Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

August 5, 2008

President Alex Kaiser called the meeting to order at 5:05 p.m. 

Members present:  Alex Kaiser, Frank Smith, Anna Waite, Paul LeBeau, Marion Hinchy, Bev Trudeau, Kathy Stumm, Deane Curtiss, Steve Dawson, Dophie Poiset. 

Members absent:  Irene Lowe 

Guests:  Pete Smith, Nadine Garcia (from RSF Association Office).  

Member input:  No members were present for the meeting, but Steve was approached by a member who has requested that we consider a seasonal membership status.  Following discussion, the Board decided this was not in the best interests of the club.  

Membership – Bev Trudeau

Bev and Kathy met with Pete and Nadine prior to tonight’s meeting in an effort to bring our Plan of Operation up to date and into compliance with Association codes.  The proposed changes (attached) were presented to the other Board members.  Following discussion, Deane made a motion that we accept the proposed changes to the plan; this motion passed unanimously.  The amended Plan of Operation will be presented to the Association Board for their approval at the September meeting.

 We also discussed the importance of recruiting new members and welcoming them to the club.  It was suggested that we post a picture and bio of each new member in the clubhouse.  It was also suggested that we request a list from the Association of members who have recently cancelled their memberships in order to determine reasons that people leave the club.  

President’s Report – Alex Kaiser 

As this is his first meeting as President, Alex discussed his goals for the year.  He plans to focus on both our social and financial programs in the upcoming year.

Alex proposed that we increase the number of social events that we offer, vary them more, and strive to increase participation in those events. He would also like to have a more comprehensive financial plan for the club and recommends developing a 5-year plan that allows for better future planning.

 Secretary – Kathy Stumm 

No report this month.

 Treasurer – Deane Curtiss/Paul LeBeau 

Deane responded in agreement to Alex’s request for a long-range financial plan and indicated that the Association would prefer we develop a 10-year plan.  The primary focus should be on long-range court maintenance and replacement as well as clubhouse maintenance.  Paul suggested that we do an assessment of all 12 courts and create a maintenance schedule.

Deane distributed the club’s year-end report.  Our profits were down slightly last year due to a decrease in new memberships.  Our next major project will be to replace Courts 1 and 2.   Deane projects that it will be 2 years before funds are available for this project.

 Events – Anna Waite 

The next club event will be on Sunday, August 24.  This will be an end-of-summer mixer with tennis and dinner for the whole family.  Coach Kamel will provide dinner.

Our Rancho Days event will be on Saturday, September 27 from 1:00-4:00.  This function will include tennis, a barbeque, and possibly an exhibition match.  All residents of the Covenant are invited to participate in this event.

In early October, we will again host a new club member/new resident event.  This will be held on a week night; the focus is to welcome new members to our club and to showcase our club to new residents. Later in October, there are plans for a mixed-doubles adult tournament.

The Board discussed the idea of reviving the Calcutta event.  Steve will coordinate this event; it will be scheduled some time in the spring.

It was also suggested that we schedule mixers with other area clubs.  This will also take place sometime in the spring.

Anna and Irene will create a spread sheet of all of the upcoming events.  It will be posted on the club website.

 Building and Grounds – Marion Hinchy 

Marion reported that we have received approval from the Finance Committee for the proposed resurfacing of Courts 3, 4, and 11 and new windscreens on Courts 1 and 2.  It will go before the Association Board this Thursday as a consent item. 

The work is scheduled to begin on Monday, August 11 and will be completed by the first week in September. 

 Club Operations – Steve Dawson and Dophie Poiset 

Dophie brought up our current policy for member use of the clubhouse.  We were recently approached by a member who wished to rent the facility during business hours for an event involving more than 100 people.  It was the general consensus that events should not take place that interrupt play or inconvenience members in any way.  It was approved unanimously to modify our rental contract to reflect that the clubhouse will not be available for private events during operating hours.

Steve mentioned that a member has expressed concern about the use of disposable cups and their effect on the environment.  We discussed the importance of recycling at the club and being sensitive regarding environmental issues; however, it was felt that we should continue to make cups available to members.

Steve also noted that the annual Newcomer’s Meeting will be held on Thursday, August 21 at 8:30 a.m. at the RSF Community Center.  This corresponds with the first day of school and is a good opportunity to promote the club to new families.  He will attend and welcomed any available Board member to join him.

 Publicity/Website – Frank Smith 

Frank reported on activity on our website from April through July.  Usage has increased each month, with a total of 22,200 hits during that span.  The most active days on the website are Friday, Saturday, and Sunday.

 Golf Club Liaison – Kathy Stumm 

Kathy recently met with Phyllis, Director of Food and Beverage at the Golf Club, to discuss how we can work together to better promote our events.  We have agreed to post information for their upcoming White Party; they will reciprocate with our end-of-summer mixer.  The Golf Club has also offered to provide snacks for any league team that is interested.

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

The next meeting will be held on Tuesday, September 2 at 5:00 p.m.

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

July 1, 2008 President Scott Appleby called the meeting to order at 5:08 p.m.  

Members present:  Marion Hinchy, Bev Trudeau, Kathy Stumm, Alex Kaiser, Paul LeBeau, Frank Smith, Deane Curtiss, Anna Waite, Dophie Poiset. 

Members absent:  Irene Lowe, Steve Dawson. 

Member input:  None 

President’s Report – Scott Appleby The first order of business was to elect new officers for the upcoming year.  The following slate was approved: 

President – Alex Kaiser

Secretary – Kathy Stumm

Treasurer – Deane Curtiss  (Committee – Paul LeBeau)

Membership – Bev Trudeau

Newsletter – Irene Lowe and Anna Waite

Events – Anna Waite and Irene Lowe

Association Liaison – Kathy Stumm

Building and Grounds – Marion Hinchy and Paul LeBeau

Publicity/Website – Frank Smith

Golf Club Liaison – Kathy Stumm The Board next adopted a tentative calendar of events through the rest of the calendar year: 

August                        Back-to-school family mixer               Sunday, August 24

September       Rancho Days mixer/barbeque             Saturday, September 27    1:00-4:00

October           New residents/new members event    TBA

October           Halloween event                                 TBA

November       Turkey Trot                                         TBA

December        Holiday Party                                      TBA 

The Board will continue to meet on the first Tuesday of each month, with the exception of January and April, due to conflicting holidays.

The dates for the Board meetings were established for the next year: 

August 5                     November 4                February 3                   May 5

September 9                December 2                 March 3                       June 2

October 7                    January 13                   April 14 

Club Operations – Dophie Poiset 

Dophie noted that Steve is in the process of gathering bids for the court resurfacing scheduled for August.

Dick Brockett from the Association has been given a key to the outdoor closet in order to access the sprinkler system.

The Ranch Record newspaper will do a feature article on the Tennis Club in an upcoming issue.

Dophie shared some examples of a cupholder which could be attached to the net poles.  This would give players a place to set their cups during play and hopefully eliminate waste.  

Events – Anna Waite 

Anna shared some comments and suggestions that she has heard from club members:

            Upgrade the children’s play area – Anna will get some bids on this

            Provide a fitness room – Paul will do some research on this suggestion

            Build a restroom for the lower courts 

Golf Liaison – Frank Smith

No report this month. 

Treasurer – Deane Curtiss Deane noted that if we are to remain in the black, we need to attract more new members to the club.  In the future, with the new structure of the budget, monies from new memberships will go directly towards maintenance of the courts and the clubhouse. 

Membership – Bev Trudeau It was suggested that pictures and a brief bio of all new members be posted in the clubhouse.  They will be invited to a new member event in the fall. Bev has been working with Pete and Nadine at the Association Office to update our Rules and Regulations.  The completed document will be presented to the Association Board for approval.   

Building and Grounds – Marion Hinchy 

Everyone thanked Marion for the lovely new planters at the entrance to the club.

Marion has received a bid from Clint Hardick, who has done previous work for the club, to resurface courts 3, 4, and 11, and to replace the windscreens on courts 3, 4, 11, and 12.  Steve has received 2 additional bids.  A decision will be made on the contractor and the work will be done during the month of August, traditionally a slower month for play.

Dophie suggested we consider a new color scheme for the courts, as the red and green color combination is no longer an updated look. The meeting was adjourned by Scott at 6:35 p.m. 

The next meeting is scheduled for Tuesday, August 5 at 5:00 p.m.

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