GRAND TENNIS CLUB BOARD MEETING MINUTES. March 7, 2017
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1 GRAND TENNIS CLUB BOARD MEETING MINUTES March 7, 2017 The meeting was called to order at 3:00 pm by Skip Pavitt, Pres. Board Members: Cheron Beran, Vice Pres., Ron Wagner, Treas., Linda Campanelli, Social, Bob Richman, Men s Rep., Dave Cowles, Ray Yost and Sally Orr, Secretary. Bonnie Bjorkman, Ladies Rep absent. A motion was made by Bob Richman and seconded by Linda Campanelli to approve the minutes from the Feb 6, 2017 meeting. Motion carried. Officer Reports: President s Report: (Skip) 1. Noise pollution: History: A letter was sent to Ken Olsen on Feb 1, A meeting was held in October 2016 with Ken Olsen, Scott Phillips and Gothic Landscaping. Our complaints were stated regarding the noise pollution. Ken Olsen said that arrangements would be made to move the work hours after 12 Noon. Gothic stated that they only needed 3 hours to complete their work and could arrange it in the afternoon. Ken Olsen changed the outer perimeter of the work to closer to the courts, we objected and he said the players will not be able to hear it. Scott Phillips is no longer in charge of Gothic Landscaping contract and Ken Olsen is overseeing Gothic directly. Complaints were made in February and pictures were received to verify that there was still an issue. Per e mails to S Orr, there are still issues but women appear to be discouraged and given up on improvement. Men s rep reports that he s seen some improvement on Mondays. Action item: Bonnie: Could we get some on-going data collected by the women? Possibly put some sheets out in whatever fashion is best to collect it and bring to the Board meeting next month. 2. Sand on the Courts: It was noted by Ray and others that the cleaning of the courts has not gone well with large deposits of sand left on them. Ray has sent pictures to the Board verifying this. To be discussed at the next Board Meeting. 3. SCG New Comers Welcome Event: It is on Monday April 3, :30AM 10:00AM. The activities dept, is aware and we have reserved a spot. Action item: Sally will be out of town but Bonnie has stated that she can over-see it that day. Ray Yost has set aside Monday, April 10, 2017 at 11:00AM to provide a Welcome to the World of Tennis session. Interested people will have an opportunity to sign up on April 3 rd for this. We should do this in the Fall also when people are returning to the community. 4. Rating Sessions: It was motioned by Bob and seconded by Sally to change the rating sessions to the 2 nd Thursday of each month. The motioned was carried. The session for this week is cancelled d/t little response. 5. The Board discussed an and our response to it from Gary Heim regarding the clubs rating system. Skip presented a rough draft. After discussion and amending, it was passed to send Gary our response and to invite him to participate as a volunteer with the club.
2 6. Discussed sending the Board minutes to members via . The board decided that they are posted on the club web site and that should be sufficient. 7. Discussed the club s needs and volunteer openings. We will do an e mail blast as well as presenting the needs at the General Meeting on Thursday, March 9 th. Treasures Report: (Ron Wagner) 1. Bank account balances: Savings: $10, Checking: $ We have 473 members at this time with 10 new in the last 30 days. 50 remain unpaid. 3. Our contact list and membership list agree. Wild Apricot issues: Action Item: Ron W/Skip to see if it is working as it should: whether new people are getting an e mail as well as if members are getting 30 and 60 day notices for renewal of memberships. Men s Representative: (Bob Richman) 1. New times start next week, will now be starting at 8:00am. There are around 30 players playing with 3.5 drop-in, plays and players. 2. Discussion held regarding the possibility of creating a 3.5 ladder for men who might be interested that would meet in the afternoon or evenings. Action Item: It was suggested that Ron B. create a survey to see if there might be men who are interested. 3. Discussed the current flip score card system. Some need replacing. We have some new ones in storage. Action Item: Ron to price out some new ones to use as needed. 4. We are adding a new policy for members experiencing a temporary medical/physical rehab situation. All were in agreement. (see attached in notebook) Action Item: It will be posted on the club s web site and shown at the General Meeting on Thursday. Women s Representative: (Bonnie Bjorkman absent) It s reported that the number of 3.5 players are down a little Committee Reports: Communication Committee: In need of a new leader Court Usage Committee (Bob Richman) Nothing new to report New Comer Committee: Need new leader and team for this. Duties include: Call the new member and welcome them. Ask if they know about Club Events 1. Let them know about the wealth of information on our web site. 2. Let them know about the ball machines and how they work 3. Let them know about the rating system and how it works 4. If possible, meet with them and introduce them to their level of drop-in
3 5. At club social functions, arrange for someone to meet the new member and introduce them to a few people in their level Tennis Instruction Committee: (Ray Yost) Clinics are going well with lots of interest. He even has some members scheduled for next fall. Shine in the Sun has tentative approval from SCG. Action Item: Ray to write up list of needs for the tourney for Skip to get approval from CAM. Social Committee: (Linda Campanelli) 1. The Valentine s Tennis party was held with 94 tickets sold. It was a great event. 2. The going away party is scheduled for Sunday, April 2, E mail blast to go out soon 3. Other events are planned for the summer ie Bowling. 4. It was mentioned by Linda that she would like a list of members with phone, e mail and addresses. Others Board members would like a copy also. Action Item: Skip to run a membership report from the web site and distribute to Board Members. Maintenance Committee: (Ron Wagner Ron could use help on the committee. Discussion held regarding whether we need a new lock for the ball machine. Action Item: Ron B to oil the current one to see if it is still usable. Ron W. will put the blower in the trash. Unfinished Business: 1. CPR/AED classes for Court Monitors and key people is in process. Six names have been given to CAM Activities with two separate dates and we are still awaiting confirmation of the dates and times. 2. Needed Volunteers: A letter has been created that can be e mailed to our Membership indicating the following needs within our Club: Wildapricot Guru(Bonnie?) Communications Director and committee, New Comer Director and committee, Maintenance committee. Action Item: Skip to e mail the letter provided in an e mail blast. We will present our needs at our General Meeting on Thursday. New Business: 1. Saturday Mixed Doubles (Level 3.5+) seems to be working ok. 2. Charity Donation for Tennis Youth Program: There was a request from the club for $500 to be used for the USTA children s programs at area schools. According to CAM rules, we are unable to do this. Action item: Sally to let Vivian know the above stated and ask how she would like to proceed. Discussed the upcoming meeting: Food will again be provided. We will be giving away door prizes of hats and cans of balls. Linda to bring the tickets to give to each one in attendance. Dave to bring the
4 balls. Someone else needs to bring the hats. We will also sell hats during the meeting. Sally will send around sign up sheets for needed volunteers. There being no further business, a motion was made by Ron Wagner and seconded by Linda Campanelli to adjourn the meeting. Motion carried. The next meeting will be held Monday, April 3, 2017 at 3 pm. Respectfully submitted by: Sally Orr See sample letter below
5 Your Club Needs You! In order to continue to make our Club AWESOME!, we are in need of Some new volunteers. You will have mentoring and assistance In these areas if you can set aside a little time to help out! You will work with fun people and make new friends. Areas of need: Communications Maintenance New Comers Web site leader If any of these areas might be of interest to you, please contact one of the Board Members listed below asap to discuss and have questions answered. (LIST BOARD MEMBERS AND E MAIL ADDRESSES)
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