GRAND TENNIS CLUB
Draft - BOARD MEETING MINUTES - Draft
JUNE 3, 2013

Present:   Walt Volland, Pres.; Mike Garvey, VP; Jeff Lewis, Treas.; Diane Hammann, Sec;  Gerry Smith, Past Pres. and guests Joan Doucet, Faith Lewis, Donna Gropp, Don Orseck, Skip Pavitt, Sue Sabo, and LeRoy Smith

President Walt Volland called the meeting to order at 3:05 pm.

Gerry moved; Jeff seconded to accept GTC Minutes of May 6, 2013 Board Meeting; passed unanimously.

Open Forum:  Sue Sabo discussed GTC member skill level classifications for GTC club play.  She told of how other clubs approach drop-in play.  Skip commented he had previously sent skill rating ideas to Walt.  Skip volunteered to assist with proposing alternative ways to assist players move up from one skill level to another. 
            ACTION ITEM:  Skip to assemble ad hoc committee to prepare suggestions for Board consideration.

Sue also asked for clarification of who is a GTC guest.  The answer:  A guest is a non-resident who is residing with a resident member accompanied by a resident host at sign in.  A person visiting from another community is not classified as a guest.  The non-resident must sign in with the tennis monitor and complete/sign a liability waiver before playing.  GTC, per CAM’s instructions, does not collect fees for guests.  Renters in SCG, with valid activity card, are treated as residents, and therefore, may play up to 3 times before they must join GTC.
            ACTION ITEM:  GTC Board to better clarify written guest policy.

Donna asked why all Cimarron courts were reserved from 8 to 10 am for 4.0 women’s play when it appears the women play earlier and do not use all 3 courts.  Unused courts may be used on Mon/Wed a.m. by others.
            ACTION ITEM:  Donna Gropp to talk with the 4.0 women about court usage.
                                          Walt to adjust “holdmycourt” reserved court time accordingly. 

Treasurer’s Report:  Jeff reported 50-70% of GTC members receiving the USTA’s emailed newsletter open it. Accordingly, the Board approved the $35.00 renewal cost.  Bounced Constant Contact emails have been cleaned up so former members’ names have been removed; 13 email addresses still bounce.  A check for Cimarron windscreens was delivered to Laurie Segler.  Checking account at $6,064; savings account at $10,000.  Jeff announced he will not be seeking re-election in 2014.  He agreed to train his successor. 
            ACTION ITEM:  Diane agreed to make phone calls to learn 13 correct email addresses.

Social Committee:  While both Social Chairs had been excused from this meeting, they did request a Constant Contact eblast be sent asking members to “save the date” for future events already planned.
ACTION ITEM:  Walt to issue “Save the Date” Constant Contact eblast. 

Old Business:  The GTC board voted to suspend “holdmycourt” day sheet postings, with CAM’s approval, for the summer.  Walt will seek volunteers to post day sheets in the Fall. 

LeRoy Smith prepared a draft announcement of the upcoming November IntraClub Tournament. 
ACTION ITEM:  Diane to review the draft and send any notes/refinements to LeRoy.

Keys:  Scott Phillips has replaced the missing keys again at GTC’s request.  Storage room keys and kitchen keys now are in the lock box on the kitchen wall. Digital locks, which could cost $1,000, might not be an
answer.  Decision made to wait to see if newest replacement keys disappear. 

2014 Room Reservation Schedule has been changed per Board/Social Chairs request; submitted to CAM.

The rationale for moving the Shine in the Sun Tournament to February 2014 was again discussed, including details of Walt’s discussion with Sun City West Tennis Club officers.  A GTC SIS Chair has still not been identified.  If Chair isn’t found by end of September, the 2014 SIS might be canceled. 
            ACTION ITEM:  Mike was designated by GTC board to recruit SIS Chair / Co-Chair and to contact immediate past SIS Co-Chairs, Cheryl Bush and Vivian McCurdy.

Volunteer monitor list was discussed with the purpose to get members involved in drop-in activities and emergency procedures.  After much discussion, it was decided for players’ protection, instructions should be given to members on what to do in an emergency and how to use the defibulator located in the Courthouse. 
ACTION ITEM:  Walt to ask Alice Swihel to share names of who indicated at the bottom of their membership renewal or new member sheet their willingness to be monitors.
Don Orseck to write proposal on how to conduct emergency training.

New Business:  GTC is convinced there are solid reasons CAM should keep 3 tennis courts at Cimarron.  An ad hoc planning group for long term court use is to be formed to assist the Board formalize its reasoning.
ACTION ITEM:  Mike to form an ad hoc committee to document why 3 courts are needed. 

GTC By-laws update has been determined to be a moot point because in Fall it is expected CAM will release new Charter Club rules.  When the time is right, GTC will form a by-laws update committee.      
               ACTION ITEM:  Don volunteered to serve on such a 3-member GTC committee. 

GTC picture frame has been moved.  Information and photos displayed need to be updated.
ACTION ITEM:  Walt, Jeff and Diane to work together to load picture frame. 

Planned changes for men’s and women’s drop in play in the Fall will be handled by the respective Reps.

Because of possible contamination concerns, Jeff moved and Diane seconded a motion that the Tennis Club’s refrigerator be kept free of food stuff other than sealed beverages.  The exception is that the Social Committee may store food the day before/day of/and day after such events.  Vote carried.
ACTION ITEM:  All unopened food products currently in refrigerator will be discarded.

Skip Pavitt has been replaced on the Nominating Comm. by Marv Blank. Should the Committee recommend GTC change to 2-year staggered officer terms that change must be voted on at a future General Meeting.
ACTION ITEM:  Nominating Comm. to distribute officer job descriptions to the Board for review. 

It was decided in order to recruit writers for GTC publicity, the role needs to be clarified.
ACTION ITEM:  Walt to ask for volunteers via a Constant Contact eblast.   

Gerry asked when the board should start considering nominees for Member of the Year. 
            ACTION ITEM:  GTC Board appointed Gerry to chair committee and provide nominees to the Board for Person of the Year award.

Gerry moved and Mike seconded; motion passed to adjourn meeting at 5:50 pm.