SADDLEBROOKE TENNIS CLUB BOARD MEETING MINUTES

WEDNESDAY, MAY 2, 2007

 

 

CALL TO ORDER:  STC President, Connie Kacer, called the meeting to order at 3:00 PM.  Board Directors present were President: Connie Kacer, Vice President: Bob Rutstein, Secretary: Don Stull, Treasurer: Riley Jackson, and Director at Large: Karen Gray. 

 

 Presentation by Joseph Fiorito of the HOA # 2 Food & Beverage Committee.  He informed the Board of improvements that have been made and requested the STC membership let the committee know of any further improvements they would like. 

 

 

ANNOUNCEMENTS: 

 

Part Time Tennis Pro:  On Monday, May 21, Terry Gibson will be ready to start his duties for the STC.  He will be working Monday and Thursday of each week.  He will also be attending the Memorial Day Social so he can begin meeting the membership.  Members are encouraged to introduce themselves to him.    Copies of his responsibilities (Exhibit A), and his fee schedule (Exhibit B) will be posted at one of the Tennis Center bulletin boards by the end of this week.

 

Charity Committee established:  Bruce and Bonnie Nissenbaum will coordinate the event.  Karen Gray will be liaison. 

 

Club Championships—thanks to Carol Eisenbraun (event coordinator), Kathy Majer and Bonnie Johnson (social events) and Dick Hamilton (publicity) for their contributions to a very successful event.  Riley congratulated Carol and her team on coming in below budget.

 

Bylaw Committee Update:  The committee has met a couple of times and plans on meeting with the Board during the summer with recommendations that can be presented to the membership at the September meeting regarding expanded voting options such as  voting by e-mail and absentee ballots.

 

STAMP—After some discussion, the Board decided that starting ASAP; matches will be set so that the members with the closest scores are placed together, regardless of sign up order. This will be on a trial basis.

 

BOD Meeting ProcedureIt was initially proposed that BOD meetings be conducted in the same manner as those in HOA # 1 which allow for member comments and suggestions prior to the start of the BOD’s discussion.  Steve Watry objected, suggesting that once the BOD begins deliberations, something new may come up in the discussions that weren’t on the agenda and members in the audience may want to provide input.  Steve Leane said it is up to the President’s discretion whether or not to allow comments from the floor.  In the past, President’s have tended to be fairly permissive in allowing comments.  (The proposed new procedure was rescinded at the end of the meeting as members seem to enjoy commenting as the meeting progresses.  However, at no time will disruptive behavior and name calling be tolerated, and if someone raises an issue that is not being discussed that member may be called out of order.)

 

 

READING AND APPROVAL OF MINUTES:  Secretary Stull stated the minutes for the Board meeting on March 9th had been reviewed by Board members, posted on the STC website, and posted at the Tennis Center with no requests for corrections.  The minutes were approved.

 

 

TREASURER’S REPORT:  Treasurer Riley Jackson reports $44,448.94 in savings; $1094.73 in checking for a total of $45,543.67.  The Charity Fund has $1425.58.  Current active members are 492 of which 9 are associate members. 

 

 

COMMITTEE REPORTS:

 

HOA # 1 Tennis Committee-Bob Rutstein:  PickleBall players will have a temporary court(s) at the Preserve until their permanent court at DV is completed.  Special Groups that require multiple courts will in the future request approval from the Tennis Committees 2 times a year and will only have to describe any changes to their programs, if any.  Painting of lights and fence posts at SB will occur soon.  Windscreens on courts 1-6 will be replaced this summer.  Patio furniture will be replaced later this year.  New traffic flow in the parking lot at the TC will be identified by new signage and painting.  Problems with SB courts continue to be addressed.  New landscape plants will be installed around the Tennis Center and where trees have been removed.

 

Charity Committee Event Update---Bruce Nissenbaum:  Will be held Saturday November 3rd.  Youth On Their Own and Tri Community Food Bank have been chosen as recipient charities.  The Board voted that the cost of the charity website (approx. $125) should come out of the Charity Fund.

 

 

NEW BUSINESS:

 

Internet Sign-Up System - Feasibility Study Group’s findings & recommendations presented by John Holmes:  Members of the Feasibility Study Group are John Holmes, Dick Fleming, Bruce Nissenbaum, and Nancy Frazer.  The Board liaison is Don Stull.  John sees a 3 step process of:  1) Board approves recommendation; 2) a Straw Poll is conducted with 2/3 of respondents approving; 3) STC members approve the necessary funds at a special meeting.   

 

Three options were presented:  (see attached) Option 1 – cost $700 a year just to maintain the current programs.  Option 2 – cost $3900 for a STC owned website (with a “bridge” to existing programs) that would allow internet sign ups for organized play.  Option 3 – cost $16,450 that would include a STC owned website and programming, allow organized play sign ups on the internet plus the ability to reserve courts online.  (It recently came to the attention of the Feasibility Group that HOA-2 has a program on their website that could possibly be used to book tennis courts, but this needs to be researched further.)  Bruce Nissenbaum prepared a financial projection which showed the STC with approximately $14,891 surplus at the end of 2007.  Treasurer Jackson concurred with Bruce’s figures.

 

The feasibility Group is recommending Option 2 as offering significant benefits for the cost, plus being a good starting point to evaluate any future upgrades.  The Board accepted the recommendation of the Feasibility Group (5-0) and will recommend approval to the membership in a Straw Poll.

 

Maintenance:  BOD to establish guidelines for maintenance of tennis facilities—coordinate responsibilities of STC team, HOA crews and Tennis Committees.  The bottom line is members should let Joel Wyner know first if problems are seen on HOA-2 courts.  Bob Rutstein will coordinate resolving problems with HOA-1 tennis facilities.

 

Survey on self-rating system:  With a week to go, responses are:  121 total; 21% NO; 79% YES.  Karen Gray suggested we may still want to put out descriptions of rating levels so members can double check the accuracy of their ratings.  STAMP is currently available to those who dislike the self-rating system.  In addition, John Holmes is about ready to install a new scoring system which members may find more attractive than STAMP.

 

 

CORRESPONDENCE:

 

The Board heard input from Larry Gray in regard to a memo he sent to the Board regarding capital expenditures.  Larry feels the purpose of the club is not being furthered by spending dues money on certain capital items, such as canopies.  After additional comments from the members in attendance and the Board, it was determined that the recent formation of a Capital Expenditures Committee and the process that was followed by the committee and the Board in approving items for funding was legal and supported by a majority of the members.  In the future, members who hold opposing views should make their views known at membership meetings devoted to this issue.

 

 

ADJOURNMENT:

 

The meeting was adjourned at 5:03 PM

 

 

Respectfully submitted,

Don Stull, STC Secretary


OPTIONS FOR STC COMPUTER SYSTEM UPGRADES

 

 

DEFER CHOICE TO ACQUIRE CAPITAL OPTION

(Cost 1 yr Lease Fee $700)

 

ELIMINATE FUTURE LEASE FEES

 

ACCUMULATE FUNDS FOR A FUTURE CHOICE

 

FREEZE AND STABILIZE EXISTING APPLICATIONS

 

ESTABLISH NEW SPECIFICATIONS FOR A FUTURE PRODUCT

 

 

WEB BRIDGE OPTION 

(Additional Estimated Capital Cost Not To Exceed $3900) +

(Additional Annual $250 Lease Fee Operating Cost)

 

NEW CLUB OWNED HOSTED WEB SITE

 

CLUB OWNED SERVER SIDE PROGRAMMING

 

WEB SIGN UPS FOR ORGANIZED PLAY

 

OPERATIONAL BENEFITS INCLUDING AUTO SIGN UPS AND PRE-PAIRING

 

ESTABLISH NEW FEASIBILITY STUDY AND SPECIFICATIONS TO CONSIDER

A FUTURE WEB COURT RESERVATION BOOKINGS SYSTEM

 

 

NEW COMPLETE WEB BASED APPLICATION

(Estimated Cost $15,750 + 1 yr. Lease Fee $700 = $16,450)

 

NEW CLUB OWNED HOSTED WEB SITE

 

TOTAL CLUB OWNED WEB BASED APPLICATION REPLACING EXISTING PROGRAMS

 

WEB SIGN UPS FOR ORGANIZED PLAY

 

OPERATIONAL BENEFITS INCLUDING AUTO SIGN UPS AND PRE-PAIRING

 

WEB COURT RESERVATION BOOKINGS

 

APPLICATION IMPROVEMENTS AS DESIRED