Albany Tennis Club
Board Meeting Minutes
March 16, 2010
Members Present: Terry Wood, Andrew Koll, Ron Reimers, Carol Wood, Candice Elliot, and Jay Clark
Club Manager/Tennis Director: Len Spencer
Members Absent: Jason Hedding and Dale Burrows
President Terry Wood called the meeting to order at 6:05pm. The minutes of the February 2010 Board meeting were approved.
Paul Snyder has resigned from the Board so we will need to find someone to fill the vacant 2-year position.
A motion was made by Ron and seconded by Jay to have Len recommend a junior member who would be a liaison to the Board. The motion was approved.
Treasurer/Finance
A new report from Len and Aaron will show the payroll breakdown. Included in the report are:
· Member lessons
· Potential member lessons
· Gross total lessons (Lens share and Aarons share)
· Jays lessons
· Junior tournaments
· Salaries
· Gross paycheck amount
Check Book Balances:
Umpqua Checking Account $28,360.38
Edward Jones Account 17,117.81
Edward Jones Memorial Fund 1,245.00
Umpqua Facilities 6,286.08
Total 53,009.27
Len reported the club membership total is 145 plus one summer member for a total membership of 146.
New members:
· Equity: Harris family: Lane and Heidi, plus juniors Tyler, Makayla, Chase, and Gaby
· Juniors: Erica and Rachel Lepman
A motion was made by Ron and seconded by Candice to approve the new members. The motion was approved.
A question was raised as to when are “kids” not considered part of a family membership. This needs to be clarified.
Len brought the Board a request form to go on a trip. Aaron will be covering for Len while he is gone. A motion was made by Ron and seconded by Candice to approve the request. The motion was approved.
Len just received the ATC handbook/directory back today (March 16th) and will email the book to the Board members for review. He is hoping to finish the book before summer.
Len recommended blocking off the outdoor courts when the high school teams have matches.
The pool was filled today (March 16th), the cover removed, and the filters turned on. The landscaper will work on the pool area. Len will call the Fire Marshall to see if we need to have a fence around the pool. The pool fence needs to be resolved ASAP.
Len is working on a tennis/swim brochure for summer members. What would be the best way to advertise the pool? Ideas were:
· Should the club offer a lower rate that won’t cost the club, such as extend the tennis part longer
· Tennis kick off clinic for summer members
· Open house in early May
· Discount for early sign up, i.e., and “early bird special”
Len will send out a letter to summer members detailing summer programs and facility improvements, what has been done, etc.
A motion was made by Andrew and seconded by Candice to charge $399 for a summer membership if paid on or before May 1st. The membership will include tennis for any courts except primetime, and will start as soon as the summer membership is paid. The motion was approved.
A request was made by a family to have the club buy their equity membership. The Board request was denied because the membership was dropped 6 years ago.
A member requested to have his $500 equity membership dropped to a junior membership or the club buy his equity back. The request was denied because juniors cannot be equity members.
A suggestion was made to look into buying fitness equipment for $1500.
Len is waiting to hear back from Benton Electric regarding the new lights.
Ron is working on a $10,000 grant through the USTA for resurfacing the outside courts. ATC has to match the funds to get the grant. A question was raised concerning the Board’s commitment to resurfacing the outdoor courts or replacing indoor court lights. The Board is committed to resurfacing the outside courts. The indoor lights should be operable for at least one more year. We have enough replacement bulbs to last for several years.
The following motion was made by Ron and seconded by Candice:
1. The ATC Board is committed to do a major outdoor court improvement of up to $25,000
2. The Board is committed to contributing $15,000 to match the $10,000 USTA grant
The motion was approved. Terry or Ron will draft a letter to be sent to the USTA.
A motion was made by Jay and seconded by Andrew to apply for the USTA grant. The motion was approved.
Ron is also working on fundraising ideas where businesses could get tax deductions for contributions.
Ron mentioned the Board needs to get feedback from the Tennis Committee on charging extra for primetime courts and/or charging for outdoor court usage as a means to generate more revenue.
Social Committee
There will be a Prince night sometime in April and an open house in May.
Ron brought up the club alcohol policy - does there need to be a member vote or a Board vote to change the policy? Ron will pursue this.
Other Business
Terry reported the By-laws are on a computer that is currently in “the shop” and therefore are currently not accessible.
The ATC Senior 8.0 mixed team won their league and will be heading to Sectionals in August.
As of yet, there haven’t been any responses from anyone wanting to be on any ATC committees. Maybe a time could be set for the committee meetings such as the second Tuesday of the month, so a report could be presented at the following weeks Board meeting. A suggestion was made to start April 13th at 6:00pm. Board committee representatives will pass the word on. Email Len with any committee members. Board reps will have an agenda for the committee meetings.
The next Board meeting will be April 20th at 6:00pm.
Terry adjourned the meeting at 7:45.
Minutes submitted by Club Secretary Carol Wood