The Ladies' City Tennis League of Charleston had its unofficial start in 1973 when members of
several area tennis centers decided to play regularly on Tuesday mornings.
By 2000, City League had grown to 48 teams playing in three divisions that were run independently.
At a joint captains' meeting for all three divisions on April 3, 2000, the captains voted to form a
single league and to change the name from City League to CALTA.
They approved the formation of an Ad Hoc Committee of twelve volunteers who would write a
Charter for CALTA and would install a Board of Directors by June 2001.
This Charter was adopted at the annual captains' meeting on March 26, 2001 and
was updated in 2004 and 2007.
CHARTER
I. NAME
The name of this organization is the Charleston Area Ladies' Tennis Association (CALTA), Inc. CALTA is registered with the South Carolina Secretary of State's office as a nonprofit corporation and with the IRS as a 501(c)(7) tax-exempt social organization.
II. GENERAL DESCRIPTION
CALTA is a doubles league consisting of several divisions. The participating tennis centers may have either hard or soft courts (which must be in playable condition). An individual participates in CALTA through membership on a team, not individually. CALTA has one annual season that spans two calendar years and reflects the Charleston Public School calendar. Weekly match play begins after the start of the school year (late August or early September) and continues into May, with appropriate breaks for holidays and make-up dates. The weekday morning scheduled for each division's play is specified in the annual CALTA Rules document.
III. GEOGRAPHICAL BOUNDARIES
The boundary that defines "Charleston Area" is shown by the dotted line on the map. The dotted line represents a radius of approximately thirty miles from the start of I-26 in downtown Charleston (point X). It should be noted that, while any new team within this area fulfills the location requirement, a team outside this area is not necessarily excluded from CALTA. The Board will consider all applications on a case-by-case basis.
IV. MISSION
As a nonprofit, volunteer-based organization, the mission of CALTA is to:
- promote women's tennis in the Charleston Area
- provide a venue for fair play, good sportsmanship and competitive doubles tennis at different levels of ability
- identify junior women's tennis needs in the Charleston Area and apply CALTA's available resources in support of them.
V. MEMBERSHIP
Membership in CALTA is available to any team (as defined in Article IX) from a tennis center in the Charleston Area, provided that the tennis center has adequate court availability, seating adjacent to the courts and restrooms available and open at 9AM on playdays. For every two teams in CALTA, a tennis center must have available four courts for CALTA match play on the weekday morning scheduled for that division.
New team applications must be submitted to the CALTA Board by the tennis center pro or team captain no later than June 1. A "New Team Application" form is available on the CALTA web site each year after January 1.
VI. LEVELS OF PLAY
The levels of play range from Beginner to Advanced, with Division I the strongest level. The Board will review the division levels annually and will take them into consideration in determining the placement of a new team and in determining movement of teams between divisions at the end of the Spring period.
VII. DIVISION STRUCTURE
CALTA is made up of several divisions. The number of divisions and the number of teams in each division will be decided each year at the end of the Spring period by the Board in consideration of the following season's calendar and the number of new teams. The Board will consult with the coordinators to decide on the movement of teams between divisions and will decide if it is necessary to change the number of divisions. The Board has the authority to move teams up or down to the next division if necessary for the optimum size of a division. The Board will make every effort to accommodate the request of a team to play in a specific division.
VIII. DIVISION COORDINATORS
Before the start of each season, the Board will select one player from each division to act as division coordinator. The coordinator serves as a Board member for one year and performs the functions listed in the Coordinators' Responsibilities document.
IX. REQUIREMENTS FOR A TEAM
Each team must have a minimum of eight dues-paying members on its roster. There is no maximum. In addition, a team can have a maximum of five "subs". Subs do not pay annual CALTA dues. If a sub plays in more than 50% of a team's matches in the Fall period, the team captain should change her to a full member for the Spring period and collect from her full annual CALTA dues in January. A member or sub can be on only one team roster in CALTA. Substitutes and members must satisfy the membership rules of the team's tennis center. If a player moves onto a team in the same or another division during the season, the captain of the original team must inform her coordinator to remove the player from her roster.
X. ANNUAL MATCH SCHEDULE
Each division shall play on the weekday morning specified in the current year's Rules.
In May the Board will appoint one scheduler to do the match schedule for all divisions for the following season. The scheduler may be a member of the Board, a player on any CALTA team, a tennis pro or any interested objective party in the Charleston Area. If necessary, the Board has the authority to pay for the services of a scheduler. The scheduler will review the calendar with the Board during May to determine holidays and make-up dates. The scheduling process should begin on June 1 and be completed by July 15. The completed schedule should be reviewed by the Board by the end of July and be available on the CALTA web site no later than August 1.
The scheduler will make every effort to schedule each team's matches as evenly as possible at home and away over the course of the full season.
If a tennis center has specific dates on which it cannot host CALTA matches due to other commitments, it is the responsibility of the tennis center pro or one of the captains at that location to inform the scheduler by June 1 of such dates.
XI. BOARD OF DIRECTORS
The Board of Directors shall consist of:
- an Executive Board of four elected officers: President, Vice President, Secretary and Treasurer
- three appointed at-large officers
- all the division coordinators ex officio
The term for the four Executive Board officers shall be two years, beginning June 1 and ending May 31 two years later. An Executive Board officer can serve more than one term; if necessary, and, under special circumstances, an officer can hold more than one position for part or all of a term.
The at-large officers will each serve a term of three years with their terms staggered to ensure continuity. (In order to effect the staggering of terms, the three at-large officers installed on the first Board in 2001 were for terms of one, two and three years respectively.) The Executive Board will appoint the new at-large member each year.
The division coordinators will serve on the Board for one year.
Each member of the Board has one vote.
The Board may appoint any committee chairmen it deems desirable to perform specific functions not performed by officers (e.g., scheduling, newsletter, special events, etc.) The committee chairmen will be considered nonvoting Board members for the duration of their service.
XII. ELECTION OF EXECUTIVE BOARD OFFICERS
By February 1 of the second year of her term, the President shall appoint a nominating committee of at least five CALTA members, consisting of at least one Board member and at least one representative from each division. The nominating committee will prepare a proposed slate of officers for the Executive Board. The division coordinators will send the proposed slate to the team captains by April 1. Each captain will be asked to indicate whether or not she accepts the slate as proposed. A nonresponse will be considered to be an affirmative vote. A two-thirds affirmative vote of all CALTA captains will be required for the proposed slate to be approved. The election process should be complete by May 1 so that the outgoing and incoming Boards can meet jointly in the month of May before the new Board takes office on June 1.
Should an elected office be vacated, the remaining Board members can decide how to fill the position until the next election.
XIII. DUTIES OF BOARD
As a group governing body, the joint responsibilities of the Board officers include:
- appoint a new at-large member each year
- appoint a scheduler in May, review the following season's calendar with the scheduler, and review the completed match schedule in July (article X)
- receive and review applications for new teams and decide on division placement of new teams (articles V and VII)
- decide on movement of teams at the end of the season (article VII)
- decide on the number of divisions and the number of teams within each division (article VII)
- select the coordinator for each division (article VIII)
- create and update the Coordinators' Responsibilities document, the Captains' Responsibilities document, the Grievance Form, and the Match Score Sheet for each division.
- set amount of next season's annual dues (article XIV)
- review any grievances submitted by Rules chairman (article XVI)
- annually review and update the Rules document (under the direction of the Rules Chairman) and other documents as necessary
- determine the funds available for the annual luncheon (article XVII)
In addition to these group responsibilities, the specific duties of each Executive Board position include:
President:
- call meetings, preside at all meetings and ensure that all decisions made at a Board meeting or at a general captains' meeting are carried out
- appoint nominating committee in second year of term (article XII)
- be responsible for external correspondence
- share signature authority with Treasurer for bank account(s)
- communicate with new tennis centers and pros in the Charleston Area
- ensure that all records and documents are maintained on a timely basis and archived
Vice President:
- assist the President as necessary and, in her absence, perform all the duties of her office
- assist secretary with maintenance and distribution of documents
- serve as Chairman of the Rules Committee (see article XVI); as such, the Vice President shall present grievances to the Board, manage resolution of grievances and maintain grievance records.
Secretary:
- keep minutes of all Board meetings and any general meetings
- collect and file minutes of all division meetings
- keep all CALTA documents up to date on computer files and distribute to coordinators as necessary
Treasurer:
- maintain bank records, check monthly statements
- on monthly basis provide President with a copy of the current CALTA bank statement and report on any activity in the bank account
- coordinate with division coordinators on deposits and checks written and keep a consolidated record of all receipts and expenditures
- keep signature card at bank up to date
- oversee allocation of funds to divisions for luncheon and other expenses
- report on year-to-date financials at any general meeting
XIV. ANNUAL DUES
The amount of CALTA dues will be determined each year by the Board during June and will be specified in the Rules for the following season. Captains must collect CALTA dues from each member and mail them to the Treasurer prior to the team's first Fall season match. Dues are nonrefundable and nontransferable. This money is to be used for charitable activities, web site maintenance, postage, copying, supplies, division awards, luncheon expenses not covered by the luncheon charge, etc. A team's games will be forfeited until its dues are received by the Treasurer (except for unusual circumstances, to be reviewed by the Board). The dues will be deposited by the Treasurer into one central CALTA bank account. The Treasurer and President will have signature authority over the account.
Dues paid by new members after the start of the season are not pro-rated (article IX).
XV. MEETINGS
Board Meetings: The Board will meet at the end of the season to appoint a new at-large member and a scheduler, to decide on the following season's division structure and amount of dues, and to select the coordinators. Every second year, a joint meeting of the outgoing and incoming Boards will be held in May. The President will call at least four additional meetings during the year as deemed necessary to review the Rules, CALTA documents, any grievance matters, etc. To hold a vote in a meeting of the Board of Directors, at least eight voting members must be present.
Captains' Meetings: The Board and coordinators will decide each year if it is necessary to convene a general meeting of all captains to discuss issues such as Rules changes, amendments to this Charter, or the election of one or more Executive Board members. All captains should be notified at least ten days in advance of such meeting.
Division Meetings: If a general captains' meeting is not held, each division coordinator may decide to convene a meeting of all her captains once during the season -- date and place to be decided by each coordinator. The coordinator will appoint one of the captains to take minutes at the meeting and will submit the minutes to the CALTA Secretary no later than two weeks after the meeting. Each division coordinator should invite the other coordinators and members of the Board to attend her division meeting.
Voting: To hold a vote in any meeting, a quorum of two-thirds must be present. On any matter to be decided at a Board meeting, a division meeting or a captains' meeting, a two-thirds affirmative vote of those present shall decide the outcome. A decision made by a full captains' meeting shall override a decision made by the Board.
XVI. RULES COMMITTEE
The Rules Committee will be responsible for enforcing CALTA regulations, standards of conduct, fair play and good sportsmanship, if necessary. This committee is not allowed to change the rules -- only enforce them.
Grievances: A grievance may be filed by any player. She should obtain a copy of the Grievance Form (available on this web site or from her division coordinator or any member of the Board) and submit it to the Rules Committee Chairman no later than one week following the occurrence of the incident. The Rules Committee Chairman will immediately communicate with all parties involved and ask them to submit responses within one week, if appropriate. Upon receipt of any such response(s), she will refer the matter to the CALTA Board; within two weeks, she will inform in writing all parties involved of the Board's decision.
XVII. ANNUAL DIVISION LUNCHEON AND AWARDS
A luncheon will be held at the end of the Spring season for all divisions. The organization of the luncheon is the responsibility of the full Board and the coordinators' teams will help with room set-up.
In each division, the first, second and third place teams will be recognized with awards. In case of a tie for first or second place, the tie will be broken by the coordinator's determining the team that: a) lost the fewest number of sets, or b) lost the fewest number of games. In the event of a tie for third place, both teams will receive awards.
The Board will determine the types of awards and the amount of funds available for awards and other items not covered by the luncheon charge.
XVIII. AMENDMENTS TO CHARTER
This Charter may be amended only by a two-thirds affirmative vote of all voting members of the CALTA Board. Any player in CALTA can submit to the Board (either directly or through her captain or division coordinator) a proposed amendment to the Charter.
XIX. RULES
The CALTA Rules document governs procedures for weekly match play, communication between captains and the organizational and scheduling issues that may change annually.
The Board will review the Rules document annually and has the authority to amend sections dealing with division structure, dues and scheduling, as provided in this Charter. The rules dealing with weekly match play and rescheduling of matches can be amended only by a two-thirds affirmative vote of all CALTA captains -- either in a general meeting or by a mail vote (with two weeks notice) managed by the Secretary and the division coordinators. Any player can submit to the Board a proposed change to the Rules.
The Rules document will be updated annually to reflect current division structure, amount of annual dues, etc.
In July, the current year's Rules will be made available to the coordinators and captains. It is the responsibility of each captain to ensure that each of her players is familiar with the CALTA Rules.
XX. NONPROFIT STATUS
In the event of the dissolution of the corporation, the assets remaining after payment of any liabilities will be distributed within the meaning of Section 501(c)(3) of the Internal Revenue Code.