QCPC
Board Meeting
January
12, 2016
1:00
pm
Kino
Conference Room
Present: Board
Members David Kikel, Pam Martin, John Hughes, Ruth Maki, Rich Pokorski, Marie
Still
Guests: Karen
Conner, Ron Grantz, Larry Hyde, George Mynatt
October
28, 2015 Board meeting minutes approved
Appointment
of Chairs- The
Board voted unanimously to approve the appointment of the following chars, who
will serve as voting Board members:
Court
Management- Rich Pokorski
Membership-
Marie Still
Communications-
Jo-Anna Kikel
Treasurer’s
Report-
The report shows only 40 renewals, but more have come in in January.
2016 Membership dues so far, $3420
Budget for next year
will be reviewed at February meeting and then presented to full membership at
February meeting. We have $10,991.59 in
the Club’s checking account, of which $3500 is in reserve. We are in Business Plus checking at Wells
Fargo where we have to maintain a $5,000 balance to avoid fees. Pam is trying to change that account so that
we can move the reserve to a separate account without having to pay fees on any
account.
Proposal
for new logo apparel- Kathy Myers, George Mynatt, and Karen Conner were on
the committee to select new logo
apparel. Karen presented committee’s recommendation:
Logo
art- Quail and pickleball on front and mountains, saguaro, pickleball and quail
on back. The artwork was done by Kathy
Meyers, and the Board thanks her for a nice design.
A motion was made to approve the logo and
artwork. All were in favor.
Cost of
shirts are $14.95; committee suggests charging $18.00 to help cover the setup
charge of $275 for the first shirt order.
If we sell 90 shirts, we would break even. The minimum shirt order is 12 shirts, but can
be any mix of styles. The committee
suggests that they take only paid orders (by check) in advance. Then they will make the order. Kathy will have examples of the shirts and
committee members will be down at the ramada for 3 days to show samples and
collect money (Jan. 20, 22, and 23).
Board members felt that 3 days was not enough time to order and pay for
shirts. They could be at the ramada for
3 days, and then others could write out a check, fill in a form, and drop it in
a box. We could make Jan. 29 as the
final deadline. After the first order is
delivered, there may be more people who want to order later, but we will have
to see if we can meet the minimum shirt order for a second order..
David
prefers a club color so when we play tournaments, there is a set color. But people may buy shirts but not go to
tournaments. After discussion, the Board
agreed that the Club color is Tropic Blue.
Members do not have to order this color, but if they wish to participate
in club-sponsored tournaments, members should wear the Club color shirt. We will offer hats as well, but we still need
minimum order of 12 hats. Setup fee for
the hats is $50, so we will charge $12 for each hat (cost $9.98) to try to
recoup at least part of the setup cost.
Motion:
Club will front money for set-up charges for the shirts and hats. Passed unanimously.
Proposed
Round-Robin Play- George Mynatt is interested in running more
organized round robin play. A minimum of
8 players are needed, and then players move around to play with different
partners and different people. They
would play 6 rounds. Players would be
similar in rated skill levels. George
suggests that people would rate themselves using the US Pickleball
guidelines. He wants to use Courts 5-12,
the open play courts. Instead of
open-play, he would run a structured round-robin. He could run women’s 2.5 to 3.0 and men’s 3.0
to 3.5 with 18 in each group, using up to 4 courts for each of these. The Board
agreed to try this with simultaneous men’s and women’s play on the 1st,
2nd, and 4th Wednesdays.
The first one will be on Wednesday, Jan. 27th. We will re-evaluate the round-robin format
after the January 27 event to see how it worked. Players can just show up with 18 max on each
side. Play will start at 10:00 AM. George and Rich have round robin charts for
8-36 players. There is some expense for
the charts, but for now George will use his charts at no cost to the Club. Later the Club would have to buy materials. This can either go in the next newsletter, or
go as a separate e-mail to members. George will write something up for Jo-Anna. George wishes to be on agenda for next
meeting to report on Round Robins. The
Board agreed to this plan for trying Round-Robin play.
Mike
Taylor joined the meeting-Rich should go directly to Mike if there are
issues involving courts or facilities.
He will then come up with a plan to address issues. The Board thanked Mike for getting the fence
caps. Mike will try to find a space to
store about 30 ft. of left- over fence cap.
If we leave it where it is, pack rats may move in.
Mike
asked Board to start thinking now about what we want for capital requests. The Call for Proposals will come up fast, so
thinking about it now is a good idea. We
have $17,000 for additional lighting, and adding shade is also a priority. For last year’s budget, he received requests
in a timely fashion, but then he had to put all of those on paper. He looked at the history of what’s been
requested. He couldn’t sell the shades
because it didn’t have a history in previous requests, but he was able to sell
the lighting because it had been requested in the past. He needs more details about the shades- how
much will they cost, what they will look like, etc., so he can make a better
case for what we really need. David
would like to get pictures of the shade awnings at Saddlebrooke Ranch once they
are installed so we have a better idea of the type of shades that have been
approved by Robson. David needs more
information about the Saddlebrooke Ranch shade awnings: how
much did they cost, who was the contractor.
We haven’t used the lights much at night this past year. Lighting isn’t needed because people don’t
play much at night because of the bugs.
Having shades would prolong the playing time, especially in the summer. Mike says he needs a good visual of what we
want, and then we can move forward, buying the shades instead of the lights
this year.
We will probably come in with a request for a
shed for the next budget. Mike needs to know where it should be and what
it will look like. If he really
understands what is needed, then he has a better chance of selling it. David suggested a shed between courts 2 and
3. The drop-off is farther back there
than where the present storage bin is between courts 8-9. The shed could be used to store a ball
machine, among other items, which will need an outlet. Mike said that we need
to have a good idea and show that we are doing a lot of work and contributing
to the amenity, then Robson is likely to help.
Membership- We have 359 members on the 2015 membership
list, but only 155 have paid dues so far for 2016. Marie will report running totals each month
of how many are new members and how many are renewals. In a few weeks, we will start sending out
reminders for people to pay their dues.
On the website
membership list, there is a place for ratings, but few members report it. The Board agreed that we can remove the rating
question from the form and hide the column on website.
Communications- There will be an article in the upcoming QC Crossing on the December party. What’s
Happening posts have been included for the Introduction to Pickleball event
on January 24.
Court
Management- Larry Hyde and Bob Horn will continue as
volunteers. Rich suggests that we give
volunteers a gift certificate next year.
We need
a policy about what committee chairs can purchase and what needs prior approval. The Bylaws committee will look into this.
We will
remove our balls from the ball holders before tournaments because the organizers
of the tournaments should bring their own balls.
Buying
balls-
$310.47 is the current cost of a box of 180 balls. The Board authorized the Court Management
team to buy another box of balls whenever necessary. We can route orders through Lenny because he
gets a better deal. We have a backorder
for more durable balls to test, but this may take a while before we get
these. Right now they are the same price
as the old balls, but the price for the more durable balls may increase in the
future.
Education- Intermediate class
on Jan. 19, Introduction to Pickleball on Jan. 24 (2-4- Beginner’s class on
Jan. 26th. We should have
Pickleball Central cards to give to beginners.
We do not have an Education Committee chair right now, but the Board
agreed that various individuals can continue to run lessons and drills.
Bylaws- Committee hasn’t met
yet, but will meet on Saturday, Jan. 16th. They will send an e-mail to Board after the meeting
to recommend changes for Bylaws.
Pickleball
Machine-
An ad hoc committee had an extended meeting involving a diverse
discussion. There are serious questions
about the reliability of the machines on the market. These machines have only been out for about 6-9
months. The committee made a unanimous
recommendation to the Board: (1) send out a survey to members asking “ Who is
in favor of buying a reliable machine assuming a machine can be found;”and (2) if there is
interest in purchasing a ball machine, we should submit a capital improvement
project request this summer for a shed and a pickleball machine. David prefers that we pay for the machine and
the POA pays for the shed so that non-members cannot use the machine. The Board discussed the need for a storage
shed whether or not we buy a ball machine.
The Board voted on the committee’s recommendations as follows:
Shall we conduct an e-mail survey?: 1 Yes Vote, 5 No Votes
Shall we present the issue (whether to buy a
ball machine if a reliable one can be found) for a vote of members at the Annual
Meeting after a presentation of the pros and cons of a machine? 5 Yes Votes, 1
No Vote
Next votes were taken on the Storage Shed. The Board voted unanimously to submit a
capitol improvement request this summer for a storage shed, but not to combine
it with a pickleball machine.
Upcoming
Special Events
January
Social Event—January 20
Intro
to Pickleball & Beginner Lessons—January 24, 26
Firefighters’
tournament—March 4 (they may use all the courts they want)
Green
Valley Senior Games—March 9-11
New
Business:-
John checked with Ken Holman about classes.
Ken suggested that 4-5 more advanced players could shadow his classes
and then they could teach Beginning classes.
Rich and John will recruit some good players to shadow Ken’s Intermediate
class on Jan. 19th and the Beginner class on Jan. 26th.
Respectfully
submitted,
Ruth
Maki
Secretary
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