Club Rules & Conduct -

Code of Conduct

I. Introduction

Swansea Community Association Tennis Club (SwanseaTC) is a not-for-profit community tennis Club managed by volunteers for the benefit of its members and guests. The Club pays an annual permit fee to the City of Toronto (which owns the courts), to operate the Club, during Club hours in the outdoor season. Membership fees pay for the upgrade and maintenance of the court surface, nets, windscreens, other operational provisions, and to employ the Club Attendants.

II. Objective of this Code

(a) The SwanseaTC Code of Conduct has been put in place to foster a safe, and welcoming environment, free from discrimination, harassment, abuse and violence, at the Club. Its goal is to encourage a community in which individuals – including members and their guests, non-members who have paid to play, staff, contractors and visitors – are treated with respect, dignity and fairness.

(b) This Code of Conduct also provides guidance regarding how to report behaviour which contravenes the Code, or other Club rules, by laying out the Club’s investigative and discipline processes.

(c) The Code is consistent with and expressly incorporates the Club’s purpose, promoting the playing and enjoyment of tennis, as well as the Club’s By‐Laws, Policies, Rules, each as may be amended by the Board from time to time.

(d) Members are reminded that they are responsible for the conduct of their guests who are also expected to abide by our Code of Conduct and Club rules.

III. Definitions

Definitions: When used in this Code, the following terms will be defined as follows:

(a) “Abuse” includes but is not limited to:

(i) speaking in an offensive way and a way that ought reasonably be known to be offensive to or about someone; or

(ii) treating a person with cruelty or violence.

(b) “Discrimination” includes but is not limited to treating anyone on the basis of any prohibited ground under human rights legislation, or City of Toronto Human Rights Policy (HRAP), such as race, ancestry, place or origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability.

(c) “Emergency” is a situation that poses an immediate risk to health, life, property, or environment which requires urgent intervention to prevent a worsening of the situation.

(d) “Harassment” includes but is not limited to engaging in a course of vexatious comment or conduct against another person that is known or ought to reasonably be known to be unwelcome.

(e) “Sexual Harassment” includes but is not limited to:

(i) engaging in a course of vexatious comment or conduct with respect to or against another person because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome; or

(ii) making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to another person or employee and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.

(f) “Violence” includes but is not limited to:

(i) the exercise of physical force by a person against another person, that causes or could cause physical injury to the other person;

(ii) an attempt to exercise physical force against another person, that could cause physical injury to the other person: or

(iii) a statement or behaviour that is reasonable for another person to interpret as a threat to exercise physical force against them, that could cause physical injury to them.

IV. Member Responsibilities

By accepting or continuing membership in the Club, every Member is deemed to agree to the following:

(i) The privileges and rights of each Member are governed by the Club’s By‐Law, Club Policies, and Rules, including this Code of Conduct, each as may be amended from time to time;

(ii) The conduct of each Member is subject to the Club’s By‐Laws, Club Policies, and Rules, including this Code of Conduct, each as may be amended from time to time; and

(iii) Each Member is responsible for compliance including of his/her guests with the Club’s By‐Law, Club Policies, and Rules, including this Code of Conduct, each as may be amended from time.

V. Member Conduct

All Members and their guests shall:

(i) Conduct themselves in a sportsperson‐like manner when using Club facilities, property and during any Club activity or competition;

(ii) Respect the rights of other Members, their guests, non-members who have paid to play, Club Pros, Staff and Contractors;

(iii) Respect the Club’s property, facilities and equipment;

(iv) Respect the privacy and personal data of other Members, their guests and Club Staff;

(v) Refrain from collecting bulk member contact information (i.e. emails, phone numbers etc.) for solicitation, commercial, marketing or political use;

(vi) Abide by all local, provincial and national laws and regulations and orders that apply to Club operations;

(vii) Abide by the Ontario Tennis Association’s Code of Conduct for tennis play and the OTA Anti-Harassment Policy; and

(viii) Be an ambassador for the Club in the community and as a guest at other Tennis Clubs including but not limited to, play as guests, league play, and community events. Members are expected to conduct/comport themselves with the same respect and dignity for others as if at their home Club.

VI. Interaction with Club Directors, Volunteers, and Staff

Members must understand that:

(i) Club Directors, volunteers, staff, vendors, contractors and all others providing service to the Club are to be treated with respect, dignity and fairness consistent with the mission and values of the Club community;

(ii) Members are required to follow the directions of the Club staff, including Club Attendants, who may require them to not play or stop playing for safety or other reasons, depending on court conditions;

(iii) Club Attendants are required to fill out an Incident Report and submit it to the Club Board in the event that members or their guests refuse to follow their request that they follow this Code of Conduct and/ or other Club Rules.

(iv) Members shall not instruct Club Attendants on their duties or job performance, nor attempt to discipline staff; the Club’s Board of Directors, through the Director in charge of Club Operations, is solely responsible for instructing Club Attendants in performance of their duties;

(v) Members may comment or make suggestions to Club’s Board of Directors regarding concerns about the performance by Club Staff, vendors, contractors, partners etc. of their duties or the operation of the Club, for the betterment of the Club, and

(vi) If a member or guest is viewed as being unfit to play, (for example, unsteady on their feet or otherwise unwell), the Member or guest will be refused access to the courts for safety reasons. Members behaving in an aggressive, disrespectful, or offensive manner, will be asked to leave the courts.

VII. Reporting

(a) Violation of this Code of Conduct by a Member, or guest, may be considered conduct which is improper or injurious to the interests and/or operations of the Club.

(b) Any violation observed by a Member shall be brought to the attention of a Board Member(s), preferably in writing, at the earliest opportunity. Guidelines for reporting incidents are found below.

(c) Any violation observed by a Club Attendant shall be brought to the attention of a Board Member(s), by submitting an Incident Report, at the earliest opportunity.

(d) Any violation observed by a Board Member or a member of the SwanseaTC teaching staff, shall be brought to the attention of a Board Member(s), preferably in writing, at the earliest opportunity. Guidelines for reporting incidents are found below

(e) Board members shall report to the matter to members of the Board’s Members’ Relations Committee, a subcommittee of the board.

(f) Directors can be reached via the Club Contacts section on the Club external website at https://swanseatennis.com/contact/

VIII. Incident Reporting Guidelines

A report about a violation of this Code or of Club Rules should be made as soon as possible after the incident, and should include the following information:

Name, phone number, email address of the member making the report
Date and time of incident
Names of any witnesses
Name of alleged offender(s)
Full details of the incident including what led up to the incident, who was involved, and what happened
Date incident report is being submitted

IX. Violations and Process

(a) Process for Booking Rules

Apparent violations of booking rules will be addressed by the Club’s volunteer Booking Administrator. The Administrator will send an email to the member noting the details of the booking irregularity, stating the booking rule in question, informing the member that he or she may respond, or seek explanation of the rules, and that further infractions may lead to suspension of booking rights and playing privileges.

(b) Process for Other Rules

(i) The Club’s Members’ Board of Directors will investigate reports of conduct that is improper or injurious to the interests or operations of the Club or which willfully violates or neglects the observance of the Club’s By‐Laws, Policies, or Rules, including this Code of Conduct.

(ii) The Committee may ask for reports from witnesses. If any member of the board was party to the incident under investigation that member will offer a written report and then recuse themselves from any vote regarding what should be done regarding that member.

(iii) If the event the initial investigation concludes that discipline of a Member is appropriate, the Board of Directors shall give the Member an opportunity to explain the conduct. The Board shall email the member, using the email on file in the member’s account, to indicate that a violation has been reported, when that violation occurred, what parts of the Codes or which Club Rules are said to have been breached or broken, and to ask if the Members has anything to say in regards to the report. The Member will be asked to respond within 7 days of the email.

(iv) In the case of serious breach of this Code, including where the violation involves the use or threat of violence or other actions that jeopardize health and safety, any member of the Members Relations Committee, or any Director of the Club, may forthwith suspend the member’s or guest’s privileges to use the facility for a period not exceeding 10 days, pending review by the Members Relation Committee. The Member will receive an email from the Club to which the Member may then respond.

(v) During this process the President may communicate to the membership that a disciplinary matter is being investigated. Recognizing the potential for detrimental impact on the Club and the enjoyment of members, such investigations shall be undertaken at the earliest possible time.

(vi) After giving the member an opportunity to address the report, the Members’ Relations Committee will report to the entire Board with its report and with its recommendation. The Board will then consider the recommendation of the Committee and implement appropriate discipline.

X. Discipline

Discipline may include suspension of rights and privileges, or suspension or termination of membership.

Etiquette and Safety Rules

(a) The game of tennis depends on courtesy and fairness to ensure all players are afforded equitable playing time and optimal conditions. Sportsperson-like, respectful, and courteous behaviour is required at all times on the courts and in and around the facility.

For clarity: Behaviour such as yelling, profanity, or racquet throwing are not allowed. Cell phones, pagers, must be turned off or on silent mode. Music may only be played during club events.

(b) Always enter the courts by the gate closest to your court to avoid disrupting courts. All bags, clothing, equipment, towels, water bottles, etc., must be placed at the net posts, not at the back or sides of the courts. Keep the alley between courts clear. Tennis shoes only permitted on the courts.

(c) For the safety of all players, wait until there is a break in play to request the return of a ball from another court or to return a ball to another court. Do not cross on to or behind another court to retrieve a ball. Do not return a ball while play is in progress on another court.

(d) A maximum of three balls per court is allowed except if the court has been booked for a lesson with a SwanseaTC pro. Professional lessons are available from qualified instructors approved by the Club.

(e) Privately owned ball machines may not be used on court. No spectators, strollers, bicycles, dogs, rollerblades, skateboards, hockey play, soccer, tag or other non-tennis related items are permitted on the courts at any time, with the exception of parents of very young children taking lessons. Maximum 4 players per court.

(f) Remove any garbage, food, drinks, clothes, towels, cans or balls from the courts when you leave to ensure a safe and clean environment.

(g) No wet court playing. In the case of inclement weather, players must exit the courts when directed to do so by the Court Attendants.

(h) Perimeter fence is extremely hard and inflexible, so be cautious of head injury and stray balls under feet.

(i) Take note of and respect all official notices from the Club and/ or the City of Toronto — these may have an effect on court availability or safety.

(j) Members, collectively are responsible to enforce the rules. For the occasions where no court monitoring is happening, members must self-regulate in accordance with the rules.

(k) Please turn off the lights at the end of the night; when you leave and courts are vacant.

Court Access and Booking Courts

(a) To play at Swansea Tennis Club or participate in club endorsed activities, events, or programs, Registered Membership and a valid shoe tag are required. “No shoe tag, no play” Members without their Club ID (shoe tag) have no member court access priority. Distribution of shoe tags occurs a few weeks after club opening, notice(s) will be sent out accordingly. A grace-period will apply until official roll out of shoe tag distribution.

(b) Court Reserve is the Club online registration and booking system to manage membership accounts and facilitate court booking.

(d) Court reservations must be made under the name of only those playing on court; this will be enforced throughout the season.

(e) Check member portal Court Reserve for instructions on how to book a court with guests.

(f) Members who are booked in the system have priority of that court. Court maintenance activities may supersede tennis playing activity on an impromptu basis.

(g) A booked court is held for 15 minutes. If the members do not arrive on court within 15 minutes of their court start time, the booking is forfeited, and the court becomes available in the booking system to other members. The members who did not arrive on time will be recorded as “no-shows.” Multiple no-shows will result in the suspension of booking and therefore playing privileges. To avoid unnecessary conflicts, always vacate your court at the appointed time.

Gate Code

Gate code must never be shared with others–everyone who is entitled to the code will receive member notifications.

Tennis Attire

All players must wear appropriate tennis attire and non-marking tennis shoes. For the protection of players and of the court surface, no jogging, running or other shoes may be worn on the courts.

Guests

(a) A guest is a person who is not a member of the Club but is brought to the Club by a member because the member wishes to play with their guest(s). Members must play on the court with their guest(s) in order for the player(s) to be considered a guest.

(b) Members are responsible for entering their guests’ names into the booking system and making sure the guest fee has been paid before play starts. Court Attendants are required to confirm the booking and payment before allowing play.

(c) Guest fee and other related details determined by Board of Directors on an annual basis. Start date for accommodation of guests is May 1^st. Check website and/or with Court Attendants updates.

(d) Guests are required to follow Club rules and the Club code. Members are responsible for having their guests obey Club rules. Members whose guests break the rules may face suspension of booking and therefore playing privileges, or other penalties as deemed appropriate. The Club reserves the right to refuse guest privileges to players with a history of breaking the rules.

Non-Members

(a) A non-member is a person who is not a member of the Club and not a guest of member. Before being allowed to play at SwanseaTC, non-Members must check in with the Court Attendant. Non-members can only begin to play if no other non-members have been registered for the day, no guests are playing on the courts, and if two courts are free.

(b) Non-Members will be allowed to play after informing the Court Attendants of their names, and after paying a fee (details determined by Board of Directors on an annual basis, same as guest fee). Court Attendants are required to confirm the booking and payment before allowing play.

Hours of Operation

Club Hours (members can book):

Daily: 7AM – 11PM

Public hours

Courts are available to non-members during these hours:

Saturdays – 5PM to 11PM

Statutory holidays – 1PM to 3PM

For a list of public tennis courts, and other community clubs, see: Tennis Courts Listings – City of Toronto or, for a list organized by area of the City, see www.torontotenniscourts.com

Facilities

Four hard courts, refinished in 2019.
Lights for evening play.
Convenient and easy online court booking system.
Court Attendants.
Facilities are surrounded by charming neighbourhood Rennie Park. Covered space in the park for public use. (SwanseaTC does not have a dedicated clubhouse).

Tennis Canada publishes “ The Rules of the Court” which is intended as a resource for players at all levels and governs Inter-County play.

To ensure everyone has fun playing tennis please refer to these documents OTA Abuse Policy and OTA Code of Conduct for Unaffiliated Matches.