TPPC Board of Directors Meeting March 12, 2020, 4pm
The meeting was called to order at 4:00pm on Thursday, March 12 by President Knowlton. Present: Marie Knowlton, Deb Howard, Dave Dwyer, Bev Crane
PARC Update. Knowlton reported on the PARC meeting with TP Board members Murphy and Ohlenroth, and TPPC Asbel, Dwyer, Knowlton, MacLean, B. Morgan. Estimated costs were discussed. Because of a County requirement for bathrooms on the site, the Pavilion must be built at the same time as pickleball courts. Welch was announced as a bidder. Statistics for the pickleball courts included: 12 courts, 8’-10’ fence with 1 entry between courts, cushioned surface, windscreen perimeter. Dwyer stated that several of the previous requests by the TPPC were not addressed in the contractor bid. Missing was fencing between courts, a need in the requirements from the TPPC. Noted is that the TP Board workshop on Mar. 18 would discuss the AFEs for the PARC with the AFEs to be voted on at the April TP Board meeting.
Social Events. The Annual Bash was very successful with all seeming to have a good time. Several issues were discussed as follow-up. With a Club membership of 500, it is necessary to offer as many Club members as possible the ability to attend the Bash. Discussion ensued on location (Lodge vs. PAC). Although the PAC can hold more attendees than the Lodge, there is no refrigeration capability for food. It was decided to try to book the Lodge main room and the Porch where food could be served and is close to the kitchen for refrigeration. This would allow more table seating in the Lodge. Several days in early March were chosen to apply for the Bash and the Oak Room for a general membership meeting. Other suggestions were to have ticket sales for Club members only on the first two days at the Lodge and then open sales up to include guests too. The possibility of a DJ/Band for music will be reviewed.
Other social event ideas were discussed such as Name that Tune and Trivia as TPPC- sponsored socials. Also to continue Sat. evening cookouts and perhaps add events during the day such as luncheons and ABCD play/eat event.
Donations. The Board discussed whether to have different types of donations: straight donation as the Schneider donation to St. Vincent DePaul, have the Charity Club process TPPC donations to our suggested charities with the tax benefit. Other questions to answer include: who gets a donation, how much should they be, is there a cap on donations, the TPPC philosophy of giving, who picks the recipients and what/if any funds should be for the benefit of members. More discussion is necessary.
By-laws. As suggested by the retiring Board, revision to the by-laws is necessary as the Club expands. Because changes will be necessary, an idea is to have two (2) meetings a year, one in November to welcome back members who spend the winter months in TP and another meeting in mid-winter 2021. This would allow for review of by-laws revision in the Fall and a vote for approval of any changes at the 2021 meeting. The current by-laws will be reviewed in the next few months.
Instruction. By taking advantage of the expertise of TPPC members, the Club can offer more instruction to members. Knowlton indicated that Patty and Mike Rocheleau have volunteered to
hold lessons for novice players on Mondays and Fridays. Patty will develop a Mentor program to begin next Fall. Other instruction includes Drills for Skills (Asbel, Rooks), ball machine practice (Rooks), mentor station during open play where mentor plays with players providing suggestions to follow up lessons and improve a player’s game. Decisions needed include: time for new training, number of helpers needed, publicity. A meeting with Asbel, Rooks, and Rochelleaus to determine a plan of action needs to be set up.
Website. Knowlton reported that Steve Fortin is already working on the website by loading the updated membership form, pictures from Bash and tournament events. Need update on Facebook page and how non-Facebook users can see information on it. Fortin asked to meet with Board about play schedule, roster, any other problems—set for the next Board meeting.
Treasurer. Dwyer reported he had received treasurer files from MacLean. He itemized supplies needed. He planned to meet with Corlene/Gino about the TPPC audit. Dwyer is to check with Asbel on where to order balls and the current number of balls. Rooks will be monitoring equipment.
Knowlton asked Board members to formulate procedures—guidelines for updating membership rosters, determining membership application drop off point(s) and an assessment on how at-court applications are going to be managed to mitigate random submissions, and credit card procedures. Committee liaisons should decide on how helpers will be utilized on their committees.
The Board set its next meeting on March 12, 4pm, with guests Fortin (websites), DeGirolamo and Ellingson (donations, volunteers).
Knowlton adjourned the meeting.