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from your Pickleball Board.......
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Sun City Festival Pickelball Club, Board of Directors Meeting Minutes.
October 11, 2023
The following were in attendance.
Beth Castle, President. Mark Swygert, Vice President. Trevor Thorne, Secretary. Sandy Angle, Director at large, Events, Tournaments, Apparel sales, Expos. Mary Comer, Player Development via Zoom. Brock Taylor admin/communications. Chris Prellwitz, Incoming Treasurer.
Beth Castle called the meeting to order at 2:01pm on 10/11/23.
Minutes.
The minutes of the 9/1/23 had been forwarded to the board prior to the meeting for review. Sandy Angle made a motion to accept the minutes as presented, Beth Castle seconded the motion, all voted in favor.
Treasurer's Report.
Val Vollmin had sent copies of the financial statement report. Trevor Thorne communicated the following: The checking account has a balance of $23,032.34 as of 9/30/23 after monthly expenses of $1470.14 along with inflows of $843.00.
Player Development.
Mary Comer reported that all but four coaches are set up for the upcoming Lesson modules. Mary is working with Katie Westermann to send out “Module Sign Up” for the four weeks on each module. Mary is still working on the 3.5+ 4.0+ options. Likely using a professional with a fee for each participant. It was noted that our in-house coaches will be able to shadow the professional coaches to increase their knowledge and coaching skills. Sandy asked for an explanation detailing the difference between Lesson modules and skills and drills. Mary reported that if a signed-up player cannot attend a week’s event no substitutes will be allowed. Each module will be limited to 32 participants. An explanation of how the head coach will communicate the skills required to teach participants.
Modules will need to be copied and placed in protective sleeves; Beth Castle offered to assist in this task.
VP Report.
Windsocks that were in stock have been re-strung and mounted at Wagner. The new style windsock needs to be ordered. Mark agreed to order up to 20 windsocks post haste.
Phil McWilliams, Maintenance Director for SCF reported to Beth Castle that he had ordered fence covers and wind screens. Beth communicated to Phil that the concrete grinding required to meet the ADA had not been completed as requested. He was also made aware of the 110V outlets that were not working at Wagner. It was agreed that a regular dialog must be had with maintenance to get things done. Phil is requesting a study be completed to allow for a proposal to improve the lighting at Sage courts which would enable for more playing time to our members.
Events Report.
Sandy Angle reported that she has re-stocked the first aid kits as requested.
APPL is likely to have nine teams this season per Dave Owen.
The article being written by Clay Latimer is expected by the end of November.
Discussion was had about archiving club records. We currently use the free Dropbox app which is limited to 2 gigabytes. A paid-for package would allow for more capacity. The board secretary will be responsible for maintaining these records. It was agreed to purchase more capacity to ensure all club records are stored and available going forward.
A motion was presented by Beth Castle and seconded by Mark Swygert.
Apparel was discussed, additional suppliers will be considered after a search by Mark Swygert. It was agreed at this time “once per year” for sales is in order. There is much more work to be done than meets the eye in apparel sales. It is likely that the next sale will be some time on or about mid-January 2024.
The slide show which will run during our annual meeting is ready to go. The meeting is scheduled for 11/30/23 at 1:00pm.
The arrangements for the Halloween party are on track. Six individuals have signed up for the chili competition. Competitors will be required to arrive on or before 5:45pm. Early arrivals will be encouraged to be judges for the costume competition. In addition, carved pumpkins will be judged. Medals will be awarded. Twelve rectangle & five round tables will be used. The Halloween party is scheduled for October 18th from 6:00pm to 9:00pm at the Wagner patio area.
On Saturday, November 4th, a “Celebration of life” will be held for Jim Van De Voorde.
Committees will be formed using volunteers from the club for the upcoming tournaments. Sign-up sheets will be available to members during our annual meeting on November 30th.
President's Report.
Beth Castle communicated that the committee representing the residents of SCF rejected our proposal to add misters to the courts at Wagner.
Beth Castle reported that an additional $10,000.00 will be allowed for future capital purchases going into 2024 without tax consequences. Those will be added to approximately $9,500.00 that is allowed. The board is looking into drying machines for use on our courts after rain to allow for quicker court use. Additional items are being considered for potential purchase. Purchases of this nature will be put to a vote for approval by the membership.
Planning for the annual meeting will require a special meeting of the board which is scheduled for 11/6/23 at 2:00pm.
Three positions will become available for board members in January. A communication will be sent to the membership encouraging volunteers and nominees. Bios from candidates will be required by 10/31/23, voting will be set up for 11/6/23 to 11/8/23.
The “Battle of the Branches” is a pickleball tournament that has been played over the years. They are looking for a new home for their 2024 tournament. They had been using Casa Grande, and research shows that they had 324 participants when it ran from 11/10 through 11/12. Beth will conduct more research to get better details prior to the board’s consideration in an upcoming meeting.
New Business.
Brock Taylor informed the board that both he and Katie Westermann would like to request the board search for replacement administrators. Both have served the club for many years and need to move on. Brock assured the board that they will work very closely with their potential replacements in the selection process and the training that will be required even for the best qualified volunteers.
The board communicated their thanks and appreciation for a job so well done that members have little or no idea of the amount of time they have invested in our club over the years. They will be sorely missed. A plan will be put in place to seek out replacements immediately.
Adjourn.
Beth motioned to adjourn the meeting, it was seconded by Marky, all members in attendance approved. The meeting was adjourned at 4:28pm.
October 11, 2023
The following were in attendance.
Beth Castle, President. Mark Swygert, Vice President. Trevor Thorne, Secretary. Sandy Angle, Director at large, Events, Tournaments, Apparel sales, Expos. Mary Comer, Player Development via Zoom. Brock Taylor admin/communications. Chris Prellwitz, Incoming Treasurer.
Beth Castle called the meeting to order at 2:01pm on 10/11/23.
Minutes.
The minutes of the 9/1/23 had been forwarded to the board prior to the meeting for review. Sandy Angle made a motion to accept the minutes as presented, Beth Castle seconded the motion, all voted in favor.
Treasurer's Report.
Val Vollmin had sent copies of the financial statement report. Trevor Thorne communicated the following: The checking account has a balance of $23,032.34 as of 9/30/23 after monthly expenses of $1470.14 along with inflows of $843.00.
Player Development.
Mary Comer reported that all but four coaches are set up for the upcoming Lesson modules. Mary is working with Katie Westermann to send out “Module Sign Up” for the four weeks on each module. Mary is still working on the 3.5+ 4.0+ options. Likely using a professional with a fee for each participant. It was noted that our in-house coaches will be able to shadow the professional coaches to increase their knowledge and coaching skills. Sandy asked for an explanation detailing the difference between Lesson modules and skills and drills. Mary reported that if a signed-up player cannot attend a week’s event no substitutes will be allowed. Each module will be limited to 32 participants. An explanation of how the head coach will communicate the skills required to teach participants.
Modules will need to be copied and placed in protective sleeves; Beth Castle offered to assist in this task.
VP Report.
Windsocks that were in stock have been re-strung and mounted at Wagner. The new style windsock needs to be ordered. Mark agreed to order up to 20 windsocks post haste.
Phil McWilliams, Maintenance Director for SCF reported to Beth Castle that he had ordered fence covers and wind screens. Beth communicated to Phil that the concrete grinding required to meet the ADA had not been completed as requested. He was also made aware of the 110V outlets that were not working at Wagner. It was agreed that a regular dialog must be had with maintenance to get things done. Phil is requesting a study be completed to allow for a proposal to improve the lighting at Sage courts which would enable for more playing time to our members.
Events Report.
Sandy Angle reported that she has re-stocked the first aid kits as requested.
APPL is likely to have nine teams this season per Dave Owen.
The article being written by Clay Latimer is expected by the end of November.
Discussion was had about archiving club records. We currently use the free Dropbox app which is limited to 2 gigabytes. A paid-for package would allow for more capacity. The board secretary will be responsible for maintaining these records. It was agreed to purchase more capacity to ensure all club records are stored and available going forward.
A motion was presented by Beth Castle and seconded by Mark Swygert.
Apparel was discussed, additional suppliers will be considered after a search by Mark Swygert. It was agreed at this time “once per year” for sales is in order. There is much more work to be done than meets the eye in apparel sales. It is likely that the next sale will be some time on or about mid-January 2024.
The slide show which will run during our annual meeting is ready to go. The meeting is scheduled for 11/30/23 at 1:00pm.
The arrangements for the Halloween party are on track. Six individuals have signed up for the chili competition. Competitors will be required to arrive on or before 5:45pm. Early arrivals will be encouraged to be judges for the costume competition. In addition, carved pumpkins will be judged. Medals will be awarded. Twelve rectangle & five round tables will be used. The Halloween party is scheduled for October 18th from 6:00pm to 9:00pm at the Wagner patio area.
On Saturday, November 4th, a “Celebration of life” will be held for Jim Van De Voorde.
Committees will be formed using volunteers from the club for the upcoming tournaments. Sign-up sheets will be available to members during our annual meeting on November 30th.
President's Report.
Beth Castle communicated that the committee representing the residents of SCF rejected our proposal to add misters to the courts at Wagner.
Beth Castle reported that an additional $10,000.00 will be allowed for future capital purchases going into 2024 without tax consequences. Those will be added to approximately $9,500.00 that is allowed. The board is looking into drying machines for use on our courts after rain to allow for quicker court use. Additional items are being considered for potential purchase. Purchases of this nature will be put to a vote for approval by the membership.
Planning for the annual meeting will require a special meeting of the board which is scheduled for 11/6/23 at 2:00pm.
Three positions will become available for board members in January. A communication will be sent to the membership encouraging volunteers and nominees. Bios from candidates will be required by 10/31/23, voting will be set up for 11/6/23 to 11/8/23.
The “Battle of the Branches” is a pickleball tournament that has been played over the years. They are looking for a new home for their 2024 tournament. They had been using Casa Grande, and research shows that they had 324 participants when it ran from 11/10 through 11/12. Beth will conduct more research to get better details prior to the board’s consideration in an upcoming meeting.
New Business.
Brock Taylor informed the board that both he and Katie Westermann would like to request the board search for replacement administrators. Both have served the club for many years and need to move on. Brock assured the board that they will work very closely with their potential replacements in the selection process and the training that will be required even for the best qualified volunteers.
The board communicated their thanks and appreciation for a job so well done that members have little or no idea of the amount of time they have invested in our club over the years. They will be sorely missed. A plan will be put in place to seek out replacements immediately.
Adjourn.
Beth motioned to adjourn the meeting, it was seconded by Marky, all members in attendance approved. The meeting was adjourned at 4:28pm.
