Board Meeting Agenda and Minutes
Meeting Date:
Wednesday, Nov 18, 2014
Time:
7:00am
Facilitator:
TJ Cameron
Scribe:
Laura Steinwand
Location:
UVTC
Attendee List: (X) indicates that the member was present
Name
Ball, Eric
Bounds, Tristian
Cameron, TJ
Downie, Belinda
Quiroz, Eric
Felker, Ryan
Mead, Monica
Attended
X
X
X
X
X
Name
Eichman, Heidi
Lyon, Russ
Sandfort, Kristen
Steinwand, Laura
Rencher, Luke
Root, Jeremy
Westfall, Terry
Attended
X
X
X
Minutes of the Meeting:
Secretary’s Report:
 Meeting notes from the October 2014 were approved
Treasurer’s Report:
 Kristen provided the QuickBooks printouts
o What is the USTA Match Play category? When other teams come and use our club
o Eric Q expressed a concern about the side nets between the courts on the new side – can we get
shorter side nets?
 Luke also expressed a concern about the screws on the sides – can we get plastic caps
or cut them off? ACTION: Eric B will look at them.
o Tristian asked about the water bill - $700 (is that every other month?) ACTION: Monica to look
into past billings (number of gallons). We did have a toilet running in the men’s room but it’s
been fixed. Is it the ice machine? We could turn off the ice machine except for during
tournaments? Kristen did the math and the average water bill is between $290-$310 a month.
o How much do we make on the vending machines? Not much. Luke says he has had complaints
about the nutritional value of the snacks. Keep them. Contact them and make sure they pay for
the electricity and request more nutritional snacks. ACTION: Eric B to find out how Orenco
works and then contact our vendors
 TJ has talked to Jordan Bain and she is would be willing to take the Treasurer position – if she is she
would need to be on the Board; Kristen is willing to step down, but would still be available for HR
consulting
Committee Reports:
 Memberships
o 2 new juniors, 2 new adults (month to month), 1 new adult (annual)
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Tristian brought up that it’s not really cheaper for him to have a family membership instead of a
single membership and pay the non-member fees for the kids lessons
Need to make a brochure and post the benefits of being a member ACTION: Monica to find the
list
Manager’s Report:
 Memberships: 114 in total; Actual Members: 189 (4 more than last month); Actual members last year:
196
 New members: Kendis Foster (adult – 11/4); Diane Guthrie (adult – 11/6 – month to month), Marin
Gray (Junior), Victor and Janet Wallenkampf (11/10); Billy Adams (month to month)
 Eric and Luke are having good enrollment in the Junior classes right now; some days it would be great
to have a helper
 Enrollments are up
 1 Star – currently 30 minutes; need to extend it in the future at least to 45 minutes
 Grass roots attendance is up – 18-20 kids (Friday and Saturday)
 Eric needs a commitment from Ash
 Eric send the tournament schedule for the year – they are not approved (add info from email to meeting
minutes)
 Lights are out on Court 2, Court 1 has one bank out, Court 3 has flickering – Eric says lower level lift
can be bought for $6500 (small 30” wide; bigger is 32” wide)
 Need approval for helpers for classes – how do we get that approved? Need to do paperwork before
they work.
 Beginner classes what about a challenge night after the Tennis 1-2-3 class for several weeks (idea
from Luke)
 Tristian asked about a intro to Tennis class at UCC
 We still need something to allow Eric Q to take kids on trips – release, etc., insurance; we could look
into the option for insurance for us to rent a car for this situation; ACTION – Monica still working on
this
NEW BUSINESS
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Policy statement – reviewed the Customer Billing and Merchandise Policy provided from TJ. The board
reviewed and approved the policy. The late fee will be a flat fee of $5 to be charged every month with a
balance past due more than 30 days.
Thank you cards out to the folks who made donations. ACTION: Monica
Grant Fund tracking – reviewed a sheet provided; Monica is tracking on a spreadsheet
o TJ would like a committee to oversee the Grant Fund; 3 folks (one should be TJ, Treasurer, Junior
Committee)
o Need pre-approval on expenses (maybe there are some guidelines)
o Need scholarship form
Shari has bids for lockers
Need a fundraiser for lockers – who to spearhead? Not Shari, TJ or Sara.
Monica provided a Release of Liability for facility rental; have been charging $12/person for the USTA folks;
Tristian to find out security deposit and conference room rental rates
o Is Sara looking into buying tables, linens, etc for this sort of thing?
NEXT MEETING: Wednesday, December 17th at 7am in the UTC Board Room
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