Albany Tennis Club

Board Meeting Minutes

February 16, 2010

 

Members Present:  Terry Wood, Andrew Koll, Jason Hedding, Ron Reimers, Carol Wood, Paul Snyder, Candice Elliot, and Dale Burrows

 

Club Manager/Tennis Director:  Len Spencer

 

Club Member:  Tom Cutsforth, Jay Clark

 

Guest:  Travis Sheffield of Benton Electric

 

President Terry Wood called the meeting to order at 6:02pm.  The minutes of the January 2010 Board meeting were approved. 

 

Jay Clark was approved as a new Board member. All Board positions are now filled.

 

Action item:

The following motion was approved in order to change signing officers for Club bank accounts: 

 

The Albany Tennis Club Board of Directors removes the following names as signing officers for Club bank accounts:  Tom Cutsforth, Laura Hyde, and Dick Juntunen. The following current Board members will be added as signing officers for Club bank accounts:  Terry Wood (President), Ron Reimers (Vice President), and Andrew Koll (Treasurer).

 

A question was asked about the signees on the mortgage.  The Board recognizes the current signees.

 

Presentation by Travis Sheffield of Benton Electric on new court lighting. 

 

Travis presented an Estimated Energy Savings and Energy Trust of Oregon Incentive Package based on a lighting retrofit proposal.  The following financial analysis is based on the proposed retrofit and estimated installation cost:

            Estimated Installation Cost:                                                               $49,270

            Minus Energy Trust of Oregon Incentive                                            (16,103)

            Minus BETC (tax credit calculated at 35% of proposal cost(1)           (17,245)

            Net Installation cost                                                                           15,922

           

Energy Savings Payback (years)                                                         2.6

            % of Installed paid for by incentives                                                  68%

 

(1) The BETC tax credit (up to 35% of installed cost) is available through the Oregon Department of Energy.

 

Return on Investment (ROI)                                                         39%

 

This is only an estimate, as actual savings and incentive will vary based on final installed fixtures and costs, actual area operating hours, energy rates, and building usage.

 

It is estimated that the proposed project will offset 36 tons of CO2 generated by fossil fuels, equal to taking more than 6 cars off the road or planting 24 trees.

 

Lights on court 3 would be replaced first, with courts 1 and 2 next (together).  Benton Electric would recycle the old lights.  Installation would take around four days for court 3.  Travis will work with Len on this.

 

Manager/Tennis Director

 

Len reported the membership chart is being updated.  Currently the club is down one single and one junior membership.

 

Len reported his meeting with Albany Parks and Rec went well.

 

The junior tournament had 38 total participants, with 11 from ATC.  The tournament netted about $150 for the club. Ten ATC juniors went to an exchange match in Salem.

 

Len will be scheduling a “demo day” with Head sometime in March.

 

The club Handbook/Rule book is nearing completion.  A question was asked about how many guests per year are allowed per member. This needs to be clarified in the handbook. 

 

High school court usage discussion:  Len reported the West Albany girls team uses all four outside Courts from 3-5pm and up through 6:15 when there are home matches on Tuesday or Thursday.  Len does not want to overload the courts with non-members.  Len will work with the high school tennis coaches on the number of courts to be used by the high schools.  A motion was made and approved that if indoor courts are not available then the outdoor courts will be available to the high schools at the club manager’s discretion. 

 

Len is checking into if the bathroom doors exiting to the pool area are required to be locked at all times.

 

Finance

 

Ron’s office manager has been working with Len to get the new financial reports up and running.  The new system is 99% completed.  Accounts Receivable bad debt is now up to date.

 

Len will check with Bill O’Hearn about different ways to use the Julie O’Hearn scholarship money.

 

Check Book Balance

            Umpqua Checking Account                             $33,472.12

            Edward Jones Account                                    $17,117.81

            Edward Jones Memorial Fund                         $1,245.00

            Umpqua Facilities                                           $5,571.88

            Cash Available Today                                     $57,406.81

 

Membership Status Inquiry

 

There was a request from a member who had retained his membership after being laid off from work, had stopped paying dues in 2005, and would like to restart paying his dues.  Normal club procedure is to either forfeit the membership, have the club sell the membership, or the member can sell the membership.  The reply from the Board to the request was no. The Board encouraged the member to take advantage of reduced membership fees currently being offered and to rejoin the club.

 

Discussion of funding options and resurfacing.

 

Ron is developing a funding committee to look at multiple ways to raise funds:

 

·                                            Additional assessment levied on Club members

·                                            Donations from Club members

·                                            Grants through USTA for funding up to $5000/court; the outdoor courts would be eligible for this; ATC would match funds

·                                            Selling advertising banners

 

The outdoor courts would cost around $5200/court and would need windscreens, net posts, etc.  The inside courts would cost around $4700/court.

 

ATC Board of Directors Goals and Objectives for 2010-2012                                            

 

The January Board meeting focused on developing long-term goals (greater than 3 years), short-term goals (1-3 years), and immediate objectives.  Board members were divided into three groups with each group listing items in each of the three categories.  Following is a summary of the Board’s findings:                                                                  


                       

The primary goals of the club are to:

 

1.                              Provide a dry, safe, and enjoyable place to play tennis        

2.                              Provide a safe and enjoyable swimming environment

3.                              Maintain financial solvency

4.                              Promote the Club tennis and pool programs in the community

 

Long-term goals:

 

1.                              Develop a master building plan for the facility (e.g., fitness room, additional courts, locker rooms, pickle ball court, cover outdoor courts)

2.                              New roof for the main building

3.                              Construct a viewing area for court 3

 

Short-term goals:

 

1.                              Develop a mechanism for collecting data to help determine the maximum number of members the Club can reasonably serve and the minimum required for financial solvency

2.                              Replace court lighting

3.                              Improve indoor ventilation

4.                              Organize and clean up pool rooms

5.                              Website development

6.                              Maximize effectiveness of email listserver

7.                              Alarms for all outside access doors

8.                              Review procedures for evaluating the Club manager

9.                              Cover the wall insulation on courts 1 and 2

10.                          Plant trees along the north property line for windbreak and backdrop

 

Immediate Objectives:

 

1.                              Complete revisions to the Club By-Laws

2.                              Fill temporary Board position (completed with the addition of Jay Clark)

3.                              Update ATC membership directory

4.                              Award high school scholarships

5.                              Develop strategies for member recruitment and retention

6.                              Replace outdoor windscreen

7.                              Develop maintenance schedules and funding plan for the pool and tennis areas

8.                              Develop a more equitable tennis court reservation system

9.                              Install pool fence

10.                          Rejuvenate the concrete around the pool area

11.                          Clean and grout with sand the brick under the deck

12.                          Resurface all courts

13.                          New gravel on south side parking lot

14.                          Repair, power wash and stain the upstairs deck

15.                          Finish installing security cameras

16.                          Landscape the pool area

17.                          Color coordinate the pool area

18.                          Purchase new pool furniture

19.                          Clean and resurface the east side parking lot

 

Terry presented a proposed list of Club committees.  Priority goals would be assigned to individual committees. Terry will be sending out a letter outlining the committees, Board member(s) on the committee, and the need for members to be on the committees.  The proposed committees are:

 

Committee

Board Representative

Finance

Ron Reimers

Tennis

Paul Snyder

Swim/Pool

Jason Heddng

By-Laws

Terry Wood

Social

Dale Burrows

Facilities and Maintenance

Andrew Koll

Membership

Candice Elliott

 

The committees would meet once a month with a report given at every Board meeting.

 

A question was raised as to whether we should extend the reduced membership time period.  An idea was entertained to have the $99 trial membership be rolled over after 1 year and they become an equity member for a certain price.

 

Terry adjourned the meeting at 8:10pm.

 

Next meeting is Tuesday, March 16th at 6:00pm.

 

Minutes submitted by Club Secretary Carol Wood