the absence of nominees, the President, with approval of the Board of Directors, shall appoint a member in good standing who qualifies based on the above to fill a vacant office.
Section 2        Powers and Duties: the Board of Directors shall oversee the affairs of the Organization, subject to and in accordance with the bylaws. The Board shall direct all use of Organization funds and designate at least two (2) Board members to oversee such use. The Board of Directors shall have the power to institute and maintain, on behalf of the Organization, all necessary actions, proceedings, and prosecutions directed by the Organization, or which at the discretion of the Board of Directors, may be necessary to carry out the will or objective of the Organization; and shall perform such other duties as may be prescribed by the bylaws or Resolutions of the Organization. The Board shall also have the power to elect its own Chairperson.


Section 3        Meetings: The Board of Directors shall meet at least quarterly and shall keep a record of its proceedings. Notice of all Board of Directors meetings shall be given at each general meeting. The Executive Board shall make its own rules as to time, places and notices of meetings.

Section 4        Quorum: Five of the eight Board of Directors members shall constitute a quorum. Action may be taken by a majority of that Quorum. Once quorum had been established, it may not be destroyed by a member withdrawing from the meeting to reduce the number present.
Section 5        Reports: The Board of Directors shall report its proceedings at the next monthly meeting of the Organization. It shall make such reports and present such matter for action of other meetings of the Organization as in its judgment may be required.
Section 1        The elected officers of the organization shall be: President, Vice President, Recording/Corresponding Secretary, Financial Secretary, Treasurer and Parliamentarian. Only a member of this organization who is over 21 years of age, who had been a member for at least one year is eligible for election as an officer of the Organization. If an office is vacant the President shall, with the approval of the Board of Directors, appoint a member in good standing who qualifies based on the above criteria to fill that office.
Section 2        All officers shall be elected for two (2) years. At the end of the two year term there will be a transitional meeting held for the outgoing officers and the newly elected officers. 
President – The President presides at all general meetings of the Organization and be a member of the Board of Directors. The President shall appoint Ad Hoc Committees and Committee Chairpersons, and shall be an ex-officio member of all committees, except the Nomination and Counting Committees. The President shall make no motion or amendment, nor vote on any question unless the Organization is equally divided, when he or she shall cast the deciding vote. The President shall carry out those commitments established as priorities, but not fully completed, by the previous administration. The President shall generally supervise all affairs of the Organization and at the annual meeting, make a report on the activities and general business of the Organization for the past calendar year.

Vice President – The Vice President shall facilitate the coordination of all Standing Committees and oversee the execution of their duties. In the absence of the President or in case of his or her incapacity, the Vice President shall perform the duties of that office.

Recording/Corresponding Secretary – The Recording/Corresponding Secretary shall keep the minutes of the meeting of the Organization and of the Board of Directors. The Recording/Corresponding Secretary shall also act as secretary to the Nominating Committee. In the absence or incapacity of the President and Vice President, the Recording/Corresponding Secretary shall perform the duties of those offices. The Recording/Corresponding Secretary shall prepare, under the direction of the President, the Newsletter and other such communications as are necessary to conduct the business of the Organization. The Recording/Corresponding Secretary shall also chair the Publicity Committee (Article IX, Section 4). He or she shall be responsible for all notices duly given to the general membership, in accordance with this bylaw.

Financial Secretary – The financial secretary shall receive and record all monies into the organization and provide receipts as needed. They will also provide a monthly report to the organization.

Treasurer – The Treasurer shall receive and deposit all monies received from the financial secretary no later than the third business day following receipt of the same. The Treasurer shall make financial reports at each monthly meeting of the general membership, and shall keep the books and pay all bills. He or She shall submit an annual written financial report to the Board of Directors at its December meeting. The Treasurer shall sign all vouchers or checks. All purchases and reimbursements exceeding fifty ($50.00) will require prior approval from the Treasurer and President. In the temporary absence (30 days or less) or incapacity of the Treasurer, the President shall appoint someone to perform these duties.

Parliamentarian –The Parliamentarian shall settle all disputes of procedure and order in accordance with Robert’s Rules of Order.
Section 3        Officers shall not be personally liable for any authorized debt or obligation.
Section 4        Removal of Elected Directors and Officers from Office: Any elected director or officer may be removed from office by the affirmative vote of a majority of the general membership present at the Special Meeting (Article IV, Section 2). Before any such action may be taken, written charges, endorsed by ten (10) or more members in good standing or five (5) members of the Board of Directors must be submitted to the Recording/Corresponding Secretary. Upon receiving the charges, the Recording/Corresponding Secretary shall give the officer written notice of all charges, at least twenty (20) days prior to the date of the hearing. The officer so charged must respond, in writing, within ten (10) days of the notice. The Recording/Corresponding Secretary upon receipt of the reply shall deliver it to the Board of Directors. The Board of Directors shall inform the general membership, in writing, of the charges, the reply to the charges and the date and time of the Special meeting. The Board of Directors, minus the officer so charged, shall conduct the hearing. The officer charged shall be given an opportunity to present evidence in reply to all charges. The following constitute ground for removal on an elected officer by the above procedure:
(1)    The failure to perform the duties of the office;
(2)    Conduct which would discredit Newburg Tennis Association;
(3)    Conduct counter-productive to the goals and objectives of Newburg Tennis Association;
(4)    Any other act of dishonesty or fraud not specified by this bylaws;
(5)    Conflict of interest

Section 1        The regular organization meetings will be held on the third Saturday of each month at 4:00 p.m. at the Petersburg Park Tennis Courts unless otherwise determined by the Board of Directors
Section 2        Special meetings may be called by the President or Board of Directors at any time. The purpose of the meeting shall be stated in writing, stating the business to be transacted and no other business shall be transacted at that time.
Section 3        No less than five (5) of the active membership shall constitute a quorum, but at no time shall the lack of a quorum at the regular meeting prevent those present from proceeding with the agenda.
Section 1        Nominating Procedure: Nominations will be accepted at the October general meeting. Nominations may be made from the floor or by signed written petition.
Section 2        Nominating Committee: The Nominating Committee shall be appointed by the Board of Directors at the August general meeting. The Nominating Committee shall be responsible for submitting a list of nominees for elective offices by the October general meeting. The Committee shall ensure that all nominees are in good standing with the organization, with dues current as of ninety (90) days prior to the meeting, before they nominate officers for the following year. In addition to all other qualifications, any nominee for the offices of President and Vice-President must currently hold an elected or appointed office in the organization at the time of their nomination. Upon accepting nomination, all nominees are required to post their dues for the upcoming year.
Section 3        Voting: All adult members of the organization in good standing as of the date ninety (90) days prior to the meeting to nominate the officers shall have the right to vote for nominees in accordance with instructions provided by the Nominating Committee.
Section 4        Voting Process: Voting will be held at the October general meeting. Members not present will forfeit their right to vote.
Section 5        Ballots: A ballot for elective officers shall be provided for each voting member.
Section 6        Counting: The ballots shall be counted promptly by a Committee of at least three (3) members in good standing, to be appointed by the Board of Directors. The results shall be reported to the Board of Directors in writing. The President shall inform the general membership of the election results on or before the November general meeting.
Section 7        Votes to Elect: The member who receives the greatest number of votes for an office shall be declared elected. If two (2) or more candidates for one office receive an equal number of votes, a subsequent ballot shall be taken within ten (10) days. The candidate securing the greater number of votes shall be declared elected.
Section 1        Any general member of the organization may file with the Board of Directors a written proposal for amendment for the bylaws of the organization at any meeting. The Board of Directors may adopt such measure by a majority vote of its members. The Board may also amend the proposal and adopt such amendment by majority vote.
Section 1        The club shall have such Committees as may be authorized by the Board of Directors. All Committee Chairpersons shall be appointed by the President, with the approval of the Board of Directors. Members for the various Committees shall be selected by the respective Committee Chairperson.
Section 2        Each Committee shall have the power to determine its own course of proceedings, consistent with the bylaws, and any directives issued by the Board of Directors of the Organization. Each Committee shall keep a record of all its proceedings. A majority of the total Committee membership shall constitute a quorum, and action may be taken by a majority of the quorum.
Section 3        The Standing Committees shall be Publicity, Membership, Social, Special Affairs and Tournament.
Section 4        Publicity Committee: In accordance with Article V, Section 2 the chairperson of this committee shall be the Recording/Corresponding Secretary. This Committee shall disseminate pertinent, newsworthy material and information regarding Club activities and events to the general membership. It shall also publish a newsletter at least quarterly, at the discretion of the President.
Section 5        Membership, Diversity & Development Committee
This Committee along with the membership shall recruit prospective members and maintain a current master list of all members in good standing. It shall accept and screen application for complete information, collect payment of dues, and issue receipts. It shall turn all monies collected over to the Financial Secretary (Article V, Section 2, Financial Secretary), and submit all applications to the Board of Directors for approval. The committee will bring ideas to the Board of Directors on how we will perpetuate continued growth of the organization. No one will be excluded from membership based on race, sex, creed or color.
Section 6        Special Affairs Committee: This Committee, in conjunction with the President, shall prepare an outline of the organization’s annual program of activities, and draft a corresponding budget. These shall be presented to the Board of Directors for approval at the first meeting of the Board no later than December 31 of each year.
Section 7        The Hospitality Chairperson/Committee: This Committee shall plan, select and serve the necessary refreshments for special events of the Organization.
Section 8        The Tournament Committee: This Committee shall coordinate and supervise all tournaments designated by the President for the calendar year.
Section 9        The Fundraising Chairperson/Committee: This committee shall coordinate all aspects of activities deemed as fundraisers for the organization to fulfill Article 2 of our bylaws.
Section 10        The President may appoint additional positions that do not require a vote: Communications Coordinator, Delegate, Historian, Phone Captain, Public Relations Coordinator, Sergeant-At-Arms, Team Captain, Tournament Director and Youth/Adult Director.

Communications Coordinator - Responsible for advising the president and club members of any correspondence received that is of importance to the organization.

Delegate - The Delegate shall attend the annual Community Development Workshop and other assigned meetings and report proceedings to the general membership at its regular monthly meeting.

Historian – Keeps digital and pictorial information for the organization.

Phone Captain – Responsible for calling members to inform them of pertinent information/business determined by the President.

Public Relations Coordinator – Extends expressions of thoughtfulness from Newburg Tennis Association upon receiving information.

Sergeant-At-Arms – Maintains order at all meetings.

Team Captain – The Team Captain will keep the challenge ladder lists updated on bulletin board.  He or she will schedules team matches with other clubs during winter months and shares schedule with club members at regular meetings.  Coordinates team match play between Newburg Tennis Association and other clubs by signing up members and order of play as they arrive at the courts.

Tournament Director – The Tournament Director will chair the Tournament Committee (Article IX, Section 8). He or she will coordinate all aspects of tournaments hosted by Newburg Tennis Association.

Youth/Adult Tennis Director – Coordinates all aspects of youth and adult tennis clinics and coordinates with community organizations in the surrounding area.

Section 1        Members: By becoming a member of Newburg Tennis Association, each member agrees to abide by all rules and regulations set forth by these bylaws.
Section 2        Officers: All newly elected officers must be present at the installation. Non-appearing officers shall be subject to immediate removal, at the discretion of the Board of Directors.
Section 3        The annual installation of officers will be conducted at an installation event or at the January meeting after each election year.