Revised Dec 20, 2021
The RTC Secretary shall be responsible for maintaining a current outline of the duties of officers. Changes to the duties will be proposed and voted on as necessary at regularly scheduled board meetings.
Significant removals marked
President:
- Serve as chairman of the Board of Directors.
- Preside at all regular and special meetings.
- With approval of the Board, appoint chairmen of standing committees and others deemed necessary to conduct the business of the Club.
- Shall see that the Bylaws and such other rules and regulations adopted by the membership are enforced.
- Serve as ex-officio member of all committees except nominating committee.
- With approval of the Board, confer as needed with Golden Rain Foundation's Community Relations Dept. regarding rules governing court usage.
- Communicate to the Club thru the web site. Respond in a timely manner to online communications
Vice President:
- Assume President's responsibilities in the President's absence.
- Serve as the Club's representative on the Activities Council and report on the Council's meetings at the Club's Board meetings.
- Serve as the Club's Conflict Resolution Committee Chairman.
- Perform other duties as assigned by the President.
Secretary:
- Record and preserve in written form the minutes of all Board and General Meetings.
- Maintain Club's governing documents on the web site
- Post minutes of all general membership meetings and, in consultation with the President, matters of general interest from Board meetings on the web site. Club bulletin board near the courts.
- Prepare club correspondence as needed
- Issue or post notices of meetings.
- Prepare copies of minutes of all meetings. for the President and Vice President.
- Develop Agenda for meetings etc. in coordination with the President.
Treasurer:
- 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 with limits as follows:
- Up to $100 by any director
- $100 to $500 by the chair of any event or program
- over $500 by the club President
- Present a record of receipts and disbursements and make a financial report at all Board and General Meetings.
- Prepare, for Board approval, a proposed budget for the year.
Tournaments
- Organize a calendar of Tournaments
- Recruit volunteers to help co-produce these events including
- Facilities
- Food
- Entertainment
- Invitations
- Articles and publicity
- Assist captains and coordinators of the women's leagues and the men's leagues when they are hosting opposing clubs here at Rossmoor.
- Work with Publicity Officer to publicize and market the events
- Maintain timely and accurate event information on the Club web site. Respond in a timely manner to online communications
Social
- Organize a calendar of Social events
- These typically include the following events:
- Valentine Party around Feb. 14
- Saturday Summer BBQ’s from Memorial Day to Labor Day
- Special BBQ’s:
- Hamburger night - supplied by club
- Margarita night - supplied by club
- Games night
- And any other specials
- These typically include the following events:
- Recruit volunteers to help co-produce these events including
- Facilities
- Food
- Entertainment
- Invitations and sign ups
- Orchestrate payments with the Treasurer
- Articles and publicity
- Assist volunteers with events
- Work with Publicity Officer to market the events
- Maintain timely and accurate event information on the Club web site. Respond in a timely manner to online communications
Facilities
- The Facilities Coordinator has as a primary responsibility for the maintenance of facilities used by the tennis club. These facilities include:
- Brooms and squeegees, rollers, leaf blower, clocks, scoreboards, and the social area structures and storage sheds.
- Also the courts, nets, screens and signage by coordinating with the Club President and Mutual Operations Divisions [MOD]
- the kiosks,
- Kiosk is an important communication facility to post notices and alert members to events and court usage.
- Schedules the cleaning and maintenance of the courts with MOD
- Maintain the ball machine including the balls
- Oversee the ordering of supplies such as cups, plates, napkins, propane for the grill and
first aid supplies
- 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.
- Introduce ideas for possible improvements to the facilities
- Maintain timely and accurate event information on the Club web site. Respond in a timely manner to online communications
Membership
- Promote and create a welcoming atmosphere for new members.
- Process and shepherd new members through the first-time enrollment.
- Enter into online membership directory.
- Enter check number and amount in spreadsheet and maintain progressive annual totals of monies and members.
- Add to new member list for handy use when planning New Member Party and New Member Tournament.
- Send welcome email to new members with attachment outlining all the amentities the Club offers, as a convenient reference.
- For ball machine users, forward to the Facilities Officer their contact information so Facilities can offer use training and code to the shed. Maintain a current list of authorized users.
- Contact new member by phone to arrange a meet in person and to drop off a directory.
- Produce the annual member directory
- Coordinate aues and ball machine payments with the Treasurer
- Work with Publicity Officer to publicize and market the Club through channels such as Rossmoor News, Nextdoor, Gateway, reminders about a new clinic.
- Maintain the website membership directory
- Respond in a timely manner to online communications
- Reach out to get new members for the club
- Shepherd new members through the first time enrollment process
- Work to simplify and maximize annual re-enrollment
Publicity
- Rossmoor News: Provide articles featuring Club activities and events.
- Rossmoor News: Absent of Club activities a column “Tennis Tips” may be submitted to keep club in the news.
- Copy Communications Chair with all Rossmoor News submissions for historical entry into website.
- Partner with other Board members to insure consistent overall communications to the membership.
- Partner with Rossmoor Recreation Dept. and Channel 28 as needed, in conjunction with Communication Chair.
- Sole Rossmoor News contact person for news articles. A Rossmoor News requirement.
- Publicize and market the Club
- Work with other officers to help markets events
- Including event articles
- Encourage photos with articles
- Publish a monthly newsletter
- Maintain a flow of high visibility articles in the Rossmoor News
- Maintain event and publicity articles on the Club web site, working to support other Officers
- Coordinate with other Rossmoor web sites including Rossmoor.com
Technology Administrator
- Maintain RossmoorTennis.com as:
- A library for club knowledge such as procedures, forms, minutes, agendas etc.
- Work with Membership to produce the Annual Directory
- Work with other officers to continuously improve the site
- Train incoming officers to work with the web
- Solicit ideas