Norms And Expectations: How Your Racquets Committee Can Build Success In Their Monthly Meeting!

You are the Director of Racquets but are you working in unison with your racquets committee? Here are a few great ideas to bring to your committee chair that may make your life a little easier, and at the same time create a great committee culture for the club.

The concepts shared are inspired by the work we do with committees during and following our nationwide executive searches, combined with the industry best practices we have recognized throughout our tenure.

Number one: The committee will focus on policy/strategy versus operations. The club should honor the concept that an executive search had resulted in the hiring of a very accomplished director of racquets for the club. It is understood that the committee chairperson and the committee members’ roles are purely advisory, and the director of racquets would make all operational decisions related to the racquet program. This allows committee members to focus on the policies and long-term strategies for ensuring an enduring racquets program.

Number two: One person speaks at a time. We have observed that more than one person would vie for the attention of the chair and this behavior was counterproductive. So therefore, only one committee member would be recognized at a time, and they would be allowed to finish their comments before a fellow committee member would be recognized to speak. It cannot be allowed for any “talking over” a fellow committee member.

Number three: No one will speak for more than three minutes at a time (appoint a timekeeper if necessary). It should be expected that every committee member thinks about the comments they would like to make and limit their remarks unless they are asked to elaborate.

Number four: No side conversations. One of the most disrespectful behaviors in a committee board room is to have participants sitting next to each other chattering while another committee member is speaking. Every person in the room should focus on the committee member who has the floor and eliminate the sidebar conversations.

Number five: Absolute confidentiality – zero tolerance. Each person on the committee will respect the confidential nature of any sensitive discussions and refrain from any disclosure that is not appropriate. If it is discovered that the confidence of this committee has been compromised, the responsible person could be asked to resign from the committee.

Number six: Reach a decision and commit to it after the committee meeting to minimize second-guessing. There should be adequate opportunities at every committee meeting to thoroughly discuss all sides of an issue. After a decision is reached, committee members should be supportive in their narratives and actions within the full membership.

Number seven: United front outside of the committee room. Everyone must understand the need to support each other after the committee meetings and to support the decisions of the committee no matter how divided a particular vote might have been. In essence, this is a strategy called “circle the wagons,” where committee members are prepared to defend not only the action of the entire committee but the committee chair and fellow committee members against attack or verbal abuse from some of the “squeaky wheel” members.

Number eight: Read the committee reports in advance to save time at the meetings – arrive prepared. Each committee member is generally called upon to give a monthly report for your area of responsibility. There should be a written copy of your report submitted to the chair or the DOR in advance of the committee meeting. These reports should all be distributed and read in advance, paying particular attention if the committee chair is requesting an action item to be approved by this committee.

Number nine: We will stick to the agenda. All extemporaneous issues will be put in the parking lot. The Racquet Chair should not allow for spontaneous discussion on non-agenda issues. If a committee member feels there is an issue that needs discussion that was not on the agenda, it should be put it in the parking lot until the agenda is finished. If there is enough time at the end of the meeting, the issue can be discussed.

Number ten: No single-person agendas. We believe that all committee members have an obligation to serve the best interests of the club. While someone may not agree with everything the committee does, they should support the wishes of the majority.

Number eleven: Operational report. The Director of Racquets should be not only invited to each committee meeting but also play an active role. The DOR should give his/her report on how the operation is functioning, any issues that may have come up, the success of events, staff performance, and any other related operational topics.

Each committee member may have certain issues they feel strongly about but at the end of day, the committee needs to look at what is best for the club and not for any one person’s partisan agenda.

TennisPro MAGAZINE – August/September 2023

Len Simard, PTR & USPTA Master Professional, Search & Consulting Executive, KOPPLIN KUEBLER & WALLACE. He can be reached via email: len@kkandw.com.