Board Meeting — 1/8/24

Call to Order / Welcome

President Dolly Robinson called the Board Meeting to order at 5:32 PM. Members in attendance included the following: Dolly Robinson, Mike Null, Laura Null, Joe Hinkle, Debbi Carter, Tara Bell, and Linda Williams.

Approval of Minutes

M. Null made a motion to approve the Minutes of the November 13, 2023 Board Meeting; seconded by J. Hinkle, and the motion carried unanimously.

USTA FL Report

George English, USTA FL Tennis Service Representative, reported Glen Howe, tennis master professional with USTA FL, will again be available to provide a community tennis training for volunteers and coaches. The training date is set for March 5, 2024 from 4-6 PM at the Young’s Park tennis courts and will precede the April Spring Youth Tennis Camp.

A $1,000 stipend from USTA FL will be provided as an incentive each time that LCCCTA provides training for community tennis volunteers/coaches. Participants will register on the USTA FL website for the event; G. English will provide the link to L. Williams to distribute.

D. Robinson suggested also looking at a future training date in May, prior to the summer youth tennis program.

Mr. English reminded the group this year marks USTA FL’s 75th Anniversary! Several events will be held throughout the state to celebrate tennis in Florida. The first will be the Miami Open in March, followed by The Tallahassee Challenger to be held at Forest Meadows on April 16th. USTA FL will induct former tennis players, including Mary Joe Fernandez, into the Hall of Fame in May.

In addition, the Mal Washington CTA in Jacksonville will co-host a celebration with USTA in October, and a regional round robin and banquet will be held at Forest Meadows in Tallahassee on December 6th.

G. English asked for interest from local elementary schools wanting to begin a one day per week 7-week afterschool Net Generation tennis program. USTA FL will provide a $250 stipend to the instructor.

T. Bell has provided several afterschool training clinics at Belmont Academy and will let G. English know if she can commit to doing it this year.

L. Williams will contact the Cambridge Prep Academy director to see if there is interest in providing the private school a tennis program.

President D. Robinson let the group know she wrote a letter on behalf of LCCCTA that was addressed to the City of Lake City. It included a listing of all grants LCCCTA has received, as well as requesting grant funding from the County. The letter was sent ahead of the City Council approving the Dec. 4, 2023 Consent Agenda topic of authorizing GameTime Company to erect a shade structure over the bleachers at Young’s Park Tennis Courts with funding from the County Grant approved on October 19, 2023. There is no monetary cost to the City.

Vice President M. Null reported the grant proposal for a Bleacher Shade over the center tennis bleachers was approved for up to $20,000 by the County Commission. The purchase order will be issued by the County and the fabrication of the bleacher shade is in process. M. Null suggested a banner be hung in recognition of the County’s generous contribution to the community.

M. Null received LCCCTA’s renewed USTA Master Liability/Accident Insurance policy for 2024 and provided a copy for the participants. The Directors and Officers Liability insurance policy will be posted in February; it is an optional cost of $575 per year.

In addition, M. Null provided a copy of LCCCTA’s renewed registration and membership in USTA.

Secretary L. Williams reminded LCCCTA Board members the US Center for Safe Sport / USTA Safe Play requires all tennis volunteers and coaches working with children to complete their background check every two years and complete the Safe Sport online video training every year. USTA Safe Play—USTA.com. An individual USTA FL applicant number is assigned once an applicant completes the training.

The LCCCTA Spring Youth Tennis Camp registration information has already been posted on the website and on social media by L. Williams. The three-week youth tennis camp will be held at Young’s Park from April 2 - April 18, 2024 on Tuesday and Thursdays from 4:30-5:30 PM. The cost will be $20 per participant and registration will be held on April 2, 2024.

Waiver and Release forms will be signed at the time of participant registration on April 2, 2024. The most experienced participants will begin to play junior team tennis matches. D. Robinson suggested using Thursdays for those matches.

L. Williams inquired about other possible LCCCTA Banner Sponsorships. The renewal date for current banner sponsors is June 30, 2024; $50 for small banners and $75 for large banners. L. Williams will notify current sponsors no later than April.

Treasurer J. Hinkle provided a current financial statement showing a bank balance of $4,089.51. The general account has $1,922.28, the YTF account contains $2,000, and the Adult League account has $167.23 a balance.

D. Robinson suggested deducting the annual Squarespace platform and domain expenses from YTF funding since online registration and promotion for YTF sponsored camps is necessary.

M. Null made a motion to authorize and direct the financial director to make the identified appropriate expenses relating to the youth camps; seconded by T. Bell, and the motion carried unanimously.

New Business

L. Williams recommended that a convenient, quick, and paperless way to obtain donations and contributions for LCCCTA would be to have CashApp available on the website. ($lcccta) It would be connected to the LCCCTA email account and notifications of contributions / donations would be emailed / printed for the treasurer.

M. Null made a motion to engage in CashApp for receiving contributions and donations to LCCCTA; seconded by D. Carter, and the motion carried unanimously.

G. English suggested LCCCTA apply for USTA Foundation Program Support Grants which open between Feb. 15 to Oct. He will notify L. Williams when he has additional information.

L. Williams let LCCCTA Board members know Columbia County Regional Park’s first phase of development will begin soon.

LCCCTA will want to ensure the community’s tennis needs are expressed prior to the second phase of development.

A court divider net was purchased in February 2023 by YTF so LCCCTA youth tennis instruction can be separated from the other public courts. M. Null will look at options to see how the net can be installed to allow court separation when instruction is taking place. A discussion about cleaning the tennis nets has been resolved; the tennis players will do this by using a product that was recommended by D. Carter, Awesome. This product will clean the tennis net surface, yet won’t erode the vinyl net tape and the stitching securing the net.

Adult League Coordinator, Debbi Carter: Reported on both the Tuesday evening Socials and the Fall Mixed Doubles Social League held on Thursdays from October - December.

D. Carter said interest seems good for the Tuesday evening social events; she is in the process of finding a coordinator who will communicate and match the players.

D. Robinson suggested possibly allowing coordinators to rotate monthly in that position, so the commitment isn’t as long.

D. Robinson also suggested having social play on both Tuesday and Thursday evenings, until the Spring League tennis begins.

D. Carter said the inaugural Fall Mixed Doubles Social League was successful and she is planning to begin the Spring Mixed Doubles Social League in March. The captains will select their own players and bring tennis balls for their matches. There will also be a nominal charge for the league players.

Nominating Committee Chair, Laura Null: Reminded the group of next month’s Annual Meeting and said she will be asking Board Members, Officers, and potential board members of their willingness to serve on LCCCTA”s Board of Directors for 2024.

D. Robinson said LCCCTA’s Annual Meeting will be held on Monday, February 12, 2024 and Laura Null will provide a slate of proposed board members and officers.

Prior to the conclusion of the meeting, Mike Null read a Letter of Appreciation to President Dolly Robinson.

President Robinson is stepping down as President and Board member. The Board of Directors wished to honor and express their appreciation for her faithful leadership in LCCCTA since 2014, and for her contribution of supporting and promoting tennis within Lake City and Columbia County. A Certificate of Appreciation plaque, as well as a gift, were presented to Dolly Robinson on behalf of LCCCTA’s Board of Directors by Linda Williams.

President D. Robinson adjourned the meeting at 7:55 PM.

Both the Annual and February Board Meetings will be held on February 12, 2024 at 5:30 PM.