COMMUNITY TENNIS ASSOCIATION RESOURCE GUIDE

Transcription

1 INTRODUCTION A USTA Community Tennis Association (CTA) is any incorporated, geographically defined, not-for-profit, volunteerbased organization that supports or provides programs which promote and develop the growth of tennis. As an association, the group works to coordinate and maintain tennis programs and services; guaranteeing that they are open and accessible to all. Community Tennis Associations may act as advocates, program administrators, promoters or fund-raisers. Fueled by local volunteers, they exist to promote and develop the game of tennis in the community. There are more than 1,000 registered USTA Community Tennis Associations across the United States. Charged with developing and promoting tennis at the grassroots level, many of these organizations partner with their communities to help grow tennis at the local level.for more information on Community Tennis Associations, please do not hesitate to contact cta@usta.com. CTA s, like many other community based sports organizations, are non-profit businesses with the same challenges and obligations of other businesses including governance, administration, finances, IRS compliance, marketing, etc. This Resource Guide was developed as a tool to guide individuals through the process of forming and managing a CTA. There is a wealth of information available on the Internet and the sites selected for this Guide are for general information purposes only and are not intended to take the place of either the written law or regulations. Please note that the USTA has no control over the nature, content, accuracy, reliability and availability of sites referenced in this guide and the inclusion of any links does not imply a USTA recommendation or endorsement of the views/information expressed within those sites.

2 Table of Contents SERVING YOUR COMMUNITY Introduction 1 Forming a New Community Tennis Association 4 What is a CTA? 4 Types of CTAs 4 How to register as a CTA with the USTA 4 CTA Insurance from the USTA and other Benefits of Registration 4 Board of Directors 4 Board of Directors and Committees 4 Samples Articles of Incorporation and How to Form a Non-Profit 5 Board Minutes 5 Sample Bylaws 5 Sample Conflict of Interest Policies 5 Sample Leadership Policy 5 Sample Code of Ethics Policy 5 Sample Whistleblower Policy 5 Sample Apparent Authority Policy 6 Sample Document Retention Policy 6 Power of Attorney 6 How to Apply for a Tax Identification Number from IRS 6 Application for 501(c)(3) IRS Tax-Exempt Status 6 IRS Form 990 Requirements 6 National Association of Secretaries of State 6 Tax Information for Charities and Non-Profits 6 Non-Profit Guides 6 Dissolving a Non-Profit 6 Developing Your Budget 7 Program Budget 7 Organizational Budget 7 Mission Statement 7 Vision Statement 7 Core Values 7 Communication 7 Accountability 8 Commitment 8 Effective Business Practices for CTAs 8 Guidance from Successful CTA Leaders 8 Leadership Trends & Tips for Non-Profits 8 CTA Health Check 8

3 Table of Contents SERVING YOUR COMMUNITY Health Benefits of Tennis 8 Building Relationships and Partnerships 8 Advocacy 8 Sample Advocacy Handbooks 9 Working with Elected officials 9 Developing a Relationship with Parks and Recreation agencies 9 Partnering in the Community 9 Communications 10 Mobile Applications 10 Social Media 10 Facebook 10 Twitter 11 Snapchat 11 Pinterest 11 LinkedIn 11 Marketing 12 Constant Contact 12 MailChimp 12 Newsletters 12 Webinars 13 Resource Development 13 Training/Education 13 Delivering Programs to Your Community 13 Junior Programs 13 USTA Leagues 14 Adult Tournaments 14 High School Tennis 14 College Programs 14 Diversity and Inclusion 14 Assistance from the USTA 14 Downloadable Publications 15

4 FORMING A NEW COMMUNITY TENNIS ASSOCIATION Forming a new CTA is a huge, but very rewarding, undertaking. It involves ongoing coordinated efforts by a group of dedicated tennis players who want to serve their community. Some CTA s offer only one program, tournament or special event, some run a tennis program at a specific facility, some simply fundraise, some operate similar to Little League and soccer youth groups handling registration, coaches, etc. to partner with multiple recreation agencies to provide tennis at various facilities. The links contained in the Resource have been selected to give guidance on how to navigate the process of forming a CTA. This is a fluid resource and users are encouraged to contact the USTA with suggestions for additional topics, links, etc., and to notify the USTA if a link has become obsolete. WHAT IS A CTA? TYPES OF CTA? There are several types of CTA s Single Purpose, Multi-Purpose, and the National Junior Tennis and Learning Network. The websites listed below explain these different types. Pages/2324_What_is_a_CTA/ launches_new_brand_identity/. How to register as a CTA with the USTA CTA Insurance from the USTA and other Benefits of CTA USTA Registration Board of Directors Board of Directors and Committees

5 Sample Articles of Incorporation and How to Form a Non-profit - Everything You Need To Know.pdf Sample Bylaws C2E2&WebCode=ProdDetailAdd&DoNotSave=yes&ParentObject=CentralizedOrderEntry&ParentDataObject=Invoice%20 Detail&ivd_formkey= d7-4ba2-bf4e-a0da &ivd_cst_key= &ivd_prc_prd_key=ADC55A04-B1CE-4F6E-891D-DEDB0431C849 Sample Conflict of Interest Policies Sample Leadership Policies Sample Code of Ethics Policy Sample Whistleblower Policy

6 Sample Apparent Authority Policy Investment Policy Sample Document Retention Policy Form 2848 Power of Attorney How to Apply for a Tax Identification Number from the IRS Application for 501(C)(3)IRS Tax Exempt Status Form IRS Form 990 Requirements Nonprofit Management Non-Profit Center Management National Association of Secretaries of State Tax information for Charities and Nonprofits Non-Profit Guides Dissolving a Non-Profit Non-Profit 6

7 Developing Your Budget SERVING YOUR COMMUNITY Skip Hartman, founder of the New York Junior Tennis League and owner/operator of several indoor clubs in New Your City, offers the following formula for pricing/estimating cost of programing: Mature Start up Coaches 22% to 30% 30% to 40% Space 25% to 33% 30% to 40% Admin 10% to 15% 15% to 20% Advert/Prom 5% to 10% 10% to 20% Equipment 2% 5% Profit (loss) 36% to (12%) 10% to (20%) The above formula is a percentage of revenues based on using indoor courts and might change some for outdoors. In addition, brand new programs may also have a one-time larger expenditure for equipment. Program Budget Organizational Budget A-Five-Step-Guide-to-Budget-Development.aspx Vision, Mission and Strategic Goals Mission Statement Vision Statement Core Values Communication 7

8 Accountability Commitment Effective Business Practices for CTAs Guidance from Successful CTA Leaders: Nonprofit Leadership Leadership Trends & Tips for Nonprofits CTA Health Check Health Benefits of Tennis Tennis is one of the few life-time sports, and provides a multitude of physical and psychological benefits. The links below provide valuable information on the health benefits of tennis which can be very valuable in marketing the sport to community leaders and families Building Relationships and Partnerships A critical function of any CTA is to build partnerships with local government officials, schools, health care providers, community businesses and other non-profit organizations. Below are some links to help with advocacy efforts. Advocacy Advocating for Youth Sports 8

9 Sample Advocacy Handbooks Working with Elected Officials link to help locate Mayors - link to help locate County Commissioners Developing a Relationship with Parks and Recreation Agencies Partnering in the Community American Alliance for Health, Physical Education, Recreation and Dance ( Boys and Girls Clubs of American ( Gay & Lesbian Tennis Alliance (ww.glta.net) Intercollegiate Tennis Association ( National Association of Police Athletic Leagues ( National Federation of State High School Association ( National Senior Games Association ( Special Olympics International ( Tennis Industry Association ( United States Professional Tennis Association ( WMCA of the USA ( 9

10 Communications SERVING YOUR COMMUNITY Excellent communications are critical in educating community and local decision makers about the excellent programs and accomplishments of a CTA. The tools listed below help organizations achieve this goal, and are also very useful in communicating among the tennis community. Mobile Applications Understanding Mobile Apps: Why Your Small Business Needs a Mobile App: yiuiohncebft6814ws3p4j31 Start Building a Mobile App for Free: Mobile Website vs. Mobile App: Which is best for your organization?: Social Media How to Research and Locate Your Audience Using Social Media: How to Use the Twitter Dashboard: How to Measure Social Media Using Google Analytics Reports: Twitter Analytics: How to Know if Your Twitter Marketing Works: 4 Tools for Social Customer Service: Facebook Free Facebook Tutorial: How to Use Facebook: A Beginner s Primer: The ABCs of Facebook Marketing: 10

11 Twitter Getting Started With Twitter: Twitter Guide Book: Twitter Illiterate? Mastering s: Snapchat An Adult s Guide to Snapchat : A Snapchat Explainer for Non-Millennials: How to Use Snapchat: Pinterest Pinterest: A Beginner s Guide: The Only Pinterest Primer You ll Need: Everything You Need to Know to Get Started With Pinterest for Business: A Pinterest Primer: LinkedIn LinkedIn Primer: LinkedIn Groups: A Quick Primer for Small Businesses: LinkedIn Primer: Everything You Need to Know: 11

12 Marketing SERVING YOUR COMMUNITY Marketing Marketing Tips for Small Businesses: Marketing Tips: 34 Tips to Maximize Marketing Success: 40 Tips for Dramatically Better s: Practical Tips and Tricks to Boost Your Open Rates: Top 10 Best Free Service Provider for You: Best Marketing Software for Small Businesses: Constant Contact Constant Contact Marketing Software: Tips on Using Constant Contact to Create Your Newsletter: MailChimp Newsletters How to Create an Newsletter People Actually Read: How to Create and E-Newsletter: From Beginning to Send: 7 Golden Steps to Creating an Effective Newsletter: Create a Newsletter in Microsoft Word: 7 Best Newsletter Builders for Great Newsletters: Microsoft Publisher: 12

13 Webinars 15 Best Webinar Software Products From Around the Web: My Experience Reviewing 8 Webinar Software Options: Review of Online Meeting and Webinar Software: 8 Best Free Webinar Software for Marketers and Businesses: Resource Development Successful CTAs often partner with a variety of affiliated organizations to obtain financial and in-kind resources from local governments, businesses, school system, community tennis advocates, health care providers, and others interested in the health and welfare of the community. Below are possible areas of technical, in-kind and financial resources for advocacy efforts. USTA Foundation Almost all of the USTA Sections have a foundation to help local programs: The links below provide guidance on many types of resource development activities: Training/Education USTA Community Development Workshops: USTA Webinars: Delivering Programs to Your Community Junior Programs 10 & Under Tennis: ROGY (Red, Orange, Green and Yellow Tennis Balls) Tennis: Kids Tennis Clubs: National Junior Tennis and Learning (NJTL): School Programs: Junior Team Tennis 13

14 Delivering Programs to Your Community (con t) Play Days: No-Cut High School Programs: Junior Tournaments: Parent Education: Tennis Para Dos: Tennis Camps Recruiting qualified coaches USTA Leagues Adult Tournaments High School Tennis College Programs Tennis on Campus Diversity and Inclusion Assistance from the USTA Facilities design and funding: Training: CoachYouTennis.com; Grants: also national grant contact: Kids equipment grants: School tennis workshops: Resources Section CTA Contacts: 14

15 Downloadable Publications Resource Guide for Community Tennis Associations: USTA Advocacy Handbook: USTA Southern Advocacy Handbook: USTA Florida Advocacy Handbook: USTA NJTL Best Practices Manual: Friend at Court: USTA Texas CTA Toolkit: USTA Tennessee CTA Handbook: USTA North Carolina CTA Resources: 15