Board of Trustees Meeting Minutes

Meeting: February 27, 2013

Attending: Cory Bemis, Stephen Welt, AnnElise Anderson, Rich Mathieu, Bob Guchee, Bryce Cooper, Kim Morton, Corrine Choy, Mike Mills, Matt Sackmann, Deb McCown

Not in attendance: Andrea Skinner, Andi Cigich

Meeting called to order at 5:30pm

Opening Remarks: (Mike Mills)

Open Forum: (Membership)

Discussed problems with posting of the minutes.  AA will be posting on the website as well as in the indoor club. Computer problems at the last meeting caused delayed completion of the minutes.

Tennis Department Update: (Stephen Welt)

-          High school tennis has started and reduced traffic at club now

-          USTA Teams. Many teams have been created with staff involvement and we will need to see how that turns out.

-          Tyson is a teaching machine and is doing very good on the court. He is dedicated and a good teacher.

Membership Reports: (AnnElise Anderson)

-          Monthly Changes. 8 net new members. All using the 12 month contract to waive the initiation fee. This seems to be well regarded and helps close new memberships.

-          Summer Membership Sales/Promotions. Starts on March 1. Priced the same as last years. We have a “sponsor a summer member” program where 10% of the new member dues is credited to the sponsoring member.  Not valid for past summer members. Goal is $28,000-$30,000 for summer memberships.

-          Winter Jr Membership.   Need to re-evaluate this as not beneficial for the club. Stephen thinks we should do away with this. There is no initiation fee, can quit any time and usually do. They also get a 20% discount on lessons. These users get court time for too little to even cover the estimated $11/hour that it costs to run the courts.  Option might be to require an annual contract. We have 19 junior members now.

-          Kissel Park mixed doubles league was brought up by Bob as an issue with some members. These non-members paid $9 for court time. This did generate about $1000 of revenue in the last session. This will not be continued next year.

Social Event Updates: (AnnElise Anderson)

-          March 16^th St. Patty’s Dinner will be held at the outdoor club.  This is the same weekend as the USTA tournament

Financial Reports: (Stephen)

-       Accounts Receivable Aging/Past Due Update:  Working this list and effectively reducing the list but with some problem areas that we discussed.

-          Discussion of initiating a surcharge for payments done with credit cards was discussed. A variety of options discussed and more study and discussion will be done. Annual credit card fees cost the club $6,000 and are increasing.

-       Investment Policy Statement, Edward Jones, US Bank.  Finance committee discussed investing the extra funds we hold now.  It was discussed that we should use this extra money on club improvements, this is not the rainy day funds which are $50,000.  Spending the excess funds should help promote additional membership which is a major objective.

New Business:

1. Pool Budget - Amount on the kiddie pool should be less than budgeted

1. Remaining Capital Budget.  Using some of the extra funds in our capital account to improve the outdoor clubhouse was discussed. A budget and plan will be prepared for approval. This would include painting, roofing, carpeting and more. The objective is to make the clubhouse more desirable for private events that will bring in rental income and promote membership.

1. Committee Issues
   1. By-Law Committee Update (AnnElise Anderson) Still working on members and meeting times. 
   2. Maintenance Committee
   3. Roseburg Tennis Club is looking for help managing their club.  They ended up hiring a manager that has not worked out and they would like YTC help in finding a new manager to be trained and mentored by Stephen and Andi for a fee of $6000 for a year.  Stephen would help recruit a teaching/manager.  Cory discussed the contract must have a waiver of liability.  Stephen’s time is very important to YTC and Mike offered some concern about this. Deb was concerned about impact on the rest of the staff. Cory suggested that the board should approve the contract after review.

Yakima Tennis Club

2505 Fruitvale Blvd., Yakima, WA  98902

509-248-2938    Fax 509-248-3444

Board of Trustees Meeting Agenda

Meeting: January 24, 2013

Attending:  Mike, Corinne, AnnElise, Kim, Rich, Andi, Steven, Bob, Deb, Corey

Opening Remarks: (Mike Mills)

Open Forum: (Membership)

            Kim and Andrea began a discussion regarding Ladies Night scheduling.  There have been some negative comments in regards to the 7:45 start time.  Multiple options were discussed including moving the start time of the 1^st round to 5:45 with the second round starting at 7:30, or changing to a first to 5 games format.  Steven and AnnElise will continue to monitor this situation.

Tennis Department Update: (Stephen Welt)

Membership Reports: (AnnElise Anderson)

Social Event Updates: (AnnElise Anderson)

Financial Reports: (Andi Cigich)

            - Accounts Receivable Aging/Past Due Update (AC)

1.  See attached P&L

2.  See attached Balance Sheet

3.  Waiting for final bid on the installation of Kiddie Pool

4.  Discussed Past Due accounts.  It was decided that Letters of Membership Suspension would be sent to:  ________________________, ___________________________.  Included in this letter will be a notice that the past due accounts will be sent to collection 30 day following the date of the letter.

New Business:

1. New Staff: Ali Griffin – Office Assistant/Tennis Professional.  Ali has a BA in marketing & business administration – she will be a great addition to our staff.

1. Future Board Nominations:  Discussed electing 2 board members and appointing 1 board member.  This topic was left open for future discussion

1. Committee Issues

1. By-Law Committee Review Formation (SW):  It was decided that all new board members (Andrea, Corinne, Deb), Steven, AnnElise, Kim, Corey & Matt will meet once a month to review the By-Laws.  It was also suggested that we include Jim Degrasse & Becki Levon.
2. Bryce Cooper - Finance Committee Board Member – No report
3. Maintenance Committee: Deb volunteered to be part of this committee to assist with landscape design.

1. We discussed the annual All-Staff Christmas Bonus drive – which is completely separate from the above referenced annual bonus.  The 2012 All-Staff Christmas Bonus drive netted $2275 for staff bonuses.

YTC Board Meeting Minutes
December, 2012

Attending:  Stephen Welt, AnnElise Anderson, ,Rich Mathieu, Mike Mills,  Bob Guchee, Bryce Cooper, Corrine Choy, Deb McGowan, Andrea Skinner, Matt Sackmann
Not in attendance: Cory Bemis, Kim Morton

Meeting called to order at 5:30pm

Minutes from last meeting unanimously approved.

Open Forum:

• Leave of Absence Policy discussed: Medical or regular LOA – at least 4 months, max 1 year.  Member pays 40% of dues during leave. Has been in effect for 1 year.
• Visiting Member concerned that we have lost members because of leave of absence policy.
• What if someone is here for just 5 months each year?  Perhaps a summer membership could work.
• AnnElise will call members affected.
• Stephen has never seen LOA policy at any other club he has worked at. At the end of the day the Club still needs to operate when people leave.

Tennis Department Report:

• Good month
• 71% omm.. Payout
• Higher than normal because no tournaments – lots of concessions oand clinics
• Holiday Camps – busy getting organized
• Managing ladies USTA 2013 teams
  • Getting the word out on the new format – objective is to get more players involved and take the pressure off of individual members to organize and manage USTA Teams. 
  • Steven & AnnElise are organizing the teams
  • Washington Team Cup Challenge at the end of January
  • Next step is tackling the Men’s USTA teams – this will be challenging

Social Department Report:

• AnnElise reported that the Event Planning Flyer is ready for distribution.  The objective is to get the word out to the community.
• There are 3 events scheduled in the next 2 weeks.
• Mary Jacky has been instrumental in promoting the club for events.

continued

• Regarding Club Socials: 
  • The goal is one Club Social per month
  • Last month the Mixed Junior Social used 7 courts and was a fun and successful event.
  • Upcoming…Ugly Sweater Social, Family Mixed Doubles, Ladies Social, Snowball Tourney and Washington Team Cup

Business Dealings

• We discussed how to appropriately respond to members questions regarding business dealings (such as the business arrangement the Club has with Sporthaus).
• It was determined that Stephen as General Manger controls the “business dealings” of the Club.
• The Board needs to be informed of the policies and procedures pertaining to the business dealings, but the final decisions are made by the GM.

Membership Report presented by AnnElise:

• 21 new members since October – no initiation fee, but active members
• 27 upgrades since January
• Revenue up $1000/month since January 1st, 2012
• Since January 1st:
  • 29 new members
  • 36 upgrades
  • 29 downgrades (snowbirds – lost 4 snowbirds before new policy
  • 49 members resign (21 juniors)
  • 17-19 average members on Leave of Absence (1st year of new policy is the toughest)
  • Deb asked about a “Social” membership policy – similar to the Country Club
  • There was a lot of discussion about contracts and initiation fees. In addition there were questions about enforcement of contracts and dues. 
  • Conclusion:  We need more information and legal review.  We need to have firm, defined policies in place.

Financial Report presented by Andi:

• Tax accountant has completed 990 with some changes to our financials including a $71k loss on disposed pool and court assets.
• Net Income changed to $53k Net Loss on paper
• Bill from tax accountant reduced to $1300 from $1800
• Reviewed income numbers – ahead of budget due to lessons/clinics
• Expenses – savings money due to hiring Bryan – great addition.  On track with expenses YTD.
• $4600 YTD net income
• Won’t have winter Junior tourney inflows in Jan/Feb like we did in 2012.  Westside kids don’t want to travel.  Next quarter could be rough.
• Balance sheet - $186k in bank.
• New YTC products/logowear
• Other items are Sporthaus – commissionable @ 20%
• Board had questions about Sporthaus contract – we need to understand the particulars.
• Mike made a motion to approve the Capital Budget, Bob seconded the motion.  All in favor, no opposed. Capital Budget was approved.

Building Maintenance Report

• Bryan is completing a big majority of the needed building improvements.
• Bryan is approved under the Club insurance policy to complete In-House work.
• Bryan will fix all heaters.
• Bryan is working on re-configuring office space.
• It will cost between $16k & $18k to complete the Kiddy Pool project.
• Andrea will have Kern Skinner call regarding a bid on the Rain Gutter project.
• $35k Capital Expenditure recommendation for 2013 from Finance committee.
• $35k from savings to cover all expenditures that need to be completed.
• There were some questions from the group regarding the importance of the Kiddy Pool?
  • Stephen and Andi confirmed significant revenue directly related to the presence of the Kiddy Pool from summer memberships.
  • Maintenance Committee currently consists of Bryan, Vern, Sig, Treg & management.  We would like to add some talented women to this committee – perhaps some of the women in charge of the club flowers.

Social Report

• New member welcoming is really helping get people involved.

Accounts Receivable:

• We discussed the Aged Accounts Receivable Policy and the current members on this list. 
• The board discussed sending Notice of Suspension to members with severely past due balances.  We also discussed inviting these members to come to the Board to explain their circumstances.

Miscellaneous:

• It was decided that new board members will review Club Bylaws.  Matt Sackman would also like to review the bylaws.

Meeting adjourned at 7:38 pm.

Minutes respectfully submitted by Andrea Skinner, Jan. 1^st, 2013

YTC Board Meeting Minutes
November 15, 2012

Attending: Cory Bemis, Stephen Welt, AnnElise Anderson, ,Rich Mathiu, Ken Wager, Mary Miller, Andi, Bob Guchee, Bryce Cooper, Kim Morton, Corrine Choy
Not in attendance: Angie Meloy, Mike Mills, Matt Sackman, Deb McCown

Meeting called to order at 5:30pm

Tennis Department Report:

• “All good” according to Stephen.  More issues with maintenance than with tennis. We have a new maintenance person now on staff now.
• 3.0 Ladies and 4.0 men’s should get wild-card into sectionals. Teams are growing which is good for membership retention.  Stephen is encouraging even more team involvement.
• Planning on having three 3.5 teams and two 3.0 teams. Getting a lot more participation from ladies.  Planning on changing men’s night to have sessions at 6pm and 7:30pm to have more broad range of involvement.

Financial reviews:

• P&L reviewed and the revenue results are ahead of budget for the previous month and YTD. Annual report was delivered with final net income of $27,800 which is the board all agreed was very good.  Last year was higher only due to the sale of the parking lot property.
• This will be delivered to the general membership at the annual meeting
• Balance sheet review.  Accounts receivable is at a new low due to collection efforts being made.
• Only 5 accounts are in the over 90-day column.  Board discussed those that are past due and what activity we should adopt to collect from all members on time.
• Comparison with previous 3 years. 
  • Food and beverage was reported only as net in previous years accounting and reported that way now although we now have revenue and cost calculations.
  • Income is up dramatically while costs are also higher the net income from operations is $40,000 which is much better than past years. 2011 had the property sale for $94,000 shown as income which would have shown a loss for the year without that. We have made a significant turn-around.
  • Total cash on hand is increased over previous year, new loans and refinance was largely the reason. 
  • AR is $14,000 lower but that is a good thing as much better collection process is in place
  • Note payable was increased by $177,000 but at lower monthly cost.  This funded the capital improvements. Total monthly payments including the debt service is fully covered by monthly operations.
  •  
  • Inspection report review. A paid inspection was performed of both facilities
    • Outdoor club
      • Roof on the pool cabana building is badly in need of repair.  It leaks and will be costly to repair.  The inspector recommends considering a complete replacement
      • Main clubhouse building roof may have up to 5 years of life at most
      • Deck supports has rot problems and must be replaced as soon as possible. Bids will be requested.
      • Electrical repairs are needed
      • Furnace room gets too hot and needs to be addressed
• Indoor club
  • New shingle roof over lobby will be needed within 2 years
  • Electrical upgrades are needed
  • Heater over court 4 is leaking exhaust gas.  Contractor has surveyed the problem and thinks it is ok to operate.  Replacement on all 8 units is $30k
  • Received bids on 3 options
  • We have a Co2 issue and testing has been conducted.  No heat will be turned on until this is addressed.
• Other capital needs
  • Reviewed the capital budget project list available from staff
  • Kidde pool or water feature options were discussed by more review is needed
  • We may consider an option to present to membership a certain amount that can then be increased with fund raising.
  • The 5-year plan has $ $197,000 capital projects.  Cash on hand and projected cash flow from operations will not fully cover this amount so other funds may be needed.
  • Concerns were discussed on how the economy will affect memberships

• A Motion was offered to elect Matt Sackman as Vice-President by Bob Guchee, seconded by May Miller and unanimously carried.  Thank you Matt

Membership report presented by AnnElise

• 13 new members since October 1.  Net membership gain of 4 members
• Net membership revenue gain of $981 per month
• New members are getting involved quickly with janna’s help
• Upgrade 8 summer members to full membership

Staffing report

• New maintenance person, Bryan Voelker, is very skilled and working out well
• Christmas staff bonus fund is underway. Distributed by Stephen

Social Report

• New member welcoming is really helping get people involved

Meeting adjourned at 7:10 pm

Dear YTC Member, November 1, 2012

Please come to the YTC’s 2012 annual general meeting on Monday November 19^th at the outdoor club at 5:30 pm.
Complimentary food and drinks (courtesy of the Court Café) will be available starting at 5:15 pm.

The many positive changes at Yakima Tennis Club over the last year are making it a very dynamic and vibrant tennis community. Senior management and the Board of Directors have worked tirelessly to improve operating standards, offer more services and upgrade customer service levels. We have seen increases in membership due to partnerships with YFCTA, membership drives like ‘Sponsor a Friend’ discounts, summer membership enrollments, socials and general tennis programming. Our Net Income was $27,868 which is a 174% increase over budget and a phenomenal result in the history of YTC. Additional revenue from tournaments, a profitable performance from the Court Café, and a restructuring of our mortgage combined with a reduction in budgeted expenses has given YTC its most stable financial position in years.

2012 also brought us the pleasure of hosting a USTA $50,000 Women’s Pro Circuit Event partly due to the generous support provided by sponsorships of Yakima Regional Hospital, Northwest Medical Clinics, Sporthaus, White Pass and Liberty Bottles. This event put Yakima on the national tennis stage since it was a qualifier for a wildcard entry into the main draw of the 2012 U.S. Open. It was amazing to see all the volunteer members plus local business owners come together to make this event one of the best first year events that the USTA has ever seen and we managed this huge production for a total cost of $250!

Capital improvements were focused on the outdoor club. We spent close to $200,000 dollars upgrading the pool facility and resurfacing the 13 outdoor hard courts. However, this expense would have been considerably larger if not for Sig Fossum, Vern Larson, Albert Jaenicke, Tom Carnevalli and their band of volunteer members who worked tirelessly to get the hard courts ready. Many thanks must also go to Frank Rouse and Elite Pools who spearheaded our pool upgrades.

The coming years’ capital projects will focus on more pool area improvements as well as upgrades to the outdoor clubhouse to create a friendlier place for members plus increasing private event rentals. Your small monthly capital investment helps finance the loans needed to keep YTC facilities well-maintained and improving.

2013 operating goals will include member growth, member retention, private event rental growth, new clothing sales and continued focus on fun-filled programming. The above newly drafted Mission Statement provides a great guideline for all our goals and reminds us what a unique and welcoming environment we all strive to maintain and promote here at YTC.

The USTA has changed adult USTA team tennis by restructuring age classifications for the different NTRP levels. We are proud of the caliber of YTC tennis with teams competing sectionally at all levels and three senior/supersenior teams making it to Nationals.

Your YTC staff has evolved into a great team with AnnElise, Yohar, Molly and Justin each extending themselves as needed to “make things happen”. New Assistant Head Pro, Tyson McGuffin is proving himself a valuable asset as well. Additionally, we’ve been able to administrate leagues for both adults and juniors more efficiently by having Jana fill a Tennis Coordinator position. Mary Jacky’s services as Event Consultant are instrumental in helping us market private rentals and create fun events. We constantly strive to make improvements to provide you with a better club experience and we appreciate working for such dedicated, caring, and fun members.

With the holidays around the corner we would like to be able to reward your YTC employees with a holiday bonus. Enclosed in this mailing is a form that may be returned to the club with cash, check or on account charge to contribute to this fund.

Happy Holidays to you all!

Stephen Welt, GM & Director of Tennis
Andi Cigich, Accounting/Office Manager