Call to Order
Members in Attendance:
Mike Pagliarulo, Outgoing President
Jeri Wilkes, Outgoing Secretary/Incoming Treasurer
Paula Babin, Outgoing Treasurer/Incoming Secretary
Barb Piotrowski, Outgoing Member-at-Large/Incoming President
Rod Trytko, Outgoing Member-at-Large/Incoming Vice-President
Linda Shapiro, Member-at-Large
John Anker, Incoming Member-at-Large
Connie Gallagher, Incoming Member-at-Large
Meeting was called to order at 2:02 pm. We had a total of 32 participants, including the Board, on the Zoom phone call.
Mike welcomed all attendees to the annual meeting.
Linda moved to approve the minutes from 11/4/2020. Paula seconded. Motion carried.
Treasurer Report
We currently have 464 members, 174 paid to date for 2021 dues. PayPal is the most popular payment option, checks 2nd most popular and Zelle is gaining traction. Paula stated that there is $43,099.06 in checking account. Zelle is working great. Venmo must be tied to a cell phone number, which is a big disadvantage.
Unfinished Business
- Masks– we got ahead of the curve by requesting that masks be worn between games and it has been well received. We are also emphasizing social distancing, providing hand sanitizer, towels and a new rack system which goes a long way to meeting requirements. Chris Farley has received comments of appreciation for our handling of this. Blue Star appreciated the enforcing of Mask Mandate.
- The label maker was purchased and has been well received. It helps to identify peoples’ paddles. Rack will hold 5 sets of paddles, stacked horizontally. Old rack is still there for overage.
- Inclusion of 4.5 ratings - Updated the rating criteria page, roster, etc.
- 3.5 and 2.5 timeslots swapped so that 3.5 could have a 10 am timeslot.
4.0+ Weds Drop-in changed to Round Robin, based on requests from 4.0’s.
- Name Tags – Voting results were 82% for and 17% against. Regarding the question around whether to include where the members was from, the vote was 24% yes, 34% no, and 42% had no opinion. 62 nametags are on order as of now. Thanks to Peggy Lehagre for taking on the project of ordering nametags, delivering to members, and collecting funds.
- Paddle Rack - $160 plus $25 shipping was spent on a NextuP Paddle Rack. Mike said it is well constructed and should last a long time.
Election of Officers
The slate of officers for 2021 was approved:
President – Barb Piotrowski
Vice- President – Rod Trytko
Secretary – Paula Babin
Treasurer - Jeri Wilkes
Member-at-Large – Linda Shapiro
Member-at-Large - John Anker
Member-at-Large – Connie Gallagher
Past President/Advisor – Mike Pagliarulo (non-voting)
Committee Reports
-Court Maintenance - Have not heard anything from Chris Farley.
Permits were supposed to have been submitted, Mike thinks.
If on schedule, we should hear something by mid-December
Linda asked if Blue Star will be doing construction. Mike said yes, but it may take time because staff is so busy. This will come out of our budget... approx. 3k.
-Training Sessions - Mike Koenig is conducting sessions and has about 16 – 20 participants each session. It has been very well received. Thanks also to Jim Harris and Merlin.
-Website - Mike has been making changes as necessary. He tightened the membership form to include question on Trilogy residency. He had a couple of non-Trilogy people that tried to join. He made the purchase of a nametag a requirement for membership for new members moving forward. Discussion ensued around this. He suggested we table this issue for another 30 days or so.
-Rating Sessions – We are rating using Belinda Zbinden. Paula talked about her experience getting rated. It was videotaped and Belinda’s little boy was there, which she did not feel was a distraction. She felt that Belinda should provide a quicker turnaround for the rating. She did a good job; you just have to be patient. Very thorough comments. Belinda spent an entire day with Joel and David Hinton to understand criteria for ratings. She uses USAPA guidelines. Mike will take a look at the website to be sure we have the right criteria up on the site. Jeri commented that we should confirm what she is rating us against and then make sure that is really clear on the website.
- Socials -Temporarily suspended. Linda has all the materials that Cassie had so that when we move forward with the socials, Linda has the info.
-Tournaments - Fun Tournament suspended. USAPA Tournament - We agreed to reserve a date for our tournament – We need to reserve the date on the tournaments website. Mike will table this for the next meeting. Usually held the middle of October. There was discussion around making it more of a fun tournament. If we change it, it will likely not be a sanctioned USAPA tournament, per Mike. It is too early to name a Tournament Director.
Installation of Officers
Mike turned it over to Barb, our new president. Barb thanked Mike for all his work this past year. She thanked Linda, Paula, Jeri and Mike for continued service and also recognized our new members, Connie, Rod and John. Goals are to continue existing goals, lighting, more courts, drinking fountain. She would also like to get ice packs at the court for injuries. She wants a dedicated mission statement for Club. She plans on continuing to promote safety procedures and mandates regarding the Coronavirus. Thanked club members for their support and said the board will lead with integrity perseverance and passion. Any members can call any of us for questions.
New Business
-There had been a rumor that weddings had resumed at the Kiva club – This was a setting for a promotional video – a “no guest policy” is still in effect.
- Linda thanked Rod for setting up FB page. It has been well received.
Member Questions
-Larry - Lock for the locker is missing. Might be behind the locker.
-Round Robins – do we limit the number of people participating? Do we turn it into open play when a certain number is reached? Linda suggested putting it out to group via Survey Monkey. Mike -will put it out to membership.
Connie asked how will the date be selected for tournament? Barb will take this on.
Should we move ratings back here? We can’t yet, until Blue Star allows it. There are 32 members not rated. Probably 50 or so have been rated since March.
Rod stated that we need to take a hard, more extensive look at our rating system. It’s not consistent. Consider options. Over next 2-3 years we need to develop consistency. Barb would like to see this accomplished during 2021. Donna Gallus stated that when people are injured, after going through rehab they may not be playing at the same rating level. Richard Wilkes stated that there are different systems and different raters each year. Why wouldn’t we want more than one rater? Mike said that raters have different styles and interpretations. Jeri said that it’s then even more important to get clear criteria for the ratings.
Mark Strand mentioned that a USAPA-R is a certified rater. If we look for additional raters, look for one of these.
Paula said that people were originally averse to ratings but have come around to it and appreciate it now. Less frustration all the way around because we are playing with our own skill level.
Tricia Campbell asked if we should reinstitute the ladies’ ladder? Linda said that we sent out a survey last year and all but 4.0’s did not want the ladder. John disagreed and said it was the opposite. 4.0’s did not want the ladder. Tricia really liked it. Should we put this on the agenda for the next meeting? Maybe do an annual survey? Much discussion ensued around an annual survey to take the pulse of the membership. All agreed it was a good idea.
When will balls be provided again? Mike – they have been.
Les Kessler – asked what was covered about wearing masks? Mike repeated info previously shared.
What is purpose of ladders? Mike described how ladders worked. Linda stated that we are limited in courts and only have so much time, which is why ladders were dropped.
Date/place of next meeting-First Wednesday in January is the 6th. Plan on a Zoom meeting at 1 pm
Members in attendance:
Mike Pagliarulo – Interim President,
Jeri Wilkes - Interim Secretary
Paula Babin - Treasurer
Linda Shapiro – Member-at-Large
Barb Piotrowski – Member-at-Large
Rod Trytko – Member-at-Large
Meeting opened at 1:03 pm
Mike asked for motion to approve John Anker as an additional Member-at-Large. Barb so moved; Paula seconded, motion carried. John then joined the meeting.
Motion to approve the minutes of the board meeting of Oct 7, 2020. Linda moved and Mike seconded the motion. Motion carried.
1. Treasurer Report -
Paula reported that the checking account currently has $40,492.61. A copy of the General Ledger was offered to Barb and Mike. To date, 40 members have paid for 2021. We have 446 members total. We retrieved $750 from PayPal for sales of various items. Discussion around signers and arranging a time to all go down and get a list of signers approved. Mike will go with Paula on Monday so that he can get Zelle and Venmo set up as a way to make payments online.
2. Unfinished Business -
Purchase of ball machine – Paula paid David Hinton $30.03 to for the purchase of his ball machine. The actual cost of the machine was $150, however, David was sent a commission check for $119.97 that should have been made out to the club. Rather than sending the check back, it was decided to net the two so Paula paid him the additional $30.03. We have access to the ball machine but it is locked in the locker until we have approval from Shea to use club equipment. Mike has talked with the tennis club about using one or two of their tennis courts once or twice a month and they are open to it. This would be for clinics or use of the ball machine.
· Purchase of sanitizer and paper towels- Mike brought both down to the courts. Mike has been maintaining them. Supplies are in the locker.
· Purchase of label maker – Mike purchased label maker. People are using it, so it is easier to call for the next player without holding up someone’s paddle and asking whose paddle it is.
· Inclusion of 4.5 ratings - We will be calling them 4.0+. They’ve been rated and there are about 5 of them currently in our club. These ratings are only for play here, as it is a club rating. Linda moved to change the schedule title to 4.0+. Barb seconded. Discussion ensued. Motion carried. It was also decided to record these members as 4.5 in the membership roster on the website. There was additional discussion about whether to use more than one rater, since the demand for Belinda is quite high now. It was decided to just keep one rater at this point unless we run into large lag times. Topic was tabled until next month. We will see how it goes.
· Adjustment to the schedule. Need to change the 3.5’s so they get a 10 am time slot. On Tuesdays, we will move 3.5’s to 10 am and 2.5’s to 12 pm. Mike will put it in an email and adjust the schedule online. Paula motioned and Linda seconded . Motion carried.
· Name Tags – Peggy Lahagre has offered to completely manage this project, including collecting funds, purchasing and distribution of nametags. It was suggested we subsidize each nametag by $5. This proposal will go out in an email Survey Monkey because membership needs to vote on it.
The suggestion is to purchase nametags for everyone who doesn’t have one. Potentially add $5.00 to membership renewal next year for existing members who don’t have nametags.
We will put this on the ballot with election of officers.
3. Election of Officers – The slate of officers for 2021 are:
§ President – Barb Piotrowski
§ Vice-President – Rod Trytko
§ Secretary – Paula Babin
§ Treasurer – Jeri Wilkes
§ Member-at-Large – Linda Shapiro
§ Member-at-Large – Connie Gallagher
§ Member-at-Large - John Anker
Voting will occur via Survey Monkey. It was decided to send out the email for the election as soon as possible, giving club members up to two weeks to respond.
4.Committee Reports -
· Court Maintenance/Equipment Combo locks are on both containers now. One of the combos is PB003. Mike will get us combo to the box that holds the blower, nets, hula hoops and ball machine.
· Surround Wall Update from Chris Farley - Electrical plans have been submitted to the City.
Once approved, plans for the wall will then be submitted for permitting – this will take about 5 weeks.
Expecting to cost a bit more as we are using one of Shea’s new home construction crews. About $4k and club will absorb cost.
· Training Sessions for New Players – Mike Koenig is conducting sessions for between 16 and 20 new players. These will be held the first and third Monday of every month for one hour on 2 courts from 2-4 pm. This time slot is a 2.0 drop-in time anyway, so it is not using others’ time slots.
· Website - It was decided to change the wording so that we now direct members to put checks for payments into the dues drop box at the courts, rather than mailing them to the Treasurer’s personal residence. Mike will look at Mail Chimp to remove David Hinton’s name from some places of the site. Also, we need to remove David as contact on forms and emails.
· Socials – Need to be suspended until we get the official approval from Shea.
· Tournaments
o Fun Tournament –Hopefully we can have that this coming Spring. There was discussion around making this our annual fundraiser.
o USAPA Tournament (normally held in October). Linda can do research on timing, but it was suggested that if we do it at all, it should be November instead of October. Signups are diminishing because we only have 4 courts and we only go to 4.0. We only raised $5k last year and it’s not enough money for the amount of work involved. We should reserve a date though to keep our options open.
5. Annual meeting -The annual meeting will be held on December 2nd. The board meeting will be from 1 pm to 2 pm and the annual meeting will be from 2 pm to 3 pm. It will be a virtual Zoom meeting and Mike will look into using Shea’s ID for the meeting, as they have a license for more attendees.
6. New Business – Rod has suggested that we create a Facebook page for the club. Rod secured two names and Mike will talk to Gregg regarding their approval of the name which is “Trilogy at Vistancia Pickleball Club”. In addition, Mike suggested we publish the Pickleball History at Trilogy and have a link on the website to the documents.
7. Adjournment Linda moved and Paula seconded to adjourn the meeting. Motion carried. Meeting adjourned at 2:30 pm
Members in attendance:
Mike Pagliarulo, Interim President
Jeri Wilkes, Interim Secretary
Paula Babin, Treasurer
Sue Doerner, Member at Large
Barb Piotrowski, Member at Large
Linda Shapiro, Member at Large
Absent: Bob Matetich, Member at Large
Rod Trytko, Member at Large
Meeting opened at 1:04pm.
Linda moved to approve minutes dated 9/9/20, Paula seconded. Motion carried.
1. Treasurer Report –
We currently have $39,796 in our checking account. The only expense was $15 for Zoom. There is currently $200 in PayPal. We will wait to gather more money before transferring those funds to the checking account. We currently have 431 members. Discussion ensued around how to accept payments. We might consider using Venmo, Zelle, etc. No decision made at this time.
2. Unfinished Business
Member Suspension – Tom will begin serving his suspension effective next Monday, when scheduled play begins again. He’s glad it will get behind him soon. He assured us that he would not be at the courts during those times.
3. Committee Reports
Court Maintenance/Equipment - When the schedule is published, members would like the blower available to blow off the courts. That would be the only item in the locker. Mike will talk to Shea about getting approval for that.
Website management – Mike will upload the schedule next week.
2021 Slate of Officers – The election will be held via Survey Monkey. Prior to that, we need to determine whether it’s a requirement to be a full-time resident in order to hold office. Gregg from Shea had indicated that in his letter, but we can’t find that requirement in any of Shea’s documents or our own. Mike will talk with Gregg for clarification. The current slate as it stands is Rod Trytko, President, Barb Piotrowski, Secretary, Jeri Wilkes offered to be Treasurer with Rod as President, unless someone else offers their services, Linda Shapiro, Sue Doerner and Bob Matetich, members-at-large, The only position open is Vice-President (and potentially Treasurer). Mike Koenig could potentially be a non-voting member working with new members. Mike will update his blast email, send to board for approval and then send out.
Fall schedule - Per letter from Shea, our schedule is effective 10/12/20. Discussion ensued around potential changes to be as fair as possible to the levels that have the most members. For the time being, it was decided to leave the schedule as is and reevaluate after November when more people are back.
Rating sessions - Reviewed process of how ratings get into the spreadsheet on the website. Member arranges rating session, gets rated, Belinda gives immediate feedback to the member, then Belinda sends forms to Paula (Treasurer) to enter into the spreadsheet on the website. Cassie reminded people about David Smith for lessons and potentially, as an additional rater. Linda will contact him and see about his level of interest.
Socials – OSR was a major sponsor of our tournaments. Cassie had the relationship with them, so she will hand off this info to another Board member. They are completely on board with us, and we want to maintain that relationship.
Annual meeting/Installation of Officers – Mike suggested sending out the Survey Monkey ballot and inform members of results via email. Installation would happen at annual membership meeting no later than mid-December.
Ball Machine for Club – Linda reminded the Board that David Hinton was willing to sell his ball machine to the Club for $150. Mike will follow up with Byron about that. Paula mentioned that we wouldn’t be able to use it during Covid. It will have to be through a reservation process after Covid restrictions are lifted. Linda moved to purchase machine. Sue seconded. We will test it out first.
4. New Business: A member was concerned about others getting rated through Trilogy and then entering tournaments at a lower level. Discussion ensued. We can’t control what others do. Paula will circle back with the member to let her know we discussed the issue.
Barb asked who indemnifies us and Mike answered that Shea does.
Barb described a new system to avoid everyone touching everyone else’s paddles. She will take a photo and send to Board. There’s nowhere else to put the paddle rack. People don’t pay attention, so others hold up the paddle to call out the player. Sue suggested that a reminder about this go out in the email blast. We should have hand sanitizer available. We all agreed that was something we could do.
Mike wants to institute the use of nametags. He proposed ordering nametags for all members that don’t have one. Cost would be about $3,500. We would then increase membership dues by $5 beginning next year for one year. Dues would then go back to regular levels in 2022. Name tags are required in our bylaws. Paula stressed the importance of developing a system for this. Mike will follow up with the process, perhaps putting the burden on the member, but costs will be lower if we do it in mass orders. Jeri will research the purchase of a name tag machine. The form would be on the membership website.
5. Announcements
No new announcements
6. Member Questions
Linda asked if we have the official go-ahead to move to scheduled play? Mike said yes, via the email Gregg sent. Bocce will not begin organized play because they can’t use Shea equipment. Club balls used are the Franklin X’s.
Date/place of next meeting
November 4, 2020 at 1 pm via Zoom
6. Adjournment
Jeri motioned and Paula seconded to adjourn the meeting.
Meeting adjourned at 2:09 pm.
Members in attendance:
Byron Gingrich, President
Paula Babin, Treasurer
Cassie Caton, Member-at-Large
Mike Pagliarulo, Member-at-Large
Linda Shapiro, Member-at-Large
Jeri Wilkes was absent.
Meeting opened at 1:00pm.
Mike moved to approve minutes dated 8/10/20, Paula seconded. Motion carried.
Byron made a motion to adjust the following positions through our next election. Term will end as scheduled on 12/31/20:
Byron and Mike to be Co-Interim Presidents
Linda to be Interim Vice-President
Jeri to remain Interim Secretary
Paula to remain Treasurer
Cassie to remain Member-at-Large
Add Rod Trytko, Bob Matetich, Sue Doerner and Barb Piotrowski as Members-at-Large
1. Treasurer Report – We currently have $39,810.65 in our checking account. Three new members paid dues. Total expenses $100, for a new windsock and for a 5-year subscription to Weebly. The water was picked up and we will restart delivery once we receive approval from Blue Star to begin our regular schedule of play.
2. Report on the Status of the Grounds – Byron said that the wall to hide the water storage is still in limbo. Verbal approval had been given but was rescinded by Blue Star. Byron is working with Chris at Blue Star to get it approved again.
3. Committee Reports – There were none to provide.
4. Web Management - Jeri has made all the requested changes. If anyone sees any other changes needed, please contact her. Byron thanked Jeri’s husband Richard for assisting with the website maintenance.At 1:30, the new Members-at-Large joined the meeting.
5. Ratings – We have had positive feedback regarding Belinda taking this over. We still have the tennis courts reserved for the second week in October. If we get approval from Blue Star to open back up, we will use the courts for ratings on site. We have decided to no longer subsidize the ratings as they are now completely outsourced. There was discussion around members that have USAPA ratings. Byron moved to accept USAPA ratings in lieu of Trilogy ratings once scheduled play resumes. Cassie seconded. Motion carried. It will be up to the Skill Level Coordinators to ensure that members are playing at their approved skill level. Changes to members’ ratings will not be made on the website until we receive the completed forms from Belinda.
6. Court Schedule – It was discussed and agreed that we should maintain the current court schedule once we receive approval to open up again. Rod suggested a sign-up system for heavily attended times. We will follow up later on this.
A motion was made by Mike to adjourn the meeting, Barb seconded.
Meeting adjourned at 2:10 pm.
Next meeting is October 7, at 1 pm, via Zoom
Members in Attendance:
Byron Gingrich, President
Jeri Wilkes, Interim Secretary
Paula Babin, Treasurer
Cassie Caton, Member-at-Large
Linda Shapiro, Member-at-Large
Byron invited Mike Pagliarulo to join us.
Meeting opened at 1:02pm.
Byron moved to approve minutes of our special meeting dated 7/28/20, Paula seconded. Motion carried unanimously.
We currently have $39,914 in our checking account. One new member paid dues. Total expenses $21.50. We are currently getting charged for $6.51/month for our water cooler. We are thinking about giving it back but might have a one-year contract. Byron moved to cancel water service and let them pick it up if we don’t have a contract. Paula seconded. Motion carried unanimously. They are currently near the tennis courts.
Byron said that prior approvals for our units were only verbal. Byron talked to Chris and it could be 60-90 days to get formal written approval and then another 60-90 days to install unit again. The little unit can stay where it’s at, on the west side of the courts. At this point, we can’t set anything in their prior places. Byron is still trying to talk to Chris and Michael regarding the building of a fence to hide storage unit. Jennifer is okay with whatever Chris and Michael choose. We’ve offered to pay for it.
Jeri will be taking over for this. Doris will be meeting with her on 8/11 to run through it all.
Byron thanked Mike for offering to become the next President or Vice-President but Mike stated that he would rather see new blood take this on. He doesn’t need a title but if can be of some help, he’s willing. Paula moved to make Mike a Member-at-Large. Byron seconded. Motion carried unanimously.
All positions are open for nomination. Paula asked if the process would be to nominate ourselves? It would be great to find people that have not participated, as well as have members that have sat on the Board and can offer their expertise. Paula discussed what they do at her other home. They sent an email to all membership and asked members to self-nominate if they were interested in any positions. The process went smoothly. If more than one person self-nominates, the membership votes. There was a suggestion that we run the process the same way here. Jeri suggested we put a description of the position and a weekly time estimate. The positions begin January 1. If a vote is required, we would probably use Survey Monkey. Mike suggested starting now to see who would be interested. Mike asked if it’s required that the President be a full time resident. Byron stated that this is not a requirement. Jeri is interested in Treasurer and Paula is interested in Secretary, so we need a President, VP, and two more members-at-large, but anyone can self-nominate for any position. Paula will reach out to some members she has identified. There was some additional discussion around positioning ourselves for the future and planning for more PB courts. The letter requesting nominations should go out in next month. It was stated that at next month’s meeting, we should discuss open play and how long until we go to scheduled play. Next meeting will be 9/9 at 1 pm via Zoom, unless we can get a room.
We will keep the same as last year. There have been no complaints about ratings, or schedule. If many get rated differently, then we will take a look at adjusting the schedule.
Outsourcing takes a big burden off of us. We need to assess how the first round of ratings went. We should still have sessions here available. There should be clear expectations of each level. The website has all the criteria for each rating level.
Cancelled due to COVID. We will postpone letting the Tennis Club know in case we need them for another purpose.
Club members wanted one that is about $800 but we can get David Hinton’s for $150, with all the extras. It is a Tutor. Byron moved to purchase David’s. Linda suggested double checking with Shea for approval. We need written authorization. Cassie suggested reserving a court for use of the machine. It should be outside of prime time hours, perhaps using SignUp Genius. We can manage court time to allow for that. We will table this until we get approval from Shea, and that we need to develop a schedule for use of it.
Mike proposed mandatory nametags. This proves you are a member of the club, and eases members’ concerns about remembering names. There was discussion around what happens if someone forgets their tag, as we don’t want to be the nametag police. As part of their dues, they receive a nametag. Most Pickle Ball courts require them. No more new business.
Next meeting 9/9 at 1 pm.
Paula moved to adjourn. Linda seconded. Meeting adjourned at 2:12 pm.
A meeting of the Trilogy Pickleball Club E-Board was called to order at 1:11 PM and held by Zoom conference on Tuesday June 2, 2020. Attendees included David Hinton, President; Doris Hinton, Secretary; Paula Babin; Treasurer, Members-at-Large: Linda Shapiro, and Cassie Caton.
A motion was made and seconded to approve the meeting minutes from the 04/08/2020 Pickleball Club E-Board Meeting; all voted in favor.
· Checking account balance was $39,956, approximately equal to last month due to little activity during the pandemic.
· Paid memberships are at 429; +4 versus last month.
Court Phased Re-Opening
· The Board is adhering to the advisements of the HOA/BlueStar, including no access to club fans, equipment, balls, paddles, or water service until further notice from the management. *****Post meeting note: The HOA has advised that usage of fans at the courts is strictly prohibited due to potential liability issues***
· After receiving constructive feedback from club members, the Board is allowing usage of the paddle racks. Placing of paddles in the fence was found to be unworkable given the pattern of how we “take turns” at Trilogy.
· Planning/Schedule/Ratings: The Board will send out an update in September advising of when the next ratings session will be in October.
Tournament
· Since the Board decided against having a tournament in October, the Board will decide if it wishes to utilize the reserved tennis courts for a special event over the October 9-11 weekend. If not, BlueStar and the Tennis Club need to be advised that we will release the reservation.
· Member Survey: The Board decided that it is not necessary to send out a member survey this summer.
· Board Member Status: Mike has had to resign his Board position due to personal issues, but he is eager to resume teaching new members in the fall. Doris and David will be moving out of Trilogy June 12, and will need to resign their positions. Byron, Paula, Linda, and Cassie will conduct the Board for the remainder of 2020.
Wednesday, August 5th 2020 at 1:00 PM via Zoom.
The meeting was adjourned at 2:00 PM.
A meeting of the Trilogy Pickleball Club E-Board was called to order at 8:32 AM and held by Zoom conference on Wednesday April 8, 2020. Attendees included David Hinton, President; Byron Gingrich, Vice President; Doris Hinton, Secretary; Paula Babin; Treasurer, Members-at-Large: Linda Shapiro, and Cassie Caton. Mike Koenig was on medical leave.
A motion was made and seconded to approve the meeting minutes from the 03/04/2020 Pickleball Club E-Board Meeting; all voted in favor.
· Checking account balance was $39,974, approximately $600 less than last month and due to refunding about $1200 to individuals for ratings sessions that could not be conducted during the coronavirus pandemic.
· Paid memberships are at 425; one member requested a refund due to the shutdown.
Committee Reports
· Court Maintenance/Equipment/Electricity: Byron Gingrich
-The bill for water in March was about $90, and will be about $6 in April.
-Byron will ask Luis for the paint specification/color so that we can touch up weathered spots on the poles. Luis advised that BlueStar doesn’t currently do anything to maintain the shade sails in the community.
· Website/Online Presence: Doris Hinton
-The historical club information that was put together by Mike Pagliarullo was acknowledged as valuable and worth putting on the website. The information needs to be edited and photos collected. This project is tabled until a later date.
· New Member Training: Mike Koenig
-Nothing to report.
· Skill Development/Clinics: Doris Hinton
-Nothing to report.
· Social and Events: Linda Shapiro, with Cassie Caton
-Nothing to report.
· Tournament and Fund Raising: David, Cassie and Linda
-Byron reported that he has talked to a lot of people, to assess interest in a non-sanctioned round robin style tournament. In general, men were less receptive to the idea than women, and they would rather experience the pressure of a traditional sanctioned tournament. He reported that he does not feel comfortable moving forward with this type of tournament since there was no opportunity to observe how things went with the Cowgirl Cup, which was cancelled.
-The Board is concerned that the future business environment is uncertain due to the pandemic. Tournament sponsors may be unwilling to spend money after extended closures. There is also uncertainty of when other cancelled tournaments will try to reschedule in the fall.
-For a mid-October tournament, registration would need to open around June 1, which is approaching fast during this shutdown. The Board discussed the possibility of a spring 2021 tournament, which more of our second homeowners could participate in.
-The Board tabled the decision regarding a potential tournament after the beginning of 2021 until our September meeting Board Meeting.
-Since we have three very committed sponsors (OSR, Steward, and Nature’s Way Botanicals), we may consider having year-round sponsorship in order to replace tournament proceeds. Doris will discuss how the Sun City West Pickleball Club manages their year-round sponsorships with their president.
David will contact BlueStar to see how long banners can be left up.
· Planning/Schedule/Ratings: David
-When BlueStar/Shea elect to re-open the Kiva/Mita Clubs and associated events, we will go straight to Open Play all day.
-The Board agreed that the fall/winter schedule will go into effect on November 2nd.
-During our August meeting, the Board will discuss more about the ratings process, and how/whether to monitor that players are playing within their skill level.
· Member Survey: Doris will conduct another member survey to gain member feedback about play opportunities, ratings, etc. Board members are to think about potential questions they think would be useful.
· Facebook:The Board discussed how to ensure that accurate club information is being posted on the Facebook page. It was decided that the only feasible way would be to have a Board member actively monitoring and administering the Facebook page. As such, the Board voted that it is not an official TPC Facebook page and should not carry the Trilogy Pickleball Club name/logos. Byron will discuss this directive with Tom Bottorf.
*Wednesday May 6, 2020 at 8:30 via conference call, if needed. Otherwise, Wednesday August 5th via conference call.
*Proposal for no meetings during May/June/July, unless we need a brief conference meeting when BlueStar announces re-opening.
The meeting was adjourned at 10:12 AM.
A meeting of the Trilogy Pickleball Club E-Board was called to order at 7:01 AM and held in the Kiva Club Bonito Room on Wednesday March 4, 2020. Attendees included David Hinton, President; Byron Gingrich, Vice President; Doris Hinton, Secretary; Paula Babin; Treasurer, Members-at-Large: Linda Shapiro, and Cassie Caton.
A motion was made and seconded to approve the meeting minutes from the 02/05/2020 Pickleball Club E-Board Meeting; all voted in favor.
*Checking account balance was $40,612 as of 3/3/20.
* Paid memberships are at 420 plus 2 new applications just received. (+20 versus last year).
*Fourteen name badges were ordered during this drive.
*Court Maintenance/Equipment/Electricity: Byron Gingrich
-The bill for water this month was about $80, slightly higher than we had been running. We purchased 100 balls since a lot have been cracking during the cooler weather.
-Byron asked Luis for the paint specification/color so that we can touch up weathered spots on the poles. He will call the company that provided the sail to see if there are any maintenance requirements.
*Website/Online Presence: Doris Hinton
- Rex feels that problems with the camera have largely been resolved, except a small amount of ghosting and buffering. The camera is set to reset twice per day for ½ hour. Linkage to the website ($160/year) has been paid, as well as the annual website cost.
*New Member Training: Mike Koenig
-Contact information on the website and bulletin board for new member training has been changed to trilogypickleball.com during Mike’s medical leave. David, Byron, and Cassie offered to assist those asking for a lesson.
*Skill Development/Clinics: Doris Hinton
-Belinda will be available for clinics on 3/19 and 3/26. David will firm up dates and signups will be sent out.
* Social and Events: Linda Shapiro, with Cassie Caton
-The next Fun Tournament Social will be held on 3/22 from 11:00am-3:00pm. Push Play has been reserved, as well as tennis courts. Only packaged snacks will be offered. There will be no paddle demo. A SignUp Genius invite will be sent out right after the next Board Meeting, with 3/15 being the cutoff for the first 96 players.
-We will conduct a brief membership meeting in the tennis courtyard prior to the beginning of play.
-Doris and Paula will record scores; David will be the Announcer.
*Tournament and Fund Raising: David, Cassie and Linda
-Byron discussed how we could conduct the tournament in a round robin format, similar to the upcoming Cowgirl Cup being hosted by Anthem. The tournament would not be sanctioned, and we would only pay $1,000 to pickleballtournaments.com for managing signups (versus $4,500 for managing the whole tournament). There would be a maximum of 96 players/day, who would each get to play 6-7 games. The player fee would be about $45. Games would be to 15 points, requiring 20 minutes for play and 10 minutes for moving from court to court. Non-paid officials would remain on the same court throughout; there would be two sets of officials so there would be breaks.
-It is estimated with this type of tournament, we can cut $7,500 of cost and make up to $10,000.
-June 1 is when signups would start for an October 16, 17, 18 tournament.
-The Board tabled the decision until the next Board Meeting. David will contact BlueStar to see how long banners can be left up. Byron will go to the Cowgirl Cup and see if this format seems feasible.
* Planning/Schedule/Ratings: David
-About 50 people have requested rating over a 2-day period (March 13th and 15th).
-The club will need a ratings coordinator going forward. We also need to get volunteers to be on the ratings committee.
-The Board agreed that we will go to all Open Play from May 4th through November 2nd.
None
Wednesday April 8, 2020 at 8:30AM via conference call.
Proposal for no meetings in May/June/July; decide during next meeting.
The meeting was adjourned at 9:05AM.
A meeting of the Trilogy Pickleball Club E-Board was called to order at 9:01 AM and held in the Kiva Club Bonito Room on Wednesday February 5, 2020. Attendees included David Hinton, President; Byron Gingrich, Vice President; Doris Hinton, Secretary; Paula Babin; Treasurer, Members-at-Large: Linda Shapiro, Mike Koenig and Cassie Caton.
A motion was made and seconded to approve the meeting minutes from the 01/08/2020 Pickleball General Membership Meeting; all voted in favor.
* Checking account balance was $41,035.77 as of 2/3/20, up slightly from the $40,265 balance at the beginning of 2019.
* About 54 members who are expected to maintain their memberships have not yet paid. One more reminder will go out and skill level coordinators will be notified shortly thereafter. About 40 members will not be renewing (mostly 2.0’s). Non-renewing members will be removed from the roster 2/15.
* Membership is at 437 as of 02/08/20 (-21 since the last meeting).
*Paula will gather requests for name badges and place an order once per quarter in order to have favorable pricing.
Committee Reports
· Court Maintenance/Equipment/Electricity: Byron Gingrich
-The 5 jugs of water every 2 weeks is just about right. There would be no room in the storage cabinet for a larger delivery.
-A new lock was purchased for the ball storage box.
· Website/Online Presence: Doris Hinton
- Rex McDowell and Richard Wilkes continue to work on the webcam issues. Richard is looking at whether a second booster would help. He has also sped up the frame rate, and got rid of ghosting briefly but it is back. It is believed that the outage issue will be improved once the Kiva Club new server issues are resolved.
· New Member Training: Mike Koenig
-Mike reported that 18 players showed up for the new member lesson on 2/3. Some of these players are electing to go over to the scheduled 2.0 Skill Level Drop In courts when they feel comfortable.
· Skill Development/Clinics: Doris Hinton
-Doris reported that the fourth session of clinics with David Smith will be held 02/12 and 02/13 during the Skill Level Drop Ins. Due to overwhelming signups at the 2.5 level, David will conduct another 2.5 session on Friday 2/14.
-Joel Meier will be moving to Washington State to pursue a great job opportunity. He has recommended Belinda Zbinden, a pro level player and PPR certified instructor, to replace him for ratings and clinics. Belinda will conduct the ratings sessions on 2/16.
· Social and Events: Linda Shapiro, with Cassie Caton
-The next Fun Tournament Social will be held on 3/22, with tentative timing 11:00am-3:00pm if it is to include a pro demo. Push Play has been reserved, as well as tennis courts. There will be no paddle demo. David will see if Belinda can arrange a pro demo. Byron has leftover medals. A SignUp Genius invite will be sent out right after the next Board Meeting.
-It was proposed that we conduct a quick semi-annual membership meeting one half hour before the beginning of the Fun Tournament, right at the courts.
-Doris advised that our tournament sponsors Steward and OSR will be coming to Trilogy on Wednesday February 26that 11:30 in the Tewa Ballroom. A panel of specialists will discuss joint health and advanced surgical techniques. Light refreshments will be offered, and the event will be included in Trilogy Newsletters so that all residents may attend.
· Tournament and Fund Raising: David, Cassie and Linda
-The Board discussed the feasibility of running a tournament, given that Sun City Grand will now hold a tournament the week before ours, and a Nationals qualifier will be held the week after. It is felt that participant level could fall well below 200, making this a lot of work for $5k or less.
-There was discussion about alternatively securing year-round sponsors, with banners posted at the courts as well as other TBD promotion. Sun City West does this.
-Byron proposed that if we do conduct the tournament, we do it with a round robin format with a guaranteed number of games. This format is gaining in popularity and could be run with less expense and could provide similar profit.
-The Board tabled the decision until the next Board Meeting. David will request volunteers for Tournament Director and other key positions in an upcoming Club Update.
· Planning/Schedule/Ratings: David
-After the upcoming February ratings session, 158 members will have been rated. There was discussion of raising the rating fee to $15 in order to break even. This issue will be tabled and discussed during our summer meeting for possible fall implementation.
-Another survey will be conducted this summer to assess member satisfaction. We may ask if membership wishes to have ladders, etc.
-David presented the new Discipline Policy, and minor changes were made. The policy will go through one more review with the HOA/BlueStar management. A motion was made, seconded, and all approved of the new policy, which will be posted on the club website.
-The alleged damage to the tennis court gate was discussed. After discussion with Luis, who repaired the gate, it is unlikely that a pickleball club member created this damage and it was probably wear and tear. Byron stressed that it is important to cooperate with the tennis club for our future dealings.
Call to order
A meeting of the Trilogy Pickleball Club E-Board was called to order at 8:57 AM and held in the Kiva Club Arroyo Room on Wednesday January 8, 2020. Attendees included David Hinton, President; Byron Gingrich, Vice President; Doris Hinton, Secretary; Paula Babin; Treasurer. Members-at-Large: Linda Shapiro, Mike Koenig, and Tom Bottorf. Cassie Caton was absent.
Approval of minutes
A motion was made and seconded to approve the meeting minutes from the 12/12/19 Pickleball General Membership Meeting; all voted in favor.
Treasurer Report
* Byron reported that all financial required reports by BlueStar have been sent in by the club.
* Although the club is maintaining a healthy balance in its account, David has communicated to the club that Shea/BlueStar does not intend to tap into this balance because the money is intended for long-term projects such as tennis court conversion.
* Membership is at 458 as of 01/08/20 (+24 since the last meeti
Unfinished Business
Committee Reports
· Court Maintenance/Equipment/Electricity: Byron Gingrich
-We are currently consuming 5 containers of water every 2 weeks at the courts.
· Website/Online Presence: Doris Hinton
- Doris will work on ways to direct members to payments, and new member signups to the proper place on the website to reduce the amount of errors and questions.
- Considering having members pay for clinic signups through SignUp Genius versus the club website to make it easier for members. The Board approved picking up the increase in service fee that would be charged, instead of passing it along to the members.
- A motion was put forth, seconded, and approved to upgrade to the Premium level of SignUp Genius for $24.99/month. This will allow creation of signups without the annoying loading of ads, and to allow greater than 1000 emails/month.
· New Member Training: Mike Koenig
-Mike reported that the new initial lesson program has been going well. He stated that when feasible, players are requesting and being accommodated lessons multiple times. Some of these players are electing to go over to the scheduled 2.0 Skill Level Drop In courts when they feel comfortable.
· Skill Development/Clinics: Doris Hinton
-Doris reported that clinics with David Smith will be held 01/15 and 01/16 during the Skill Level Drop Ins for levels 2.0 through 3.5, with sessions in February and March as well.
-The Boot Camp to be conducted by Joel Meier on 01/19 will be postponed until 2/2 due to the overwhelming requests for rating sessions.
-Sign ups have eased a bit recently, especially at 3.5. We will monitor if there are too many clinic options going on or if there is training “fatigue” at some levels.
· Social and Events: Linda Shapiro, with Cassie Caton
-The next date secured to borrow tennis courts for a Fun Tournament social is 3/22/20. Cassie will contact Push Play to reserve them for this event. We will likely use Paula’s round robin schedule again as it worked well last time.
· Tournament and Fund Raising: David, Cassie and Linda
-The Board needs to decide if we want to have the tournament in 2020 (the date has been reserved). In order to improve the profitability of the event, we should consider having players purchase their tee-shirts or not have them at all.
· Planning/Schedule/Ratings
-The Board approved adding an additional Skill Level Drop In for 2.0’s on Mondays from 2:00-4:00PM due to the growth of this segment.
-The Board also approved an additional Skill Level Drop In for the 2.5’s on Saturday from 12:00-2:00, flipping times with the current 2.0’s. Again, this is due to the growth of this segment of players.
-It was discussed that people want drill time. Doris will ask the Tennis Club for one tennis court every Sunday in order to expand court time for this. Also, David will include in a club update that members can drill for 10 minutes during Open Play or Skill Level Drop Ins when they announce their intention to others.
-A rule change was proposed, discussed and unanimously approved, to allow a Board-appointed member(s) to assist with ratings sessions when there are excessive ratings to be conducted in a short amount of time. This can also be used to accommodate members who work on weekends and cannot attend scheduled ratings sessions. 3.5/4.0 ratings may only be conducted by our outside rater.
-There was discussion about skill levels electing to have Round Robins during Skill Level Drop In times. It was stressed that Skill Level Drop Ins were created so that people can come and go as they please without being tied to being at the full 2-hour Round Robin. After discussion, it was decided that we need to reinforce this policy.
-The Board discussed recent displays of rude behavior and how to handle. It was decided that the Board will approach BlueStar to help develop a policy to deal with members being rude and if there should be a probation procedure implemented
New Business
-As a new Board member, Tom agreed to help Byron with keeping up the grounds, spearheading taping of tennis courts when needed, and taking over ratings sessions starting with 2/23. Tom also stressed that he wants to help with clinics.
-Need to nail down a date for the next General Membership Meeting. Last year was 4/17, which may be too late. Consider having one at an earlier date at 4PM with light snacks/cocktails.
-Tom suggested trying a cell-based system for our webcam. It would cost about $20/month through Verizon, if added onto Tom’s personal plan (versus $80+ if on a separate club account). Purchasing a new camera would be $300-400. Members would need to access the camera by downloading an app (it wouldn’t be accessible on the website). David stated that it wouldn’t be acceptable to add the service to a member’s personal account. After discussion, this idea was tabled until Richard Wilkes is back and can help address the current system issues.
Date/Place of Next Meeting
Wednesday February 05, 2020 9:00-11:00AM in the Kiva Club Bonito Room.
Dates for Future Meetings
TBD
Adjournment
The meeting was adjourned at 11:25 AM.