annual budget and operations manual
TRANSCRIPT
The upcoming year is still very much a transition year for KMTable
of Contents
Program Budget
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
Appendix B – Collection Barrels
Appendix C – Record-Keeping Forms
2. Racquets for All Equipment Request Form
3. Racquets for All Collection Report
4. Racquets for All Inventory and Distribution Report
Racquets for All Budget and Operations Manual
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.”
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.
Racquets for All Budget and Operations Manual
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
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
Program Overview
Page 6
January 2011
Committee Members
Reg. Coor.
Tom Talmadge [email protected] 720-314-0306 Aurora SE Denver Reg. Coor. &
Equip/Storage Coor.
Coor.
Meadow Creek
Brian, Jeannie &
Jennifer Metz
Dave Thompson [email protected] 720-841-2279 Denver/Boulder Boulder / Broomfield
George Travarez [email protected] 303-434-4212 Castle Rock Tennis Pro
Vacant
Program Overview
Page 7
January 2011
Stringers List
Arvada
Westminster
USPTA Professional
USPTA Professional
USPTA Master Pro
Dave Romberg 303-881-2361 USPTA Professional
Jim Lays 303-733-8242 x230 Denver CC
USPTA Professional
West Denver
Parker
Littleton
Don Allyaud 303-979-6619
USPTA Professional
Program Budget
Page 1
January 2011
Revenues Budget
TOTAL $1,500
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
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.
2 nd
Objective Accomplishment RFA Lead
Increase the number of
Grand Junction Kristy Harris
Pueblo Tom Talmadge
Program Goals and Objectives
Page 2
January 2011
6. Maintain and update the Racquets for All Facebook site on an as needed basis or a minimum of
quarterly.
2 nd
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.
Objective Date Accomplished RFA Lead
ExcessAccess.com Dave Van Liere
Diane Selke
9. Pursue outreach to at least 4 Colorado sporting publications. Need to specify a quantifiable number of
organizations to contact. (DVL)
1 Dave Van Liere
2 Dave Van Liere
Nominate Dave VanLiere
Everyday Heroes program
Program Goals and Objectives
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.
Objective Date Accomplished RFA Lead
1 st Quarter Tom Talmadge
2 nd
4 th 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
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
Racquets for All Budget and Operations Manual
Program Goals and Objectives
Page 4
January 2011
12. Collect 900 racquets and 9,000 used tennis balls during 2011.
RFA Lead: Regional Coordinators
2008 88 3,108
2009 552 4,218
2010 704 7,440
January
February
March
April
May
June
July
August
September
October
November
December
Program Goals and Objectives
Page 5
January 2011
13. Increase the number of donating organizations by 50% over 2010.
RFA Lead: Regional Coordinators
Program Goals and Objectives
Page 6
January 2011
14. Increase the number of recipient organizations by 50% over 2010.
RFA Lead: Kristy Harris
Program Goals and Objectives
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
29 Redstone Tennis Center
30 Regis High School
31 Rolling Hills Tennis
35 USTA CO @ Gates
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
43 Woodmoor Country Club
Program Goals and Objectives
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
25 Pitts Middle School
27 Pueblo Parks and Rec.
28 Sonia Schwartz Fundraising
29 South High School
30 South Park Elementary
33 The Odyssey School
35 Venture Prep.
Record Keeping
Page 1
January 2011
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….
Racquets for All Budget and Operations Manual
Appendices
1. Memorandum Explaining the Racquets for All Program and Asking
for Tennis Facility Participation
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,
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: _________________________
Appendices
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: (Circle) Monday Tuesday Wednesday Thursday Friday Saturday
Hours: (Specify for each open day)____________________________________
_________________________________________________
_________________________________________________
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,
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: _____________________________
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.
Racquets for All Budget and Operations Manual
Appendices
Appendices
Appendices
2. Racquets for All Equipment Request Form
3. Racquets for All Collection Report
4. Racquets for All Inventory and Distribution Report
Racquets for All Budget and Operations Manual
Appendices
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
Racquets for All Budget and Operations Manual
Appendices
Facility:
Joan Birkland Pavilion at Gates Tennis Center
3300 E. Bayaud Avenue, Suite 201
Denver, CO 80209
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:
Contact Information:
Title/Affiliation with Organization:
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:
Approved Denied Partially Approved Number:
Equipment available for fulfillment:
Other: November 22, 2009
Racquets for All Collections for 20XX
Facility Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTALS
Facility 1
Racquets 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
Program Budget
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
Appendix B – Collection Barrels
Appendix C – Record-Keeping Forms
2. Racquets for All Equipment Request Form
3. Racquets for All Collection Report
4. Racquets for All Inventory and Distribution Report
Racquets for All Budget and Operations Manual
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.”
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.
Racquets for All Budget and Operations Manual
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
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
Program Overview
Page 6
January 2011
Committee Members
Reg. Coor.
Tom Talmadge [email protected] 720-314-0306 Aurora SE Denver Reg. Coor. &
Equip/Storage Coor.
Coor.
Meadow Creek
Brian, Jeannie &
Jennifer Metz
Dave Thompson [email protected] 720-841-2279 Denver/Boulder Boulder / Broomfield
George Travarez [email protected] 303-434-4212 Castle Rock Tennis Pro
Vacant
Program Overview
Page 7
January 2011
Stringers List
Arvada
Westminster
USPTA Professional
USPTA Professional
USPTA Master Pro
Dave Romberg 303-881-2361 USPTA Professional
Jim Lays 303-733-8242 x230 Denver CC
USPTA Professional
West Denver
Parker
Littleton
Don Allyaud 303-979-6619
USPTA Professional
Program Budget
Page 1
January 2011
Revenues Budget
TOTAL $1,500
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
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.
2 nd
Objective Accomplishment RFA Lead
Increase the number of
Grand Junction Kristy Harris
Pueblo Tom Talmadge
Program Goals and Objectives
Page 2
January 2011
6. Maintain and update the Racquets for All Facebook site on an as needed basis or a minimum of
quarterly.
2 nd
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.
Objective Date Accomplished RFA Lead
ExcessAccess.com Dave Van Liere
Diane Selke
9. Pursue outreach to at least 4 Colorado sporting publications. Need to specify a quantifiable number of
organizations to contact. (DVL)
1 Dave Van Liere
2 Dave Van Liere
Nominate Dave VanLiere
Everyday Heroes program
Program Goals and Objectives
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.
Objective Date Accomplished RFA Lead
1 st Quarter Tom Talmadge
2 nd
4 th 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
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
Racquets for All Budget and Operations Manual
Program Goals and Objectives
Page 4
January 2011
12. Collect 900 racquets and 9,000 used tennis balls during 2011.
RFA Lead: Regional Coordinators
2008 88 3,108
2009 552 4,218
2010 704 7,440
January
February
March
April
May
June
July
August
September
October
November
December
Program Goals and Objectives
Page 5
January 2011
13. Increase the number of donating organizations by 50% over 2010.
RFA Lead: Regional Coordinators
Program Goals and Objectives
Page 6
January 2011
14. Increase the number of recipient organizations by 50% over 2010.
RFA Lead: Kristy Harris
Program Goals and Objectives
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
29 Redstone Tennis Center
30 Regis High School
31 Rolling Hills Tennis
35 USTA CO @ Gates
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
43 Woodmoor Country Club
Program Goals and Objectives
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
25 Pitts Middle School
27 Pueblo Parks and Rec.
28 Sonia Schwartz Fundraising
29 South High School
30 South Park Elementary
33 The Odyssey School
35 Venture Prep.
Record Keeping
Page 1
January 2011
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….
Racquets for All Budget and Operations Manual
Appendices
1. Memorandum Explaining the Racquets for All Program and Asking
for Tennis Facility Participation
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,
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: _________________________
Appendices
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: (Circle) Monday Tuesday Wednesday Thursday Friday Saturday
Hours: (Specify for each open day)____________________________________
_________________________________________________
_________________________________________________
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,
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: _____________________________
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.
Racquets for All Budget and Operations Manual
Appendices
Appendices
Appendices
2. Racquets for All Equipment Request Form
3. Racquets for All Collection Report
4. Racquets for All Inventory and Distribution Report
Racquets for All Budget and Operations Manual
Appendices
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
Racquets for All Budget and Operations Manual
Appendices
Facility:
Joan Birkland Pavilion at Gates Tennis Center
3300 E. Bayaud Avenue, Suite 201
Denver, CO 80209
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:
Contact Information:
Title/Affiliation with Organization:
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:
Approved Denied Partially Approved Number:
Equipment available for fulfillment:
Other: November 22, 2009
Racquets for All Collections for 20XX
Facility Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTALS
Facility 1
Racquets 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