BOARD OF DIRECTORS’ MEETING AGENDA
Wednesday, June 15, 2005
46650 Landing Parkway
Fremont, CA 94538
Directions: Driving South on 880, take the Mission Blvd/Warren Ave Exit.
Continue on W. Warren and turn right on Landing Pkwy.
Driving North on 880, take the Gateway Blvd Exit. Continue on Gateway Blvd
and turn right on Bayside Pkwy. Bayside turns into Landing Pkwy
I. Food and Beverage—6 PM
II. Call to Order—After the Special Meeting of the Organization Members is Completed
III. Introduction of Guests
IV. Public Comments-10 minutes, 2 minutes per speaker
V. Approval of Minutes
VI. Treasurer’s Report
A. Monthly Financial Statements (Green)
B. Monthly Grants (Red)
C. Budget Committee Recommendations (Purple)
VII. Committee Decisions/Reports (Yellow)
VIII. Executive Committee Activities
IX. Action Items (Blue)
A. Adjustment of Travel Policy to Annual and Semiannual Meetings
B. Integrated Plan and Strategic Plan
X. President’s Report
XI. Delegate’s Report
XII. Executive Director’s Report
XIII. Old Business
XIV. New Business
XV. Adjournment of Meeting
Next Regular Meeting: Wed., July 20 at ClubSport Fremont, 6:30 PM
Mission: To Promote and Develop the Growth of Tennis
Vision: 30 Million Tennis Players by 2010
May 2005 G June A
2005 USTA NorCal Volunteer Travel Assistance Policy -
USTA Annual and Semiannual Meetings
Presenters: Sandi Kaney, Andrea Norman, Bill Hansen, Betty Cookson, Deb Petersen, Fred Tierney
Statement of Action Item:
1. Effective immediately, the USTA NorCal Volunteer Travel Assistance Policy for reimbursement of expenses related to travel to the USTA Annual Meeting and the USTA Semiannual Meeting be amended and restated in the form attached. This Policy will be effective through December 31, 2005.
2. Allocate an additional $17,000 in the 2005 budget to cover the estimated expenses of the Policy in 2005.
3. After reimbursement of expenses from the 2005 Semiannual Meeting under the Policy, the Board shall reconsider in November 2005 whether to approve and/or amend this Policy for 2006 and beyond.
The presenters believe that USTA NorCal should adopt a Volunteer Travel Assistance Policy that reimburses significantly more of the expenses incurred by its volunteers to attend the USTA Annual and Semiannual Meeting for several reasons:
1. The persons eligible to receive assistance under the proposed policy are volunteers that spend a tremendous amount of time, talent, and personal resources to represent USTA NorCal here at home and on the national level. The presenters believe such volunteers should not be required to spend such a significant amount of their personal financial resources to attend the USTA Annual and Semiannual Meetings.
2. Reducing the financial barriers to participation on the national level may open up the opportunity for persons of more limited financial resources to apply for and receive national committee appointments.
3. Each time USTA NorCal volunteers attend a USTA Annual or Semiannual Meeting, valuable networking and relationship building occurs among our own volunteers and between our volunteers and staff. This networking and relationship building also is fostered between our volunteers and volunteers from other Sections. This exchange can be a crucial component in USTA NorCal accomplishing its goals to grow the game of tennis.
4. Attendance at the various meetings held during the USTA Annual and Semiannual Meeting is a opportunity to bring new ideas learned back to USTA NorCal to grow the game of tennis. The proposed Policy makes a more comprehensive Meeting Report a requirement for reimbursement in an effort to ensure the communication of new ideas learned at the Meetings. Our presence is also an opportunity for USTA NorCal to showcase the strides it is making toward growing the game in an effort to assist other Sections in their efforts.
5. There is an inherent benefit to representation by USTA NorCal on the national level and attendance by our talented volunteers at the USTA’s Annual and Semiannual Meetings. Increased participation by NorCal at this level affirms our presence and value to the Association as a whole, builds respect for our contribution to the Association, and can lead to additional appointments on the national committees, appointments to committee chair and vice chair positions, task forces, division council chair positions, and election to the Nominating Committee and the Board of Directors.
The fiscal impact of this proposal is uncertain. It is believed that three things will affect the dollar amount needed to fund this proposal:
1. Increase in reimbursable expenses from $500 per meeting to the broader coverage with no monetary limit;
2. Addition of Sectional Representatives to the list of eligible persons; and
3. Potential for larger numbers of eligible persons to apply for reimbursement after the passage of a comprehensive policy by the Board.
Existing Budget and Reimbursement History. Currently there is $10,500 in the 2005 budget to cover the cost of the existing travel reimbursement policy that allows for up to $500 per meeting per volunteer each year and players requesting assistance to tournaments. As of April 2005, approximately $7,000 had been granted or spent. This relatively small budget number has been sufficient to fund the existing $500 per person per meeting policy because of the low numbers of eligible persons who have requested reimbursement. After La Quinta, three persons (one Director not serving on a National Committee and two National Committee volunteers serving on USTA NorCal Committees) requested reimbursement for a total of $1,294. At the 2004 Annual and Semiannual Meetings, a total of four persons requested reimbursement for a total of $2,000 for each meeting.
Budget Committee Recommendations. This Policy has been presented to the Budget Committee for their consideration. Because of the uncertainty of the expense of this Policy, the Budget Committee has proposed two things that are incorporated into this Action Item.
The first is the Policy expiration date of December 31, 2005. This will allow for the Policy to be in effect for the 2005 Semiannual Meeting in New York, but will also allow for the Budget Committee to evaluate the real potential cost of the Policy to USTA NorCal based on reimbursement requests made after that Meeting, and will also allow the USTA NorCal Board of Directors to re-evaluate the reimbursable expenses in the Policy and make adjustments, if necessary in November 2005.
The second is the allocation of $17,000 in additional funding to the travel assistance budget for 2005. The Budget Committee arrived at this number based on the average high and low cost of approximately 10 people attending the Annual Meeting and requesting full reimbursement (airfare, meals, and lodging without a roommate) for five days.
The Budget Committee has voted to recommend the approval of the USTA NorCal Volunteer Travel Assistance Policy for the 2005 trial period and has approved the $17,000 addition to the 2005 budget.
Staff Comments: None
June 2005 B
John Frank, Jack Drimmer, Margie Peterman
Statement of Action Item:
To approve the use of the NorCal Integrated Plan, Revision I, and the NorCal Strategic Plan, Revision I, for use in preparing the 2006 Norcal Budget. It is expected that the Integrated Plan, Strategic Plan, Operating Plans and the Budget will be reviewed (and perhaps modified) by the Board before their final approval scheduled for November 2005.
Rationale for Action:
The use of these Plans in preparing the Budget will help Committees, Staff and the Board concentrate on optimizing our efforts to fulfill our mission to grow the game of tennis, not only in 2006 but also in the future. Operating plans prepared by Committees and the Staff will provide opportunities for creative thought on how each budget expenditure can contribute to meeting as many NorCal goals as possible. The Operating Plans will identify expected results in meeting NorCal goals and key actions that will have to occur in order to obtain the predicted results. The Plans set forth a process for monitoring expected results on a basis that will allow corrections to be made to the Plans if necessary. When approved, the Plans will identify to our organization and individual members what we plan to accomplish and how we plan to do it. If these members, as well as the Committees, Staff (and their Executive Director) and Board (and its officers), wish to make changes to the Plans, the Plans will provide a basis for discussion and will help to identify the effect of the proposed changes on NorCal’s entire operation.
None. The preparation of the Operating Plans is being substituted for the preparation of Budget Requests and Justifications.
The Executive Director encourages the Directors to update the 2001 USTA NorCal Strategic Plan and the proposed Integrated Plan and Strategic Plan are great starting points. Thank you John for initiating this action.