Serve as the chief executive officer of the Association
Shall preside at all meetings of the Board of Directors and shall perform all other duties incident to his/her office.
Presides over meetings and conducts meetings effectively and efficiently
encouraging all members to participate in discussion;
arriving at decisions in an orderly, timely and democratic manner;
Accountable for the performance of the Board Members and Committees
The President is accountable to the Board of Directors. The President may delegate specific duties to Board members and/or committees as appropriate; however, the accountability for them remains with the President.
The President ensures that an agenda is planned for board meetings.
Vice-President
Take on projects, assignments, and attend events for LTA to help obtain the organization’s over all goals
Act in absence of the President
Participate in presentation of annual report
Identify and develop an overall leadership structure
Assure compliance with all external regulatory agencies and organizations for all areas of responsibility.
Treasurer
Subject to the direction of the Board of Directors, the Treasurer shall have charge and custody of and shall receive and disburse the funds of the Association
When necessary or proper, shall endorse on behalf of the Association for collection checks, notes and other obligations, and shall deposit all funds of the Association in such banks or other depositories as may be designated by the Board of Directors
Participate in preparation of annual report
Prepare an annual budget for BOD review and approval by October 31st.
Responsible for the custody of the Association’s financial records.
Check registers
Check bank statements
Check deposit slips
Check tax records
Maintain/keep receipts for 5 years
Secretary
Shall keep the minutes of the meetings of the Board of Directors as well as general membership meeting, any special called by th BOD and shall be responsible for the custody of all minutes.
Minutes of the board should be kept for a minimum of 2 years
Shall have custody of the documents of the Association
Current record of board members eligible to vote on Association matters
Historical documents and the association
Membership rolls kept for 2 years
Newsletters kept for 1 year
Significant policy changes or documents from USTA, CTA or as directed by the Board
Particpate in preparation of annual report
Give notice of meetings
Member-at-Large
Participates as a member of the Board of Directors attending monthly Board of Director meetings
Represents the general membership on issues of interest or concern, particularly those that arise outside of the standing committee structure.
Conducts projects to further the goals of the organization or to develop services for the membership. Serves as chair of any ad hoc committee formed to develop these projects
Committee Job descriptions
Leagues
Coordinates and supervises all USTA league activities at a local level
Work closely with CTA to foster a strong, productive relationship with promotes tennis and tennis growth locally
Coordinate with PR chair to increase league awareness and participation
Publish calendar for the coming league year, including roster due dates, beginning and ending dates for local play, playoff dates, state and sectional championship dates, add-on deadline.
Coordinate with Facility Chair to assign league courts
Obtain league team numbers and assign to captains
Create and Maintain a seasonal schedule for all USTA/CTA leagues that include team numbers, captain information, dates, location and all information pertaining to leagues
Ensure all participants are good standing members of the LTA and teams have submitted their league applications paid their LTA league fee
Appoint a league committee to assist with local rules and promotion of the programs
Rules and procedures must be communicated to captains
Changes in league play must be communicated to captains
Uphold the local league rules and regulations in all league situations and decisions
Complete CTA league forms and submit. Coordinate with facility chair for facility report
Be accessible to league players for information
Attend the annual CTA workshop
Keep the LTA up to speed on USTA/CTA information
Notify tennis community of upcoming leagues
Post league information on website in a timely manner
Emailing all players about upcoming leagues
Report on league status and success such as district, state, national league winner in newsletter, website and Eblast
Facilities & City Liason
Maintain a relationship with the City and School District and contract for court usage based on needs and the direction of the Board of Directors
Attend City council or Parks and Rec meetings when necessary
Will communicate with City and School District on behalf of LTA
Submit reports to board of director
Schedule and maintain court usage for league, drop-ins, socials, tournaments and all LTA events
Complete CTA league court usage report and coordinate with league coordinator
Record and communicate court issues with City and School District
Report on facilities in newsletter, website and Eblast
Membership
Maintain membership on website and assure registration and renewals are accurately reflected
Submit Membership report monthly to Board of Directors
Review membership status to assure membership does not reach a low status
Draft and implement plans to increase membership
Report on activities, accomplishments and success stories related to membership in newsletter, website and Eblast
Maintain a record of forms, procedures and contacts
Round Robin
Development and oversee programs approved by the Board of Directors
Chairs of each program
Report directly to the Program Chair
Shall submit a plan of action to Program Chair
Shall organize, direct and coordinate all activities
Maintain a record of forms, procedures and contacts
Submit monthly reports to Board of Directors or when necessary
Coordinate with PR chair and web site chair to publicize programs and calendars
Report on status and accomplishments in newsletter, website and Eblast
Programs
Participates as a member of the Board of Directors attending monthly Board of Director meetings
Represents the general membership on issues of interest or concern, particularly those that arise outside of the standing committee structure.
Conducts projects to further the goals of the organization or to develop services for the membership. Serves as chair of any ad hoc committee formed to develop these projects
Tournament
Develop, plan and execute the annual Longmont Open with the approval of the Board of Directors
Coordinate and oversees the tournament committee volunteers
Coordinate with PR chair for marketing and advertising tools to run tournament
Complete all required paperwork for USTA/CTA, LTA and City and others
Coordinate with Treasurer on budget
Research other special events or interests to bring revenue to tournament
Coordinate with Facility chair for court use
Operate tournament software
Maintain a record of forms, procedures and contacts
Report on status and accomplishments in newsletter, website and Eblast
Social
Oversees social committee and reports to the Board any recommendations
Submit monthly reports to Board of Directors or when necessary
Coordinate with Event Chair for parties
Plans and organizes the social schedule for the season
Drop in
Season kick off and end of season
Winter socials at LAC
Works with committee to ensure all events are properly supported
Any other projects in which the social committee would like to focus
Maintain a record of forms, procedures and contacts
Report on status and accomplishments in newsletter, website and Eblast
Events
Responsible for planning and executing all parties and report to the Board any recommendations
Approve event budget with Board before planning of event begins.
Coordinate with committee chairs for specific parties such as:
Summer Kick Off
Round End of Season Picnic
End of Summer Social
Annual LTA Banquet
Get information about the party to Board Members
Make sure they know all details and respond promptly
Work with committee details of the party
Purchase or receive donations for give-away
Purchase thank you presents for Board Member whom resigned that year
Work with treasurer to calculate and provide all estimates of potential costs incurred in completing an event
Prepares checklists for committee chairs for each event
Inputs, retrieves, and updates event setup information and produces event reports
Writes event reports noting attendance, times, and significant problems
Report on status and accomplishments in newsletter, website and Eblast
Public Relations
Responsible for publicity of the LTA including promotion of functions and special activities approved by the Board
Responsible for press releases to local newspaper, TV, radio or other medias
Fax or email information to media
Send weekly information to Tennis West, a Midwest Zone Publicity Officer for radio sessions
Post flyers announcing tournaments, general meetings and membership in sports shops, local stores, tennis courts and other tennis clubs
Oversees marketing committee and reports to the Board and recommendations
Creates and executes comprehensive marketing plan
Oversee Newsletter
Responsible for the publication of the LTA newsletter
Work with Board and committee members to obtain articles for newsletter
Historian
Responsible for gathering photos, newspaper articles, newsletters, awards received by LTA members during the year and securely fasten hem in a covered book that will last for three (3) years.
The book shall be accurate, neat and should tell the story of the LTA
Nominating Committee
Recruit qualified candidates consistent with the criteria approved by the BOD during the months of September and October
Recruit volunteers from membership list, socials, drop-ins, leagues via email, newsletters, website postings, phone calls, etc..
Prepare ballot by November 1st and present to membership at the Annual Meeting held in November.
