BOD Meeting Nov-14



by Mel Kohlberg

TIMBER PINES PICKLEBALL CLUB INC

BOARD OF DIRECTORS MEETING MINUTES

November 14, 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:

Present: Asbel, Beaudoin, Knowlton, Kohlberg, Lorenzen, Hunter

Absent: Powers

Also Present: 13 other members

PROOF OF QUORUM ESTABLISHED

TREASURER'S REPORT: None

PRESIDENT'S REPORT:

Knowlton read letter of resignation from Director/Treasurer Powers. 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 vacancy from the membership, letters to be submitted by Nov 27. BOD to meet to select new Director on Nov 28, 1:00pm, Lodge porch.

Knowlton further discussed adoption of Levels of Play – ABCD. Daily Next Paddle Up to be by Levels of Play, filling all courts, 9-11am.

Dues for 2024 year approved at $15 per member.

DONATIONS COMMITTEE REPORT:

Pat Thayer presented Procedure for Charitable Donations and list of all submitted Requests, along with requested/recommended amounts for 7 of the 12 submitted. Funds source is from 2022 Tournament proceeds. Motion to include the $100 given for the Veteran's Golf Tournament to come from 2022/2023 Tournament excess, made and duly seconded.

MOTION CARRIED BY UNANIMOUS CONSENT

The charities to receive donations include the following: $500 each to Chikldrens' Advocacy of Hernando County, Crescent Community Center, Dawn Center, Kathi's K-9 Nature's Coast Humane Society, and Sheriff's Walk (T-shirts). Also, Hernando County Education Fund to receive $1,000.

Motion to accept Committee Report and donations recommendations made and duly seconded.

MOTION CARRIED BY UNANIMOUS CONSENT

STANDING COMMITTEE UPDATES:

Administration - None.

Facilities – None

Training & Development – Lorenzen reported on proposed new/reinstated training events, including Beginners' lessons; NPUs; Skills & Drills; Advanced training opportunities. Looking for volunteers for events and scheduling. Discussed guest policies and sign-up protocols, especially 9-11am time slot.

Events – Beaudoin reported on social-oriented events, including cookouts (now twice each month); Save the Dates form sent; ABCD Round Robin (max $80 per month snacks subsidy for 9 months); Bash (at PAC in 2024); get a Pro for advanced level clinic using some tournament excess funds.

New Year's Eve tickets sold out.

Communications – Kohlberg reported on recurring communications, including Friday Fix; TPCA Timber Times; TPCA monthly Newsletter; monthly meeting agendas and minutes; and anything requested by Board or members for dissemination. If any member is not receiving these communications, need to contact a Club Manager or BOD to get on mailing list.

Minutes of the October 4, 2023 meeting were presented. Motion to approve minutes made and duly seconded.

MOTION CARRIED BY UNANIMOUS CONSENT

AD-HOC COMMITTEE UPDATE:

Hunter presented detailed draft of suggestions for Absentee Ballot Procedure. Noted By-Laws require minimum of 80 members physically present to reach a quorum. Committee continuing its work. Vote on procedures expected next meeting.

NEW BUSINESS:

Krueger discussed Fall/Winter schedule for play and training. Lots of detail. Volunteers needed to assist him and scheduling committee in developing and maintaining current schedules of events.

Nominating Committee announced for next March Annual Board of Directors Meeting, Carol Bowe, Chair, Connie Gillette, Peg Patton. Board Liaison Mel Kohlberg.

BOARD AND MEMBER COMMENTS:

Golf cart parking in automobile spaces discussed. Discussed tournament line-ups.

Hunter stated her strong disagreement with the Club conducting raffles without the Determination Letter from the IRS giving us the 501(c)(7) status. According to Florida statutes, raffles are illegal without that letter. She recommended holding off on conducting any raffles until we received the letter, which should be soon.

Other Directors expressed disappointment that the Determination Letter had still not been received, and indicated they would conduct upcoming events as originally planned, relying on that tax status was "Applied For" and was to be forthcoming soon.

NEXT MEETING: November 28, 1:00pm, Lodge porch to select new Director.

And December 12, 1:00pm, Lodge porch – regular BOD meeting

ADJOURNMENT: Motion to adjourn at 2:32pm.

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