Albany Tennis Club
Board Meeting
December 21, 2009
Members Present: Laura Hyde, Greg Fortier, Jason Hedding, Tom Cutsforth, Dale Burrows, Dick Juntunen, and Carol Wood
Members Absent: Louis Weinstein
New Board Members: Terry Wood, Ron Reimers, Paul Snyder, Candice Elliott
Club Manager/Tennis Director: Len Spencer
ATC Staff: Candice Elliott
President Laura Hyde called the meeting to order at 7:02 pm.
The November 2009 minutes were approved.
Manager Report
New members: Juniors: Anna and Tessa Kern
Trial Single: Annette Murray-Mason
Ashley Howell has given up her junior membership.
All new members were approved. The membership stands at 148. The membership chart has been updated as of 12-21-2009.
Court reservation system: Len reported Timberhill has spent $5,000-$7,000 to get their system up and running on the computer. Gary Quandt (TTC Manager) is going to check and see if the company that did TTC’s system is still in business. Dale checked out the computer end of the system and said there are 2 angles to look at: 1) having the system and 2) tailoring it to how we want it. Len will continue checking into this.
Grounds/Maintenance
· Grounds Maintenance/Landscaper has done a great job
· Gutters have been cleaned
· Candice is doing a great job cleaning
· Rivets in the roof have been sealed; the water on the courts is actually condensation
· 2 broken pipes have been repaired: one at the outdoor shower (PVC) and the other in the pool room where a spigot had blown
Pool security during the offseason: the bathroom/locker rooms need to be kept unlocked; so a security system is needed for the pool for safety reasons. It costs around $950 to build a pre-fab fence, if we do it ourselves, around $140. Len will check on a permanent structure with gates between the pool house and patio area and between the west of the pool house and outside court 1 that will be locked during the off season.
AED machine update: A motion was made to authorize Len to purchase an AED (Automated External Defibrillator) for up to $700.
Small claims court update: It costs about $700 to take a claim to small claims court. The claim is for $3,100. Bob Scott suggested sending a certified letter and if nothing happens by mid January to take this to small claims court.
Court Light Update: Laird Lighting will be in this week to bid on redoing the lights. Induction lighting uses 1/4th less power which is a 50%-65% reduction in energy and are similar in cost to incandescent lighting. More bids will be forthcoming. It was suggested to explore Energy Trust Money to help pay for the lights. This will be researched for a future Board meeting.
Tennis Program
Len reported the junior program is doing great.
Upcoming social events:
· Thursday, January 14, 6:30 pm: U of O women’s & men’s team exhibition
· Saturday, February 13, 6:30 pm: Valentine’s social
There is a junior tournament February 13 with 4 more planned throughout the year for June, September, October, and November.
Tennis Committee
Dick reported there is one 8.0 Senior mixed team from ATC participating in the senior mixed doubles league.
Signups are posted for USTA leagues. Deadline in January 10.
Finance
Candice will call Laurie to check our accounts as they are still not yet reconciled.
2010 Proposed Budget
Tom presented the proposed 2010 budget recommended by the Finance Committee. Total Income = $268,890; Total Expenses = $268,890; net increase of $105,240 from 2009 Budget.
Narrative for the 2010 Proposed Budget:
A. Monthly Dues Increase effective January 1, 2010:
Membership Type From To
Family $77 $85
Single $59 $65
Junior $23 $30
$99 Trial paying towards equity $20 no increase
Snowbird Leave of Absence
Single Membership $12 no increase
Couple-Only Family Membership $16 no increase
Medical Leave [Single Memberships Only] $8 no increase
Ø $450
Ø Maximum number of summer members = 50
Note: Summer Memberships are prorated if someone wants it only for one or two months. Club Manager/Tennis Director handles these on a case-by-base basis.
Ø From January through March 2010, charge $250 initiation fee for Family Membership and $150 for Single Membership. Board must approve extension of this offer beyond March 2010.
a. Club Manager/Tennis Director establishes written standards, expectations, and an accountability procedure for working members.
b. Club Manager/Tennis Director approves working members.
c. All working members will be handled as independent contractors whereby:
Ø Working member will pay their monthly dues (will receive a monthly bill).
Ø At the end of each month, the Club Manager/Tennis Director will pay working members accordingly.
There are also 2 more cameras that need to be purchased for the security system [one for the Viewing Room and one for the pool/outdoor court area] that are not included in the 2010 budget.
A motion was made, seconded and passed to approve the 2010 proposed budget with an amendment to include the 2 cameras. [copy of adopted budget attached to these minutes]
Social Committee
Dale reported he is working on a newsletter, and it may be out by the next Board meeting in January.
Dale reported on the Christmas socials on December 4 for the adults and December 5 for the kids.
Len and Candice are working sending statements out by e-mail to make the system more efficient.
Business from Board Members
The Board received a request from a member to have his waive annual maintenance fee as described in his letter.
His request came in after he received a letter from the Club stating that his 2009 maintenance fee was past due.
Board discussion: Work parties were not working; so the Board established an annual maintenance fee. Volunteer work is welcome, but it is hard to put a value on time and then take it off a bill. It is Len’s job to maintain the grounds. A letter will be sent denying the request.
A question was raised about prorating the maintenance fee into the monthly dues. This will be brought up for discussion at a future Board meeting.
Tom reported that a member who has terminated his membership was paid off for the amount due him for work done 5-6 years ago that wasn’t billed but credited to his account.
Laura gave thanks to outgoing Board members Tom and Dick for their help over the last challenging 3 years as well as Jason and Dale for their work on the pool and social committees and to Greg for all of the work that he has done for the Club.
And huge thanks to Laura for the countless hours of work put in on behalf of the Club.
The meeting was adjourned at 9:10 pm.
Minutes submitted by club Secretary Carol Wood.