Albany Tennis Club

Board Meeting

May 26, 2009

Members Present:  Laura Hyde, Greg Fortier, Jason Hedding, Dick Juntunen, Dale Burrows, Louis Weinstein, and Carol Wood

Members Absent:  Tom Cutsforth (unexcused)

Pro/Manager:  Travis Lewin

Member:  Egil Johnsen

President Laura Hyde called the meeting to order at 7:01 p.m.

An amendment to the April minutes was made to change Louis Weinstein’s absence to excused.  A motion was made, seconded, and passed to approve the amended April 28, 2009, Board meeting minutes.

Manager

Dick reported that he hasn’t heard from a delinquent member regarding unpaid dues. As of now, club privileges are suspended until past dues have been paid.  Dick will send another letter.

Pool

Dick mentioned that we should have started working on the pool sooner.  Emerald has put in the chlorinator stratums.  Emerald also took care of the sand.  There was a problem with one filter valve leaking due to a broken spring which has not been repaired so only one filter has been working.  The pump shut down due to loss of water.  Emerald came in got the pump up and running.  Emerald thought new parts for the pump should be in by the weekend.  The drain cover has not been installed yet.  The stratum will shut down if someone gets up against the drain.  There is still some algae left to be cleaned up.  The pool should be up and running by Saturday (30^th). 

The pool will need to be drained this fall in order to finish the planned pool work.  He suggested getting a historical map of the water table.  The Energy Lab has a test point at the end of the building.

Dick will be through with the office when the pool is completed.  Dick recommended getting some office help.  A huge thanks to Dick for all of his hard work!

Pro

Travis noted that after May 27 keys will no longer work on the doors.  The swimming pool gate will be chained at night.  The lifeguards need to make sure everyone is signing in (for billing purposes).

Fifteen-twenty juniors have signed up for summer classes.  The Web site has class times.  The adult classes average 5-6 people per class.  Travis says there is an “issue’ with signing up for the classes.

The high schools didn’t always pick up after themselves after they were finished using the club.  Travis will discuss this with the coaches at the start of next year’s season.

New family trial memberships:

Ø Bruce Riley

Ø Chris Jansen

A motion was made, seconded, and passed to approve the two memberships.

Candice Elliot will be helping out in the office for several hours during the day.  She may be able to do some of Laurie’s QuickBooks’ work (may help save some money!).  She would like to trade off working for lessons for her 3 kids.  Travis will keep track of Candice’s time and lessons.  [Rather than trading lesson times for hours worked, Candice is being paid $10.00/hour, which is being reduced from Travis salary.]

So far there are 10 summer memberships.  All 10 memberships were approved.

There is a free ad in the Parks & Recreation spring and summer brochure.  Nothing was put in the local newspaper.

Tennis

Dick reported that the tennis season is over.  All results are posted on the bulletin board.  The combined Salem/ATC 4.0 Women’s team will be going to Sectionals in August. 

Finance

Dick reported that the customer balance sheet is in good shape.  He would like to see us use QuickBooks for reporting.

Cash in Bank                                                              $   6,231.74

Umpqua Bank Checking                                              $14,955.61

Cash in Ed Jones Money Market                                   46,183.84

Ed Jones Julie O’Hearn Memorial Fund                          1,345.00

Umpqua Facilities Account                                             4,832.00

Total Checking/Savings                                              $73,548.19

Total Accounts Receivable                                            -1,446.47

Total Current Assets                                                   $72,101.72

Grounds

A motion was made, seconded, and passed to approve Bill Clotere’s request for $300 to fix the drip line and to buy more bushes.

Laura would like to check with Tom’s Garden Center about the cost of bringing in bark dust and pea gravel.  The tree stump and “palm” tree need to be removed, and it was suggested putting flowers and pea gravel over the stump area.  [Travis is handling this.]

Swim Committee

Jason asked if the lifeguards have use of the club facilities during nonworking hours (they are nonmembers).  A motion was made and approved to allow the lifeguards use of the club during nonworking hours.  [They’ve also been given provisional approval to bring guests during their nonworking time as long as they guests are signed in and that they will pay the guest fee for each.]

Web Site

Dale reported that the Web site was down the beginning of May.  Sheila cancelled the account when she received the bill.  The site was back up around May 6.  We are now paying about one-half of what we were paying before.

Business from Board Members

Greg mentioned that some of the new members were signing up for courts more than a week in advance.  Travis said that he always points out the “one week in advance to the hour” sign up to new members.  Travis will check into this and let people know the policy.

There was a consensus of the Board that new members are given provisional membership status until approved by the Board.

Louis brought up the high school junior scholarships/memberships voted on by the Board at the June 2007 meeting have not been done – nothing has ever happened.  [This policy is as follows:  Two scholarships for junior summer memberships will be awarded to the local high school tennis teams with two from each school; one boy and one girl from each team who are not currently ATC members and who are not graduating seniors.]  He said that each coach should get a letter and that most parents don’t know they can sign their kids up for lessons as nonmembers.  Nicole Kachel has been nominated by the West girls’ coach for this summer scholarship and was approved by the Board.  Dale will contact the South coaches and Louis will contact the West boys’ coach and work with Travis to get the message out.

In addition to these summer scholarships, the coaches need to be contacted to provide a name for a year-long scholarship under the Julie O’Hearn Memorial Scholarship for a junior membership from each high school tennis team who currently are not ATC members.  For odd years, it is to be a girl nongraduating senior from each high school team; even years, a boy nongraduating senior.

The summer lifeguard staff has been hired, with 3 returnees and 1 new person.  Travis and Brianna will be meeting with them to go over expectations and duties.

A suggestion was made to put a sign on the swim gate to “bring your keycard”, as no one can get in without one.  We need a plan to deal with those who forget their keys.  Travis and Brianna will work on sending an e-mail to summer members letting them know they need to bring their keycards and if they need more cards they are $10 each.

The next meeting is scheduled for June 23.

Laura adjourned the meeting at 8:34 p.m.

Minutes submitted by ATC Club secretary Carol Wood