Albany Tennis Club
Board Meeting
June 23, 2009
Members Present: Laura Hyde, Greg Fortier, Jason Hedding, Dick Juntunen, Dale Burrows, Tom Cutsforth, and Carol Wood
Members Absent: Louis Weinstein (unexcused)
Pro/Manager: Travis Lewin
Office Staff: Candice Elliott
Members: Egil Johnsen
President Laura Hyde called the meeting to order at 7:04 pm.
The May minutes were amended and approved as follows: names were removed from the delinquent/unpaid dues accounts paragraphs and the high schools not picking up after themselves paragraph was deleted (this will be resolved next year by Travis).
Pro
Travis reported Candice Elliott will be working with him in the office Monday through Thursday from 10am to 12pm.
The following members have given up memberships:
· Laura Ouellette: Single Equity
· Borst family: Family Equity
· Dave Kuenzli: Single Equity
The Robinson family is changing their membership from a Family Trial to Single Equity.
The McIntyre family is changing from a Family Trial to Single Equity
Mike and Tracy Day are changing their Junior membership to a Family Trial membership.
Dennis Dahlen gave up his Family Equity years ago; then bought a Single Trial; wants to rejoin as a Single Equity but not pay the initiation fee. Board said that he needs to pay the initiation fee if he wants to purchase an equity membership again.
New members:
· Juniors Stephanie Stipe and Sarah Stavros
· Brian Alderman: Family Trial
· Lisa and Mike Huycke: Family Trial
· Tuan Nguyen: Family Trial
· Eric Ihde: Family Trial
A motion was made, seconded, and passed to approve the new members. Tom and Candice suggested putting photos of new members on the bulletin board.
In reviewing the contract with Neil Adams Lawn Care, it does not cover mowing the ditches on the west end or around the fir trees because he does not have the equipment to do it. Equipment to do this mowing can be rented for around $68.
The trees need to be trimmed up to 8 feet. Travis will talk with Neil about this on Friday.
Travis will check with Brussard &Sons to see if we can repair/cover the insulation around Courts 1 and 2 on the east and west walls. Travis said that he and Glen Soltau will measure for indoor curtains along those walls as another option.
Police Report
June 11: Three nonmember boys climbed the fence and were found in the pool area at midnight, claiming they” knew a member who wasn’t there with them.” The police responded and wrote an incident report and told the boys to contact their parents. The responding officer also talked with the parents.
The following high school students were awarded 2009 high school junior scholarships from ATC:
· Summer Memberships
o West Albany: Tony Marcon; girl selection has not yet been made
o South Albany: Millie Dunn and Aaron Koob
· Julie O’Hearn Weir One-Year Scholarships: Ali Rowe from South Albany and Nicole Kachel from West Albany
The tennis program currently has 40 adults in 7 classes and 20 juniors in the summer program. Travis has a goal of 40 kids in the summer program.
Four-five couples have signed up for the mixer on June 27 at 6:30 pm.
· Junior Challenger: July 10-12
· Junior Champs: August 7-9
· City tournament: July 31-August 2
Pool
The swim program has 15 kids with a limit of 60. Candice has been promoting the ATC pool lessons.
One of the pumps quit working, was reprimed, and is back working. Travis checks the pumps every day.
Tom will take the pool cover to Brussard & Sons this week to have it repaired.
Tennis
Dick reported flyers are on the bulletin board for mixed doubles, senior, and super senior leagues.
Candice and Travis are going to coordinate a “free tennis day “where kids 5-12 years old can come to the club for 1 free hour (or more) of tennis lessons.
Finance
Tom reported that around $700 a month is automatically transferred into the Facilities/Equipment Reserve Fund [$708 @ 8 months and $709 @ 4 months = $8,500/year]. Current balance is around $6,200.
Tom will transfer money from the Edward Jones account to the Umpqua account to pay for the pool repair expenses and $2,000 for the startup dollars for the Facilities/Equipment Reserve Fund.
Cash in Umpqua Bank $23,442
Cash in Edward Jones Memorial Fund 1,345
Cash in Umpqua Facilities Account 5,544
Cash in Edward Jones Money Market 46,184
Total Current Assets $76,515
Grounds
Bark people will be coming Thursday to do an estimate on pea gravel and bark dust.
The dead tree stump and palm tree by the southeast pool gate need to be removed. Travis will take care of this.
It has been noticed that people are still getting in without keys as the pool gate and door are still being left open. Almost all members have key cards. Travis is working with Jason and Brianna to make sure people get checked in.
The summer handbooks are finished and have been handed out. They are also available on the Web site.
The Board approved nonmember lifeguards being allowed to bring guests during their nonduty time. Guests must sign in and the lifeguards will be charged/billed $5 per guest. Travis has been giving the sign-in sheets to Laurie for billing.
Business from Board Members
Dale reported he has been updating the Web site. For any comments or questions, please see Dale.
Laura has not heard from a delinquent member who has until June 27 to pay or their membership will become nonexistent. The letter sent was approved by the Club’s legal advisor.
Candice will be putting up signs regarding closing times: indoor courts are closed from 11 pm to 5 am and pool closes at 9 pm.
The Julie O’Hearn Weir scholarship (see February 2009 minutes) has been amended to “to be awarded to underclassmen/women.”
Jerry Boehme submitted a letter requesting a $100 a month fee increase to cover the costs to send out monthly member statements (stuffing the envelopes, putting stamps on the envelopes, and mailing them), which would amount to a monthly fee of $575. Can we do some of this work here at ATC, such as folding statements, stuffing envelopes, postage, pick up statements from Laurie? If Dick can show Candice how to do a Quickbook balance sheet we may be able to (eventually) eliminate the duplication of Boehme Running’s report. The Board approved a trial period of ATC doing the tasks that represent the $100 fee increase.
Greg reported that on Sunday, June 21, around 4:30 or 5:00 p.m., he found the lights left on Courts 1 & 2, balls all over the court, the glass door in the foyer between Courts 1 & 3 unlocked and the swimming pool gate unlocked. Travis will take care of this.
Greg asked if there is some kind of incentive for people to be Board members such as eliminating the maintenance fee or guest fee. Several Board members felt that incentives were not appropriate and that Board members needed to pay all applicable fees.
The meeting was adjourned at 8:56 pm.
Minutes submitted by club secretary Carol Wood