Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

June 3, 2008

President Scott Appleby called the meeting to order at 5:05 p.m.

Members present:  Scott Appleby, Marion Hinchy, Bev Trudeau, Kathy Stumm, Alex Kaiser, Frank Smith, Anna Waite, Steve Dawson, Dophie Poiset.

Members absent:  John Connolly, Deane Curtiss.

Member Input:  Coach Kamel, who works part-time at the RSF club as a teaching pro, is organizing a sightseeing/tennis tour to Morocco from October 7 – 22.  Dophie will be traveling with him as well.  He requested that we assist him by promoting this trip with the community and our membership.  This could be done through our website, notices in the clubhouse, and local papers. 

President’s Report – Scott Appleby

            Steve’s contract – The Association Office has made the Board aware that Steve is currently working without a written contract.  It was suggested that for his protection, as well as the club’s, that we resolve this situation.  Steve will look at his current contract, make the appropriate adjustments, and come to the Board with a suggested revision.  Alex and Deane were appointed to be liaisons with the Association in completing this task.

            Clubhouse fee – There has been some confusion recently regarding the fees to rent the tennis clubhouse.  The Board would like to encourage use of the facility, but require enough payment to cover any costs incurred in its use.  Following discussion, it was moved that the following rental costs would apply:

$100   50 people or less

$200   more than 50 people

$100   all non-profit organizations

Only members may sponsor an event; they must be present at the event.  The sponsoring member is responsible for any damage to the clubhouse or the grounds. 

            White notebook – Please bring your white procedures notebook to the next meeting to pass on to new Board members.

Secretary’s Report – Kathy Stumm

            Elections – The ballots and candidate statements are ready to go to print.  The envelopes will be ready to send out to members by the end of the week.  Ballots are due back to the Tennis Club no later than Monday, June 23 at 5:00 p.m.  Candidates on the ballot are Marion Hinchy, Paul LeBeau, Irene Lowe, and Kathy Stumm.  New Board members will assume their positions at the July meeting.

Events/Publicity – Alex Kaiser and Anna Waite

            The June 1 event was cancelled due to lack of sign-ups; however, there were also some communication issues. The next event will probably be a late-summer party.

            Alex and Nora Kaiser purchased supplies for the kitchen; this includes towels, chafing dishes, platters, bowls, and trays.

            Anna Waite will purchase a blender, a shaker, and a wine opener.

Building and Grounds – Marion Hinchy and John Connolly

            Marion has sent a letter to Toney Lopez, informing him that we will contact him when his services are needed.

            Steve is getting bids to resurface courts 3, 4, and 11.  Those courts will also need new windscreens.  We would like to do the work during the summer months when court usage is less.

            It was suggested that we get several large pots and place them directly in front of the clubhouse in the parking lot.  This is to prevent cars from pulling up to the entrance and chipping the clay tiles.

Golf Liaison – Frank Smith

            The Golf Club is encouraging tennis members to use the clubhouse and restaurant any time.  Tennis attire is welcome at the club.

            The dining room has asked our permission to send promotional emails to our membership.  It was agreed that this was appropriate.

Membership – Bev Trudeau

            Bev and Dophie presented several recommended changes to the current Tennis Club Rules and Regulations.  Specific changes were made in the areas of guest play, membership status, court attire, disciplinary policy, and use of the ball machine.  It was also approved that beginning next year, Board members will be elected to serve 3-year terms, creating a staggered Board with 3 new members coming on each year.

Club Operations – Steve Dawson and Dophie Poiset

            The Board discussed the proposal by Coach Kamel to promote the Morocco tour and agreed it would be appropriate to do so.

            There will be no change in the court reservation system at this time.

            Dophie reported that she had received a bid from George Scott to build 2 swinging doors to cover the water bottle storage area.  The bid for $1800 was approved.

            She also requested permission for the women’s USTA Senior League to have access to courts for league play on Thursdays in July and August.  This team will be composed of members from Rancho Santa Fe and Fairbanks Ranch.  All guest fees will be waived.

            Steve has approached the Roger Rowe School about promoting tennis club events on their website in the hopes of encouraging student participation over the summer.  They have agreed to this. 

Website – Frank Smith - No report this month.

Recognition

Outgoing Board members John Connolly (absent) and Scott Appleby were recognized and thanked for their many contributions to the Tennis Club during their terms of office.  New officers will be elected at the next meeting.

The meeting was adjourned at 7:05 p.m.

The next meeting is scheduled for Tuesday, July 1, 2008, at 5:00 p.m.

Respectfully submitted,

Kathy Stumm

Secretary

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