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RESOURCE CENTRE (CLUB MANUAL) How to Use the OTA Club Manual The OTA Club Manual serves as a directory of information that is readily available through the OTA office upon request. Topics in the Manual are grouped into one of three sections. These are Programming, Facilities and Administration. There are numerous Information Bulletins on topics related to each of these three categories. The manual provides an index of all the Information Bulletins currently available. All member clubs are encouraged to order any of the following Bulletins as issues arise at your club.
Ordering Information Bulletins From the Club Manual All Information Bulletins in this Manual are available to all member clubs at no charge. Orders will be taken by phone, e-mail, fax or mail. The Bulletins can be e-mailed, faxed or mailed to your club.
CLUB MANUAL TABLE OF CONTENTS PROGRAMMING
FACILITIES
ADMINISTRATION
PROGRAMMING Programming is an important aspect of any successful club. Often, a member’s criteria for evaluating the success of a club includes the effectiveness of the programming. Thus, in order for a club to successfully recruit and retain members, an emphasis on creative programming can ensure the best results including greater interaction between the members and an overall stronger club spirit. The Information Bulletins in this section may provide your club with some new programming ideas that will assist in the successful delivery of programs and events offered to your members. The following listing provides a brief overview of the Information Bulletins on programming currently available: P001 - Junior Development Having young people involved in tennis is a natural regeneration of the game and club system in your community. These are the members, volunteers and coaches of the future. Junior programs provide a system to increase participation in tennis and improve the quality of play.
What you will find:
P002 - Young Females and Physical Activity This is a Report of the National Task Force focussing on the participation levels of young females in sport and activity. The article was commissioned by the Fitness and Amateur Sport Canada Women’s Program - January 1988.
What you will find:
P003 - Certification and Tennis Development Centres Tennis Canada has developed a standard National Coaching Certification system along with club level development programs and manuals for all levels of play from novice to high performance. What you will find:
U14 Provincial TDC - Tier 1, U14 Provincial TDC - Tier 2 P004 - Club Events and Programming Ideas Organized events and preplanned programs are great ways to market your club. Attention to creative programming that encourages members to socialize in both fun and competitive situations is likely to retain members and also attract new members to your club. What you will find:
Theme Events and more P005 - Tournament Operation Guide The Tournament Operation Guide gives complete and comprehensive information on everything you need to know about organizing and delivering club tournaments, OTA sanctioned tournaments and provincial championships. What you will find:
P006 - Delivering a Club Tournament This Bulletin provides an overview of how to run a tournament at the club level without going into the detail needed when organizing a sanctioned tournament or a provincial championship. If you require further information on tournament operation, please refer to Bulletin P005. What you will find:
P007- Round Robins Clubs often run successful events using a Round Robin format. If you find you have difficulty coordinating people and courts, this Bulletin will help. What you will find:
P008- Senior Tennis: Social Events and Competition Seniors make up a large portion of current tennis club membership and require a variety of programming options and competitions. What you will find:
P009 - "Play Tennis " Self-Rating Guide Club members want to "Play Tennis" and they want to play with people at their own level. What better way to provide tennis partners for club members than by using the "Play Tennis" Self- Rating Guide. This is the new National Rating Guide that has been implemented across Canada. Don’t miss the opportunity to incorporate this into your programming.
What you will find:
P010 - "Play Tennis" Kids’ Tennis Awards This is a national program designed by Tennis Canada to assist the 10 member provincial Associations and the participating clubs, community centres, schools and parks in encouraging grassroots recruitment and development of young people. What you will find:
FACILITIES Tennis facilities range from local summer community clubs to the private country clubs and commercial multi-sport facilities. Regardless of the type of facility, playing lots of safe tennis is the common goal. When constructing or maintaining a tennis facility, there are a great many considerations which need to be explored, some of which include differing court surfaces, new technologies, different brand names for similar surfaces, different contractors and costs. In the United States, there is an organization known as the U.S. Tennis Court and Track Builders Association (USTC & TBA). The USTC & TBA has combined with the United States Tennis Association (USTA) to produce a very comprehensive publication, "Tennis Courts " (published for the United States Tennis Association by H.O. Zinman, Inc. Lynn, Mass., 1990). This publication contains extensive information on all aspects of the building and maintenance of tennis courts including fencing, lighting and peripheral equipment. It is an excellent source of information and has been a major resource for the Bulletins we have prepared on these topics. For details on what information is available in this area, we refer you to the following pages: F001 - Tennis Court: Construction and Maintenance Deciding to construct or repair an already existing court can require considerable technical knowledge. This Bulletin excerpt from "Tennis Courts" gives a comprehensive overview of the concern related to the construction and maintenance of tennis courts. What you will find:
F002 - Lighting An effective way of accommodating more tennis play is to insure appropriate lighting for new or existing courts. Technical questions regarding the lighting of tennis courts are covered in this Bulletin. What you will find:
F003 - Fencing and Windscreens Choosing appropriate fencing and windscreens can make a notable difference in the appearance and wind resistance at your club. What you will find:
F004 - Peripheral Equipment There are many extras to be considered when building or repairing a court. Make sure you budget for these. What you will find:
Remember to refer to the Straub Sports Ltd. catalogue beginning on page 16 of this manual for all of your equipment, facility and gift needs. Administration The administrative functions at a tennis club, particularly a volunteer-based community club, are most important to the organization and success of the club. With dedicated individuals and teamwork, these duties can be done efficiently, enthusiastically and create new and fun relationships. The Administration section of the OTA Club Manual has been included to reduce any difficulties associated with these important functions so that the volunteers who take on these duties can concentrate on enjoying additional aspects of running a successful club, and of course, playing tennis. For details on administration information, the following pages outline the various functions: A001 - Forming a Community Tennis Club In forming a tennis club, there are many issues that need to be addressed. This Information Bulletin provides an overview of some of these concerns. What you will find:
A002 - The Structure of a Community Tennis Club This Bulletin provides information on the framework within the community tennis club. A structured system confirms the decision making power, accountability and allocation of work. What you will find:
A003 - Accounting at a Community Tennis Club Accounting and finance are critical areas for most organizations. This information has been compiled to provide a model for establishing the club’s accounting/bookkeeping system as well as to aid the volunteer Treasurer, who may have no formal training, in keeping accurate records of the club’s financial transactions. What you will find:
A004 - Dealing with Government Government is an important part of business in Ontario and although your club may be a not-for-profit organization, it is still a business and must deal with the Government. This Bulletin provides information on how to manage relationships with the Government effectively. What you will find:
A005 - Marketing at the Community Tennis Club Important to the success of your club is the use of marketing activities to inform new and existing members about your club’s programs, services and events, as well as attract the support of potential sponsors. What you will find:
A006 - Insurance for the Community Club Arranging insurance coverage for your club can be time consuming, confusing and expensive. The OTA has obtained Association insurance which also facilitates clubs’ insurance needs. In addition, due to the fact that risks are spread over a far larger base, the rates on the coverage may well be significantly less than your club could arrange independently. What you will find:
A007 - Hiring Pro The Club pro is vital to the successful operations of any tennis facility. The following Bulletin will help you to hire a pro that will best suit your club and its needs. What you will find:
A008 - Promoting Your Club Through the Media Promoting your club has many benefits. When organizing a special event, it is important to have all your members and guests be aware of the event. This also helps to create opportunities for sponsorship. What you will find:
A009 - Volunteers Volunteers are enthusiastic, dedicated individuals who often accomplish the impossible with few resources. This Bulletin will help you to find and keep volunteers. What you will find:
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