GRAND TENNIS CLUB
BOARD MEETING
April 1, 2013

Present:  Walt Volland, Pres.; Mike Garvey, VP; Jeff Lewis, Tres.; Diane Hammann, Sec.; Jim Bush, Men’s Rep; Linda Richman, Women’s Rep; and Pat McCormick and Sue Schrader, Social Chairs

President Walt Volland called the meeting to order at 3:07pm.

Jeff Lewis moved 3/4/13 Board Meeting minutes be approved; Gerry Smith seconded.  Motion passed.

Treasurer’s Report:  $7,836 checking; $10,002 savings.  Bench and wind screen disbursements still pending.

Walt reported that  GTC has a table at 4/8 Newcomers’ coffee. Joan Doucet and maybe Linda & Bob Richman will represent the Club.  They will distribute a combination onfo sheet and Membership form. 

On line court reservation system.  Both Mike and Gerry commented that they have used the system and have received compliments on the site.  Discussed procedures/protocols/questions on use of the system, thus eliminating members’ need to stand in line at 5pm on Fridays.  Jeff moved the GTC implement the system as of 4/15, with Walt posting hard copies of reserved courts for the following day.  Linda seconded; passed unanimously.

Six people have volunteered to provide instructions on the new ball machine.  Almost 100 people have been trained thus far.  The machine’s remote control receiver and remote senders were replaced so it functions correctly The old ball machine and ball mower have been moved to Cimarron.  It is cable locked between courts 1 and 2.  The combination will be made available to members via email.
Action Item:  Walt to send Constant Contact message to all members.

Because no one has been recruited to Chair the November 2013 Shine in the Sun Tournament, and because holding the tournament earlier in the year would enable more of SCG’s seasonal residents/ visitors to volunteer and play, Mike moved to change the date of the tournament to Feb 19-23, 2014.  Jim Bush seconded.  Motion passed unanimously.
            Action Item:  Diane Hammann to advise SCG Room Reservation staff of date changes. We can use the space for a local tournament in November. We should keep the 2013 reservations. The February 2013 dates need to be set for the 19-23.

Grand Times content committee postponed until next month.  Grandinfo.com needs re-write.
            Action Item:  Diane Hammann to re-write and share with Walt Volland.

Guest policy statement.  At the March Activities & Fitness Advisory Committee meeting Mitzi Mills said that CAM only requires the GTC to have non-members sign in and omplete a liability waiver. GTC should not collect fees. Linda presented a GTC Guest Registration form for Board review and acceptance.  While it was agreed to implement immediately, it is still subject to refinement.  SCG residents who are non-GTC members must also sign the liability waiver.  Resident non-members can play up  to 3 times before they they must join the  GTC.
Action Item:  Walt to place on May Board Meeting’s agenda. 

The need within GTC for a Volunteer Coordinator was discussed.
Action Item:  Walt to place on May Board Meeting’s agenda. 
Details about GTC’s website http://www.grandtennisclub.com/GTC-2013.html were discussed.  The site will cost less than $200/year.  Walt agreed to be the Club’s webmaster for as long as GTC would like him to be.    The Board agreed that there should be a backup person(s) to Walt. 
Action Item:  Walt to talk with members of the Club as to their interest. 

Forty three members and friends participated in the spring trainig group event.on 3/19/13 The event was enjoyed by all and was a no cost item for the Club.

New Business
GTC’s Nomination Committee for 2014 elections requires at least 4 people.  LeRoy Smith and Don Orseck have already volunteered to serve. 
Action Item:  Walt to solicit volunteers via email and at 4/11 General Meeting.

Walt reported that Scott Phillips has sent a proposal for new bike racks at Cimarron to the Architectural Advisory  Committee. This follows another incident where bicycles were parked in the Cimarron breezeway. 

GTC’s By-laws were briefly discussed as to whether an amendment would be needed should the Club decide to hold more General Meetings,and change the dates or times.  It was agreed we would still be in conformance.  No action needed. 

Board Member backup during vacations or unavailability was discussed.
Action Item:  Each Board Member should identify his/her back up prior to May Board Meeting. 
Action Item:  Walt and Gloria Volland to set up Skype training sessions for Board members.

Social Committee Report:  GTC’s 7th Annual Ice Cream Social for the benefit of Relay for Life raised $780 to date with no expense to the Club.  Sam’s Club, Judy Palzer, Pat McCormick and Sue Schrader’s donations covered costs.  Over 30 people learned the new ball machine.  The proposed social for April 28 will be a tennis/potluck/ karaoke event.  Dick McCurdy will provide the karaoke equipment at no cost.  Sue asked the Board to cover food costs in amount NTE $150.  Jim moved and Mike seconded.  Passed unanimously.  No formal socials planned for May-Sept.  October’s Welcome Back Party entertainment may be The Linford Twins.

Skill level classifications for league and club play.  Discussion centered on whether GTC members can be told what level they can play based on what level they play outside the Club.  It was agreed this is not GTC policy. 
Action Item:  Walt to draft a motion stating Club’s policy and email to Board for immediate vote. Action Item:  Walt to include discussion of players’ ability vs. rating level on May Board agenda.

GTC-only Tennis Mini Skill-level-based Tournaments.  It was discussed whether the Club should coordinate opportunities for members to compete 2-3 times a year amongst themselves in mini skill-level tournaments.  It would be for fun, not trophies.  With SIS moved to February, perhaps first such event could be in Nov. 2013.
Action Item:  Walt to include in May Board Meeting agenda

GTC Communication Tools.  Discussed GTC’s various communication tools.  Diane distributed list of topics/ links to be considered to be added to/complement current website.
Action Item:  Walt to review and implement.

Linda moved; Mike seconded; motion passed to adjourn meeting at 5:33 pm.

revised January 17, 2013 wvv Contact web master Walt Volland to comment or make suggestions