Membership Policy

• • All memberships include both tennis and pickleball
  • Members 18 years of age and older have voting privileges in accordance with the Club’s Constitution
  • Adult, Youth/Young Adult and Limited Members have access to the courts and will be able to set up booking privileges to reserve court times for their own use
  • Every Child Member shall have the same booking allotment as other full membership types (Adult and Youth/Young Adult); however, the Child’s account must be managed by a responsible adult who can make bookings and reservations on behalf of the Child Member and will ensure that the Child is accompanied by an adult at the courts
  • Membership types and fee structure, will be reviewed periodically and adjustments may be made, as determined by the Board of Directors
  • Membership numbers, and available memberships will be periodically reviewed and increased / decreased, subject to our ability to properly serve our members
  • Priority access will be given to returning members for membership renewals
    Registration applications for new members will only be accepted after the end of the priority renewal period for returning members

Member Guidelines

• • All members agree to abide by all the rules and regulations of Trend Arlington Tennis and Pickleball Club (aka “the Club”)
  • Neither the Club nor its officers shall be held responsible in the event of accidental injury to members or guests using Club facilities.   Members and Guests are responsible for any medical costs resulting from injury
  • The Club is not liable for lost or stolen property
  • Members will be given an access “code” for accessing the the Club’s courts. This code is for the exclusive use of current members only and shall not be shared with non-members
  • Failure to comply with the foregoing may, at the Club's sole discretion, result in sanctions against the member, which may include but are not limited to suspension of playing and booking privileges or cancellation of Club membership and forfeiture of any and all membership fees and deposits paid

All members are expected to show good sportsmanship and common courtesy, so all participants can enjoy a safe, competitive and fun environment.  To ensure respect for both tennis and pickleball play proper court etiquette includes:

• • Immediately notifying players on adjacent courts of any wayward balls that may pose a hazard, eg. call “Ball on court x”
  • Waiting to retrieve wayward balls that do not pose a hazard until they can be retrieved without disrupting play. Players should not step on adjacent courts or call out for their ball until there is an appropriate break in play on that court
  • Returning balls gently (roll or toss) only to a player who is anticipating the return of the ball
  • Refraining from behaviour that may disrupt players on other courts
  • Walking outside the fenced area to traverse courts to avoid disrupting play when possible
  • Waiting until an appropriate break in play to walk behind a court while inside the fenced area
  • Refraining from behaviour or actions that would, or ought to have known to, intimidate or endanger anyone or cause damage to equipment or facilities
  • Refraining from play while under the influence of alcohol or recreational drugs
  • Respecting others and Club facilities by picking up after play
  • Abiding by the Club’s Policies, Member Guidelines and Code of Conduct

Violations may result in disciplinary action, ranging from a simple warning or expulsion from the game, tournament, or program to immediate or future suspension and/or a revocation of membership. No refunds will be issued in these circumstances.

Guest Policy

Member Responsibilities

• • All guests must be sponsored by a member in good standing of Trend Arlington Tennis & Pickleball. The member must be present and is responsible for ensuring their guest(s) abides by all the rules of the Club. If the sponsoring member leaves the premises, the guest must leave OR another member may offer to sponsor the guest
  • A member may only make one guest court booking per day. The member
    will not be allowed to make another court booking on the same day they
    made a guest court booking
  • Guest court bookings may include up to 3 guests
  • The fee per guest is $10 (plus any applicable taxes) per guest booking and the guest fees must be paid by the sponsoring member via credit card through CourtReserve
  • The sponsoring member and their guest(s) may use empty courts for drop-in play (subject to the Court Use Policy) at any other time on the same day as their guest court booking, at no extra cost. The sponsoring member is not required to play on the same drop-in court as their guest(s), but all guests must have a sponsoring member in attendance at the facility

Guest Responsibilities

• • There is no limit to the number of times a guest may visit the Club

  • All guests must check-in with the Court Ambassador, if one is on duty, before proceeding to the courts

  • The guest and their sponsoring member may use empty courts for drop-in play (subject to the Court Use Policy) at any other time on the same day as their guest court booking, at no extra cost. The guest is not required to play on the same drop-in court as their sponsoring member, but all guests must have a sponsoring member in attendance at the facility

  • If the sponsoring member leaves the premises, the guest must leave OR another member may offer to sponsor the guest

  • Guests may only play on booked courts for the times they are listed as guests. This means that any guest may be booked on additional guest bookings (by different sponsoring members) on the same day; however, each separate booking will be subject to the guest fee

    Guest participation in scheduled events, such as Open Play, Ladies Tennis, Clinics, etc., will be at the discretion of the Programs Committee.

     

    Violation of the guest policy may result in sanctions. In the case of members, this may include the loss of membership rights in accordance with Club policies. For Guests and other non-members, sanctions may include a future ban from returning to the Club.

     

Court Use Policy

Courts are open daily from 7:00 am until 11:00pm, generally from May 1 to October 31 subject to weather conditions.  Courts are lit on demand, the dedicated pickleball court (PB1) is not well lit.

Scheduled programs, such as Open Play, instruction and tournaments will be on the calendar. During these times, some or all of the courts will be reserved for the club-run activity, and will not be available for use by non participating members.

At all other times, members may book a court reservation for their exclusive use, subject to court availability and the terms and conditions of the club’s Booking Rules. At the end of their reservation, the members must leave the court if:

• • There is another reservation for the court, or
  • There are other members waiting to use a court

Members are allowed to use empty courts for drop-in play, at any time, without a reservation, under the following conditions:

• • If there is no existing reservation for the court, or
  • If there is an existing reservation but the member(s) who made the reservation have not arrived within 15 minutes of the booked time

Members who use an empty court must leave the court after their current set (of up to 4 games) of tennis or after their current game of pickleball, if:

• • There are other members waiting to use a court, or
  • The member(s) who made the reservation arrive to play

Anyone entering and/or using the courts has a responsibility to ensure no damage is caused by their use. Examples include, but are not limited to:

• • Wearing inappropriate footwear or bringing equipment (chairs/bags) that
    could damage the surface
  • Consuming food or drink that could leave residue on the courts

Since this is a members-only club, all members are responsible for securing the courts following use by locking all gates.  Should other players remain on court, the member should confirm that they are members and will lock the courts.  Non-members should be asked to leave.  

Code of Conduct

Playing at or visiting the Club should be fun for everyone. We expect the highest level of sportsmanship, courtesy, respect, and fair play from our members. All club members, guests, visitors, and instructors must abide by the following code of conduct at the Club.

• • Respect others regardless of age, gender or sexual orientation, race, culture or religion.
  • Respect all club property and facilities, including but not limited to courts, nets, fixtures, cleaning equipment, and appliances.
  • Do not swear and use inappropriate language.
  • Do not behave in an aggressive manner. No form of bullying will be tolerated.
  • Harassment and physical intimidation will not be tolerated. Harassment is defined as engaging in a course of insulting comment or conduct that is known or ought reasonably to be known to be unwelcome. Physical intimidation is any statement or behaviour that could reasonably be interpreted as a threat to use physical force that would or could cause injury. Either behaviour could result in removal from the premises, loss of member privileges and further sanctions as described below, up to and including loss of membership.

Anyone who fails to follow the Code of Conduct as judged by a majority of the Board of Directors will lose their good standing with the Club and be sanctioned. The Board of Directors will, at its discretion, determine the appropriate sanction, which may include but is not limited to:

• • Corrective action (warning) in writing.
  • Suspension of playing privileges or membership, either for a prescribed period or permanently and with no refund of fees.
  • In the case of non-members, failure to abide by this Code of Conduct may result in a requirement to vacate the premises and a future ban from returning to the club, either for a prescribed period or permanently, as the Board of Directors decided.

Any sanction imposed may be appealed in writing (or by email, at tatpc.ca@gmail.com) to the Board of Directors. The Board decision in matters of discipline or policy is final.

A complaint by any member against another member, visitor, guest, or instructor alleging a failure to follow the Code of Conduct must be made in writing (or by email, at tatpc.ca@gmail.com) to the Club President, or to any other member of the Board of Directors, following the Reporting Process described below.

Complaint/Incident Reporting Process

If you witnessed an incident that violates the Code of Conduct rules, then make a complaint in writing (or by email, at tatpc.ca@gmail.com) as soon as possible after the incident while the details are still fresh in your mind, and include the following information:

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

Racquet Sport Promotion Events Policy

To support Trend Arlington Tennis & Pickleball Club as a community ambassador for sport, any member may request permission from the Programs Committee to hold a one-time Racquet Sport Promotion Event for non-members from Ottawa / Nepean communities. These events are intended to introduce new players to tennis and/or pickleball in a group setting, or to interact with players from another organization, to enhance the social or player experience. 

This policy adhere’s to Article 2.0 of the Club’s Constitution, which states in part:

The aims and objectives of the Club are in general to encourage participation in tennis in the Trend-Arlington Area and shall include the following:

b) To affiliate with and cooperate with other organizations having the same purpose

The event:

• Must have or be assigned a Sponsoring Member.
• Must provide a benefit to the Club, such as fostering mutual goodwill between TATPC and the broader community, or building bridges with other organizations sharing a similar purpose.
• Must be a non-profit undertaking. Neither the event itself nor any other affiliated activity taking place concurrently at the Club shall be intended to generate a profit for the Sponsoring Member or any other participant.
• Will include non-member attendees, herein referred to as Event Guests, beyond the Club’s normal guest policy limits
• Will typically be limited to a maximum of 2 hours
• Must be held during non-prime hours and not interfere with other programming. 
• Will include an Event Guest fee, equivalent to the standard guest fee, applied to each non-member attendee
• Will have specific courts assigned by the Club for use by the event attendees. During the event, attendees are permitted to use other courts that are unreserved and unoccupied; however, priority must be given to Club members who may arrive and wish to use these vacant courts for drop-in play. Attendees are not permitted to use courts that have an existing reservation, even if these courts are vacant.
• Will limit participants' use of the courts to the event only. Event Guests must depart the courts at the end of the event.

The event’s Sponsoring Member is responsible for:

• Submitting an event request to the Club, including description of event, date and time requested, number and description of participants, etc.
• Providing a confirmation of tentative number of participants at least four days (96 hours) prior to the start of the event
• Making a single payment of Event Guest fees to the Club via e-Transfer to the tatpc.treasurer@gmail.com, within 3 days after the event
• Personally admitting the Event Guests to the Club (gate combination code is not to be disclosed)
• Obtaining waiver signatures (will be provided)
• Remaining on-site for the duration of the event and ensuring that attendees abide by all rules of the Club
• Ensuring the courts are left in the same or better condition than they were prior to the event, including but not limited to ensuring there is no tape or chalking or any other markings on the courts. The Sponsoring Member is responsible if the event results in any damage to the facilities.
• Ensuring the courts are secured at the end of the event

In order to minimize bureaucracy and help ensure timely responses to any event requests received by the Club under this Policy, the Club Executive has granted Delegated Authority to the Programs Committee to review and approve or deny any such event requests. Under this Delegated Authority, the Programs Committee will:

• Review all aspects of any event request received by the Club
• Determine whether the event request meets the criteria laid out in this Policy
• Engage Programs team (either in-person or virtually) to consider the event request and decide which courts to assign to the event
• Hold a vote on whether to approve or deny the event request (approval would require a simple majority vote of the Committee members)
• Inform the Executive of the event request, and of the Committee’s decision
• Inform the Sponsoring Member of the Committee’s decision, including Event Guest fees payable (for events that receive approval) and time limit for fee payment
• Guest fee payment, based on the final number of attendees may be received up to 3 days post event. This is to ease demands on club officers and avoid reimbursements, in the event of no shows or weather. 
• Ensure the appropriate courts are reserved in CourtReserve for the event

Cancellation Policy

If the Sponsoring Member decides to cancel the event, the Club must be notified of the cancellation in writing. Refunds may be provided, depending on the amount of notice given:

Late Cancellation Refund: The Sponsoring Member needs to provide as much notice as possible if cancelling the event. 
Cancellation without Notification: If the Sponsoring Member cancels the event, but fails to notify the Club in writing, the Member will be in violation of this policy and may be subject to sanctions. This may include the loss of membership rights in accordance with Club policies.
Inclement Weather: If the event cannot be held due to weather conditions - any decisions in this regard are at the discretion of the Programs Committee.

Access to the Community Center

Access to the Community Center will only be made available on a case by case basis, and only if a Court Ambassador is present. The Community Center may be rented directly from the Trend Arlington Community Association, if it is available.