Rochester Squash Racquets Association board meeting June 9, 2004

June 28th, 2004 Chris Thomas Posted in Board of Directors

Meeting minutes.

Present: Bob Gerace, Tim Broshears, Mike Coil, Herb Barbehann, Eric Hernady,
Bob Good, Bridget Borsa, Doreen Smethhurst, Lisa Slater, Gary Slater, Jason
Droll, Hugh Higgins, Chris Thomas.

1. Treasurer’s report reviewed – voted on and accepted with presentation
   and discussion about cash flow projection sheet. Consensus was that this was
   a good tool for future use.
2. Vision Statement was presented and input was sought. Several suggestions
   were made by various board members including:
   • Add other areas of development such as Junior’s and Women’s
     squash and stress promotion of the game of squash for Rochester area through
     education, clinics, interclub play, etc.
   • Take out the last sentence that refers to a 15% increase in membership
     and save this as a specific goal rather than part of the vision.
   • Encourage more mutual support between various clubs that would also
     help to promote squash in Rochester.

   It was decided that this Vision Statement would be a dynamic, ongoing document
   and therefore no vote needed to be made at this meeting about its inception.

3. Bob and Lisa passed around a list of board member names, numbers and email
   addresses and Lisa offered to make ‘long’ and ‘core’
   distribution lists for emails that disseminate information or ask for input
   between monthly meetings.
4. Bob described a sub-committee of board members (Herb, Bob, Doreen, and Lisa)
   that met last week to discuss a format for listing activities, tournaments
   and promotional events that could be organized and offered during the coming
   year. He asked Eric to be involved in the next meeting. This tentative activity
   list and calendar was reviewed in detail and input was sought from all board
   members. Bob made a motion that all board members consider taking part in
   the planning of at least one of these activities or tournaments either as
   a chair or co-chair depending on comfort level and experience. Several board
   members expressed interest in doing this.
   Suggestions by board members included the following:
   • Include a ratings session prior to League play in the fall to get everyone
     ready.
   • Consider weeknights for tournaments or mixers instead of weekends especially
     at Med Center.
   • One day events rather than week long or weekend long play.
   • Harro East is in discussion with club management and other Harro players
     about a possible handicap mixer or round robin invitational to encourage
     interclub play and possibly boost membership.
   • Try to schedule a few minutes at a future meeting or subcommittee meeting
     to brainstorm different formats for play during these mixers.
   • Add Captains meeting sometime in October.
   • Have subcommittees for each of these activities and spread out the responsibilities
     among members. Make estimates about how much these activities would cost
     to present to board. The tournaments/mixers should be self-supporting
     for the most part and RSRA money should be spent on promotional activities
     such as clinics, education, junior development, etc.
   • Make money available early on for the PROAM and start promotion/fund-raising
     early.
   • Spend some of the endowment fund on the PROAM.
   • Eric suggested that the PROAM date be decided by end of July so that
     it is on the PSA schedule and others are aware of it early on and plan
     around it especially since we are in agreement it should probably be bumped
     up to a Satellite event.
5. Eric and Bob Good exploring Lange Trophy to use as prize for the PROAM named
   after Taft Toribora. Trophy can be engraved each year and presented to the
   champion.
6. Doreen proposed that RSRA supply $200 towards promoting lessons for Junior’s
   by Imran Khan. Anita Spoor of Med Center agreed to the use of courts Aug 2-5
   for $150. Doreen and Bob Good felt that an additional $50 would be necessary
   for correspondence/invitations regarding the lessons. They will provide the
   Board at some point with an itinerary of activities and highlight progress.
   The board approved this proposal for $200.
7. Hugh Higgens has received membership materials from Krystel Huxlin and will
   begin sending out renewal notices to members as their membership renewal date
   approaches.
8. Lisa asked that submissions for the next issue of Boast be sent to her
   as soon as possible.
9. Chris reported that he has made some modifications to the website and he
   would send links to board for input about the changes prior to publishing
   the changes.
10. Location of next meeting to be announced.