DRAFT COPY

Present:  Walt Volland, Pres.;  Mike Garvey, VP; Jeff Lewis, Treas.; Diane Hammann, Sec.; Jim Bush, Men’s Rep; Linda Richman, Women’s Rep; Pat McCormick and Sue Schrader, Social Co-chairs; Gerry Smith, Past Pres. and guests: George Conn, Donna Gropp, Skip Pavitt and Bob Richman

Quorum established and meeting called to order at 3:15 pm.

The Secretary read 9/9/13 Board Minutes.  Under the subject of Person of the Year, a clarification was posed that the wording “The Committee, appointed by Walt…” should read “The GTC Board appointed…”  Because neither Social Chair was present at the 9/9/13 meeting, the request was made that although their report was filed with the Secretary later in the day it should not be included in the meeting minutes. 

Mike moved; Jim seconded the modifications as presented.  Vote passed unanimously. 

Mike moved, Jim seconded to discontinue reading of the minutes.  Vote passed with one nay vote.  Board members agreed minutes should not cite who said what, but credit be given to “the board.”  Also, agreed the minutes be sent to all board members for quick review and forwarding of corrections to the Secretary.

Open Forum:  With respect to one of the agenda items, Donna Gropp reported the women who play in West Valley League request the 3 courts at Cimarron be reserved for them every Friday during League Play.

Treasurer’s Report: $5,273 in checking; $10,004 in savings.  Mike King submitted receipts for $184 for purchase of 5 new brooms, dustpans, and squeegees.  Membership stands at 449.  Emails regarding 2014 dues will go out in November and reference the ability to pay via PayPal. 
ACTION ITEM:  Jeff to circulate draft of New Member/Renewal form for board updates.

Social Committee Report:  At 11/10/13’s Welcome Back event, tennis will be played 2:30 to 4:30pm, with sign in half hour earlier. Pizza Party will follow in the Pavilion.  Jim moved, Gerry seconded a NTE expenditure of $200 for the evening’s entertainers. Vote passed unanimously. 

Discussion clarified CAM’s procedures that Charter Club potluck events can only be attended by club members, spouses, and significant others.  House guests and non-residents cannot attend potlucks.  Catered events can be attended by non-members, non-residents and guests and charged appropriately. 
ACTION ITEM:  Walt to confirm with Gina Worch potlucks guest limitations. 

Nominating Committee Report:  The slate is full except for Women’s Rep candidate.  It will be presented at 10/23/13 General Membership Meeting with nominations accepted from the floor.  If a position is contested, formal voting will be held, otherwise a voice vote can be taken at 11/14/13 General Membership Meeting. 

Shine in the Sun Report:   Skip Pavitt and his committee have met and have well documented the many aspects of the Tournament.  The committee has asked the GTC Board to agree that donations collected (anticipated goal of $4,300) be given to St. Mary’s West Valley Food Bank.Mike moved, Gerry seconded, and motion passed for donation proceeds to go to St. Mary’s.  Gold, Silver and Bronze sponsorship levels were discussed.  The committee still needs to fill the positions of Public Relations Coordinator and Banquet Director. 

This year, a white board will be used to display who is playing on which court in real time.  The cost of the board is expected to be covered by tournament registration fees ($100).  To accommodate West Valley League play, the tournament will adjust tournament play time on Friday, February 21.

Old Business:  Brooms and supplies were purchased by Mike King as reported in Treasurer’s Report.

GTC Guest Policy, in accordance with CAM policy, was discussed.  It was confirmed GTC is not required to collect fees for tennis play.  It was agreed that at both Men’s and Women’s Drop In, guests must sign liability waiver forms.  Neither GTC members nor guests who sign in late are guaranteed they can play.  It is up to the Men’s and Women’s Drop in groups to decide whether exceptions can be made to fill a court.  Linda moved; Mike seconded that SCG house guests can only play 6 times and outside community guests and residents of SCG can only play 3 times during a calendar year.  Vote passed unanimously.  It was noted these play restrictions do not apply to club-sponsored tournaments and/or league play.        ACTION ITEM:  Drop-in Coordinators should report abuses to the Board.

Skill Level Evaluations for Club Play:  Because many GTC members don’t truly know their rating as compared to SCG levels of play, a committee was formed.  Chairman Skip Pavitt reported the goal of evaluations is to better facilitate members playing with others of the same ability as defined at SCG. Current members would stay at their current level of play.  The GTC individuals who would be candidates for skill level evaluations for GTC-sponsored event play would be: 1) new members to GTC; 2) members wanting to move up a level; and 3) members against whom 10 other members at their current play level have expressed concern to their respective Reps and have requested an evaluation be made to determine the players’ true skill level.  The evaluators would be 2 male 4.0 players, 2 female 4.0 players and 1 member at current level of play.  All members going through an evaluation would receive a copy of their evaluation sheets so each can see where skills are viewed weak and are believed to need improvement. 
ACTION ITEM:  Skip’s committee to prepare final recommendation for a trial run of this new procedure.

Planning Group for Long Term Court Use of Cimarron & Chaparral:  Mike presented information he had gathered.  Gerry and Skip were asked to assist Mike in solidifying a plan for November GTC Board meeting.

Writers for Grand Times:  Walt to present opportunity at tomorrow night’s General Membership Meeting.

Club Digital Display in Courthouse:  Walt to work with Scott Phillips to adjust positioning.

Volunteer Coordinator Job Description:  Walt and Diane to finalize so Constant Contact email can be sent.

New Business:  For 2014, it was agreed court cleaning dates will flip back to 2012 schedule (i.e., clean Chaparral on Wednesdays and clean Cimarron on Thursdays).

Court Reservations:  If there is a conflict as to who is scheduled to play on a court, reservations made through http://www.holdmycourt.com/reserve2/gtc_tennis take precedence. 

Walt to meet with Gina Worch about CAM staff posting Day-of Sheets Mon. thru Fri. 

Motion made by Linda, seconded by Gerry, vote passed unanimously to adjourn at 6:12pm.
Respectfully submitted, Diane Hammann, Secretary

November 1, 2013 wvv