GRAND TENNIS CLUB
BOARD MEETING
May 6, 2013

Present: Walt Volland, Pres.; Jeff Lewis, Treas.; Diane Hammann, Sec.: Jim Bush, Men’s Rep.; Linda Richman, Women’s Rep.; Gerry Smith, Past Pres.; Pat McCormick and Sue Schrader, Social Chairs, and guests Rick Leeds, Skip Pavitt, Bob Richman, and LeRoy Smith.  Absent:  Mike Garvey, Vice President.

President Walt Volland called the meeting to order at 3:01 pm.

Linda Richman moved, Jim Bush seconded to accept 4/1/13 Board Meeting minutes. Passed unanimously.

Treasurer’s Report:  Jeff Lewis reported $7,738 in checking; $10,002 in savings.  Upcoming expense of $1,700 expected from General Acrylics for approved windscreens for Cimarron Courts.  No date for installation set.  Jeff reported 15 email addresses are still bouncing back when Club sends Constant Contact eblasts. 
ACTION ITEM:  Jeff to reconcile bounced names against membership list. 

Social Committee:  In spite of 102°, 36 people played tennis at the 4/28 social.  Food served to 63 people.  Dick McCurdy provided Karaoke.  Cost to the club $104.42.  Initially, 10/20 was discussed as Welcome Back Party.  Tickets at $6.00 members/$10.00 non-members to cover the cost of pizza, cash bar, Club providing salad.  After discussion with GTC Mini Tournament Chair, LeRoy Smith, the date was changed to 11/10 to include award ceremonies for tournament played earlier that day.  Committee to research entertainment.   Motion made, Jim Bush seconded to approve expenditure NTE $1,000 for the party.  Committee requested changing 1/1/14 social to 1/12/14.  Board approved.  Chairs would like Holiday Party tickets to be offered for purchase via PayPal.  The Social Chairs handed out a Job description for their role/responsibility. 
            ACTION ITEM:  Board members to review job description (see note below re Nominating Comm.)
            ACTION ITEM:  Jeff to work with Social Chairs re timing and wording for Holiday Party ticket sales.

Old Business:  GTC website usage is good.  Access website via www.grandtennisclub.com/GTC-2013.html or through http://www.800mainstreet.com/GTC/GTC-2013.html .  Almost zero problems or complaints that people can’t get courts via www.holdmycourt.com or via day-of sign-up sheets.  So far, only 23 people have written their names on posted day-of sheets.  Instructors told to have students reserve courts for their lessons. 
            ACTION ITEM:  Jeff to send Walt most current roster for uploading to GTC site.
            ACTION ITEM:  Walt to create a Google calendar to uplink GTC important and social dates.
            ACTION ITEM:  Volunteers to be found to post/take down day sheets when Walt is out of town.

Nominating Committee:  Skip Pavitt gave report of the progress of the Committee in developing slate for 2014 GTC Board.  Discussed annual review of Board job position descriptions.  Also, Nominating Committee was asked to review the GTC’s by-laws and render an opinion of whether the Club should consider 2-year terms for elected positions.  If they support such a change, the Committee is to propose which positions should be up for election on which years so there is a staggering of the terms for better continuity on the Board, and, if accepted, they should help re-write the Club’s by-laws to reflect any new procedures.  A few GTC members have indicated on their membership renewal forms their willingness to serve on the Nomination Committee.  The Committee was asked to determine whether there is a need or an opening for any of these individuals’ service, and if so, who might be a good match to complement the current make-up of the Committee. 
            ACTION ITEM:  Diane to share names of members who expressed interest in serving on Nom. Comm.

Skill level classifications for league and GTC play:  It was discussed that for non-club play, the Grand Tennis Club affirms it is a member's right to choose his/her participation skill level.  The member's skill level designation for Grand Tennis Club play is independent of a member's choice of participation level in activities outside of the GTC.  Walt made the motion; Diane seconded motion; passed unanimously. 
            ACTION ITEM:  Diane to post GTC’s position on bulletin boards.  Walt to send Constant Contact eblast. 

Miscellaneous items:   Walt to talk to Scott Philips regarding moving the hanging system for photo frame from west window of courthouse to the north window. 
            ACTION ITEM:  Walt and Jeff to instruct Diane on how to keep the information on frame current.

Summer Drop In time changes:  New combined-levels start time of 8:00 am takes effect Monday, May 13.
ACTION ITEM:  Linda and Jim to post men’s and women’s times and levels on GTC bulletin boards, as well as provide Walt with write up of the time changes for distribution via Constant Contact. 

GTC-member assistance for beginning players:  In addition to 4.0 level women players volunteering to assist people who have never played the game of tennis before, or have not played in a long time, 3.5 women players will be asked to volunteer as well.  Such assistance would be giving much like a lesson. 
ACTION ITEM:  Linda is to submit a curriculum so lessons can be held in November 2013.
ACTION ITEM:  Jim to solicit volunteers for similar “lessons” for men in November 2013.

Board Members’ Back-Up Designees:  Walt’s back up is Mike Garvey; Jeff’s back up to be determined; Linda’s back up is Donna Gropp; Jim’s back up is Bob Richman; Diane’s back up is Diane Vick.  These designees are to be contacted when Board actions are needed and Board members are unavailable.

Missing keys to the ice chest have been resolved.  Keys to kitchen and store room have not been replaced. 
ACTION ITEM:  Walt to pursue key pad, like the Wood Shop and Stitchery Clubs use.  Each authorized person would have his/her own ID and the lock system would record usage. 

New Business:  GTC in-house Mini Tournament 11/6-10/2013:  Chair, LeRoy Smith discussed his Committee’s recommendations of the GTC member-only tournament.  The details included possible round robin play, food, charity element, and combining awards ceremony with GTC’s Welcome Back Party (see above).
            ACTION ITEM:  LeRoy to work with Walt to write tournament announcement for Constant Contact.

Room Reservation Schedule for 2014:  All Board members are to review the 2014 Room Reservation Schedule Diane previously emailed to everyone. Changes should be sent to Diane or Walt.

Meeting adjourned to closed session.
Respectfully submitted, Diane Hammann, Secretary 2013 GTC Board

revised June 1, 2013 wvv Contact web master Walt Volland to comment or make suggestions