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from your Pickleball Board.......
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Sun City Festival Pickleball Club, Board of Directors Meeting Minutes.
March 6, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer (via Facetime). Darlene Douglas, Secretary. Rob Dryden, Director of Player Development. Scott Moyer, Director at Large, Court Utilization. Absent: Kirk Olesen, Director at Large, Events (via Facetime)
President Chris Prellwitz called the meeting to order at 10 am.
Minutes.
Chris Prellwitz noted that the previous meeting minutes had been approved via email.
Treasurer's Report.
Food and snacks are still pending for February (Hen House and Highlander). Largest charges in expenses this month – Pickleballs, Name tags, Bank Service Charge, Software. Ending bank balance was $47,860.26. Current Treasurer Report and checks approval – Darlene Motioned, Rob Motioned, Chris asked for vote, the report and checks were unanimously approved. Numbers could adjust for February based on Tournaments and Dues being same amount and possibly noted in the incorrect line item.
Diane Vierkant provided the details of the January checks written.
DoGood Designs
$124.60
Name tags
Brock Taylor
$342
CourtReserve
DoGood Designs
$203.30
Name tags
Leila Mirza
$108.20
Survey Monkey
Chris Prellwitz
$1,250
Pickleballs
Chris Prellwitz
$191.25
Henhouse Medals
Court Utilization Report: Scott Moyer – joined by Bill Fisher and Kevin Brady of the Court Utilization sub-committee.
The subcommittee has a good group of people at all skill levels and include people who do, and do not, play rotations. Their last meeting was 2.5 hours and very productive, especially with the unfortunate rumor of getting rid of rotations, which is not the case at all. They are looking to do better for the club, vs. an individual group. The club has 1300 members. In 2023 there were 1200 signups for rotations and in 2024 there were 1178. 7% of those who signed up played 3+ times a week. Kevin noted that 40% of the membership’s signups also included those who only signed up once in a year, once a month, etc. and that those members might not know how paddle up works. There are issues in that there is a larger population who doesn’t, can’t, or has given up on signing up for rotations as they haven’t been able to get in or they aren’t able to have flexibility. By updating the rotations to be paddle up, this removes the need to have to sign up or cancel on Court Reserve if something comes up (but is still encouraged), and there will be no wait list. This will give greater flexibility to members who want to play in a rotation. The rotations would be the same as they are currently, however they would be on a paddle up basis. The paddle up will still have a check in and confirmation of rating and then play will begin as players get to their courts with no time limit on individual games. Once a game is over, the next 4some goes to the court. It was proposed to make the rotations 2 hours to help with implementation, that is advisable for 3.5+ rotations, with 3.0 and under rotations at 90 minutes based on the survey results of the membership. The advice is to have paddle up for rotations and open play based on skill levels per court denotation, however if there is an empty court with a different skill level than players who want to use the court, they may do so. There was a question as to how to help with getting the knowledge to the membership, especially with people about to start heading back to their other homes for the summer. The suggestion was made to test in both April and May and then do another survey for feedback.
Scott will meet with the coordinators about the changes and Chris would like to have an informational meeting at the Ramada for all members who can/want to attend. Also, there will be an email sent to membership with the rules, there will be sheets at the courts with information, and there will be volunteers and coordinators available to help. We will keep the status quo on rotation types as we take baby steps in making the changes. Bill noted that in his past card/paddle up play group it worked well as they played with more people and had little sitting. An informational meeting will be held for the membership at the Ramada on Monday March 24th (after the IHT).
Scott made a motion to modify the April and May rotations to paddle up, the rotation schedule will not change, Court Reserve will be adjusted to sign up but there will be no waitlist, and no numbers assigned at check in. Scott’s motion was seconded by Chris and unanimously approved by the board.
The paddle up table/paddle holder will be set up behind Court #9 for a central location, at Sage it will be at the front. Scott will include a summary, rules, and will provide these to the board for approval to send to membership.
Bill and Kevin excused themselves from the meeting.
Also for Scott, when meeting with the coordinators, have them all review and individually sign off on the coordinator guidelines.
Events.
Presented by Kirk Olesen. The Hen House and Highlander went well. Overall numbers: 2023 – 83 players, 2024 – 63, 2025 – 56; Hen House 2023 – 120 players, 2024 – 82, 2025 – 76 competitive, 31 afternoon fun. They were able to work well with the software. There was an issue with Court Reserve for the IHT age limitations at the 70+ bracket, this was changed to 68 and based on how those signups go we may move that bracket to 65+. We don’t want our older members to feel marginalized but do want to have enough players in each bracket.
Issues on the mechanical side of the tournament were some issues with screen glare for date entry, although Diane and Scott noted no issues on their side for that. However, there were issues with the printer in that it doesn’t work at all times with all computers, and we may address that in the future with a dedicated club computer and printer vs. using individual’s own equipment. Some takeaways from the HH and Highlander: Going forward, stagger times. Make pool play with the brackets occurring directly after. It does take some time to switch from pool to bracket play, but Diane had confidence this can be done in 15-30 minutes. Make medal matches at the same time. Communicate medal games and have refs for all medal matches – there were some people who didn’t know they were in a medal game until it was over. Overall, a positive event.
The In-House Tournament (IHT). Should we do the anthem every morning? Yes, that is how it’s always been done, Kirk will coordinate who will be doing the anthems on each given day. We don’t need as many court runners for volunteers as we have in the past. Kirk, Diane, and Scott will meet separately to review volunteers and day to day tournament operations. Chris does have the food people set up. We will get refs and Leila sent out an email for volunteers, the refs are to contact Rob Dryden directly.
Music. Chris will reach out on setting that up and making sure someone is coordinating the volunteers. The music/DJ will be last day – 5-7pm. Marty is on board for photos. There will be a food truck that is no host. The T-shirts (based on member orders) are on order and the medals have been ordered.
President's Report.
Regarding Admin – Chris has had meetings with Leila about the additional admin role and there is a possibility that the Secretary may have additional tasks as a result of their review. We’ll discuss and vote when the admin team is in place. December to March is the busiest time for admin, so this will be finalized next month. Chris is also talking with members of other clubs as to how their admin works.
Capital projects – Chris has met with Kim Rinehart and Phil McWilliams regarding the possible curtain to go around the woodshop for sound mitigations. The current cost estimate is $20k+. We have received 3 paver bids for Sage in the range of $10k to $18k, we need to make sure to choose a bonded contractor. Also, the bid for the new fence and pole at Sage is approximately $8,800, this will go to HOA Finance as this is an HOA expense under maintenance.
Phil and Kim had positive feedback on the noise mitigation. The 3 primary projects being reviewed and then to be presented to membership for approval are: 1) Noise mitigation – Wagner; 2) Sage – pavers, and possible cameras that run via cellular/satellite for better safety/security; 3) One shade structure at Sage. As a club, we can’t afford to do all the projects, the Capital Project committee will meet further and then come to board meeting for Board to vote on what we present to HOA Finance Committee and then to membership.
Wireless speakers may be a future project.
VP Report.
Sage lines are now corrected and are good and meet expectations. The numbers are now up at Wagner, although 13 and 14 are on order. The fence covers are all updated – green at Sage; blue at Wagner. They are trying to get extras from the company as the ones that were sent were not the standard, so trying to recoup that discrepancy with the extras.
Tannie has ordered 2 squeegee rollers. Maintenance/HOA pays for these, they are replacing rollers only, not the actual squeegees.
There will be a date the courts will be closed at Sage, TBD, for tree trimming.
A member indicated courts at Wagner (7,8,9) are worn and a possible concern and wondered when resurfacing would take place. We have been told that the Wagner courts are scheduled for resurfacing in 2025, however we want a date on that.
Rob noted that Court 5 windscreen at Wagner has not been replaced (it wasn’t scheduled to be) and the Sage windscreen updates are pending, tennis courts are being done now. Phil has ordered nets for replacement.
Player Development Report.
Provided by Rob Dryden. Skills and Drills are over for the season, there were still problems with people signing up and cancelling right before, or not showing up, with no reason.
Wayne, one of the instructors, wants to adjust signups for if you sign up for one you must sign up for all in the series. There also was one person who was asked not to sign up again.
Ideas for future, 1) Nov/December – 2 courts for skills and drills with APPLteams; 2) 3.0 & 3.5 Skills and Drills in Nov/December. 3) Make a rule that if you cancel your slot randomly and at the last minute without a valid reason (illness, etc). you must get a substitute to take your place, or you won’t be welcomed back.
NEW Business
Gary Sinise tournament. We will have a better structure this year so not as many games.
Chris is in charge of the auction for IHT, will be silent and will go through the dates of the tournament to end on day 5. She and others will solicit donations. Also, vendors for the tournament will be based on donation of goods or payment for their booth.
The meeting came to an end at noon. Diane motioned to conclude, Tannie seconded, unanimously approved to end the meeting.
March 6, 2025
The following were in attendance.
Chris Prellwitz, President. Tannie Chow, Vice President. Diane Vierkant, Treasurer (via Facetime). Darlene Douglas, Secretary. Rob Dryden, Director of Player Development. Scott Moyer, Director at Large, Court Utilization. Absent: Kirk Olesen, Director at Large, Events (via Facetime)
President Chris Prellwitz called the meeting to order at 10 am.
Minutes.
Chris Prellwitz noted that the previous meeting minutes had been approved via email.
Treasurer's Report.
Food and snacks are still pending for February (Hen House and Highlander). Largest charges in expenses this month – Pickleballs, Name tags, Bank Service Charge, Software. Ending bank balance was $47,860.26. Current Treasurer Report and checks approval – Darlene Motioned, Rob Motioned, Chris asked for vote, the report and checks were unanimously approved. Numbers could adjust for February based on Tournaments and Dues being same amount and possibly noted in the incorrect line item.
Diane Vierkant provided the details of the January checks written.
DoGood Designs
$124.60
Name tags
Brock Taylor
$342
CourtReserve
DoGood Designs
$203.30
Name tags
Leila Mirza
$108.20
Survey Monkey
Chris Prellwitz
$1,250
Pickleballs
Chris Prellwitz
$191.25
Henhouse Medals
Court Utilization Report: Scott Moyer – joined by Bill Fisher and Kevin Brady of the Court Utilization sub-committee.
The subcommittee has a good group of people at all skill levels and include people who do, and do not, play rotations. Their last meeting was 2.5 hours and very productive, especially with the unfortunate rumor of getting rid of rotations, which is not the case at all. They are looking to do better for the club, vs. an individual group. The club has 1300 members. In 2023 there were 1200 signups for rotations and in 2024 there were 1178. 7% of those who signed up played 3+ times a week. Kevin noted that 40% of the membership’s signups also included those who only signed up once in a year, once a month, etc. and that those members might not know how paddle up works. There are issues in that there is a larger population who doesn’t, can’t, or has given up on signing up for rotations as they haven’t been able to get in or they aren’t able to have flexibility. By updating the rotations to be paddle up, this removes the need to have to sign up or cancel on Court Reserve if something comes up (but is still encouraged), and there will be no wait list. This will give greater flexibility to members who want to play in a rotation. The rotations would be the same as they are currently, however they would be on a paddle up basis. The paddle up will still have a check in and confirmation of rating and then play will begin as players get to their courts with no time limit on individual games. Once a game is over, the next 4some goes to the court. It was proposed to make the rotations 2 hours to help with implementation, that is advisable for 3.5+ rotations, with 3.0 and under rotations at 90 minutes based on the survey results of the membership. The advice is to have paddle up for rotations and open play based on skill levels per court denotation, however if there is an empty court with a different skill level than players who want to use the court, they may do so. There was a question as to how to help with getting the knowledge to the membership, especially with people about to start heading back to their other homes for the summer. The suggestion was made to test in both April and May and then do another survey for feedback.
Scott will meet with the coordinators about the changes and Chris would like to have an informational meeting at the Ramada for all members who can/want to attend. Also, there will be an email sent to membership with the rules, there will be sheets at the courts with information, and there will be volunteers and coordinators available to help. We will keep the status quo on rotation types as we take baby steps in making the changes. Bill noted that in his past card/paddle up play group it worked well as they played with more people and had little sitting. An informational meeting will be held for the membership at the Ramada on Monday March 24th (after the IHT).
Scott made a motion to modify the April and May rotations to paddle up, the rotation schedule will not change, Court Reserve will be adjusted to sign up but there will be no waitlist, and no numbers assigned at check in. Scott’s motion was seconded by Chris and unanimously approved by the board.
The paddle up table/paddle holder will be set up behind Court #9 for a central location, at Sage it will be at the front. Scott will include a summary, rules, and will provide these to the board for approval to send to membership.
Bill and Kevin excused themselves from the meeting.
Also for Scott, when meeting with the coordinators, have them all review and individually sign off on the coordinator guidelines.
Events.
Presented by Kirk Olesen. The Hen House and Highlander went well. Overall numbers: 2023 – 83 players, 2024 – 63, 2025 – 56; Hen House 2023 – 120 players, 2024 – 82, 2025 – 76 competitive, 31 afternoon fun. They were able to work well with the software. There was an issue with Court Reserve for the IHT age limitations at the 70+ bracket, this was changed to 68 and based on how those signups go we may move that bracket to 65+. We don’t want our older members to feel marginalized but do want to have enough players in each bracket.
Issues on the mechanical side of the tournament were some issues with screen glare for date entry, although Diane and Scott noted no issues on their side for that. However, there were issues with the printer in that it doesn’t work at all times with all computers, and we may address that in the future with a dedicated club computer and printer vs. using individual’s own equipment. Some takeaways from the HH and Highlander: Going forward, stagger times. Make pool play with the brackets occurring directly after. It does take some time to switch from pool to bracket play, but Diane had confidence this can be done in 15-30 minutes. Make medal matches at the same time. Communicate medal games and have refs for all medal matches – there were some people who didn’t know they were in a medal game until it was over. Overall, a positive event.
The In-House Tournament (IHT). Should we do the anthem every morning? Yes, that is how it’s always been done, Kirk will coordinate who will be doing the anthems on each given day. We don’t need as many court runners for volunteers as we have in the past. Kirk, Diane, and Scott will meet separately to review volunteers and day to day tournament operations. Chris does have the food people set up. We will get refs and Leila sent out an email for volunteers, the refs are to contact Rob Dryden directly.
Music. Chris will reach out on setting that up and making sure someone is coordinating the volunteers. The music/DJ will be last day – 5-7pm. Marty is on board for photos. There will be a food truck that is no host. The T-shirts (based on member orders) are on order and the medals have been ordered.
President's Report.
Regarding Admin – Chris has had meetings with Leila about the additional admin role and there is a possibility that the Secretary may have additional tasks as a result of their review. We’ll discuss and vote when the admin team is in place. December to March is the busiest time for admin, so this will be finalized next month. Chris is also talking with members of other clubs as to how their admin works.
Capital projects – Chris has met with Kim Rinehart and Phil McWilliams regarding the possible curtain to go around the woodshop for sound mitigations. The current cost estimate is $20k+. We have received 3 paver bids for Sage in the range of $10k to $18k, we need to make sure to choose a bonded contractor. Also, the bid for the new fence and pole at Sage is approximately $8,800, this will go to HOA Finance as this is an HOA expense under maintenance.
Phil and Kim had positive feedback on the noise mitigation. The 3 primary projects being reviewed and then to be presented to membership for approval are: 1) Noise mitigation – Wagner; 2) Sage – pavers, and possible cameras that run via cellular/satellite for better safety/security; 3) One shade structure at Sage. As a club, we can’t afford to do all the projects, the Capital Project committee will meet further and then come to board meeting for Board to vote on what we present to HOA Finance Committee and then to membership.
Wireless speakers may be a future project.
VP Report.
Sage lines are now corrected and are good and meet expectations. The numbers are now up at Wagner, although 13 and 14 are on order. The fence covers are all updated – green at Sage; blue at Wagner. They are trying to get extras from the company as the ones that were sent were not the standard, so trying to recoup that discrepancy with the extras.
Tannie has ordered 2 squeegee rollers. Maintenance/HOA pays for these, they are replacing rollers only, not the actual squeegees.
There will be a date the courts will be closed at Sage, TBD, for tree trimming.
A member indicated courts at Wagner (7,8,9) are worn and a possible concern and wondered when resurfacing would take place. We have been told that the Wagner courts are scheduled for resurfacing in 2025, however we want a date on that.
Rob noted that Court 5 windscreen at Wagner has not been replaced (it wasn’t scheduled to be) and the Sage windscreen updates are pending, tennis courts are being done now. Phil has ordered nets for replacement.
Player Development Report.
Provided by Rob Dryden. Skills and Drills are over for the season, there were still problems with people signing up and cancelling right before, or not showing up, with no reason.
Wayne, one of the instructors, wants to adjust signups for if you sign up for one you must sign up for all in the series. There also was one person who was asked not to sign up again.
Ideas for future, 1) Nov/December – 2 courts for skills and drills with APPLteams; 2) 3.0 & 3.5 Skills and Drills in Nov/December. 3) Make a rule that if you cancel your slot randomly and at the last minute without a valid reason (illness, etc). you must get a substitute to take your place, or you won’t be welcomed back.
NEW Business
Gary Sinise tournament. We will have a better structure this year so not as many games.
Chris is in charge of the auction for IHT, will be silent and will go through the dates of the tournament to end on day 5. She and others will solicit donations. Also, vendors for the tournament will be based on donation of goods or payment for their booth.
The meeting came to an end at noon. Diane motioned to conclude, Tannie seconded, unanimously approved to end the meeting.
