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Apr 18, 2015 - December 2, 2012 meeting of the Committee be approved as amended. ... Grand Prix Tournament through tournaments that finish prior to the end .... be hosted at Spanish Bay Club and Pebble Beach Club on October 15-21.

Adult Tournament Committee April 19, 2012 Meeting at the USTA NorCal Office NOTE: All minutes are final after approval by the committee and all committee decisions are subject to final approval by the Board. Committee Members Present: Chrissie Costamagna (chair), Steve Cornell, Betty Cookson, Marilyn Morrell-Kristal, Gail Murayama Committee Members Present by Conference Call: Jason Scalese, John Togasaki, Bill Johnston, Brian Cory Staff Members Present: Michelle Wilson, Jennifer Pitzen Chrissie Costamagna, chair of the Adult Tournament Committee (“ATC” or the “Committee”), called the meeting to order at 6:40 p.m. Chrissie informed the Committee that Steve Cornell and Andrea Norman were going to be inducted into the NorCal Hall of Fame in July during the Bank of the West Classic. Gail Murayama was also welcomed and introduced to the ATC as their newest member. Approval of Committee Minutes The following motion was made and seconded: RESOLVED, that the minutes of the December 2, 2012 meeting of the Committee be approved as amended. The motion was approved 5-0. ATC Budget Chrissie mentioned that the most current ATC budget, including disbursements to date, had been distributed to the Committee. Rules 1.. Restriction on Replacing Withdrawing Players with Byes Chrissie noted that since 2005, the Junior Tournament Rules have had a rule that removes the discretion of a Referee given in the USTA Regulations to replace a withdrawing player who was not seeded with a Bye, except when there are players waiting entry into the draw and except when the withdrawal creates a double Bye. Junior Council’s rationale for the rule was that ranking consequences are different depending whether a player advances because of a Withdrawal, a Default, or a Bye and it is important to be consistent so that all players in all tournaments receive the same ranking consequences. For consistency with the Junior rules, and for consistent ranking consequences, staff is requesting the Committee consider adopting the same rule for Adults. Thereafter, the following motion was made and seconded:

RESOLVED: that effective immediately, the USTA NorCal Adult Tournament Rules be amended to add the following new rule: Restriction on Replacing Withdrawing Players with Byes. A Referee shall not make changes in the draw as described in USTA Regulation II.C.i.b.iii. and iv. as follows: when a player who is not seeded withdraws from a tournament and there are no alternates awaiting entry, a Referee may not replace the withdrawing player with a Bye. If there are no alternates awaiting entry, the Referee is required to leave the unseeded withdrawing player in the draw and advance the opponent by means of a Withdrawal or Default, whichever describes the circumstances of the withdrawal. The motion was approved 8-0. 2. NTRP Seeding Rule Amendment Michelle noted that staff received feedback from Tournament Directors that the rule describing seeding for NTRP tournaments is unclear. The current rule requires the Grand Prix Points Race List to be used for seeding, except for the first two months of each Grand Prix season in which case the previous year’s final ranking list is used. The Grand Prix season is defined in the Ranking Rules as “the first tournament after the Grand Prix Tournament through tournaments that finish prior to the end of the following September.” There has been at least one instance in which the wrong list has been used to seed because the Tournament Committee thought the first two months of the season was January and February. Because Grand Prix is in October, the first 2 months of the Grand Prix season is from mid-October to mid-December. To add clarity and simplify the rule, staff is requesting the Committee consider adopting an amendment as follows (new language is underlined, deleted language is stricken through). Thereafter, the following motion was made and seconded: RESOLVED: that effective immediately, the USTA NorCal Adult Tournament NTRP Seeding Rule be amended as follows (new language is underlined, deleted language is stricken through): 7. Seeding. Tournament Committees shall seed tournaments as follows: b. NTRP Divisions. NTRP Tournaments shall use the most recent Grand Prix Points Race List for seeding, except for the first two months of each Grand Prix season tournament of the Grand Prix season held following the NTRP Grand Prix (approximately mid-October) through December, in which case the previous year’s final rankings shall be used. Procedures for seeding doubles and mixed doubles with Grand Prix Points Race Lists are set forth in Rule 7.d. below. The motion was approved 8-0. 3. Notice of Two Amendments Approved by the Sanction & Schedule Committee At its meeting held April 4, the Sanction and Schedule Committee approved two amendments that will affect adult tournaments. These amendments are included in the Board packet for the April 18th Board meeting and will become effective 7 days later unless challenged. The amendments are as follows:

1. Entry Fee Credits RESOLVED: That effective immediately, the USTA NorCal entry fee refund rules (Rule 24.B. of the Junior Tournament Rules and Rule 18.c. of the Adult Tournament Rules) be amended to add the following clarifying statement: “The Tournament Committee may not issue a credit for the entry fee in lieu of an entry fee refund.” Rationale: It has come to the attention of the USTA NorCal Staff by way of email exchanges with tournament directors and referees, as well as from comments at recent Tournament Director Workshops, that tournaments are offering players a credit in lieu of refunding the entry fee when: • the tournament is rained out and no matches are played; or • a player withdraws before the 7-day withdrawal deadline for refunds. The Committee reviewed the Junior Tournament Rules that pertain to the refunding of entry fees and determined that the rules require refunds when a player withdraws and that credits are not contemplated or permitted. Notwithstanding that the practice of issuing credits is a violation of the Junior and Adult Tournament Rules, the Committee discussed whether a policy should be in place to allow the practice. The Committee determined that issuing credits is not in the best interest of USTA NorCal or the tournament players for reasons that include: • The re-sanctioning of a tournament in a subsequent year is not guaranteed, thereby not guaranteeing a player that there will be future tournament to use their entry fee credit. • Although unlikely, if a sanction for a future tournaments held by an Organization that issues credits is revoked, it leaves no opportunity for the player to use their credit. • Administratively, there is far less probability of error when a refund is issued, which is done in a timely manner following a tournament, as opposed to a credit that requires long-term record keeping. • It is not reasonable to create and/or support a scenario under which USTA NorCal has to potentially intervene in a dispute regarding a credit. 2. Prohibiting Tournament Directors from Working Concurrent Tournaments: Passed 4-0 RESOLVED: That effective immediately, USTA NorCal Sanction Rules be amended to add a new Rule 2.D.v. as follows (new language is underlined): 2. Sanction Application. D. Information provided on Online Sanction Form. v. Tournament Director. Applicant may not submit the name of a Tournament Director who has made a commitment to serve as Tournament Director to another concurrent tournament unless they are held at the same site.

Rationale: In December 2011, amendments were proposed that were subsequently approved by the Board, that prohibit a Referee from working two concurrent tournaments, require a Tournament Director to either be on site at all times, or available by telephone, and require at least one member of the Tournament Appeals Committee to be on site at all times. The rule change better ensured that that the persons that needed to be at a tournament at all times during play will be required to be present and that this change would help to improve the quality of tournaments. For the same reasons, the Committee determined that the same concurrent tournament principle that applies to Referees should also apply to a Tournament Director. Grand Prix Update Michelle updated the ATC about the 2012 NTRP Grand Prix. The NTRP Grand Prix will be hosted at Gold River Racquet Club on October 20-21; 27-28. Brian provided an update on the Senior and Open Grand Prix. He noted that they will be hosted at Spanish Bay Club and Pebble Beach Club on October 15-21. The Family Grand Prix will be hosted on October 6-7 at Seascape Sports Club. Michelle also distributed the 2012 Grand Prix Rules and Regulations to the Committee. Staff brought up the idea of having the Grand Prix Tournaments be considered and titled as the section championships and adding “Section Championship” to the title of the Grand Prix tournaments. The champions of these tournaments will also be acknowledged in the Inside Tennis Yearbook as the Section Champion for the division they win at the Grand Prix. After discussion the Committee agreed to designate the NTRP Grand Prix tournaments as the Section Championship. The champions of these tournaments will be the Section Champion for that year for the division they win at the Grand Prix and will also be acknowledged in the Inside Tennis Yearbook. North/South Update Betty Cookson updated the ATC with information for the 2012 North/South event. She confirmed that Bud Travers has agreed to be in charge again in 2012. She noted that she would get back to the Committee with the exact dates of the event. It was also noted that the North/South budget is for shirts and hats as this year is hosted by Southern California. Intersectionals Chrissie updated the ATC about the 2012 Intersectional Event and about fielding the teams. Chrissie mentioned that an article would be included on the Adult Tournament News page to promote the event and encourage participation particularly for the women’s 35 and 75 intersectional teams. Senior Sectional Designations The ATC discussed the criteria for Senior Sectional Designations criteria. Following discussion the Committee agreed to use following criteria for designating an Adult/Senior tournament as a Senior Sectional Tournament:

Senior Sectional Tournaments must offer Men’s and Women’s 35-85 singles and doubles events. 10. One Day Tournaments and Team Tournaments Discussion Michelle gave a report to the ATC regarding beginner one day tournaments hosted by NorCal. The possibility of having more one date tournaments and team tournaments in the future was discussed; however, the ATC along with NorCal would need to come up with the criteria for holding these types of events. 11. Mentors Staff presented the Committee with the idea of having a mentoring program for tournaments directors. The Committee/staff would find tournament directors who are willing to volunteer their time as a mentor to other tournament directors who may need or want some mentoring. The Committee agreed that a mentoring program will help with the quality of the tournaments. 12. Meeting with the League Committee about promoting Adult Tournaments Chrissie reported she met with the chair of the Adult League Committee along with staff to discuss ways that leagues could possibly help promote tournaments. She mentioned that the Adult League Committee is in the process of creating a survey and offered to include 2-3 questions about adult tournaments to find out what league players know about adult tournaments and why they do not play adult tournament if they do not play. 13. Marketing Ideas The Committee discussed other marketing ideas to help promote adult tournaments. Following are the ideas that were discussed by the ATC.  Work with other Committees to grow tournaments  Put more material on the website  Email a monthly blast to all players  Bring back other sites that previously hosted tournaments  Profile organizations of the month  Profile tournament directors  Market the tournaments through Inside Tennis 13. New Business Brian expressed his concern over tournament evaluations. He mentioned possibly finding a way to encourage more players to complete tournament evaluations.

Meeting adjourned: 8:53 pm Minutes respectfully submitted by Michelle Wilson, Adult Tournaments Coordinator

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