Annual Budget and Operations Manual
Racquets for All Budget and Operations Manual
Table of Contents
Program Overview
I. Mission Statement II. Overview III. Organization
Program Budget
I. FY 2011 Budget
Marketing Plan
Goals and Objectives
Overview of Statistical Records
Appendix A – Racquets for All Start Up Kit
1. Memorandum Explaining the Racquets for All Program and Asking for Tennis Facility Participation 2. Racquets for All Participation Agreement 3. Racquets for All Facility Information Form 4. 501(c)(3) Donation Forms (The form allows the donor to fill in a description and value for the items donated.) 5. Facility Volunteer Understanding 6. Letter to Business Owners
Appendix B – Collection Barrels
Appendix C – Record-Keeping Forms
1. Tennis Facility Donation Ticket 2. Racquets for All Equipment Request Form 3. Racquets for All Collection Report 4. Racquets for All Inventory and Distribution Report
Table of Contents January 2011 Racquets for All Budget and Operations Manual
I. Mission Statement
“To collect, assess, refurbish, and distribute tennis racquets, tennis balls, and other tennis equipment to individuals and organizations lacking access throughout the State of Colorado.”
“Turning Old Racquets Into New Dreams”
II. Program Overview
Program Overview
Racquets for All was established in 2008 as part of the Colorado Youth Tennis Foundation, which is a fundraising arm of USTA Colorado with a mission to make tennis available to all kids, regardless of economic, social or ethnic background.
Racquets for All is a non-profit, volunteer-driven program which collects used tennis racquets, tennis balls and other tennis equipment from athletic clubs, schools, sporting goods stores and other tennis players.
The collected items are assessed, refurbished as needed, and then distributed to individuals and organizations throughout Colorado who do not have access to such equipment.
Levels of Volunteerism
The Racquets for All program is an all-volunteer program. As such, its very success depends upon willing, responsible, and continually active volunteers.
The highest level of volunteer is the Oversight Committee member. In monthly meetings the Oversight Committee pools their experience, knowledge, creativity, and enthusiasm to develop the structure of the program and insure its ongoing success. Some Oversight Committee members are also volunteers at other program levels.
Program Overview Page 1 January 2011 Racquets for All Budget and Operations Manual
Besides Oversight Committee members, the program depends upon tennis facilities, sporting goods stores, and businesses to donate space for the collection barrels and space for storing donated racquets. In addition, other businesses have donated barrels, strings and grips, services, and cash for printing and other miscellaneous operating expenses.
Region Coordinators and Storage Coordinators are critical to the success of the program in that they must oversee many volunteer activities:
1) Set up tennis facilities, sporting goods stores, schools etc. as ongoing collection sites.
2) Obtain volunteers at each collection location to regularly empty collection barrels and deliver donated racquets and tennis balls to the collection facilities.
3) Make sure storage sites are adequate in their region and that the site is open convenient hours for the volunteers to deposit donated equipment.
4) Works with volunteers at schools to make sure annual tennis equipment donation drives are successful.
5) Work with racquet stringers in their area to see that donated racquets are properly refurbished before being donated.
6) Work with other Region Coordinators and Recipient Organizations to see that donated tennis equipment is distributed in a timely fashion and meets the timetable needs of the Recipient Organizations.
7) Monitor the monthly donation statistics in their region to make sure tennis facilities and club volunteers are in place and doing their job to insure a steady flow of donated equipment.
Tennis facility club members and sporting goods store employees are the volunteers who handle the daily collection process. Besides emptying the collection barrels and taking the contents to region storage sites, these people have the critical role of informing everyone around them of the need to use the collection barrels. Without this active role, racquets will not be donated and tennis balls will be thrown in the trash which, of course, defeats the efforts of all other volunteers in the program.
Program Overview Page 2 January 2011 Racquets for All Budget and Operations Manual
Also, the program could not work effectively without the Internet. It provides a Racquets for All site within the Colorado Youth Tennis Foundation website. With that universal access the whole Racquets for All program is explained.
Contact information, including telephone numbers and email addresses, for all participating volunteers are listed in this manual.
Corporate Volunteers
Corporate volunteerism is also critical to the program. Corporations and other businesses have offered space to store, inventory, and distribute racquets and donate new strings and grips. Smaller businesses and individuals have offered to restring and re-grip racquets.
Technical Volunteers
People with technical backgrounds have offered their services to design the Racquets for All logo and set up and periodically update the web site information. Professional racquet stringers have offered to restring racquets and add new grips at no cost to the program.
"Tie-ins" with Other CYTF Programs
One of the main benefits of the Racquets for All program is the tie-in with other activities of the Colorado Youth Tennis Foundation. At this time much of this has not been explored or discussed, but it seems obvious that teaching opportunities in tennis skills, fundamentals, rules, scoring, etc. will be available to new tennis players. Student volunteers can teach tennis, have high school racquet donation projects, or pick up and deliver racquets and balls. All of these activities might count as extracurricular activities on tennis scholarship applications. In general, many new young tennis players would mean many new opportunities for the Colorado Youth Tennis Foundation.
Program Overview Page 3 January 2011 Racquets for All Budget and Operations Manual
III. Organization Regions
1. Northern Colorado 2. Southern Colorado 3. Mountains 4. Western Slope 5. Northwest Metro Denver (South to I-70/US 6, East to I-25) 6. Southwest Metro Denver (North to I-70/US 6, East to I-25) 7. Central Metro Denver (West to I-25, East to I-225, North to I-70, South to Jct. I-25 & I-225) 8. Southeast Metro Denver (West to I-25 & I-225, North to Adams Co. Line) 9. Boulder County 10. Eastern Colorado
Program Overview Page 4 January 2011
Racquets for All Budget and Operations Manual
Organization Below Region Coordinators
Region Coordinator
Continuous Monthly One Time Collection and Functions Pickup Activity
Tennis Facility One Sporting Goods Store Tournaments, School Activities, Team Captains, etc.
Club Member Employee Volunteer One Volunteer One
Club Member Employee Volunteer Two Volunteer Two
Club Member Employee Volunteer Three Additional as Needed Additional as Needed
Volunteer Four
Note: Each Coordinator will have far more than one tennis facility collecting racquets, but with volunteers at each facility picking up racquets at least monthly, there should be a steady stream of racquets donated throughout the year. The One Time Functions could be set up as the Coordinator finds opportunities and volunteers to staff the collection effort.
Program Overview Page 5 January 2011 Racquets for All Budget and Operations Manual
Committee Members
Name Email Phone Location Responsibility Number David Van Liere [email protected] 303-932-6395 Morrison Chairman & SW Denver Reg. Coor. Kristy Harris [email protected] 303-695-4116 Denver CYTF Staff liaison ext. 300 Rachel Morley [email protected] 303-777-5480 Denver Marketing Coordinator
Tom Talmadge [email protected] 720-314-0306 Aurora SE Denver Reg. Coor. & Equip/Storage Coor. Michelle Barr [email protected] 970-481-6928 Fort Collins Northern Colo Reg Coor.
Jerry Eddy [email protected] 303-814-0019 Castle Rock Southern Colo Reg. Coor. Christian Hawley [email protected] 303-669-6888 Denver Central Denver & Meadow Creek Brian, Jeannie & [email protected] 719-328-9066 Colo. Spgs. Colo. Spgs. Reg. Coor. Jennifer Metz Diane Selke [email protected] 303-693-1546 Aurora USPTA Master Pro
Dave Thompson [email protected] 720-841-2279 Denver/Boulder Boulder / Broomfield
George Travarez [email protected] 303-434-4212 Castle Rock Tennis Pro
Vacant NW Denver Reg. Coor.
Vacant Western Slope Reg. Coor. Vacant Mountain Reg. Coor.
Program Overview Page 6 January 2011 Racquets for All Budget and Operations Manual
Stringers List
Area Name Phone Number Program Arvada Brandon Jacquez 303-420-8437 Lafayette Gary Mechholz 303-666-0584 USPTA Professional Westminster Ryan Walker 303-469-5372 Ranch CC USPTA Professional Aurora Ron Salazar 303-915-3055 Smoky Hill HS USPTA Professional Diane Selke 303-693-1546 Valley CC USPTA Master Pro Jimmie Rose 303 726-4357 Central Denver Sam Hitman 303-355-4461 Gates Tennis Center Robin Doyle 303-355-4461 Gates Tennis Center Dave Romberg 303-881-2361 USPTA Professional Jim Lays 303-733-8242 x230 Denver CC USPTA Professional West Denver Joe Collins 720-205-3943 Conner Arend 303-932-1583 High School Student Parker Barry Riddle 720-979-6880 Parker Rec. Center Littleton Mike Huddleston 303-470-7587 Tennis Plus Don Allyaud 303-979-6619 Fort Collins Dave Boon 970-310-6404 First Serve Program USPTA Professional
Program Overview Page 7 January 2011 Racquets for All Budget and Operations Manual
FY 2011 Budget and Expenditures
Revenues Budget
CYTF Budget $1,000 Fundraisers and $ 500 Individual Donations
TOTAL $1,500
Expenditures Amount
Meetings $200 Misc. Materials $200 Inc. strings, grips etc. Collection Barrels $200 Storage Facility Upgrade $100 Marketing Program $400 Girl’s High School Challenge $200 Boy’s High School Challenge $200
TOTAL $1,500
Year to Date Balance = $
Program Budget Page 1 January 2011 Racquets for All Budget and Operations Manual
Marketing Plan
Overview
To date, Racquets for All has been promoted primarily through word of mouth to tennis clubs and tennis players as well as through ads in Colorado Tennis, the quarterly publication of USTA Colorado. While the program has grown substantially in two years, a formal marketing program was established further spread the word about Racquets for All.
Target Markets
There are two primary target markets – those who have tennis racquets, balls and other equipment to donate and those organizations and individuals who are in need of donated tennis equipment.
The following are the primary targets to receive donated equipment from:
Tennis club members Players purchasing new racquets who have an old one to donate Tennis equipment companies Tennis tournament participants Tennis teaching professionals
The following are the primary targets to donate equipment to:
High school programs Junior tennis programs Boys & Girls Clubs Individuals who do not have the funds to purchase equipment Parks & Recreation districts
Marketing Plan Page 1 January 2011 Racquets for All Budget and Operations Manual
Marketing Goal: Year 1 – 2010
To have the Racquets for All logo and name recognized and understood throughout Colorado
Marketing Vehicles
1) Word of Mouth
a) Establish a racquet drive challenge amongst high school tennis teams. Teams will be asked to collect racquets, balls and other equipment through personal donations, collection drives, etc… and turn them in throughout the season. The boys and girls teams that donate the most equipment will each receive $200.
Objective: Have 30% participation amongst 4A and 5A high schools
b) Work with tournament directors to have collection barrels on-site. This will be promoted to potential entrants ahead of time through tournament entry forms and on TennisLink.
Objective: Have collection barrels at a minimum of 20 tournaments.
2) Advertising
a) Colorado Tennis currently runs Racquets for All ads.
Objective: Continue quarterly ads, but with the inclusion of statistics of equipment collected and donated at least twice per year.
b) Racquets for All will be prominently featured at any festivals or events where USTA Colorado has a booth. Visuals will be created to show the collections and contributions (i.e. similar to pledge drive progress bars, but perhaps in a tennis racquet shape).
Objective: Feature RFA in conjunction with at least 6 USTA Colorado and/or CYTF events
Marketing Plan Page 2 January 2011 Racquets for All Budget and Operations Manual
3) Public Relations
a) A strong public relations effort will often yield as good, if not better, than traditional advertising and there is often no direct cost involved.
Objective 1: Promote the high school team challenge through print and broadcast media
Objective 2: Promote the green aspect of the recycling program
Objective 3: Nominate Dave VanLiere for 9Who Cares and/or 7 Everyday Heroes program
Marketing Plan Page 3 January 2011 Racquets for All Budget and Operations Manual
FY 2011 Goals and Objectives
1. Update and implement the FY 2011 Annual Budget and Operations Manual.
Objective Date Completed RFA Lead January 2011 Tom Talmadge
2. Girls’ 4A and 5A High School Challenge (the team that donates the most racquets will receive $200):
Objective Accomplishment RFA Lead Increase the number of schools participating by Rachel Morley 100% over 2010 (6 Schools)
3. Boys’ 4A and 5A High School Challenge (the team that donates the most racquets will receive $200):
Objective Accomplishment RFA Lead Increase the number of schools participating by Rachel Morley 100% over 2010 (4 Schools)
4. Identify regional coordinators for each of the following regions as well as fill any vacancies for current coordinators that occur during the year:
Area Date Completed RFA Lead Grand Junction Kristy Harris N. Colo. Springs Jerry Eddy NW Denver Metro Tom Talmadge Pueblo Tom Talmadge
5. Racquets for All ads quarterly in Colorado Tennis with inclusion of statistics of equipment collected and donated.
Objective Date Accomplished RFA Lead 1st Quarter Rachel Morley 2nd Quarter Rachel Morley 3rd Quarter Rachel Morley 4th Quarter Rachel Morley
Program Goals and Objectives Page 1 January 2011 Racquets for All Budget and Operations Manual
6. Maintain and update the Racquets for All Facebook site on an as needed basis or a minimum of quarterly.
Objective Date Accomplished RFA Lead 1st Quarter Rachel Morley 2nd Quarter Rachel Morley 3rd Quarter Rachel Morley 4th Quarter Rachel Morley
7. Generate human interest media stories about Racquets for All.
Objective Date Accomplished RFA Lead Nominate Dave VanLiere for 9Who Cares and/or 7 Dave Thompson Everyday Heroes program
8. Promote the green aspect of the Racquets for All recycling program by partnering with other organizations with the same values of community involvement, athletics and promoting a “green” product. Aligning with such groups can bring about greater visibility for the program with potential opportunities to market outside of the traditional target group of existing tennis players.
Objective Date Accomplished RFA Lead ExcessAccess.com Dave Van Liere To Be Determined: Possible Rebounce.com, Nursing Homes, Police Tom Talmadge and
Depts. Dog Owners, Diane Selke Baseball Teams, School Art Classes etc.
9. Pursue outreach to at least 4 Colorado sporting publications. Need to specify a quantifiable number of organizations to contact. (DVL)
Publication Date Accomplished RFA Lead 1 Dave Van Liere 2 Dave Van Liere 3 Dave Thompson 4 To Be Determined
Program Goals and Objectives Page 2 January 2011 Racquets for All Budget and Operations Manual
10. Review and report on the 2011 budget including recommending any actions necessary to insure proper fiscal accountability for the budget set for the Racquets for All program.
Objective Date Accomplished RFA Lead 1st Quarter Tom Talmadge 2nd Quarter Tom Talmadge 3rd Quarter Tom Talmadge 4th Quarter Tom Talmadge
11. Racquets for All will be prominently featured at a minimum of 8 of the following events. This shall include but not be limited to working with event/tournament directors to accomplish the following at each event:
a) Have collection barrels on-site. b) Promote Racquets for All to potential attendees/entrants ahead of time through event notices/registration, tournament entry forms and on TennisLink. c) To encourage people to donate a racquet, there will be a prize raffled off, with people getting one raffle ticket for each racquet donated.
Event Date Accomplished RFA Lead 1 Hall of Fame Gala Tom Talmadge & Jerry Eddy 2 Punk Relic Charity Tournament ????? 3 Denver City Open Tennis ????? Tournament 4 Colorado State Open Tennis ????? Tournament 5 USTA CO Adult League Playoffs Tom Talmadge & Jerry Eddy 6 USTA CO Senior League Playoffs Tom Talmadge & Jerry Eddy 7 USTA CO Jr. Sectional Tournament Michelle Barr 8 USTA CO Super Senior Playoffs Tom Talmadge & Jerry Eddy 9 Swenson Tournament at Ken Caryl Dave Van Liere 10 Ken Caryl Juniors Tournament Dave Van Liere 12 Austin Scott Tournament Dave Thompson 13 Additional Junior Tournament Dave Thompson 14 Stop Hunger Tournament Michelle Barr
Program Goals and Objectives Page 3 January 2011 Racquets for All Budget and Operations Manual
12. Collect 900 racquets and 9,000 used tennis balls during 2011.
RFA Lead: Regional Coordinators
Year Racquets Collected Used Balls Collected 2008 88 3,108 2009 552 4,218 2010 704 7,440 2011 Racquets Collected Used Balls Collected January February March April May June July August September October November December YTD Total Annual Goal
Program Goals and Objectives Page 4 January 2011 Racquets for All Budget and Operations Manual
13. Increase the number of donating organizations by 50% over 2010.
RFA Lead: Regional Coordinators
2008 4 2009 26 2010 43
2011 1 31 2 32 3 33 4 34 5 35 6 36 7 37 8 38 9 39 10 40 11 41 12 42 13 43 14 44 15 45 16 46 17 47 18 48 19 49 20 50 21 51 22 52 23 53 24 54 25 55 26 56 27 57 28 58 29 59 30 60
Program Goals and Objectives Page 5 January 2011 Racquets for All Budget and Operations Manual
14. Increase the number of recipient organizations by 50% over 2010.
RFA Lead: Kristy Harris
2008 4 2009 18 2010 35
2011 1 31 2 32 3 33 4 34 5 35 6 36 7 37 8 38 9 39 10 40 11 41 12 42 13 43 14 44 15 45 16 46 17 47 18 48 19 49 20 50 21 51 22 52 23 53 24 54 25 55 26 56 27 57 28 58 29 59 30 60
Program Goals and Objectives Page 6 January 2011 Racquets for All Budget and Operations Manual
Program Contributors:
2008 2009 2010 1 Ken Caryl Anonymous Air Academy High School 2 Meadow Creek Arvada Tennis Center Arapahoe Tennis Center 3 Miramount Lifestyle Fitness Castle Pines Village Arvada Tennis Center 4 South suburban Colo. Athletic Club – Inverness Boulder Tennis Center 5 Columbine Country Club Chatfield High School 6 Evergreen Sports Center Colo Athletic Club – Inverness 7 Game Set Match Colo Athletic Club – Monaco 8 Gates Tennis Center Colo State Univ. Varsity Tennis 9 Governors Ranch Columbine Country Club 10 Green Gables Country Club Columbine Knolls 11 Harvest House Crestmoor Tennis Assoc. 12 High Country Racket Denver East High School 13 Holly Tennis Center Evergreen Sports Center 14 Ken Caryl Fossil Ridge High School 15 Meadow Creek Tennis George Washington High Sch. 16 Miramont Lifestyle Fitness Governor’s Ranch 17 Net Results Green Gables Country Club 18 Pagosa Springs Harvest House 19 Redstone Tennis Center Holly Tennis Center 20 Rob Scott Ken Caryl Rec District 21 Rolling Hills Country Club Meadow Creek 22 South Suburban Lifestyle Fitness 23 Susan Loeb Miramount Tennis 24 Valley Country Club Miscellaneous/Anonymous 25 Woodmoor Country Club Mountain Vista High School 26 Work Out West (WOW) Mullen High School 27 Pinehurst Country Club 28 Ralston Valley High School 29 Redstone Tennis Center 30 Regis High School 31 Rolling Hills Tennis 32 South Suburban 33 Steamboat Springs Tennis 34 Tennis Club @ Grand Junction 35 USTA CO @ Gates 36 USTA CO Adult Dist. Playoffs 37 USTA CO Adult Leagues 38 USTA CO Jr. Sectional Tour. 39 USTA CO Super Sr. Playoffs 40 Valley Country Club 41 Work Out West 42 Washington Park Tennis Assoc. 43 Woodmoor Country Club
Program Goals and Objectives Page 7 January 2011 Racquets for All Budget and Operations Manual
Program Recipients:
2008 2009 2010 1 Brighton High School Brighton High School Alameda High School 2 Denver Parks and Rec. Brighton High School Boys Tennis Altona Middle School 3 Fraser Valley Metro Rec. Dist. Centennial Tennis Academy Bear Creek High School 4 Justice High School Denver South High Girls Tennis Bessemer Academy - Pueblo 5 Escudia Tiatelorro Private School Big Brothers/Sisters of CO 6 Hill Campus of Arts & Science Cache La Poudre - Ft Collins 7 I Have a Dream Foundation Cezar Chavez Academy 8 Jeffco Middle School Tennis Colo. HS Athletics Assoc. 9 Net Results Junior Tennis Columbine Knolls Rec. Dist. 10 Northglenn High School Tennis Denver Parks and Rec. 11 Odyssey Middle School Douglas Co High School 12 Open Door Youth Gang Alternatives El Paso Co. Parks 13 Ricardo Flores Magon Academy Foothills Park and Rec. Dist. 14 St. Mary’s Academy Challenge Freed Middle School 15 St. Rose of Lima Catholic School Fundraiser Tennis Camp 16 Wasson High School Goodnight School - Pueblo 17 Wheat Ridge Middle School Highline Academy Charter 18 Work Out West Tennis Center Holy Family Church – Pueblo 19 I Have a Dream - Boulder 20 Jeffco Middle School 21 McChelland School - Pueblo 22 Montbello High School 23 Net Results 24 Pikes Peak Comm. Tennis 25 Pitts Middle School 26 Presentation of Our Lady School 27 Pueblo Parks and Rec. 28 Sonia Schwartz Fundraising 29 South High School 30 South Park Elementary 31 St. Neumann School - Pueblo 32 St. Rose of Lima 33 The Odyssey School 34 USTA CO Diversity Tennis 35 Venture Prep. 36 37 38 39
Program Goals and Objectives Page 8 January 2011 Racquets for All Budget and Operations Manual
Overview of Statistical Records
Purposes of Statistical Record Keeping
The major reason for keeping statistical records is reporting to the Internal Revenue Service. Even though Racquets For All is a program within the Colorado Youth Tennis Foundation, it still needs to document its activities to prove through the Foundation that it is providing charitable services to the public in Colorado and thus justified in not being charged taxes on any income generated. In that respect, it will assist the Foundation in maintaining its tax-exempt status.
Another reason for good record keeping is internal management. Good statistical records will enable Racquets For All to gauge its progress and growth, identify weak and strong performing tennis facilities, and evaluate Coordinator ability to solve problems. It also will document overall program success for the Youth Foundation and CTA Boards. Finally, it will identify and document recipient organizations and the support they are receiving.
Record Keeping Process
The foundation of the record keeping process is the Donation Tickets and the Distribution Tickets. When equipment is turned in to a storage location, a Donation Ticket must accompany it indicating the quantity and types of equipment being donated as well as the source of the donation. When the equipment is cataloged in storage, it is checked against the Donation Ticket to make sure the information is accurate. The data on the Donation Ticket is then entered in to the Master Collection Database according to donation source. The Master Collection Database is constantly updated so that analysis can be done at any time regarding donations by type, specific location or region
The Distribution Tickets work much in the same way as the Donation Tickets in that each equipment donation from Racquets for All will have a Distribution Ticket generated indicating the quantity and types of equipment being donated and to which organization/individual. The information from the Donation Tickets will be entered in to the Inventory Database which tracks incoming and outgoing numbers of equipment. The Inventory Database also includes a line for Non-Salvageable Equipment to document broken equipment, damaged equipment, etc….
Record Keeping Page 1 January 2011 Racquets for All Budget and Operations Manual
Appendix A
Racquets for All Start Up Kit
1. Memorandum Explaining the Racquets for All Program and Asking for Tennis Facility Participation
2. Racquets for All Participation Agreement
3. Racquets for All Facility Information Form
4. 501(c)(3) Donation Forms (The form allows the donor to fill in a description and value for the items donated.)
5. Facility Volunteer Understanding
6. Letter to Business Owners
Appendices January 2011
On behalf of the Colorado Youth Tennis Foundation (CYTF), the 501(c)(3) fundraising arm of USTA Colorado, we are pleased to share with you a volunteer led program, Racquets for All, that will make a huge impact on bringing the unparalleled benefits of tennis to those throughout the state that are unable to play due to lack of access to adequate tennis equipment. Racquets for All is a way for the CYTF to formally collect used tennis equipment from tennis players in the community at tennis clubs, parks, schools and other places and then distribute that equipment to organizations and individuals in need of such equipment.
Since the inception of the program in 2008, Racquets for All has collected over 1,200 racquets and over 11,000 balls from 55 different contributors. From this inventory, over 1,000 racquets and 10,000 balls have been distributed to 50 separate recipients.
Your facility may also be able to help us with equipment storage. If any of your club members has a business or building with available space for us to store tennis racquets prior to distribution to recipients, we would like to be put in contact with them. We are seeking locations throughout the Front Range that can serve as temporary storage locations for the equipment during the assessment process. Our goal is to distribute the equipment as quickly as possible, but it is critical to have space in which all equipment in a geographic area can be taken and assessed before distribution to recipients.
With the current structure, we anticipate this program growing and having up to 100 or more sites collecting tennis racquets within the next few years. We would welcome your involvement. Please review with your regional coordinator the attached "Participation Agreement" to see how easy it is to be a part of this exciting and innovative program.
Sincerely,
Kristy Harris Community Development Director, USTA Colorado
Participation Agreement
______would like to be a participant in the Colorado Youth Tennis Foundation’s Racquets for All program. We understand that this is an ongoing program to continually collect donated used tennis racquets and balls, and, in the future, other used tennis equipment and clothing for individuals and groups in Colorado who currently do not have access to the sport of tennis.
As a participating organization, we agree to:
1. Publish in our regular member newsletter an introductory memorandum explaining the CYTF’s "Racquets for All" program to our club members. 2. Publish a reminder in each subsequent newsletter for members to drop off used tennis racquets and used tennis balls in the collection barrel on the premises provided by Racquets for All. 3. Have (or not have) on our counter for one month a Racquets for All display explaining the program to tennis club members. 4. Place a Racquets for All collection barrel in an obvious and visible location within our facility. 5. a. Contribute $25.00 toward the purchase and set up of the Racquets for All collection barrel. b. Not contribute to the cost of placing the barrel. 6. Agree to work with the Racquets for All volunteer to identify at least two of our club members who agree to be responsible to pick up donated items from the collection barrel on an as required basis and deliver them to the designated collection point. (Pickup and delivery is expected to be needed on average of twice per month.) 7. Agree to contact or be contacted by the coordinator,______, if any questions or problems arise.
It is understood that tennis facilities with high annual donations to the Racquets for All program may be honored by the Colorado Youth Tennis Foundation and that participation in the program is voluntary and may be discontinued at any time. Finally, it is understood by all that playing tennis in Colorado is truly a privilege that can be enjoyed by everyone if we in the tennis community work together by combining our resources to make that happen.
Date: ______
Agreed to:
By: ______Title Tennis Facility
By: ______X Racquets for All Representative
Appendices January 2011
Racquets for All Program Announcement
Tennis Facility______
Racquets for All Coordinator:______
Telephone Number(s): Home:______Cell:______
Email Address:______
Tennis Facility Volunteers: (To pickup and deliver racquets and tennis balls)
(1) Name______Telephone #______
(2) Name______Telephone #______
(3) Name______Telephone #______
(4) Name______Telephone #______
It is understood that the above volunteers work out their own schedule to pick up used racquets and balls from the tennis facility barrels and deliver them to the Collection Address. The barrel should be emptied at least twice per month.
Collection Address for used racquets and tennis balls:
______
______
Days and hours Collection Address is open:
Days: (Circle) Monday Tuesday Wednesday Thursday Friday Saturday
Hours: (Specify for each open day)______
______
______
Appendices January 2011
Date:______
Name:______
Address:______
City, State:______
Dear______:
Thank you so much for your generous donation of ______to the Colorado Youth Tennis Foundation (CYTF) and the Racquets for All program.
The donated equipment is in good condition and includes: 1) ______2) ______3) ______4) ______5) ______
The CYTF, in conjunction with the USTA Colorado, coordinates tennis programs with many schools and community-based organizations that work with adult and youth players throughout Colorado to promote the lifetime sport of tennis. We always appreciate donations of new and used tennis items and will be sure that your donations are given to programs or individuals lacking access to tennis equipment.
Thank you for helping to make the sport of tennis accessible to everyone!
Sincerely,
Kristy Harris Community Development Director USTA Colorado
Facility Volunteer Understanding
I understand the objectives and importance of Racquets for All, and I am willing to be a member volunteer representing ______. In that capacity I agree to join with other club volunteers in working out a schedule to empty the Racquets for All collection barrel on a regular basis (expected to be at least twice per month) and deliver the contents to the area collection point at ______. I understand that, although tennis racquet donations may vary, unwanted and used tennis balls should be regularly deposited in the collection barrel, and that these continuous donations are critical to the ongoing success of the program. In that regard, I will do my best to make fellow club members aware of the program and especially to deposit used tennis balls in the collection barrel as opposed to simply throwing them away.
If I have any problems in this volunteer capacity, I will contact my regional coordinator, ______(Tel. #______) and work with him or her to resolve them, and I understand that Club Management and staff have no administrative responsibilities or time to deal with any issues that may arise with the program.
If my personal circumstances change and I can no longer be a club volunteer, I will notify my regional coordinator as soon as possible (preferably a month in advance), so that he or she can begin the search for my replacement. If possible, I will give him or her names of fellow club members who might be interested in being my replacement.
In summary, I am pleased to be a volunteer with Racquets for All and am willing to do what I can to make the program a success.
Date:
By: ______
Address: ______
______
Tel. #: Home: ______Work:______Cell:______email: ______
Appendices January 2011
Dear Business Owner:
Racquets for All is bringing the unparalleled benefits of tennis to those throughout the state of Colorado who are unable to play tennis due to lack of access to adequate tennis equipment. Used tennis equipment will be collected from tennis players at tennis clubs, parks, schools and other places and then distributed to organizations and individuals in need of this equipment. We invite you to join the Colorado Youth Tennis Foundation, the 501(c)(3) fundraising arm of the USTA Colorado, to be part of this recycling program. As the tennis equipment is collected, volunteers will assess the condition of the equipment and determine the best placement of that equipment in the community. Equipment will be distributed as soon as possible to people who need it.
Since the inception of the program in 2008, Racquets for All has collected over 1,200 racquets and over 11,000 balls from 55 different contributors. From this inventory, over 1,000 racquets and 10,000 balls have been distributed to 50 separate recipients. We anticipate Racquets for All growing with up to 100 or more sites collecting tennis equipment within the next few years, and we are inviting you to join our team in this exciting project! Depending on your level of support, your business will be recognized for its association with this program and has the opportunity to associate with a good cause and be seen by people of all backgrounds -- those who have the means to play tennis at clubs and purchase new racquets on a regular basis as well as those involved with community-based organizations who will be receiving the equipment.
The Racquets for All program needs include the following:
1. Cash gifts that will be used to purchase and customize collection containers, string and repair parts, grips and help cover the cost of racquet rehab and disbursement. 2. Sturdy customized collection barrels that can accommodate 15-20 standard size tennis racquets. 3. Racquet string and repair parts, stringing services, grips, and printing services for containers customization. 4. Storage spaces throughout the Front Range that can serve as temporary storage locations for the equipment during the distribution process. Equipment will be distributed quickly, but space is needed for all equipment in a geographic area so it can be assessed before distribution.
I will follow up with you in the next week to answer any questions and determine the best way to get your company involved.
Sincerely,
Racquets For All Regional Representative
Racquets for All Budget and Operations Manual
Appendix B
Racquets for All Collection Barrels
Appendices January 2011 Racquets for All Budget and Operations Manual
Collection Barrels
Appendices January 2011 Racquets for All Budget and Operations Manual
Appendix C
Record Keeping Forms
1. Tennis Facility Donation Ticket 2. Racquets for All Equipment Request Form 3. Racquets for All Collection Report 4. Racquets for All Inventory and Distribution Report
Appendices January 2011 Racquets for All Budget and Operations Manual
Racquets for All Equipment Reporting Process
Each batch of equipment that is turned in to the Racquets for All staff must have an accompanying equipment ticket
Equipment ticket must be filled out by the Region Coordinator turning in the equipment
Equipment will be checked against the information on the equipment ticket to verify accuracy
Once an equipment ticket is verified as correct, the equipment will go to storage and the information on the ticket will be entered in to the collection database
Appendices January 2011 Racquets for All Budget and Operations Manual
Racquets for All Equipment Donation Ticket
Facility: Facility:
Number of Racquets: Number of Racquets:
Number of Balls: Number of Balls:
Number of Racquet Covers: Number of Racquet Covers:
Number of Racquet Bags: Number of Racquet Bags:
Date Delivered to CTA: Date Delivered to CTA:
Person Submitting: Person Submitting: Facility: Facility:
Number of Racquets: Number of Racquets:
Number of Balls: Number of Balls:
Number of Racquet Covers: Number of Racquet Covers:
Number of Racquet Bags: Number of Racquet Bags:
Date Delivered to CTA: Date Delivered to CTA:
Person Submitting: Person Submitting: Facility: Facility:
Number of Racquets: Number of Racquets:
Number of Balls: Number of Balls:
Number of Racquet Covers: Number of Racquet Covers:
Number of Racquet Bags: Number of Racquet Bags:
Date Delivered to CTA: Date Delivered to CTA:
Person Submitting: Person Submitting:
Appendices January 2011 Racquets for All Equipment Request
Joan Birkland Pavilion at Gates Tennis Center 3300 E. Bayaud Avenue, Suite 201 Denver, CO 80209 [email protected] Ph. 303.695.4116 Fax 303.695.7631
Date of Request:
Organization Information:
Organization Name:
Address:
City: State: Zip:
Estimated program participation percentage in the following ethnic categories: Black Asian Caucasian Latino Native Amer. Other
What type of organization is this?
Parks & Rec. District 501(c)(3) non-profit Other non-profit School
Other Please Describe:
Is the organization a USTA organization member? Yes No
Contact Information:
Contact person for this request:
Title/Affiliation with Organization:
Work Phone: Home Phone: Cell Phone:
E-mail Address:
Equipment Request: Date equipment is need by:
Briefly describe how the equipment will be used:
Please specify the number being requested:
Junior racquets: Adult racquets:
Ages of children using racquets: Other:
Thank you for submitting this request for consideration. We will follow up with you and make every effort to provide assistance: however, fulfillment of this request is not guaranteed.
For Official Use Only:
Date Reviewed: Equipment picked up/delivered on:
Approved Denied Partially Approved Number:
Equipment available for fulfillment: Junior racquets: Adult Racquets: Used Tennis Balls (doz.):
Other: November 22, 2009
January 2011
Racquets for All Collections for 20XX
Facility Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTALS Facility 1 Racquets 0 Tennis Balls (dozens) 0 Racquet Covers 0 Bags 0 Facility 2 Racquets 0 Tennis Balls (dozens) 0 Racquet Covers 0 Bags 0 Facility 3 Racquets 0 Tennis Balls (dozens) 0 Racquet Covers 0 Facility 4 Racquets 0 Tennis Balls (dozens) 0 Racquet Covers 0 Facility 5 Racquets 0 Tennis Balls (dozens) 0 Racquet Covers 0 TOTALS Racquets 0 0 0 0 0 0 0 0 0 0 0 0 0 Tennis Balls (dozens) 0 0 0 0 0 0 0 0 0 0 0 0 0 Racquet Covers 0 0 0 0 0 0 0 0 0 0 0 0 301
January 2011
January 2011