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POLICIES

BY-LAWS

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INTRODUCTION The Busselton Tennis Club relies on volunteers from all positions in life to manage the affairs of the

club.

In addition, the following Acts of Government set out some very specific but basic requirements

with which the club, regardless of when it was incorporated, must comply: • Associations Incorporation Act 1987 & subsequent amendments • Liquor Licensing Act 1988 & subsequent amendments • Volunteers (Protection from Liability) Act 2002 • Working with Children (Criminal Record Checking) Act 2004. As a result, it is the responsibility of the club to: • convey to all members of the committee of management, their responsibilities, both as an individual and as a committee member, to ensure that the obligations set on the club are

complied with .

• ensure that all committee members and coordinators pass on to, and ensure that other members of any formed sub-committee are aware and informed that they must also take all reasonable steps, in their dealings, to secure compliance with the constitution and any by-laws of the club.

• ensure that all committee members and coordinators plan for succession by documenting and

maintaining files relating to both their position and organisation of events. For continuity within the club, all committee members and coordinators are requested to return any keys or other assets to the club on expiry or termination of office.

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CLUB POLICIES "Club Policies" are rules and or procedures, set by the committee of management to govern the day-to day operational events or issues of the club. The "Policies” required for management of these events are usually made and adopted at committee meetings however, the committee of management has the right to develop, amend, or suspend such policies outside of committee meetings to meet circumstances as they arise, providing that consultation and agreement is obtained amongst no less than five (5) committee members. Current policies include: 1) Court usage by the public, schools, & other outside groups 2) Tennis Policies 3) Health Policy 1) COURT USAGE BY THE PUBLIC, SCHOOLS AND OTHER OUTSIDE GROUPS. -. Public: • The grass and synthetic courts are not for hire or use by the general public.

• Hiring of the "hard courts" is made through bookings carried out at SportsOne, located in Queen Street

Court Fees are: Day play: $10.00 per court per hour Night play $16.00 per court per hour Enquires may be made through the club's Secretary and or the membership director. Schools, or similar type non-member groups:

• All requests for use of the club's tennis courts by outside groups, such as schools, shall be

made in writing (includes email) and submitted to the president of the club. • The president shall communicate with the grounds director, club captain, club coach, and the

junior director to determine whether to approve or not approve the application. The liaisons shall include whether a financial levy is, or is not, required, and in addition, whether access to the club house is granted or denied. As a guide, a financial levy will be required from those organisations where their normal place of residence is outside the Shire of Busselton.

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2) COURT USAGE FOR MEMBERS OUTSIDE SCHEDULED EVENTS: The grass and synthetic courts are available to Members of the club and their guests for tennis played on those days outside club scheduled events. Use of the courts on days when cub events are being held will not be encouraged and permission to use any available courts will be at the discretion of the club captain or one of his / her tennis coordinators. In addition, play will also be subject to: • the courts being open for play

• Prior to any play, all names of intending players are entered in to the "Court Book", and appropriate fees are paid and deposited in the door slot provided.

• All monies paid must be dated and signed, using the envelopes provided.

• The "Court Book" shall be located and not removed from a box provided near the bar window and club house side exit door.

• Tennis-night lights and gate keys are obtained from and returned to the club's Secretary. Current court fees are; Non-member (guest): $ 5.00 Junior guest: $ 2.00 Tennis Lights: $16.00 per court per hour 3) MONDAY NIGHT TENNIS: OPERATING GUIDELINES Currently, members are playing tennis on a Monday night in a non-organised club event. To assist in their operation the following guidelines are given: • Shall operate under the court usage for members outside schedule events policy. • Supply own tennis balls • Nominate a coordinator and an assistant for the event for acceptance by the club's committee

of management. • Either the nominated coordinator, or the assistant, must be in attendance to access the club

house and use the night court lights. • Serving of alcohol from the club's bar must be carried out by one of the club's designated "responsible servers". • Prior to any tennis play, all names of intending players are entered in to the "Court Book

and appropriate fees are paid and deposited in the door slot provided.

All monies paid must be dated and signed, using the envelopes provided, Current court fees are: Non-member (guest): $ 10.00 Tennis lights: $ 16.00 per court per hour

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Busselton Tennis Club

2. Tennis Policies And

Guidelines

Includes current Procedures, Rules and Guidelines used by the Match Committee and Tennis Coordinators to administer the various Club tennis events. First Edition: July 2009 Revisions: Dec 2009 – 2012 see MATCHProcedures11 for previous revision history 2015-16 – Revisions in red Note: For APPENDIX documents go to Club Laptop C: MATCH COMMITTEE / SEASON1112 / CAPTAIN / MATCHProcedures

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Busselton Tennis Club Inc MATCHProcedures11.doc First Edition: July 2009 Revisions: Dec 2009, Aug 2010, 2011/12, 2015/16

TENNIS POLICIES & GUIDELINES 1. INTRODUCTION 2. MATCH COMMITTEE 2.1 Operating Guidelines 2.2 Season Program & planning 2.3 Tennis Etiquette & Rules APPENDIX 1 3. SOCIAL TENNIS 3.1 Saturday APPENDIX 2 3.2 Scroungers 3.3 Wednesday Morning 3.4 Juniors Friday 4. NIGHT TENNIS 4.1 Monday APPENDIX 3 4.2 Tuesday 4.3 Wednesday 4.4 Thursday 4.5 Corporate APPENDIX 3.1 4.6 Format & Eligibility – Tues & Thurs APPENDIX 4 5 CLUB CHAMPIONSHIPS 5.1 Eligibility 5.2 Actions to enforce membership fee payment 5.3 Mixed Handicap Doubles XHD APPENDIX 5 5.4 Handicap Singles Championship HSC APPENDIX 6 5.5 Handicap Doubles Championships HDC APPENDIX 7 5.6 Club Singles Championships CSC APPENDIX 8 5.7 Club Doubles Championships CDC APPENDIX 9 5.8 Mixed Doubles Championships XDC APPENDIX 10 5.9 Graded Round Robin GRR APPENDIX 10a 5.10 Trophies & Awards APPENDIX 11 6. PENNANTS 6.1 Women’s Thursday Pennants 6.1.1 Sanderson Cup 6.2 Sunday Pennants APPENDIX 12 6.3 Junior Pennants 7. TENNIS BALLS 8. COMPUTER Matcho Guidelines & Information APPENDIX 13 & 1 9. PLAYER GRADING APPENDIX 14 10. SW TENNIS ASSOCIATION (SW ZONE)

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INTRODUCTION

These procedures are intended as a guide to the Match Committee and Tennis Coordinators on the organization and running of the club’s tennis events. It is a reference point for those running the tennis on how things are currently done or have been done in the recent past and are not necessarily meant to be binding on any incumbents. It is particularly aimed at getting continuity between seasons when Committee positions change hands. It documents useful information for incoming Match Committee and Coordinators.

Some APPENDICES mentioned in the text are at the back of these Guidelines. (except computer version). All are on the Club laptop computer,

C: MATCH COMMITTEE / SEASON1112 / CAPTAIN / MATCHProcedures

ADDITIONAL INFORMATION sources are listed where appropriate, and may include Club Constitution Clauses, By Laws or Duty Statements, copies of which are in a file behind the Club desk.

2. MATCH COMMITTEE 2.1 OPERATING GUIDELINES

The Match Committee (MC) consists of the Captain & Vice Captains (2 or 3). The Captain is elected at the AGM as part of the Club Committee while the Vice Captains may be elected or appointed as determined by the Captain & Club Committee.

ADDITIONAL INFO: Match Committee Minutes

The Match Committee meets regularly to plan and administer all aspects of running the Club’s tennis programs and events and may delegate these duties to Tennis Coordinators & Tournament Directors.

ADDITIONAL INFO: Duty Statement, Club Captain

2.2 SEASON PROGRAM & PLANNING

At the conclusion of the season, members are usually invited to give suggestions for inclusions in the next season tennis program. The MC & Tennis coordinators meet in the off-season to draw-up a recommended Tennis Program for the next season. This Program then needs input and approval by the Club Committee.

ADDITIONAL INFO: MC Minutes, Season Programs

2.3 TENNIS ETIQUETTE & RULES

The MC generally conducts and promotes all Club tennis events in line with the Rules of Tennis as documented in the Tennis Australia publication “TENNIS OFFICIATING IN AUSTRALIA”. The Club has summarised the Etiquette & Rules for non-umpired matches into a brief document;

BTC Tennis Rules.doc APPENDIX 1

ADDITIONAL INFO: Tennis Officiating In Australia

3. SOCIAL TENNIS The Club believes that a strong social tennis scene is integral in fostering a healthy Club and is vital to maintaining a strong membership level. Saturday afternoons and Wednesday mornings are currently the main social tennis sessions.

Each Social Tennis session is run by a Duty Captain or Coordinator. A roster may be implemented to recruit volunteers to act as Duty Captains or Desk Assistants

For Desk Assistant’s Duties see; DeskAssistant.doc APPENDIX 2

Private play is not permitted on organised play days unless by Duty Captain approval.

3.1 SATURDAY

Saturday mixed Social tennis is the traditional main event of the Club week and should attract Pennant players, social players, Juniors & visitors to come together in a casually formatted afternoon of tennis. It is important to foster a strong Saturday attendance to ensure the long term viability of the Club.

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Standard Format: 6 Sets of social tennis commencing at 2pm – half hour sets on the bell

Variations: Mini social competitions or scored sets can be run as part of Saturday tennis in order to attract greater attendances if thought appropriate by the Match Committee from time to time.

3.2 SCROUNGERS – THURSDAY

This was a mixed social sets format prior to 2009 In 2013/14 the Retro comp was moved to Thursdays and evolved into a new Scroungers session ncorporating

Retro and SMT (Scroungers Mens Tennis) ADDITIONAL INFO: SMTRules15.docx RETRORules.doc

3.3 WEDNESDAY MORNING MIXED

Mixed social sets from 9.30am (formally a ladies session changed to mixed in 2008) A Coordinator may be elected by members or appointed by the Match Committee. Format and operating procedures are similar to those listed above under Saturday.

3.4 JUNIORS - FRIDAY

Mixed social & competition tennis from 4pm during school terms. Administered by the Junior Club Director or Session Coordinator. A new format incorporating match play sessions conducted by the coach was commenced in Oct 2011.

4. NIGHT TENNIS 4.1 MONDAY

This men’s group operate under Club Private Play & Light Policies & in accordance with the “Monday Night Tennis - Operating Guidelines”

This session is currently not operating until an interested group proposes a workable format or Tennis Central starts a group.

Old procedures Monday Night Tennis09.doc APPENDIX 3

4.2 TUESDAY - Mixed Teams event in ~10 week seasons in line with school terms

4.3 WEDNESDAY – Social sets session – discontinued after attempts to make viable in 2009 & 10. New event proposed by Tennis Central in 2011 but did not proceed.

4.4 THURSDAY - Men’s Teams event in ~10 week seasons in line with school terms

4.5 CORPORATE – new Wed night event proposed for 2010/11 did not eventuate

CORPtennisGuidelines10.doc APPENDIX 3.1

4.6 FORMAT & ELIGIBILITY

The format of the Tuesday & Thursday events is administered by the event Co-ordinator. Eligibility of participants is set by the Club as outlined in the “Night Comps – Eligibility Policy”

NIGHT Comps-Eligibily.doc APPENDIX 4

5. CLUB CHAMPIONSHIPS Stationary and Computer templates are on the Club laptop under C: MATCH COMMITTEE / SEASON1112 / CLUB CHAMPS

These include Entry Forms, Handicap Guides, Contact lists, Draw Charts etc 5.1 ELIGIBILITY – see Club By-Law 5 Guidelines for administering the eligibility rules: (includes actions to enforce membership fee payment) The MC may exercise some discretion in administering the rules using the following guidelines:

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• Club Champs events are open to Premium, Standard, Young and Junior Members.

• A member must have renewed their membership by Nov 30 or demonstrate an acceptable reason for not having done so. If there is good reason for a late payment they should then pay prior to the close of nominations for any event in which they have nominated to play.

• A member needs to have attended at least 3 club event sessions in the current season or demonstrate a reason for not being able to. The March and Junior Tournaments are not included as event visits.

• Acceptance of a new member to a tournament who has not had an opportunity to satisfy the 3 visits rule will be at MC discretion.

• Some leeway on the 3 visits rule may be allowed for tournaments scheduled before Xmas (currently XHD, HSC & GRR).

• Eligibility rules should be communicated to members prior to the season and also prior to each event via noticeboard, email news, season program etc.

ADDITIONAL INFO: Club By-law 5

5.2 ACTIONS: To enforce eligibility rules & membership fee payment

• Eligibility Rules communicated to members at start of season via;

Season Program, Newsletter & BTC eNews and Noticeboard notice

• Verbal reminders to be given by MC or Coords at session check-in

• At visits up to Opening day

• At first and second visits up to the first event (XHD) in late Nov

• Charge the visitor fee and give a another verbal reminder on the second visit

• Charge visitor fee on a 3rd visit and notify player they will not be permitted to join social tennis if membership is not paid prior to or at their next visit.

• If considered appropriate give a written notice of fees overdue & 7 days to pay where at least 2 verbal reminders have been given.

• Enforce Eligibility rules and actions unless there are special circumstances.

5.3 MIXED HANDICAP DOUBLES (XHD) This competition is meant to be an opportunity to introduce social players to competition tennis as well as providing a satisfying tennis day for higher ranked players. The draw is usually designed to draw lower ranked players with a good player who they may not normally play with in social tennis very often. Higher ranked players should be strongly encouraged to participate. It should be a cross ranking Club uniting event.

Mixed Handicap Doubles Rules XHD Rules12.doc APPENDIX 5

5.4 HANDICAP SINGLES (HSC)

This competition is an opportunity for players of all grades to compete in a singles competition. Lower grade players are given a handicap advantage so as to have a chance to win against higher ranked players. There is a Men’s & Women’s Division.

Handicap Singles Rules HSCrules1112.doc APPENDIX 6

5.5 HANDICAP DOUBLES (HDC)

This competition is another opportunity to introduce social players to competition tennis. The draw is usually designed to partner lower ranked players with a higher ranked player. It should be a cross ranking Club uniting event.

Handicap Doubles Rules HDCrules12.doc APPENDIX 7

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5.6 SINGLES CHAMPIONSHIPS (CSC)

This is a prestigious club event to decide the best male & female singles players in the Club for the season and is conducted in accordance with the CSC Rules. It is open to Premium, Standard, Young and Junior Members.

Club Championship Singles Rules CSCrules12.doc APPENDIX 8

5.7 DOUBLES CHAMPIONSHIPS (CDC)

This is the main Club doubles event of the season with nominated partnerships. It is conducted in accordance with the CDC Rules and is open to Premium, Standard, Young and Junior Members.

Club Championship Doubles Rules CDCrules12.doc APPENDIX 9

5.8 MIXED DOUBLES CHAMPIONSHIPS (XDC)

This is the main Club mixed doubles event of the season with nominated partnerships. It is conducted in accordance with the XDC Rules and is open to Premium, Standard, Young and Junior Members.

Club Mixed Doubles Rules XDC Rules12.doc APPENDIX 10

5.9 GRADED ROUND ROBIN (GRR)

New event to be trialled in 2011/12

Graded Round Robin Rules GRRrules12.doc APPENDIX 10a

5.10 TROPHIES & AWARDS

See ClubChamps1112.xls for the current award list. APPENDIX 11

6. PENNANTS

6.1 WOMEN’S THURSDAY PENNANTS

Women’s teams event competing against other Clubs in the SWTA Zone over Summer.

6.2 SANDERSON CUP

A 5 week competition run in April/May after the Pennants season

Open to local Zone female tennis club members. ADDITIONAL INFO: SandersonCup10.doc 6.3 SUNDAY PENNANTS

Teams may be nominated to participate in the SW Tennis Association Zone Spring Pennants Competitions. SundayPennantsGuide11.doc APPENDIX 12

6.4 JUNIOR PENNANTS 7. TENNIS BALLS

REQUIREMENTS: The Club requires 100-120 dozen balls in one year based on 2006-2011 Eg. ~120 dozen were used in the 08/09 Season, a. Pennants, Champs & Social Play 72 doz (approx usage) b. March Open Tournament 20 doz (5 boxes) 20.5 used in 2011 - 4.5 boxes used in 2009 - 4.11 in 2010 ie 1 tin short of 20doz c. Junior Tournament 16 doz (now using Wilson from TW) d. Sanderson Cup 12 doz (3 boxes) Total 120 dozen In 2009/10 108 doz balls were used excluding Junior Tourn (~16 doz Wilsons) In 2010/11 128 doz balls were used excluding Junior Tourn (~16 doz Wilsons) In 2011/12 131 doz balls used (excluding Junior Wilson balls)

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PURCHASE: The Club Captain coordinates ball purchases after approval of the Committee. 2011/12 Supplier – Sports Power, Busselton Balls should be ordered at least 1 month in advance. There are 4 doz balls per box Eg. 10 boxes for delivery by Oct 1 40 doz 10 boxes for delivery by Jan 1 10 boxes for delivery by March 1 DISPOSAL: Old balls are sold by the Club Captain at $10 per doz or discounted if necessary for disposal. Used balls may be offered to Members and local schools for sale USAGE GUIDELINES: Pennants: New balls are required for Thursday and Sunday pennants. Championships: New balls are required for round 1 of each event and for finals. Social & Night Play: New balls may be used at the discretion of the event Duty Captain or

Coordinator. Good used balls should be used first if available. Ie. balls previously used for Pennants etc. New balls may be required every 3-4 weeks for social days & nights. Note: New balls should not be used if conditions are wet or damp. Ball Sorting:Used balls are sorted by quality into 3 groups 1. Good Used balls – suitable for social play- white ball tray 2. Hit-up balls – well used balls - go into hit-up ball tray 3. Used Balls – worn or soft balls - go into tins & boxes for sale

Note: There is a box for 1, good used balls & 3. Used balls under the desk

8. COMPUTER 8.1 MATCHO – Guidelines & Information ‘Matcho’ is the application used for generating social set tennis. It is advisable to have several members proficient in generating sets by this method. Currently there are 6

proficient users. There are training guides and a written manual for the program. MATCHO Guide 1 – Simplified Operating Guidelines APPENDIX 13 MATCHO – Overview APPENDIX 13a MATCHO Guide 2 – More detailed Guidelines APPENDIX 14 MATCHO Guide 3 – More detailed Guidelines APPENDIX 15 MATCHO Guide 4 – More detailed Guidelines APPENDIX 16 Other Documents / Information ComputerInfoPassword12.docx APPENDIX 17 MatchPlayerLog – various backups – latest on PC MatchoOverview.docx ADDITIONAL INFO: manual, Documents etc in filing drawer BACK-UP The Matcho Data-base should be backed-up after each season Open the Matcho Program on the Club laptop Matcho > Housekeeping > database back-up >Save to a folder in the current season’s folder > also copy the file to another media ie CD, Memory stick or to the Captain’s home computer.

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PASSWORD – there is an admin password which enables the authorized person (usually the Captain) to carry out back-ups and system maintenance. The password is held & may be changed by the current Captain with a copy of the password being held on file by the Club Secretary.

See ComputerInfoPasswords.docx for details about back-ups etc APP.17

9. PLAYER GRADING Player Gradings are used to generate computer social sets & referred to when drawing Club tournaments. Every player who plays on Saturdays, Wednesdays or in Club tournaments is graded by the Match Committee into 1 of 4 categories (4,5,6 or 7) Note: added 4.5 & 5.5 on 2011 which are loosely based on the ITN ratings system. An ITN ratings list is usually kept on the Match Notice board for members reference. It details the rating categories. The gradings of current Members are usually reviewed in October prior to the new season. The list may be amended during the season as players are rerated or new members assessed. Any member is welcome to challenge their grading if they feel it is not right and the Match Committee is obliged to reassess the members grading. GradingGuidelines10.doc APPENDIX 15

ADDITIONAL INFO: Grading Aug11, GradingResetGroups.xls

10. SW Tennis Association (SW Zone) to follow

First Edition: July 2009

Revisions: Dec 09, Aug 10, Oct 11, April 2012. 2015

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HEALTH POLICY As at 30/11/2013 SUN PROTECTION Position Statement Busselton Tennis Club recognises that exposure to ultraviolet radiation (UVR) has negative health effects and will introduce measures to minimise exposure. Due to tennis being played mainly outdoors, Busselton Tennis Club is extremely conscious of providing adequate information, education and facilities and strongly recommends and supports sun safe practices for all staff, volunteers, spectators and participants involved in tennis at the club. Measures are constantly being introduced to minimise exposure to the harmful effects of the sun that participants may incur. The Sun Protection Policy details information on the following areas: 1. Time of Activities 2. Sunscreen 3. Provision of Shaded Areas 4. Sun Protection Policy Information 5. Appropriate Clothing Time of Activities Whenever possible activities will be conducted outside of the hours 10.00am to 3.00pm when UVR is at its peak. Provision of Shaded Areas Where available natural shade will be utilised to protect participants and spectators from UVR. Busselton Tennis Club will ensure a permanent pergola area will be provided to allow protection from UVR. During competition and events the Busselton Tennis Club will make available portable shade structures for erection. Appropriate Clothing Busselton Tennis Club will encourage staff, club members, visitors and spectators to follow the Cancer Council Western Australia guidelines for SunSmart clothing and hats. These can be accessed through: http://www.cancerwa.asn.au/sunsmart/sunsmart/ Sunscreen Broad spectrum (SPF 30+) water resistant sunscreen will be made available free to staff, club members, visitors and spectators, where this is not possible the above mentioned parties will be encouraged to bring their own. Sun Protection Policy Information Busselton Tennis Club is aware that sun protection methods are continually being updated and improved upon and for this reason the Busselton Tennis Club Sun Protection Policy will be reviewed and updated annually.

SMOKE FREE Position Statement Busselton Tennis Club recognises that smoke free environments protect non-smokers from the harmful effects of environmental tobacco smoke (ETS) and contribute to reducing tobacco consumption levels. Busselton Tennis Club will encourage members, spectators and participants to quit smoking and discourage the uptake of smoking, in particular by young people.

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The Smoke Free Policy details information on the following areas: 1. Smoke Free Environments 2. Organisation Responsibilities 3. Tobacco Sales 4. Smoke Free Policy Information Smoke Free Environments The following areas of the Busselton Tennis Club will be smoke free at all times: • All indoor areas • All playing courts, grandstands and outdoor seated areas • All official functions, including dinners, presentations, fund-raising, meetings and social

occasions will be 100% smoke free Tobacco Sales Tobacco products will not be sold by Busselton Tennis Club at any time. Organisation Responsibilities Any person employed or representing Busselton Tennis Club in any capacity will refrain from smoking whilst acting in an official capacity. Busselton Tennis Club will be clearly signed with 'No Smoking' signage to make members aware of the smoke free environment. Smoke Free Policy Information The Busselton Tennis Club Smoke Free Policy will be reviewed and updated annually. ALCOHOL & OTHER DRUGS Position Statement Busselton Tennis Club will actively seek to promote, encourage and support strategies to minimise the harmful effects of alcohol and drug use in the interest of health and safety to our members, employees, volunteers and spectators. The Alcohol & Other Drugs Policy details information on the following areas: 1. Alcohol 2. All Drugs 3. Other Drugs 4. Alcohol & Other Drugs Policy Information Alcohol At all Busselton Tennis Club facilities and functions lower strength and non-alcoholic beverages will be available and promoted. Drinks will be served in standard size drink portions in every possible situation. Safe transport options for all Busselton Tennis Club staff and affiliated members will be encouraged and promoted at all times. Alcohol will be served in accordance with the requirements set out in the Liquor Licensing Act 1988, and in line with the Director of Liquor Licensing's Responsible Service of Alcohol Policies. These can be accessed through www.rgl.wa.gov.au.

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Irresponsible promotions will be discouraged at all times including happy hours and drinking competitions. The irresponsible use of alcohol will not be glamourised or promoted at Busselton Tennis Club functions or events through raffles, prizes or awards. Food will be offered at all times when alcohol is being consumed. When young people are involved in an event, competition or training session, alcohol consumption by parents, coaches or other influential personnel will be discouraged. Active promotion of responsible alcohol consumption by all members/associations will be encouraged at all times. Tap water will be available and free at Busselton Tennis Club at all times. The use of plastic containers will be encouraged at all Busselton Tennis Club events, training sessions and competitions. Other Drugs The use of illicit and performance enhancing drugs will not be allowed, glamourised or promoted at any competition, training or event under the control of Busselton Tennis Club. All Drugs All Busselton Tennis Club affiliated members and personnel known to be intoxicated due to alcohol and/or other drugs will not be permitted to participate or perform in any Busselton Tennis club training, competition or events whilst in this physical state. Alcohol & Other Drug Policy Information Busselton Tennis Club is aware that alcohol & other drug practices are continually being updated and improved upon and for this reason the Busselton Tennis Club Alcohol & Other Drugs Policy will be reviewed and updated annually.

SPORT SAFE Position Statement Busselton Tennis Club is committed to improving the health of the community through safe participation in tennis and tennis related activities. In providing this service the club is aware of the need to provide safe participation for all by reducing the risk of injury. The Sport Safe Policy details information on the following areas: 1 First Aid (ice available at all times from . 2 Injury/Illness (staff members). 3. Role Models 4. Warm-up and Cool Down 5. Information/Promotion 6. Environmental Conditions/Heat Rule 7. Additional components 8. Fluid Replacement 9. Sport Safety policy information First Aid Busselton Tennis Club will ensure that ice and appropriate first aid equipment will be made available at training sessions, competitions and events where appropriate. Staff club members, coaches and officiating personnel will be given the opportunity to attend approved training courses in sports injury prevention and treatment.

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Warm-up and Cool Down Warm-up, stretching and cool down routines, will be encouraged as an important part of playing and training. Injury/Illness Busselton Tennis Club will encourage players who have an illness or serious injury to seek a medical clearance before returning to play. Environmental Conditions/Heat Rule Consideration will be given to the environmental conditions (heat, cold, playing and surface conditions) when club courts are in use. If the temperature reaches 37 degrees Centigrade or above in the shade all competitive play must be suspended. Please refer to the Tennis West Tennis League handbook for further explanation on this rule. Fluid Replacement Busselton Tennis Club will encourage the use of personal water bottles and towels and discourages strongly the use of sharing water bottles and towels between players, coaches and officials. Role Models Busselton Tennis Club will encourage senior players, coaches, officials and parents to be sports safety role models and to be aware of their roles and responsibilities. Information/Promotion Busselton Tennis Club will have information available on sport safety to provide to club members and visitors. Promote Sport Safe strategies through website, posters, newsletters and where practical over the public address system. Additional Components Sports Medicine Australia's policies and guidelines on blood and infectious diseases, pregnancy and sports participation, and children in sport will be adopted where deemed appropriate. club members will be encouraged to use/wear suitable clothing and footwear at all times during training, competitions and events. Busselton Tennis Club playing facilities/courts etc. will be maintained and checked for potential dangers on a regular basis to ensure these are provided at a safe standard at all times. Busselton Tennis Club advises that any players who have a pre-existing health condition, or who have any doubts about their health, should complete a medical assessment and fitness test prior to participation in playing or officiating. Players who participate without a medical assessment or without notifying officials of a medical condition, play at their own risk. Considerations will be given to environmental conditions, such as heat, cold, playing and surface conditions when conducting training, competitions and events. Sport Safe Policy Information Busselton Tennis Club is aware that sport safe practices are continually being updated and improved upon and for this reason the Busselton Tennis Club Sport Safe Policy will be reviewed and updated annually.

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FOOD & CATERING Position Statement Busselton Tennis Club understands and recognises the importance of good nutrition and the role it plays in maintaining and improving health. Busselton Tennis Club will promote the effect that healthy eating has on all members in achieving optimal performance. The Food & Catering Policy details information on the following areas: 1. Availability of Healthy Food 2. Food Management 3. Food & Catering Policy Information Availability of Healthy Food Where food is available at functions, tournaments, events and activities, healthy alternatives will be readily offered. Healthy options includes the provision of foods low in fat, high in fibre and with substantial fruit and vegetable content. Food Management Busselton Tennis Club will give preference to food companies/caterers who provide healthy alternatives. Busselton Tennis Club will endeavour not to provide members with prizes that encourage unhealthy eating. Food & Catering Policy Information Busselton Tennis Club is aware that food & catering research/methods are continually being updated and improved upon and for this reason the Busselton Tennis Club Food and Catering Policy will be reviewed and updated annually.

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BUSSELTON TENNIS CLUB

BYLAWS

CONTENTS: By-Law 1: Code of Conduct & Member Protection By-Law 2: Liquor License & Bar Management By-Law 3: Individual Responsibilities of committee Members By-Law 4: Financial Management of the club By-Law 5: Membership & Playing Rights of club By-Law 6: Hire of the club Premises & Courts By-Law 7: Determination & Eligibility for Life Membership By-Law 8: Provision & Management of Building Fund (Draft Copy Only)

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BY-LAW 1:

CODE OF CONDUCT & MEMBER PROTECTION Contents: 1) Purpose of By-Law 2) Tennis Australia 3) Membership Recruitment 4) Tennis Etiquette 5) Rules for non-umpired Matches 6) Dress Code 1) The purpose of this By-Law is to protect the health, safety and wellbeing of all Members of the club. 2) The club accepts, and shall promote, Tennis Australia's "Member Protection By-Law" and Code of Conduct In summary the By-Law makes it mandatory to screen potential and existing appointees in certain roles, and in addition, an offence to engage in any form of harassment. For commitment to the By-Law, the club shall ensure that all Members of the club accept their responsibility in: • respecting the rights, dignity, and worth of others.

• being fair, considerate and honest in all dealing with others.

• refraining from any form of abuse, any form of harassment towards, or discrimination of, others.

• being a positive role model for others, and accepting responsibility

• for their individual actions, language, presentation, manners and punctuality.

• demonstrating a high degree of individual responsibility when dealing with the junior members of the club and avoiding unaccompanied and unobserved activities with such members.

• caring and respecting all facilities of the club.

• being aware of their legal responsibilities and maintaining an uncompromising adhesion to the codes, rules, and policies of the club.

• abiding by and respecting the decision of the umpire, match referee or other adjudicator, and making all appeals through the formal process and respecting the final decision.

• resolving conflicts fairly and promptly through established procedures. 3) Membership Recruitment:

The club shall:

• seek to recruit and retain only those persons who commit to the principles set out in this By-Law, and if determined by the committee of management, seek the right to obtain a Police Check before approval of membership, or appointing people to be involved in certain activities

of the club, in particular those activities involving individual and unsupervised contact with members under 18 years of age.

• The committee of management, shall obtain a Working with Children certification from applicants for membership, and for appointees in certain roles such the club Coach, Junior

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Director, and crèche supervisors, and any associated staff of those positions, where activities are likely to involve individual and unsupervised contact with members under 18 years of age.

4) Tennis Etiquette:

• When ball-persons are not available, all balls on your side of the net are your responsibility, to pick up and, where appropriate, return directly to the server.

• The receiver should not return the first service if it is an obvious fault - let it go by or ground it.

• Do not enlist the aid of spectators, including parents, coaches etc, in making calls, or attempting to determine other on-court matters.

• To avoid controversy over the score, the server should announce the game score before starting a game and the point score prior to serving for each point.

• Wait until a point is over before walking behind a court where a match is in progress.

• To retrieve a ball from another court or to return a ball to another court, wait until the players have completed a point.

• Do not stall, sulk, complain nor practice gamesmanship.

5) Rules for Non-Umpired Matches:

• Each player is responsible for all decisions in his/her half of the court. He/she should be completely honest on all "calls" but, if in doubt, he/she should give his/her opponent the benefit of the doubt and play the ball as good. You should not play a let.

• It is your obligation to call all balls on your side, to help your opponent make calls when the opponent requests it, and to call against yourself (with the exception of a first service) any ball that you clearly see out on your opponent's side of the net.

• Any "out", "let", or "fault' call must be made immediately (ie. Made before either an opponent has hit the return or the return has gone out of play); otherwise the ball continues in play. "Calls" must be verbal and clearly audible to opponents, followed by a signal if necessary. "Lets" may be called by any of the participating players.

• if a player calls a ball "out" and then realises that the ball was good, the point should be replayed on the first occasion (involuntary hindrance). In the case of a point winning shot, a let should be played.

• In doubles, when returning service, the partner of the receiver should generally call the service line for him/her. The receiver should generally call the center and side service lines.

• If players cannot agree on the score, they should calmly discuss the points/games that are the areas of disagreement. If they cannot reach agreement they should replay only the points or games in question. All points or games which the players agree on stand, eg. Two players cannot agree on whether the score is 40-15 or 30-30, but agree on the winner of the first, second and fourth points. Therefore only the third point needs to be replayed.

• Players are prohibited from checking the mark of the ball on their opponent's side of the court, unless invited by their opponent to do so.

• Where a ball interrupts play, either by rolling/bouncing onto the Court and/or creating a visible interruption behind the court, a let should be played.

• If a player hinders his/her opponent it can be ruled involuntary or deliberate:

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a) When a player has created an involuntary hindrance (ball falling out of pocket, hat falling off etc), the first time a let should be called and the player should be told that any such hindrance thereafter will be ruled deliberate.

b) Any hindrance caused by a player that is ruled deliberate will result in the loss of a point. (6) Dress Code: All players should wear proper tennis attire at all times. Coloured clothing and footwear may be worn. . Grass court shoes are essential and must be worn at all times when playing on grass. Jogger-type shoes with ridges on the soles are not permitted on grass courts.

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BY-LAW 2:

LIQUOR LICENSE & BAR MANAGEMENT Contents: 1) Purpose of By-Law 2) Members and Guests 3) Junior Members 4) Bar Trading Hours 5) Appointment of Bar Manager 6) Hygiene 1) The purpose of this By-law is to convey to all members, and visitors to the club, the regulations

which shall apply to the sale, the consumption of liquor, and to convey the specific requirements set on the club and its members by License Conditions under the Liquor Licensing Act 1988 and Amendments made thereafter.

This By-Law ensures a safe environment for the members of the club and others, and

demonstrates the responsibility of the club especially when dealing with Junior Members under 18 years of age.

2) Members and Guests: Members of the club are entitled to invite guests to the club, but the number of guests shall not exceed three (3) as stated within the License Conditions of the club under Section 48(4)(b) of the Liquor Licensing Act 1988 • A guest shall not be supplied with liquor in the club premises except on the invitation and in the

company of that member. • A guest shall be supplied with liquor to be consumed on the club premises only. • The club is permitted to sell and supply liquor to private family functions without limit to

number of guests, providing that the sale of liquor shall be: • ancillary to a meal supplied at the club by or on behalf of the club to a member and to each of the

guests of that member being guests of whose attendance was given prior notice to the club. • to a member, for consumption by the guests of that member at a function held by or on behalf of

that member at the club • The member introducing the guest shall be responsible for the proper conduct of that guest

whilst on the club premises. • The President, committee, or Approved Bar Manager in receiving a complaint of a member's

behaviour, or a guest's behaviour, which is considered a breach of the Liquor Act, shall remove the offender from the premises of the club, and the member suspended from membership of the club under the constitution of the club.

• Any person who has been refused membership of the club, or who is under suspension, or

expulsion from the club, shall not be admitted as a guest of any member of the club.

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• No liquor shall be sold or supplied for consumption elsewhere other than on the club premises. • No liquor shall be sold or supplied to any juvenile (ie any person under the age of 18 years). • No stranger shall be permitted to use the club premises and no member or other person shall

admit any stranger to use the club premises. 3) Junior Members: • The club shall ensure that liquor will not be advertised, sold, supplied or consumed in that part of

the premises to which the juveniles will be admitted. • Functions for junior members shall be smoke, drug, and alcohol free and no intoxicated

juveniles shall be admitted entry, and that no liquor is carried onto the premises. • In addition, there must also be one crowd controller per 100 juveniles. These crowd controllers are to remain on the licensed premises throughout the event and for at least 45 minutes after the event to ensure that the juveniles vacate the premises and the

surrounding area in an appropriate manner. • If a function for adults is held at the same venue and on the same date as a juvenile function, the

adult function shall not commence until forty-five (45) minutes after the juvenile function concludes to enable all juveniles to vacate the venue.

4) Trading Hours: • The club shall be open for sale of liquor during such hours as the committee shall from time to

time determine provided that the hours determined are within the conditions for the club, under Section 97 of the Liquor Licensing Act.

• No trading is permitted on Xmas Day, Good Friday, or before 1200 hours on Anzac Day. • The license for the club, under the Liquor Licensing Act, and indicating the permitted trading

hours, shall be displayed in a prominent position within the confines of the bar. 5) Appointment of Bar Manager: The club shall maintain an Approved Bar Manager for the purposes of observing liquor licensing requirements and regulations. The club may appoint any person, other than one who has been found not fit and proper by the licensing authority, to act as a temporary manager for a period not exceeding 7 days. If this person is to be appointed for a period in excess of 7 days, the club shall lodge an application to Liquor Licensing for approval within 7 days of the appointment. The club may appoint a person who has been approved by the licensing authority within the last 2 years to act as a temporary manager for a period not exceeding 30 days. If this person is to be appointed for a period in excess of 30 days, the club shall lodge an application to Liquor Licensing for approval within 30 days of the appointment.

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If an approved manager resigns or is dismissed from the club, the club shall notify Liquor Licensing within thirty days and the secretary of the club shall provide certified particulars of the proposed change. Effect is not given to the change without the prior approval of Liquor Licensing. 6) Hygiene As a matter of policy, the following standards shall be met by the club: • All toilet WCs and urinals will be maintained in good working order. • All floors shall be as clean as possible and all floors, walls, and ceilings are to be maintained free

from cracks, crevices and other defects, so as to enable effective cleaning. • Toilets shall be stocked with sufficient consumables, such as hand soap, toilet paper and hand

towels, throughout the duration of trading. • Provision shall be made in the female toilets for sanitary napkin disposal units. • The club shall arrange for a contractor or assign a member of the club to monitor all toilets on a

regular basis.

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BY-LAW No. 3: INDIVIDUAL RESPONSIBILITIES OF COMMITTEE MEMBERS This By-Law is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the rules within the constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and amendments made thereafter are not contravened. Contents: 1) Purpose of By-Law 2) Legislative Provisions of Associations Incorporation Act. 3) Legislative Provisions of Liquor Licensing Act. 4) Volunteers (Protection From Liability) Act 5) Working with Children (Criminal Record Checking) Act 1) Purpose of By-Law: Both the Associations Incorporation Act and the Liquor Licensing Act set out some very specific, but basic, requirements with which the club, regardless of when it was incorporated, must comply. As a result, all committee members MUST do what is reasonable to make sure that the obligations set on the club, under these acts, are complied with, or they may face prosecution as individuals (Penalty $500.00). To this end, the purpose of this By-Law is to convey to all members of the committee of management their responsibilities, both as an individual and as a committee member, and in particular, awareness of the above acts, and in addition, the Volunteers (Protection from Liability) Act 2002 and the Working with Children (Criminal Record Checking) Act 2004 2) Legislative Provisions of the Association Incorporation Act Include: Incorporation creates a legal entity (the club) that is separate from the individual members. The Associations Incorporation Act 1987 protects an individual member from being sued for the action of another member of the association. The Act does not protect a member of an association from being sued for their own actions, eg negligence or wrongful acts committed by them. Members and committee or board members of unincorporated bodies can be sued as individuals. (a) any member of the committee of the club who has any direct or indirect pecuniary interest in a

contract, made by, or in the contemplation of, that committee member shall, as soon as he becomes aware of the interest, disclose the nature and extent of his interest to the committee which shall cause the disclosure to be recorded in the minutes of that meeting. A failure to disclose by that member commits a criminal offence and is liable to a fine of $500.00.

(c) a member of the committee of the club who has any pecuniary interest in a contract, or proposed

contract, shall not take part in any deliberation or decision of the committee with respect to that contract.

(Penalty $500.00).

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(d) a committee member of the club shall not when required under the Incorporations Act to produce a record –

• refuse or neglect, to produce the record; or • produce a record that contains information that to the member's knowledge is false or

misleading, unless the member discloses that fact when producing the record Penalty $500.00) (d) a committee member of the club shall not when directed under the Act to produce and deliver to

the Commissioner an audited statement of the financial position of the club, refuse or neglect without reasonable excuse to produce and deliver such a statement in accordance with the commissioner's direction. (Penalty $500.00)

(e) Where in a document required by or for the purposes of this Act or lodged with or submitted to

the Commissioner or in a document submitted to a meeting of members of the club, a member: • makes or authorises the making of a statement that to the member's knowledge is false or

misleading in any material particular, or • omits or authorises the omission of any matter or thing without which the document is the

member's knowledge misleading in any material respect, the member commits an offence and is liable to a fine of $500.00.

(f) The Associations Incorporation Act requires that: • annual general meetings be convened within 4 months of the end of the club's financial year • special resolutions to include requirements of notice to members, a general meeting, and a vote

of at least three- quarters of those entitled to vote, who are present • the standards for maintaining financial records be defined. • accounts showing the financial position of the club be submitted to members at the annual

general meeting • the maintenance of a register of members and their residential or postal addresses, and access by

any member to inspect and copy • the maintenance of up to date constitution and rules, and access by any member to inspect and

copy • the maintenance of a list of office bearers, trustees, and their residential or postal addresses, and

access by any member to inspect and copy. • there are requirements under the Act in relation to financial accounting, reporting to members,

contracts, and auditing accounts, changing the constitution or rules, and in addition, recommendations for the club to have risk management procedures, descriptions of the duties of individual committee members, and assessment of insurance cover requirements.

4) Legislative Provisions of the Liquor Licensing Act Include: (a) that the club shall ensure that the constitution and by-laws of the club are of a kind appropriate

for the purposes of the club.

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(b) that the club shall: • Make proper provision for the management of the affairs of the club by a committee of

management elected by the general body of members and for the appointment of a secretary • Make proper provision for regular meetings of the general body of members and of the

committee of management • Ensure that appropriate conditions governing admission to membership of the club exist and, in

particular — (i) that a person may not become a member of the club unless duly nominated on proper notice

being given to the ordinary members of the club, and subsequently elected by the general body of members or by a committee in accordance with the constitution.

(ii) that the number of persons who may be admitted to membership, or to a particular class of

membership, does not exceed any limit imposed by the licensing authority. (iii) where provision is made for honorary or temporary membership, that the classes of persons

entitled to such membership are not unduly large, having regard to the nature of the club (b) that provision is made for payment in advance of a defined annual, half-yearly or quarterly

subscription by the ordinary members of the club (c) that provision is made — • for proper records to be kept of the proceedings of the club and of the committee of management • for proper accounts to be kept of the financial affairs of the club (d) The club must ensure that - • as soon as is practicable after making any proposal for a change in the appointment of a person

as trustee to hold the license for the club, or to the constitution or rules of the club, the secretary of the club is required to provide the director with certified particulars of the proposed change, effect is not given to the change without the prior approval of the director.

• an up to date register of members, in respect of each class of membership, is continually

available for inspection at the club premises (e) the club ensures that its constitution and by-laws, as approved by the director, are not

contravened. 4 The Volunteers (Protection from Liability) Act 2002: This Act was proclaimed on 1 January 2003. The legislation provides a certain "peace of mind" for volunteers. So as long as that volunteer operates within the instructions of the club and to the best of their ability, they are "protected".

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Through the Volunteers (Protection from Liability) Act 2002: A member of the club, including a member on the committee of management, who operates in good faith when doing work for the club, and provided that the work is carried out within the club's guidelines, has some protection from liability. The intent is that the liability will transfer to the club. this means that volunteers (members) cannot be sued for something they did or failed to do, providing that they were acting within the scope of the work and directions given to them by the club. If the liability is transferred to the "club" - what constitutes the club? The club is as defined in the Act. An incorporated club under the Associations and Incorporation Act 1987, means the board. The board is always ultimately responsible for the actions of a club's members' actions. Although a person may choose to sue an individual, it is the club that carries the responsibility, so long as the individual whose behaviour is in question was acting within the instructions of the club. If a member is acting outside the instructions of the club, that member can be sued as an individual and the club may not be responsible. If a member acts illegally, the Act does not cover them. The Act requires that a member act in good faith. If a person commits a crime they cannot be said to be acting in good faith. Therefore, if a person commits a crime, or an illegal act, there is no transfer of liability to the club. Members will not be protected by the Act if they knew, or ought to have known, that they were acting outside the scope of the work organised by the club, or contrary to instructions. The Act refers to work which is organised by the club. This means that members who may be directed by the club to undertake a particular type of voluntary work, should not undertake other voluntary duties without liaising with the club to gain further direction. • If a member has signed an agreement or waiver to indemnify the club, such an agreement will

have no effect. • Any agreement, undertaking or arrangement, entered into by a member that aims to exempt the

club from any suits that may arise from the individual's participation as a member with the club will have no effect.

• The Act will preserve existing protection from liability that the club may already have, arising,

for example, from contractual arrangements with a third party. • There is little impact on the club, PROVIDED the club has procedures in place, and in addition,

can demonstrate (if required) that the member had been informed of appropriate protocols, and that the club made every effort to ensure that the volunteer adhered to those protocols.

As a result, the club shall ensure awareness of the legislation to all members, paid and volunteer, and shall: 1. Provide very clear and succinct written roles and responsibilities to all paid and volunteer

staff/members.

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2. Develop a process for the management of complaints and document all complaints and outcomes. Retain these records

3. Ensure that the club has adequate risk management strategies in place 4. Ensure that there is adequate insurance coverage for the club's operations: The following is the type of insurance cover available that the club may at times consider: Personal Accident – Volunteers For volunteers aged twelve and upwards, compensation in varying amounts is paid for death or bodily injury to a volunteer whilst working for the club. This insurance will cover injuries such as total disablement, loss of sight or limbs, broken legs etc. The cover will insure volunteers whilst carrying out voluntary work on behalf of the club, including covering travel associated with the voluntary work. Public Liability This covers the club's liability for bodily injury to members of the public and/or damage to public property m connection with the insured club's business activities. Professional Indemnity This covers the club for breach of their professional duty as a result of negligent acts, errors or omissions in their conduct. This insurance is particularly important if volunteers are interacting with the public and providing information. Directors and Officers Liability Insurance An incorporated association may insure its directors and officers against liability to a third person, provided the liability is not for negligent acts or breach of duty. Working with Children (Criminal Record Checking) Act 2004: This Act was proclaimed on 1st January 2006. This legislation has been enacted to protect children under the age of 18 years. • It is the responsibility of the person wishing to carry out the "child related activities" to apply for

a "Working With Children Check" • It is the responsibility of the committee of management to ensure that any person who is

engaged to carry out "child related activities" has, and in addition, submits for proof, a "Working With Children Check" (Prohibited Person Declaration).

• There are significant penalties where individuals, and organisations, do not comply with their

obligations under the Act, resulting in fines and / or imprisonment. As a result, the committee of management, shall obtain a Working with Children certification from applicants for membership and for appointees in certain roles such the club Coach, Junior Director, and crèche supervisors and any associated staff of those positions, where activities are likely to involve individual and unsupervised contact with members under 18 years of age.

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BY-LAW No. 4: FINANCIAL MANAGEMENT OF THE CLUB This By-Law is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the rules within the constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and amendments made thereafter are not contravened. Contents: 1) Purpose of By-Law 2) Receiving Revenue Procedures 3) Paying Accounts 4) Account Reconciliations 5) Approvals Required for Expenditure 6) Investment of Funds 7) Financial Planning 8) Non-Discretional Payments 9) Responsibilities for Coordinators 1) The purpose of this By-Law is to ensure that the club has in place a sound financial structure,

and maintains good risk management procedures. There are specific financial responsibilities under the Associations Incorporations Act that require the

club to ensure that: • there is compliance in relation to financial accounting and reporting to members • the club can pay all its expenses • the conditions of any funding agreement are followed • the accounts, books, and all other financial records of the club are audited each year. • there are good risk management procedures in place. • all property and income of the club will apply solely to the promotion of the objects of the club

and no part of that property or income shall be paid or otherwise distributed, directly, or indirectly, to members, except in good faith in the promotion of these objects.

The committee of management accepts these responsibilities, and to this end, the following procedures shall apply: 2) Receiving revenue: All monies received by the club shall be ultimately received by the treasurer and immediately paid into such bank, or recognised financial institution, as the committee of management may determine from time to time. the treasurer, who is a member of the committee of management, shall be responsible for the proper accounting of income and expenditure.

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Club funds are generally received in from members (subscriptions), fund raising activities, court hire, social play (court fees), and or over the bar (sales). They may be collected in person or received through the mail. (a) Cash received through the mail. At least once each week the Secretary or designated person will collect mail from the club's post office box. On opening the mail take a note of the sender and pass on cash payments (and invoices/receipts) to the treasurer or if designated, bank the money and pass details to the treasurer. The Treasurer shall: • Issue a receipt for monies received where necessary. • Record particulars of members' fees in the members register. • Calculate the total fees for individual membership categories. • Complete a "summary of receipts" and reconcile it to the total cash received. • Email the completed "Membership Receipts Summary" form to the Membership Director. • Deposit the cash received into the club's operating account. • Enter the total amount deposited in the cashbook (MYOB)..

(b) Cash received from the bar staff: At least once each week (more frequently if large sums of money are taken, eg during a tournament) the treasurer, or designated person, will collect cash from the bar staff. The Treasurer shall: • Verify the cash handed over to the total recorded on the "Bar Receipts Summary " form.

• Examine and verify entries on the "Bar Receipts Summary " form.

• Ensure receipts for cash purchases are attached to the "Bar Receipts Summary " form and that

sufficient details are recorded on the form to indicate which account should be debited.

• If complimentary drinks have been provided ensure details are recorded. • Give a discharge for the amount of cash received on the "Bar Receipts Summary " form.

• Deposit the cash received into the club's operating account.

• Enter the total amount deposited in the cashbook (MYOB).

• File the "Bar Receipts Summary" form in date order.

(e) Cash received from fund raising, social tennis, and other activities of the club: • Verify the cash handed over to the total recorded on the "Receipts Summary " form.

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• Give a discharge for the amount of cash received on the "Receipts Summary " form. • Deposit the cash received into the club's operating account.

• Enter the total amount deposited in the cashbook.

3) Paying Accounts: No expenditure shall be incurred without the authority of the committee of management. All accounts due by the club are paid by cheque after having being passed for payment at the management committee meeting, and when immediate payment is necessary, accounts paid and the action endorsed at the next management committee meeting. All cheques and signatories to accounts are signed by any two of the following: President, Vice-President, club Captain, Treasurer, and/or Secretary. Payments made by EFT direct with the bank shall also be entered by one and authorised by another. On receipt of an invoice the Treasurer (or designated person) shall: • Check that the calculations are correct and sign accordingly.

• Check to see that the invoice has not previously been paid.

• Ensure discharge for value received and process the account for payment.

• Make payment, noting the date paid and cause the payment to be authorised

• Record the transaction in the cashbook (MYOB).

• File the invoice in order for audit purposes.

All invoices shall be stamped with the following information: Posted, Date and signature of authorizing person 4) Account Reconciliations: The Treasurer shall: • keep proper records as required under the Associations Incorporation Act, and keep records of

all monies received and expended.

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• obtain bank statements as at the end of each month and reconcile the cashbook (MYOB). Any deficiencies shall be brought to the attention of the President and the committee of management immediately.

• table a statement showing the financial position of the club at each management committee

meeting. • submit to the Annual General Meeting a statement of income, expenditure, assets, and

liabilities, and in addition, ensure that the auditor's report is attached to such financial report by the treasurer, and after presentation to the AGM the reports are held by the secretary.

5) Approvals Required For Expenditure: (a) Capital expenditure and individual items of non-recurring expenditure in excess of $10,000: Expenditure of this nature must have received the prior approval of the members at Annual General Meeting or a Special General Meeting. (b) Recurring expenditure and individual items budgeted for: Expenditure of this nature may be

incurred and approved by the responsible committee member. (c) Expenditure less than $10,000 and not budgeted for: The committee of management must

approve expenditure of this nature. 6) Investment of Funds: The treasurer is responsible for ensuring that the clubs surplus funds are securely invested so as to attract a higher rate of interest than would be paid if left in the operating account. The Treasurer shall: • Recommend secure investment options to the committee of management.

• Recommend amount to be invested

• On approval by the committee of management arrange the transfer of funds.

7) Financial Planning: In the month of May the Treasurer and the President may compile an operational and capital budget for presentation at the June meeting of the committee of management. When preparing the budgets the Treasurer shall: • Take account of the committee's strategic plan for the club over the next financial year. In the

case of capital expenditure the budget might take account of a longer-term plan. • Consult with individuals and groups within the club regarding possible changes to recurring

areas of income and expenditure. • When estimating, adjust actuals to take into account inflation.

• In the case of significant items of expenditure (particularly capital) obtain quotes.

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As part of the budget process the Treasurer may also liaise with the relevant committee Members and review the following fees and make recommendations to the committee of management on; Membership subscriptions, pennant players fees, Visitor's fees, Court hire fees club hire fees. 8 Non - Discretional Payments: For the ensuing year, the treasurer will review and ensure that the payments are made by the due date for the following: Green keeper’s contract fees, insurance premiums membership affiliations, lease fees loans, GST business activity statements 9 Coordinators of Sub-committees: Coordinators of any sub-committees established by the committee of management, shall ensure that: (a) the request for funds, to carry out necessary sub-committee activities, are directed to the

committee of management, and the subsequent decisions of that committee of management shall be recorded in the minutes of such meeting of members.

(b) all monies received and expended by their sub-committee is recorded, including the matters in

respect of which such receipt and expenditure took place. (c) a statement of financial account, and any pending expenditure, is presented at each meeting of

the committee of management for approval and an endorsed signature by the treasurer. In the absence of the treasurer, the president shall sign.

(d) the books of account for the aspects of their sub-committee, shall be kept by the coordinator at

his/her place of residence, or at such other place as the committee of management thinks fit, and shall always be available for inspection by the treasurer, committee of management, and any auditor.

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BY-LAW No. 5 MEMBERSHIP & PLAYING RIGHTS OF THE CLUB This By-Law is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the rules within the constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and amendments made thereafter are not contravened. Contents: 1) Purpose of By-Law 2) Categories of membership 3) Rights of membership 4) Eligibility and rules for participation in club events: 1) Purpose of By Law The purpose of this By-law is to convey to all members, and visitors to the club, the membership structure of the club, membership rights, and the eligibility to enter club conducted events. The rights and privileges of every member and guest of the club, shall be personal and shall not be in any manner transferable by their own act, or through any other person on their behalf, or by operation of law. 2) Categories of Membership: The committee Of Management shall ensure that the total membership of the club (including Youth) does not exceed 280 members as specified in the License for the club under the "Liquor Licensing Act". To maximise club benefits to all current and new members, the committee of management may elect to change (or nominate new) membership categories to meet particular circumstances as they arise. Current membership categories include: (a) Premium Membership: Any person 18 years or over may make an application for admission as a Premium Member of the club (noting that Youth membership extends to age 25). The annual subscription includes playing levies, commonly referred to as "Court Fees". (b) Associate Membership: Any person 18 years or over, may make an application for admission as an Associate Member of the club. (noting that Youth membership extends to age 25). The annual subscription does NOT include playing levies, commonly referred to as "Court Fees". (d) Youth Membership: Any person up tor twenty five (25) years, as at the 31st December in any year, may make application for admission as a Youth Member. The annual subscription includes playing levies, commonly referred to as "Court Fees".

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(e) Life Membership: Life Membership of the club may be granted to a member of the club who the committee of management considers to be an appropriate person in recognition of his or her services to the club. The Membership retains the privileges of a "Premium Category" but without membership fees being payable. (f) Honorary Membership: Honorary Membership of the club may be granted to a person who the committee of management considers to be of special note and in recognition of his or her contribution to the club's functions. This would include the club’s Patron for example. The Membership is a non-tennis playing category. 2) Rights Of Membership: The rights and privileges of every member shall be personal and shall not be in any manner transferable by their own act, or through any other person on their behalf, or by operation of law. Unless otherwise determined by the committee of management, all annual subscriptions shall be payable in advance on or before the 31st October in each year. Unless deemed otherwise by the committee, any member of the club who has not paid his/her dues by that date, and intending to participate in any tennis on the clubs facilities, shall be treated as a "Guest" or "Visitor" to the club. All levies for courts and lights, as assigned to that category, and determined by the committee of Management shall apply until such time the membership fees are paid. Discounted Fees Family: A family comprising of two adults and at least one Junior may apply for a "Family Discount" consideration from the membership director. Injury: If a member has incurred an injury that stops them participating in the playing of tennis for a majority of the year, the club committee will, "if requested in writing by the member", consider a discount to fees for the following year for that member on an individual basis. New Members only who join on or after 1st May in each year, shall have their fees for the appropriate membership, decreased by 50% for that year only. Financial club Members shall have the following rights: (a) Premium Members and Life Members: • Shall have access to the club's tennis courts for private play in accordance with the club's

"Court Policy" which outlines the rules for court usage outside scheduled club tennis events.

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• Entitled to participate in Pennants, club Championships, Tournaments, night tennis, and all other social and special events, subject to the rules of the event, as determined by the Match committee.

• Entitled to bring a maximum of three (3) "Guests" to the club.

• The rights to attend, speak, nominate, and vote at any Annual General Meeting, or Extraordinary General Meeting of the club and be a member of the committee..

• To attend all entertainment and social functions.

• Host functions on the premises of the club, after written approval to the committee, and subject to any By-laws of the club.

(b) Associate Members • Shall have access to the club's tennis courts for private play in accordance with the club's

"Court Policy" and rules for court usage outside scheduled club tennis events. • Not entitled to participate in Pennants, club Championships, *Tournaments, except subject

to the rules of the event, as determined by the Match committee or *TennisWest

• Entitled to bring a maximum of three (3) "Guests" to the club.

• The rights to attend, speak, nominate, and vote at any Annual General Meeting, or Extraordinary General Meeting of the club and be a member of the committee.

• To attend all entertainment and social functions.

• Host functions on the premises of the club, after written approval to the committee, and subject to any By-laws of the club.

( c ) Y outh Members: • Shall have access to the club's tennis courts for private play in accordance with the club's

"Court Policy" which outlines the rules for court usage outside scheduled club tennis events.

• Entitled to participate in Pennants, club Championships, Tournaments, night tennis, subject to the rules of the event, as determined by the Match committee

• shall have the right to attend and speak at any Annual General Meeting, or Extraordinary General Meeting, of the club. (Youth members under the age of 18 shall not be eligible to vote at any such meeting, and shall not be eligible to hold any office position).

(e) Honorary Members:

• Non-playing categories, but shall be permitted to play tennis on club social days when a "guest" of an existing member, and shall be entitled to use the club courts only three times in any one season. If further participation is required, then the member shall apply for a more appropriate membership category of the club prior to any further participation in club events.

• Shall not be eligible to represent the club in representative competition or club Championship events.

• Shall be eligible to attend all entertainment and social functions.

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• Honorary Members shall have the rights to attend and speak, but not vote at any Annual General Meeting, or Extraordinary General Meeting of the club.

3) Eligibility and Rules For Participation In club Events: All tennis activities and events organised by the club, and including unorganised events, shall be carried out using the playing rules set by Tennis Australia, and conducted in a manner that shall conform with both the "Member Protection By-Law" and "Code of Conduct" as issued and promoted by Tennis Australia. (a) Social Tennis: IE Saturday Afternoon and Wednesday Morning organised events. • Open to all categories of membership, including guests and visitors.

• The event is subject to Court Fees, depending on membership category.

• The format of play is determined by the match committee and / or Duty Captain of the day.

(b) Night Tennis: Open to all categories of membership, including guests and visitors. The event is subject to Court Fees (depending on membership category), and in addition, a levy may be required to cover lighting costs, as determined by the committee of management. The format of play is determined by the event Coordinator, and in addition, due to limited night playing facilities, the event coordinator may be required to follow a policy set by the Match committee for the selection of participating players. (d) Thursday Pennants (Ladies League): The event is open to all female members of the club within the Premium and Associate membership categories. • An Associate member can nominate and will be entitled to play in a minimum of three (3)

events before being requested to review membership to Premium. • Members wishing to participate must nominate themselves, as well as the grade they wish

to play in, to the Thursday pennant coordinator.

• Selection of teams and associated formula of play shall be determined by a sub-committee comprising the Ladies League coordinator, and a representative from each of the grades in the competition.

(f) Sunday Junior Pennants: Competitive junior tennis that runs for approximately six (6) weeks during the period October to early December. The event is open to all Junior members of the club. Format of play and selection of teams is determined by the Junior Director.

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(b) Rights of Visitors/Guests, The constitution provides that members are entitled to bring guests to the Club, but the number of guests shall not exceed three (3), which is the maximum number allowed within the License for the Club, under the "Liquor Licensing Act 1998" and Amendments made thereafter. A guest, in the present of a member, shall be entitled to play in organised events only three times in any one season before the guest is requested to take membership. Guests of members shall be subject to Court Fees as determined by the Committee of Management. Guests shall not: • Be eligible to represent the Club in representative competition • be eligible to participate in Club Championship events. (c) Rights of Club Coach: The membership category of the Club Coach is linked to his/her coaching contract, which includes a Premium Membership, and the rights of such membership, on payment of a sponsorship fee to the Club. Access to the grass courts shall be determined by the Committee of Management and specified within the contract for the coach. Access to the hard & synthetic courts shall be pre-booked in accordance with the Club's court hiring policy. Staff members of the Coach are required to either join the Club (Premium, Associate or Youth Membership) and be eligible to the rights of such membership. (d) Rights of Members of Other Tennis Clubs: Full members of other clubs affiliated with Tennis West, or members of clubs affiliated to and accepting the authority of the International Tennis Federation, shall be deemed to be visitors, and as such, shall conform with the rights assigned to visitors and guests. If also an Associate Member of this club, they will be eligible to play in competitions subject to Match Committee provisions. (g) Club Championship Events: Open to all members within the Premium, and Youth membership categories who have played three (3) or more times at an organised club tennis event. To play in club championships or annual handicap tournaments, a player must be a member one (1) month prior to the handicap or championship tournament.

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The player must have participated in 3 programmed tennis events ratified by the club. The eligibility of a player who has not participated in at least three organised club events (including social play) shall be at the discretion of the match committee. (h) Tournaments & Special Events: Subject to Tennis Australia / West criteria for entry and associated rules depending on the type of the event, and in addition, as determined by the event management committee. Tournaments are generally open to all financial members of the club, and in addition, to those members of other clubs which are either affiliated with Tennis West, or tennis associations affiliated to and accepting the authority of the International Tennis Federation.

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BY-LAW No. 6 HIRE OF THE CLUB PREMISES & COURTS This By-Law is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the Rules within the Constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and amendments made thereafter are not contravened. Contents: 1) Purpose of By-Law 2) Hire of club House and Associated Facilities 3) Hire of the Hard Courts 4) Hire of the Grass & Synthetic Courts 1) The purpose of this By-law is to convey to all members, and visitors to the club, the rules

for the hiring of the facilities of the club, and in addition, to ensure that the rules are applied in a consistent manner.

2) Hire of Club House and Associated Facilities: The following general conditions apply for the hiring of the club's premises: • The hiring of the clubhouse and associated facilities shall be available for functions other

than twenty first (21st) birthday parties, and in addition, at the discretion of the committee of management after recommendations from the club's club hire coordinator.

• The provisions of the Liquor Licensing Act, 1988, must be strictly adhered to at all

functions. • A financial member of the club, a member of the public, or a person representing an

organization may apply to the club hire coordinator to hire the club's premises for a private function.

• The applicant must attend and take full responsibility for the guests and the club's

property . • The hiring fee, booking fee, and associated bonds, and the manner of payment shall be

determined by the club hire coordinator on approval from the committee of management. • The schedule of fees shall be displayed in the appropriate places for viewing. • The availability of the club's facilities for hiring during the tennis season shall be

determined by the committee of management, but the hiring shall not encroach excessively into members prime playing, social time, or restrict member's reasonable access to club facilities.

• The club shall provide a bar person if required, and all liquor consumed and supplied shall

be in accordance within the club's Liquor License. 3) Hire of the Hard Courts: The following general conditions shall apply:

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• The hard courts shall be available for hire by members and the public. • When the grass courts are available for play, no special rights will apply to members in

respect to usage of the hard courts. • When the grass courts are unavailable, members may use the hard courts free of charge

providing they have not been booked by either another member or a non- member. • Usage of the hard courts at night (under lights) by members are subject to normal booking

arrangements and the payment of the appropriate fee. • Fees payable for the hire of the courts shall be determined by the committee of

management. The schedule of fees shall be displayed in the appropriate places for viewing.

4) Hire of Synthetic & Grass Courts • These courts shall not be made available to the public for hiring. • Members shall be entitled to play on the courts at any time outside normal club events,

provided that they observe the rules set by the committee of management and pay any fees payable for lights and guests.

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BY-LAW No. 7:

DETERMINATION & ELIGIBILITY FOR LIFE MEMBERSHIP AWARD This Policy is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the Rules within the Constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and Amendments made thereafter are not contravened. Contents (1) Purpose of Policy 2) Definition 3) Criteria 4) Nomination Process 5) Assessment Process 6) Benefits of Life Membership 7) Forfeiture of Life Membership 1) The purpose of this policy is to provide to the Members of the Management committee, and

in addition, to all Members of the club, the minimum criteria required before any member is to be considered eligible for nomination of an award of "Life Membership" of the Busselton Tennis Club.

2) The club's definition of "Life Membership" is that it is the highest award available, to

recognise the exceptional contribution of an individual who has extended their commitment to ensure the current and future existence of the Busselton Tennis Club, and therefore it is only to be awarded in exceptional circumstances.

3) The criteria to be taken into account when considering any nomination for an award of

"Life Membership" shall include:

• The general attitude, and overall demeanor, of the nominee.

• Attitude should be one that not only reflects a dedication to the values of the Busselton Tennis Club, but one that also reflects credit upon the Busselton Tennis Club through leadership and good role modeling.

• The Nominee for Life membership must have given at least 10 years continuous membership to the Busselton Tennis Club, unless exceptional circumstances can be cited, and in addition, be a current financial member of the club.

• The service to the club must have reflected favourably, and brought credit upon the Busselton Tennis Club.

• Membership of a committee, or length of service, alone is not appropriate, or an automatic trigger, for consideration of the award.

• A Life Membership award shall not automatically include a spouse. The spouse must be nominated in their own right.

4) Nomination Process:

As recorded in the club's constitution, any member may nominate another member to the category of Life Member, providing that:

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• The nominee is proposed and seconded by existing financial members of the Busselton Tennis club.

• The nomination is in writing, and articulates the reasons why Life Membership should be considered appropriate, and in addition, cites examples of work or involvement which have significantly progressed the Busselton Tennis Club to ensure its current and future existence.

• Nominations shall be submitted to the club's Secretary, or a committee Member, no later than eight (8) weeks before the club's formal "Presentation Night" ending the club's tennis season.

5) Assessment Process:

All Nominations shall be treated with the strictest of confidence.

Once having received a nomination, the committee of management shall appoint a "Life Membership Sub-committee" which shall:

• Verify date the nomination was received.

• Verify that both proposer and seconder are financial members of the Busselton Tennis Club.

• Verify that the nominee has been a continuous financial member of the Busselton Tennis club for at least 10 years.

• Use resources at hand to ascertain the validity of the nominee as being an acceptable, or otherwise, recipient of such an award.

• Obtain a vote from all members of the committee of management, either at meeting, or by electronic mail, or otherwise. If the nomination is a current member of the committee of management, then that person shall be excluded from the vote and associated communications.

• Present the decision on the nomination as being acceptable, or otherwise, to the committee of management.

If the committee of management so accepts the validity of the nomination, then arrangements shall be made to announce and present the award at the next "Presentation Night" ending the club's tennis season.

6) Benefits of Life Membership:

Life Membership shall be recognised by:

• An official "Life Membership Badge", which shall be presented at the "Presentation Night" ending the club's tennis season.

• Listing in the Busselton Tennis Club's archives of Life Members, and on the club's Honour

Board.

• An honorary membership of the Busselton Tennis Club, equivalent to a "full membership category".

7) Forfeiture of Life Membership: This provision will only be exercised in exceptional circumstances.

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The Life Membership award shall be forfeited upon any failure to observe any bylaws, or constitutional requirements, where the recipient has conducted him/herself in a manner that reflects directly and adversely on the image^ or activities, of the Busselton Tennis Club.

As part of the deliberations by the committee of management, the Life Member n question shall be given an opportunity to present their case for retention of their Life Membership status. Forfeiture shall be enacted upon by the passing of a Special Resolution to the club's members for the removal from Life Membership for reasons not limited to but as bringing the name of the Busselton Tennis Club into disrepute.

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BY-LAW No. 8 PROVISION & MANAGEMENT OF A BUILDING FUND This By-Law is issued by special resolution from the committee of management, and may from time to time be amended by the committee, provided that the Rules within the Constitution of the club, the Liquor Licensing Act 1988, and the Associations Incorporation Act 1987, and amendments made thereafter are not contravened. 1) Purpose of By-Law: 2) Purpose of Building Fund: 3) Establishment of Fund: 4) Management of Fund: 1) The Purpose Of This By-law: To convey to all members of the club, and to members of the committee of management, the policy for establishing and maintaining a Building Fund for the Busselton Tennis Club, and in addition, the policy for the determination of the expenditure of any accrued monies within that fund. 2) Purpose of Building Fund: Monies accrued within the Building Fund shall be for the purpose of maintaining the

assets of the Busselton Tennis Club to a standard accepted by members of the club. 3) Establishment of Building Fund: The Building Fund shall either be established and maintained by the Treasurer as a

separate financial account for the club, or combined and identified within an existing financial account for the club, as determined by the Treasurer.

5) Management of Building Fund: • Monies shall be contributed, or assigned, to the Building Fund on a monthly basis by the treasurer in a manner, and in an amount, as determined by the committee of management.

• The treasurer shall include, in his monthly financial report to the committee of management, and in addition, the annual summary accounts for the AGM, the financial status of the Building Fund

• The cessation of monthly contribution shall only be determined by Special Resolution of Members eligible to vote) from the members of the club at a General Meeting.

• Variations to the assigned value of the monthly contribution to the Building Fund shall be determined by Special Resolution (75% of the elected committee) from the committee of management.

• The requirement for expenditure, or assignment, of monies from within the Building Fund, for purposes other than the purpose of maintaining current assets of the club, shall only be approved by members of the club at General Meeting by Special Resolution (75% of members eligible to vote).

• Expenditure of monies from the Building Fund for its designated purpose shall be determined by the committee of management by Special Resolution from the members of the committee at meeting.