QCPC Special Board Meeting Minutes

March  11, 2019

VOTING BOARD MEETING ATTENDEES:  Steve Shapiro (President), David Mungo (Vice President), Jean Bustard (Player Development), Cheryl Francis (Treasurer), Kathleen Baker (Secretary)

BOARD MEETING ABSENTEES:  Candace Plumlee (Communications)

COMMITTEE CHAIRS ATTENDEES:  John Sicardi (Court Management)

GENERAL MEMBERSHIP ATTENDEES:  Bill Vollink and Kathy Vollink

1. Meeting called to order by Steve Shapiro at 11:30 am., at Madera Clubhouse Patio.
2. This meeting was a meeting to discuss the shade committee recommendations.  The Shade Committee members are Dave Mungo, Steve Shapiro, Bill Vollink, Tom Sharples and Paul Engstrom.

David Mungo gave the committee’s recommendations to the Board, as follows:

3 vendors gave design and  bids to the shade committee, one was a cantilever design that is typical at tennis courts.  It was a great design, but the cost was more than double from the other two bids.

The other two bids were of a sail design, focusing on the middle portion of the length of all upper courts (5 thru 12), forty feet of shade, having sun or shade option. Eight feet high on the South side and seven feet high on the north side, this gives good coverage for all times of the year, as the sun moves across the sky. On the North side, there will be shade but not to the baseline of  play on the courts. The material used has a 10 year warranty, UV material of the highest grade with marine grade thread. Experienced vendor proposed is Air and Shade in Tucson.

As a committee, we are recommending a more traditional style as  the cantilever bid is $27,550 for the upper and lower courts. Air and Sun have a bid of a little less than $12,000 for 40 feet with four 10 foot sail sections with 10 posts.  The other bid for sail shade came in at $22,000. There was also a vendor bid for $55,000 including upper and lower courts.

Steve will get a revised bid from Air and Sun to have additional shade cloth  13 ft wide and to have notches in the poles for a windscreen in the future on North poles.  There would be an additional expense between $12,000 to $14,000.

There was a motion to approve the Shade Sail by Wind and Air was approved.

Also approved was a motion to put $5,000 toward the proposed cost of shade

           sail.

3.   Other Business

1. Discussion on times for organized play to follow primetime play with the seasons.
2. Discussed the pickleball paddle representative for Selkirk, which has an introductory composite paddle for $50 and could give the club $20 out of the $50 sale.  Other reps give club 5% of sales. This would be a fundraiser for the club. We could also have a demo day to try paddles.
3. Jean has concerns in regards to the shed securityand asked for an update onlights for the court.

Steve will ask in May, regarding the scheduling of lights to be installed on the pickleball courts.  In regards to the lock on the shed, there needs to be more security, as there are 8 missing paddles since the March 4th board meeting.  Agreed to have a keyed padlock placed on the shed. John Sicardi will look into purchasing a padlock for more security of the shed. Instruction paddles will go into the closet room next to the men’s bathroom.

4.   Next meeting - General meeting, Monday 25 at 1 pm at Kino Center.

     Meeting adjourned at 12:30 pm.

QCPC BOARD MEETING MINUTES  

March 4, 2019

VOTING BOARD MEETING ATTENDEES:  Steve Shapiro (President), David Mungo (Vice President), Jean Bustard (Player Development), Cheryl Francis (Treasurer), Candace Plumlee (Communications), Susan Jones (Membership)

BOARD MEETING ABSENTEES: ) Kathleen Baker (Secretary)

COMMITTEE CHAIRS ATTENDEES:  Joyce Butler (Socials), John Sicardi (Court Management)

GENERAL MEMBERSHIP ATTENDEES:  Phil Brule

1. Meeting called to order by Steve Shapiro at 1 pm.
2. Minutes from the previous meeting (February 4, 2019) approved.
3. Treasurer’s Report (Cheryl Francis)  Income for month = $1,013.17.   Expenses for the month = $901.14.  Balance in checking account = $23,130.88.
1. Discussed option of buying Quickbooks versus paying a monthly use online fee.  Motion offered to buy software and purchase a computer, motion passed.
2. Board to change accounting method from cash to accrual (revenues reported when they are earned).  Motion offered and approved.
3. Discussion to change preparation of budget by October and approved at the November general meeting.  To be voted on at the General Meeting this month. Need to have at least 38 people at the general meeting to be able to vote (10% of membership).
4. Pickleball Central has a $163 credit for the QCPC.

     4. Committee Reports

1. Membership (Susan Jones)  50 new members
2. Communications/Website (Candace Plumlee)  Will send out emails about corrections in the newsletter when it arises.
3. Court Management (John Sicardi)  Everything going well.
4. Socials (Joyce Butler)  Since there is no March Wednesday round robin social, Joyce plans on bringing in snacks for a regular Wednesday RR play.  She asked if all the courts could be available and was noted that courts will be available for the March 13th RR.
5. Skill-Level Play/Organized Play (Dave Mungo).  A discussion about switching some round robin times, but found that not possible.

     5. Player Development Report (Jean Bustard) Jean presented all that was on her email update and discussed that some of the outside instructors brought in less QC people than outside players.  More paddles are added to have for instruction and that end of the season is the end of March. Questioned if there should be a social to thank instructors. Joyce will look into that.  Jean indicated that there had been no reply to her letter asking Mr. Robson for additional pickleball courts.

     6. Other Business

1. Court shade vendor information will be available next week.  A special meeting will be held to decide which proposal to accept so the proposal can be presented at the general meeting.
2. There was a discussion about purchasing an AED machine.  Since the entry guard house has one, it was decided that was close enough.  Candy asked if there is a sign at the courts stating where the AED is located.  It will be researched. Also noted the problem of securing such a valuable piece of equipment.   CPR classes could be offered to PB instructors with cost. GVFD has CPR training for $65 per person, others were noted to be less.  There will be more research on the matter.
3. The QC POA Finance Committee is noted to be going to make a decision if clubs that are 501C3 can raise money.
4. General Meeting is Monday, March 25 at 1 pm.
5. Phil Brule, a nonboard attendee, brought up the issue that there are non-Quail Creek residents playing on our pickleball courts.  The policy was discussed. He suggested that these people that come in should have to pay a fee. He has found that any place he goes outside of QC there is a fee.  It was decided not to discuss charging fee for use at General Meeting because Steve is working through a similar topic with the finance committee and needs time to receive feedback.  The Board noted that there are tax and POA limitations on our ability to raise money from non-QC residents. The Board intends to address the fundraising issue with the POA and has passed policy revisions to promote court availability, especially during Prime Time.  Board will continue to evaluate as demand for courts increase.

      7. Next Board Meeting - April 1, 2019, at Kino Center 1 pm.

       Meeting adjourned at 3 pm.

QCPC Board Meeting Minutes 7 January, 2019

QCPC BOARD MEETING MINUTES

January 7, 2019

BOARD MEMBER ATTENDEES: Steve Shapiro* (President), Dave Mungo* (Vice President),

Cheryl Francis* (Treasurer), Susan Jones* (Membership), Candace (Candy) Plumlee*

(Communications), John Sicardi (Court Management Co-Chair), Joyce Butler (Socials), Kathleen

Baker* (Secretary)

*Voting Members

BOARD MEETING ABSENTEES: Jean Bustard* (Player Development Chair)

1. Meeting called to order by Steve Shapiro at 1:00 pm.

2. Minutes from previous meeting (December 2018) were approved.

3. Treasurer’s Report (Cheryl Francis) – Income for month = $3,370.00 ( 2019 membership dues).

Expense for month= $493.99. Balance in checking account = $18,930.39. Club will seek

volunteers to audit Club’’s 2018 finances.

4. Committee Reports

a) Membership (Susan Jones) – Total of 442 (405 last January) (221 men / 221 women); 38

new members and 208 renewals to date. Since the Club uses Sign-Up Genius (SUG)

extensively, Susan will include an explanation of how to use SUG in the letter to new Club

members.

b) Communications (Candy Plumlee): Candy’s first Club newsletter looks great. Will add

helpful information on self-rating skill level (received from Pickleball Ambassador Lenny

Friedman) to the website so Club members can sign up for the appropriate Player

Development drills and Organized Play events.

c) Court Management (John Sicardi / Dave Thomas) – John reported that there was still not

having enough ball in holders, question if balls were being round up from outside of courts.

Steve to mention by email to Mike Taylor. There is a basket of Pure 2 balls that Lenny

Friedman will not be using for teaching. John will go through and discard well used balls

and save newer balls,.

d) Socials (Joyce Butler) – January 16th social is Snowflakes in the Desert, hosted by Marian

Ashman, Joanna Miller and Rhonda Porter.

e) Skill-Level Play (Dave Mungo)Organized Play (Dave Mungo) are different kinds of Clubsponsored

Scheduled Play. Guidelines are contained in the newsletter. Request by Skill-

Level and Organized Play organizers for time changes to to David for approval. Requests to

play during Prime Time hours require Board approval.

5. Player Development (Jean Bustard) – Update emailed and is in the Newsletter.

6. Other Business (Steve Shapiro)

a) 2019 Draft Budget: Board approved increasing the required minimum balance for operating

cash to $5,000. The Board approved creating another line in the budget for Capital Expense

Reserve account. The Board approved moving any overage between income and expenses

to be moved to the Capital Expense Reserve account. At our February meeting the Board

will approve the 2019 budget and establish the amount we want to move from our existing

checking account balance recording $4,000 to our Capital Expense Reserve for 2019 to cover

the cost share of lighting (approved by membership in Nov 2018).

b) Shade Committee: Met one contractor to discuss shade design and obtain an estimate in

December. Another vendor meeting scheduled for January 14. Procedure is for Shade

Committee to make a recommendation to the Board. Board will review and may recommend

a proposal to Club members. If a proposal is recommended, Club members will vote on it at

the spring Club meeting.

c) Cheryl said shirt and hat sales have been minimal, 15 shirts and 6 hats, wondering if there is a

need for sales next year. Susan suggested there be a logo design change run in the

Newsletter for one month. Also suggested embroidery logo on future shirt sales.

d) In regard to a Local Chiropractor to give a safety presentation to club it was a no vote.

e) The Green Valley Pickleball Cub wants to have a bake sale at the Southern Arizona Senior

Games again. POA Manager Mike Taylor expressed concerns about this last year. Dave

Mungo is working with Green Valley and the POA to get a clear answer and/or instructions.

7. Next Meeting: meeting scheduled for February 4, 2019 at Kino Center 1 p.m.

Meeting was adjourned at 2:15 pm.

QCPC Board Meeting Minutes, December 3, 2018

QCPC BOARD MEETING MINUTES

December 3, 2018

BOARD MEMBER ATTENDEES:  Jean Bustard* (Player Development Chair), Susie Eckhardt (Social Co-Chair), Cheryl Francis* (Treasurer), Susan Jones* (Membership), Ruth Maki* (Communications), Dave Mungo* (VP), Steve Shapiro* (President), John Sicardi (Court Management Co-Chair), Dave Thomas (Court Management Co-Chair), Linda von Felden* (Secretary)

*Voting Members

GENERAL MEMBER ATTENDEES:  Marilyn Ashman, Kathleen Baker (incoming Secretary), Nancy Katzberg

MINUTES

1.        Meeting called to order by Steve Shapiro at 12:00pm.

2.       Minutes from previous meeting (October/November) were approved.

3.       Treasurer’s Report (Cheryl Francis) – Income for month = $905 (combination of 2018 & 2019 membership dues).  Balance in checking account = $16,054.00.

a)       Shirts were also discussed.  Cheryl volunteered to oversee finding/selecting a vendor.  No one else volunteered to help, so she will take orders, collect money, and organize distributing shirts.  After meeting with a couple vendors, she decided to go with Aztec, whom we’ve used in the past and with whom we’ve had issues, which were resolved.  An announcement will be run in the Newsletter with a link to order form and instructions for ordering.  Orders will be accepted thru mid-January.  Turn-around time is 3-4 weeks, so shirts will be delivered before our winter members start heading out.

4.       Committee Reports

a)       Membership (Susan Jones) – Total of 420 (405 last January) (208 men / 212 women); 16 new members and 64 renewals to date.

b)      Communication (Ruth Maki) – A “suspicious website” message was popping up when some members tried to access the website.  Ruth has been in touch with Microsoft and issue has been corrected.  Candy Plumlee is the incoming Communications Chair.  Ruth & Candy have met several times, and Ruth anticipates a smooth transition as Candy is very savvy with the computer. Ruth has asked that any information that is to appear in the Newsletter be submitted to her no later than Thursday afternoon.

c)       Court Management (John Sicardi / Dave Thomas) – A member approached Dave and asked if plants could be removed around courts.  Dave will explain to member that considerable work was completed last year around the courts/Ramada, and there are no plans for additional work.  There is an issue with the bathrooms, emptying trash, etc., and generally keeping the area clean.  Dave would like to get with AAA and others responsible for the area to have a set schedule.  Currently, we are without a POA Maintenance Manager, so Steve will get with Mike Taylor to discuss the situation.  In the meantime, if we see a particular problem, send an email directly to Mike Taylor.  Pure 2 balls have been discontinued, and the Club has ordered and received 200 for the new Onix Fuse 2 balls, which are being phased into the sleeves on the courts.

d)      Socials (Susie Eckhardt) – The December Birthday/Holiday Social is set for December 12^th; hosted by Kathleen Camp & Linda Bishop.  Sign-up to play filled up almost immediately; however, others may attend the Social Party.  Joyce Butler will be taking over as Social Chair beginning January 2019.  Thank you to Susie & Barbara Havel for volunteering this past year as Social Co-Chairs.

e)       Skill-Level Play (Dave Mungo) – Skill-level RR are ordinarily scheduled during non-Prime Time hours.  A motion was made and passed as follows:  Upon request, the Board will consider, and may approve, a request for Skill-Level Play during Prime Time hours.  Currently, there are 3 approved requests for skill-level organized RR.  The Board discussed and approved a request for the 4.0+ Skill-Level RR during Prime Time on Tuesday evenings from 6:00-8:00pm on the 4 lighted upper courts (9-12).  Based on the current demand for courts, other lighted courts remain available for play at this time.

f)       Organized Play (Dave Mungo) – Existing Organized Play RR are:  Tuesdays 9:00-10:45am (2.5-3.0) / Thursdays 10:00-11:45am (3.5-4.0) / Fridays 9:00-10:45am (3.0-3.5).  These are played on Courts 5-8.  There is an additional RR for all members scheduled for every Wednesday, beginning at 9:00am, on all Courts, except the 3^rd Wednesday of every month, which is hosted by the Social Committee.

5.       Player Development (Jean Bustard) – Tremendous participation in the Player Development activities that were offered for November.  Sign-ups for all drills, etc. have filled up immediately.  Thank you for all the volunteers & organizers who have helped make this a success.  There will be no drills during the weeks of December 24^th & 31^st.  Professional instructors are scheduled for February & March; information will be posted in Newsletter.  IPTPA Ratings are scheduled for December 11 and January 23^rd.  To date, 91 members have gone thru first-time rating (approx. ¼ of our members).

6.       Other Business (Steve Shapiro)

a)       Still working on Budget process; numbers will be finalized and presented at March General Membership meeting.

b)      Dave Mungo volunteered to be Project Manager to oversee the new lights being installed, and Steve Shapiro will be the Project Manager for resurfacing the courts (this will take place in the summer).

c)       Currently our by-laws require a quorum (10% of members) be present at General Membership Meetings if issues are to be put to a vote.  Motion was made that a majority of attendees (and not a quorum) must approve an issue before a change is made.  Motion was approved and will be presented at the General Membership Meeting in March to make this change

7.       Next Meeting:  Meetings for 2019 will remain on the 1^st Monday, from 1:00-3:00pm in Kino Conference Room.  Next meeting scheduled for January 7^th.

Meeting was adjourned at 1:45pm.

QCPC Membership Meeting, November 14, 2018

QUAIL CREEK CLUB MEMBERSHIP MEETING

November 14, 2018

The meeting was called to order at 1:00pm by Steve Shapiro, President.  An attendance sheet was passed around to document who attended and that there was an adequate number of members for a quorum to vote on proposed changes.  This will be filed in the book of Minutes.

INTRODUCTION

Steve introduced current Board and those whose term was over and the new Board/Committee members.  He thanked all those who volunteered throughout the year.  QC has 4300 residents of, which 409 are QCPC Members (207 female / 202 male).  Of those, 79 have been rated (USAPA/IPTPA).  In 2018, we had 172 new members.

TREASURERS REPORT (Cheryl Francis)

We have a balance of $15,573.62 in our checking account.  Dues is our only form of income and are looking into possible fundraisers.

PLAYER DEVELOPMENT (Jean Bustard)

Jean reviewed the purpose, goal, and strategy of the Program.  Guidelines for the skills are based on IPTPA Ratings system, while learning in a fun and positive environment.  Each skill level has a team of 8 people, which includes an organizer.

The program kicked off in October this year, with a kick-off meeting in September.  25+ members volunteered to help, with 7 organizers.  Thank you to everyone who has volunteered. 

Lessons, drills, various activities are offered at all skill levels, with the exception of 5.0 players (sorry).  Please sign up for one skill level per week.  Do NOT sign up for a higher skill level because your skill level is full.  We are starting a “wait list.”  If you are unsure of your level, sign up at a lower level.  85% of membership is at 2.5-3.0 level.

We are working on having several professionals come to QC to offer lessons/clinics:

·         Joey Farias & Sean Rickard – TBD

·         Helle Spare – Due to personal reasons, this event is being rescheduled

·         Scott Moore – February 25, 26, & 27; sign-up information will be released to Club members soon

·         Mark Renneson – March 19, 20, & 21

We are already seeing positive results and continue to look for ways to improve/enhance the program.   

The complete presentation and slides are downloaded on the Club website.

ORGANIZED PLAY (Steve Shapiro in Dave Mungo’s absence)

The Board has approved the application/criteria for individual Organized Round Robins.  This is for skill levels 2.0 thru 5.0.   Anyone wishing to start a Skill Level, Organized RR must complete the form and submit to Dave Mungo for approval.

QCPC POA REQUEST UPDATE

We will find out what was approved at the November 19^th POA Board Meeting:   

·         Court lighting / Shades

·         Court resurfacing on a schedule

·         Tightening the fences

·         Purchasing/replacing nets on a schedule

VOTING ISSUES

1.       Motion to increase annual dues from $20 to $25 -- Motion was seconded and approved by the majority

2.       Motion to change term of Officers to September 1^st thru August 31^st – Motion was seconded and approved by the majority (term will now coincide with Season rather than calendar)

3.       Motion to move Membership meeting from February to March, at which time Members will vote officers and budget – Motion was seconded and approved by majority

4.       Board Officers for 2019

·         Board includes 4 voting officers (President, VP, Treasurer, Secretary), each with a 2-year term.  The President & Treasurer take office in odd years, the VP and Secretary take office in even years.  Officers may not serve more than 2 consecutive terms in the office to which he/she was elected.

·         President:  Steve Shapiro for 2019-2020 (uncontested)

·         Treasurer:  Cheryl Francis for 2019-2020 (uncontested)

·         Secretary:  Kathleen Baker for 2019 (any vacancy occurring among elected officers during the year shall be filled for the unexpired term of the office by a majority vote of all members of the Board, with the exception of President, which automatically goes to VP).

Meeting was adjourned at 2:15pm.

A complete copy of the presentation/slide show is available on the Club website.  

QCPC Board Meeting October 29, 2018

QCPC BOARD MEETING MINUTES

October 29, 2018

VOTING BOARD MEETING ATTENDEES:  Steve Shapiro (President), Jean Bustard (Player Development), Susan Jones (Membership)

BOARD MEETING ABSENTEES: Cheryl Francis (Treasurer), Ruth Maki (Communications),

Linda von Felden (Secretary), David Mungo (Vice President)

COMMITTEE CHAIRS ATTENDEES:

GENERAL MEMBERSHIP ATTENDEES: Joyce Butler, Lenny Friedman, Bill Vollink, Jerry Canaday

MINUTES

1)      Meeting was called to order at 12:00pm by Steve Shapiro.

2)      Because we didn’t have a quorum, the minutes will be approved at the next meeting

3)      No Treasurer’s report for this month

4)      Committee Reports

a)       Membership (Susan Jones) – Total membership = 406 , new Member 24 (201 men / 205 women).

b)      Communication (Ruth Maki) – nothing new.  Candace Plumlee was approved by Steve Shapiro as the new Communications Chairperson effective 1/1/19

c)       Court Management- mention of need of a new wind sock and lights to be on in the evening.

d)      Socials (Barbara Havel for Susie Eckhardt) – October social went very well. Next social will be in December to celebrate the 5th Birthday of QC pickleball.  Also mention of keeping the socials simple, just play and food.  Need for someone to step up to run the Socials and to ask for a volunteer.

e)       Organized Play – Joyce Butler was asking if there could be a 2.0 skill level play.  Jean Bustard mentioned that there will be 2.0 drills in November and Gary Quantz will be having transitional play.

i)        An article will be published in the newsletter to find Organized Play leaders for the Mixed Level RR

5)      Player Development (Jean Bustard)

a)       Courts are being used throughout the day

b)      All instructors to have breaks from teaching

c)       Professional instructor Helle Sparre is doing a 2 hour doubles strategies for all QCP members, no charge . Date is Saturday November 17 from 2:30 to 4:30 on Court 1. Along with private and Group Lessons

d)      Riff will be coming in December and there will be a rating.

e)       Totals for the month of October

i)        Orientation - 22 

ii)      Assisted Play - 35 

iii)    Transition Play (2 weeks) - 30

iv)    2.5 Drills - 59

v)      3.0 Drills - 60

vi)    3.5 Drills -33

vii)  Smart Pickleball by Kathy Palese - 14

viii) IPTPA Ratings - 8 

f)       Feedback: 1) Offerings are popular and appreciated.  2) Biggest challenge for instructors is with people not ready to be in 3.0 or 3.5 drills.  Instructors are being asked to separate people to improve experience to all.  This is difficult.  3) Volunteer coaches have been amazing and dependable!  

g)      Observations: 1) 3.0 is large group, may have to look into second session. 2) Courts are being used throughout the day.

h)      Professional Instructors:

i)        Helle Sparre November 17 and 18.  She will host 2 hour doubles strategy seminar open to everyone.  Also offering small group and private lessons

ii)      Scott Moore February 25, 26 and 27.  February 25 and 26 2 day intensive boot camp for 3.5 + players.  February 27 2 hour clinics for 3.0, 3.5 and 4.0.

iii)    Mark Renneson - week of March 18

iv)    Dave Weinbach - not coming this season

v)      Adding beginner/2.0 drills - Gary Quantz will lead (start mid-November)

6)      Other Business

a)       General meeting is November 14, voting on Members dues and change of term for Board Members from Sept thru August.

b)      Kathleen Baker will be Secretary starting January 1.

c)       Kathy Palese will be moving her lessons to Thursday afternoons.

d)      Lenny Friedman will come back to another meeting to present a date and time for a Junior Tournament and Singles Tournament he would like to put on.

e)       Vote and approved on scheduling process for Player Development Activities using email vote from Dave Mungo To make quorum

f)       Vote and approved schedule process for organized QCPC Skill-Level Play using email vote from Dave Mungo- to make quorum.

g)      A committee will be formed to make recommendations to the Board concerning “shade”.  An article will be in the newsletter to find members.  The committee will come up with a design, cost estimates, licensing and % to share with the POA

7)      Meeting adjourned at 2:00pm