Minutes of Board of Directors Meeting – December 7, 2021
President Knowlton called the BOD meeting at the PARC Pavilion to order at 3pm on December 7, 2021. Officers present were: Knowlton, Howard, Dwyer, Crane, Asbel, Rooks, Ellingson Guests attending: M. Kohlberg, M. Rocheleau, C. Stewart and other pb members
Director Reports --Knowlton stated the minutes had been sent out and changes requested. Asbel moved, seconded by Ellingson, that the minutes be approved as corrected. Motion passed unanimously.
Secretary Report Crane requested that minutes be posted in date order with most recent date appearing first on the Club website. Knowlton indicated minutes need to be sent with special formatted name so the computer program will automatically place them in date order in the 2022 folder on the web. It was decided to send all approved minutes for posting to www.tppickleballclub@gmail.com, the Club email account. Crane also noted that the Den’s message formatting is helpful but still needs work when sending the Friday Fix to all members. It was suggested to create the Fix in PDF format as an attachment. Her concern is that members will not read the information if they do not see it when they open the message—still a work in progress.
Treasurer Report Dwyer provided a synopsis of the Treasurer’s report: total of 910 renewed and new members, with 287 2021 members not yet renewed. 86 subscriptions still remain in Den account. Howard moved, seconded by Asbel, to approve the Treasurer’s report. Dwyer stated $2000 was available to donate to charity with $1000 already donated, for a total of $3000 for 2021. A committee will review potential recipients for the remaining funds.
Old Business --Web Sites. Knowlton reported that Steve Fortin had given up his management of the TPPC website and that Bruce Eisenhard had agreed to take over the site. Knowlton will meet with them to discuss the transition this week. She noted that Sue Hunter, who has been helping members with Den technology issues, will continue handling the Den component. --Den Schedule. Rooks reported that the December schedule would be released each week on Den from Monday through Sunday sometime during the day on Thursday. This would enable more members to sign up regularly. Sign-ups on Den for all Open Play events close at the start of the events. --New Paddle Up (NPU). A group of NPU players attended the meeting to ask that more NPU sessions be listed in place of ABCD and that more courts be added in popular time periods. They indicated that more players were interested in playing in this event, and some of the players were helping to organize the session to keep it running smoothly. The Board indicated they would review these sessions and make adjustments to the schedule as it is determined where demand for play is occurring. Noted is that the December schedule is a “work in progress” given now having 12 courts, the change in weather, and member desire to play in different events. Howard and C. Stewart were to meet to review and discuss NPU issues. Weekly Cookouts. A newly formed Cookout Committee met with 9 present and agreed to the following: --There will be no limit on attendance at cookouts. --Guest chefs can be at optional times as requested by those who volunteer. --After discussion about raising the cookout fee for guests to $4, it was decided that fees would remain at $3. --RSVP to attend will be 5:30pm on Thursday on the Den. --Dwyer will continue to provide a list of attendees to B. Rooks and Marilyn Wellons, who sign in attendees. Additional members will be trained to help with attendance and report to Timber Pines as required. --Dwyer will continue to be in charge of volunteers for cookout set up. --Asbel will continue in charge of raffle. --Suggested to discuss with Gino information on ordering food for specific numbers of people. --After discussion on buying a grill for use for Club events (e.g, cookouts, tournaments) to be stored in the storage closet at the courts minus the gas cylinder, Dwyer moved, seconded by T. Asbel, to purchase a grill for $1300. Motion passed 6-1 in favor.
MJS Tournament. Asbel reported that sign-up sheets are still available on the Den for the MJS Fun Tournament on Christmas Day from 8:30-11am with a minimum $5 non-perishable food donation as the entry fee. New Year’s Eve Party. Toof and Bowe have offered to coordinate a New Year’s Eve Club party for members and their guests to be held at the PARC Pavilion. Suggestions were to play pickleball at the Courts from 5-7pm followed by a dinner starting at 7:30pm at the Pavilion. --Dwyer would get approval to rent the Pavilion for the event. --Sign-up will be on the Den at a prepaid cost of $20/person.
New Business Dwyer requested that a vote be taken on the following five (5) items regarding Den and scheduling issues. Dwyer moved, seconded by T. Asbel, to vote on the following motions: --Only residents (homeowners and renters) are eligible to become members of the TPPC for the 2022 fiscal year. --A member may only sign up in Den to play on one court in the same time period on a given day. --A member may only sign up one other member in Den to play on the same court that member is playing on or to play in an event. --Members signing up guests should normally play on the court with the guest(s) or at least be present at the court when that guest(s) plays. There is no limit to the number of guests that may be signed up by a member. An exception: If approved by an event manager, a guest(s) may play in a given event, providing it does not prevent a member from playing in that event. These motions were discussed, votes taken, and all approved.
Other Business Rooks stated that B. Dalley had requested courses on CPR and AED use be initiated in anticipation of need at the Courts. He also proposed a new Scavenger Hunt event in January. The Scavenger Hun was rejected at this time.
The next meeting was scheduled for December 21 at 3pm. The meeting adjourned at 4:30pm.