Rossmoor Tennis Club

located in Walnut Creek, California

 
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Thu, Oct 29, 2020

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.

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.
  7. Communicate to the Club thru the web site. Respond in a timely manner to online communications

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. Develop Agenda for meetings etc. in coordination with the President.
  2. Record and preserve in written form the minutes of all Board and General Meetings.
  3. Maintain Club's governing documents [web site]
  4. 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.
  5. Conduct club correspondence.
  6. Issue or post notices of meetings.
  7. 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. Assist captains and coordinators of the women's leagues and the men's leagues when they are hosting opposing clubs here at Rossmoor.
  4. Work with Publicity Officer to publicize and market the events
  5. Maintain timely and accurate event information on the Club web site. 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. Assist volunteers with events
  4. Work with Publicity Officer to publicize and market the events
  5. Maintain timely and accurate event information on the Club web site. 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:
    • Brooms and squeegees, the clocks, the kiosks, and the social area structures and storage sheds.
    • Courts, net, screens, signs etc. by coordinating with Mutual Operations Divisions [MOD]
    • 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 first time enrollment process
  3. Work to simplify and maximize annual re-enrollment 
  4. Produce an annual directory of members
  5. Coordinate Payments with the Treasurer
  6. Work with Publicity Officer to publicize and market the Club through channels such as Rossmoor News, Nextdoor, Gateway, reminders about a new clinic.
  7. Maintain the membership directory thru Club web site. Respond in a timely manner to online communications

Publicity

  1. Publicize and market the Club
  2. Work with other officers to help markets events
    • Including event articles
    • Encourage photos with articles
  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

Technology Administrator

  1. Maintain RossmoorTennis.com as:
    • A library for club knowledge such as procedures, forms, minutes, agendas etc.
  2. Work with Membership to produce the Annual Directory
  3. Work with other officers to continuously improve the site
    • Train incoming officers to work with the web
    • Solicit ideas