TIMBER PINES PICKLEBALL CLUB INC
BOARD OF DIRECTORS MEETING MINUTES
December 12, 2023, Lodge Porch
CALL TO ORDER: President Knowlton called the meeting to order at 1:00 p.m.
PROOF OF NOTICE: Agenda was posted in editions of the Friday Fix and Flash, and posted on the Bulletin Board at the Courts.
PROOF OF NOTICE ESTABLISHED
PROOF OF QUORUM:
Directors Present: Asbel, Beaudoin, Knowlton, Kohlberg, Lorenzen
Directors Absent: Hunter, Dibert
Also Present: 2 other members
PROOF OF QUORUM ESTABLISHED
SECRETARY REPORT:
Minutes of last regular meeting of the Board on Nov 14 and special meeting of the Board on Nov 28 were presented. Motion to approve both sets of minutes made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
TREASURER'S REPORT:
Need to update Board officers listed in SunBiz with the state of Florida. Done online by Treasurer Dibert.
Upon SunBiz approval, Dibert recommends we move banking accounts to Suncoast Credit Union where there is no minimum balance requirement. This frees up $5,000 deposit required at Truist.
Need to update authorized signatories for bank accounts in formal BOD minutes.
Motion to authorize Marie Knowlton, John Dibert, and Tom Asbel as check signers for current Truist bank accounts, made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
Discussed current cash position and operating results.
Discussed membership numbers and Den subscriptions status. Motion to authorize purchase of additional 500 Den subscriptions at $4 each by December 26, 2023, to get us through January at the lower rate before increase, made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
PRESIDENT'S REPORT:
Club request for regular, daily use of court #12 at 9am was denied by TPCA.
TPPC received Letter of Determination from IRS granting tax exempt status as a 501(c)(7) not-for-profit corporation, effective when applied for Oct 2022.
Knowlton read letter of resignation from Director/Vice President Hunter. Motion to accept resignation made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
Per TPPC By-Laws, we are seeking letters of interest to fill the Director vacancy from members, letters to be submitted by Jan 5. BOD will select new Director at next regular meeting on Jan 9, 1pm, PARC Pavilion. Term to run to Mar 28, 2024.
STANDING COMMITTEE UPDATES:
Administration - None.
Facilities – Facilities Liaison Asbel discussed possible purchase by TPCA of 2 court drying machines. Stuart Dienes to request purchase soon. Product is VAPTR Dryer.
Chalk lines have been drawn on the courts for the upcoming Reindeer Games event.
Discussed proposed January tournament as an age-limit partners' event.
Training & Development – Lorenzen reported on discontinuing the second NPU – D Friday games due to lack of interest and participation.
Discussed re-instating use of mentors for training purposes.
Events – Beaudoin reported on bringing in a Teaching Pro for A players. TPCA has approved. Two days, two sessions each, Jan 20, 2024, $40 per person. Limit 16.
Christmas Day Reindeer Games entry fee is $5 plus non-perishable food item.
Discussed no-shows problem for Wednesday ABCD Round Robin and Cookouts. Folks not showing up or cancelling after sign-ups close present problems for coordinators and funds over-spent. Request was made for no-shows to voluntarily pay the $5.
Cookouts badly in need of volunteers. Chefs and helpers. Same people doing everything every time. If no help, possibly revert back to once each month.
Communications – Kohlberg reported on recurring communications and not all members getting them via the Den messaging. If any member is not receiving these communications, need to contact a Club Manager or BOD to get on mailing list. Put notice in monthly newsletter.
Finance – see Treasurers Report, above.
Membership - see Treasurers Report, above.
AD-HOC COMMITTEE UPDATE:
Absentee Ballot procedure discussed last meeting. Motion to approve Absentee Ballot Procedure, as presented, made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
Scheduling Committee update by Knowlton and Ken Krueger. Again, many changes in response to member wants/needs. Deleting unattended events and add one new one.
NEW BUSINESS:
Nominating Committee announced last meeting: change Board Liaison to Director Lorenzen. Motion to accept Lorenzen as Liaison made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
MEMBER COMMENTS:
Golf cart parking in automobile spaces discussed. Repeat notice in Fix.
Webmaster Eisenhard changed web service provider due to poor performance. Using new service, requiring domain charge of $20, next due in three years. Motion to approve disbursing $20 hosting change charge to reimburse Eisenhard made and duly seconded.
MOTION CARRIED BY UNANIMOUS CONSENT
NEXT MEETING: January 9, 2024, 1pm, PARC Pavilion
ADJOURNMENT: Motion to adjourn at 2:05pm.