Compilation of
3rd Quarter
Committee Reports
2014 -2015 USTA SC ACTION PLAN
Adaptive Tennis & Special Olympics Committee
Chairs: Jack and Diane Barker
(please write the % completed on a scale from 0-100) / Next Step(s) / Target
Date for Completion
Special Olympics Annual Meeting / Sue Maner / Jan, 2014 / 100% / Jan 31, 2014
PTR Symposium / Jan, 2014 / 100%
Video for trade show / Sue Maner / Jan, 2014 / 100% / Check on video progress / Feb 3, 2014
On-court presentation / Friend of Nancy (Hoekstra?) / Jan, 2014 / 100% / Feb 1, 2014
Sav to play chs team / Jack / Jan, 2014 / 100% / March 1, 2014
Sue's tournament in Lexington / Sue, Jack, Diane / Jan, 2014 / 100% / Check w /Kelly on entries / March 15, 2014
Demo at Family Circle / Jack, Julie Jilly / Jan, 2014 / 100% / See Below / Apr 2, 2014
Fundraiser at Moss Creek / Jack, Diane / 100% / Raised $12,000 / May 10, 2014
Demo at Pro Circuit Tournament - Sumter / Sue, Carey Washington / Jan, 2014 / 0 / No athletes scheduled to attend / May 17, 2014
Demo at Pro Circuit Tournament – Hilton Head / Sue, Carey / Jan, 2014 / 0 / communication with director of tourney did
not happen. emails not answered and
phone calls not returned / May 25, 2014
Support training for Special Olympics National Games / Jack, Diane / Jan, 2014 / 100% / ongoing / Ongoing until games
obtained a grant from usta sc
for the correct tennis
balls to be distributed to
areas in need / Jack, Diane, Sue, Kelly / 100% / acquiring areas that received the balls and
accountability for using them for Fall games / June 6th
SPUD tournament / Jack, Diane, Rex / Jan, 2014 / 100% / Needs help acquiring volunteers / June 6, 2014
Hilton Head Special Olympics Games / Jack, Diane, Kelly (Garrick?), Carey, Sue / Jan, 2014 / 0 / Oct 29, 2014
Demo at Pro Circuit Tournament – Rock Hill / Sue, Carey / Jan, 2014 / 0 / Probably won’t work due to athletes attending fall games / Oct 12, 2014
One Day event in Savanah, GA / Kevin Mcfarland/ Rockin Rackets / August / Oct. 25, 2014
Special Olympics Fall Games - Greenville / Sue, Jack, Diane, Carey / Jan, 2014 / 0 / Oct 11, 2014
Coordinate with the next incoming chair. / Jack, Diane / Jan, 2014 / 0 / Discuss goals and accomplishments with incoming Chair. / Dec, 2015
Quarterly Update on Accomplishments:
2014
First Quarter:
Meeting in Myrtle Beach completed. PTR symposium completed. Had 12 athletes at event. Demonstrated 4 out of 5 levels of unified competition.
Second Quarter:
Rockin Racquets and Swamp Fox tennis groups demoed practices at Family Circle Cup. Very well received with TV coverage. Training with two athletes attending national games. Submitted grant application for correct balls for different areas; have not heard back. Continue to facilitate one day tournaments.
Third Quarter:
Obtained usta state grant for the correct tennis balls to be distributed to the areas in the state that did not have
correct tennis balls. We will obtain which areas received tennis balls and that they are using them to get ready for Fall games in
Greenville, SC
committee have identified and voted on the 2014 adaptive volunteer of the year. The result will be forwarded to the awards
committee.
Fourth Quarter: charlie racheed will give us courts for the adaptive demo at usta-sc meeting at Wild Dunes.
2015
First Quarter: proper equipment being the key. making sure equipment is getting to areas. emphasis on correct type of balls, foam
and green dot.
Second Quarter: continue to facilitate one day tournaments.
2014 -2015 USTA SC ACTION PLAN
Adult Competition Committee
Chair: Matthew Talford
(check the % complete) / Next Step(s) / Target
Date for Completion
Work with local tournament directors to promote One-Day Tournaments in your area. / Each committee member. / 12/8/2013 / 100% / Contact tournament director in your area and discuss feasibility of hosting a one-day tournament. / 12/5/2014
Coordinate with Marketing and Communications commitees regarding promotion of One-Day Tournaments / Staff Liaison (TBD) / 12/8/2013 / 50% / Develop a promotional package for one day tournaments. / Ongoing (Quarterly)
Send out 2014 Tournament Sanction Packets / Staff Liaison (TBD) / 12/8/2013 / 0% / (self-explanatory) / Q3, CY2014 (date TBA)
Finalize 2014 Adult Tournament Schedule / Adult Comp Committee / 12/8/2013 / 0% / (self-explanatory) / Q3, CY2014 (date TBA)
Periodically review website for information pertinent to ACC / Matt Talford, Staff Liaison, Susie Honeycutt / 12/8/2013 / 10% / Review sctennis.com / Ongoing (Quarterly)
Create a process to recognize and reward top male and female NTRP and Age Division Singles/Doubles/Mixed tournament players at the end of the ranking year / Matt Talford / 12/8/2013 / 100% / Check status of budget approval for process that has been created (RttO - Race to the Open). / 1/31/2014
Write brief description for "Race to the Open" to be added to sctennis.com / Matt Talford / 12/8/2013 / 100% / Pass along to staff liaison to be added to website. / 12/31/2013
Seek funding/budget approval for RttO prizes (tickets). / Staff Liaison (TBD) / 12/8/2013 / 50% / (self-explanatory) / Q1, CY2014
Quarterly Update on Accomplishments:
2014
First Quarter:
Successfully drafted Race to the Open description and forwarded to Staff Liaison (formerly Jessica Amick). Program is currently under budget review. Committee Members currently in talks with local tournament directors to discuss one-day tournaments.
Second Quarter:
Items 6 & 8 are in progress.
Third Quarter:
Sanctioning session and associated action items are pending. All other items have either been completed or are pending additional actions due from outside the ACC.
2014 -2015 USTA SC ACTION PLAN
Awards Committee
Chair: Ron Charron
(please write the % completed on a scale from 0-100) / Next Step(s) / Target
Date for Completion
Propose a procedure to have the committee review all awards at least every two years for possible changes in criteria for selection or name. / Chairperson / 12/7/13 / 100% / Chairperson will prepare a draft and send to committee members for review in preparation for a vote at its next meeting. / 2/26/14
Develop further means to solicit and promote nominations. / Committee / 12/7/13 / 100% / The committee will review efforts made the previous year and determine whether improvements are needed and will discuss ideas at its next meeting for implementation by its June meeting. / 6/18/14
Review the website for additions or corrections to the webpages regarding awards. / Committee / 12/7/13 / 50% / This is an ongoing action item. Committee members should check the awards webpages priodically when they are on the USTA SC website. / 12/31/15
Evaluate nominations and select USTA SC and Southern awards. / Committee / 12/7/13 / 0 / The committee will review the status of nominations prior to its August meeting in preparation for its selections in September. / 10/1/14
Promote press coverage and publicity of award winners. / Committee / 12/7/13 / 0 / Coordinate with USTA SC staff. / 10/1/14
Provide research on nominees where information is needed and propose nominations as needed / Committee / 12/7/13 / 50% / All committee members have assigned awards to do research on. / 9/14/14
Coordinate with the next incoming chair. / Chairperson / 1/2014 / 0 / Discuss goals and accomplishments with incoming Chair. / December 2015
Quarterly Update on Accomplishments:
2014
First Quarter:
The Committee met by teleconference on February 26 to discuss and vote on a proposed addition to its policies to require regular reviews of awards to assure that they remain viable and current with the times. The committee agreed on proposed language for the addition and the revised policy document will be forwarded to the Bylaws and Policies Committee for review prior to submitting it to the Board for approval.
Second Quarter:
The Committee’s scheduled second quarter teleconference meeting will take place on June 4. The main topic of discussion will be ideas for soliciting award nominations. In the meantime, the proposed revision to the committee policies agreed to at the February 26 meeting was forwarded to the Bylaws and Policies Committee for their review.
Third Quarter:
The Committee met by teleconference on June 4 and discussed ideas for soliciting award nominations. At its June 8 meeting, the USTA SC Board approved the revision to the Committee policies regarding regular reviews of awards. The Committee met again by teleconference on August 27 to review nominations received to that date and plan any actions required prior to the selection meeting scheduled for September 14.
2014 -2015 USTA SC ACTION PLAN
Budget & Audit Committee
Chair: James McKissick
(check the % complete) / Next Step(s) / Target
Date for Completion
Conduct periodic in-process review of the USTA SC budget and recommend adjustments as necessary. / James / January / 100% / Meet with Graham monthly / ongoing
Ensure that an audit of USTA SC is performed. Scott & Co CPA will perform it again this year. / James / January / 100% / Discuss with Michael Slapnik / April
Perform a mid-year review and adjustment of the 2013 budget. / Budget Committee / January / 100% / Schedule mid year committee meeting / June
Ensure that any exceptions noted in the audit are fully and properly addressed. / Budget Committee / January / 0% / Ongoing monitoring / ongoing
Prepare the 2015 budget / Budget Committee / Januray / 50% / Schedule meeting for late third early fourth quarter / November
Quarterly Update on Accomplishments:
2014
First Quarter:
Worked with league committee to revise the league portion of the budget and set forth new detailed revenues/expenses for the league committee and will present the updated request to the board for approval. Met with Graham to review ongoing budget and expense monitoring
Second Quarter:
Have a meeting scheduled for May 16 to perform the mid-year review and adjustment of the budget. Have been conducting regular meetings with Graham to discuss ongoing financials.
Third Quarter:
We met via conference calls several times in order to review bids for the upcoming audit seasons and have a recommendation to make to the board in that regard. We also met to adjust the mid year budget and have scheduled a time to meet for the 2015 budget preparation. The committee chair has met with Janice and Graham to ensure uniformity in the financial reporting process to the board and affiliates.
2014 -2015 USTA SC ACTION PLAN
Committee: By-Laws and Policies
Chair: Robert Peiffer
(check the % complete) / Next Step(s) / Target
Date for Completion
Review Governance policies (except Diversity and Inclusion) and identify necessary changes / All / 12/7/13 / 33% / Review policies / 1/31/14
Conduct and Ethics / Honeycutt/Peiffer / 12/7/13 / 50% / Review policy / 1/31/14
Conflict of Interest / Charron/Peiffer / 12/7/13 / 100% / Review policy / 1/31/14
Document Retention and Destruction / Charron/Hoel / 12/7/13 / 50% / Review policy / 1/31/14
Nomination and Election of Officers and Area Directors / Hoel/Wells / 12/7/13 / 0% / Review policy / 1/31/14
Policies, Procedures and Regulations / Barth/Wells / 12/7/13 / 0% / Review policy / 1/31/14
…..Procedures for Collecting and Maintaining Signed Statements from Volunteers and Staff / Barth/Honeycutt / 12/7/13 / 0% / Review policy / 1/31/14
Send correspondence to Committee Chairs, reminding them of requirement to review their policies annually and establishing dates, based on Board meeting dates, for submission of new and revised policies / Peiffer / 12/7/13 / 100% / Prepare correspondence / 2/28/14
Draft revisions to Governance policies (as required) / All based on review assignments above / 12/7/13 / 0% / 3/31/14
Review USTA SC By-Laws and identify needed amendments / All / 12/7/13 / 0% / Review By-Laws / 4/15/14
Draft revisions to USTA SC By-Laws (as required) / Assignments TBD / 12/7/13 / 0% / 5/13/14
Finalize revisions to Governance policies for submittal to Board of Directors for approval / All / 12/7/13 / 0% / 5/15/2014
Draft revisions to USTA SC By-Laws (as required) / Assignments TBD / 12/7/13 / 0% / 5/31/14
Finalize revisions to USTA SC By-Laws / All / 12/7/13 / 0% / 6/30/14
Review proposed policies and proposed policy revisions other than those proposed by BPC / A primary reviewer will be assigned to each proposed policy/policy revision / 1/20/14 / 0% / As required
Finalize revisions of proposed policies and policy revisions / All / 0% / As required
Review proposed revisions to By-Laws proposed by other than the BPC and prepare final revision for submission to Board / All / 0% / As required
Review Governance policies (except Diversity and Inclusion) and identify necessary changes / All / 1/20/14 / 0% / 1/31/15
Conduct and Ethics / Barth/Honeycutt / 1/20/14 / 0% / 1/31/15
Conflict of Interest / Honeycutt/Peiffer / 1/20/14 / 0% / 1/31/15
Document Retention and Destruction / Charron/Peiffer / 1/20/14 / 0% / 1/31/15
Nomination and Election of Officers and Area Directors / Charron/Hoel / 1/20/14 / 0% / 1/31/15
Policies, Procedures and Regulations / Hoel/Wells / 1/20/14 / 0% / 1/31/15
…..Procedures for Collecting and Maintaining Signed Statements from Volunteers and Staff / Barth/Wells / 1/20/14 / 0% / 1/31/15
Draft revisions to Governance policies (as required) / All based on review assignments above / 1/20/14 / 0% / 3/31/15
Finalize revisions to Governance policies for submittal to Board of Directors for approval / All / 1/20/14 / 0% / 5/15/2015
Quarterly Update on Accomplishments: