QCPC Board Minutes March 6, 2017

PICKLEBALL BOARD MEETING MINUTES (030617)

BOARD MEMBER ATTENDEES:  Jean Bustard (President), Karen Morse (Treasurer), Linda von Felden (Secretary)

COMMITTEE CHAIR ATTENDEES: Susan Jones (Membership), Ruth Maki (Communications)

ABSENT:  John Hughes (Vice President) and Sandy Veydt (Social Committee Chair)

GENERAL MEMBER ATTENDEES: David Kikel

MINUTES

1.       Meeting was called to order by Jean Bustard at 1:00pm.

2.       Minutes from last Board Meeting (020617) were approved with no changes.  

3.       Treasurer’s Report (Karen Morse)

·         Report was distributed and reviewed.  Currently, there is a total of $15,799.63 in the bank, which includes the $3,500 Reserve Fund.  Questions were raised about a couple of footnotes, which Karen will correct.

4.       Committee Reports

·         Membership (Susan Jones) – Club has 292 active, paid members (137 Men / 155 Women); 255 renewals and 37 new members since January 1st.  Updated list will be sent to Ruth for website.  We have 6 Associate Members.  Information on this new type of membership and sign-up form will be published in What’s Happening.

·         Communication (Ruth Maki) – Nothing new to report.

·         Court Management (Jeanne Iannacchino) – Irene Payne as volunteered to help Larry Hyde with court maintenance.  Balls removal, court cleaning, etc. has been coordinate for upcoming Senior Tournament.

·         Socials (Sandy Veydt) – Jean Bustard gave update in Sandy’s absence.  Lenny Friedman is in charge of March Social, which is the Rodeo theme, scheduled for March 15^th.   Volunteers are needed for the April 19^th Social.

·         Green Valley Sr. Games (David Kikel) -- Scheduled for March 8-10; courts will be unavailable 7:00am-5:00pm.  Merry & Dave Mungo are coordinating the event next year and will be working closely with David Kikel this year; Bill V has also volunteered to help Vollink out.  All necessary work has been coordinated (i.e., removing tables under Ramada, moving benches around for viewing, trash removal, court cleaning, etc.). 

5.       Player Development and Organized Play (Karen Morse)

·         There was very positive feedback regarding the “Intro to Pickleball” class that was held.  Total of 18 people showed up for the session.  Hope to schedule additional classes in April, then again in September/October.  Will advertise in What’s Happening.

·         Cathy Palese from Green Valley has volunteered to teach a series of 3 Beginner Lessons.  Information and dates will be published in What’s Happening.  Participants must be members of QC Pickleball Club.

·         Joey Farias, Pickleball Pro from Tucson County Club, will be teaching clinic/lessons here on March 12^th.  Hope to have more of these classes with him.  He will set up a facebook page for questions and responses. 

·         Rick Schworck has volunteered to help with Intermediate players.  Jean will meet with him to determine what these players need/want.  Information will be put in Newsletter once the details are worked out.

·         Saddlebrook Ranch/QC match will be held in late October.  Details/sign-up will be published in Newsletter at a much later date.

·         Karen has been conducting drills on Tuesday from 8:00-9:00am, lower level; open to all members.  These will continue for March & April.

·         There is Womens’ Skilled Level Round Robin on Thursdays, beginning at 1:00pm, upper courts.  This will continue thru end of March.

·         A Calendar of events/schedules for the courts has been developed.  Karen updates and posts at each court on a weekly basis.

6.        Round Robin Update (George Mynatt) – Jean Bustard presented in his absence.

·         Wednesday format continues to be a big success. 

·         Friday format not so popular, so it is being discontinued.  The Friday RR will continue with same format as Wednesday.

7.       Status of Storage Shed and Ice Machine (David Kikel & Jean Bustard)

·         New ice machine has been installed.  It has a bigger capacity for ice-making.  However, should be used to fill glasses/mugs; not for filling coolers.

·         Installation of storage shed has been approved and will be paid for by POA; no date as to when this project will be completed.

8.       Update on St. Jude Tournament (Karen Morse)

·         Karen has put together a proposed schedule of the event, with rules.  Will be available in Newsletter.  Scheduled for April 1 & 2. 

·         Registration/sign-up information is available at quailcreekclassis.org.  This is also same weekend as Tucson Open Tournament.

9.       Other Business

·         We are in high-season, and the number of people using the courts and waiting for play was discussed.  Two additional courts will be added to Open Play; Courts 3 & 4, from 8:00-11:00am.  Group of advanced players meeting on Monday mornings will be scheduled to another time, later in the day.  Courts 1 & 2 can be reserved; Courts 13-16 available on a first come basis.

10.   Date & Time of Next Meeting:  April 3rd, 1:00pm, Kino Room

11.   Meeting was adjourned at 3:00pm.

QCPC Membership Meeting February 16, 2017

Quail Creek Pickleball Club Membership Meeting

February 16, 2017

The meeting was called to order by President Jean Bustard at 1:00 PM.

Introduction
Jean introduced outgoing Board for 2016: David Kikel, Pam Martin, Jo-Anna Kikel, Marie Still, and Rich Pokorski. Then she
introduced the 2017 Board.  President Jean Bustard, Vice President John Hughes, Treasurer Karen Morse, Secretary Linda Von Felden (not present), Membership Chair Susan Jones, Social Chair, Sandy Veydt, and Communications Chair Ruth Maki. 
Next she introduced Committee Chairs Jeanne Ianacchino, Court Management (not present) and George Mynatt, Round Robin Captain; Debbie Downs, Photographer, and Lenny Friedman, USAPA Ambassador.

Treasurer’s Report
Jean showed a slide containing the Treasurer’s Report for the Year 2016.  Our income was somewhat less than was budgeted because we had fewer members than anticipated.  We did have an unbudgeted donation from outside Round Robin players, totaling $430.  Our court supply expenses were over budget, mainly because we had many cracked balls last year and we had to replace them.  We are now using new balls that are more expensive but last longer.   We also incurred unbudgeted expenses associated with the club shirt and hat order.

Next Jean showed the budget for 2017, which has been approved by the Board.  The budget is based on a prediction of 320 members.  The amount for balls is increased so that nearly half of our expenditures are for balls.  Jean asked Cindy Mayhle, Anza Director, to cost share on balls.  She may put it in their budget for next year.  We also have more money in Player Development than in the past.  We may need to bring in instructors and pay them to help  until we are able to rebuild our pool instructors.  We have a total of $13,550 in our checking account, but $3500 of that is kept in reserve for an emergency.  Capital equipment was not included in operating expenses.  We have approved $2700 for matching on equipment, but we may or may not spend it this year.  It depends on the POA Finance Committee.

Membership Update We have 290 members at this point, up from 261 last year at this point.  We have had 35 new members so far in 2017.

By-Law Amendment- Proposed change to Bylaws were circulated earlier.  The proposed change is to add an Associate Member category so short-term visitors can enjoy Open Play and other club activities.  Club rules are that only members can  play in Club activities.  The proposed change is shown below in red:

There are three classes of membership: Full Members, Associate Members and Social Members.  Full Members have voting privileges.  Associate Members and Social Members will pay 50% of regular dues.

Associate Memberships are available for those who are house guests or family members of Quail Creek property owners or short term Renters. The Associate Membership is valid for 30 days from date of payment.

Only Full Members whose dues have been paid for the year and Associate Members whose dues have been paid for 30 days may participate in Club Sanctioned activities, Assisted Play, classes, clinics, and other activities as specified by the Board. Those participating in social events must be Full Members, Associate Members or Social Members.
 
Associate Members would not have voting privileges and would not receive the newsletter.  The Membership Chair will put registration forms in a box and collect money there.  This will increase our income and allow friends and family to play with the Club.  Associate Memberships can be renewed during the year.

Discussion: It was pointed out that family members may live in Green Valley and join, but this is not the intent of the amendment.  It was decided to strike family members. A motion to adopt the revised version of the amendment (striking family members) was made and seconded.  A majority approved the motion. 

Update on Contributions toward Major Purchases
Last year, our capital equipment request included a storage shed, an ice machine, and shade awnings.  We approved $2700 as a match for these items. 

Storage Shed
The POA approved the storage shed.  We were to pay ½ of this, about $1400.  The POA planned to do the site preparation at no cost to us, but we later learned that the site preparation is very expensive (aboubt$1,800), so the project is on hold.  If we wish to move forward with this storage shed, QCPC might need to pay for part of the site preparation costs.  The board cannot spend more than $1000 without member approval. 

A member asked why we need this shed.  Answer:  It would be nice to have our own tables for social events.  We may purchase more equipment in the future and we will need a place to store it.  The janitor’s closet that we presently use is small and there is no room left in there for storage. 

A motion was made to allow the Board to spend up to $1500 for site preparation, if necessary.  This is in addition to the $1400 that has already been approved for the storage shed.  The motion carried by majority.

Ice Machine
The current one was a used one from the golf club.   The POA approved our request for a new ice machine with no cost share by QCPC.  Our present ice machine has two parts, the ice making unit and the water and ice dispenser.  The POA has purchased a new ice making unit, which is the more expensive part.  The POA will install this new condenser above our present dispenser.

Shade Awnings
These were not approved in 2016, but we will request these from the POA again.  Our membership already approved this expenditure last year. 

Court lighting
We will resubmit our request to light courts 3-8 , which are already wired for lights. 

Player Development and Education
Karen Morse presented our current calendar.  She asked if Is our present schedule is providing enough opportunities for our members?  The Board is trying to come up with more activities to meet our needs.  We have lost most of our instructors recently.  We are starting over now. 

The Board plans to do a survey on player development to determine what players are interested in.  Karen proposed a committee to develop more player development opportunities with the goals or developing skills, playing safely, and having fun.  She requested volunteers for participation on this committee.

Karen has been experimenting with some different formats.  Last week, she tried a Round Robin with self-ratings to give an idea of player level.  A lower level and an upper level round robin were then offered after self ratings.  She said the ratings worked well to divide people into two groups.  On Tuesday mornings before Club Open Play, Karen has been organizing drills, which are open to anyone.  She is focusing on one skill each week.  A member suggested that such activities should be planned by a committee and then advertised as Club-sponsored events.

Before members respond to a survey Karen showed what other clubs offer so that members have an idea of what is possible.  She indicated that the survey would be announced in the next newsletter (2 days after the meeting). A member suggested that it would be better to have the Committee develop and agree on the survey questions.

How will we use funds that are budgeted for Player Development?
We can pay the POA fee for experts who come in to give clinics.  In addition, we can invite specialists to offer Skill Clinics.  As we grow, we will need more opportunities to play at all skill levels.

Round Robins
George Mynatt asked for feedback on the Round Robins.  Wednesday is an open format, and Friday has been using a ladder format.  Last Wednesday, there were 64 players, and George essentially ran 4 Round Robins.  He suggested that we could have two groups- a recreational group and a competitive group.  Ladder play is not the same as splitting groups in the beginning.  Some people don’t come to Fridays because they are too competitive.   George asked the members how they would like to have the Round Robins organized and the members agreed that the present organization is working well.  We should try to ladder format more times before deciding on whether to keep it or modify it.

 Pickleball Central Credit
QCPC  gets a credit when people purchase from Pickleball Central and use a code for QCPC.  We have $398 in credit.  The Board has decided to use a portion of this to purchase new balls.  We recently bought 100 new Pure 2 balls.  Because Onyx is coming out with a new version of this ball, so we won’t buying more until we see what the USAPA considers to be acceptable balls.

Volunteer Opportunities
Jean Bustard encouraged everyone to sign up to volunteer for socials, assisted play and round robins. 

The Senior Games need volunteers both to help with the organization of the tournament and to referee.  There is a Referee Clinic coming up in end of February.

New Business
A member asked why the members weren’t asked to approve the 2017 budget.  Jean Bustard answered that our Bylaws require that the budget be submitted to the membership, but the Bylaws don’t require approval. 

A member who plays at night indicated that he strongly supports the request for more lights because there are people who only play at night. It was suggested that we would have a stronger case if we had data showing the need for more lights.  Jean Bustard indicated that is too much of a burden on us to collect data.  A member suggested that anytime people can’t get a courts at night, they should e-mail Jean and tell her.  Jean will keep a record of this.

USAPA & Quail Creek Classic Tournament
Lenny Friedman gave some history or our courts.  He was here when courts were built but he didn’t design them.  He then explained some of the functions of the USAPA, including developing rules for play, and approving balls and paddles.  It is a non-profit organization. Lenny is a USAPA ambassador.  He pointed out that the USAPA website has many useful information including a listing of places to play and pointers about how to warm up to avoid injury.

Lenny is organizing a tournament at Quail Creek for 2.5-3.5 players on April 1-2.  He is asking that participants make a donation to St. Jude’s Research Hospital, which is the charity which USAPA has chosen to support this year.  Lenny had Registration Forms and Information about tournament available.

The meeting was adjourned at 3:04 PM