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TABLE OF CONTENTS
OFFICERS
President
Vice President
Treasurer
Secretary
DIRECTORS/LEADS/COMMITTEES
Men’s Tennis
Women’s Tennis
Mixed Doubles Tennis
Tournaments
Hospitality and Publicity
- Sunshine
Nominating
ADDITIONAL LEADS/COMMITTEES
Maintenance
HPTA Job Descriptions, Policy Statements
and Playing Guidelines can be found on the
Heritage Pines Web Site. On the “Social”
drop-down menu, select “Clubs & Groups”.
On the Clubs & Groups page, scroll down
and click on “Tennis Association”
PRESIDENT
HERITAGE PINES TENNIS ASSOCIATION
POSITION REQUIREMENTS:
Individual must be a member in good standing of the HPTA.
PRIMARY DUTIES:
Organize and preside over all regular and special meetings of the HPTA Board of
Directors and membership meetings such as the annual meeting of the HPTA
Association.
Appoint Chairpersons to the various standing committees and special committees.
Assure records of meetings and financial oversight is maintained for the organization.
Act as spokesperson and liaison with the HPCA for the organization and assure any
budget reviews or input is provided to the main association with respect to HPTA
activities and tennis amenities.
Appoint a nominating committee to develop a slate of candidates for the following
year’s election of directors and officers at the annual meeting.
The President and Treasurer are responsible to go to the bank with the minutes of the
annual meeting to prepare new signature cards when either an officer leaves office or
a new officer assumes duties.
SECONDARY DUTIES:*
Assure periodic newsletters with information regarding the HPTA and upcoming
events are published and distributed.
Assure an accurate list of the membership with phone numbers and email addresses
are maintained.
Assure a calendar of HPTA events is created, maintained, posted, and distributed to
the membership.
Assure court sign-up sheets with HPTA reserved activities blocked out are provided
to the HPCA front desk personnel for use by all HP residents.
Assure a monthly calendar sheet showing general court reservations is posted on the
HPTA bulletin board.
Assure clubhouse and restaurant facilities are reserved for HPTA events (annual
meeting, fund raisers, etc.).
Assure HPTA tennis leagues and league schedules are prepared for planning and use
by the Association.
*Above secondary duties can be delegated to other HPTA members.
VICE PRESIDENT
HERITAGE PINES TENNIS ASSOCIATION
POSITION REQUIREMENTS:
Individual must be a member in good standing of the HPTA.
PRIMARY DUTIES:
Assists the President as needed and presides at meetings of the HPTA BOD and
Membership meetings in the absence of the President.
SECONDARY DUTIES:
Responsible for oversight and liaison with the Board for any long-term planning
efforts of the HPTA.
Responsible for oversight and liaison with the Board for scheduled HPTA
tournaments.
SECRETARY
HERITAGE PINES TENNIS ASSOCIATION
POSITION REQUIREMENTS:
Individual must be a member in good standing of the HPTA.
PRIMARY DUTIES:
Record meeting minutes at each Board and Membership meeting.
Present prior Board meeting minutes for approval at Board meetings.
Email copies of meeting minutes to Board members.
Post a brief summary of all meetings on the Tennis Bulletin Board within 7 days
following the meeting.
Maintain records/copies of files, folders, and reports including minutes and
committee reports.
Post on the tennis bulletin board the list of candidates for the Officers and open
Director positions for the HPTA BOD 18 days prior to the annual membership
meeting.
SECONDARY DUTIES:
Handle correspondence as directed by the President and/or BOD.
Maintain list of officers/directors with keys to storage and bulletin board.
TREASURER
HERITAGE PINES TENNIS ASSOCIATION
POSITION REQUIREMENTS:
Individual must be a member in good standing of the HPTA. Individual should have
a computer, and capability of maintaining membership files and financial records
electronically.
PRIMARY DUTIES:
Maintain records of all members (including email addresses and phone numbers)
Maintain records of money received for dues and other money the HPTA may
receive.
Deposit funds received in a local bank in a non-risk account bearing the name of
HPTA. The President and Treasure will be the only authorized persons to withdraw
money or sign checks.
Pay all bills approved for payment by the Board of Directors and provide a financial
report at Board meetings and an annual roll-up report at the annual meeting.
SECONDARY DUTIES:
Reconcile each months bank statement.
Maintain a list of members in good standing (current with annual dues). Include
updated emails, phone list and those trained on the ball machine. Post on Bulletin
Board as needed.
Prepare annual financial statement to be presented at Annual HPTA meeting. This
should include income and expense category totals.
The Treasurer along with the President are responsible to go to the bank with the
minutes of the annual meeting to prepare new signature cards when either an officer
leaves office or a new officer assumes duties.
HPTA MENS OPEN TENNIS LEAD/COMMITTEE
Position Requirements:
Individual must be a member in good standing of the HPTA. This Lead/Committee is
established by the HPTA Bylaws.
Primary Duties:
Bring issues to the HPTA Board that affects men’s tennis.
Oversee and coordinate open tennis play starts at the times established by the HPTA
unless play conflicts with other tennis activities.
Develop and maintain a score sheet list for each day’s play to be used to determine
power rankings for open tennis play.
Assign those HPTA members, in good standing, who appear for play, to courts
according to their ranking from the power rating list. This list is recalculated after
each day’s play. The development and maintenance of this rating may be done by
another HPTA member and delivered to the lead before each session. If another
member is used for maintenance of the rating system, the lead must collect, and
deliver the score sheets to that person after each day’s play. This may be modified to
use other processes to determine court assignments based on number of participants
during the off season.
Determine and establish a fair and equitable mechanism by which Members who
arrive for open tennis play contribute tennis balls for use during each day’s open play.
A record of such donations should be kept by the lead in support of this program.
Secondary Duties:
It is recommended that an attendance record of those members who play be kept. The
power rating sheet may be used for this purpose.
A key to the ball machine storage area shall be provided to the lead so that after the
conclusion of each weeks play, the used tennis balls can be stored in the cabinet for
use in the ball machine.
Prepare Annual Men’s tennis league report to present at Annual HPTA meeting.
HPTA WOMEN’S OPEN TENNIS LEAD/COMMITTEE
Position Requirements:
Individual must be a member in good standing of the HPTA. This Lead/Committee is
established by the HPTA Bylaws.
Primary Duties:
Bring issues to the HPTA Board that affect women’s tennis.
Oversee and coordinate open tennis play starts at the times established by the HPTA
unless play conflicts with other tennis activities.
Develop and maintain a score sheet list for each day’s play to be used to determine
power rankings for open tennis play. This may be modified to use other processes to
determine court assignments based on number of participants during the off season.
Assign those HPTA members, in good standing, who appear for play, to courts
according to their ranking from the power rating list. This list is recalculated after
each day’s play. The development and maintenance of this rating may be done by
another HPTA member and delivered to the lead before each session. If another
member is used for maintenance of the rating system, the lead collects, and deliver
the score sheets to that person after each day’s play.
Determine and establish a fair and equitable mechanism by which Members who
arrive for open tennis play contribute tennis balls for use during each day’s open play.
A record of such donations should be kept by the lead in support of this program.
Secondary Duties:
It is recommended that an attendance record of those members who play be kept. The
power rating sheet may be used for this purpose.
Coordinate opportunities for periodic social gatherings.
Establish as needed and desired by women’s tennis, a “Drills & Skills” clinic, by
coordinating day, time and rotation of men to lead the clinic.
Prepare Annual Women’s tennis league report to present at Annual HPTA meeting.
HPTA MIXED TENNIS LEAD/COMMITTEE
Purpose:
The Mixed Tennis Lead coordinates events for mixed doubles for members of HPTA.
This may include open play, league play, and social events. This Lead/Committee is
established by the HPTA Bylaws.
Duties:
Bring issues to the HPTA Board that effect mixed tennis play.
Request and reserve tennis court time for play in concurrence with the BOD.
Prepare Annual Mixed tennis league report to present at Annual HPTA meeting.
HPTA TOURNAMENT LEAD/COMMITTEE
Position Statement:
Individual must be a member in good standing of the HPTA.
Primary Duties:
This position is responsible for the development, conduct and control of HPTA
sanctioned tournaments as established by the HPTA BOD.
These tournaments may include but are not limited to the following:
Fun Tournament – one day event typically held in January of each year.
Championship Tournament – annual multiday event held in First Quarter - required
by bylaws.
Doubles Tournaments – one to two multiday events held in Spring and Fall of each
year.
Activities required to conduct these tournaments include:
Development of tournaments including tournament objectives (based on intent of
tournament, i.e., for fun, championship, or intermixing of player skill levels),
schedule (placement on HPTA calendar and # of days of event), and format (types of
events, i.e., singles, doubles, etc.; scoring, i.e., ad/no ad etc.; method of determining
winner, i.e., # of sets, total game score or other methodology appropriate to the
tournament objectives), and establishing entry fees and prizes consistent with BOD
direction.
Coordination and communication with the HPTA Board of Directors prior to
scheduling of play to assure tournament objectives, schedule, format, cost, entry fees,
and prizes are consistent with the intent of the bylaws and BOD direction.
Coordination with the Hospitality and Publicity Committee (HPC) to schedule any
social activities which may be desired or directed to be included with a given
tournament, as well as to aid in notification to members of upcoming tournament
events. It is the responsibility of this committee or the BOD to develop and conduct
any social activities to be included with the tournaments.
Providing information to the BOD and/or the HPC for notification of tournament
activities and sign-up method.
Develop and maintain the player list for each tournament as well as the methodology
for any player pairings needed for the tournament. These are to be done using
random methodology and/or a committee of peers from the HPTA selected by the
Tournament Director prior to the commencement of the initial play of the tournament.
Developing player draw and score sheets for each tournament.
Develop and notify players via direct communication or posting play schedules for
each day of the tournament. For the Championship tournament this would include
posted ladders showing results of play and upcoming matches.
Collect entry fees and provide accounting statements to the BOD for income and
expenditures for each tournament.
Obtain and schedule manpower support as needed to aid in monitoring and
conducting tournament play.
Purchase needed balls and prizes to support play of the tournaments. These activities
are funded by the entry fees or HPTA.
Conduct and control play during tournaments to assure safe, consistent, and timely
play. The Tournament Director is responsible for determining play within the
guidelines of the tournament format, calling of play due to safety concerns (too dry,
too wet, or darkness) but not individual play disputes involving scores or line calls.
Determine tournament winners and handing out prizes for each tournament.
Provide Tournament results that will be presented at Annual HPTA meeting.
HPTA HOSPITALITY AND PUBLICITY COMMITTEE
PURPOSE:
The Hospitality and Publicity Committee (1) arranges social functions sponsored by
the Heritage Pines Tennis Association, (2) sends an article each month to the Heritage
Pines Monthly Newsletter for publication therein, as directed by President, (3)
provides information to the local media when appropriate, and (4) recommends other
social or fund raising functions to the Board of Directors for consideration. This
committee is established by the HPTA Bylaws.
MAKE-UP:
A chairperson is appointed by the President and is typically a Board member. The
Chairperson is responsible to recruit Committee members as needed.
DUTIES:
Make arrangements for all social functions sponsored by the HPTA including
providing information and guidance to the members concerning the budget,
publicity, date, time, location, decoration and table set-up, food, beverages,
entertainment, tickets, prizes, drawings, price negotiations, and any special
considerations for these social events. This includes allocation and scheduling of
tasks to committee members to ensure schedules and program requirements are met.
Each month, as requested by the President, prepare and timely send an article to the
Heritage Pines Monthly Newsletter containing information for the membership and
the residents. Information is provided by the Board of Directors and Committee
chairpersons.
Provide information to the local media when directed to do so by the Board of
Directors.
Develop recommendations to be presented to the Board of Directors for special
functions or events in addition to any already scheduled or planned. Overall
guidance, monies and general outlines for social functions are approved by the Board
of Directors as needed.
SUNSHINE LEAD
Subcommittee Of The Hospitality And Public Relations Committee
PURPOSE:
The Sunshine Subcommittee monitors the well being of the membership and extends
the well wishes and sympathy of the Association to our members in need.
MAKE-UP:
The person shall be a member in good standing of the HPTA. The Lead is appointed
by the President.
DUTIES:
In the event of an illness or injury to one of our members or their spouses, a get well
card is to be mailed.
In the event of the death of one of the following relatives of a member, a sympathy
card should be mailed: A spouse, children, grand children, mother, father, sister,
brother mother-in-law and father-in-law.
The chairperson purchases get well and sympathy cards along with postage stamps as
needed. The bill for such items will be submitted to the HPTA Treasurer for repayment out of petty cash.
The chairperson will keep a list of mailed cards which were sent to our members.
HPTA NOMINATING COMMITTEE
Purpose:
The Nominating Standing Committee is responsible for establishing the list of
candidates for the four officers and open director’s position on the HPTA BOD for
the annual membership meeting. This committee is established per the HPTA
Bylaws.
Make-up:
The committee is appointed by the President HPTA BOD and consists of four
members, two of which are on the current BOD and two which are not. All appointed
members must be members in good standing of the HPTA.
Duties:
Determine a list of candidates for the four officers and any open director’s positions
on the HPTA Board of Directors for election at the annual HPTA membership
meeting. This is done by polling the membership of the HPTA for interest in serving
on the BOD.
Candidates should be made aware of the responsibilities they will have in the position
they agree to hold.
Compiling a list of candidates for each officer and open position on the Board, and
providing this list to the Secretary HPTA BOD within 20 days of the annual meeting.
MAINTENANCE LEAD
PRIMARY DUTIES:
Act as the HPTA-HPCA tennis court maintenance liaison with the General Manager,
the Facility Maintenance Manager, the Facilities Maintenance Technician that
oversees the tennis courts, and the superintendent of the contractor who performs
daily maintenance.
Recommend appropriate actions for the maintenance and improvements of the tennis
facilities to Management as the HPTA deems advisable.
Conduct a review of the HPCA contract for Tennis Court Maintenance annually, and
recommend changes to the contract to the HPTA Board and the HPCA Facility
Maintenance Manager as directed.
Review the HPCA annual budget to assure appropriate attention has been given to the
cost of routine maintenance and long term reserves for the tennis courts. Recommend
any needed actions the HPTA Board for action.
SECONDARY DUTIES:
Provide oversight of the routine maintenance of the tennis courts by periodically
inspecting the courts and ask for input from HPTA members on items that need
maintenance.
Report items that need maintenance to the HPCA Facility Maintenance Manager and
follow-up each item to insure maintenance is performed.
When periodic maintenance may interfere with regularly scheduled play, coordinate
with HPCA Facility Maintenance Manager to determine changes needed to the
schedule of regular play and communicate those changes to the HPTA players to
facilitate play.
Prepare Annual Maintenance report to present at Annual HPTA meeting.