STRUCTURE AND ORGANIZATIONAL PROCEDURES

1. The Westside Tennis League is a group of tennis clubs dedicated to providing competitive team tennis in a sportsmanlike setting. The goals of the League are as follows:

   • To create and maintain a friendly and competitive game of tennis.
   • To be inclusive of players from private and public facilities.
   • To promote opportunities for players to meet other players outside their own organization and foster new tennis friendships.
   • League members will volunteer their time to maintain the operation and goals of the league.
2. 1. The League is divided into five divisions: A+ (4.5-5.0*), A1 (4.0-4.5), A2 (3.5-4.0), B1 (3.5), and B2 (3.0). Each team consists of three to four women's doubles positions ranked one through three with one being the strongest position. Clubs may field more than one team in each division providing they have enough substitutes, sufficient courts and there is space available in the division. The optimum number of teams in A2,B1, and B2 divisions is 12. For the A1 division is 8 (but limited to 10), and the A + division is 6. Additional teams may be added at the discretion of the Executive Board.
   2. When a Club has three or more teams scheduled to play on the same day, the Club must agree to provide six courts whenever two home matches are scheduled for the same day. (Example: a club with two A-1 and one B-1 teams must be able to provide six courts whenever to teams must play at home on the same day). Teams may use an alternative court location with the permission of the Executive Board.
   3. Should the need arise, the Executive Board has the discretion to limit the number of teams a Club may field at each level, considering foremost the ability of players and secondarily, the diversity of clubs at that level.
      
3. June 20th is the deadline by which each existing team must notify the League President of the team's intent to participate in the League and the division in which they will compete. An existing team returning in the same division must apply as a renewing team. A team that is returning in a different division must apply as a new team. An annual fee of $100 per team should accompany the "Intent to Play". Failure to adhere to the deadline may affect the team’s position for a spot in the League and may result in the loss of participation in the league.
4. New clubs wishing to join the Westside Tennis League must submit an application as a new team as early as possible and by June 20th. The full Executive Board will examine the application to consider the club's entry. A roster of proposed team members and the $100 dues must accompany the application. The dues are refundable if the application is denied. If accepted, the new captain and co-captain of a new team must attend the fall captains' meeting.
5. The Westside Tennis League season begins in September and ends in June with an awards luncheon. A club will play each team in their division twice, serving as host for one match and playing away for the other. The number of matches played will depend on the number of teams in each division and may vary from one year to the next. Calendar allowing, matches will be scheduled as follows:
   • A1 division plays on Monday.
   • A+ and B1 divisions play on Tuesday.
   • A2 division plays on Wednesday.
   • B2 division plays on Thursday.
6. The Westside League is a voluntary organization and it is essential that each club share in the responsibility of running the League. Clubs are encouraged to share the responsibility of serving on the Executive Board and being the appointed League statistician.
   In addition to the above requirement, each club will also provide one representative to the Advisory/Grievance Committee and another representative to the Awards Luncheon Committee. Lack of club participation on either committee, after sufficient notice by the Board and Luncheon chairwoman to the representative and to all club team captains will result in a point penalty for each team from that club. The outgoing Luncheon amd AGC representatives should work with their club captains to assign a new Luncheon and AGC representative for their club. The name of the representative must be communicated to the luncheon and AGC Chair by the fall captains' meeting.
7. The Executive Board of The Westside Tennis League is comprised of the President, Vice President, Secretary/Treasurer, Advisory/Grievance Committee Chairman, and Past President (Ex-Officio). Officers are elected at the spring Captains' meetings for a two-year term. The President and Secretary/Treasurer will be elected in even years and the Advisory/Grievance Chair and Vice President will be elected in odd years. Nominations for Executive Board positions should be submitted to the President via email at president@westsidetennisleague.com during the months of February and March prior to the election at the Spring Captain's meeting. In the event that someone resigns from the Executive Board, the President will appoint a member of the Westside Tennis League to finish the existing term. If the President resigns, then the Vice President will fulfill the President's term and a new Vice President will be appointed. The outgoing President will serve as Ex-Officio. If she is unavailable, the Board shall appoint another past officer to the Ex-Officio position. The Executive Board will meet as often as necessary but at least once prior to the fall and spring captains' meetings to ensure smooth communication with all clubs.
   1. President's responsibilities: Chairs Westside League; heads the spring and fall captains' meetings; prepares the playing schedules; attends Advisory/Grievance Committee meetings; conducts Executive Board Meetings as necessary; collates all information which is passed out to the captains; and supervises the League Statistician. The President will notify team captains as soon as possible and before the Intent to Play forms are due if any person or teams must be moved up or down to the next level according to percentage rule guidelines or for other reasons.
   2. Vice-President: Oversees the June Awards Banquet and Chairperson(selects decorations, trophies, program, entertainment, invitations and menu, and contacts all team captains to obtain email addresses of team members who would like to be invited to the Awards Banquet); performs the duties of the President in her absence; attends Advisory/Grievance Committee meetings and Executive Board meetings.
   3. Secretary/Treasurer: attends the Captains', AGC, and Board meetings to record notes and provide the minutes; helps the President collate the captains' materials; oversee the webmaster; collects dues and banquet reservations; generate RSVP data for the Awards Luncheon Committee; takes care of finances and writes checks; and generate a season ending finance report.
   4. Advisory/Grievance Chair: responds to questions, concerns, complaints and grievances; notifies Grievance Committee members when a meeting is necessary, sends a proposed agenda to Advisory representatives at least two weeks prior to the meeting so that the representatives can obtain feedback from their club prior to the meeting and leads that discussion; helps to revise and enforce League rules; and communicates to the captains directly or via the League Statistician or Grievance Committee members, any rules changes and/or grievance decisions.
   5. Ex-Offio: orients the incoming President and AGC Chair; helps the President with the schedule of matches; provides a continuum of administration, and provides input in Board decisions.
   6. The Executive Board is responsible for enforcing all league rules and can apply penalties or warnings when applicable.
8. The League Statistician is an appointed position.
   1. The League Statistician: will maintain statistics on each line player and substitute in conjunction with the records posted on the WTL website. She will retain League statistic records from year to year, including team standings and individual statistics. She will also provide the Board with the year end statistics of all players prior to the Awards Luncheon Banquet. She will present the trophies for each division at the spring awards luncheon. In addition, the League Statistician will follow up on any unlisted substitutes, illegal line positions or any other irregularities. If stacking is noted, she should contact the Captain involved to acquire an explanation of her line-up for informational purposes and review in case a stacking complaint is filed. Stacking complaints can only be initiated by a captain to the Advisory Chair. If no stacking complaint is in fact filed, the informational request will be purged at the end of the season.
9. Awards Banquet Committee: This committee is responsible for planning the June luncheon, selecting trophies, compiling and sending out email notifications regarding the luncheon, designing the invitations, decorations, Entertainment, program, etc. The committee is chaired by the Chairperson (either the VP or someone appointed by the VP and approved by the Board), is overseen by the Vice President and consists of a representative from each club. (also see Budget below).
10. Advisory/Grievance Committee: This Committee is comprised of one representative from each club. Each club has one vote regardless of the number of teams or divisions a club fields.
    Members of this committee are the liaisons between the League and all the captains of every Westside League teams at their club. The committee's function is to discuss and advise on issues and rule changes and hear unresolved grievances. The AGC may access penalties when necessary.
    
    Representatives should meet with the captains in their clubs before Advisory meetings to discuss any upcoming issues or concerns which the captains would like to have brought up. They shall contact the captains after Advisory meetings to disseminate information and actions of the meetings. It is then the captains' responsibility to convey these particulars to their individual team members.
    
    Representatives must be active members of the League. The Committee will meet as often as necessary and at least once prior to the spring captains' meeting to make any changes for the coming year. The AGC is headed by the Advisory/Grievance Chairman.
    
11. Captains: A Captain and Co-Captain will be chosen by each team. They must be active members and not a coach. The captains must know the Westside League Rules and provide information and rules to all team members. They will act as the liaison between their division scorekeeper, the Executive Board and their club's Advisory/Grievance Committee Representative and their team players. They will perform all duties described in the Westside League Rules. Captains vote on Rules or Structure changes proposed by the Executive Board and AGC at their meetings.
12. Meetings and Awards Luncheon: There will be a mandatory Captains' meeting in early September and in early spring.
    1. Fall Captain's Meeting: Information about League schedules and rules will be provided at this meeting. Each captain is required to submit her team roster for other captains and league officers prior to the meeting. Please read the Rules carefully before preparing your rosters. The rosters are to follow the format and submitted on the web site.
    2. Spring Captain's Meeting: provides for the election of officers, disbursement of League rules, and format for fall meeting.
    3. Awards Luncheon: All Westside Tennis League members and substitutes are invited to attend the end-of-year luncheon which is held in early June. Trophies will be awarded by the League Statistician. Captains and all committee members will be acknowledged for their help in actively administering the Westside League. The incoming board will be introduced at the Awards Banquet.
13. Webmaster: The webmaster can either be a volunteer or a paid position under the supervision of the Secretary/Treasurer. She collects information and data from the Board, Captains, Statisticians, AGC Chair, and Luncheon Chair for input and update of information on the website. Manages all aspect of the website.
14. The WTL has always strived to protect the personal contact information of its members. The use of their email addresses or phone numbers found in the website for purposes other than the league is strictly prohibited.
15. If a grievance issue involves the team of either the Advisory Chair or President, the grievance will be referred to the Vice-President, then the Secretary-Treasurer.
The Advisory Chair will chair the meeting. Executive Board members may attend and speak but are not allowed to vote unless they are serving as their club's representative to the committee.
16. Rule changes: Captains vote on all Rules and Structure changes. A simple majority must be present for a quorum. A simple majority of those present is needed to pass a rule. Captains may send another person from their team to vote in their absence. There is one vote per person - a voter must be present.
    Either the AGC or the Executive Board may discuss issues and propose changes of the Rules and Structure. Any player can ask that their AGC representative discuss issues at the AGC meeting or present it to the Board for discussion. In some situations, issues specific to only one division may be determined by that division alone.
17. Budget: The WTL Executive Board oversees budget decisions. This includes all income derived from the registration dues, luncheon tickets, vendors, clubs, website, and any future source of revenues that are not specified; it also includes all expenses incurred by the operation of WTL and the Awards Luncheon and website.
    Any cost or revenue that is new or increases from the prior year by more than 10% or by more than $200.00, requires Board approval. Any decision that will affect the team or club fee requires AGC consent. Products and services have to be subject to a comparison pricing review process by the Board and /or Luncheon Committee. WTL will keep an appropriate balance in the WTL account and all unspent monies will be returned to the WTL account.
    The Treasurer specifically oversees all income and expenses, and reports regularly to the Board and anually to the Captains. The VP oversees the Luncheon Committee's budget and reports regularly to the Board.