2019 BOD & Membership Meeting Minutes:

BOD Meeting, Tuesday, November 12, 2019

CALL to ORDER: 1:32pm
Attending: Diane, Les, Sandy, Carol, Linda
Not Attending: Carl

CALL to ORDER 1:04pm Attending 2019 Board: Diane, Les, Sandy, Carol, Linda, 2020 Board: Steve Bringman, Jill Gossard, Jan Soto Minutes Approved

PRESIDENTS REPORT (Les) Discussed extensively about the new sports plaza plan. Need to keep tennis on ct 7. Steve to meet with Chris O’Keefe about new court plan. Steve to do New Resident Orientation tomorrow. New business: SOCIAL REPORT - (Sandy & Carol) Carol - Holiday Luncheons. Social picked out buffet menu held at Turkey Creek. Turkey Creek to charge same amount as last year and club to subsidize the rest. 1 Drink ticket to be included (beer or wine). Discussed the donation to Sheridan Elementary School pickup. Linda to get flyer out soon.

FINANCE REPORT (Diane) Approved October expenditures. Discussed new bylaws and what has changed. Carl Lynch had made some changes. Next years board to look further into changes and get membership approval. Need to get any power-point presentation for the General membership meeting to Carl soon.

COMMUNICATIONS REPORT - (Linda) Communications - Member update - 3 new members - membership is 288. Linda will collect renewals till the end of the year and then pass on to next year communications. Send out Holiday flyers - vote for new board, General meeting date Thursday Dec 5 11:00.
Other discussed to be table for next years board -USTA banners taken down due to faded - club to talk about having them redone -Storage in pavillion area - why are we not using -Plaques - what’s to become of them -Webmaster no longer a board member

New Business - Discuss if we have any volunteers for next year’s board

Adjourned: 2:16pm
Prepared by Linda Burke

BOD Meeting, Tuesday, September 10, 2019

CALL to ORDER: 1:32pm
Attending: Diane, Les, Sandy, Carol, Linda
Not Attending: Carl

PRESIDENTS REPORT: (Les) Discussed how to recruit for next years Board. Get the word out. Also talked about why tennis was not in the Sports Day Oct. 23. Tennis is now in it, will have a ball machine working that day.

FINANCE REPORT: (Diane) Approve August expenditures. Approved submitted invoices for payment. Discuss Tax Exempt and sent to Jennifer the accountant that is assisting Diane on the laws.

SOCIAL REPORT: (Sandy & Carol) Upcoming tournament MD tournament will have snacks & sandwiches. Social to look into prizes for the tournament. Les offered to BBQ for the Luau but social is looking into BBQ truck. The rest will be potluck. Social to be at the new resident day Thursday - Linda to printout flyers. Next board meeting to be changed to Oct 1 to accommodate all the tournaments in that month. Social to meet with Diane Huisinga to pick up misc items she has from previous years.

COMMUNICATIONS REPORT: (Linda) Communications - Member update - 3 new or new renewed this month. Need to send out approval of the By-law change of webmaster to be a board member. Linda to get flyers ready for upcoming events: Luau by Sept 15th. Members and new members can start joining the club October 1, 2019 for 2020. Next board meeting to be changed to Oct 1 to accommodate all the tournaments in that month. Locker by court 1 needs to be cleaned. Will check with maintenance or do it ourselves. Still looking for LITT Night Coordinator. Will delay start time to mid or end Sept.

NEW BUSINESS:
Discuss if we have any volunteers for next year’s board

Adjourned: 2:12pm

BOD Meeting, Tuesday, August 13, 2019

The Minutes are currently missing and will be posted when they becoma available

BOD Meeting, July 2019

No July BOD Meeting was held due to vacation conflicts

General Membership Meeting, Friday, June 14, 2019

CALL to ORDER: 2:10pm
Attending: Diane, Les, Sandy, Carol, Linda, Carl.
45 LHTG members

PRESIDENTS REPORT: (Les) Thanked all members and Board for attending. Turned over to the Board members to speak.

FINANCE REPORT: (Diane) Carl did a wonderful job of making a slide show for finance. Summary - explained profit & loss, supplies left over, spent more than collected on tournaments - but that is fine - we have enough in treasury. Tax Exempt summary - Diane went into extensive detail of what is involved. Membership was in agreement that the club should file. IRS $600 - CA $25 one time charge. Other clubs have filed.

SOCIAL REPORT: (Carol) In lieu of the Fall Dinner Dance the social decided to have a Hawaiian Lua themed party. Secured the popular Tom Fretty DJ. Linda suggested BBQ truck but Les said he will cook.

COMMUNICATIONS REPORT: (Linda) 291 members - last 7 years has stayed between 290310 so membership is not declining. 32 new members in the last 2 years. One thing that has declined is Tournaments. Linda asked the membership if they had any thoughts. Social is better - mix & switch.

Good News - The 65+ Womens 7.0 USTA Team won their League and is going to the Sectionals in Oakley next week. Go cheer them on.

Pickleball summary - Thanked all the members who have spent their precious time speaking up or emailing SCLH Board against the converting of court 5 to pickleball. Linda received 30 or more emails from members giving their opinion. Opened the floor - many members spoke.

After the membership left, Diane moved that we go forward on application for tax exempt status. Sandy seconded - Board voted and approved.

Linda to send out vote to membership for the webmaster to become a voting member.

Adjourned: 3:20 pm
Submitted by Linda Burke

BOD Meeting, Tuesday, May 14, 2019

CALL to ORDER 1:30pm

Attending: Les Van Pelt, Sandy Zentner, Carol Vasconcellos, Diane McLaughlin

Minutes from April 2019 meeting approved.

FINANCE REPORT:  (Diane) Expenditures in April reviewed and approved. Cash balance at April 30, 2019 was $5,183.16. Expenditures in May from Mixed Doubles and tennis balls for LITT reviewed and approved. St. Patricks tournament net outflow $422.41, Mixed Doubles preliminary net outflow through this date $223.14.

SOCIAL REPORT: (Sandy and Carol) Discussed success of Cinco De Mayo theme Mixed Doubles, good food and fun enjoyed by all attending.  Discussed Dinner/Dance event for September with a Luau theme. Possible pot-luck and BBQ pork ribs. Diane will look into music and dance entertainment. Possible dates Sunday September 8 or 15.

OLD BUSINESS: By-Law and Operating Policy changes. Discussed bringing them to the semi-annual meeting in June 14, 2019. (Does anyone have a confirmation of this date?)

Adjourned: 2:30p.m.

Submitted by: Carol Vasconcellos / Diane McLaughlin

BOD Meeting, Tuesday, April 9, 2019

CALL to ORDER 1:31pm

Attending: Diane, Les, Sandy, Carol, Linda

PRESIDENTS REPORT - (Les) Thanked all the Board members once again for a job well done. Ball Machine volunteers in order.
MXD Tournament - David Mateer to be Tournament Director, Linda to make flyer.
Discussed Calendar of Events - all approved. Men’s & Women’s Luncheon - Sandy to send Linda exact dates. Linda to send out note to members to go through the LHTG Board with any complaints - not the SCLH Board.
FINANCE REPORT - (Diane) Approve March expenditures. Approved Approve submitted invoices for payment. Approved Cash Balance $4,987. Diane wrote out checks to expenses for month of March - Domain Fee, Postage, St Patrick’s Day. Discuss Tax Exempt status and recommended process for approval - Diane is looking into it advise from tax person. Bring up to Membership at first General Meeting. Table for now, to be discuss next meeting
SOCIAL REPORT - (Sandy & Carol) Mixed doubles tournament on May 3 - Sandy came up with a brilliant idea...Cinco de Mayo theme. Tres Hermanos to cater at a cost of $8 pp. Entry fee to be $10pp and $8 lunch only. May try to get Mexican themed prizes and a Pinata. Discussed having a Hawaiian theme Potluck instead of the Fall Dinner Dance. Carol said people have been suggesting a Potluck.
COMMUNICATIONS REPORT - (Linda) 289 members - 55 have not renewed yet. Linda to send out email reminder again. Cut off date to stop receiving LHTG communications will be June 1st if not renewed by then.
Communications - Member update - LITT Update - Need date for 1st General Membership Meeting
Old Business - Discuss By-Laws and Operating Policies.
Adjoined: 2:23pm
Submitted by: Linda Burke

BOD Meeting, Monday, March 11, 2019

CALL to ORDER: 1:37pm

ATTENDING: Linda Burke, Carl Lynch, Les Van Pelt, Carol Vasconcellos, Sandy Zentner, Greg Burke. ABSENT: Diane McLaughlin

APPROVAL of LAST BOD MEETING MINUTES: - Approved

PRESIDENTS REPORT: (Les) - talked to Paula about cutting bushes along tennis courts - Discuss Pickleball wanting to take Ct 5 anymore info.

FINANCE DIRECTOR’S REPORT: Prior to her planned absence at this meeting, Diane sent the Finance reports to all BOD members for review prior to the meeting.  - Approved

TOURNAMENT DIRECTOR’S REPORT: (Greg) - St Pat's format will be 3 matches each team - mix and switch. This is supposed to be a fun tournament to meet new peoples and have fun.

SOCIAL DIRECTORS’ REPORT: (Carol & Sandy) - Check with Diane or Hal on any late entries for the tournament. They need a count to give to Sterling Cafe for food. Check-in at 8:30 play at 9. Will use some of the candy left from the Valentine’s canceled Tournament.

COMMUNICATIONS DIRECTOR’S REPORT: (Linda) - Presented membership numbers and new members. 288 members - Still sending out renewal reminders - 12 have renewed since sending out reminders.

WEBMASTER’S REPORT: (Carl) - All new and current newsletters, flyers, and BOD meeting minutes were published to the webpage. All of the current USTA team info was edited to show the current teams. 

OLD BUSINESS: - The board voted to postpone the discussion of Old Business untill next meeting:
-Update to the Bylaws
-New board tennis day for new members or existing (from last minutes)
-Calendar of events, summer BBQ?
-Vote on 2019 bylaws and operating guidelines documents
-New home for the Championship plaques
-Let non-tennis playing spouse join for free
-MXD tournament - do we have a director?

ADJOURNED: - 2:17pm

Submitted by: Linda Burke - Communications Director
With further updates by Diane and Carl

BOD Meeting, Tuesday, February 12, 2019

CALL to ORDER 1:05pm

ATTENDING: Sandy, Carol, Diane, Carl, Les, Linda. The Quorum of Board Members was met.
The acting Valentines tournament director Greg Burke also attended

APPROVAL of LAST BOD MEETING MINUTES: - approved

PRESIDENTS REPORT: (Les) - Attended Lincoln Hills association meeting. Meet & Greet went over programs. Will bring the rest of the handouts to our meeting. We need to update CCOC with new Board contacts and remove Bob White as a board member and add Linda. Linda to take care of this. Need new Ball Machine person to run dropin. Les to send Linda a list of potential people to contact. Club Expo - Carol & Sandy will attend. Linda to create new poster.

FINANCE REPORT: (Diane) - Financial status reported as good. Bank balance as of 1/31/19 was $4996.34. Discussed purchasing policies and budget for functions. Diane did a review of last year’s books (2018 by John Burke) stated they are in order. Paid deposit to Turkey Creek for Men’s & Women’s Xmas Luncheon and deposit for events. New tax status for Non-profit was discussed - $500 fee to IRS - CCOC Assoc. no longer covers. Diane to check w/CCOC. Club to subside most tournaments and events instead of raising dues.

TOURNAMENT REPORT: (Greg) - Tournament Status - 40 sign-ups for Valentines tournament. If it rains reschedule or cancel. Diane deposited some entry checks at 1/31 month end and will refund checks that she has already deposited if the tournament is cancelled. Tournament entry checks will not be deposited until after a Tournament in the future.
Dave Mateer has volunteered to be the MXD tournament director
Bob Sanguet has volunteered to be the Oktoberfest tournament director

COMMUNICATIONS REPORT: - (Linda) 280 members - 91 have not renewed yet - Linda to send out reminder. Discussed lowering fee to attract new members - non playing spouse for free. MXD Director will be David Mateer. Lunch Only price for tournament to be $5 or $6. -Linda to follow up on contacting of Laurie who volunteered to run drop-ins.

SOCIAL REPORT: - (Sandy & Carol) -Social said cost of food has gone up and the the Board voted to increase the entry fee to $8.50 Pavilion reserved for the first two tournaments at $64 for 5 hr. Discussed Dinner Dance or BBQ - may do Hawaiian theme. Getting food for Val from Raleys - have not purchased yet. Will hold over other items for St Patricks if rains.

WEBMASTER’S REPORT: (Carl) - New features and additions on the website board all agreed it looks great. Board to look over the 2019 bylaws and operating guidelines documents closely. Carl reported that online voting via the webpage is not possible - There will not be a password protected roster on webpage. Board voted yes on Carl setting up a site to sell tennis only items that members want to sell. Photos of the Award Plaques have been added to the website - What to do with the actual Award Plaques that Carl has now. Board voted yes to having the Webmaster be a voting Board member. Linda to send out voting email to all members for vote.

The Board voted to have a sale for new memberships with the sale price being $10, in order to build the LHTG membership.
The Board resolved to review the new Bylaws and Operating procedure documents before the next meeting and possibly have a working meeting to discuss and finalize

ADJOURNED: 3:53pm

Submitted by: Linda Burke - Communications Director
With further updates by Diane and Carl

 

 

BOD Meeting, Wednesday, January 10, 2019

Attending:
2018 Outgoing Board: Bob White, John Burke, Carol Cooper.
Incoming 2019 Board: Diane McLaughlin, Les Van Pelt, Linda Burke, Carol Vasconcellos, Sandy Zentner, and Carl Lynch.
Non-Board Members: Hal McLaughlin, and Greg Burke

Minutes approved from last meeting

Outgoing Board Parting words: Bob White sent all pertinent info to Linda. Carl is up & running as the new webmaster - John Burke started process of end of year hand off of checks book and membership renews to Linda. End of the year treasury is in good shape for the 2019 year. - Carol Cooper all guys on board last year - created fun for all the events. Learned a lot along the way. - Les Van Pelt is staying on as President in 2019 - thanked all for their hard work in 2018 Bob motioned to adjourn

President: Les started with calendar of events. Board finalized dates and time for the 2019 calendar year. Up for discussion is Paypal instead of checks to be tabled. Les to ask Bob Belknap if he is willing to run the Saturday ball machine which seemed to be very successful. Discussed having webmaster as a voting board member. Greg looked into it and Carl is to set up a web page to have LHTG to vote. Les has a new engraver for our plaques. He will be in charge of that. He may run a tournament.

Social: Carol & Sandy to reserve pavilion for those dates. Since we do not have tournament director as of yet... Greg Burke has volunteered to run the first 2 tournaments of the year which are Valentines & St Patrick. Decided to not have tournaments on Sunday and to spread them out on various days of the week. Luncheons and Dinner Dance to be scheduled later in the year. Positive feedback of last years luncheon at Turkey Creek. Social to look into Beermans as a possibility. Social also has reserved Kilaga Presentation Hall for our Annual Meetings June 14th & Dec 6th. Sandy said that Laurie Schuler reached out to her about running the drop-ins which have declined lately.

Communication: Linda 136 members have renewed so far. Will send out a blast early Jan to remind. Total membership last year was 286 which is in the realm of what we want. Linda would like to get to 300 by contacting members that have not joined. Linda to contact Laurie Schuler to see how she wants to handle the drop ins that she volunteered to do. Linda & Greg Burke also volunteered to do Spring LITT. Board meetings to be 2nd Tuesday of the month 1:00 at Dianes. Linda to send out reminder. Treasurer: Diane to do review/audit from numbers from John in 2018. Next meeting Diane would like to discuss purchasing refunding, budget for functions. Offered to have meetings at her house.

Webmaster: Carl discussed having a password to get to the roster. Classified ads on the web to discuss at next meeting...Stringing...LHTG clothing etc.

New Business: Webmaster to be voted to the Board. Paypal. Update bylaws. Find someone to run the next tourney - MXD May 3. Classified ad on web. New board tennis day for new members or existing.

Adjourned: 2:30pm

Submitted by Linda Burke

Communication Director