Albany Tennis Club
Board Meeting Minutes
January 26, 2010
Members Present: Terry Wood, Ron Reimers, Carol Wood, Candice Elliot, Jason Hedding, Dale Burrows, and Andrew Koll
Members Absent: Pail Snyder (excused)
Club Manager/Tennis Director: Len Spencer
Club Member: Tom Cutsforth
The meeting was called to order at 7:04 pm.
The minutes from the Special Board meeting for new Board members were approved.
· It is imperative that the Board manages change and is proactive
· The Board will be setting short and long term goals for the club
· Work is continuing to changing the financial system
· Candice will be cutting her office hours
· The club is running smoothly so now is the time to set goals
Finance Report: Ron and Len
The club financial system has been run using QuickBooks and Boehme/Running Accountants. Len would like to bring the system in-house. Ron’s office manager went through the ATC system and found some “ghosts” in the bookkeeping, i.e., unreconciled billings. Len and Ron met with Boehme/Running and will be starting a new set of books for the club as of January 1, 2010. All member accounts will be examined to reconcile the old books. Starting January 1, billing will be handled by the new system. It may take a month or more to clean up the billings from the previous system. All balances as of January 1, 2010 are in the new system and appear to be accurate.
Current Assets
Cash in Ed Jones Memorial Fund $1,245
Cash in Umpqua Facilities Account 5,572
Cash in Umpqua Bank 3,461
Cash in Ed Jones Money Market 17,118
Umpqua Bank Checking Account 32,069
Club Manage/Tennis Director Report: Len
Len will be tackling increasing club membership, especially family memberships. Junior memberships are increasing but family memberships are decreasing. However, income from member dues is up slightly. The goal is to have the junior membership help grow the club membership. Total club membership is at 144 as of January 2010.
Len will be visiting with Albany Parks and Recreation and talking to local businesses to promote the club.
Ron asked to have total dues paid listed on the bottom of the membership chart.
Lighting update: Len is looking for energy trust fund money to help offset the cost of new court lights. Len will continue to look into this.
Pool security during the off-season: The bathroom/locker rooms need to be unlocked; so a security system is needed to prohibit access to the pool from the locker rooms when there are no lifeguards on duty in the summer and when the pool is closed during the winter. Len will look into different types of fencing, different heights of fence, and a large opening gate. A motion was made and approved to put a fence around the pool area after getting an update from Len on the fencing. Len will send the Board an email with the updates.
The Board dispersed into 3 groups to come up with a list of immediate, short term, and long-term goals for the club. Terry will work on putting the goals together. (See attached document)
The next Board meeting will be February 16th at 6:00 pm.
Meeting adjourned at 8:49 pm.
Minutes submitted by club Secretary Carol Wood