Club Rules & Indoor Court Cancellation Policy

LSTC Club Rules & Regulations

Dated. 01/03/2019

  1. General
  • Letchworth Sports and Tennis Club is governed by its Constitution, Club Rules and Other Policies (Social Media, Welfare, Club mark, Health and Safety, Court Cancellation and Indoor Court Block Booking etc). Some items in the Constitution and Policies are also paraphrased in the Club Rules below. Changes to some parts of the Club Rules will also require an amendment to the Constitution and various Policies, and vice versa.
  • The Club Rules can be varied at the discretion of the Club’s board of directors (Board), subject to the normal quorum and majority rules. All changes throughout the year should be ratified or amended at the Annual General Meeting (AGM).  An item should be included on the AGM agenda to allow changes to the Club Rules to be made.
  • The Constitution can only be altered at the AGM or by a properly constituted General Meeting. Under the Constitution an elected Board manages the Club.
  • The Club Rules are clearly displayed in the Club with all other Policies and Constitution available on request. All members should familiarise themselves with, and abide by, the Club Rules, Constitution and Policies.
  • Members should behave and treat other members and staff in a way that they would want to be treated themselves. The Club will not tolerate anti-social behaviour or verbal and physical abuse of any kind.  Such behaviour will constitute a fundamental breach of the Club Rules and members will be excluded and subsequent attempts to re-join will be turned down.
  • Violations and infringements of the Club Rules should be reported to the Club Management (Management) or a member of the Board, who will deal with it as seen fit. A Disciplinary Sub-committee will be convened for the purpose of dealing with exceptional cases.
  • Parents are always responsible for the supervision, safety and behaviour of their children and any other minors in their care while on Club premises (unless participating in official coaching programmes).
  • Complaints regarding Club staff and/or operations should be directed towards the Club Manager or Chairman of the Board, whichever is appropriate.
  1. Membership

2.1          Membership is subject to the paying of the appropriate fee and the approval of Management and the Board.  Every member must sign the general Terms and Conditions of Membership form and is bound by them.

2.2          The Terms and Conditions of membership are available from Reception and are on the Club’s Web site.

2.3          Membership Categories are displayed at Reception and on the Club Web site.

2.4          All members must sign in at Reception prior to using any of the Clubs facilities.

  1. Subscriptions

3.1          Membership of any category of the Club is annual although payment may be taken by monthly subscription.  Discounts are provided for annual payment and for certain types of linked memberships.  Full details are posted at Reception and on the Club Web site. Subscriptions are determined by the Board and approved at an Annual General Meeting.

  1. Visitors and Guests

4.1          Visitors and Members Guests are welcome.  The appropriate Visitor/Guest fee must be paid at Reception before using the facility.  The current Visitor/Guest fees are displayed in Reception and on the Club Website.

4.2          Members using facilities outside their Membership Category are entitled to a discount on the prevailing Visitor/Guest rate.  Full details are available from Reception/Club Web site.

  1. Club Car Parking

5.1          Parking is available in the main car park.  Members must park in the appropriate marked bays.  If the car park is full, Members parking on the neighbouring roads should do so with discretion and avoid noise when leaving the Club.

  1. Smoking/ E cigarettes

6.1          Smoking is not permitted within the Club other than the car park area.

  1. Tennis General

7.1          The Board and Management shall be able to close courts to members and to the general public for maintenance or for special reasons such as matches, tournaments or hiring to local schools or other outside bodies.   A notice will be posted at Reception and, wherever possible, in the Monthly Newsletter, via email or on social media sites such as Facebook and Twitter.

7.2          Courts will be reserved for club sessions, coaching etc, on a regular basis and the current list of such reservations shall be displayed on a notice board adjacent to Reception.

7.3          Courts can only be booked through Reception.  Members may book courts up to 14 days in advance.

7.4          A member who has booked a court at a particular time can ask another member or visitor using that court to vacate it.  If members are waiting to play, those members on court should come off at the end of the game being played.

7.5          If a court is not booked no member has the right to ask another member (Adult or Junior) to move. If a member has not used a booked court within 20 minutes of the start of the booking time the right to the booked court is lost.

7.6          Glass of any kind is not allowed on the courts.  No chewing gum or food is allowed on courts. Rubbish must be taken home or placed in the appropriate bin.

7.7          Members must ensure they respect other players; do not walk across courts that are in use; walk along the back (behind the baseline) only between points.

7.8          Swearing, abusive behaviour, excessive shouting or making undue noise on court is not acceptable.  Avoid any damage to tennis fixtures and fittings and never throw a racket.  Members should refrain from spitting whilst on Club premises.

7.9          Dress on court is an important issue. At all times all players must wear acceptable tennis clothing whether playing indoors or outdoors. Bare torsos or similar indiscretions will not be tolerated. It is especially important that non-marking and non-damaging tennis shoes are worn to avoid injury and damage to the courts.

7.10        The use of mobile phones is not permitted on any court.

  1. Outdoor Tennis Courts

8.1          Out of consideration for our neighbours, play is not permitted before 8.00am (9.00am on Sunday) nor after 10.00pm. The courts cannot be used for anything other than tennis unless the Board and/or Management have specifically agreed such use.

8.2          Members are permitted to use the floodlights but must ask Reception/Management to turn them off when a court is not in use and under no circumstances to use them after 10.00pm.

8.3          There is no fee for members booking outside courts.

  1. Indoor Tennis Courts

9.1          The full fee must be paid upon booking an indoor court.

9.2          If a member is unable to fulfill a booking the member must contact Reception as soon as possible to release the court to other members. The Indoor Court Cancellation Policy will then apply.  This policy is available at Reception and at the bottom of this page*.

9.3          Indoor Court Block bookings are available to members. This policy is available at Reception and on the Club Web site.

9.4          Members are permitted to use the indoor lights but must ask Reception/Management to turn them off when a court is not in use and under no circumstances to use them after 11.00pm.

9.4          Under no circumstances are babies permitted to be held on court or in a car seat or pushchair.

  1. Tennis Coaching

10.1        Through its own Coaching Programme and by providing a base for a number of professional coaches, the Club provides numerous opportunities for adults and juniors to learn, improve and develop their sporting skills.

10.2        The Club owns and develops the main Coaching Programme and contracts coaches to deliver this programme on its behalf.  Participation in the Programme is therefore organised and paid for through the Club.  Full details are available from Reception and on the Club Web site.

10.3        Individual coaching is also available to members directly with the team of coaches.  Coaches are only permitted to operate at the Club subject to a Coaching Agreement.  Copies of this agreement are available for inspection from the Management.  The Club charges coaches for Court usage only.  All other fees you pay to them are for them.

  1. Inter-Club Tennis Matches

11.1        The Club competes in several inter-club leagues and tournaments.  A full list of these is held by the Management.

11.2        All members are eligible to play for team’s subject to selection by the Team Captains, who have the final say on player selection.  Membership does not guarantee selection.

11.3        Team Captains are key individuals and are selected by the League Committee, in consultation with Senior Players and Coaches.

11.4        The Roles and Responsibilities of Team Captains are available as a document from the Management.

11.5        If selected, Members should behave in a way that is in line with these Rules and as directed by their Team Captain.

11.6        By offering themselves for selection, a Member commits to pay to the Club the appropriate match fee, if they play.  For the sake of clarification, it is not the Team Captain’s accountability to pay the match fee, but merely to collect it.  Failure to pay match fees will result in the member being excluded from selection, and if persistent failure occurs then they may be excluded from Membership.

11.7        While supporting our players in matches is encouraged, members and parents are requested to be sporting and avoid especially overt displays which can appear disrespectful of opponents.

  1. Team Practice Nights

12.1        Team Practice nights are not Social Tennis evenings and are not open to all members.  They are for the specific purpose of Team Practice and are organised by Team Captains on the night.

12.2        Any member who is a current squad member of a Herts League Team may attend the outdoor Wednesday night sessions.

12.3        Any player who is a current squad member of a Datchworth League team may attend the outdoor Thursday night sessions.

12.4        These are the only Team Practice Sessions sanctioned by the Club.  For further details, contact the relevant Team Captains or the Management.

  1. Wimbledon Ticket Allocation

13.1        The Club is able to receive an allocation of Wimbledon tickets each year based on the size of its British Tennis Membership (BTM).  The Board and Management have developed an allocation process in accordance with LTA guidelines.  This is available for inspection from the Management.

13.2        All Tennis/Club members who have a BTM number and are aged 11 years or over are eligible for entry into the Wimbledon Draw but must sign up in advance.

  1. Squash Centre

14.1        The Board and Management shall be able to close courts to members and to the general public for maintenance or for special reasons such as matches, tournaments or hiring to local schools or other outside bodies.   A notice will be posted in the Monthly Newsletter, via email or on social media sites such as Facebook and Twitter.

14.2        Courts will be reserved for club sessions, coaching etc, on a regular basis and the current list of such reservations shall be displayed on a notice board in the Squash Court corridor.

14.3        Courts can only be booked through Reception.  Members may book courts up to 14 days in advance.

14.4        A member who has booked a court can ask another member to vacate the booked court at the time allocated (every 45minutes).  If members are waiting to play, those members on court should come off at the end of the 45-minute session as booked.

14.5        The lighting Token controls of the courts are for energy saving and to stop fraudulent court use; they are NOT the allocation of “play” periods – if members arrive late for their bookings, they may only play till the next authorised booking time – by the clock; if the token has not expired, it is irrelevant of  surrender of the court

14.6        Glass of any kind is not allowed on the courts.  No chewing gum is allowed on courts.  Rubbish must be taken home or placed in the appropriate bin.

14.7        Members must ensure they respect other players; do not enter courts that are in use; communicate with players on court from the watching balcony if required.

14.8        Swearing, abusive behaviour, excessive shouting or making undue noise on court is not acceptable.  Avoid any damage to fixtures and fittings and never throw a racket.  Members should refrain from spitting whilst on Club premises.

14.9        Dress on court is an important issue. At all times all players must wear acceptable squash/ sport clothing. Bare torsos or similar indiscretions will not be tolerated. It is especially important that non-marking and non-damaging squash / indoor court shoes are worn to avoid injury and damage to the courts.

15     Squash Coaching and Juniors

15.1        The Club owns and develops the main Junior Coaching Programme and contracts coaches to deliver this programme on its behalf.  Participation in the Programme is therefore organised and paid for through the Club.  Full details are available from Reception and on the Club Web site.

15.2        Individual coaching is also available to members directly with the team of Squash coaches.  Coaches are only permitted to operate at the Club subject to a Coaching Agreement.  Copies of this agreement are available for inspection from the Management.  The Club charges coaches for Court usage only.  All other fees you pay to them are for them.

  1. Inter-Club Squash Matches (SRA League)

16.1        The Club competes in several SRA leagues and runs internal tournaments.  A full list of these is held by the Team captains & Squash Director.

16.2        All members are eligible to play for team’s subject to selection by the Team Captains, who have the final say on player selection.  Membership does not guarantee selection.

16.3        Team Captains are key individuals and are selected by the Squash Director and Committee, in consultation with Senior Players.

16.4        The Roles and Responsibilities of Team Captains are available as a document from the SRA.

16.5        If selected, members should behave in a way that is in line with these Rules and as directed by their Team Captain.

16.6        By offering themselves for selection, a member commits to pay to the Club the appropriate match fee, if they play.  For the sake of clarification, it is not the Team Captain’s accountability to pay the match fee, but merely to collect it.  Failure to pay match fees will result in the member being excluded from selection, and if persistent failure occurs then they may be excluded from Membership.

16.7        While supporting squash players in matches is encouraged, members, guests and parents are requested to be sporting and avoid especially overt displays which can appear disrespectful of opponents.

  1. Front Desk and Reception

17.1        Every member, guest and visitor must report to Reception to be signed into the Club.

17.2        Reception staff are there to assist you with queries regarding the Club’s facilities and activities. Any verbal abuse or bullying of any member of staff whether in person, over the phone or on any social media site will not be tolerated and any member doing so will be subject to the Club’s disciplinary procedures as set out in clauses 1.5 and 1.6 above. Physical abuse will result in immediate expulsion.

  1. Club Café/Bar (including the Terrace/Patio)

18.1        This a communal area for the use of all members, guests and visitors.

18.2        Function hire is permitted on authorisation from Management and signed terms and conditions.  Please contact the Management for details.

18.3        In line with licensing law, alcohol will not be served to anyone (member or visitor) aged under-18.

  1. Dog Policy

19.1        Dogs are not permitted within the Club or café/bar area unless they are being walked through on a lead to the club patio area. All dogs should always be kept on a lead.  Where a dog is found to be aggressive or causing disruption to other members or guests, its owner will be requested to remove the dog from Club premises. Members must ensure they bring appropriate materials for cleaning up after your dog.

Approved on 19th September 2019 AGM.

 

*Indoor Tennis Court Cancellation Policy applicable to everyone.

Courts must be cancelled within 12 hours of the exact time the booking was due to commence to receive a full refund otherwise the following conditions apply, non-members will not be entitled to any refunds.

High Demand                      2 other courts in use        No Refund

Medium Demand              1 other court in use          £5.00 Charge

Low/No Demand               0 courts in use                    Full refund