Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

December 14, 2011

Present: Barbara McClanahan, Yvonne Kalench, Herb Holmquist, Craig McAllister, Cindy Leonard, Alan Balfour, Linda Gallagher, Derek Miller.

Absent:  Lisa Ruh, Barbara Groth, Dophie Poiset.

Member suggestions:

Suggested we get outsiders to field “AA” women’s team, who would then pay guest fee.

President’s Report:

Congratulations to Cindy and Lisa for successful December Holiday Party.
50th Celebration preparations continue.
President wants more Board members to assist on all social events.
Motion, seconded, and passed, to have 4 additional members on Social Committee
Guest member abuses to be discussed at January meeting.

Managers Report:

Roof leak has been repaired.  Dry rot now a priority.
Winter league teams ready to go.
One new member.
One resignation
Junior Holiday party held December 13, 2011
All RSFTC Professionals in process of USPTA certification
2 courts presently held out for teaching during prime mornings.  Motion made to change to 3 courts, except home   league days.  Motion passed.
Potential tot lot on RSFTC property scratched.
Sparletts dropped pricing to meet RSFTC alternate source.

Minutes approved with changes.

Social

Holiday Party $200 under budget.
February mixer eliminated, funds moved to March Mixer, 3/17

Buildings and Grounds

Retaining wall by HarTru courts rebuilt
Front steps chipped
Dry rot in roof

Website/E mail Blasts

DJ Johnson asked to look at web site to improve accessability.

Treasurer

Craig reported financials in good shape

Derek discussed RSFTC hosting USTA Mens Challenger event perhaps 2013.  More later.

Next meeting January 11/2012

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

Dophie reports that alarm codes have been changed.
Sportsmanship Plaque ordered
Winter leagues set to start in January.  Women have 2 “A” teams
2”BB” teams.  Men have 1”BB” team.
Roof leak repaired
Membership gained 1 member, lost 3
Weekend hours shortened starting 11/6/11, building closes at 4:00PM
Rain can also result in early closure.
Allison DeNike named Pro of the Year in SD USTA

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

September 7, 2011

Attending: Barbara McClanahan, Barbara Groth, Craig McAllister, Herb Holmquist, Alan Balfour,Yvonne Kalench, Linda Gallagher, Cindy Leonard,Derek Miller, Dophie Poiset

Absent: Lisa Ruh

President’s Report: President Barbara McClanahan reported that Dophie Poiset and Derek Miller would attend the Community Center Meet and Greet.  She encouraged Board members to attend.

Manager’s Report/Staff Input: Dophie Poiset & Derek Miller

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

August 10, 2011

Attending: Barbara McClanahan, Barbara Groth, Alan Balfour, Derek Miller, Lisa Ruh, Herb Holmquist, Cindy Leonard, Dophie Poiset, Yvonne Kalench, Linda Gallagher

Absent: Craig McAllister

Dophie came to Board to ask about member request regarding adult child living in member RSF home, and availability of membership to that child and his family.  Alan suggested taking it to the Association.  Wants to maintain present rules.  Adult family can play paying guest fees. Suggested that Yvonne take issue to Association Board as they have recently changed age of adult kids at golf club.

Welcome to new Board member Cindy Leonard.

Barbara McClanahan reports fees from ball machine more than required for maintenance and replacement.  The fee for ball machine rental will not be raised.  $$ on schedule for replacement of ball machine.

Dophie reports that Fall Ladies Leagues is on tract.

She is still working on getting broken chair repaired.

Herb has spoken with Clint from CH Court Tech about court maintenance, and CH Court Tech will be on property 8/11/2011.

Notice about Junior Sportsman Award went out to membership.

Derek reports that 3rd Annual RSF Invitational Junior/College Tournament had 17 participants.  Allison handled event well.  There were many no shows.  $850 collected.  Expenses ran over collected.  Participants paid $50.  Expenses were $450 first prize, balls, drinks, pro.  Dophie said to use Junior Fund to make up difference.  The Junior Fund now has $3000.   Should we use USTA to register event participants.  USTA allows non sanctioned events to be registered through their website.  It also allows Derek to turn away players.  Derek also recommends getting sponsors to help fund tournaments.

July 13, 2011 minutes approved

Events

• Lisa reports there are 9 events on calendar.
• RSFCC Meet and Greet 9/14/2011-6-8PM Ladies member-guest 9/16/2011
• Rancho Days 10/1/2011-cancelled
• Holiday party 12/3/2011
• St. Patrick’s Day 3/17/2012
• Twilight Mixer/Wine Tasting 10/1/2011-3-7PM
• Sweetheart Valentine’s Mixer 2/11/2012
• Men’s Member Guest 4/21/2012
• Cinco de Mayo-5/5/2012
• 50^th Anniversary Celebration- 6/2/2012

Next meeting September 7, 2011, 5 PM

Adjourned

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

July 13, 2011

Attending: Craig McAllister, Alan Balfour, Herb Holmquist, Barbara Groth, Linda Gallagher, Lisa Ruh, Dophie Poiset, Derek Miller

Absent: Yvonne Kalench, Cindy Leonard

President Craig McAllister opened meeting with immediate call for election of new officers.

• Barbara McClanahan nominated and elected for President unanimously.
• Barbara Groth, Treasurer
• Herb Homquist, Building and Grounds
• Yvonne Kalench, Golf Liaison and Membership
• Craig McAllister, Newsletter and Website
• Lisa Ruh volunteered to chair Social.  Publicity will be rolled into Social.
• Lisa will ask Cindy to co-chair (?)
• Linda Gallagher to be secretary.
• Alan Balfour and Craig McAllister will handle the website

Derek Miller suggested raising rates on the ball machine rental, which is now renting at $7/hour.  Barbara McClanahan will look into ball machine issues including maintenance.

Lisa Ruh suggested raising the rate of rental slowly. Also spoke about the upcoming RSF Junior Invitational Tournament to be held on potential dates of July 30, 31 or August 6, 7.  Moved by Herb Holmquist to be held on July 30, 31.  Seconded by Craig McAllister, and passed.

Dophie Poiset reported Mateo is refinishing the console table and will also refinish the coffee table.

Also brought up repairing broken chair questioning where to have repaired.

Also talked about the dead tree which needs to be removed, suggesting cut wood be saved for fireplace.

Also reported the outside water fountains have been repaired.

Lisa Ruh spoke briefly about the upcoming 50^th anniversary, and will discuss at the next meeting.  The first Junior Sportsmanship Award will be awarded at the 50th celebration.

Next meeting to be held on August 8, 2011

Adjournment

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

June 7, 2011

President Craig McAllister called the meeting to order at 6:00 pm.

Members Present: Barbara McClanahan , Lisa Ruh, Herb Holmquist, , Craig McAllister, John Connolly, Molly Wohlford, Alan Balfour, Yvonne Kalench. Also present:  Derek Miller, Dophie Poiset

Members Absent: Barbara Groth

Suggestion Box: A member has asked that a second layer of fence be added between Court 1 & Court 2 to minimize chasing balls between courts. After brief discussion, the Board agreed to keep the current fence situation, as there are other courts available with more fence coverage.

President’s Report:

* Thanks were given to Lisa Ruh and Barbara McClanahan for coordinating and executing the successful Men’s Member Guest Tournament that was held on June 4th
* The RSF Association Board of Directors is scheduled to formally review the Plan B Fee Structure at their next meeting.  Steve Comstock anticipates approval and authorized presale of the fee structure, which will go into effect July 1st.
* The ballot count for newly elected Board of Director candidates will take place Wednesday, June 15, and will be conducted by Craig McAllister, Dophie Poiset and Barbara McClanahan.

Manager’s Report/Staff Input:

* Dophie reported that Ladies League entry fees are due in July for upcoming Fall League teams.  Dophie will get checks from Steve Comstock and Barbara McClanahan will check with Steve to confirm to which account the fees are charged.
* Spring League has ended and teams are holding their parties at the Club in the upcoming week.
* The Flyct family is moving back to the Covenant and will be renewing their membership.
* Derek reported that there were 18 entries for a total of 36 players in the Men’s Member Guest.

Treasurer’s Report:

* In the months of April and May the Club lost 2 and gained 3 new memberships.
* The Club is currently financially sound and there have been no major financial changes to report.

Events and Publicity:

* The Ladies Member-Guest is the next major event and will be held in September (date to be determined).
* Derek will be coordinating a Junior Tournament for the beginning of August (date to be determined. Last year’s event was held on a Sunday).
* A date for the 50th Anniversary Party was discussed.  Possible dates include May 26th, June 2nd and June 9th.  Board Members asked to look into these dates for possible conflicts (graduations, charity events, etc.) and bring their findings to the next meeting.  Once a date is set, communication to the Tennis Club Membership will include newsletter updates, flyers and personal emails.

Building and Grounds:

* Concrete is chipping off between the old and new slabs at Courts 7 & 8.  Clint Hardick will inspect the problem and recommendations for remediation will be brought to the Board.
* Due to a consolidation, the Art Guild will be taking back the art on loan that has been hanging in the Clubhouse.  Bob Snell, local photographer, has graciously offered to provide artwork and Herb Holmquist will work with Bob on locating pieces throughout the Club.

Membership:

* After last meeting’s lengthy discussion regarding member/non-member Clinic enrollment and participation; Molly Wohlford and the Board asked Dophie and Derek to review the current policies and make recommendations for changes, if necessary.

Website/Newsletter:

* Alan Balfour reported that he does not yet have enough content and information for a complete newsletter.  It was discussed and confirmed that more frequent email blasts throughout the year – rather than less frequent newsletters – will not only be easier for Alan to execute, but will provide more timely reports on Club events and activities.

Association/Golf Club Liaison:

* Yvonne Kalench will provide the RSF Golf Club with information regarding Tennis Club events for inclusion in the Golf Club’s Divot newsletter

Farewell to Outgoing Board Members:

* Craig McAllister thanked outgoing Board Members Molly Wohlford and John Connolly for their service on the Board.

Next Board Meeting – July 13th, 5:00 p.m.

Adjournment: 7:05 pm.

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

May 4, 2011

President Craig McAllister called the meeting to order at 5:00 pm.

Members Present: Barbara McClanahan , Lisa Ruh, Herb Holmquist, , Craig McAllister, John Connolly, Molly Wohlford. Also present:  Derek Miller

Members Absent: Yvonne Kalench, Alan Balfour, Barbara Groth

Members Input: Tennis Club Member Heather Slosar made a presentation to the Board regarding her observations on membership, children’s clinic (5-7 year old) issues and how RSFTC compares to other tennis clubs in the area.  It was noted that non-members have no incentive to become members while clinics have equal access for both members and non-members.  Billing for the clinics is not consistently done upfront, allowing for inconsistent drop-in participation. In addition, RSFTC has the highest child/instructor ratio, which is causing parents to enroll in competitor’s clinics.   Action Plan:  Dophie, Derek and Molly will review the current policy on charging for kids clinics and make a recommendation for a member, non-member covenant and non-member non-covenant rate plan and possible clinic enrollment limits.

President’s Report:

• Thanks were given to Lisa for coordinating Mateo’s 30^th Anniversary lunch celebration and Barbara and Yvonne for an extremely successful Cinco de Mayo party.
• Craig and Barbara were successful in seeking approval from the Association for the Plan B Fee Structure for the Club and for funding the upcoming 50^th Anniversary party.
• The up-coming election of board of director members has the following candidates to date:  Diana Clark, Marina Pastor, and Deana Carter.  Dophie will be sending an email to the membership soliciting additional nominations. Ballots will go out May 15, 2011, with ballots to be counted on June 30, 2011.
• The 50^th Anniversary Historical Committee, lead by Craig McAllister, will meet on May 12 at 12:30 pm to discuss advance planning for the event.   The following have been recruited for the Committee: Bill & Marion Hinchey, Larry Steinberg, Adrian Mikulicich, Pat Todd, Rob & Suzy Schaefer, George Bullette, Dahlia Reynolds, Jonelle Bettles and Dophie Poiset

Manager’s Report/Staff Input:

• Derek reported that the Schiffman family has asked to freeze their membership due to injuries.  Considering that the Schiffman’s have cancelled and rejoined the Club once (which is the limit according to rules), the Board is unable to approve this request.  Derek will take the issue to Steve Comstock and bring it back to the Board for approval if necessary.
• Men’s Member-Guest Tournament will be June 4^th at 11:00 a.m.
• Derek requested and was granted time off from August 11 – 26, 2011.  James, Allison and Dophie will cover his lessons during that time period.
• Derek and Dophie are looking for an available Pro to work on the weekends and will seek approval from the Board when a candidate is found.

Secretary’s Report: Approved unanimously.

Treasurer’s Report:

• The Club has 2 new family memberships.

Events and Publicity:

• The upcoming men’s member-guest on June 4th will be coordinated by Lisa and Derek.

Building and Grounds:

• The leaks between courts 9 & 10 were reviewed by Clint Hardick and per his recommendation will be remediated by Mateo.

Membership:

• Molly met with Erin Leahy, Executive Director of the Community Center, to discuss coordinating activities between the two organizations.  Shortly after their meeting Erin resigned; therefore, Molly will resume conversations when a new Executive Director is appointed.

Website:

• The website has been updated with photos from recent events.

Adjournment: 5:45 pm.

Next meeting:  5:00pm Wednesday, July 13, 2011

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

April 6, 2011

President Craig McAllister called the meeting to order at 5:00 pm.

Members Present: Yvonne Kalench, Lisa Ruh, Herb Holmquist, Alan Balfour, Craig McAllister, Barbara Groth, John Connolly, Molly Wohlford. Also present: Dophie Poiset and Derek Miller.

Members Absent: Barbara McClanahan

Members Input/Suggestion Box: If the metal sweeper/rake on the clay courts were to be removed, members playing on those courts would not be confused as to which sweeper to use. This will be done.

President’s Report:
·    Thanks were given to Yvonne, Lisa, and Derek for their work on the successful St. Patrick’s Day Mixer.
·    Fee structures of the Club and surrounding clubs were discussed. Craig will follow-up with the RSF Association regarding possible options.
·    Mateo’s Anniversary Party will be Thursday, April 21 at 11:30 am, at the Club.
·    Work on organizing the Sportsmanship Award has been productive. Lisa will contact the RSF Review to get the word out.
·    The up-coming election of board of director members has several deadlines.  An announcement  will go out immediately to encourage members to run for the Board.  Ballots will go out May 15, 2011, with ballots to be counted on June 30, 2011.
·    Members for the Club’s 50th Anniversary Historical Committee are being recruited.

Manager’s Report/Staff Input:
·    Brad Humphries’ contract (supplying the Club’s shop) is up for renewal. After discussion, the Board voted unanimously to extend it for another year.
·    Pat Todd has been inducted into The Southern California Tennis Hall of Fame. The event will be at the Beverly Hills Four Seasons on July 22. An announcement will go out to the membership.
·    The Battle of the Clubs for junior members will take place in April and May.
·    Women’s Spring league has started.
·    The Men’s Member/Guest Mixer will be Saturday, May 21, from 10 am – 2 pm.

Secretary’s Report: Approved unanimously.

Treasurer’s Report:
·    The 2011-2012 Proposed Budget was discussed and approved.  The operating surplus is projected to be $11,128
·    The Club’s financial relationship with Dophie and Derek was discussed. With the Club now financially stable, it was suggested that changes should be made.  Currently, Dophie receives a stipend of $4000/year for running the Women’s leagues and Junior Program, and both Dophie and Derek receive 7.5% of the lesson fees collected by the Club.  Both Dophie and Derek are responsible for Club administration. The recommended change would include a $4000/year stipend to Derek for his work with the Men’s program and allow Dophie and Derek to collect 100% of lessons fees.  After discussion, the new agreement was approved unanimously with the stipulation that it be re-visited no later than June 2012.

Events and Publicity: The Club will request funds from the RSF Association for its 50th Anniversary event.

Building and Grounds: The space between court 9 & 10 is consistently wet. Herb will consult with the company that installed the courts.

Membership:
·    The Club has 3 new family memberships.
·    The Club Directory, underwritten by Heritage Ranch Management, Inc., is ready for distribution.
·    Molly had information regarding the Club’s junior program available at the RSF Community Center’s recent gala.
·    It was suggested that new covenant members be contacted 3 months  after “move-in” to remind them of the advantages of becoming members of the RSF Tennis Club.

Adjournment:  5:45 pm.

Next meeting:  5:00pm Wednesday, May 4, 2011

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

March 2, 2011

President Craig McAllister called the meeting to order at 5:00pm.

Members Present: Craig McAllister, Barbara McClanahan, Barbara Groth, John Connolly, Molly Wohlford, Yvonne Kalench,  Alan Balfour.  Also present:  Dophie  Poiset  and Derek Miller.

Members Absent: Herb Holmquist, Lisa Ruh.

Members Input/Suggestion Box: A larger clock was requested on Court 1.  The board agreed.

President’s Report:

• Plans for Mateo’s 30th anniversary are moving forward.

• There will be 3 seats “up” in the up-coming election.  Information  regarding the election will be distributed to the club membership so that those interested can be on the ballot.

Manager’s Report/Staff Input:

• Dophie has been named San Diego County chapter of the U.S. Professional Tennis Association’s  “Pro of the Year”

• The Club’s junior teams are playing other clubs. The “Battle of the Clubs” is on-going for the older junior players.

• The Club’s policy regarding Clubhouse rental was discussed.  The Board voted unanimously to amend the rental contract so that in order for an event to qualify for the “member” rental rate, the sponsoring member must attend the event. Otherwise, the rate will revert to that of “non-member”.

• Mateo has repaired the bench on Courts 5/6.

• The Club currently only has an “A” level team for the Sunday Men’s league.  There is interest in forming a “BB” team. Derek will report back to the Board regarding the level of interest among members and feasibility.

Secretary’s Report: Approved unanimously.

Treasurer’s Report: John Connolly reported that the Club’s financial status is holding steady.

Events and Publicity:

• The planning for the RSFTC’s 50th anniversary was discussed. The RSF Association will help finance the event.

• The St. Patrick’s Mixer is scheduled for 3-6pm on March 13th.  Derek is organizing the event and Alan will send out an e-mail to advertise it to the membership.

Building and Grounds: See above.

Membership: Molly has been gathering data on fee schedules at neighboring tennis clubs. The board discussed the findings. Craig presented data regarding RSFTC membership, including the break-down of membership by age group. Currently,

21% of members fall in the “40’s” age group
38% “        “              “ “    “    “50’s” “       “
21%   “      “            “ “    “    “60’s”   “      “
14%    “      “            “   “    “    “70’s” “     “
5%      “      “            “   “    “    “80’s”   “     “
1%      “     “             “   “    “    “90’s”   “    “

The comparison shows that while neighboring clubs structure their fees in different ways (i.e. amount of initiation fee vs. monthly fees), at the 4 year mark, the RSFTC is less expensive than others.

Website/Newsletter:  Alan requested that items for the newsletter be given to him ASAP.

Association/Golf Club Liaison:  No items to report.

Adjournment: 6:00pm

Next meeting:  5:00pm Wednesday, April 6, 2011

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

February 8, 2011

President Craig McAllister called the meeting to order at 5:00 pm.

Members Present: Craig McAllister, Barbara McClanahan, Barbara Groth, John Connolly, Herb Holmquist, Lisa Ruh, Alan Balfour, Molly Wohlford, Yvonne Kalench. Also present: staff members Dophie Poiset and Derek Miller. Steve Comstock from the RSF Association was also present.

At 5:05pm, President McAllister called for an Executive Session of the Board.

At 5:30pm, the Board ended the Executive Session and re-opened the regular meeting at which time Steve Comstock left the building.

Membership Input/Suggestions: none

President’s Report:

• After meeting with the RSF Fire Department, Dophie shared the maximum occupancy data. The clubhouse can “hold” 172 people inside without furniture and 200 when the patio area is used. The new rental agreement is ready. The contract for the NCL event on February 27 was signed last year, so the former rental rates will be used.

• Craig will be in charge of organizing a celebratory lunch for Mateo’s 30th anniversary.

• Lisa reviewed the new Sportsmanship Award for junior members. Each year’s awardee will have his/her name engraved on a plaque that will be on display in the clubhouse. 7th through 12th graders are eligible. Craig and Frank Smith will each donate $100 to play for the plaque.

Manager’s Report/Staff Input:

• There will be 3 women’s teams for the Spring League – A, BB, & B. The cost to the Club is $55/team. There will be 1 Men’s USTA team.

• There is a plumbing leak under the office that needs to be fixed.

• Mateo has fixed the roof leaks and needs 50 more tiles for future roof repairs.

• The bench between courts 5 & 6 has rusted and is no longer structurally sound. Mateo will fix it for approximately $200.

• Dophie and Derek continue to recruit new members.  Tennis Club “advertisements” will be placed in the RSF Association bills that go out to all Association members.

• Derek has been working to encourage members to attend the St. Patrick’s party. Lisa will set up a meeting of people interested in helping the plan the party.

Secretary’s Report: approved

Treasurer’s Report: Membership activity for January includes 2 changes from “family” to “single”, 2 in-activations (1 family and 1 single), 2 cancellations (1 family and 1 single) and 1 new “limited” membership. The Association has re-listed the post-stressed slab court lifespan (for depreciation) from 30 years to 75 years, which has resulted in more money in the Club’s unrestricted fund.

Events and Publicity: see above

Buildings and Grounds: One of the Club’s trees (yellow flowered) needs trimming.

Membership: There have been many changes needed in the Club’s directory. It is almost ready for printing. Molly will price out the cost.

Website/Newsletter: Alan is still collecting articles and requested that they be submitted ASAP.

Association/Golf Club Liaison: Yvonne reported that the Golf Club has agreed to include Tennis Club news in its communication with members.

New Business: Barbara McClanahan requested that Tennis Board meetings be changed from the first Tuesday in the month to the first Wednesday.  After short discussion, the change was unanimously approved.

Adjournment: 6:20pm

Next meeting – Wednesday, March 2, 2011

Respectfully submitted,

Barbara Groth,  secretary

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

January 5, 2011

President Craig McAllister called the meeting to order at 5:00pm.

Members Present: Alan Balfour, Craig McAllister, John Connolly, Barbara McClanahan, Barbara Groth, Lisa Ruh, Yvonne Kalench, Herb Holmquist. Also present: Tennis Club staff members Dophie Poiset and Derek Miller.

Members Absent: Molly Wohlford

President’s Report:

* The definition of “limited” privilege was discussed. The RSF Association stance is that it does not infer membership and therefore, an individual with limited privilege cannot rent the Tennis Clubhouse at the same rate as a full member.  Following review of a survey of nearby rental venues and discussion, the board voted unanimously to set the Clubhouse rental fee schedule as follows:

Tennis Member Rate= $300 for up to 100 guests  / $400 for 100 + guests

Non-tennis Member rate = $1000 for up to 100 guests/ $1500 for 100+ guests

Non-RSF Association member rental agreements must be approved by the Tennis Club board.

All rental agreements will include a cleaning/security deposit of at least $250 or 50% of the total rental fee, whichever is higher.

* Planning for the RSF Tennis Club 50th anniversary in 2012 has started. Barbara McClanahan will create an expense request to give to the RSF Association by the end of the month.
* Plans for Mateo’s 30th Anniversary were discussed. The RSF Association will be consulted regarding possibilities.
* The future Sportsmanship Award is in the planning stages.

Manager’s Report:

* Leagues are starting next week
* Junior lesson series started this week
* RSF Middle School has requested to use the Club’s courts for team practice Tuesdays and Thursdays from 7 – 8 am and Wednesday afternoons league matches. The request was approved unanimously.
* Following a facilities walk-through, Dophie and Derek found the need for a new pump outside Court 11 to collect water and divert it to drain. Cost would be $150 -200. The board approved the replacement.
* There are small leaks in the Clubhouse roof. Mateo would like a chance to repair them before seeking a bid from a roofing company.
* The embankment between courts 10 & 11 is looking “ratty” and has some erosion issues. Dophie will contact the RSF Association regarding improving the area.
* Derek and Dophie are both members of the Professional Tennis Association and will be attending a continuing education seminar at the end of January.
* The Junior Tournament was a success. The participation met expectations and brought $280 to the Club. An article with photos will be submitted to the RSF Review newspaper.

Secretary’s Report: Approved

Treasurer’s Report: December brought 1 new family membership and 1 family membership cancellation.  Following cuts in expenditures, the Club’s “Projected Total Fund Balance” for the fiscal year ending 06/30/11 is $383,162. The 2011 “Estimated Restricted Reserve per Association Reserve Study “ is $422,532.

Events and Publicity: This year’s Holiday Party was a success in terms of attendance and expense, which was 70% of the 2009 Holiday Party. The board gave a huge thanks to Barbara McClanahan for organizing the event.

Membership: Once, again, “limited” membership is defined as playing at the Club six times per year.

Website/Newsletter: Articles need to be given to Alan Balfour ASAP.

Adjournment: 6:10 pm

Respectfully submitted,

Barbara Groth, secretary

Next Board Meeting :  Tuesday, February  8, 2011.

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

December 7, 2010

The meeting was called to order by President Craig McAllister at 5:00pm.

Members Present: Craig McAllister, Barbara McClanahan, Barbara Groth, Herb Holmquist, Alan Balfour, John Connolly, Lisa Ruh, Molly Wohlford, and Yvonne Kalench. Also present: staff members Dophie Posiet and Derek Miller.

Members Absent: none

Member Input/Suggestion Box:  There was a request to add a “seasonal” membership category for members of 10 years or more who live elsewhere part of the year.  After discussion, the board voted unanimously to not change the current membership categories.

President’s Report:

·    The Clubhouse rental policy was reviewed. Currently, rental of the Clubhouse is available to members only, with $100 charged for parties under 50 people and $200 for parties more than 50.  Charity events are charged $100. Dophie will follow up with data regarding what other entities are charging and what interaction with the RSF Association would be needed for any change of current policy.

·    Limited Membership:  Current policy allows 6 uses of courts per year. The applicable bylaws were worked on 18 months ago. Dophie will research the issues addressed and work that was done at that time.

·    RSFTC 50th Anniversary will be in 2012. RSF Association has offered help regarding celebration. Barbara McClanahan will follow up.

·    Mateo’s 30th Anniversary will be in 2011. The social committee will start planning.

·    Sportsmanship Award:  Derek and Lisa will meet with member Frank Smith to outline plan and address details (ie. # of categories, recognition process, luncheon for presentation)

Staff Input:

·    Sea Crest Village has asked to rent courts as part of a golf/tennis tournament. IT will be a mixer with a pro supervising. Last year, 4 courts were used. Monday, September 19th from 12-4pm has been requested. Rental fee will be $200 with the pro being paid separately.  After discussion, the board voted unanimously to approve the request.

·    A junior tournament is scheduled for Sunday, December 19th.  Entry fee will be $40/player, with two divisions – “open” and 14 yrs and under.  10 courts are expected to be used.

Secretary’s Report: Approved

Treasurer’s Report:

Board members received via e-mail the Club’s financial report from the RSF Association. In November 2010, there was 1 family membership cancellation and 1 new limited membership.  Membership activity for December included 1 family enrollment and 1 family cancellation.

Events and Publicity: The Holiday Party will be Saturday, December 11.

Building and Grounds:  A dead tree has been removed.

Membership:  The board discussed possible ways to attract new members. Molly, Craig and Alan will meet with the RSF Association to find out what restrictions may apply.

Adjournment:  6:45pm

Next meeting: Tuesday, January 4, 2011.

Respectfully submitted,
Barbara Groth
Secretary

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Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

October 26, 2010

President Craig McAllister called the meeting to order at 5:05pm.

Members Present: Alan Balfour, Molly Wohlford, Barbara McClanahan, Barbara Groth, Yvonne Kalench, Herb Holmquist,  John  Connolly. Also present: Steve Comstock and Pete Smith from the RSF Association and Tennis Club staff members  Dophie Poiset and Derek Miller.

Members Absent: Lisa Ruh

Old Business: The proposed lesson fee structure for Tennis Club pros was reviewed. The significant changes are:

·     Managing Pros (Dophie and Derek) will receive commissions from assistant professionals
·    All pros will pay a flat fee of $5 for every guest
·    Commission on member lessons paid to Club  by managing pros will change from 10% to 7.5%
·    Dophie will receive $4000/year compensation for managing ladies leagues and junior programs
·    Derek will receive comparable amount through commission offset
·    Commission figure will be re-visited prior to June 1st, 2011

The new lesson fee structure was approved unanimously.

Member Input/ Suggestion Box: Member comments:

·    Some junior members lack court etiquette – ie.  loud, inconsiderate of other players
·      Photos of pros need to be posted in the clubhouse

The board agreed with comments. Dophie & Derek will continue to re-enforce rules of behavior and pro photos will be posted.

President’s Report:

·      The Oversight Committee that was formed to work on new Club management structure will become a permanent committee.
·      RSFTC’s 50th anniversary will be in 2012.  RSF Association has offered resources for celebration
·      Planning for Mateo’s 30th anniversary with the Club needs to start

Pro’s Report:

·      The Club’s front desk  will be staffed 56 hours/week
·      Photos and biographies of all the pros will be posted
·      Trees need trimming and some pines removed – Dophie will investigate the RSF Association sharing of costs

Secretary’s Report:  Was approved unanimously.

Treasurer’s Report:  New RSFTC management structure will result in savings in operating costs. Financial status is stabilizing.

Events and Publicity: Holiday party will be December 11 at 5:00 pm.

Buildings and Grounds: Work on Courts 7 & 8 is complete.

Membership: Revisions to the Club Directory need to be given to Molly by end of November to meet printing deadline.

Website/Newsletter: Articles and photos always welcome.

Adjournment: 5:45 pm

Next meeting – December  7th,  5:00 pm

Respectfully submitted,

Barbara Groth

Secretary

= = =

Rancho Santa Fe Tennis Club

Board of Director’s Meeting Minutes

September 14, 2010

President Craig McAllister called the meeting to order at 5:00 pm.

Members Present:  John Connolly, Barbara McClanahan, Barbara Groth, Craig McAllister, Molly Wohlford, Herb Holmquist and Alan Balfour. Also present:  staff members Derrick Miller and Lynn Jennings.

Member Input:

Suggestion was made to lock the clubhouse during the lunch hour when the pro shop is closed.  The board decided not to make changes at this time.

President’s Report:

• Craig will contact Jeff Carmel to see if he is available to provide artwork for the logo on the club award glasses.
• Board approved courts 10, 11 and 12 as the designated teaching courts.
  Feedback on the new blue courts # 7 and 8 has been very positive.
• Board members requested a MEMBERS ONLY sign be placed on the side entrance of the clubhouse.
• Ruling on dogs at the club (section VI – Q) will remain the same.

Manager’s Report:

• Lynn reported that Mateo is requesting to replace a few of the broken tiles on the clubhouse roof which is causing it to leak.  Herb will talk to Mateo and see what is required to repair the roof and also get bids from a roofing company before making a decision.
• Lynn had 15 of the patio chairs repaired with new straps and paint and is requesting to repair the remaining 20 chairs if it is in the budget.  She will submit the final cost for approval.
• The BBQ area has a new lock combination (same as clay court #)
• The trash has been removed behind backboard as requested at last meeting.  A broom will also be on hand at the backboard to sweep if necessary when Mateo is not here over the weekend.

Staff Input:

Derek offered to be on the Junior Sportsmanship Award committee along with Frank Smith, Lisa Ruh, and Craig McAllister.

Closed Session:

Deane Curtis spoke in a closed session to inform the board about our current financial situation.

Treasurer’s Report:

John Connolly spoke briefly about the August financial statement, but was brief due to the detailed report by Deane.

Events & Publicity:

• Barbara and crew were thanked for their efforts in putting on yet another great party with the recent mixed doubles party on August 29^th.
• It was noted that Lisa Ruh had said that she would write an article for the RSF Review regarding the Tennis Club’s activities for Rancho Days.

Building & Grounds:

• Herb reported that there will be a walk through/final inspection of courts 7 & 8 on Thursday 9/16. Further, Herb is reviewing with Clint Hardick affordable options to install some shade cover on courts 7 & 8, which currently have no shade covers or umbrellas available.
• Herb will also talk to Clint about putting up screens on the fence between courts 7 & 8. It is believed that the screens have already been paid for – Herb will confirm this.
• The Board voted to repair the rest of the lawn chairs.  Lynn will give me a written estimate of the cost, which John will submit to Steve Comstock for payment.

Membership:

Molly will handle the member and rule revisions in the club directory. Further, Molly announced that her husband, Burnet, will sponsor the next issue of the directory.

Website/Newsletter:

Nothing to report.

New Business:

None

Adjournment: 7:35pm

Next meeting: October 5, 2010

Respectfully submitted,

Lynn Jennings & Craig McAllister

= = =

Rancho Santa Fe Tennis Club

Board of Director’s Meeting Minutes

August 3, 2010

President Craig McAllister called the meeting to order at 5:00 pm.

Members Present:  John Connelly, Barbara McClanahan, Barbara Groth, Yvonne Kalench, Lisa Ruh, Craig McAllister, Molly Wohlford, Herb Holmquist and Alan Balfour. Also present:  staff members Dophie Posiet and Lynn Jennings. Club member Frank Smith was also in attendance, as well as Clint Hardick from CH Court Tech.

Member Input:

Frank Smith presented the idea of an annual Junior Sportsmanship Award for club members 8-18 years old.  The teaching pros would nominate junior members and a board sub-committee would choose the recipient.  “It is important to imbue all of our junior players with the importance of sportsmanship. By having an award that is specifically given for sportsmanship, it clearly confirms the importance that the club places on it”, said Frank.  He and Craig McAllister volunteered to purchase the trophy that would bear the name of each year’s winner and would be “owned” by the winner for 1 year and returned immediately prior to the next year’s award. Following discussion, the board voted unanimously to accept the concept.

No dogs rule will continue “as is”.

Courts 9 & 10 will now be the “teaching” courts.

The request for an intercom between the teaching courts and clubhouse will be investigated. Mateo will speak with the golf club staff.

Yvonne suggested that we approach the golf club re: including tennis events in its newsletter. Board agreed.

Alan suggested installing a web-cam on Court 1. The board asked him to gather more details for further discussion.

Building & Grounds:

Clint reported that the concrete pour on courts 7 & 8 went well.  The cables embedded in them will be stretched over the next 30 days before surfacing. Meanwhile, work can be done on the fence and windscreens. Court speed is determined by the sanding process.  Board discussion concluded that court 2 was too slow after resurfacing and that experience should be taken into consideration before sanding courts 7 & 8.  CH Court Tech will clean up the trail that was used for concrete truck access. There will be no damage after clean-up. Regarding surface color of “new” courts, the board voted 5 to 4 to keep green & red colors that all the other courts are.

President’s Report:

The logo for the glasses that the club has given in the past for “mini” trophies was discussed. Herb will bring in an old one for inspiration.

A photographer from the RSF Review took the board’s photo.

Manager’s Report:

Some exterior chairs need to be “re-done”. Lynn reported that they can be powdercoated and re-strapped for $65/each. The board voted unanimously to have 12 of the chairs “done”.

The board voted unanimously to pay Dophie the same rate that Derek is paid for organizing/supervising women’s “drop-in” times.

Oct. 24^th, 1-4 pm, there will be a BBQ between the golf and tennis clubs sponsored by the RSF Community Center. They have requested the use of up to 8 courts for a tennis tournament. The RSFCC will pay for 2 pros. The board voted unanimously to approve the request.

The adult summer mixer scheduled for August 28 conflicts with Pat Todd’s recognition event at the Balboa Tennis Club. It was decided to change the mixer date to August 29, 4-7pm.

Staff Input:

Dophie reported that the Junior Camps and Women’s Clinics are going well. The women’s league teams have captains.

The Junior Invitational tournament was a success. Income from $50/entry was $720. Expenses included a case of balls, food ($348) and pro time (James 1 hour, Derek 3 hours).

Secretary’s Report:

Report was approved unanimously, with the exception Alan who abstained due to absence at June 29 meeting.

Treasurer’s Report:

The report from the RSF Association shows the club losing 1 family membership in June and 2 family and 2 juniors memberships in August. The club gained 1 limited membership in August.

Events & Publicity:

Thanks to Terry McClanahan who served as “grill master” at the well attended August 1 event.

Membership:

Nothing to report.

Website/Newsletter:

Alan asked for material to be included in the September newsletter.

New Business:

Rude people on the courts with cell phones is an on-going issue. Rather than ban cell phones from the courts, the board hopes that members playing with cell phone abusers will graciously remind them to be more considerate.

Adjournment: 7:10pm

Next meeting: Sept. 14^th, 2010

Respectfully submitted,

Barbara Groth

Secretary

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

June 29, 2010

Out-going President Kathy Stumm called the meeting to order at 5:05 pm

Members Present: John Connolly, Barbara McClanahan, Barbara Groth, Yvonne Kalench, Lisa Ruh, Craig McAllister, Molly Wohlford, Herb Holmquist and out-going member Paul LeBeau.    Also present: staff members Dophie Poiset, Lynn Jennings, and Derek Miller

Members Absent: Alan Balfour

Member Input: none

President’s Report Part I: Kathy Stumm welcomed the newly elected board members Yvonne Kalench, Lisa Ruh, Herb Holmquist and Molly Wohlford and asked out-going treasurer Paul LeBeau to give an over-view of the Club’s finances.

Treasurer’s Report: The monthly report from the RSF Association shows membership activity for May to be – 2 family enrollments, 3 cancellations (1 non-resident family, 1 associate single, 1 family). June’s activity includes 1 membership change in status (single to non-resident single) and 1 family cancellation. Paul reviewed the report in detail and emphasized that the goal is to have enough revenue from dues to run the club, since enrollment fees are not generated on a regular basis. The board thanked Paul for coming to yet another meeting and for his work as Club treasurer.

Staff Input:

• Derek reported on the Jr. Invitational Tournament scheduled for August 1^st.  Participants will be charged an entrance fee to cover expenses.  Lynn, Barbara M. and Derek will meet to work out details regarding food, trophies, pro’s time, etc..
• Dophie reported that there will be 4 Fall League teams – Club will pay $50 entry fees. For the summer USTA and Women’s Senior leagues, entry fee will be paid by participants.
• Junior summer program is going well.

 

President’s Report, Part II:

• Kathy expressed her hope that the Club will begin its recycling program sooner than later
• October 2^nd will be scheduled for the Club’s Rancho Days event
• October 24^th will be the date for the RSF Community Center sponsored 9-hole golf tournament/tennis round robin. It will be from 1-4 pm with expenses covered by the Community Center.
• The floor was open for nominations for Club president. Craig McAllister was nominated by Barbara Groth and unanimously voted into office.
• Craig thanked Kathy for her service to the Club
• Board/Committee assignments were agreed upon

Secretary: Barbara Groth

Treasurer: John Connolly

Events and Publicity: Barbara McClanahan, Yvonne Kalench and Lisa Ruh

Building & Grounds: Herb Holmquist, Alan Balfour and Craig McAllister

Membership: Molly Wohlford

Website/Newsletter:  Alan Balfour and Craig McAllister

Golf/RSF Assoc. Liaison: Craig McAllister

Building & Grounds:

Clint Hardick of CH  Court Tech made a presentation regarding work needed on Court 7&8.  The recommendation of the civil engineer, William Snipes of Snipe-Dye Associates, is to put in a footing and retaining wall on the golf course side of the courts for ground stabilization. A post-tension overlay on courts 7&8, the retaining trench per Snipes-Dye Associates and new windscreens will cost $143.760.00, which has already been set aside in the budget for on-going maintenance of courts. CH Court Tech will use a boom to deliver the cement to the courts from trucks accessing the area via RSF Association trail. Having done work for the Club before, CH Court Tech is familiar with working with the Association to minimize damage to trail/landscaping and understands the need to be considerate of neighbors.  After the cement pour, the surface will need to cure for 30 days before it can be painted, making the total process 1.5 – 2 months long.  After discussion, the board voted unanimously to approve the project and for it to start ASAP.

The Club’s interior tile floor needs to be stripped, cleaned and sealed. Mateo has volunteered to do the job “in-house” for an amount not to exceed $1000.  Given that other bids have been significantly higher, the board voted to approve the expenditure.

Future Agenda Items: Possible web-cam on Court 1

Adjournment:  6:30 pm

Next Meeting -  August 3, 2010

Respectfully  submitted,

Barbara Groth

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

June 1, 2010

President Kathy Stumm called the meeting to order at 5:05pm.

Members Present: Paul LeBeau, John Connolly, Alan Balfour, Marion Hinchy, Barbara McClanahan, Barbara Groth, Irene Lowe, Kathy Stumm. Also present, staff members Lynn Jennings, Dophie Poiset, and Clint from Court Tech.

Member Input: none

President’s Report:

 

• 5 members are running for the 4 open seats  in the Tennis Board elections RSF Association held a new resident reception attended by over 60 people. Kathy Stumm and Craig McAllister represented the Tennis Club

• Pro Shop – Brad will be offering 20% discounts on league days. There will also be a 1^st year anniversary sale with date to be determined.
• Use of ball machine- present written policy states that children under 16 years of age need adult supervision.  Club has several competitive players under 16 years old.  After discussion, board decided to add “unless other arrangements have been made with the club manager”.
• Lynn will consult with pros to create a written contract re: ball machine use to be signed by pros and parents which will need to be renewed annually.

Building and Grounds:

 

• Courts 7 & 8 improvements-  a “short term” fix would be to grind down the cracked area and apply epoxy before resurfacing (approx. $15,000). A post-tension slab over the existing surface is possible and would need to be pumped with a boom, adding to cost. Any 25 year warranty would require “over-building”.  After discussion, the board decided to get an engineering opinion.

Manager’s Report:

• A Junior Invitational Tournament was approved in concept. Derek needs to talk with the social committee members for planning.
• Mateo has worked his way around the building, preserving exterior wood. He feels on track for a reasonable maintenance schedule.

Secretary’s Report: Minutes were approved

Treasurer’s Report:

• Final budget will be approved June 17^th
• 2 new club members in May
• No memberships cancelled in April/May

Events & Publicity:

• Women’s Member/Guest Tournament on track for June 7^th

Membership: see above

Website/Newsletter: ready to go out

RSF Association/Golf Club Liaison: no issues

New Business:

• Outgoing board members  Paul LeBeau, Kathy Stumm, Marion Hinchy and Irene Lowe were thanked for their outstanding service to the club. Kathy Stumm will attend the next board meeting to call it to order and oversee election of new officers.

Future Agenda Item:

• Board election voting policy - Present policy gives 1 vote/family membership. After discussion,There was a motion to change to 2 votes/family membership. Motion was carried with 1 board member opposed to the change.

Adjournment: 6:05pm

Closed Session:  6:05 –  6:30 pm

Respectfully submitted,

Barbara Groth

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

May 11, 2010

President Kathy Stumm called the meeting to order at 5:04 pm

Members Present: Craig McAllister, Paul LeBeau, Kathy Stumm, Marion Hinchy, John Connolly, Barbara Groth, Barbara McClanahan, Irene Lowe, Alan Balfour. Also present: staff members Lynn Jennings, Dophie Poiset, and Derek Miller. Club member Larry Steinberg was also present.

Member Input:

• Mr. Steinberg expressed his concerns regarding Club’s guest policy and suggested an additional policy specifically targeting a “handful” of non-covenant men who play regularly via long-time club membership of family members. The board thanked Mr. Steinberg for his comments.
• A member had requested that a rat nest  (unoccupied) on the grounds be removed. Removal has already taken place.

President’s Report: Election time for new board of directors is rapidly approaching. All interested parties need to submit their information by May 24^th.

Manager’s Report:

• Lynn requested $120 for a picnic table from Costco for the kids in tennis camps – approved unanimously
• Paul will talk to the Association regarding a sign to be posted at the kid’s play area
• Lower wire for fence on Court 10 has been installed
• Bid for removal of 3 trees (dead/diseased) is $700.  Association will be consulted as to who is responsible for removal expense.

Staff Report:

• Women’s league is continuing
• Club championship has just finished
• Men’s Member/Guest tournament was a success
• There have been several requests for a singles (junior level) CIF-type of competition at the Club during the summer that would involve top-ranking players. Derek will investigate details and report back to the board.

Secretary’s Report: Approved

Treasurer’s Report:

• 1 new family membership
• Budget is stabilizing

Events and Publicity:

• Cinco de Mayo Party – over  100 people attended;  food and entertainment expenses were under budget at $1471.00
• Members need to be reminded that social dues pay for many Club events, but not all members that attend these events pay their fair share of social dues
• Women’s Member/Guest Event will be June 7

Buildings and Grounds:

• New art is in the clubhouse on a rotating basis
• Estimate for work on Court 7 & 8 (retaining wall, filling in of slope area, digging out and re-compacting area, French drains, 5” post-tension slab and new court surface) came in at over $268,000.  After discussion, board agreed to consult an engineer to learn all available options.

Membership:

• 1 new family membership

Website/Newsletter:

• Deadline for  next newsletter  = 6/2/10

Association/ Golf Club Liaison:

• Kathy, Craig, and Paul will represent the Club at the Association’s new member reception

Old Business:

• Logan will no longer be working at the front desk; James will string racquets with a 24-48 hour turnaround

New Business:

• Barbara G. will investigate recycling possibilities for Club

Adjournment: 6:10 pm

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

April 20, 2010

President Kathy Stumm called the meeting to order at 5:04 PM.

Members Present: John Connolly, Marion Hinchy, Irene Lowe, Barbara McClanahan, Alan Balfour, Craig McAllister, Paul LeBeau.  Also present: Lynn Jennings, Dophie Poiset, and Derek Miller.

Member Input: From the club’s suggestion box –

• • Suggestion that a pool table be purchased for the clubhouse – board does not recommend it at this time.

President’s Report:

• • Board members and staff were asked to help encourage members to run for new board member election held towards the middle of June.  Lynn will be responsible to mail ballots the end of May.  Four board members positions will be available.  Top three candidates will serve 3 years and one candidate will serve 1 year.
  • At this time the workstation has been repainted and new carpet has been installed.  Lynn stated the condition seems to be fine for now and is also using her back office to do office work.  The workstation condition will be reviewed again next year.

Manager’s Report:

• • Mateo is continuing to clean/sand/seal all wood beams, windows and doors around the clubhouse.  Let Lynn or Mateo know how it looks and if you see any areas that need to be addressed.
  • Clint from CH Court Tec was at the club last week to confirm that the fence braces and wire and the bottom of the entire fence on court 10 needs to be installed.  He will have the work done in the next week.

Staff Input:

• • Derek announced the men’s member guest was well attended and a huge success.  Only suggestion was to maybe start a little earlier in the day.
  • Dophie announced that Pat Todd will be inducted to the Hall of Fame on August 28, 2010 at 4:00PM.  A notice will be posted to sign up as a group to attend the event and support/ congratulate Pat.
  • Ladies League began the week of April 12^th.
  • Junior Lesson Programs began the week of April 12^th and go through June 19^th
  • The board voted unanimously to replace the damaged picnic tables in the playground with 2 new ones from Costco at a price of $277. Mateo will remove the old tables.

Secretary’s Report: Approved

Treasurer’s Report:

• • See the attached proposed increase schedule of dues and fees chart.
  • Courts 7 and 8 have been budgeted to be replaced this summer along with required retaining walls.

Buildings and Grounds:

• • Craig McAllister was asked to be in charge of meeting with Clint from C H Court Tec along with the rest of the buildings and grounds board members.  An engineer will be required to determine what is needed to be done prior to the repair of the courts, and to submit a plan for the retaining walls.
  • Craig spoke with the Art Guild and stated they will be contacting the club in the next few weeks to replace the art work to be displayed in the clubhouse.

Events and Publicity:

• • In preparation for the Cinco de Mayo Fiesta Mixer Sunday, May 2^nd invitations have been mailed and food and music have be confirmed.  Marion Hinchey volunteered to be in charge of this event.
  • Ladies Member Guest is the club’s next event to be held on Monday, June 7^th
  • A list of members not participating in the social tennis fund was noted.

Membership: None

Website/Newsletter:

• • Next newsletter to be released in June
  • Craig McAllister is assisting with the website

Association/Golf Club Liaison: None

Adjournment: 6:05 PM

Closed Session: 6:05 -

= = =

Rancho Santa Fe Tennis Club

Board of Director’s Meeting Minutes

March 2, 2010

President Kathy Stumm called the meeting to order at 5:05pm

Members Present: Barbara McClanahan, Barbara Groth, Alan Balfour, Kathy Stumm, Marion HInchy, Craig McAllister, John Connolly, Paul LeBeau, Irene Lowe. Also present: Dophie Posiet, Derek Miller, and Lynn Jennings.

Member Input: Nothing in the suggestions box, but there was a verbal request for hot tea along with the coffee offered at the club.

President’s Report:

·         The fundraiser for the Druck Foundation will be held at surrounding tennis clubs rather than our Club due to short timeline and lack of available pro.

·         The issue of a having a defibrillator at the Club was re-visited.  After taking into consideration:

·         all RSF Patrol cars are equipped with defibrillators and officers are qualified to use them

·         the Fire Department is close

·         the Golf Club has a defibrillator

·         the cost of purchase and on-going costs/certifications

the board voted unanimously to not acquire a defibrillator at this time.

Manager’s Report:

·         Motion detectors have been installed on the outdoor lights on the parking side of the clubhouse

·         3 dead trees have been removed

·         Phone calls are being made to advertise the St. Patrick’s Day Mixer at the Club

Staff Input:

·         Derek requested board approval for Will Scandalis to help with strength training during the 3-5 pm Friday clinic in exchange for his daughter to attend the clinic gratis. Mr.Scandalis carries his own insurance.  The board voted approval providing Mr.Scandalis presents proof of insurance and signs an independent contractor agreement with the Club.

·         Club championship play is going well, but will not be ready to have finals played at the St. Patrick’s Mixer

·         Next Junior Clinic will run April 12 – June 18

·         There will be 4 women’s Spring league teams

·         Dophie will organize Juniors Club Championship

·         Derek will arrange exhibition play for St. Parick’s Day Mixer

·         Dophie met with the RSF Middle School tennis team players re: Club rules

Courts need to be as neat when they’re finished as when they began playing

Players can come into the clubhouse to change into school clothes if Lynn is in the building

Match time is 2:30 pm Wednesday

Practice times are 6:30 – 7:30am Tuesday and Thursday

Secretary’s Report:  Approved

Treasurer’s Report:

·         Despite the club’s new memberships, there has been an overall drop in memberships over the last 24 months – from 282 in March 2008 to 260 in March 2010

·         Family memberships are down from 168 to 146 over the same period, resulting in a loss of $22,990 in annual dues

·         The club in currently running at a year to date deficit of $16,031, with projected operating loss of $16,563 in the coming fiscal year (2010-2011) based on projections provided by the RSF Association CFO

·         In order to address this situation, it will be necessary to raise all dues for the coming fiscal year by 10%, the amount needed to rectify the operating loss

·         This dues increase will put the Club on solid financial footing next year and beyond, allowing the Club to maintain and improve the level of service and condition of the Club and courts while also maintaining a reasonable and competitive dues structure

·         The 2010/2011 budget will be finalized at the April 6th regular meeting and member input and comment is welcome, as always

Buildings and Grounds:

·         Following discussion of the exorbitant bid received for maintaining the clubhouse’s exterior wood, the board voted to have Mateo do the work and re-visit progress in 6 months.

·         Engineering work is needed to plan retaining walls for courts 7 & 8. Paul will gather information.

·         The tension wire at the bottom of fence/screen on courts 9 & 10 needs to be repaired

Events and Publicity:

·         Will be sending e-mails and making phone calls to encourage members to attend the St.Patrick’s Mixer

·         Men’s Member/Guest is scheduled for April 17^th

·         the Women’s Member/Guest event will be June 7

Membership:   A “limited membership” member has requested permission to compete in Club championship. After discussion, the board voted “no” unanimously.

Website/Newsletter:  Just released to rave reviews.

Association/Golf Club Liaison:  Paul will contact the Golf Club re: the food prices quoted by the Golf Club for the Tennis Club’s St. Patrick’s Day Mixer.

Adjournment: 6:25 pm

Closed Session: 6:25 – 6:35 pm

Respectfully submitted,

Barbara Groth

= = =

Rancho Santa Fe Tennis Club

Board of Director’s Meeting Minutes

February 2, 2010

President Kathy Stumm called the meeting to order at 5 pm.

Members Present: Alan Balfour, Craig McAllister, Barbara Groth, Barbara McClanahan, Kathy Stumm, Marion Hinchy, Irene Lowe, Paul LeBeau, John Connolly.  Also present: Dophie Poiset, Lynn Jennings, Derek Miller and guest Maureen O’Connor.

Member Input: none

President’s Report: none to report

Manager’s Report:

• A presentation of San Diego County’s “Heart Beat” Program was given by Maureen O’Connor. Ms. O’Connor demonstrated her organization’s defibrillator device.  The device from Cardia Science Co. costs $1495 and there is a monthly charge for program management.  The program requires certification of trained personnel, documentation of maintenance of the device, and supervision by a medical director.  The board will discuss the topic in the future.
• Hi-def TV in the Clubhouse: Lynn presented her research— it would cost the Club an additional $21 to change from residential to commercial service + $200 for the box + $100 for the antennae + $200 labor + $10/month more than we are presently paying.  The Club’s present “package” includes $19/month for the music program.  The board voted to cancel the music “add-on” and to not purchase “Hi-def” at this time (8 “no” & 1 “yes”).
• There is currently no shade/bench between courts 9 & 10. The board voted unanimously to defer purchasing  the $2000 item.
• The board voted unanimously to extend the pro shop contract with Brad Humphries for 1 year. Mr. Humphries agreed to give a 20% discount on certain items on league days and to have a semi-annual sale.

Staff Input:

• Women’s Spring League entry fee of $275 was approved by the board
• Of the 3 dead trees near the courts, the Golf Club will pay for 1 removal. The bid of $2500 to remove the remaining 2 dead trees and trim the palm trees out front and the palm near court 10 was accepted with a vote of 8 “yes” & 1 “no”.
• The use of 4 courts on Saturday, March 6, from 3-5 pm for a fundraiser by the Druck Foundation was approved by the board. The fee will be $75 to play; tennis pro’s will donate their time

Secretary’s Report: Approved

Treasurer’s Report:

• New budget needs to be created by early March
• Collected Club dues are “down” by $11,192 for the first half of Year-To-Date
• Collected enrollment fees are $17,500 to date. Budget is based on $42,000 enrollment fees for the year.
• There are 3 new family members since January 1, 2010
• $10,187 of projected expenses has been saved in Year-To-Date

Events & Publicity:

• Men’s Poker Night was cancelled due to lack of interest
• Cinco de Mayo Party on Sunday May 2:  Marion will take lead in organizing it
• Men’s Member/Guest Event = April 25
• St. Patrick’s Day Event = March 14.

Buildings & Grounds: see above

Membership: nothing to report

Website/Newsletter: March newsletter deadline = Feb. 20

Association/Golf Club Liaison: nothing to report

New Business: Allison Bradshaw is unable to work at the Friday clinic because she is playing on the Club’s AA team.  Board voted to reimburse her for 2 hours of lost income for each of the 5 away games she plays for the team.

Adjournment: 7:05 p

= = =

Rancho Santa Fe Tennis Club

Board of Director’s Meeting Minutes

January 5, 2010

President Kathy Stumm called the meeting to order at 5:01 pm.

Members Present: Paul LeBeau, Craig McAllister, Marion Hinchy, Barbara McClanahan, Barbara Groth, Kathy Stumm, John Connolly, Alan Balfour. Also  present: Dophie Poiset, Lynn Jennings, Derek Miller.

Member Input: No written suggestions from members, but there were several verbal  ones.

• · Need light for night time at clubhouse entrances  — board agreed
• · Is a defibrillator needed at the club –  RSF Association will be contacted
• · A member is refusing to sweep the clay court after use –  there will be another verbal interaction before a letter is sent to the member
• · A member of 9 years requested an extended inactive status for a total of 2 years due to injury—board voted unanimously to grant request

President’s Report: None

Manager’s Report:

• · Lynn and Paul will meet with Brad Humphries re: renewal of pro shop contract and a possible league day discount.
• · Small non-functional ice-maker in the kitchen has been removed
• · A new microwave is needed following the demise of the former one
• · Seacrest Villa Tennis Tournament organizers would like to  pay for court use on Monday, 7/19/2010 for a fundraiser  –  board voted unanimously to accept the agreement as written in letter from the organizers

Staff Input:

• · 12 week long Junior program has started with 50 in attendance
• · Women’s league starts next week
• · There are 3 dead trees on the property – 1 pine and 2 eucalypti. Dophie will contact RSF Association re: removal

Secretary’s Report: Approved

Treasurer’s Report:

• · The process of creating a new budget will begin next month.
• · November 2009 Membership Activity=  1 new family, 1 new junior, 1 activation(single) and 1 cancellation (single)
• · December 2009 Membership Activity= 2 new limited

Events and Publicity:

• · 61 members do not pay the $25 social dues
• · 120 members attended the “Russian” Party last month
• · Men’s Poker Night will be 1/30/2010
• · Cinco de Mayo is coming up

Building and Grounds :  On termite alert.

Membership: There’s a need to re-visit “limited” memberships parameters.

Website/Newsletter:

• · The Club’s internet fee is paid  through 2010
• · Alan is collecting information & articles for next newsletter
• · Member e-mail addresses needed  for newsletter e-mailings

Association/Golf Club Liaison: All’s well.

Old Business :  Club championship – how & when.  After discussion,  it was agreed that for the Spring championship title there will be 3 categories of doubles: men, women, & mixed.  As in previous years, the “flex” league model will be used.  Singles championship will be held in the Fall.

New Business :  There has been a member request to consider having a “hi-def” TV in the clubhouse. Craig volunteered to investigate the subject.

Adjournment: 6:15pm

Closed Session: 6:15  – 6:35 pm

Next meeting – 2/2/2010

Respectfully submitted,

Barbara Groth,

board secretary

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

December 1, 2009

President Kathy Stumm called the meeting to order at 5:08 pm.

Members Present: Craig McAllister, Paul LeBeau, Alan Balfour, Irene Lowe, Barbara McClanahan, Barbara Groth, Kathy Stumm. Also present: Lynn Jennings and Dophie Poiset.  John Connolly arrived at 5:40 pm.

Member Input: None

President’s Report: None

Manager’s Report:

• All non-functional water fountains are gone
• Items left outside Court 10 following court re-surfacing are gone
• Under counter Ice machine next to kitchen sink will be removed & replaced with a trash can
• Membership directory will be mailed soon

Staff Input:

• Junior party will be December 14^th
• “Toys for Tots” donation box is in the Clubhouse
• Tree to be donated to RSF Library Guild is ready – decorated by Dophie
• Tree for Clubhouse has arrived – delivered by Mateo
• Dophie organized a successful  Women’s “A” Team round robin

Secretary’s Report: Approved

Treasurer’s Report: Pro Shop contract will expire the end of January 2010. Board discussed reviewing the contract’s variables and extension.  Membership numbers are stable.  Club’s total fund balance as of 10/31/09 = $422,824, which is $21,475 over the 2009 Restricted Reserve per Association Reserve Study amount of $401,349.

Events & Publicity: Plans for Club’s “Russian” party are progressing.  Lynn will take photos.

Building & Grounds:

• Scaffolding for Mateo:  many options exist and Mateo needs to be consulted re: criteria
• A tree has been planted in the planter area outside clubhouse
• Locks for pro shop: sliding door panels have been re-keyed, but still do not line up properly
• Front clubhouse door is becoming more difficult to lock/unlock

Membership: Newsletter will be sent to members via e-mail whenever possible; otherwise they will be mailed to members.  More e-mail addresses need to be gathered.

Website/Newsletter: Newsletter has just been sent out. Photos are requested for next  one.

Association/Golf Club Liaison: All’s well.

Old Business: Work station study is in progress. Pest control needed.

New Business: none

Adjournment: 6:05 pm

Close Session:  6:05 pm to 6:40 pm

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

November 3, 2009

President Kathy Stumm called the meeting to order at 5:05 pm.

Members Present:  John Connolly, Barbara Groth, Marion Hinchy, Irene Lowe, Barbara McClanahan, Alan Balfour, Craig McAllister, Paul LeBeau.  Also present: staff members Lynn Jennings, Dophie Poiset, and Derek Miller. Club member Frank Smith was also present.

Member Input: Frank Smith spoke of concerns about Club guest policies and described 2 occasions in the past 2 weeks on Saturday mornings when non-member guests were asked who had invited them and to please sign in at the front desk.  One guest had been invited by the pro that “runs” the Saturday men’s doubles mixer. Mr. Smith requested that the board vote to allow the pro running the event to invite guests and that the “Guest” section of the Club’s Rules and Regulations be changed to remove the limitation on the number of times a member may have a guest at the club. The Board thanked Mr. Smith for his thoughts and assured him that it would discuss his concerns.   Board discussion concluded that pros are allowed to invite guests to improve the quality of member events as long as members are given priority on the courts.  As far as guests being asked to sign in, the board did not believe this policy to be inappropriate or heavy-handed.  Another issue in regards to the Saturday morning event was that on one morning, the on-duty staff member was late and the Club was not open at 8:00 am.  In order to tighten up security and access to the Clubhouse, there are now only 2 full sets of keys  – 1 held by Dophie and 1 held by Lynn. The RSF Patrol also has access to Clubhouse keys and can be called for assistance.  Paul LeBeau will contact the Association to discuss a solution.

Member Suggestion Slips  -

• Club should supply balls for league play and charge players rather than have players supply their own league balls.  Board discussion concluded that the current policy needs to run longer in order to compare the 2 systems fairly
• Club needs covers for the water coolers on court. Board discussion focused on limited budget and decided not to add covers at this time
• Club needs covers to protect court squeegee rollers from UV damage.  Board discussion concluded that rollers are not expensive and are replaced annually to ensure best performance

President’s Report: The annual Holiday letter is going out from the Association and the Club’s Holiday Party invitation will be included.

Manager’s Report:

• Seacrest Retirement Community has requested use of Club court to host 14 players for a fundraiser. Board response- more information is needed, including “why us”?
• Mateo will install a large evergreen in the Clubhouse for the holiday season
• Re: work station – An ad hoc committee (Alan, Kathy, Paul, Lynn and Marion) will meet to analyze current work space, cost, and Lynn’s time usage to determine need

Staff Input:

• RSF Community Center will advertise the Club’s Jr. program
• Winter league registration fees for 6 teams are $310. Board voted to approve expense.
• “New” used gate on Court 8 has been installed by Mateo
• Loose lower fence on court 9 has been corrected by Mateo
• Landscape next to court 2 will be improved by the Association soon
• Jr. Holiday Party will be 12/15/09
• Pro will bring guests as needed on Saturday morning men’s mixer at no charge to pro (per existing by-laws)

Secretary’s Report: Minutes of 10/6/09 meeting were approved.

Treasurer’s Report: Copies of the Trower Reserve Study from the Association were distributed. Study lists estimated replacement costs for every item on the Club property and projected reserves needed.      The membership activity for October 2009 shows 2 cancellations (1 family, 1 junior) and an addition of 1 limited membership.  Expenses need to be limited as much as possible. Collecting ALL appropriate fees will help increase income. Members can help by signing in and paying for all guests they invite to the Club. Treasurer’s report was approved unanimously.

Events & Publicity:

• There was a good turnout for the Rancho Days open house.
• Alex Kaiser has volunteered to organize a Men’s Poker Night. Paul will  help.
• The December (Adults only) Holiday Party will have a Nutcracker/Russian theme. All expenses will be covered by Club’s social fund.
• Our traditional “toy drive” will be throughout December, rather than only at the Holiday Party.

Building & Grounds:

• Clay court maintenance is being done by Logan & Mateo per installer’s recommendations
• Noise from nearby car wash will be discussed with RSF Association
• Scaffolding for Mateo to use for maintaining beams will be investigated
• Rolls of plastic outside court 10 need to be removed

Membership: There are currently 216 memberships. New directory will be ready soon.

Website/ Newsletter: Alan & Craig have “cleaned up” website and have brought it up to date. Articles and information for next newsletter need to be given to Alan by 11/17.

Association/Gold Club Liaison: All is well.

New Business: Irene and Lynn gave a summary of the last 6 months of pro “over rides” collected by the club. 25% of non-member fees and 10% of member fees go to the Club.

Future Agenda Items: Board scheduled a special closed session meeting for 5 pm on 11/17/09.

Adjournment: 6:56 pm

Respectfully submitted,

Barbara Groth,  secretary

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

October 6,2009

President Kathy Stumm called the meeting to order at 5:04 pm.

Members Present:  John Connolly, Barbara Groth, Marion Hinchy, Irene Lowe, Barbara McClanahan, Alan Balfour, Craig McAllister, Paul LeBeau.  Also present: Lynn Jennings, Dophie Poiset,  and Derek Miller.  James Conda arrived at 5:30 pm.

Member Input:  From the club’s suggestion box –

Suggestion that the slope next to Court 2 needs landscaping   —-   board agreed and will talk to RSF Association re: options that do not include ball-eating bushes

Request that real milk be provided for coffee instead of powdered creamer  — Lynn will make a liquid creamer available

Suggest planting a tree in the planter on patio next to Court 1  —  a search for a tree/plant that will thrive under “planter” conditions will be conducted

Request that a sun shade be installed to shade those sitting outside the clubhouse watching play on Court 1 —  board discussion concluded that shade structure attached to the clubhouse “overhang” would have insurmountable aesthetic ramifications

Please check that outside lights work now that it will be getting darker earlier – this will be done

President’s Report:  President Stumm followed up with the Mr. &  Mrs. Wieck re: guest policy.  Parking in non-parking areas at the front on the clubhouse has lessened and there will be no signs posted at this time.

Manager’s Report:

The step into Court 10 has been painted a contrasting color

The old playground equipment has been removed

Clay court maintenance  –  club will get a written version of the procedure as outlined by the installer that will be made available to those using the court

POS (point of service) system is in the process of being replaced following the demise of the existing system

Work Station  –  board discussion concluded that the proposals gathered so far are beyond the board’s  financial “comfort zone”, but the existing situation needs to be improved. Paul & Alan generously volunteered to collect ideas/designs for an interim work space.

Staff Input:

Junior club championship season has begun

Possible new gate between Courts 10  & 11 —  bid for gate is $700; cost of “railroad tie” steps would be $1500; handrails would also have to be installed.  Board discussion concluded that while the changes being considered would allow the Jr. Program to “flow” better, the costs cannot be justified at this time. The subject was tabled.

Court 9 – balls are “leaking out” under the fence into the backboard area. Fence company has recommended using metal (galvanized) fence bars at  the bottom of existing fence – no maintenance issues re: paint and Mateo can install the pieces.  Dophie will get a price for materials needed.

Court 8 – staff requested another gate be installed on Court 8 to give easier access for the ball machine. The club has an extra gate and Mateo can install in. Board agreed.

Membership policies  —  staff reported experiencing fewer participants in the junior program and requested the board examine current membership policies.  Following board discussion it was decided to address the junior program issues by allowing non-member juniors to participate providing they pay $10/clinic more than members.

Staff requested that “prime time” be changed  from 8:30 am – 11:00 am to  8:30 am – 10:30 am. After discussion, the board agreed.

The system by which the pros report to Lynn re: who takes lessons & clinics includes member /nonmember status and is working well.

Last Sunday’s Mixer had 2 courts of participants.

Secretary’s Report: The minutes of the September 1, 2009 meeting were approved.

Treasurer’s Report:  The membership activity report from the RSF Association shows total annual tennis memberships to be 263 as of August 2009, down from 282 in August 2008.  Besides the 2009 Restricted Reserve per Association Reserve Study ($395,197), the club has unrestricted reserves of $56,999.

Events & Publicity:  Rancho Days event will be an adult/junior mixer October 17 and open to all. Food and drink will be provided.

Buildings & Grounds:  Pines trees have been trimmed; there is new artwork in the clubhouse; there will be no ramp installed on Court 10; the bench/posts on the clay court have been painted by Mateo

Membership:  La Jolla Bank will, once again, underwrite the printing of the club directory. Marion will get an updated membership list from the Association.

Website/Newsletter:  Website construction is moving forward.  The board discussed the possibility of having some portions of the website password protected for member use only.

Association/Golf Club Liaison:  All’s quiet.

Old Business:  Drinking fountains will be addressed.

Adjournment:  7:12 pm

= = =

Rancho Santa Fe Tennis Club

Board of Directors Meeting Minutes

September 7, 2009

President Kathy Stumm called the meeting to order at 4:50 pm.

Members Present: All board members were present – Alan Balfour, John Connolly, Barbara Groth, Marion Hinchy, Paul LeBeau, Irene Lowe, Craig McAllister, Barbara McClanahan, Kathy Stumm.  Also present- Dophie Poiset and Lynn Jennings.

Member Input:

Club members Victoria and Kevin Wieck addressed the board, asking for clarification of the rules regarding guest privileges.  They also asked for the club ball machine to be more readily available for member use.  Mr. and Mrs. Wieck were thanked for their input and were told that the board would discuss the issues presented.

Four notes from the Club’s “member input/suggestion” box were read and discussed. The first was a comment about the use of courts on drop-in days.  Lynn and Dophie  verified that some days all courts are used. Since this does not happen often (and is the sign of a thriving tennis club), the board decided to make no changes at this time.  The second note asked if parking is or is not allowed in front of the planters at the Club entrance.  The area directly in front of the Club house doors is a “No Parking” area.  The board decided not to post signs at this time. The members that repeatedly park in this area will be asked, once again, to park elsewhere. Signs may be needed in the future – perhaps painted on the asphalt.  The third note from the suggestion box asked that the non-operating ice machine next to the sink in the kitchen be removed.  The board agreed.  The fourth note commented that the gate posts at the clay courts need paint. The board agreed.

The issues posed by Mr. &   Mrs. Wieck were discussed.  In the future, the ball machine will be outside the storage shed during Club business hours, easily accessible to Club members checking it out for use.  Regarding guest privileges,  members will be able to call the Clubhouse to register their guests.  This issue will be re-visited if this approach does not work to the benefit of Club members.

President’s Report:  Kathy Stumm read a thank-you note from Dophie regarding the party the Club sponsored to celebrate the 25 years Dophie has been at the Club.

Secretary’s Report: The minutes of the August 4, 2009 meeting were approved with one correction- the Twilight Mixed Doubles Event will be 9/18/09 rather than 9/20/09.

Treasurer’s Report:  Membership activity for the month of August, 2009 –

2 family enrollments  / 1 Activation  / 2 In-activations/  3 Cancellations/ 4 Limited Memberships  added

Highlights  -  Lynn will keep records of the pros’ lessons.

Leagues dues and expenses will be categorized under club expenses/income rather than the “social” category.

A category for board expenses (ie. thank you’s) will be created

Membership: Marion, Lynn, Dophie and Kathy have written a letter for new covenant members describing and promoting the tennis club which will be given out by the RSF Association.  The letter offers:  1 free ½ hour lesson,   a 6-time pass to the tennis club and 2 guest passes. The letter’s “offerings” expire 6 months after home purchase.  The board unanimously approved the letter for new covenant members.

Events & Publicity: The 25th Anniversary Event for Dophie had approx. 80 attendees.

The next event is Sept 18th – “Twilight Mixer”.

The concept of a Sunday mixed doubles drop-in/mix-up was discussed.  The games would be more social than competitive.  More thought & discussion is needed.

Building & Grounds: New art work for the club house is being arranged – perhaps on a rotating basis. Court #10 needs an entrance that deals with the height difference between the concrete walkway and the higher court level.

Of the 6 outdoor water fountains not functional, 3 are beyond repair and will be removed. The remaining three will be repaired.

A tree trimming bid of $1400 was received for the lacing of 8 pine trees and the removal of 2 others. The board voted unanimously to accept the bid.

Website & Newsletter:    The last newsletter was a success. Alan requested photos of club activities -  especially “action” shots.  He also asked for feed-back regarding the web-site, a “work in progress”.

Association & Golf Liaison: All’s well.

Club Operations:  The possibility of creating an entrance/exit between Courts #10 and #11 was discussed. The junior programs take place at the far end of the club and a gate and pathway with handrails would improve “traffic flow” between the courts. Dophie was asked to investigate the costs.

Adjournment:  6:50 pm

Previous month’s minutes

August 4, 2009

President Kathy Stumm called the meeting to order at 5:05 pm.

Members Present: John Connolly, Barbara Groth, Marion Hinchy, Paul LeBeau, Irene Lowe, Barbara McClanahan, and Kathy Stumm. Lynn Jennings and Dophie Poiset were also in attendance.

Members Absent: Alan Balfour and Craig McAllister.

Member Input: none

Secretary’s Report: Minutes of the August 4, 2009, meeting were approved.

Treasurer’s Report: Membership reports activity for the months  of  June and July, 2009, were reviewed

Activations = 2 (1 non-resident single + 1 family)

Inactivations = 2 (2 single)

Cancellations = 7 (2 family + 3 junior + 2 single)

Change = 1 (non-resident single to single)

Total annual tennis memberships as of 6/30/09 = 276.

As of 6/30/09, there is an operating surplus of $20,582 and a total reserve fund of $488,801, which is $10,604 over the reserve recommended by the RSF Association Study.

Events and Publicity: A tentative calendar of Social Events for 2009/2010 was presented for review.

These include:

Sunday, August 30 – Dophie’s Silver Celebration/End of Summer Family BBQ & Mixer

Friday, September 18 -  Twilight Mixed Doubles Round Robin/Appetizers&Wine with LSFCC guests

Saturday, October 17 – Rancho Days Mixer/New & Prospective Members  BBQ on Patio 1-4 pm

Building and Grounds: The bench on the clay courts (courts 5 & 6) is deteriorating  from water needed to maintain courts.  The decision was made to repair the bench  until a replacement is needed.

New playground equipment has been installed.

Two of the paintings now in the clubhouse have been donated to the club by the artist, Robyn Wilkinson.

Website/Newsletter: The newsletter is expected to be out early September  with more to follow 3-4 times/year.  The complete social event calendar will be posted on line as dates are confirmed. The plan is to post photos and bios of club staff members.

Association/Golf Club Liaison: nothing to report

Club Operations: Two bids have been received for  installing a workstation in the pro shop which will enable the club manager to access the computer  while greeting members and overseeing club operations.  A third bid is expected soon.

RSF Tennis Club has been asked to be a site for a “feeder round”  October 10 & 11 for the Cystic Fibrosis Pro/Am Tennis Tournament to be held at Fairbanks Tennis Club October 17th.  The request was approved.

The gates to the clay courts will be locked to prevent non-members from using them. Members will be given the combination to the locks for their use.

It was noted that some of the pine trees  closest to the courts need to be trimmed.

It was announced that Dave Dollins has retired.

The board meeting was adjourned at 7:05 pm.

Respectfully submitted,

Barbara Groth

Secretary