Albany Tennis Club
Board Meeting
January 27, 2009
Members Present: Laura Hyde, Greg Fortier, Louis Weinstein, Jason Hedding, Dick Juntunen, Dale Burrows, Tom Cutsforth, and Carol Wood
Pro/Manager: Travis Lewin
Club Members: Jan Heaton and Egil Johnsen
President Laura Hyde called the meeting to order at 7:04 pm.
A motion was made, seconded, and passed to approve the December 11, 2008, Annual Club meeting and the December 16, 2008, Board meeting minutes.
Business from Club Members
Jan Heaton made a request to transfer her membership to her daughter’s family which Jan would continue to pay. A motion was made, seconded, and approved to transfer the membership and waive the $100 transfer fee. A new membership form will need to be filled out.
Jan also asked if, under certain circumstances, a junior could have a reduced fee. Normally a junior membership is a $50 initiation fee and $23 per month. The Board asked Jan to put in a membership application, and the Board will review the situation.
Egil Johnsen asked to have the minutes from the Annual Meeting put on the Web site. He also noted the financial statement should have been sent to club members before the Annual Meeting.
Pro/Manager
Dick has started a membership spreadsheet. There has been a net drop in membership from November to December of three. This is a great sheet for evaluating membership changes through the year. Dick will continue to stay on “as needed” by Travis.
Travis reported the lights on court 2 need a new ballast which is scheduled for installation. More lights will be replaced on court 3.
New members:
Ø Fred Young, Trial Single, approved
Ø Roger Cramer, Trial Single, approved
Ø Jan and Jack Lee, Family Trial, approved
In addition, Stan and Jean Collins have returned from California and need to fill out a membership application form and Barb Nicolette is upgrading from a Trial Single to an Equity Family membership.
Dick went through the key cards and removed the nonmembers. The remaining cards will be mailed to members with the upcoming Board mailing.
There were several suggestions in the Suggestion Box:
Ø Have Travis keep dressing nicely (!)
Ø Leaves in the street: Travis will clean them up
Tennis activities:
Ø Junior classes starting soon, 30 juniors so far, possibly 7-8 more
Ø Adult classes average 6-8 people
Ø Junior round robin chart went up January 27, 2009
Ø 16 people were at the January tennis mixer/social
Ø Cardio tennis will be starting Friday, January 30
Ø In-house mixed doubles round robin signup sheet is posted
Ø February 2 Travis will begin visiting local elementary schools promoting junior tennis
Laura mentioned Liz O’Donnell, the new girl’s tennis coach at South Albany, is interested in contacting the club.
Travis has blocked off 1 ½ hours on court 1 on Saturday’s for the South boys team. So far no one has shown up to use the court. South will call Travis to let him know if anyone will be coming.
Dale asked if we have an updated flyer with Travis’s picture on it. Not yet, but Travis is working on it.
Travis reported a request came in January 27 from West Albany to use the club courts for practice.
Travis will be talking to Jay Clark about Parks & Recreation usage of ATC’s courts. Since Parks & Rec are using our courts, they should at least help pay for advertising.
When signing up for drills, list your phone number so if drills are cancelled, people can be notified.
Tennis
Currently, there is one ATC senior 8.0 mixed team playing in the Senior Mixed 2009 league.
The USTA adult league will have women’s 3.0, 3.5, and combined Salem/ATC 4.0 teams and 3.0 and 4.0 men’s teams. All tennis results will be posted on the bulletin board.
Finance
The Board gave their blessing to the committee handling the Julie O’Hearn memorial account. Committee members include Molly O’Hearn, Mary Eusterman, Bud Fortier, Nancy Goode, Dick & Jeanette Reid, Ann Hurd Transue, and Tom Cutsforth. So far, over $800 has been received. Dick, Tom, and Travis will be setting up an account for the money coming in.
Tom reported income was down $658 in December. Normally we don’t take in much in the winter months.
Cash in WaMu Bank $2,459
Cash in Umpqua Bank 9,377
Cash in Ed Jones Money Market 46,161
Total Current Assets $57,997
Tom presented the proposed 2009 budget recommended by the Finance Committee. Total Income = $163,650; Total Expenses = $163,650; net increase of $1,000 from 2008 Budget.
Narrative
A. No monthly dues increase; dues remain as follows:
a. Family $77
b. Single $59
c. Junior $23
d. $99 trial paying towards equity $20
B. Summer membership fee: no increase in fee; fee remains as follows:
Ø $450
Ø Maximum number of summer members=30
C. Member marketing Strategy
From January through March 2009, charge $250 initiation fee for Family Membership and $150 for single membership. Board must approve extension of this offer beyond March 2009.
D. Working Members (no change in process/procedure; however, goal is to minimize or eliminate this category)
a. Club Manager/Tennis Pro establishes written standards, expectations, and an accountability procedure for working members.
b. Club Manager/Tennis Pro 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 Pro will pay working members accordingly.
E. Major Capital Project (funded from extra moneys from mortgage refinancing)
a. Pool repair and compliance with Virginia Graeme Baker Pool and Spa Safety Act before pool opens Memorial Day weekend 2009.
Special notes include:
Ø Establishment of a Facilities/Equipment Reserve Fund (set aside into separate account) of $8,500/year. Money would accumulate until Board authorizes expenditures for planned projects.
Ø Use of extra dollars from mortgage refinancing: $8,000 for pool repairs and $2,000 startup money for new Facilities/Equipment Reserve Fund.
Louis suggested heavily promoting the pool in the spring. Laura will check with Travis to see if the pool information is in the flyers Travis will be taking to the schools.
Greg requested that the Culligan water service and Allied Waste costs be moved from Repairs and Maintenance to Utilities.
A motion was made, seconded, and passed to approve the proposed 2009 budget. [copy of adopted budget attached to these minutes]
Grounds
The insulation on courts 1 and 2 is looking “ratty.” Can we put something up to make it look better? Put this on the project list for club members to work on.
Business from Board Members
A proposal to move the Board meetings to the fourth Tuesday of the month was approved.
The next meeting will be February 24.
The meeting was adjourned at 8:38 p.m.
Minutes submitted by Club Secretary Carol Wood