Albany Tennis Club

Board Meeting Minutes

April 20, 2010

 

Members Present:  Terry Wood, Andrew Koll, Jay Clark, Candice Elliot, and Dale Burrows

 

Members Absent: Jason Hedding, Ron Reimers, Carol Wood

 

Club Manager/Tennis Director:  Len Spencer

 

President Terry Wood called the meeting to order at 6:05pm.  The minutes of the March 2010 Board meeting were approved.

 

Vacant Board Position

Terry reported that he had talked to several members about being on the Board to fill the vacant position, with none showing interest.  Terry asked the board to consider candidates that might fill the position, with a priority of seeking a newer member.

 

Treasurer Report

Andrew reported that he is working to reconcile the budget line items to be consistent with the line items on the financial reports by next month.   The monthly financial report was reviewed with no expressed concerns.

 

Manager/Tennis Director Report

Len reported that he has noticed a short-term trend of several families not paying dues over the last several months.  He is monitoring this and plans to act to resolve the potential issue of this becoming a long-term problem.

 

The membership report was presented.  The membership count was steady this last month.  There are no new memberships to approve.  However, there are three new Summer Memberships so far this year.

 

Len discussed his findings on the latest proposals to add a safety fence that could be used to limit access from the restroom outside access doors to the pool.  The board discussed the proposal and the discussion that followed showed that there was no consensus for the mentioned proposal.  A simpler and less expensive idea was sought. 

Motion (Jay, Andrew; Approved unanimously):  Moved to have a fence installed from the court 3 outside access door, which opens to the pool area, to the entrance of the outside courts.  This shorter fence would prevent access to the pool after hours when the restrooms’ outside doors are locked.  The Board assigned Len the task of getting quotes and implementing the design.

 

Len updated the Board on the status of the outside court resurfacing project.  Letters describing the project have been sent out to 80% of the members.  The remaining 20% of the letters are to be sent soon.  The letters detail the project, ask for members’ opinion on the new court colors, and request donations for the project.  Some donations have already been received.   A chart with a “thermometer” graphic will be placed in the lobby to show progress towards raising the funds required for the project.  Net posts have been ordered and are scheduled to be installed the week of April 26th.  Outside courts will not be available during this time.  Court resurfacing is scheduled to begin the second week in May, weather permitting.  The resurfacing will take 4-5 days and then the resurfacing material will require another 4-5 days to cure.  During the resurfacing and curing time, the courts will not be available.

 

Len has asked Nicole Kachel to fill the new position of Junior Representative to the Board.  Nicole, an ATC junior member and high school student, has agreed.

 

Len proposed creating a summer membership category for singles.  Terry asked Candice, the Membership Committee representative, to submit a specific proposal via e-mail.

 

ATC Club Handbook / Summer Membership Handbooks / ATC Member Directory

Terry led a discussion to add detail to the ATC Club Handbook on topics that included the Guest policy, the specific age definition of a junior member, and a broadening of the available indoor court time for juniors.

1.      Over a 12-month period, members are not limited to the number of guests invited to play tennis; however, the guest fee for the first 6 visits by a guest will be $5 per visit. Subsequent visits will cost $20 per visit. All guests and the host member must be clearly indicated on the sign-in sheet. After 12 months, the number of visits by a guest is reset to zero and a new 12-month cycle begins.

2.      House guests (i.e., guests residing more than 25 miles from Albany) will not be charged for the first 6 visits over a 12-month period. After the first 6 visits, the regular guest policy will apply (i.e., $5 for the next 6 visits, then $20 per visit). All house guests and the host member must be clearly indicated on the sign-in sheet. After 12 months, the number of visits by a house guest is reset to zero and a new 12 month cycle begins (i.e., 6 free visits followed by the regular guest policy).

3.      A fee of $5 per guest (exclusive of house guests) will be charged for each visit. Unlimited visits per guest are allowed. The names of all guest(s) and the host member must be clearly indicated on the sign-in sheets. Guest(s) fees shall be paid by the host member. Failure to sign in guest(s) prior to their use of ATC facilities will result in a $10 penalty in addition to the guest fees.

4.      Junior members cannot book indoor tennis courts Monday through Thursday 5:00 pm – 8:45 pm and Friday 5:00 pm – 7:30 pm.

 

The policies will be finalized and published on the ATC website.

 

The Summer Membership Handbooks will be mailed or directly given to summer members.

 

The ATC Member Directory will be made available via e-mail, and a hardcopy will be available in the lobby for those no subscribing to the ATC e-mail.

 

Workdays

Len is planning two workdays before the pool opens to allow members to help on spring cleaning projects.  One workday will be for pressure washing and the other will be for painting the pool pump house building.

 

 

Recorded and submitted by Dale Burrows