annual budget and operations manual plan and operations … · 5) work with racquet stringers in...

Annual Budget

and

Operations Manual

Racquets for All Budget and Operations Manual

Table of Contents

January 2011

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


Program Overview

Page 1

January 2011

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 2

January 2011

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 3

January 2011

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 4

January 2011

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 5

January 2011

Organization Below Region Coordinators

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.

Region Coordinator

Continuous Monthly

Collection and

Pickup Activity

One Time

Functions

Club Member

Volunteer One

Club Member

Volunteer Two

Club Member

Additional as Needed

Tennis Facility One

Employee

Employee

Employee

Additional as Needed

Sporting Goods Store

Volunteer One

Volunteer Two

Volunteer Three

Volunteer Four

Tournaments, School

Activities,

Team Captains, etc.


Program Overview

Page 6

January 2011

Committee Members

Name Email Phone

Number

Location Responsibility

David Van Liere [email protected] 303-932-6395 Morrison Chairman & SW Denver

Reg. Coor.

Kristy Harris [email protected] 303-695-4116

ext. 300

Denver CYTF Staff liaison

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 &

Jennifer Metz

[email protected] 719-328-9066 Colo. Spgs. Colo. Spgs. Reg. Coor.

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 7

January 2011

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 Budget

Page 1

January 2011

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 = $


Marketing Plan

Page 1

January 2011

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 2

January 2011

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 3

January 2011

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


Program Goals and Objectives

Page 1

January 2011

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):

3. Boys’ 4A and 5A High School Challenge (the team that donates the most racquets will receive $200):

4. Identify regional coordinators for each of the following regions as well as fill any vacancies for

current coordinators that occur during the year:

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


4th Quarter Rachel Morley

Objective Accomplishment RFA Lead

Increase the number of

schools participating by

100% over 2010 (6

Schools)

Rachel Morley

Objective Accomplishment RFA Lead

Increase the number of

schools participating by

100% over 2010 (4

Schools)

Rachel Morley

Area Date Completed RFA Lead

Grand Junction Kristy Harris

N. Colo. Springs Jerry Eddy

NW Denver Metro Tom Talmadge

Pueblo Tom Talmadge



Page 2

January 2011

6. Maintain and update the Racquets for All Facebook site on an as needed basis or a minimum of

quarterly.


1st Quarter Rachel Morley

2nd


3rd


4th Quarter Rachel Morley

7. Generate human interest media stories about Racquets for All.

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.


ExcessAccess.com Dave Van Liere

To Be Determined:

Possible Rebounce.com,

Nursing Homes, Police

Depts. Dog Owners,

Baseball Teams,

School Art Classes etc.

Tom Talmadge and

Diane Selke

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


Nominate Dave VanLiere

for 9Who Cares and/or 7

Everyday Heroes program

Dave Thompson



Page 3

January 2011

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.


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



Page 4

January 2011

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



Page 5

January 2011

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



Page 6

January 2011

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



Page 7

January 2011

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



Page 8

January 2011

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


Record Keeping

Page 1

January 2011

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….


Appendices

January 2011

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

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

Appendices

January 2011

___________________________________________________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

Racquets for All Program Announcement

Appendices

January 2011

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)____________________________________

_________________________________________________

_________________________________________________

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

Appendices

January 2011

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: _____________________________

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


Appendices

January 2011

Appendix B

Racquets for All

Collection Barrels


Appendices

January 2011

Collection Barrels


Appendices

January 2011

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 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 Equipment Donation Ticket

Facility:

Number of Racquets:

Number of Balls:

Number of Racquet Covers:

Number of Racquet Bags:

Date Delivered to CTA:

Person Submitting:

Facility:

Number of Racquets:

Number of Balls:




Person Submitting:

Facility:

Number of Racquets:

Number of Balls:




Person Submitting:

Facility:

Number of Racquets:

Number of Balls:




Person Submitting:

Facility:

Number of Racquets:

Number of Balls:




Person Submitting:

Facility:

Number of Racquets:

Number of Balls:




Person Submitting:

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


Racquet Covers 0

Bags 0

Facility 3

Racquets 0


Racquet Covers 0

Facility 4

Racquets 0


Racquet Covers 0

Facility 5

Racquets 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

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