DRAFT

Grand Tennis Club
DRAFT ------------ Board Meeting Minutes ------------------DRAFT

Pima Room Chaparral Center
November 4, 2013

Present: Walt Volland, President; Mike Garvey, VP; Jeff Lewis, Treasurer; Jim Bush, Men's Rep; Linda Richman, Women's Rep; Pat McCormick and Sue Schrader, Social Co Chairs; Gerry Smith, Past President. Guests: Jim Palzer, Skip Pavitt, Catherine Barton (taking notes for absent Diane Hammann, Secretary).

Quorum established and meeting called to order at 3:03 PM.
Minutes from October 22, 2013 General Meeting approved.

OPEN FORUM:

• Jim Palzer asked the Board to post Relay for Life posters on club bulletin boards. A suggestion was made to post the announcement on the Web and to send two Constant Contact reminders. This would be done about three or four weeks ahead of the event in May 2014.
• The board discussed who has responsibility for posting content on the bulletin boards. The Men’s rep and Ladies rep for their activities, Mixed doubles co-coordinator for MD,  Social Chairs for their events, etc.

Treasurer  report, Old Business & Committee Reports:

• Jeff Lewis, Treasurer, reported $5,406 in Checking and $10, 004 in Savings. Jeff mentioned that Diane Hammann drafted an email for new GTC members that was well received. Target date to send out renewal forms for membership is December 1, 2013.  Payment can be done with credit card, PayPal or check. Last year about 10% of payments were done by credit card, which is simpler to track and we are hoping for more payments in that manner going forward. Most members like to drop off checks and avoid postage. Jeff discussed the draft of an email that will be blasted for dues. He showed the Pay Pal link and explained one does not need a Pay Pal account to use Pay Pal. There will be no proration of dues. The ‘late’ fee of $20 applies to 2013 renewals. New Homeowners will pay $15 however for the rest of the 2013 year. Mike Smith, Treasurer Elect, is a part time resident.  Discussion ensued about how the board would work around that.  Provisions need to be made for required signatures. There may need to be additional approved signatures for club business.

• Jim Palzer, Nominating Committee, needs someone to serve as Secretary and needs a Women's Rep.  A ballot (100 needed) will be used at the General Meeting if there are two or more people running for the same office. 

• Skip Pavitt: Shine in the Sun
• December 20, 2013  Entry forms will be available. Timeline Sheets for the Tournament were distributed. Info about the Tournament will be submitted to the Grand Times. The Budget for the Tournament was approved and seconded.

 

• The Social Committee Co Chairs- Sue Schrader and Pat McCormick agreed to be in charge of the Sunday Luncheon for the Tournament. They will get a copy of the CAM approved caterers list for the committee to use.

 

• Budget – An annual club budget was discussed. It would include identified funds for equipment purchases, consumables and club activities such as special events and socials.
• Social Committee has sold 133 tickets for the November 10, 2013 Pizza Party. The pavilion can seat 150 people. Valley Harmony Group will perform for $200. Tips will be accepted.

• Holiday Party at Briarwood Country Club will be December 5, 2013. Emails are going out again. They will list entrees, give details on securing tables, tell how to make payments for reservations. Reservations are $35 for a member and $40 for a non-member guest.

• Skip Pavitt distributed info on the rating system. The rating system is expected to affect few members (possibly 2%) specifically  1) new club members, 2) members who want to move up  3) members who are considering to move down. The rating system was approved with one abstention.

New Business:

• Walt Volland, Scott Phillips, Gina Worch, & Bob Applebaum will be meeting to set the 2014 court washing schedule for Cimarron & Chaparral. Tennis is proposing a return to the 2012 schedule.

• The Board discussed  the use of the 3 tennis courts at Cimarron & a related Pickleball proposal.

• Jeff Lewis led discussion about benches. The previously approved 8' benches have been priced including shipping and taxes. The Board wishes to move quickly on this with CAM since the request has been approved.

• The Board discussed adding Ray Yost as an instructor. Mr. Yost is a USTA approved instructor with many successful years of experience as a coach, tennis instructor and tennis camp operator. The Board reviewed instructor fees and the method used to set the amount of these fees. Instruction on SCG courts is available only for Sun City Grand residents.

Meeting adjourned at 5:24.
Respectfully submitted,
Catherine Barton, Acting Secretary