Sun City Festival Pickleball Club, Board of Directors Work Session Minutes.
January 14, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer. Darlene Douglas, Secretary. Rob Dryden, Player Development. Kirk Olesen, Director at Large, Events. Absent: Scott Moyer, Director at Large, Court Utilization.
The discussion at hand was to determine if the Club should remain as a profit center, thereby enabling the Club to fund capital projects at the courts, as well as to determine what those projects should be for the near term. At the end of 2025 the Club will have $52,000 banked. The HOA has allowed us to carryover the $35,000 that had been slated for Shade Project with the HOA absorbing the tax implications for that carryover. However, the Club must utilize the money.
The most popular projects requested from the membership were the Shade Project – which is currently cost prohibitive without participation from the HOA. The second was sound mitigation at Wagner. Those are more expensive and will take additional research and/or funding from the HOA so it was decided to research further the capital improvements the Club could pay for 100% The HOA will still need to approve the items, but they have indicated that within reason, they will approve things that make sense to improve the area and continue to be aesthetically pleasing.
Therefore, the Board will be pursuing forming a committee for review of projects. Those projects discussed currently are:
With these items in mind, the determination to be made of the board was to either continue to act as a profit center to fund future projects, or revert to break even only. Darlene Douglas made the motion to continue as a profit center, Rob Dryer seconded the motion. The motion passed unanimously by the present board members. With this, the charges for the Hen House and Highlander Tournaments will remain at the $25 entry fee, Member Dues will continue at $15, the In House Tournament will be a flat fee of $50. The 2025 Budget was provided by Diane Vierkant/Treasurer and unanimously approved by the board members in attendance.
Leila Mirza has asked for assistance in her Admin role. Chris Prellwitz has asked for a job description and the board will start recruitment.
The Rotation Coordinator Expectations and Guidelines were approved by the members in attendance, this will be reviewed with Scott Moyer by Chris Prellwitz as he may have some additional input after working with the Court Utilization sub-committee.
Tannie Chow provided an update on the windscreens at Wagner. Courts 11 and 12 will be completed today/1/14/25, 5 is not being done yet. The court number signs will be moved to below the screens and if that doesn’t work well that will be adjusted. A motion was made to approve this by Kirk Oleson and seconded by both Diane and Rob. The lines at Sage are not ideal and this is being pursued with the contractor for correction. A squeegee needs to be ordered for replacement, Tannie will advise of the cost prior to placing the order. The fence toppers are on order. Darlene Douglas asked why there are some that are green at Wagner – these were more cost effective than the blue ones and future replacements will be the green ones. Tannie will follow up with Phil McWilliams on those additional replacements. The pole at Sage 8 is to be replaced 1/16/25.
For the Secretary. There is a new Room Request form to order tables, chairs, and sound systems, for reservations at the Ramada for events. Chris provided a hard copy and followed up with an email as well. Darlene will follow up with the prior Secretary Mark Swygert if questions arise.
The special work session meeting was concluded at 12:20pm.
January 14, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer. Darlene Douglas, Secretary. Rob Dryden, Player Development. Kirk Olesen, Director at Large, Events. Absent: Scott Moyer, Director at Large, Court Utilization.
The discussion at hand was to determine if the Club should remain as a profit center, thereby enabling the Club to fund capital projects at the courts, as well as to determine what those projects should be for the near term. At the end of 2025 the Club will have $52,000 banked. The HOA has allowed us to carryover the $35,000 that had been slated for Shade Project with the HOA absorbing the tax implications for that carryover. However, the Club must utilize the money.
The most popular projects requested from the membership were the Shade Project – which is currently cost prohibitive without participation from the HOA. The second was sound mitigation at Wagner. Those are more expensive and will take additional research and/or funding from the HOA so it was decided to research further the capital improvements the Club could pay for 100% The HOA will still need to approve the items, but they have indicated that within reason, they will approve things that make sense to improve the area and continue to be aesthetically pleasing.
Therefore, the Board will be pursuing forming a committee for review of projects. Those projects discussed currently are:
- Removing/replacing rockery at Sage, and possibly Wagner, with concrete and/or pavers.
- Sound mitigation at Wagner.
- Additional Seating at Sage and possibly at Wagner.
- Upgrading furniture at the Ramadas.
With these items in mind, the determination to be made of the board was to either continue to act as a profit center to fund future projects, or revert to break even only. Darlene Douglas made the motion to continue as a profit center, Rob Dryer seconded the motion. The motion passed unanimously by the present board members. With this, the charges for the Hen House and Highlander Tournaments will remain at the $25 entry fee, Member Dues will continue at $15, the In House Tournament will be a flat fee of $50. The 2025 Budget was provided by Diane Vierkant/Treasurer and unanimously approved by the board members in attendance.
Leila Mirza has asked for assistance in her Admin role. Chris Prellwitz has asked for a job description and the board will start recruitment.
The Rotation Coordinator Expectations and Guidelines were approved by the members in attendance, this will be reviewed with Scott Moyer by Chris Prellwitz as he may have some additional input after working with the Court Utilization sub-committee.
Tannie Chow provided an update on the windscreens at Wagner. Courts 11 and 12 will be completed today/1/14/25, 5 is not being done yet. The court number signs will be moved to below the screens and if that doesn’t work well that will be adjusted. A motion was made to approve this by Kirk Oleson and seconded by both Diane and Rob. The lines at Sage are not ideal and this is being pursued with the contractor for correction. A squeegee needs to be ordered for replacement, Tannie will advise of the cost prior to placing the order. The fence toppers are on order. Darlene Douglas asked why there are some that are green at Wagner – these were more cost effective than the blue ones and future replacements will be the green ones. Tannie will follow up with Phil McWilliams on those additional replacements. The pole at Sage 8 is to be replaced 1/16/25.
For the Secretary. There is a new Room Request form to order tables, chairs, and sound systems, for reservations at the Ramada for events. Chris provided a hard copy and followed up with an email as well. Darlene will follow up with the prior Secretary Mark Swygert if questions arise.
The special work session meeting was concluded at 12:20pm.