1) Discussion with Stephanie Lapham (City Parks & Rec manager)

Part A: Tennis vendor update with City PRC manager Stephanie Lapham

Stephanie:  Mike Lewitt (dba Sports Fun Inc. a Brookline based company) won the tennis vendor contract.  Sport Fun Inc. is the current vendor, met all the qualitative criteria and offered a higher percentage of revenue than the other bidders.

Stephanie:  The second-place company was one managed by Newton resident Frank Butera and former top-ranked international tennis player Tim Mayotte. 

Action Items:

1. Obtain copy of Tennis Vendor contract from Stephanie  -- request it in writing. 
2. Congratulate Mike Lewitt once he has signed contract.
3. Share FoNT recommendations with Mike Lewitt in hopes he may include some in his 2021 operational plan. Note: FoNT requests and recommendations to Mike Lewitt should be in writing via email, with cc to Stephanie Lapham)

Part B: City Tennis Tournament

Tom F:  Presented the concept of an open city-sponsored and FoNT-organized men’s and women’s singles and doubles weekend tournament in the Fall at Newton South High School courts. Possible weekends include Sept. 26-27 with rain date: Oct. 2-3 or Oct. 9-10

Stephanie:  Said she will confirm this location and dates. She also said the city will cover all permit fees and will co-market with FoNT.

Bob Jampol: Proposed a 32-person men’s singles and a 16-person women’s singles draw with a consolation match for all first-round losers.  In addition to singles, he said we could hold a simultaneous doubles tournament.

Tom F: Suggested an over-60 doubles tournament with a round-robin format at another date and time.

Paul H: Said he is favor of a $40 to $45 fee for singles entry fee (which is similar to USTA tournaments). 

Tom F: Suggested the fee would include two or more matches and a T-shirt.

Action Items:

1. Formation of a tennis tournament committee
2. Scheduling of its first meeting
3. Writing of a formal proposal to the city
4. Submission of the proposal to the city

Part C: Tennis Pro Policy

Stephanie Lapham: Reminded FoNT that the new policy is intended to reduce the number of tennis pros who are using city courts all day-long and at prime time.  This has resulted in less availability of courts for city residents.  In addition, according to city and state law, public courts, fields and other facilities are not intended for use by for-profit organizations.

Tom F: Emphasized that the city’s current policy, while it might create more availability of courts during prime time, is more punitive than necessary (including a $200 fine per incident for pros who fail to follow new city guidelines). He said this was not in the “spirit” of a friendly and welcoming tennis community as pursued by FoNT.  

The new policy guidelines are the following:

1. Fees: $25.00 per hour, per court
2. Instructors are responsible for completing a CORI/SORI check on any employee
3. Instructors MUST be able to provide the City with a Certificate of Liability Insurance naming the City of Newton as an additional insured party for (Limits of $1,000,000.00 general liability) The insurance agency SHALL state that the certificate holder (City of Newton, 1000 Commonwealth Avenue, Newton MA 02459) is listed as an additional insured.
4. The instructor must carry with them a physical copy of their court reservation for the duration of the lesson.
5. M.G.L. c. 45, Sec. 24, provides that a person who “violates any rule or regulation…shall be punished by a fine of not more than two hundred dollars…” This would be $200 per offense. 

Sami: Discussed her recommendation for an alternative policy that is more in the spirit of what FoNT is pursuing for the Newton tennis community.

1. Co-venture pilot program with City PRC Dept
2. Invite 15 independent tennis professionals to participate
3. Provide proof of liability insurance
4. Individual lessons only (no group lessons unless with City PRC prior permission)
5. Guarantee availability of 10 city hard courts at all times thru on-line reservation system  
6. Up to 10 hours per instructor per week on first come, first serve basis
7. Charge annual $300 permit fee
8. Charge $5 per hour per court with no refunds (minimal cost limits financial hardship in event of rain or absenteeism)

Sami:  Also offered another approach used by the Columbus, GA Parks and Recreation Department, which was shared by Judy Pierce, president of Columbus (GA) Regional Tennis Association (CORTA). 

1. Provide proof of liability insurance
2. Have a current business license
3. Pay a court fee for themselves (most purchase a membership because it’s pretty cheap and they won’t have to pay each time they’re on the court 4.
4. Pay a lesson fee for each lesson taught ($10/hour for group lessons; $5 for private)
5. Each student must pay a court fee, if they aren’t a member.

Stephanie: Said the Parks & Rec Commission, at the Mayor’s insistence and due to many resident complaints, promulgated the current policy.  To change this policy would require FoNT to submit an alternative proposal to Nicole Banks (city Parks, Rec and Culture Commissioner), who will then add to agenda to an upcoming commissioner meeting (scheduled third Monday of every month).

Bruce Brumberg (a guest): Wondered how the city will enforce its current policy since it requires constant monitoring?

Stephanie:  It is her responsibility to enforce throughout the city, admitting this is not entirely realistic with 60+ courts at parks and schools scattered throughout city.

Bruce Brumberg/Phil Landa: Asked if these rules apply to “enterprising” high school students who teach occasionally in the summer and fall.

Stephanie: Said this was a very good point and should be included in any proposal to the commission.

Tom Friedman: Commented he recognizes the city has its own instructional program, which is focused on beginners and lower intermediate players in a group setting.  Meanwhile, many of the independent pros are teaching individuals at a higher level who desire one-on-one instruction. He offered that the teaching pro policy should encourage (vs discourage) this offering since city residents were demanding it (at least during the 2020 summer).

Stephanie Lapham: Said perhaps the Parks & Rec Commission would be okay with with teaching pros who are Newton residents teaching and complying with new city policy. It is her intent to stop non-Newton teaching pros from using courts

Bruce Brumberg:  Commented that Newton residents are looking for best instruction possible, which is more likely by having the best teaching pros in the area on our courts.

Stephanie: Suggested FoNT move quickly since the city is creating signs for tennis courts for this Spring listing playing and coaching rules.

Action Items:

1. Submit alternative recommendations to city PRC commissioner
2. Suggest items for new sign

Part D: 2021 Court Repair and Maintenance

Tom F:  Said the core mission of FoNT is to help the city maintain and upgrade condition of all tennis courts in the city.  He said FoNT will conduct an audit of tennis court conditions in the late Winter/early Spring and raise money for some limited repairs and power-wash cleaning.

Sami:  Asked what is city PRC’s plan for repairing cracks in courts this year.  (Mentioned that FoNT had provided a list of courts requiring repairs in the past but did not hear back about whether recommendations were useful.)  To understand the challenges of repairing cracks, she recommended every BOD member read the following article about to fix cracks: http://www.tennisindustrymag.com/articles/2006/03/fix_the_cracks.html

Stephanie: Said FoNT should share its annual audit with her this year, adding the city focuses on major repairs.  She cited the crumbling wall at Burr Park, which requires structural work.

David Weiss (a guest):  Asked if the city could remove roots under the tennis courts at The Cove in Auburndale.  He said the roots are beginning to cause cracks on “otherwise excellent courts”.  

Stephanie:  Suggested David Weiss contact the Forestry Dept, which is part of Parks, Recreation and Culture Department.  She commented that the Forestry Dept. has a balancing act between tennis, basketball, fields impacted by root structures and maintaining health of trees (which are important for overall environment).

Stephanie:  Added that one of a growing problems in the city is the use of tennis courts and fenced athletic fields for impromptu dog parks.  She said the new signs will caution dog owners about letting their dogs run around and “poop” on tennis courts.

Action Items:

1. Find out from city how it would like FoNT to present findings of a tennis repair audit (location of cracks, severity of cracks, playability of courts with cracks etc.
2. Ask city about the legal and financial process to submit funds from FoNT for repairs
3. Ask the city about whether FoNT volunteers can work with city to repair minor cracks this Spring

2) 2021 Goals and Objectives

Tom F: said he would like to remind FoNT board that court repair and maintenance is our overarching mission.  To accomplish our mission in 2021, we should on the following goals and objectives:

A.  tennis court audit to identify and quantify the repair and maintenance problems

Note - (Sami, Bruce Baron and  Phil Landa – all volunteered to conduct the audit – to take place in early March 2021, with report/photos submitted to FoNT Board at the March meeting).

B.  fundraising (to provide city with adequate funds to make minor repairs quickly)

C.  city tennis tournament (to raise awareness about the city’s support of tennis)

3) Fundraising Report 

Part A:  Spring Fundraiser

Sami and Paul: Goals - Increase FoNT annual membership by 60 people & raise $1,000 by selling memberships.

Presented a T-shirt initiative thru Custom Ink that would raise funds and awareness about Friends of Newton Tennis.

FoNT will hold its first membership drive/t-shirt fundraiser employing the fundraising tool offered by the t-shirt company CustomInk.

Bruce Baron:  Ask what each T-Shirt costs and what level of donation and financial goals will justify this initiative?

Action Items:

1. Finalize t-shirt design, activate Custom Ink online FoNT fundraiser, establish end date for fundraiser
2. Include content on FoNT Website regarding membership, t-shirt fundraiser, with link to Custom Ink
3. Send fundraising email to all FoNT board members and interested friends of the FoNT board, explaining the membership drive/t-shirt fundraiser, and how each board member may help FoNT achieve the goals.  Talking points and membership benefits will be addressed so that Board Members may use these points when promoting FoNT to tennis contacts
4. Organize FoNT Board Members list of prospects for membership -- to avoid duplicate efforts contacting same individual twice (or more)
5. Establish system for Board Members to report on efforts/memberships sold
6. Send weekly updates to entire Board on Custom Ink fundraiser progress - weekly until end of drive (1st week of March?)

Part B:  New website: 

Tom F:  Is asking Board members to review new website:  https://playtennis.usta.com/the-friends-of-newton-tennis-inc (Tom)

Tom F: New website will the following information: About, Court Locator, Events, Monthly Meeting, Contact, Organization and Membership.  It will also have a “flexible” donation link to CustomInk, GoFundMe and Patronicity (depending on our fundraiser initiative).

Action Items:

1. Finalize arrangement with Custom Ink
2. Create budget for fundraising
3. Hire designer for FoNT logo and shirt design
4. Build prospect database
5. Review new website the

4) Committee appointments

Tom F:  Announced committee assignments for 2021:

• tennis court audit (Sami, Bruce and Phil)
• city tennis tournament (Tom, Phil, Paul, Bob)
• fundraising, membership and web (Sami and Paul)
• finance (Tom and Eric)
• PRC visiting committee (Sami and Tom)

Action Items:

1. Schedule first committee meetings
2. Send out committee operating and scheduling guidelines
3. Create goals and objectives for each committee
4. Create reporting format for each committee