[Type text]2011 USTA SC Action Plan[Type text]

USTA
South Carolina

2011 Action Plan

February 8, 2011

TABLE OF CONTENTS

I. Introduction 3

II. 2011 Goals 3

III. Committee Action Plans

Adaptive Tennis Committee 5

Adult Competition Committee 6

Awards Committee 7

Budget and Audit Committee 8

By Laws and Policies Committee 9

Community Development Committee10

Communications and Marketing Committee11

Diversity & Inclusion Committee12

Event Planning Committee14

Grievance Committee15

Investment Management Committee16

Junior Competition Committee17

League Committee18

Nominating Committee19

Officials Committee20

Player Development Committee22

Senior Cup Committee24

Strategic Planning and Evaluation Committee25

Tennis Professionals Committee26

Wheelchair Tennis Committee27

I

INTRODUCTION

This Action Plan describes in detail how USTA South Carolina will work to accomplish its mission in 2011 by pursuing the priorities laid out in its Strategic Plan. The next section of this Action Plan highlights goals set for 2011 by the Board of Directors, while the final section contains the Action Plans developed for the year by the Association’s committees. The committees’ Action Plans define specific tasks to be accomplished during the year along with their projected target dates.

Like the Strategic Plan, the Action Plan is reviewed annually by the Board of Directors. However, unlike the Strategic Plan, which requires Board approval because it establishes long-term strategic directions and will be revised only when the Association’s operating environment changes significantly, the Action Plan is updated annually to delete tasks that have been accomplished or found to be unfeasible or unnecessary, modify tasks that have been redefined or partially completed, and add new tasks to meet emerging needs or take advantage of newfound opportunities.

II
2011 GOALS

Meet or exceed all 2011 Performance Based Incentive Funding (PBIF) objectives

Increase participant diversity and inclusion, where it can be accurately measured, in USTA South Carolina committees, member organizations, and programs, by three percent

Complete the development and compilation of written policies, procedures, and regulations for all crucial USTA South Carolina functions

Take full advantage of high growth initiatives like Junior Team Tennis, Rising Stars, Under 10 Tennis, and new adult league formats to grow player participation

Improve training and evaluation to upgrade the quality of USTA South Carolina programs, with specific attention given to tournaments and officials

Maintain at least 60 per cent of the association’s reserve fund Investments in a long-term investment portfolio to generate additional funds to support USTA SC programs. Maintain a broadly based, well balanced portfolio of mutual funds, exchange traded funds, bond funds and cash to achieve a return on investment that exceeds the results experienced by appropriate mutual fund indexes and broad market and category stock indexes for equities and bonds

Committee Action Plans

Adaptive Tennis Committee

  1. Establish five unified school tennis teams in the state. (Target Date: 12/1/11)
  1. Work with USTA Southern to conduct a SPUD tournament in 2011 at Belton. (Target Date: 6/30/11)
  1. Produce a Media Packet for more exposure of Adaptive Tennis in SC. (Target Date: 12/1/11)
  1. Establish at least five CTA relationships with Special Olympics area programs. (Target Date: 12/1/11)
  1. Establish Adaptive Tennis instruction in three UniversityAdaptive PE Major programs. (Target Date: 12/1/11)

Adult Competition Committee

  1. Create a working group to develop level criteria for tournament levels 1-4. Create quality criteria and regulations for moving tournaments up and down levels in a consistent manner. (Target Date: 6/30/11)
  1. Review number of tournaments and work to improve overall tournament quality. (Target Date: 12/1/11)
  1. Review and evaluate tournament sanction applications. Enforce Tournament regulations and requirements. (Target Date: 12/1/11)
  1. Market the appeal of tournament play, both NTRP and Age Group, to tournament prospects. (Target Date: 10/31/11)
  1. Evaluate and approve the sanctions for the 2012 Adult Tournament Schedule. (Target Date: 10/31/11)
  1. Encourage more consolation play to increase participation. (Target Date: 12/1/11)
  1. Evaluate, and adjust as necessary, the Head Tax to be applied to One-Day Tournaments. (Target Date: 3/31/11)
  1. Develop a FAQ document to help the Tournament Directors whose tournament levels are low to grow their participation numbers in 2011. (Target Date: 6/30/11)
  1. Compare point levels between USTA SCtournaments and USTA Southern tournaments to see if the point levels need to be adjusted. (Target Date: 12/1/11)

Awards Committee

  1. Write background information for all named awards to add to award descriptions on website and for presentations. (Target Date: 6/30/11)
  1. Move up the selection date forawards that are uniqueto the Southern Section. (Target Date: 9/15/11)
  1. Make use of social media for promotion of awards, e.g., USTA SC blog, Facebook. (Target Date: 6/30/11)
  1. Develop means to promote and solicit nominations attournaments and USTA SC events. (Target Date: 3/31/11)
  1. Evaluate nominations and select all USTA SC and remainingSouthern Section awards. (Target Date: 10/1/11)

Budget and Audit Committee

  1. Conduct periodic in-process review of the USTA SC budget and recommend adjustments as necessary. (Target Date: Ongoing)
  1. Ensure that an audit of USTA SC is performed. (Target Date: 6/30/11)
  1. Ensure that any exceptions noted in the audit are fully and properly addressed. (Target Date: 9/30/11)
  1. Prepare the USTA SC budget for 2011. (Target Date: 12/1/11)

By-laws and Policies Committee

  1. Conduct an annual review of By-Laws and process amendments for Board approval. (Target Date: 6/12/11)
  1. Coordinate new and revised policies, procedures, and regulations. (Target Date: Ongoing)
  1. Develop a process forannual review ofapproved policies, procedures, and regulations. (Target Date: 9/30/11)
  1. Promote active committee chair involvement in review of draft documents. (Target Date: Ongoing)
  1. Initiate a semi-annual communication with committee chairs. (Target Date: 5/31/11)
  1. Develop a numbering system for all policies, procedures, and regulations. (Target Date: 5/31/11)
  1. Evaluate "on-line" document input/edit/coordination software options for BPC use. (Target Date: 9/1/11)

Community Development Committee

  1. Encourage CTAs to obtain tax exempt, liability and directors and officers insurance, annual CPA audits, and IRS recommended internal policies; monitor progress. (Target Date: Ongoing)
  1. Establish internal working groups to deal with grant management and other areas as necessary. (Target Date: 1/31/11)
  1. Ensure that all CTAs establish a written and published goal of increasing multicultural diversity in their governing bodies and their programs, with the ultimate objective of mirroring the cultural composition of their communities. (Target Date: 6/30/11)
  1. Conduct one community-oriented training; a Community Tennis Development Workshop and a One-on-One Meeting with each CTA’s leadership. (Target Date: 12/1/11)
  1. Ensure that all CTAs develop and implement a marketing strategy, to include a website, the use of public media, and/or print distribution to enlist participation in their programs. (Target Date: 12/1/11)
  1. Develop a non-tennis player community outreach program in collaboration with the Diversity and Inclusion Committee to be implemented in 2011. Partner to market a template, which can be used for various, programs(church, elderly, 1-day tournaments, Under 10 Tennis, after school or Hispanic, and other diversity markets. (Target Date: Ongoing)

Communications and Marketing Committee

  1. Launch USTA SC blog by mid-January with twice/month frequency, expanding to 3 times/monthby 3rd quarter. (Target Date: 7/1/11)
  1. Improve internal and external communications: solicit liaison with appropriate USTA-SC committees Expand communication with other committees, tennis professionals, tournament directors, CTA’s, and Parks and Recreation Departments. (Target Date: Ongoing)
  1. Develop plan to evolve the online yearbook into a stronger dynamic tennis resource, adding more features, photos, videos, establish time-line for development of new features for 2012. (Target Date: 7/1/11)
  1. Develop a social media strategy and policies that will enable the USTA-SC to leverage these resources to grow its audience and increase communication. (Target Date: 4/30/11)
  1. Integrate website changes in accordance with the 2010 best-practices report. (Target Date: 6/1/11)
  1. Develop new features for the USTA-SC website that will recognize the contributions of long-term captains, volunteers, and league players. (Target Date: Ongoing)
  1. Leverage new yearbook and website features and capabilities to increase advertising and sponsorship revenue. (Target Date: Ongoing)

Diversity and Inclusion Committee

  1. Expand committee to include individuals with corporate expertise in assessing the diversity and inclusion climate. (Target Date: 2/1/11)
  1. Submit USTA Southern Diversity Grant. (Target Date: 2/15/11)
  1. Conduct NCBI Training for USTA SC Board, committee chairs, office staff, and Diversity and Inclusion Committee. (Target Date: 9/30/11)
  1. Assess USTA SC organizational structure and roles with respect to diversity and inclusion. What changes are needed in the composition, organization, or operations of the staff or in the volunteer board and committee structure, or what modifications are needed in volunteer or staff roles in ways that will help us increase diversity and foster inclusion. (Target Date: 5/1/11)
  1. Assess the training that should be undertaken by USTA SC to increase individual and organization commitment to diversity and inclusion. What training do we need? For which target audiences? On what timeline? If we conduct a “Diversity Summit” similar to those held by USTA and USTA Southern Section, who should attend? (Target Date: 2/1/11)
  1. Assess USTA SC employee practices with respect to diversity and inclusion. Are there changes to advertising, hiring, training, or mentoring practices that will help obtain & retain highly qualified minority employees? Do our current employment practices discourage minority applicants or contribute to rapid minority turnover? (Target Date: 5/1/11)
  1. Assess USTA SC volunteer management with respect to diversity and inclusion. How can we improve our procedures for identifying, selecting and training volunteers to increase diversity within our volunteer ranks? How can we better prepare women, minority, and physically challenged volunteers for leadership roles? (Target Date: 2/1/11)
  1. Assess USTA SC programming with respect to diversity and inclusion. Do we need to make changes to current programs or develop new programs to increase diversity? If so, what changes and/or additions do we need? (Target Date: 3/1/11)
  1. Assess USTA SC marketing with respect to diversity and inclusion. How do we leverage our PR and marketing capacity to increase effective outreach to non-traditional players? (Target Date: 3/1/11)
  1. Assess USTA SC grant award processes with respect to diversity and inclusion. How might we alter the grant process to foster diversity and inclusion? (Target Date: 2/1/11)
  1. Assess USTA SC contracting processes with respect to diversity and inclusion. How can we increase the percentage of women and minority contractors without reducing the quality or increasing the cost of goods and services? (Target Date: 3/1/11)
  1. Assess USTA SC relations and communications with its member organizations with respect to diversity and inclusion. What steps can we take that will lead to increased diversity within our member organizations? (Target Date: 4/1/11)
  1. Assess USTA SC relations and communications with the tennis professionals community with respect to diversity and inclusion. How can we work in conjunction with South Carolina’s tennis professionals to increase diversity among tennis professionals? (Target Date: 4/1/11)
  1. Based on the assessments above (action Items 4 through 13), produce a written plan for increasing diversity and fostering inclusion throughout USTA SC. (Target Date: 6/12/11)
  1. Revise the Action Plan for the Diversity and Inclusion Committee based on written plan in Action Item 14. (Target Date: 7/15/11)
  1. Prepare a report to the USTA SC Board of Directors, summarizing the multicultural profile of the organization, the South Carolina CTAs, and USTA programs in South Carolina. (Target Date: 9/15/11)
  1. Identify a pool of potential appointees of diverse multicultural backgrounds for consideration for appointment to the USTA SC Board and committees. (Target Date: 7/31/11)

Event Planning Committee

  1. Review feedback from 2010 Annual Meeting. (Target Date: 2/28/11)
  1. Site visit to Wild Dunes with whole or partial Event Planning Committee, staff liaisons, and the President and EVP. (Target Date: 4/30/11)
  1. Support President and staff in decisions made on scheduling of 2011 meeting. (Target Date: Ongoing)
  1. Move to active phase of 2011 meeting preparation. (Target Date: 8/1/11)
  1. Provide direct Annual Meeting support. (Target Date: 12/8/11)

Grievance Committee

  1. Provide prompt responses to grievances. (Target Date: Ongoing)
  1. Analyze complaint log with USTA SC staff and committees for trends. (Target Date: Ongoing)
  1. Committee review Policy & Procedures for possible update. (Target Date: 2/28/11)
  1. Liaise with Officials Committee, Junior Competition Committee, Player Development Committee, and SC staff on improved communication and education with players/parents. (Target Date: Ongoing)

Investment Management Committee

  1. Evaluate the 2010 investment portfolio performance, consider the economic forecasts for 2011, and develop a tentative plan for adjustments for 2011. (Target Date: 1/31/11)
  1. Execute all actions necessary to restructure the portfolio in accordance withthe committee's approved allocation strategy. (Target Date: 2/15/11)
  1. Monitor the investment portfolio performance continually throughout the year. The committee will meet at least quarterly to discuss portfolio performance, evaluate economic conditions, and make any necessary adjustments to the portfolio or the allocation strategies. (Target Date: Ongoing)
  1. Evaluate/decide the relative cost/benefit of using all or part of the 2010 operating fund surplus to pay down the office mortgage or to transfer surplus funds to the investment portfolio account. (Target Date: 6/15/11)

Junior Competition Committee

  1. Prepare a Junior Player Handbook that provides information for players, parents, and coaches as it relates to participation in junior tournaments. (Target Date: 3/30/11)
  1. Develop and implement a sportsmanship initiative specifically addressing the expectation of acceptable behavior of parents, players and coaches at tournamentsin a concise one-page handout to be distributed at all Junior tournaments. (Target Date: 3/30/11)
  1. Look for innovative ways to promote the continued growth of the Rising Stars and Level 4 events. (Target Date: Ongoing)
  1. Work with tennis professionals to increase the use of 10 and Under Tennis in their programs. (Target Date: Ongoing)
  1. Work with Tournament Directors with the implementation of the 10 & Underevents and implement one day 10 and Underonly events. (Target Date: Ongoing)
  1. Explore alternative formats to find ways to increase participation in junior tournaments. (Target Date: 6/30/11)
  1. Encourage professionals and Tournament Directors to increase the use of doubles play in tournaments, particularly in Level 3 events, by utilizing a modifiedfeed-in for singles consolations. (Target Date: Ongoing)
  1. Improve and expand communication with other committees, professionals and tournament directors. (Target Date: Ongoing)
  1. Continue to work with the SCHSL and High School Coaches Association in supportof junior players. (Target Date: 6/30/11)
  1. Continue to improve tournament quality by utilizing feedback from evaluations, develop a monitoring procedure, enforcing written quality criteria, and continue to improve tournament regulations. Continue to evaluate current tournament levels. (Target Date: Ongoing)

League Committee

  1. Achieve an 8% growth in all leagues utilizing an increased marketing effort, including billboards in key target areas (Rock Hill, Aiken, Florence, Spartanburg) and promotions (e.g. - $200 for completely new teams). (Target Date: 12/1/11)
  1. Identify and train new volunteers to become part of local league and tournament management. It is desired to gain at least one or two new volunteers from each league area. (Target Date: 12/1/11)
  1. Develop a consistent procedure for soliciting, evaluating, and awarding bids for the full spectrum of State League Championships, to include all budgeting requirements and establishment of the host fee. (Target Date: 8/31/11)

Nominating Committee

  1. Update nomination application. Establish deadline date of August 1st. Provide an option for a web-based submission per Southern and National application process. (Target Date: 5/31/11)
  1. Revise policies/procedures to include making phone calls to Directors who are not nominated for re-election. (Target Date: 3/31/11)
  1. Improve marketing/promotion of election process, including starting the process earlier and making use of CTAs. (Target Date: 4/30/11)
  1. Prepare “form letters” for eventual use and for permanent files. (Target Date: 5/31/11)
  1. Make announcement to solicit candidates. (Target Date: 6/1/11)
  1. Determine that incoming officers and area directors are eligible for re-election. (Target Date: 6/15/11)
  1. Schedule a meeting to review applications and schedule interviews. (Target Date: 8/31/11)
  1. Complete interviews and notify candidates and those not selected. (Target Date: 9/30/11)
  1. Submit slate to Board Secretary. (Target Date: 10/71/11)
  1. Evaluate process and make adjustments to procedures as needed for future use. (Target Date: 12/1/11)

Officials Committee

  1. Conduct a pilot Referee mentoringprogram to provide additional training for new Provisional Referees to the point where they can work alone by having them serve initially as Deputy Referees. Post program description and forms on web site during first quarter. (Target Date: 3/31/11). Evaluate and recommend modifications during Fourth Quarter. (Target Date: 12/1/11)
  1. Monitor assignment of Referees to ensure certification and that an adequately experienced Refereeis used at each tournament level. This will be monitored by USTA SC staff and the chairman and reported to SCOC at year-end. (Target Date: Ongoing)
  1. Increase diversity of SC officials by utilizing the USTA recruitment and retention program and by working with the Communications and Marketing Committee to publicize opportunities. Increase the size of the non-Caucasian groupfrom 11 to 15 by year-end. (Target Date: Ongoing)
  1. Identify officials who possess potential to become members of the Officials Committee within the next six years. Coordinate with the community programs and volunteer coordinator and submit list. (Target Date: 9/30/11)
  1. Assist Tournament Directors, when requested, to recruit and train adult players to be Court Monitors. Initial emphasis should be on lower level events (Levels 5, 4 & 3). Report on activity at year-end. (Target Date: 12/1/11)
  1. Initiate pilot program to use Referee’s Tournament Evaluation form on Level 4 and higher events and submit forms to Chairman of SCOC. SCOC to review quarterly for trends, etc. (Post form on web site during First Quarter.) Evaluate form and procedures and recommend modifications for 2012. (Target Date: 3/31/11)
  1. Conduct at least four certification clinics for officials throughout SC from January through March; conduct in July, if needed, a Basic USTA Clinic in Columbia to certify additional new (Provisional) officials. (Target Date: 7/31/11)
  1. Continue to review and expand the mentoring program to assure that new officials receive good on-court coaching/training. In conjunction with the Communications and Marketing Committee, publicize the mentoringprogramto help recruit new officials. (Target Date: Ongoing)
  1. Establish procedure with staff to regularly review complaints reported to the Office about official and/or player conduct at tournaments. (Target Date: 3/31/11)
  1. Review and evaluate for trends to anticipate problems so preventive actions, if appropriate, can be initiated. (Target Date: 3/31/11)

Player Development Committee