QCPC Board Meeting Minutes, December 4, 2017

QCPC BOARD MEETING MINUTES

December 4, 2017

BOARD MEMBER ATETNDEES:  Jean Bustard (President), John Hughes (Vice-President), Cheryl Francis (Treasurer), Ruth Maki (Communications Chair), Susan Jones (Membership).  Linda von Felden (Secretary) arrived late.

COMMITTEE CHAIR ATTENDEE:  Karen Morse (Education and Player Development)

ABSENT:  Jeannie Iannacchino (Court Management), Sandy Veydt (Social)

Guests:  David Kikel (ex officio Board Member); Steve Shapiro (incoming Vice President)

MINUTES

1.       The meeting was called to order at 1:00 PM by President, Jean Bustard.  Jean Bustard reported that a main goal in 2017 was to provide QCPC members with more educational opportunities and more playing opportunities at their skill levels.  She noted that this has been accomplished.  A major goal for 2018 is to have as many players as possible participate in the educational ratings program.

2.       Gift cards were given to Board members who are exiting the Board:  John Hughes and Sandy Veydt.  David Kikel, past President, was also given a gift card for his service to the Board during the year.

3.       Minutes from the November meeting were approved as submitted.

4.       Treasurer’s Report (Cheryl Francis)

·         We received $2,140.00 in dues and $53.00 in ball donations during the month of November.  Our checking account now contains $15,909.2,8 with $3500 of that held in reserve.

·         Jean Bustard suggested that we might ask the members to approve funds to pay for some shade for the upper courts at the next Member Meeting.  A committee is working on a plan for this.

·         The Membership Committee does a lot of printing and has submitted a bill for that.  The Board agreed to pay $.05/page for printing from a personal printer.  This will be filed under Office Supplies with a sub-category for each Committee.

·         After the books close in 2017, we will have an Audit Committee look at the books.  The same committee as last year (David Mungo and Andy Eckhardt) will be asked to do the audit again.

5.       Committee Reports

a.       Membership (Susan Jones) -- We now have 391 members.  Of these, 192 are men and 199 are women.  14 members are new since our last meeting, and 135 are new since January 1, 2017.  So far, we have 166 renewals for 2017.

b.       Communications Chair (Ruth Maki) -- Newsletter is going out on Saturdays at 11 AM.  Sign-up Genius for the various drills and clinics opens for sign-ups at the same time. 

Linda has arrived, Ruth is done!

c.       Court Management (Jean Bustard for Jeannie I.) – Landscape trimming around the Courts 15 & 16 is finished.  Electric sockets have been fixed so they don’t short out when ball machine, etc. are plugged in.  Electricity for shed is still on the list to be completed.

d.       Socials – Jane Quirk has volunteered to coordinate the December “Birthday Party” event, scheduled for December 20^st.  After-party will be at her house.  Information and sign-ups will be in this week’s Newsletter.

e.       Club Calendar (Steve Shapiro) – Steve will be taking over Club Calendar from David Kikel.  Karen Morse will work with him for weekly updates before publishing.  Switching to Northstar system has been pushed out to sometime in 2018.

f.        Landscape (Dave Mungo & Bill Vollink) – They have volunteered to recommend options on how to spend the Club’s $4,000[CB1] .

g.       Club Gear – Anne Smith has volunteered to do this.   Other vendors will be contacted for competitive pricing.  Susan Jones volunteered to get with Linda Klaus (Pro Shop Merchandise Manager) to see about ordering shirts, hats, etc. thru them.

6.        Player Development & Organized Play (Karen Morse)

a.       A Committee meeting was held on 11/28, and it was decided to divide the group into 2 sub-committees (Player Development and Organized Play).  Organized Play is made up of members from all skill levels and consists of Jim Blank, Irene Payne, Gary Quantz, Suzanne Sicardi.  The Player Development Committee is still being formed.  Organized Play has added Tuesday and Thursday afternoons for Open Play (1:00-3:00, Courts 9-12).

b.       Karen Morse will be conducting an Orientation Class in January.  John Hughes has volunteered to help.  This class will be for non-members and is designed to help individuals decide if they want to take up and learn the game.  Basic information on the game will be provided, as well as a demonstration on how to play.  Following this, a Beginner Class will be scheduled with Karen as the instructor.  You must be a member to attend.   Basic skills will be demonstrated and attendees will practice on the courts.   Newbies will then go on to Beginner 101, then Skill Level Drills.  Karen is in process of looking for volunteers to teach various classes.  Information for the Orientation Class will be posted in “What’s Happening;” information on all other classes will be posted in our Newsletter.

c.       As winter homeowners return to QC, the courts are getting quite crowded.  A process (called paddle stacking) for rotating in will be incorporated starting in January and only when 8 or more members are waiting for play time.   A bungee cord will be hanging outside Court 11.  When a game is finished, the first group of 4 paddles will rotate in; the next group of 4 take the next court when the game is finished.  Players coming off the courts will “stack” their paddles at the end.

d.       David Weinbach will be here December 12, 13, & 14 conducting clinics and private lessons.  He will be teaching a Beginner Class the afternoon of the 12^th on Courts 15 & 16.  Clinics and private lessons will be held on the 13^th & 14^th.  The Club currently handles sign-ups; in the future, David will be responsible for registration and scheduling.

e.       Jean has started the process of having rating clinics scheduled in January.  Rif Rifknd from IPTPA has agreed to conduct these.  Ratings will follow the IPTPA Guidelines.  Information was announced in the last Newsletter, with members being asked to click on the link if they have an interest in being rated.  A total of 23 members had expressed an interest on the first day.

7.        Upcoming Tournaments

a.       Firefighter’s Tournament – February 10 & 11.  Sign-up and information is available thru a link in the Newsletter.

b.       Southern Arizona Senior Games – March 6, 7, & 8.  Dave & Merry Mungo will be coordination this event with GVR.

c.       St. Jude – March 24 & 25.  Information will be posted in Newsletter when it becomes available.

8.       Other Business

a.       Migrating Club reservations to North Star -- This will occur sometime later in 2018. 

b.       Guest Waivers – Susan Jones will add an additional Associate Member Application for visitors of Members.  The QC waiver and release to be signed by visitor is available on the website.  Jean Bustard will email waiver to Board Members.

c.       Sahuarita was having a town meeting on December 6^th at 6:30pm, with the subject of building pickleball courts as item #1 on the agenda.  Jean Bustard was attending and encouraged Board Members to attend if possible.

9.       Next Board Meeting – January 8^th, 12:00-2:00pm, Kino Conference Room.  Schedule of 2018 Board Meetings was emailed and distributed at the meeting.

Meeting was adjourned at 2:46pm.

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 [CB1]Shade awnings are separate from Landscape.

QUAIL CREEK PICKLEBALL CLUB MEMBERSHIP MEETING

QUAIL CREEK PICKLEBALL CLUB MEMBERSHIP MEETING

November 16, 2017

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

INTRODUCTION

Jean thanked everyone for coming to the meeting; there were approx.. 45-50 members in attendance.  She reviewed the Objective of the Club, which is to promote good fellowship and sportsmanship, while providing fun.  In addition, it is the Club’s goal to provide instruction for its members in order improve the skill of the players.

TREASURER’S REPORT

Jean provided a brief overview of the 2017 budget: 

            YTD expenses:                         $2,156.13 (incl. balls, socials, equipment, t-shirts & hats)

            Capital expenditures:                 $1,420.55 (storage shed)

            Income:                                     $8,189.00 (member dues, t-shirts & hats, ball contributions)

            Checking Acct Balance:           $13,911.36 (incl. $3500 reserve fund)

We only spent $800 for new balls this year, compared to $2500 last year.  We switched from using hard plastic balls to Onix Pure2 balls.  They are more durable and last longer and don’t crack in the cold.  Unfortunately, in January, the Pure 2 will no longer be USAPA acceptable; changing to Pure 3 and Franklin 40.  We will continue looking for the ball that works best for our Club.

MEMBERSHIP UPDATE

Currently, there are 374 active members; 118 new since January and 256 members have renewed, plus 12 associate members.  Breakdown is 184 men / 190 women.  Membership drive is underway; dues should be paid by end of January.

CAPITAL REQUEST UPDATE (2018)

2017 Update – We received total of $9,320 from POA.  We received a new ice machine and split the cost 50/50 with POA for the new storage shed.

2018 Update – We requested funds to 1) replace large riprap rock in landscaped areas;  2) awnings in upper court area;  3) share cost of balls;  4) additional lighting for courts 3, 4, 5, 6, 7, 8.  We received approval of $4,000, which will be used to address landscape improvement. 

QCPC COMMITTEES

·         A volunteer / committee is needed to put together a design with estimates of what we can possibly do with for shade; possibly include 2 canopies between upper courts.

·         Need volunteer to contact vendors to get estimates for logoed t-shirts, hats, and possibly tote bag.

·         David Kikel currently is in charge of maintaining court reservations for the Club and is resigning from this position.  We need a volunteer who is computer savvy to take over this role and will require training on the new Northstar system, as Club reservations will be transitioning to this system sometime in 2018.

ELECTIONS

Board changes mid-year[CB1] [CB2] [CB3] ; Karen Morse moved from Treasurer into new position of Player Development Chair, and Cheryl Francis volunteered for the Treasurer position.  Two Board position terms are up at end of 2017, Vice President and Secretary.  Steve Shapiro has volunteered for VP, replacing John Hughes.  Linda von Felden has agreed to be Secretary for one more year, ending her term in 2018.   These two positions ran unopposed, and show of hands was unanimous for the 2 volunteers.  Jean had new Board members stand so attendees could identify them.

SOCIAL ACTIVITIES

Social Chair is a one-year term; Susie Eckhardt and Barbara Havel have volunteered to co-chair this committee and were introduced at the meeting.  We are looking to have Club Socials the third Wednesday of every month.

MEMBER TRAINING AND PLAY

This past February, we lost the 3 skilled players/instructors.  Karen Morse stepped up to organize / coordinate training of our Members.  Beginner lessons by Lenny Friedman were offered in late Summer and Karen conducted drill sessions for beginners.

The following play and training is now available to the Club:

·         Specific Skill Level Play for all levels

·         Challenge Courts

·         Drill sessions for all skill levels (2.0 thru 3.5)

·         Judy Lyle will begin offering drills for 2.5/3.0

·         Mary Hughes and Sharon Kolarik offer drills for 3.0 and 3.5 players

·         Assisted Play for beginners

·         Private, local lessons are available thru a list of instructors (found on our web page)

·         Professional players will be visiting and offering lessons/clinics

To continue growing and improving as a Club, we need additional, skilled and qualified instructors.  We have folks willing to assist but are not comfortable with leading.  We have “train the trainer” opportunities available but are waiting until we have 12 skilled players to go thru training.

With our Club growing and winter people arriving back to their QC homes, our courts are starting to get backed up, with several players waiting to play during Open Play.  One solution to address this is to line up paddles in a certain area; as soon as a game is over, all 4 players come off the court and the next 4 waiting players take the court.  The players who just came off the court line their paddles at the end of the line of waiting players.  Courts 15 & 16 are always available for anyone (non-members) and are usually open for play.

Issue of using ball machine for practice.  Karen Morse purchased her own machine and uses it in her drills.  Question was raised about the Club purchasing one for general use, but this raises issue of training on the machine and the possibility of injuries.  Also, who would have access to machine since it would need to be locked up.  Last year’s vote was “no” for the Club to purchase a ball machine; cost is close to $1,000, which is the Club’s limit to spending money without member approval.  Vote at this year’s meeting was more in favor of the purchase.  Before proceeding, Club will need to work out liability issue.

CLUB RATINGS

We currently do not have club ratings.  This is important in order to get people into the correct classes and activities and helps players identify what skill is needed in order to improve their game.  Internal club ratings usually result in failure, but the major downfall is its impact on personal relationships and club morale.  We are looking to go outside the club to get IPTPA ratings.  There are 3 qualified people in Phoenix, and we will be contacting them about coming to QC to conduct ratings.  Cost to the Club is $50.00.  Anyone wishing to go through the rating clinic is $15.00 and is good for 3 years.  However, you can request to be reassessed within that 3-year period.

VOLUTEER OPPORTUNITIES

There are several opportunities to volunteer as outlined above under “Committees.”  It’s the volunteers that make the Club successful.  Please consider volunteering in some way using your experience from your “previous life.”

NEW BUSINESS / Q & A

Gary Mencimer recently volunteered to help with Court Management/Maintenance.  We were asked to look into plans for resurfacing the courts.  A few have cracks, particularly 5 and 6.  Feel the POA should pay for this, and it will be brought up at the next Budget Committee meeting.

Question was brought up about putting up a wind sock for Courts 5 & 6, as the current wind socks are not visible from these 2 courts.  Cost of the wind sock is not the issue; the issue is cost of the pole that holds the sock.  Another possibility would possibly to trim or cut down trees that block the view of the wind socks already in place.  Court Management will look into this.

Jean again thanked everyone for attending, and the meeting was adjourned at 2:33pm.  Slides from the meeting will be available on the website; a link will be provided in the Newsletter. 

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 [CB1]this

 [CB2]

 [CB3]Joanna resigned in 2016.