Executive Board:  Linda von Grotthuss, Nancy Pitcairn, Pamela Doggett (absent: Lynn McNally)

Directors At-large:   Carole Davie, Betsy Beldner, Donna Norvelle
Division Coordinators: Donna Shoaf, Theresa Stanton, Natalie Baker, Cheryl Bolek, Kyla Fain


Teams represented (Sign-in sheets established that 27 teams were represented.):

Division 1 – LTP1, MAY

Division 2 – CIT, DNW1, DNW2, DTP, FCC, MPR, WLD

Division 3 – BKY, CIT, KWH, MPR, SNF, 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



I.  CALL TO ORDER (at 10:00AM)

     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 and answer any questions
                    (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 von Grotthuss

                      Vice President, Rules Committee Chair  – Nancy Pitcairn

                      Secretary and Junior Recognition Committee Chair – Pamela Doggett

                      Treasurer – Lynn McNally

                   It was noted that the 2-year term for the current Executive Board expires at the end of the current season. 
                  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:   Div.1 - Donna Shoaf,  Div.2 - Theresa Stanton,  Div.3 - Natalie Baker,   Div.4 - Cheryl Bolek,  Div.5 - Kyla Fain
                 - 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 coordinator position is no longer a 1-year term. 
               Those attending were asked to advise Board if interested in serving as coordinator if a coordinator decides to step down.


     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.



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.



 Since there was no meeting in 2012, the additions/changes/clarifications to the Rules and Captains' Responsibilities documents from the last two years were reviewed.


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.




 CALTA’s Junior Recognition Program is in its eleventh year.  In that time CALTA has given out 321 grants totaling almost $84,000.  Only $2,000/year is derived from dues -- which means that all the rest has been raised through the generosity of our members at our annual fundraiser at our year-end banquet. The generosity of the CALTA membership, both through ticket sales and donations of items for the fundraiser, has been outstanding.  Last year we raised $8,450 at the luncheon -- and we hope to beat that this year with the continued support of our membership.  The list of recipients is available on the CALTA website.



 This year’s luncheon will be held on May 14 at the Omar Auditorium.  Duvall is again catering.  The menu has been "tweaked" to reflect the comments from our members last year and our annual fundraiser benefitting the Junior Recognition Program will again take center stage.  Members will be reminded to bring address labels as an easy way of getting their names on their tickets.  Tickets will again be available the day before for those purchasing a large number.


       There being no further business, the meeting was adjourned at 12PM.