GRAND TENNIS CLUB
BOARD MEETING
September 9 , 2013

     GRAND TENNIS CLUB
BOARD MEETING MINUTES
September 9, 2013

Present: Walt Volland, Pres. (via Skype); Mike Garvey, VP (via Skype); Jeff Lewis, Treas.; Diane Hammann, Sec.; Jim Bush, Men’s Rep; Gerry Smith, Past Pres. & guest Diane Vick.  Absent:  Linda Richmann, Women’s Rep and Sue Schroeder & Pat McCormick, Social Co-Chairs.

Diane H. said most of the Action Items from that meeting have been addressed except to “better clarify the written guest policy.”      ACTION ITEM:     No later than 9/23, Walt is to re-circulate the draft Bob Richman proposed.  Board to vote via email or at 10/7 Board meeting finalization of guest policy.
Note:  Until this is complete, issuance of the Welcome email to new members is on hold. (See item below.)

Diane H. noted for the record that by email vote, the Board had suspended meeting in July and August.  She mentioned that postings on the Club’s bulletin boards will be receiving a facelift soon.  She reported she submitted the Club’s Jan – June 2013 Participation Report to Gina Worch at CAM.  Diane also discussed the draft email board members should review/edit for sending to all new members. 

Open Forum:  Diane Vick reported that she and Cami Smith took a survey of equipment on the courts at Chaparral.  The Club is short 3 brooms.  Diane H. moved; Jim Bush seconded to purchase 5 new push brooms at a cost NTE $250.  Vote passed unanimously. 
ACTION ITEM:  Walt to request Mike King to purchase brooms

Treasurer’s Report:  Jeff reported $5,285 in checking and $10,004 in savings.  443 paid memberships.  Jeff noted the windscreens at Cimarron have been installed.  Jeff volunteered if his replacement is not in SCG most of the year, he will serve as back up Treasurer.

Social Committee Report:  While neither co-chair was at the meeting, they later reported the Welcome Back Pizza and Beer Party will be held on Sunday, Nov.10, following an afternoon of social tennis.  $6 for GTC members and $10 for non-members.  Participants will not be asked to bring anything.  There will be a cash bar for all drinks other than beer.  Entertainment will be provided.  Sign-up sheets will go up early October.

Old Business:  Skill level classifications for club play.  With Skip Pavitt out of town this discussion was postponed until October Board meeting.  Walt brought up a compromise idea that the Club consider adopting an evaluation system that gives members a choice between a skills-based evaluation or performance-based (wins-losses) evaluation.  He felt this would give members more of a voice in evaluations than they currently have.  Other comments made by Diane H. via her email to the board is to be resent.
ACTION ITEM:  Diane to re-send her 6/24/13 email and Skip’s 6/25/13 reply to all board members.

The Club needs a Volunteer Coordinator to maintain and refer to a list of members, who have volunteered for specific areas, in order to help assure the many duties of the Club are addressed.  A Constant Contact message will be sent outlining duties of the Coordinator and asking members to step forward to fill the role.
ACTION ITEM:   By 9/17 Diane H. to draft an eblast message to recruit a volunteer coordinator to be review by the Board prior to release of Constant Contact message.

Maintaining a list of GTC volunteer monitors was discussed.  Jeff suggested a line be added to the New Member/Renewal Form asking if members would be interested in volunteering to monitor. 

Volunteer writers for Grand Times articles.  Sharon Blatnik, CAM’s Dir of Communications, promised GTC the cover and feature article in May 2014 Grand Times.  It is imperative for the Club to begin assembling topics, quotes, photos for possible inclusion.  Also, GTC can submit other articles for any Grand Times issue. 
ACTION ITEM:  Walt to issue eblast by 9/23 soliciting volunteers to assist with writing articles.

Digital display in Courthouse is running.  The position of the frame is still too low. 
ACTION ITEM:  Walt to 1) solicit Board members’ opinion of preferred location, 2) ask Scott Philips to reposition the screen.  Diane again repeated her offer to be taught how to update the digital display. 

Holdmycourt day-sheet daily posting volunteers needed beginning 10/1.  Rather than make a request of GTC members, GTC should follow up with CAM’s proposal that CAM post day sheets. click to access holdmycourt
ACTION ITEM:  By 9/13, Walt to follow up with CAM

November GTC intra-club tournament.  LeRoy Smith was unable to attend the meeting with his report.  Walt to check with Sharon Blatnik for on-line registration and payment via PayPal.  Diane Vick expressed concern that the format for play is still unknown.  She would like to see the tournament done in flights. 
ACTION ITEM:  Diane Vick to submit ideas to LeRoy; Board to route concerns/complaints to all board members; LeRoy and Sue Schroeder to coordinate pizza party details.

Shine in the Sun tournament committee met in June.  Discussion about the February 2014 SIS tournament will be held during the October Board Meeting.

Nominating committee.  At this time, the slate for 2014 GTC board candidates are:  Walt Volland, President; Skip Pavitt, VP; Diane Hammann, Sec.; Mike Smith, Treasurer; LeRoy Smith, Men’s Rep.  The position of Women’s Rep is still unfilled.  Slate to be formally announced at 11/14 General Meeting.

Planning for long term court use.  At the Board’s request, Mike Garvey presented ideas and issues on current and future court usage at Cimarron and Chaparral. 
ACTION ITEM:  Mike to share his list with GTC board members for their input prior to next board mtg.

Fall time changes for drop-in play.  With the new online court reservation system, start times of court block out changes need an 11-day lead time.  Accordingly, Jim Bush announced that on 9/21 the start time for Mixed Couples Drop in on Saturday morning at Chaparral will move from 7am to 8am.  He would like men’s and women’s Drop in to change to 8 am on the same date.                                                                                        ACTION ITEM:  Jim to coordinate uniform time changes.

Person of the Year:  The Nominating Committee, appointed by the board, presented their recommendation for Person of the Year.  The Board voted unanimously to accept their recommendation.  At the 11/14/13 GTC General Meeting, Diane Vick will present the award.

Court Benches:  On 8/28/13, a group of SCG residents made a presentation to the CAM Board of Directors.  The residents felt the review process for placing additional benches on the east side of Chaparral courts 6,8,10 & Stadium and on Cimarron courts 2 & 3 never had a formal review by the CAM board.  Therefore, they asked the CAM Board to place the topic of additional court benches on a future CAM Board agenda. 

Respectfully submitted,                                                                        
Diane Hammann, Secretary, Grand Tennis Club