TTCA By-Laws

Article I:  Meetings

Section I: Members

There shall be fourclassifications for membership:

  1. Full (Voting member) – Any person actively involved in coaching a tennis program in a Texas school district (grades Pre K-12) and employed by the school district or college he or she representsis eligible for Full membership after paying the required dues.

  2. Associate (Voting member) – Any other interested persons shall be eligible for Associate membership upon compliance with the Bylaws of this Association after paying the required dues.  This includes retired coaches who are no longer actively working with a school tennis program.

  3. Student membership (Non-voting member) - Any person who is currently a student.

  4. Hall of Fame (Voting member) - Any member of the TTCA/Wilson Hall of Fame.

 

Section II:  Membership Year

The membership year shall extend from December 1 through November 30.

 

Section III:  Dues

The Board of Directors shall establish the amount of the annual dues.  Dues shall be collected at any time from December 1 through October 15 for the ensuing yearand shall not be prorated.  In the event that a coach misses the deadline, they would need to turn in an appeal to be reviewed by the TTCA Executive Committee.

 

Section IV:  Meetings

  1. In accordance with Article XI. Section A. of the TTCA Constitution, an annual meeting of the membership shall be held at a time and place determined by the President, in conjunction with the Annual TTCA Convention.  Its purpose will be to conduct the affairs of the TTCA and to nominate and elect officers. (The new officers immediately begin serving two-year terms.)

  2. Notice of the meeting date and site shall be given to all members.  Such notice shall be sent by electronic means at least ten (10) days prior to the meeting.

 

Article II:  Officers

 

Section I:  Officers and Duties

  1. The TTCA officers shall be President, Vice-Presidents, Secretary and Treasurer.  

  2. Duties of the President – The President shall:

    1. Serve for a term of two years and shall not succeed himself / herself.

    2. Be the presiding officer at all meetings of TTCA.

    3. Assist the Executive Director with the supervision of the business of TTCA.

    4. Be responsible for ensuring that the business of TTCA is conducted in accordance with the TTCA Constitution.

    5. Assist the Executive Director with the enforcement of the By-Laws of TTCA.

    6. Be responsible for the appointment of a qualified replacement for any vacated office during an unexpired term.

    7. Appoint chairpersons for all committees.

    8. Serve as an ex-officio member of all committees.

    9. Remain on the Board of Directors upon becoming a past President and continuing active participation in TTCA Board functions.

  3. Duties of the Vice-Presidents:

    1. The 1st Vice-President shall perform the duties of the President when he / she is absent.

    2. The 1st Vice-President shall assume the office of the President at the end of the two (2) year term or if the President cannot complete his / her term of office.

    3. The 2st Vice-President shall assume the office of the 1st Vice-President at the end of the two (2) year term or if the 1st Vice-President cannot complete his / her term of office.

    4. The Vice-Presidents shall assist the President in conducting the business of TTCA.

  4. Duties of the Secretary – The Secretary shall:

    1. Maintain complete, accurate and typed minutes of all meetings of TTCA in a permanent file on the TTCA Google Drive.  The minutes shall be distributed to all Board members within thirty (30) days following each meeting. Only Secretary shall have access to edit the minutes.

    2. Bring all minutes of the current year and the previous year to each meeting.

    3. Carry on all correspondence and perform all other duties as directed by the Executive Director, the Board of Directors or the President.  

    4. Ensure that notification is sent to all members regarding the meeting date and site for all general membership and special meetings.  Such notice shall be sent by electronic means at least ten (10) days prior to the meeting.

  5. Duties of the Treasurer – The Treasurer shall:

    1. Collect TTCA dues, registrations and other income.

    2. Keep accurate records of all receipts and disbursements.

    3. Maintain the budget and detail sheet on the Google Drive.

    4. Disburse monies as authorized by the CFO and / or the Executive Director.  There shall be a maximum limit of $1000.00 without prior approval of the Board of Directors. 

    5. Submit a typed semi-annual financial statement to the Board of Directors.  Submit an up-to-date financial statement at any time in which the CFO or the President requests it.

    6. Print and make copies to distribute at all Board meetings and all general membership meetings. 

    7. Submit a ledger sheet, invoices and the bank book for audit upon request.

    8. Perform all other duties as directed by the CFO, the Executive Director and / or the Board of Directors.

F.   Duties of the Executive Director - The Executive Director shall:

1. Oversee and guide all operations and aspects of the TTCA.

2. Oversee all contracts and legal entities of the TTCA.

3. Develops and institutes new ways to bring finances and monetary value to the TTCA.

4. Communicates any and all necessary information to the TTCA Officers and board.

5. Attend and participate in all TTCA Board Meetings and Conference Calls.

6.  Perform all other duties as assigned by the Board of Directors.

G.   Duties of the CFO

1. Assembles vendors and collects all vendor money from the TTCA Convention Trade Show.

2. Oversees day to day income and expenses from the TTCA by maintaining a balanced bank account while seeing that the Google Drive Budget sheet and Budget Detail sheet is up to date.

3. Communicates any necessary monetary approval decisions and/or concerns with the TTCA Officers and Executive Director.

4. Reports monthly Financial status of the TTCA and Budgets to the TTCA Officers and Executive Director by overseeing the up to date accuracy of the spreadsheet of Income and Expenses file.

5. Sets up and organizes an audit of the TTCA books as assigned by the Board of Directors.

6. Attend and participate in all TTCA Board Meetings and conference calls.

7. Responsible for all legal issues relating to money & financial issues of the TTCA.  (Federal and State laws and issues involving IRS, tax forms and status).

8.  Perform all other duties as assigned by the Board of Directors.

 

       Section II:  Tenure of Office

  1. The President is a two-year (2) term.

  2. The Vice-Presidents assume the next position (1st Vice-President to President, 2nd Vice-President to 1st Vice-President).

  3. Secretary is a two-year (2) term.

  4. Treasurer is a two-year (2) term.

  5. Classification Vice-President is a two-year (2) term.

 

Article III: Board of Directors

 

Section I:  General Business Affairs

  1. The Board of Directors shall conduct the general business affairs of the TTCA.

  2. The Board of Directors acts on any matter that cannot be handled by the Officers, Executive Director, and/or CFO.

  3. The Board of Directors has final authority on questions concerning the TTCA Constitution.

  4. TTCA shall engage in no activity that violates any law of this state, or any rule or regulation of the University Interscholastic League or the State Board of Education.

 

Section II:  Membership

  1. The Board of Directors consists of the Executive Director, President, CFO, Vice-Presidents, Secretary, Treasurer, active past Presidents, and Classification Vice-Presidents.

  2. The immediate past President shall serve on the Board of Directors.  Any other past Presidents who remain actively involved in Association business shall serve on the Board.  Past Presidents who serve on the Board have full motion-making and voting rights. (“Actively involved” is defined as having attended at least 1 of the 2 semi-annual meetings and the annual Board Meeting per calendar year, plus fifty percent of conference calls.)

  3. Past Presidents who have been inactive may become active voting members of the board after establishing themselves as actively involved with board activities for a period of one year.

 

       Section III:  Important Document Policies

  1. Conflict of Interest Policy - The purpose of this conflict of interest policy is to establish the procedures applicable to the identification and resolution of conflicts of interest in the context of transactions or arrangements entered into by Texas Tennis Coaches Association where an Interested Person may have a Financial Interest in or Fiduciary Responsibility toward an individual or entity with which Texas Tennis Coaches Association is negotiating a transaction or arrangement.

  2. Document Retention and Destruction Policy - The purpose of this retention and destruction policy identifies the record retention responsibilities of staff, volunteers, members of the Board of Directors, and outsiders for maintaining and documenting the storage and destruction of the organization’s documents and records.

  3. Whistle Blower Policy - The purpose of this whistle blower policy is to encourage and enable employees and others to raise serious concerns internally so that the Texas Tennis Coaches Association can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of TTCA’s code of ethics or suspected violations of law or regulations that govern TTCA’s operations.

 

Article IV:  Classification Vice-Presidents  

 

  1. Classification Vice-Presidents will be elected in each UIL classification to aid in the implementation of Association business.

  2. Classification Vice-Presidents shall be elected by the membership at the annual general membership meeting for a two (2) year term.

  3. Classification Vice-Presidents may serve consecutive terms if elected by the membership.

  4. The President shall appoint a replacement if a Classification Vice-President does not complete their term.

  5. The Classification Vice-Presidents shall act as liaisons between each UIL classification and the officers of the Association.

  6. The Classification Vice-Presidents shall appoint one representative from each region, other than the region they represent, to make up the Classification Committee for each classification to aid in the implementation of classification and TTCA business.

  7. Classification Vice-Presidents are members of the Board with full motion-making and voting rights so long as they are actively involved in board activities.

 

Article V: Committees

 

The President shall appoint all chairpersons and committee members. 

 

Article VI: Amendment of the By-Laws

 

The By-Laws of the TTCA may be amended at the annual general membership meeting provided that the amendment was sent to the members in accordance with Article II. Section I. D.4. of these By-Laws. 

 

Article VII: Property of Texas Tennis Coaches Association

 

Section I:  Sale, Lease or Disposition of Property

  1. Any TTCA property may be leased or sold at the discretion of the Board of Directors.

  2. If and when the TTCA is disbanded, all property shall be sold at auction, and all funds distributed in accordance with the TTCA Charter.

 

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