MINUTES - ANNUAL CALTA MEETING -
IN ATTENDANCE:
Division Coordinators: Donna Shoaf, Theresa Stanton, Natalie
Baker, Cheryl Bolek, Kyla Fain
Division 2 CIT, DNW1, DNW2, DTP, FCC, MPR, WLD
Division 4 CTC1, CTC2, DAN, LEG, MPR1, MPR2, PKW1, SNF2
Division 5 CTC1, DAN, FCC1, MAY2
Hand-outs: Agenda, Financial Report, Calendar/Division Structure Worksheet
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I.
CALL TO ORDER
A. Welcome address
1.
Role of the CALTA Board
a. through the annual meeting -
provide a forum for presentation of ideas and opinions from
our members
(meeting held annually with the exception of 2012 as finding a location was an
issue -- by e-mail vote the captains approved skipping one year)
b. primary functions:
provide/maintain structure so that weekly schedule runs smoothly and enjoyably
(coordinating 57 teams -- currently over 900 members -- with 28 matches scheduled every Tuesday -- 448 members playing at same time)
- meet once a
month and be in constant contact via e-mail to discuss any issues that arise --
as well as planning the annual luncheon
- maintain continuity of leadership for better organization
B. Introduction of CALTA Board members (currently 12 positions)
1. Executive Board Members (all four in the second year of
sixth two-year term
President,
Webmaster, Scheduler Linda
Vice President,
Rules Committee Chair
Secretary and Junior Recognition Committee Chair Pamela Doggett
Treasurer Lynn McNally
As specified in the Charter, there will be an election of the Executive Board in
the Spring.
All captains will be contacted by Cheryl Bolek, nominating committee chair; each
team gets one vote.
2. At-large Members
(staggered 3-year terms):
Carole Davie (former coordinator), Donna Norvelle
(former coordinator), Betsy Beldner (serving 3rd year of Dara Craven's term)
3. Division Coordinators:
- responsible for communication between Board and captains and for weekly score
reporting; full voting members of Board.
In the past, the coordinator positions were rotated among teams but it became
evident that this was not an efficient way to operate.
The
Those attending were asked to advise Board if interested in serving as
coordinator if a coordinator decides to step down.
II. FINANCIAL REPORT 2011-2012 ACTUAL; 2012-2013
BUDGET
This report (which is also on the CALTA website) shows
how members' dues were spent last season as well as the budget for the current
season. It shows not only the dollar amounts but also breaks down each
line item per member. The 2012-2013 reflects an operating shortfall -- $31 budgeted
to be spent per member vs. $30 dues received per member. This year there are
adequate funds to cover but, looking forward, it is clear that dues will need to
be raised if we are to continue to have our annual luncheon as well as maintain
a reserve in case there is a need to hire a scheduling programmer or webmaster
(services provided since 2001 by current President at no charge). A
non-binding vote of those present was taken and there were no objections to the
possibility of a $5 increase in dues in the 2013-2014 season.
MEMBER QUERY:
Could the price of the luncheon be increased instead?
BOARD ANSWER: The Board feels strongly that the luncheon is an important and integral part of the CALTA experience -- and all members should share equally in the cost since all are invited. If the price of attending the luncheon were to be increased to cover the operating shortfall, the cost of the luncheon would become unreasonable. A great deal of time is spent by the Board on preparations for the luncheon and the Board feels that the event should be continued as long as it remains financially feasible within the overall budget.
MEMBER QUERY: What about the funds raised at the luncheon?
BOARD ANSWER: All those funds are dedicated to the Junior Recognition Program.
III. CALTA CALENDAR AND DIVISION STRUCTURE
CALTA's schedule is based on the public school calendar -- the first match of
the season starts after school is in session (usually the week after) and ends
with the luncheon on the second or third week of May -- with no matches
scheduled on public school holidays or during the week of Family Circle Cup.
That leaves available for CALTA matches 31 or 32 days. Allowing for rain
make-up days, that leaves 26-28 days available for play. This has been
voted on repeatedly since the formation of CALTA in 2001 -- and the majority has
always been in favor of keeping the match schedule of 26-28 days. Also,
the membership has always voted in favor of each team playing all the other
teams in its division an equal number of times. With this length schedule
and full rounds of play, that means that our calendar does not work for some
sizes of divisions. A scheduling worksheet was handed out which
illustrated that the ideal division sizes are 9 or 10 teams (playing three
rounds) and 13 or 14 teams (playing two rounds). Smaller divisions work if
necessary and even a 15- or 16-team division will work (which means fewer
make-up days for that division). What does not work at all is a division of 11 or 12 teams
(two rounds: too few matches; three rounds: not enough days on the calendar).
As in past years, team registration forms for the 2013-2014 season will be
available on the website at the beginning of May and will be due at the end of May -- at which time the
scheduling process begins. Guided by the
above-mentioned constraints, the Board begins the division structuring process
as
a blank slate, starting with the list of all continuing teams -- listed in order
of their results and noting their requests for next season's placement.
Next, any new teams are inserted at their appropriate competitive levels (based
on their NTRP ratings, pros' opinions, and/or players' own input). At that
point, the Board looks at the list for natural competitive breaks using the
desired division sizes. The worksheet used by the Board is available for
perusal by the membership -- it's on a web page -- by request.
The following points were emphasized:
- The Board will place in Division 1 only teams that request that division.
- There is no automatic "up" or "down" for a team that places at the top or
bottom of its division. Each year is a new beginning and the structure
will reflect the appropriate competitive groupings for the entire league. Every effort is made to place a team at the
competitive level that it requests in its registration form.
- There is no limit on the number
of divisions or number of teams that can be accommodated by the CALTA schedule.
The only constraint on size is the number of courts available at the tennis
centers.
MEMBER QUERY: Many of our players are just getting back
to Charleston and it's hard to put together a line-up during the first two weeks
of the schedule. Can we start later in September?
BOARD ANSWER: No, for all the reasons discussed regarding the scheduling constraints that have to be dealt with. However, individual captains are at liberty to play those first matches at another time if both teams agree.
BOARD COMMENT: It should be noted that the scheduled make-up days are official match days and must be used in order of availability. Also, once a match is rescheduled, on whatever day, for whatever reason, that new date becomes the official date with all rules regarding forfeits and defaults applying.
IV. RULES AND
1. Communication between Captains
a. Host captain should contact visiting captain by telephone
the
night before a match as a courtesy -- especially if bad weather is predicted.
E-mail is acceptable only if early enough to receive confirmation of
communication.
b. Forfeits should be communicated promptly and by telephone.
This is an issue of good sportsmanship. If the other team is facing the
necessity of forfeiting a court also, that team should accept a mutual forfeit
(no point for that court).
c. If weather is an issue the morning of the match, the host
captain should contact the visiting captain by telephone no later than 7:30AM to
discuss options. Cell phones should be on for instant updates.
d. If a home team does not communicate bad weather and the
visiting team arrives to find unplayable conditions that were demonstrably in
effect early, the visiting team is entitled to take a 4-court forfeit.
2. Line-up Exchange/Scoresheets
a. Match play is to begin at 9:30. This means that
line-ups should be exchanged prior to 9:30 in order to get the players on the
courts by 9:30. It was noted that this deadline is being constantly
abused. Captains were encouraged to report to the Board any instances of
abuse of this requirement -- and the Board will step in if it is apparent that
certain individuals are repeat offenders. Many players have children,
jobs, elderly parents, etc. and their plans depend on the match starting on
time.
b. Captains should have their line-up sheets filled in and ready to
exchange even if all players have not arrived.
c. Substitutions (not changes) are permitted in a team's
line-up after exchange -- provided it is done prior to 9:45.
d. Both captains need to keep a copy of the scoresheet for every
match and captains should check the website periodically to check that their
results are logged in correctly.
e. "Total Points" are to be reported to the appropriate coordinator
immediately after the match. Scoresheets, in ink, are to be faxed, photo
texted, or scanned/e-mailed within 24 hours.
3. Match Play
a. If a player is not on the roster and plays a match, that
court will be defaulted.
b. Forfeited courts can be made up only if play has not begun
on any court of a match -- i.e., it begins to rain before the match begins or
during warm-up. (A match is deemed to have begun if there has been a first
serve on any of the courts.)
c. In the case of a 4-court forfeit, the match may need to be
played after all if it is determined that the division's award results are
affected by that 4-court forfeit.
d. The decision to play a third-set tiebreak in lieu of a
full third set does not need to be determined in advance; the decision can
be made after splitting sets.
e. A 10-point tiebreak in lieu of a third set can be played
only if all four players on the court agree.
MEMBER QUERY: Will we be going
to a third set tiebreak for all matches, consistent with USTA?
BOARD ANSWER: No, CALTA is a 3-set league. The USTA went to the tiebreak because of time constraints in the evening leagues.
A nonbinding show of hands was requested re changing the CALTA rules to require
a third-set tiebreak in lieu of a full set. Only one team "voted" for that
change.
f. Even if a player arrives late (but within the specified
deadlines for default), she is entitled to a 5-minute warm-up. Player
health and safety come first.
g. In the event that a match must be rescheduled, the next
available make-up date on the CALTA schedule must be used unless both teams
agree to another non-CALTA date. The rescheduled date then becomes the
official match date and cannot be rescheduled for any reason except weather.
4. Grievances and Complaints
a. Formal grievances (of which three have been filed in the past
two years) require that the appropriate form (available in the Rules link on the
CALTA website) be filled out and presented to the Board. The Board will
then forward the grievance to the person or persons against whom it had been
filed for rebuttal. Each side will have ample opportunity to present her
side -- after which the Board will make a decision as to what, if any, measures
should be taken. In the past, responses by the Board have run the gamut --
from rulings as to which team gets a point to letters of reprimand.
b. Complaints are a more informal way for a member to deal with an
issue. The Board handles complaints in a variety of ways -- beginning with
a gently worded e-mail or phone call. The important point to remember is
that the Board keeps track of complaints and, if an individual or team is
repeatedly the subject of complaints, the Board will step in, especially in the
area of sportsmanship -- and sanctions could be applied.
5. Miscellaneous
The Board received a request for a Senior CALTA league. The Board
discussed the issue at length and determined that there were many reasons why
the establishment of a senior league within CALTA is not currently feasible:
- the current
CALTA Board would be unable to handle the additional workload of running a
second structure/schedule
- there is no
day available for play -- nor are there courts available for another league at
the same time as the current schedule.
- this would
mean an inevitable dilution of the existing league and the break-up of some
teams.
It was noted that a possible solution for a largely senior-level team would be
to drop down a division within the CALTA structure in order to have more
competitive matches.
V. JUNIOR RECOGNITION PROGRAM
VI. MAY 2013 LUNCHEON