Albany Tennis Club
Board Meeting
November 18, 2008
Members Present: Laura Hyde, Dick Juntunen, Tom Cutsforth, Dale Burrows, Greg Fortier, Jason Hedding, and Carol Wood
Members Absent: Louis Weinstein (unexcused)
Pro/Manager: Tim Layman, Travis Lewin
President Laura Hyde called the meeting to order at 7:00 p.m. A motion was made, seconded, and passed to approve the October minutes.
Manager/Pro
Overview of first week: Travis reported his first week working with Tim went well. Club members had positive feedback. He is going to focus on getting classes under control, meeting people, and going over office procedures with Dick. He will be working on formulating ideas and plans for the junior program and getting the parents involved as volunteers. He would like to send out a flyer to see what people want from the junior program. He is also willing to take on both Manager and Pro jobs.
Dick reported six people came to the November 9 work party and finished the following on the list:
Ø Stump removal
Ø New screen door on the deck
Ø Windscreens are down
Ø Blinds being worked on
Ø Rock put in the flooded area in the front parking lot
Culligan will start our water service to the water dispenser November 19at a cost of $35 per month.
Dick said that he will stay on as temporary manager through January to help out. He has several items he would like to see completed before he steps down:
Ø Excel spreadsheet of all members
Ø Report on outstanding/delinquent balances at the monthly Board meetings. Some outstanding balances, around 20 or so, are for members no longer at the Club.
Tim reported we have one new junior member: Anna Braun. A motion was made, seconded, and passed to approve Anna as a new junior member.
Tim reported that junior team tennis will start in January.
The annual Club doubles tournament is scheduled for December 6 and 7.
Tennis Committee
Dick reported that the senior team season is coming to a close and results are posted on the bulletin board. We will have one senior 8.0 mixed team for the 2009 senior mixed season.
Finance
The new Profit & Loss forms have been completed. They compare the previous year to the current year and the previous month to the current month.
Next year’s budget is in progress.
Cash in Wamu and Umpqua Bank $17,547
Cash in Ed Jones Money market 53,096
Total Current Assets $70,643
Grounds
Keycard update: The software is being loaded November 19 by John Bell. John will meet with Tim and Travis Thursday, November 20, to show them how it works. The swim entrance is still being worked on. Members are to contact Travis to get their cards. A notice will be posted on the bulletin board and on the Web site when the system is ready to go. The rest of the doors will then be rekeyed.
A motion was made, seconded, and passed to get the court light sensors with just a timer for the original quote of $656. Tim or Travis will check to see if we can add a switch later on.
John Bell will need to reset the burglar alarm to 11:00 p.m. to 5:00 a.m.
Swim Committee
Dale reported that the roll-up pool cover needs to be repaired. The pool will be cleaned and repaired next April.
Business from Board Members
Laura reported on a request from members for a “Snowbird” Leave of Absence policy. A motion was made, seconded, and passed to approve the following snowbird policy:
Ø A member must submit a written request to the Club Manager providing information on where the member will be living when out of the area for the three-month period.
Ø Timeframe: Consecutive three-month period
Ø A one-time processing fee of $10 will be charged
Ø Monthly dues will be the following:
· Single membership: $12
· Couple membership: $16
The one-time processing fee is for change in status, to track special accounts, and to continue sending monthly bills, newsletters, etc. There is no use of the facilities by the member(s) during the leave period. The member’s key cards will be deactivated during the leave period. Upon return, it is the responsibility of the member(s) to contact the Club Manager. The member is returned to full status when he/she or the couple returns and the keycard will be reactivated. The Club Manager is responsible for tracking and monitoring each case.
A motion was made, passed, and approved to allow the high school teams use of ATC courts under the following ATC rules and regulations:
A. The court times are available for use from 3:00p.m to 5:15p.m. Monday through Friday during the spring tennis season for practice. For matches, the ending time can be extended to 6:30p.m. Any deviations must be scheduled and approved by the ATC Club Manager.
B. All usage must be scheduled through the ATC Club Manager
C. Albany Tennis Club members will have priority on one outdoor court during non-match times Monday through Friday.
D. Indoor court usage may be requested by the high school tennis coach on a specials-needs basis through the ATC Club Manager.
E. Teams will be responsible for keeping the court premises clean after all practices and matches.
F. Teams will be responsible for keeping the outside gate entrance secure and locked after using the courts
G. A tennis coach must be in attendance at all times during practice sessions and matches. The coach(es) must have a current standard first aid/CPR certification.
H. Any accidents or injuries on Albany Tennis Club facilities are the responsibility of the Greater Albany Public School District. A waiver must be signed by any high school prior to using the ATC courts.
I. Since this privilege has been granted to West Albany and South Albany High Schools, the tennis coaches shall work out a rotation schedule between each other for practice sessions and matches.
A motion was made, seconded, and passed to reapprove the Board policy that all ATC USTA teams comprised of members of another club be recognized as members of a co-sponsored team with the waiver of guest fees and club team fees and matches can be played at both clubs.
Travis, Dale, Dick, and Gus Arzner will work on getting estimates for pool costs for the budget.
It was noted that we should set aside money to go into an equipment reserve/ replacement fund to plan for future needs.
The meeting was adjourned at 8:57p.m.
Minutes submitted by Club Secretary Carol Wood