Attending: Hunter Lipscomb, Kay Lorrain, Travis Rood, Bill Fletcher, Len Spencer, Walter Sidel

10:00 AM – 4:40 PM
Olympia, Washington




New Board Member Introduction and seating of New Officers
Len Spencer, Southern Oregon Representative
Hunter Lipscomb, President
Kay Lorrain, Treasurer

Treasurer's Rept.
2008 Budget Review
Hunter presented year-end snap shot of overall financials. (get figures from Hunter)
2009 Budget presentation/adoption
Hunter presented 2009 budget developed by budget committee. Not much changing from 08. Dues allocation will go up. Convention revenues from attendee increases will help budget. No more division activity fund. Team Cup contribution of $500 continues. Overall $30,000 income for 09. Loss would be appx $2800 for 09. Division will benefit from online newsletter savings and new phone system. Hunter will email out 09 budget for board review. Board will email their votes on 2009 budget next week.

Testing Update
Discussion on testing policies and practices included the pros and cons of having a tester in the Portland metro area.
Walter Seidel was appointed to be the board’s Tester Liaison to make sure communication lines related to our testers, national, applicants and members continue to work effectively and that all aspects of testing are circulated to board members as needed. Don will contact Barry regarding the need for a new tester in PDX.
As a general policy the board directed testing to provide annual dates (appx 4 per year) to be posted on the division web site, with the responsibility of the applicant to schedule his/her time to test on one of those dates.

Fitlife Meeting in August
Bill Fletcher
16 racquet clubs are members of FL. Their annual convention is held the first week in August at the Inn of the Seventh Mtn, Resort in Bend. They have invited the USTPTA/PNW to host a Manager’s Meeting on Sunday, July 12, at 11:00 Am. As the meeting host we would provide lunch, set the agenda, and provide speakers (if necessary). We would, at FitLife’s request, hold a test on that weekend. The meeting would be open to non-FitlLife members. Bill will confirm details with FitLife including fees and costs. The board authorized $500 for the cost of the lunch. A discussion followed about hosting an adult compass draw tournament, but no decision was made to hold a tournament or not.

Team Cup Challenge Fundraiser Auction
No specific idea on what charity to benefit from this opportunity. The focus of the fundraiser should be on the “Tennis for the Health of It” initiative set out by the national office and Jack Groppel, with a particular focus on children.

Convention
    Status of location
Columbia Basin RC in the Tri City area has much to offer attendees, and the club is an outstanding venue for our on, and off court activities.
Whitman OK
Board vote: It was moved by Kay Lorrain that the 2009 convention location be at the Columbia Basin Racquet Club. The motion was seconded by Len Spencer. The board past the motion unanimously.
   2009 Convention theme:
Passport to the World of Tennis
Speaker List
Board members and staff are working on securing selected speakers for the convention. Speakers and agenda will be updated on the February 8th, phone conference board meeting.

    Hour-by-hour programming
Kay Lorrain has preliminary schedule and will update at the February 8th board meeting.
Awards committee
Ross Eaton to take care of this for convention

Web Camera Presentation/Tutorial (time allowing) / Travis Rood
Travis to follow up phone meeting on internet w/o camera first.
Web Calendar
Header of web to have calendar listing. The board will encourage members to post open events at their club by posting such events at their respective clubs, through email solicitation and by phone. Travis has done a good job making the web site more informative and all board members are encouraged to direct members to the web for specific information.

New Business
Division phone number/service change to Skype. The new number is: 1-503-616-3797

Next Board Meeting/ check my calendar
Feb 8 / &PM phone conference
Convention update.
March 7 / Beaverton 10 –4
June convention meetings
Pre and post convention meetings
October 11, 7PM phone conference board meeting

Travis Rood moved and Len Spencer seconded a motion to adjourn. It was passed unanimously.










USPTA/PNW Board Meeting Beaverton, OR 10/25/08
Called to Order 1:00 PM - Adjourned 4:24 PM

In Attendance:
Ross Eaton, Nancy Cox, Hunter Lipscomb, Kay Lorrain, Travis Rood
Don Patch

Agenda:
1. Elections
Nominating Committee appointed:
Lisa Moldrem, NW Washington
Nancy Cox, Board Member
Barry Laing, Southern Oregon

Nancy Cox, moved that the number of member signatures to contest a proposed slate is 20. Seconded by Kay. Passed unanimously.

ED to send out email blast on 10/27 to solicit nominations for the following board positions. Slate is to be emailed to membership by 12/1. Membership will have 15 days to contest or proposed slate will be adopted. Members in good standing can contest the slate by submitting their names along with 20 signatures from members in good standing to the nominating committee before the 15-day deadline.
NW Wash, Position One
Northern Oregon, Position Two
Southern Oregon,

As per our by laws, the Executive Committee (President, Vice President and Treasurer) is elected by the board of directors. Ross moved and Kay seconded, the motion to advance the following Executive Committee slate:
Hunter Lispcomb, President
Kay Lorrain, Secretary/Treasurer
The motion passed unanimously.

2. 2009 Budget Process
Ross and Hunter will present a draft budget for review and adoption by board in January.

3. Treasurer’s Report
USPTA/PNW Checking Account Balance: $10,063.05
USPTA/PNW Savings Account Balance:    $12,672.26
Total Assets (Nov. 1, 2008):    $22,735.31

As the year nears its close, our financial outlook for the division 
looks good.  We finish the year close to our budget projections, and 
possibly even a little under!  Our net worth at this time of year has 
risen steadily over the past couple of years, and this puts us in solid 
shape for next year's activities.  We hope to use a little of our saved 
money to put into a bigger and better division convention for 2009.  
Stay tuned!  As always, please contact me for any division financial 
questions you may have, or to view any of our financial reports.

4. Convention: “Passport to the Tennis World” is set for June 4-7, at Whitman College in Walla Walla, Washington.
ED is directed to send an email blast to members announcing the convention name and dates. Email should ask membership for suggestions as to speakers they would want to see.

ED is directed to work out the best room rate possible with one central hotel as an official option to the college dorms.

ED is to work with Jeff Northam regarding revenue share from tournament
Champs Tournament
Hunter will talk with Becky re availability of date

ED is to contact the following individuals to find out their availability and appearance cost as possible speakers at our convention:

Broadcast:
Luke Jensen
Darren Kahill
Manufacturers:
Mike Nakajima
Mike Mirenkoff
Amy or Kevin from Head
Prince, (name to come from Prince Rep)
Special Events:
Jack Groppel
Coaching:
Jeff Northam/ can he get division 2, 3 coaches
Frank Inn on panel
Dick Gould
Business/ club membership increase /// where in the world are the 30- 40 year olds?
Barbara Fackel / bjftrain@aol.com
Team building presentation
Kirk Kamperman
Rick Macci
Scholarship Money:
USTA has booklets on this subject
Kirk Kamperman
Board Member:
Jack Groppel
Mark Bey (Lisa heard him at the world conference and liked him)

5. Newsletter
November 15th online deadline.
Need to do the next online newsletter
Chad, 1st national convention experience.
Ross, National Convention wrap-up
Test dates for next year, Barry Laing
Dates that rate:
Convention, location, etc
National updates
Courtside (new computer, print out from national email)
Jack Gropple “For the health of it” update
New members, dropped members
Treasurer’s report, Hunter
Make sure we do a hit count for this so we know how many people are looking at it on line.

6. Calendar
Travis will make online calendar
Board meetings
Test dates
Our convention
April meeting
National convention
Manager’s meeting
Big tennis tournaments
Put in links to events, meetings etc.

7. Fitlife Annual Meeting
Bill Fletcher notified the board that Fitlife has asked us to be a participant in their next annual meeting. The board congratulated Bill for his work and is excited about working with Fitlife.
Jeff Urie/ ask Bill to use him to get more people from Spokane to our convention

8. Conference/video calls
In the interest of saving money and facilitating face-to-face meetings the board directed Travis to investigate the on line video conferencing options and to report back the findings. Travis will email all board members a link to Adobe’s web site, which has software for video conferencing. Those board members with video cameras in or connected to their computers are encouraged to test Adobe’s system.

9. Tester in Portland Area
Since Portland represents a large area of PNW membership the board is asking that we find, train and use a local tester. This will reduce the cost of testing and allow for more frequent tests. Nancy is willing to train.

10. Next Meetings (*dates are tentative)
*January 10 or 24, Olympia
April 4, 2009 by phone
June 6, 2009 at Whitman College







USPTA/PNW Phone Conference 8/24/08
Called to Order 7:00 PM - Adjourned 8:36 PM



Attending:
Chad, Nancy, Bill, Travis, Ross, Kay, Hunter, Walter

Agenda:
Update on web
Treasurer Report (informal)
World Conference (Attendance/Party Plan/ etc.)
Testing stuff
Fall Planning / including board meetings
Newsletter
Update from Bill on Fit Life/IHRSA?
Convention at Whitman possibilities
Board/Officer Positions

1. Update on web, Travis
Format for downloading drills is set so we can make more available to members are we move forward.
Please send a CC copy of web correspondence to all board members so everyone knows what is going on in general. All OK.
He is happy to take suggestions from each board member as they come up.
Travis checked the web and found 287 hits to the newsletter page.
Send suggestions to Travis and he will put up.

2. Treasurer Report, by Hunter
Current Balances
8/24/08
Checking  $16,471.45    Savings $12,666.14
8/24/07  (for comparison)
Checking  $11,527.69    Savings    $3200.00
8/24/06
Checking    $5,465.83        Savings  No past record available for this period.

We are up from year’s past. Ross has asked to research the up turn to determine the causes.

HOW WE FARED WITH 2008 CONVENTION, Hunter
This year we spent $8479.49 on convention-related items, compared with 
$7120 from 2007.  Our income was down $400, from $5495 to $5095, which 
means our loss for the year was $3384.49, compared to last year's loss 
of $1625.  Much of this was due to basic expenses rising, such as venue 
rental ($350), food/beverage ($800), and speaker expenses ($400).  Many 
of our line items stayed similar, and we even saved $300 on awards this 
year.  I worry a bit about our attendance being down this year--we 
raised rates to try to better cover our expenses, and this didn't seem 
to work for whatever reason.  I still think our convention is a 
bargain, and I still believe it is OK for us to run it at a modest loss 
to keep the quality of speakers, food, etc, high.

Newsletter
Ross: did anyone from the areas have feedback from the newsletter?
Nancy: Would like a head counter on next issue
Generally: Board really liked the newsletter.
Travis reported that 278 hits were recorded for the newsletter page.

World Conference
Tuesday is division party day.
26 going so far. Send an email to those
Nancy and Ross to post signs to ID party site
Moved and seconded to spend $500 for division party.

Fit Life, Bill Fletcher
Conference held in Bend, early Aug. He talked with Fit Life President to set up manager’s meeting for tennis. Have a couple on court clinics at next conference and also test at the same time. Bill felt it is a good place to host a manager’s meeting. All agreed to move forward with this concept.

Testing
Ross explained Mike’s testing situation. Maybe we should look for a tester in PDX.

Whitman Report
Don: Gave report. (see attached sheet)
Feedback from board: Travis = OK/ Bill have specialty classes for parents/ Ross ask for feedback from key members of the USPTA/PNW/ Travis, VTC will come. Kay, let’s go ahead and book it.
Board: Travis yes, Bill yes, Ross, yes, Kay yes, Walter yes, Chad yes.

Board/Officer positions
Nancy, Travis, Kay, Ross, Walter, Bill (WCB re availability), Chad (by phone),
Ross: went over board elections and positions and his ideas how things might go.
To be decided at the next board meeting

Next Board Meeting
October 25th. Saturday, 1 PM, Beaverton, office.







USPTA/PNW Board Meeting 1/12/08
Called to Order 11:20 AM - Adjourned 4:20 PM

Present:
Ross E, Nancy C, Hunter L, Travis R, Kay L, Walter, Bill Fletcher, Don Patch

Absent:
Chad Smith


1. Division Convention
Theme: “Real Time”
Dates: 5/30 – 6/1/08
Contract: see notes on contract.

COSTS:
Registration on or before May 15
Members $100
Assistants $90

Registration between May 16-23
Members $115
Assistants $100

Registration on or after May 24
Members $125
Assistants $125

MISC
Yakima TC contract / check with Jerry (add courts for specialty shots)
Trade show is $50 per table


2. National Activity report
NW Wa. Late April mgrs.
Eastern Wa., Summer

3. Treasurer’s Report
Sent off year end reports to National
Year end overview = $ 9346.00 (business account)
Checking $11,692
Savings $3333

4. GPTC request for funding of their HS coaching clinic.
Unanimously voted and approved to contribute up to $50 for lunch (need receipt), post event brochure on web, and advertise in email blasts.


5. Web site / Travis
Keeping colors consistent with national.
Implement a resource area for clubs managers/ business partners /. Highlight a club manager quarterly,
Keep count of hits
Professional development area for new pros
Fresh information needs to be available to members
Blogg/ forum w/ featured member tip/ 1st might be Lisa M and her email to the board.
Modeled after Tennis Warehouse
User info form for interested testees / Nancy to follow up w/ calls to those new members
Area reps to send info to Travis
Convention info
Drills
Schedule of events
Member roster / email to Travis for posting/ get from division’s on line


6. Get Nancy adds and drops at mid February.


7. New business
Bolle is no longer national sponsor
Don’s evaluation needs to be completed by February 08.


8. Next Meeting Date
Check to see if Skype would be appropriate for meeting on line
Sunday evening Feb 24 7:30 PM / on line or phone
Sunday, evening April 13, 7:30 PM/ on line or phone
Thursday, May 29th, early evening




USPTA/PNW BOARD MEETING - JUNE 3, 2007
Yakima Tennis Club [ at the Divsion Convention ]
Present: Ross Eaton, Nancy Cox, Hunter Lipscomb, Lisa Moldrem, Walter Sidel, Don Patch
Guest: Barry Laing, USPTA/PNW Head Tester

OFFICIAL BUSINESS
It was moved by Lisa Moldrem and seconded by Hunter Lipscomb that Bill Fletcher be appointed to fill out the vacant Eastern Washington position until the next election in December 2007. The vote was unanimous.



USPTA/PNW BOARD MEETING - JANUARY 7, 2007
Beaverton Office
12 - 5:30 PM
Present: Ross Eaton, Nancy Cox, Hunter Lipscomb, Mike Stone, Lisa Moldrem, Kay Lorrain, Walter Sidel
(This is the first meeting with new officers: Ross Eaton, President; Nancy Cox, Regional Vice President; Hunter Lipscomb, Treasurer)

Guest: Bill Leong, USTA/PNW Executive Director

AGENDA
1. Executive Director's Evaluation (As per by laws Exec. Com does evaluation and interviews Exec Dir. Results are distributed to board). Process presented to board. Complete evaluation info to be sent to board.
2. Bill Leong USTA presentation and discussion on ways our two associations can cooperate in 2007 specifically related to Pacific Northwest Manager's Meetings.
a. Bill L/ such meetings can range from casual get togethers to discuss and network around manager issues to formal speakers who would present topics of interest to the group. Must know what the manager's want in order to present relevant topics so this format would require a need assessment of club managers to determine their concerns. 
b. Lisa M/ getting together is a positive aspect for growth and networking/ More emphasis should be put on round-table discussion, handouts prior to meeting / have 3/4 quarter discussion time.
c. BL/ agreed with more discussion, handouts ahead of time. Maybe focus on more information related to the psycho graphic info re why people play and why they stay or leave the game. Question: What is best length of time, 1 1/2 or 2 hours.
d. LM/ 1 1/2 hour is best in her area.
e. Nancy C/ supported the round table discussion format with a facilitator to keep discussion going, no single presentation. Pros and managers in same meeting.
g. BL/ How many meetings? 
h. Ross E/ 2 general manager meetings at both conventions. Question: How to get more managers to the meetings?
j. LM/ Up to Head Pro to bring them. 
k. RE/ Kevin Young would be a good person to take the position of facilitator. Facilitator must be local to reflect the local needs. 
l. NC/ Bring Barry Sterett back to re-start the meetings.
m. Meeting dates were set for the following days and times: 4/26 for Portland :4 /27 for Seattle from 11:30 - 1:30 
n. Don to call Barry Sterett to come back for these dates.
3. Bill Leong/ USTA is working on a Sports Science Symposium for a full day of activities on a Saturday. Psychology, Biomechanics, Dart Fish, and what's happening in the industry.
a. LM/ Could this be a specialty course? Tentative name for symposium is High Performance Coaches Program introduction.
b. BL/ He wants to do what they do in CA here in the PNW.
c. LM/ could break it up in two four-hour chunks on two different days.
4. Bill Leong/Sanctioned Tournaments
a. USTA/PNW needs more sanctioned tournaments. 
b. LM/ Court time is the issue. No benefit to clubs to run the tournaments at peak times during the winter months. Most clubs lose money every time they run one. Quality of tourneys very dependent on site and tournament director. Can the USTA be on site to help improve the poorly run tournaments since we need them to run them? Otherwise, what is the penalty if they continue to run sub-par tournaments?
c. Mike Stone/ court time revenue are lost during tournaments. Private clubs still get their revenue, public clubs don't..
d. Discussion ended.
5. BUDGET / Ross Eaton
a. Ross E/ presented the budget and answered questions from the board. 
d. Mike Stone/ do we have money for local testing. We need a schedule for testing and commit money to it. Goal to set 3 tests, one a convention, one in Portland and Seattle. 
e. Kay Lorrain/ Suggested a sign up list for testing. When applicant number reaches 5 or 6 we set a date one month out. 
f. What is the cost of testing one person to our division. Ross and Don to report. 
g. Ross E/ will distribute a 2006-07 budget to board. Board is to review and approve budget via email.
6. CONVENTION
a. Convention site OK. We have a signed contract with the Yakima Tennis Club for the first weekend in June, 2007.
b. Feisal Hasan is OK/ Head contact TK for subsidizing.
1. Specialty Course; Rec Coaches; Cardio Test Cert; 
c. Greg Patton, OK
d. Harry Gilbert/ topics TK/ Round table
e. Convention topics and activities from Area Reps gathered from members were reviewed:
1. LM/ like round table; on court = foot work, for shot; group drills for adult teams not juniors; serves, transition grips; doubles questions, differences between men's, women's; membership retention; tournaments, what to do to make them special, and improve quality; Developing the Senior game...what is a senior capable of? What you can do and how do you teach them differently?; Assistant pro forum, How to apply your teaching methods/goals to each specific learning group...goal matching/meshing - Lisa M; Junior development on the tournament circuit...what it was and what it has become...how to change back to cohesive camaraderie.
2. Mike S/ not so much back-to-back sitting; Modern technique on the forehand; DVD in last Addvantage magazine was good material.
3. Walter Sidel/ how to continue to educate yourself and why? What value does education give your career? PNW handout to new pros re education.
f. CPR and AED 
g. Housing/ Kay to contact Kathleen G to check out hotel options and prices. Hilton Garden Inn has capacity to handle our billing and number needs.
h. THEME: CONNECTION CONVENTION: How do you Connect with (fill in the blank) 
i. Awards Committee will recruit members to solicit nominations and determine winners.
6a. TO DO LIST (Nancy C passed on her "TO DO" check list for the convention to Ross)
a. copy 1st draft and email to board for approval.
b. solicit prizes awards for 
c. Nancy to do food.
d. Awards app / Ross E to do awards
e. Awards committee: LM to get Wash people; Mike and Don to get NOR person; Walter & Hunter to get SOR.
7. NOR position advertised. Mike and Don are working on filling the position.
8. Exec Com National Meeting minutes are up on web.
9. Eastern Washington Area Rep. / Due to personal time constraints that prevented Nanette McGrath from being able to fulfill her duties as the PNW Eastern Washington Area Rep, the board released her from her commitment. Mike Stone moved to release Nanette from board/ Nancy Cox seconded. Unanimous approval. The Board is to look for a replacement .
10. Lake Oswego business/savings account is in Oregon. Access is very difficult. 
Send directed letter/minutes declaring current board roster and position. It was moved by Nancy Cox, seconded by Mike Stone and unanimously approved by the board to close the account and move the funds to our savings account.
11. Ross E/ has applied for and received two credit cards for use by Hunter Lipscomb and Don Patch for USPTA/PNW business. Mike Stone moved and Kay Lorrain seconded the use of credit cards to Hunter and Don.
12. Email Blast re: Convention theme: "Connection Convention"
13. Next meeting/ February 25th 7:00 pm / Conference call. Next meeting/ April 8th 7:00 pm/ Conference call.
NOTES: Bigger name tags with first names in large bold print