Rossmoor Tennis Club

located in Walnut Creek, California

Introduction

to the RTC

Text Size
Tue, Jan 28, 2020
 

 Administration

Information about administration of the Club

Administration - Board Member Duties

RTC Board Members Duties

Volunteers with administrative and information technology skills are needed

RTC board members and RTC volunteers perform a number of functions to help the club function smoothly.    Every year (or every few years) responsibility for these functions will necessarily change.    This year the responsibility for several of these functions will be changing hands.    Several of these functions require administrative, financial, and information technology skills.

For the past several months the board has been looking for board members and / or volunteers to assume the responsibility for these functions.   The outline below is designed to outline some of the skills needed by individuals being recruited for various board and volunteer positions.    It is initially focused largely on administrative and information technology skills, but may be enhanced over time to include a full description of what is expected or assumed that each position should be willing to and able to perform.

President and Vice President (board positions)

  • Monthly meeting agenda --- entered directly into the website and printed just prior to the meeting.  Conduct monthly meetings.
  • Gmail blasts to members with links to the website entries at least once a month, with updates on tournaments, parties, etc.
  • Vice-President:
    • Assist board members and social/tennis volunteers with website entries, etc.
    • Assume RTC President's duties in case of his/her absence

Secretary (board position)

  • Board meeting agenda prepared ahead of meetings in coordination with President / Vice President.
  • Board meeting minutes recorded during meeting and later entered on the RTC website.
  • Assist event organizers in keeping RTC Calendar pages of the RTC website kept current.
  • Governing documents --- the club maintains a number of documents (Golden Rain charter, photographs, by-laws, forms, applications, etc.)    These documents are stored and available on the website.

Treasurer (board position)

  • Preparation of Financial Statements --- Use club software to create financial information to be presented at general membership meetings.
  • Deposit membership and ball machine checks into club bank account.
  • Reimbursements for RTC activities --- RTC reimbursement sheet with receipts will be given to board member so that checks can be sent to club volunteers for remuneration.

Tournaments Chairperson (board position)

  • Tournament organization --- the director’s main duty is to help organize and run tennis tournaments played by the tennis club members.  By being directly involved the director can help everyone run tournaments efficiently and with confidence.
  • Tournament officiating --- when someone new is involved, help him/her to organize and run the tournament.  Explain the different formats for the various tournaments (these can be e-mailed,) give them a worksheet (separate document,) and just be there for questions, etc.   Veteran tournament people will be able to tell you what they want/need.
  • Assist captains and coordinators of the women's leagues and the men's leagues when they are hosting opposing clubs here at Rossmoor.
  • Make sure that all tournaments are posted to RTC Calendar on website as early in the year as possible.

Use the following timeline for your responsibilities:

  • One month before the tournament is to take place be sure that the information for it is posted on the website. If you are not doing the posting, contact whoever is designated (webmaster, etc.)
  • Three weeks before contact the publicity board member to put a blurb in the Rossmoor News that the tournament is approaching. Give details such as date, time, when the sign-up sheets will be posted, etc.
  • One week before the tournament put up a flyer at the kiosk that explains which courts are reserved and the times.
  • At this time help the captain contact all the players to confirm their participation (email is okay.)
  • On the day of the tournament help the captain keep things running smoothly.
  • Make sure that a group photo is taken before playing starts.
  • After the tournament send the publicity director the results, photos and any interesting stories so that the information can go into the Rossmoor News.
  • If you are posting to the website, write a brief article (with Who, What, When Where, Why and How information) and post it.   If you are not posting, send the information and photos to the board member in charge of publicity, president's e-mail, and President at RTC.   Make the story interesting!!!
  • All photos that are emailed should be sent as attachments only.

Social Chairperson (board position)

  • Event scheduling --- in October / November prepare a schedule of at least nine social events to be held the following calendar year.   Secure volunteer hosting participation for these events.   Work with the RTC Secretary to assure that this schedule information is on the club's website and in the annual membership directory.   Provide the schedule to the board at December's board meeting.
  • Event planning --- well in advance of each event, work with each host to determine venue availability, volunteer services, party format, entertainment, food, beverage, and
  • Event registration --- collect reservation information and money for social events
  • Event publicity --- make sure all events are posted on RTC Calendar on the website.   A flyer that can be posted at the Buckeye Kiosk or on the website can be be prepared.   Tech Committee chairman will assist you.  Notify publicity board member a sufficient time in advance so that articles can be prepared for the Rossmoor News.
  • Event recording --- prepare an event summary and e-mail it with any photos (as attachments) to the publicity board member, president's e-mail and President at RTC.

Membership Chairperson (board position)

  • Membership Outreach --- during the year, ensure that prospective members have one or more personable individuals to call for information about the club.
  • Membership forms --- during the year,  prepare and mail (or email) the information necessary to allow prospective members to join or re-join the RTC.    Keep blank copies of the application at kiosk and elsewhere.   By Mid-October send out renewal applications to all current members via email.   Use US Mail for those members without computers.   Repeat this procedure as necessary toward end of the year.
  • Membership information --- use Google Contacts to record contact, dues, and other information about the membership.   Keep track of members and place names in the appropriate groups, i.e., New Members, Non-Residents, etc.   Keep and file all returned applications for future reference.    Document the information from submitted applications into the club's Google Contacts.
  • Membership dues --- prepare a Google Sheets spreadsheet (on the club's Google account) to document moneys received.    Prepare bank deposits for RTC Treasurer listing name, date, check number, and amount of check. Using this information coordinate with the RTC Treasurer the amounts of received.
  • Ball Machine accounting --- maintain in Google Contacts a list showing those who have paid for use of the ball machine and keep that list accurate during the year.
  • RTC Annual Directory input --- work with the person responsible for preparing and printing the RTC Directory to make sure all names, addresses, telephone numbers, and email addresses are accurate before publication.
  • RTC Annual Directory mailing --- by late January, conduct a "Directory Mailing Party" where printed directories receive postage, receive mailing labels, are folded and sealed for mailing, and dropped off to the US Postal Service.
  • RTC Directory Updates --- during the year, as new members join, send an email and make a phone call welcoming new member and deliver directory to them.   Update directory information mid-year and email to all members.   Use US Postal Service for those without email.

Court Engineer (board position)

  • Replace batteries in clocks at tennis courts.
  • Periodically remove and replace old tennis balls in ball machine.
  • See if nets and screens need repair/replacement (inform Club President to inform MOD.)
  • Make sure there are sign up sheets in container at kiosk.
  • Respond to any other member input on facilities related issues

RTC Publicity (board position)

  • Rossmoor News --- provide a weekly article outlining the club's activities during the previous week
  • RTC website --- enter information from the above submission into the appropriate portions of the website
  • Rossmoor Recreation Department --- maintain a relationship with the director in order to get the club's input into planned activities

RTC Technology Administrator (volunteer position)

  • RTC Website development --- (performed as a one-time donation by Les Hoskyns) --- non recurring
  • RTC Website enhancement --- (a major revision was performed in October / November 2015)
  • RTC Website enhancements --- (a major revision was performed in May / June 2017)
  • RTC website maintenance --- website administrator (webmaster) functions --- (will be transferred to Chris Slee over a period of months, category by category beginning in July 2017.)
  • RTC Annual Directory input --- work with RTC Membership Chairperson to assure the proper organization of member information exists in RTC's Google Contacts.
  • RTC Annual Directory preparation --- using input received from RTC Membership and appropriate software, prepare a file that can be used by a local printer to produce booklets ready for mailing.   Detailed instructions are found on a separate page of the website.

Procedures for Officers

Procedures for Officers

President:

  1. Serve as chairman of the Board of Directors.
  2. Preside at all regular and special meetings.
  3. With approval of the Board, appoint chairmen of standing committees and others deemed necessary to conduct the business of the Club.
  4. Shall see that the Bylaws and such other rules and regulations adopted by the membership are enforced.
  5. Serve as ex-officio member of all committees except nominating committee.
  6. With approval of the Board, confer as needed with Golden Rain Foundation's Community Relations Dept. regarding rules governing court usage.

Vice President:

  1. Assume President's responsibilities in the President's absence.
  2. Serve as the Club's representative on the Activities Council and report on the Council's meetings at the Club's Board meetings.
  3. Serve as the Club's Conflict Resolution Committee Chairman. 4.   Perform other duties as assigned by the President.

Secretary:

  1. Record and preserve in written form the minutes of all Board and General Meetings.
  2. Post minutes of all general membership meetings and, in consultation with the President, matters of general interest from Board meetings on the Club bulletin board near the courts.
  3. Conduct club correspondence.
  4. Issue or post notices of meetings.
  5. Prepare copies of minutes of all meetings for the President and Vice President.

Treasurer:

  1. Take charge of and deposit all funds in the name of the Rossmoor Tennis Club and disburse such funds subject to the approval of the Board.
  2. Present a record of receipts and disbursements and make a financial report at all Board and General Meetings.
  3. Prepare, for Board approval, a proposed budget for the year.

Tournaments

  1. Organize a calendar of Tournaments
  2. Recruit volunteers to help co-produce these events including
    • Facilities
    • Food
    • Entertainment
    • Invitations
    • Articles and publicity
  3. Work with Publicity Officer to publicize and market the events
  4. Maintain timely and accurate event information on the Club web site:
    • Including pre- and post-event articles
    • Respond in a timely manner to online communications

Social

  1. Organize a calendar of Social events
    • These typically include the following six [6] events:
  2. Recruit volunteers to help co-produce these events including
    • Facilities
    • Food
    • Entertainment
    • Invitations and sign ups
    • Orchestrate payments with the Treasurer
    • Articles and publicity
  3. Work with Publicity Officer to publicize and market the events
  4. Maintain timely and accurate event information on the Club web site:
    • Including pre- and post-event articles
    • Respond in a timely manner to online communications

Facilities

  1. The Court Engineer has as a primary responsibility for the maintenance of facilities used by the tennis club.  
    • These facilities include the courts, the nets, the windscreens, brooms and squeegees, the clocks, the kiosks, and the social area structures and storage sheds.   The kiosk is an important communication facility to post notices and alert members to events and court usage.  
  2. Schedules the cleaning and maintenance of the courts.
  3. Maintain the ball machine, periodically cull and replace old balls
  4. Orders supplies for the courts, the social areas, and the first aid kit. 
    • These supplies include items such as cups, plates, napkins, propane for the grill, and band-aids.
    • If any items need to be replenished, notify the Engineer directly so the stock can be replenished.
  5. Maintain timely and accurate event information on the Club web site:
    • Respond in a timely manner to online communications

Membership

  1. Reach out to get new members for the club
  2. Shepherd new members through the firt time enrollment process
  3. Work to simplify and maximize annual re-enrolment 
  4. Coordinate Payments with the Treasurer
  5. Work with Publicity Officer to publicize and market the Club to 
  6. Maintain timely and accurate event information on the Club web site:
    • Including pre- and post-recruitment articles
    • Respond in a timely manner to online communications

Publicity

  1. Publicize and market the Club
  2. Work with other officers to help markets events
  3. Publish a monthly newsletter
  4. Maintain a flow of high visibility articles in the Rossmoor News
  5. Maintain event and publicity articles on the Club web site, working to support other Officers
  6. Coordinate with other Rossmoor web sites including Rossmoor.com

 

Secretary Notes

Secretary Notes

Agendas and Minutes

  • Are kept on the Events Calendar under the Board / Admin Calendar
    • Click on the Title Link column to bring up the document
  • The same document is the Agenda prior to the meeting, then gets edited to be the Minutes
  • Agenda
  • Prior to the meeting
    • The President and / or Secretary solicit input for the next meeting
    • They edit the event, finalizing the day before the meeting
    • The Secretary then prints enough copies of the Agenda for the meeting
      • The Print will be small so ... in a Chrome browser ... under Advanced Options, Scale to 130% and then only print the correct pages, typically 1-2, two sided
  • During / after the meeting
    • The Secretary edits / updates the Agenda to become Minutes

Procedures - Publicity

Events

  • Social event, Tournament Captains are responsible to produce an article for the event, as well as capture some pictures.
  • They should forward this by email in a timely fashion to the Publicity Director

Web site publishing

  • Load up any pictures into a Gallery by using Manage Ignite Galleries
  • Edit and submit article
    • Include the Gallery by using the button under the editor box

Rossmoor News

Nextdoor

  • Periodically submit an article to promote the Club

Publicity Director Notes

Publicity Director Notes

Events

  • Social event, Tournament Captains are responsible to produce an article for the event, as well as capture some pictures.
  • They should forward this by email in a timely fashion to the Publicity Director

Web site publishing

  • Load up any pictures into a Gallery by using Manage Ignite Galleries
  • Edit and submit article
    • Include the Gallery by using the button under the editor box

Rossmoor News

Nextdoor

  • Periodically submit an article to promote the Club

President Notes

President Notes

Explain what to do ...I'll give this a try when I get a chance.

Dave B

  • Monthly meeting agenda --- entered directly into the website and printed just prior to the meeting.  Conduct monthly meetings.
  • Periodic email blasts to members with links to the website entries, with updates on tournaments, parties, etc.

Subcategories

Procedures

Procedures to run events etc.

Article Count:
27
Board [Private]

Articles about internal Board communications and deliberations

Article Count:
3