Kew Gardens Tennis Club Code of Conduct
(as of May, 2021)

Background

  1. Kew Gardens Tennis Club, our "Club", takes great pride in the quality of our

    members, staff, facilities and community involvement.

  2. In order to make our facilities enjoyable to everyone involved, KGTC requires all our members, guests and staff to adhere to a set of guidelines known as our Code of Conduct.

  3. The purpose of this Code is to specify expectations and clarify actions that are considered violations and thereby assist our members and guests in understanding the consequences of their actions. This Code of Conduct has been developed to ensure a safe, friendly and respectful place for all members, guests and staff to gather in the spirit of cooperation, relaxation, goodwill, fun and friendly competition.

  4. Members and guests are to conduct themselves on the premises (or when representing KGTC on a team or at a tournament, at another venue) in a courteous and responsible manner. Members and their guests should be able to enjoy the game of tennis as a player or as a spectator in a harassment-free environment.

  5. KGTC is committed to providing a caring, friendly and safe environment for our community and all of our members, guests and staff. The aim of this policy is to ensure that everyone is treated fairly and with respect and that the Club is equally accessible and inclusive to all. In our sport and Club, there is no place for bullying, harassment, discrimination or exclusion which, for the purposes of this policy and the applicable actions and sanction, will be regarded as discrimination.

  6. This Code is not designed to be exhaustive, merely to help establish general guidelines by which we will interact and behave while at the Club and dealing with our Club, fellow members, guests and staff. The overriding principle is that all members, guests and staff should behave in a respectful, courteous and considerate manner.

Personal Conduct

  1. All members, guests and staff are expected to conduct themselves in a manner that:

    1. demonstrates respect for all others by exhibiting behaviour consistent with the expectations and standards of KGTC.

    2. creates an environment and culture that is reflective of the personal integrity and respect established in the rules of tennis which provide that we are capable of enforcing rules upon ourselves with honesty, integrity and good sportsmanship.

    1. acknowledges the Club as a family friendly environment and, therefore, refrains from using obscenities and loud boisterous and obnoxious behaviour inappropriate for children, fellow members, guests, staff and good taste.

    2. observes proper etiquette on and off the courts and Club premises.

    3. shows the proper respect and dignity to fellow members, guests, staff and Board.

    4. does not damage the character, integrity, goodwill, property or community view of the Club or its members, guests, staff and Board.

  2. All members, guests and staff are expected to:

    1. observe and act in accordance with all posted rules and guidelines and in accordance with the standards determined by the Board in its discretion to be becoming of a member in good standing.

    2. take pride in the physical appearance of the Club’s tennis courts, facilities and property.

    3. exhibit proper dress, attire and behaviour.

    4. understand that the Directors of Tennis Operations are responsible for instructing the staff in the performance of their duties and that members and guests have no authority to instruct staff in job performance or duties.

    5. understand that only the Board, on behalf of the membership, may direct the Directors of Tennis Operations as to the operation of the Club.

    6. not create unnecessary strife and divisiveness or misrepresent their position or authority to others.

-2-

3. Actions that are considered violations to this Code include violent, threatening and abusive language and behaviour, abuse of the tennis courts or Club property, knowingly violating Club rules and policies, physical or vocal assault, disregard for players' safety and enjoyment while on the courts or premises, racquet throwing, vandalism, bad temperament, disrespect of fellow members, guests and staff, discrimination and other conduct that is considered detrimental to the best interests of the game, the Club and their reputation.

5. This Code and other Club policies extend to social media in reference to the Club. Members should use their best judgment when posting material that is either inappropriate or harmful to the Club, its members, staff or members of the Board. Members are not to publish, post, release or use for personal benefit any information that is owned or collected by the Club, the Club’s membership information and database, copyrighted material, trademarks, service marks or other intellectual property without prior written permission by the Board.

Responsibility

  1. Members are responsible for the proper attire and conduct of their guests. Members are responsible for all damages caused by them or their guests.

  2. KGTC is not responsible for the loss of member or guests' personal effects while on Club property.

Alcohol and drugs

KGTC operates on a city owned facility. No alcohol is to be brought unto, or consumed on, club premises other than in accordance with a special occasion permit. No personal alcohol, cannabis or illegal drugs may be brought onto the property. If the court monitor believes a member or guest to be consuming or using personal alcohol or drugs while on the property, or under the influence of either alcohol or drugs, that member will lose their court booking and will not be able to book a court.

4. Animals and pets are not allowed in the Clubhouse or otherwise on Club property, with the exception of registered guide dogs.

Our staff is responsible for the enforcement of all Club rules and regulations and, as such, all members and guests must respect any decisions that may be made regarding you or your guests.

-3-

On Court behaviour

  1. Unlike many sports, tennis is played, for the most part, without the supervision of a referee or umpire. The game relies on the integrity of the individual to show consideration for other players and to abide by all Club rules. All players should conduct themselves in a disciplined manner, demonstrating courtesy and sportsmanship at all times, irrespective of how competitive they may be. This is the spirit of the game of tennis.

  2. Members shall respect the playing time of other members and will not interrupt members on the court during a playing session unless the members playing have given their express prior consent.

  3. Remain outside the courts while play is in progress. Do not walk behind courts while play is in progress.

  4. Wait for play to stop before returning balls to a neighbouring court or asking players to return your ball.

  5. Players should always show consideration for other players on the court and should not disturb their play by moving, talking or making unnecessary noise. Out of courtesy to other players, all cell phones, pagers and beepers should be turned off.

  6. Members may not chew gum on the courts and may not drop chewing gum on the court surfaces. The removal of dried chewing gum damages the court surface.

  7. Members must ensure that the court is left tidy, and that ball can lids are properly disposed of. All personal belongings must be removed from the court after play has ended.

KGTC is a smoke-free facility. Smoking and vaping is not permitted anywhere on Club property.

Dress Code

Smoking

KGTC has a dress code in effect during all club hours. All members and guests are

expected to abide by the dress code at all times when on court. Failure to follow the dress

code will result in the loss of playing privileges.

1. Proper tennis shoes MUST be worn. The clay (Har-Tru) surface is sensitive to corrugations, deep ridges, etc. so athletic shoes with a heavy tread can damage the topping. Non-marking athletic shoes must be worn on the hard courts. If you are unsure, please speak to the Directors of Tennis Operations or the court monitors.

-4-

2. Proper tennis attire is required. Denim, cut-off shorts or tops, tank tops with large armholes, crop tops/sports bras baring midriff, and any attire with offensive wording or logos are NOT proper attire.

Violation of this Code

The Directors of Tennis Operations, clubhouse monitors, members of the Board, and the club professional and teaching staff are tasked with ensuring that members and their guests comply with the Club rules. Members or guests who do not adhere to the Club rules may be asked to leave the court, may be warned of their breach, may be excluded from participating in club activities, including club teams, tournaments and social events, and may have their membership suspended, cancelled and/or refused in the future. Furthermore, the Ontario Tennis Association (OTA) may enforce discipline against a member who breaches the OTA Code of Conduct, particularly if the infraction occurs during an OTA-sanctioned event.

  1. It is expected that, generally, minor and first time offenses can be addressed by way of discussion, apology or warning. Therefore, the initial attempt to resolve these types of issues will be made by club staff.

  2. For more serious or repeated offenses, or as otherwise determined by the Board, the following process is to be followed:

  1. The member(s) or guests involved and/or club staff are to file with the Secretary a written complaint and report outlining the time, date, place, specific nature of the actions and person(s) involved.

  2. As soon as is practical, the President will provide notice of such complaint to the member(s) involved and advise that the member(s) involved have the option to provide the Secretary, within 5 days following receipt of such notice, with a written submission outlining any response to the complaint/report.

  3. As soon as is practical, the Board shall designate a board member, group of board members or other impartial person or persons (a “COC Advisory Committee”) to determine the circumstances of the reported offense and make recommendations to the Board. In this regard, the COC Advisory Committee shall consider the complaint/report, any member(s) submissions and any previous history of reports, violations or breaches of Club rules

involving the member(s).

  1. If a complaint/report involves a member of the Board, such member of the Board shall excuse themselves from any disciplinary process.

  2. As soon as is practical, the Board or its designee shall provide the member(s) involved with written notice of the determination of the COC Advisory Committee and the nature and extent of any disciplinary action determined by

-5-

the Board. Such action can include further warnings, suspension of membership, termination of membership and/or such other disciplinary actions determined by the Board.

  1. The member(s) involved shall have a right to appeal a disciplinary decision of the Board by notice in writing to the attention of the Secretary no later than 5 days from the date of receipt of such decision. Members who request an appeal will appear before a minimum of quorum of the members of the Board of Directors for a review of the disciplinary decision.

  2. A member who has been the subject to disciplinary action shall not be considered to be a member “in good standing” for a period determined by the Board. A member not “in good standing” shall not be eligible for renewal of

their membership or to stand for election as a member of the Board.