Albany Tennis Club

Board Meeting

July 28, 2009

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

Pro/Manager:  Travis Lewin

ATC Staff:  Candice Elliott

Member:  Egil Johnsen

President Laura Hyde called the meeting to order at 7:05 pm.

The June minutes were amended to include the summer members and approved.

Pro

The following new summer members were approved:

·        Lisa and Scott Whitney

·        Eric and Leanne Devenport

·        Troy and Joy Huddleston

Travis reported that the tennis program has about 170 juniors, with around 30 per session with 6 sessions.  About 50 of the juniors are nonmembers who may come back in the fall.  There are about 30 adults per week in the adult program.

The last social event had a very small turnout-only 2 couples- probably due to people being on vacation.

Candice and Travis will be holding a “free tennis day” Saturday, August 8, for kids.  This event is intended to get kids interested in tennis. They are expecting a turnout of around 40 kids.  The USTA and Head will be giving out promotional items.  Club flyers will be handed out at the end of the program.

There will be a ladies tea day Wednesday, August 5, from 9-10 am.  There will be a clinic, play (with critique by Travis), and prizes.

The next social is scheduled for Saturday, August 22.  The signup sheet is on the bulletin board.

Candice will coordinate the Club becoming a “Tennis Welcome Center”.  There is no cost involved.  The USTA will send all the information.  There are numerous reasons and benefits for becoming a Tennis Welcome Center:

Ø      National and local exposure as part of a marketing campaign

Ø      Free listing on the TennisWelcomeCenter.com Web site promoting our facility and programs.

Ø      ATC would receive free of charge:  banner, posters, flyers, racquet and ball discount programs, etc.

Ø      Co-op dollars from $250-$2,500 to market and advertise our programs

Ø      The opportunity to showcase ATC in leading tennis publications.

Ø      The program is supported by the USTA, TIA, and industry organizations in an effort to get more people to play tennis and stay in the game.

Candice is looking into a banner to hang on the fence advertising the Albany Tennis Club.  It was suggested to add “memberships available” and the Club’s Web site to the banner.  Candice will look into a revised quote for the next Board meeting.

Candice also brought up there are many opportunities for grants, such as for resurfacing courts and marketing.  Candice will check into these and bring information to a future Board meeting.

The ballast on court 3 has been fixed.

Greg Gardner is looking into fixing the ball machine.  There is a possibility that baseballs were used in it.  Tom noticed some kids with baseball gloves possibly playing baseball on courts 1 and 2.  A suggestion was made to post a note saying the Club is for tennis only.

It has been noted that the sliding glass door and the outside men’s bathroom door have been left open.

It has been suggested to have the lifeguards check the members in the pool area to make sure they are all signed in.  A consideration is to have a manned desk that people will have to pass through to get into the Club or pool. 

The junior champs tournament has been rescheduled to the weekend of September 5, which is Labor Day weekend.  The junior challenger tournament will be the weekend of October 3.

The Albany City tournament is July 31 and August 1 and 2. 

Swim

Jason reported that the 3rd swim session is going on now.  There have been from 16-25 kids in the 3 sessions.  The 4th session starts the week of August 3 with about 20 kids expected.

The pool is still a work-in-progress.  There have been several issues with cloudiness resulting in some pool downtime.  There is a waiting period of 3 days after the chemicals have been added.  The pool should be clear by July 29.  Brianna has been working with Travis, Gus, Emerald Pool, and a City of Albany pool employee on pool issues.  The pool has only been closed for 4 days, with 1 day being weather related.  So far there have been no complaints from the summer members. 

Bill Clotere says the pumps are not that old.  The problem may be that the PVC pipes may not be the right size to handle the water flow.  Travis will check this out with Carl Love.

Tennis

Dick reported this is the last week to sign up for the senior/super senior USTA leagues.

Finance

Tom reported expenses in 2009 are about $3,000 more than 2008, probably due to pool expenses.  Year to date is similar to 2008.  Tom needs a total of the pool costs (Gus, Emerald Pool, etc.) so he can transfer funds from the Edward Jones account for the pool expenses into the Club account.

Travis will get together with Laurie to go over discrepancies in tennis lessons.

The Julie O’Hearn Weir fund is around $1,200-$1,300.  Tom is having a plaque made so the recipients’ names can be displayed.  Tom hopes the plaque will be completed and hanging at the Club by August 10 so Bill O’Hearn will be able to see it as he will be in Albany sometime around August 10.

Cash in Umpqua Bank                                                $24,832

Cash in Ed Jones memorial Fund                                   1,345

Cash in Umpqua Facilities Account                               5,549

Cash in Ed Jones Money Market                                  46,185

            Total Current Assets                                      $77,911

 

Social Committee

Dale handed out a “Vision for the ATC Social Committee” that was approved by the Board.  In summary, the following would be expectations of the Social Committee:

Ø      Composition:  chairperson (member of the ATC Board of Directors) and between 2-4 other ATC members invited by the social chairperson.

Ø      Newsletter:  the Social Committee would be responsible for publishing a periodic newsletter for ATC

1.      The newsletter would be sent electronically

2.      Ideally, the newsletter would be sent out four times a year:  January, May, August, and October

3.      The newsletter would be simple, informative, and not necessarily long. Or require a lot of work.

4.      The Social Committee chairperson would be responsible for gathering input from the ATC staff and Board members, compiling the input, and publishing the newsletter.

5.      The e-mail database would be derived from the ATC member database

Ø      Periodic Socials

1.     The Social Committee would assist Travis in the club socials, mostly in the area of scheduling, food, and advertising

2.     There would be 6-12 ATC socials a year

3.     The Social Committee would provide (ATC budgeted) soft drinks, ice, paper ware, utensils, etc.  The food would generally be brought by the members, potluck style.

4.     The Social Committee would be responsible for advertising the socials to the membership.

Ø      Other events

1.      An occasional combined women’s/men’s night

2.      An occasional women’s night

3.      An occasional parent/child night

4.      Events suggested by the membership

Ø      The Social Committee would work with the Club Manager and President to produce an annual membership handbook.

Travis will work with Candice to check the Web site for correct name spelling.

The meeting was adjourned at 8:19 pm.

Minutes submitted by club secretary Carol Wood.