1. CALL TO ORDER, ESTABLISH QUORUM. Doug called the meeting to order at 5:05 p.m. at Lake Murray Tennis Club. He indicated that there was a quorum. He also said that this is the January Board meeting since the original date of January 19 had been changed to today’s date, February 2.
Board members:
Present: Douglas Goodall (President), Marty Sterling (Treasurer), Nira Lipovsky (Secretary), Diane Bailey (Premises), Debi Adcock (Leagues and Tournaments), Ken Schiermeyer (Social), and Kathy Emmerson (Manager).
Absent: Terry Ouellette (Vice President), Len Packard (Head Pro), Lisa Serrano (Membership) and Donn Goss (Past President).
Guests: None.
2. CONSIDERATION OF THE DECEMBER 21, 2009 MINUTES. MOTION TO APPROVE. KEN MOVED, SECONDED BY DEBI, TO APPROVE THE DECEMBER 21, 2009 BOARD MINUTES. THE MOTION PASSED.
3. TREASURER'S REPORT – CONSIDERATION TO ACCEPT FINANCIALS FOR DECEMBER, 2009. Doug e-mailed Marty’s Register Report for December to the Board prior to the meeting. Prior to the meeting,Viki e-mailed to the Board the following: Balance Sheet dated Dec. 31, 2009, Profit & Loss Jan – Dec 09 and Profit & Loss YTD Comparison for Dec 09 and Jan – Dec 09. Doug asked if everyone had reviewed the Budget that Viki sent. Some time was spent reviewing Viki’s recommendations. Viki’s recommendations can be located in the Meeting Outline at the end of these Minutes. Marty did not have any concerns about Viki’s recommendations. Kathy commented that, on the north side of Court 10, the windscreens are in bad shape and falling apart. Motion to approve Budget: Debi moved, seconded by Marty, to approve the Budget. The motion passed. Marty discussed the financials for December. He commented that we were $9,000 over budget for 2009. We were off by $400 per court for resurfacing. He said that there is a lot of money that should be in the end of the year accounting. He said that he is writing checks in January that should be in last year’s expenditures and that Viki deals with this matter. Marty distributed the January, 2010 Register. We have a balance of $64,567.95 as of January 31, 2010. The balances in the 6-month CD and the Money Market Account totals $223,056.06. The Board accepted the Treasurer’s Report for December, 2009.
4. REPORTS.
A. Head Pro. Len Packard. Len was absent. Kathy said that Len wants to have a kids’ league on Sundays starting at 1:00 p.m. He is requesting four courts for this. Ken moved, seconded by Marty, to approve four courts for a Kids’ League on Sundays beginning at 1:00 p.m. The motion passed. Kathy said that Len also asked her to check with the Board about holding a junior tournament on February 20th. He will need six courts from 11 a.m. to 6 p.m. (actually, it should end by 4:30 p.m.) There is league that day and Allie will be teaching, so, for part of the day, there would be no courts for members. This tournament is an annual event and management feels Len should be able to host it this year once again. Kathy said there will be plenty of notice on the sandwich boards, bulletin boards, and website advising members of this tournament. Ken moved, seconded by Debi, that Len have six courts from 11 a.m. to 6 p.m. for a junior tournament on February 20. The motion passed.
B. Membership. Lisa Serrano. Lisa was absent. Lisa said, in her report which is attached, that she would like to discuss saving $500 twice a year by choosing to e-mail the memberships their bi-annual newsletter as an attachment. She said we are missing about 10% of the members’ e-mail addresses. We can choose to send newsletters by regular mail to those missing e-mail addresses only and provide copies at the front desk. She also suggested that, when we vote in June, the staff can take the vote ballot from each member and check off their participation from the roster to guarantee no duplicates. Lisa believes we would have more participation in voting if the ballots were at the clubhouse rather than mailing them because many don’t remember to bring in their ballots. Discussion followed regarding Lisa’s suggestions. We have 368 memberships now. Should we mail just the ballots? The printing cost of the newsletter is $23 an issue and it costs over $400 to mail them to the members. Diane moved that we discontinue the mailing of the newsletters. There was no second so the motion failed. Marty said that the Election Committee handles our elections of officers. Numbering Ballots. Marty said that we should number the ballots, and we can do this by obtaining a numbering machine. He said that we still have membership cards for people who want cards. (Please see attached Report e-mailed to the Board at an earlier date.)
C. Leagues and Tournaments. Debi Adcock. Debi said that Kathy and she got together and discussed the Captain’s Packet. Some changes were made for clarity. They added to the Packet the information about shoes. They made the additions that Lisa requested. New members for leagues. Debi said that she wants to receive a new members list from Lisa as new members arrive. It was agreed that we will print a members list if a member requests one and charge the member $1 for the list. Marty suggested that Board members be given a list of member. The list would include the members’ addresses. (Please see attached Report e-mailed to the Board at an earlier date.)
D. Social. Ken Schiermeyer. Ken said that he would like to set up a social tournament at the Club to promote play at Lake Murray. The dates he proposed are April 10 and 11. The social would need about 6-8 courts. He said this date does not compete with existing adult USTA tournaments in San Diego, and there is availability at our club. He has talked with Lenny about helping with the social. Fees will be charged to cover the cost of tennis balls. He will advertise this event by e-mail and on the sandwich board and in the clubhouse. Nonmembers can attend. Ken and Lenny will decide on the format which will probably be mixed doubles. He will contact Bob Beedle about helping with the social. Contributions may be obtained from Kiels and Windmill Forms. Marty moved, seconded by Debi, that Ken, assisted by Lenny, hold a social at the Club on April 10 or 11 and utilize 6 to 8 courts for play. The motion passed. (Please see attached Report e-mailed to the Board at an earlier date.)
E. Premises. Diane Bailey. Diane arrived at 5:20 p.m. Doug wanted to thank all of Diane’s volunteers for spreading the mulch around the premises. Diane said that volunteers are needed this Saturday to continue the work. She said that we will have to pay money for decomposed granite, and she said how important it is to have volunteers to keep our costs down. Diane said that Kathy Williams wants to purchase a memorial table. Doug discussed platform support for the table. Diane moved, seconded by Marty, that we approve Kathy Williams’ purchase of a memorial table at our cost of $100. The motion passed. Diane said that we might get some community support from Patrick Henry High School students who would volunteer their time to work at the premises.
F. Management. Dan and Kathy Emerson. Thanks, Aleta. Aleta Whitaker entered the Clubhouse during the meeting and the Board thanked her for all she has done to make the Clubhouse look so beautiful. Kathy said that Courts 3 and 4 should be resurfaced and ready by this Thursday. Marty will have a check ready to pay for the resurfacing work. Kathy said that Court 9 needs some repair as the rebar is coming up. It will be fixed at no cost to the Club as it is still under warranty. She said that a transformer blew and a part has been ordered. This means that the ball machine is not working and the water is not cold in the fountains. Jan McNamara’s Court Reservations Petition. Kathy said that the process is still continuing for a couple more weeks and probably will be completed by February 19. (Please see attached Management Report e-mailed to the Board at an earlier date.)
5. REPORT ON OUR WEBPAGE. Doug Goodall. Members List. Doug said that some people had trouble locating the Members List on the webpage. He said he will make some changes so that the List will be easier to find and easier to read. Lisa said she wants to stop doing the monthly updates, so Doug is looking for someone to take over this job. Lisa has done a fine job in handling the updates and the Board appreciates all her good work and time she has spent on this project. Debi volunteered to take over the monthly updates. Doug said that he will make a template for Debi to use to do the updates. He thanked Debi for volunteering and said that the job takes dedication. (Please see the attached President’s Report that was e-mailed to the Board regarding e-mail updates and the procedure to follow in this regard.)
6. PRESIDENT’S REPORT. (Please see attached President’s Report e-mailed to the Board at an earlier date.)
7. DATE OF NEXT MEETING. It was agreed to skip the February meeting. The next meeting is set for Monday, March 8, 2010 at 5:00 p.m. at the LMTC Clubhouse. It was agreed that the e-mails sent back and forth between Board meetings has become very time-consuming. Doug said that he will work to solve this problem.
8. ADJOURNMENT. The meeting adjourned at 6:04 p.m.
Respectfully submitted,
Nira Lipovsky
Secretary
Lake Murray Tennis Club
Motions:
1. Motion to approve Budget: Debi moved, seconded by Marty, to pass Budget. The motion passed.
2. Ken moved, seconded by Marty, to approve four courts for a Kids’ League on Sundays beginning at 1:00 p.m. The motion passed.
3. Ken moved, seconded by Debi, that Len have six courts from 11a.m. to 6 p.m. for a junior tournament on February 20. The motion passed.
4. Marty moved, seconded by Debi, that Ken, assisted by Lenny, hold a social at the Club on April 10 or 11 and utilize 6 to 8 courts for play.
5. Diane moved, seconded by Marty, that we approve Kathy Williams’ purchase of a memorial table at our cost of $100. The motion passed.
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