BOARD OF DIRECTORS’ MEETING AGENDA
Wednesday, April 20, 2005
ClubSport Fremont
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—6:30 PM
III. Introduction of Guests
IV. Public Comments-10 minutes, 2 minutes per speaker
V. Approval of Minutes
VI. Lisa Walker with follow up on April 2 Board/Chair/Staff Retreat
VII. Treasurer’s Report
A. Monthly Financial Statements (Green)
B. Monthly Grants (Red)
C. Budget Committee Quarterly Report on Fundraising (Purple)
VIII. Committee Decisions/Reports—Ad Hoc Committee Proposal Package (Yellow)
IX. Executive Committee Activities
X. Action Items (Blue)
A. Request to Approve the Ad Hoc Committee Proposal Package to USTA-see yellow document used for committee report
B. Challenge of Adult League Committee Motion of March 2005
C. Bylaw Amendments
D. Multicultural Participation Funding
E. Permanent Office Directive
F. Annual Report by Executive Director About Action Steps to Grow Tennis
XI. President’s Report
XII. Delegate’s Report
XIII. Executive Director’s Report
XIV. Old Business
XV. New Business—Director’s Impressions of 2005 USTA Annual Meeting if Time Permits
XVI. Adjournment of Meeting Next Regular Meeting: Wed., May 18 at ClubSport Fremont
Mission: To Promote and Develop the Growth of Tennis
Vision: 30 Million Tennis Players by 2010 Action Item A will be in the packet. Ad Hoc Committee Requests Approval of Proposal
Package to be Sent to USTA April 2005 B From: Philip Stromer [philip@stromer.com]
Sent: Tuesday, March 15, 2005 3:20 PM
To: Bruce Hunt
Cc: Deb Petersen; Mark Manning; Dwight Johnson
Subject: FW: Recent ALC action item Three directors (myself, Deb Petersen, and Mark Manning) are challenging the
following ALC decision to bring it up for a full vote of the board. The ALC
decision referenced below appears in the "Committee Decisions" packet
presented to the board at the March 2005 meeting. We believe that staff should implement the rules; any interpretation or
clarification of the rules should be done by the ALC, and not by staff. Thank you.
Philip Stromer "A motion was made and seconded to give the SLC authority to interpret for
the purpose of clarification the LLAR's without changing the wording.
Effective immediately. - Passed 8-0" Staff Comment: It is almost impossible to read words and reach a conclusion about what
the words mean without being able to interpret the words. This challenge seems to limit
the ability of the SLC to implement the rules and to administer the leagues. Bylaw Amendments April 2005 C Presenters: Andrea Norman, Don Jacobus, Mark Manning, Mike Mee Statement of Action Item: 1. Approve a resolution, pursuant to Article V, Section B. of the Bylaws, to call a special meeting of the Organization Members on June 15, 2005 at 6:30 pm, immediately preceding the regular Board meeting schedule for that date. 2. Consider, by resolution, whether the Board is in support of or in opposition to each of the Bylaw amendments proposed by the Constitution and Rules Committee and previously distributed to the Board on March 9, 2005. To aid in the process, it is recommended that the proposed resolutions take one of the following forms: RESOLVED, that the Board recommend support of Bylaw amendment #___.
A vote resulting in defeat of this resolution would result in the Board recommending opposition to the Bylaw amendment.
or
RESOLVED, that the Board recommend opposition to Bylaw amendment #___.
A vote resulting in defeat of this resolution would result in the Board recommending support of the Bylaw amendment. Pursuant to Bylaw XII, Section B, all proxies made out in blank or to the Association, the secretary of the Association, or a staff member of the Association, either by name or title, shall be voted in accordance with the recommendations approved by resolution. Rational for Action: These two proposals will facilitate the consideration of the Bylaw amendments proposed by the Constitution and Rules Committee at a special meeting of the Organization Members. Fiscal Impact: The cost to send out the information for the Special Meeting instead of having the vote during the Annual Meeting will be minimal. An extra set of labels and envelopes will be used. This amounts to less than $200. The postage for the mailing would have been spent whenever we held the vote. Staff time will be used to compile two mailings instead of one. Staff Comments: It makes sense to focus on the bylaws at a special meeting early in the year in order to make the proposed clarifications and changes. Action Item D will be in the packet. The item was submitted as a hard copy. April 2005 E Presenter: Bruce A. Hunt, Executive Director Statement of Action Item: To determine if USTA NorCal should seek a permanent location for our section office that would allow the section to build equity through ownership or should we continue to lease our office space. Our current lease expires 2/28/2007.
Rationale for Action: We currently spend approximately $78,000 on our annual lease. We also spend about $3,500 annually for meeting space to hold Board meetings. In addition, we spend over $10,000 for food and beverage at the Board meetings. If we owned a permanent location with an appropriately sized conference room, we could begin to build equity in our office and reduce our other meeting expenses. Other committees could use the conference room as well and eliminate or reduce their meeting expenses. We spend over $80,000 every year for office and meeting space and we have no equity to show for the expense. We currently spend over $10,000 a year on court fees for adult league and
junior team tennis events. We also spend about $5,000 a year in lodging to travel to the events where the courts are located. If we had enough tennis courts near the office location or part of the office complex, we could save some of this $15,000. Four other USTA Sections, Midwest, Middle States, Southern and Texas, own their own offices. They do not have tennis courts on site. Fiscal Impact: The objective would be to take the same annual amount of funds spent for office and meeting space and use that to fund a mortgage on a permanent office location. A down payment could be made using the excess funds above our required reserve amount. We would determine what type of property these amounts would allow us to buy and decide if that was adequate for our needs. Staff Comments: It makes more sense to be an owner than a renter forever. We have been paying rent for over 50 years now. We should assume that we will be in business for at least 50 more years. The USTA is over 120 years old. April 2005 F From: WKepler@aol.com
Sent: Wednesday, April 06, 2005 4:29 PM
To: hunt@norcal.usta.com
Subject: Action Item
To require as part of the Executive Director's annual presentation to the Board regarding action steps he/she will take to Promote and Develop the Growth of Tennis, the Executive Director identifies the THREE most important actions he/she intends to take. These actions need to be quantifiable and measurable in terms of their impact on Tennis Participation in the Northern California Section; and accountability standards need to be established for each action step.
In 2005, these three action steps will be presented to the Board on April 20.
Presenters: Jack Drimmer, Paul Kepler, Margie Peterman and Rosie Bareis (added April 14)
Rationale: To ensure the most important action steps the Executive Director takes annually to Promote and Develop the Growth of Tennis are highlighted and thoroughly discussed by the Board and that clear standards of accountability are established for each action. Fiscal Impact: Unknown Staff Comment: The mission of the USTA is to promote and develop the growth of tennis. The vision of the USTA is to have 30 million tennis players by 2010. The participation survey conducted by the USTA and the Tennis Industry Association identifies 3 R’s of participation: recruitment of new players, retention of current players and recovery of lapsed players. The USTA has identified four programs as level one strategic priorities: multicultural participation, community tennis, high performance/professional circuits and US Open/US Open Series. I have selected five actions from the key performance indicators that our staff developed from the 2005 USTA NorCal budget as the most important actions that our staff intends to take. Action: Multicultural Participation
Activities: Execute the 20 grants to individual players and programs serving the community; award 7 college scholarships to multicultural junior players; produce 3 outreach events, produce 5 workshops, provide funding to 4 emerging programs/coaches, provide funding to 3 players, managers or apprentices, provide funding to 5 established excellence programs and coaches. Sharon Smith-Mauney is the Director for this action. These activities will recruit and retain players. Action: Community Tennis
Activities: Conduct school programs that introduce tennis to elementary, middle and high school students. These programs would include in-service training for teachers, assemblies for student and after school programs. The school programs would be linked to a Tennis Welcome Center or other tennis facility that offers continuing tennis programming for juniors. Craig Stephens is the Director for this action. These activities will recruit new players. Action: Community Tennis and Junior Tennis
Activity: Promote junior team tennis leagues using both teaching professionals and volunteers trained as recreational coaches to administer the leagues. We have identified 38 sites that hosted junior team tennis in 2004. Craig Stephens and Jim Coyne are the Directors for this action. These activities will recruit, retain and recover players. Action: Adult Leagues
Activity: Promote and market our 2005 leagues so that we meet our player and income numbers set in the 2005 budget. Bob Manalo is the Director for this action. The leagues will recruit, retain and recover players. Action: High Performance/Pro Circuits and US Open/US Open Series
Activity: Conduct community awareness and outreach events at every Pro Circuit and US Open Series event held in Northern California. Sharon Smith-Mauney, Karen Leischer and Craig Stephens are the Directors for this action. These events will recruit, retain and recover players. |