Board of Directors Meeting – December 20, 2022
Cypress Room, Lodge Building
3:30pm
The TPPC BOD meeting was called to order at 3:30pm in the Cypress Room in the Lodge. A quorum was present.
BOD Members present: Ellingson, K. Powers (phone), Crane, Hunter, Knowlton, Kohlberg, Rocheleau
Minutes of the November 21, 2022 Meeting - A motion to approve the Minutes of the November 21, 2022 meeting with changes was made and duly seconded. The motion passed.
Minutes of the November 3 and 4, 2022 Special Meetings – Motions to approve with changes the minutes of the special Nov 3 and 4, 2022 minutes were made and duly seconded. The motions passed. The dates recorded here are incorrect and should actually be
December 3, 4, 2022. This error was discovered and corrected via this note on Jan 18,2023.
Director and Committee Reports
Secretary and Communications Committee Reports. Liaison Crane reported for her Committee.
Bulletin Board - Bowe updated the Bulletin Board and created a new Fall court calendar that was placed on the Courts Bulletin Board today. She has also coordinated with webmaster Bruce Eisenhard to update the calendar on the TPPC website.
Sunshine Lady – Connie Smith has had members sign and then sent get well cards to two members who have had severe illnesses this month and one sympathy card. Anyone who knows of members who need sympathy or get well cards should contact Connie.
Communications – Crane handles emails via Den that usually go to the entire membership.
--Welcome letters go out to new members. B. Powers signs up new members in Den and then Crane sends them Welcome letters giving new members information about the Club, Den Sign-up, etc. Many new members continue to sign up.
--Other emails – Weekly cookout notices, Friday Fix, Friday Flash, quarterly TP Bulletin.
--Special notices to the entire Club via the Den like the Reindeer Games Tournament, special clinics, and cookouts with games like Bingo and Horseracing.
Treasurer and Finance Committee Reports. Liaison K. Powers reported the TPPC Treasury balance of $12,902.38 with total of 1173 Club members. Powers thanked Christine Greene, who has helped with membership.
Cash Flow. K. Powers moved that a savings account be opened at Truist Bank with Treasurer Powers and President Knowlton as signers. Knowlton seconded the motion which passed unanimously.
Powers indicated six transfers a month and unlimited deposits could be completed with no fees.
--$40 in petty cash is allocated for cookouts for change and money.
--Powers distributed a Cash Flow Report with an overall total of $7,823 on 12/16/2022.
--Membership/Donations Committee. Powers reported 89 new members have been processed from Nov 1 to Dec 16.
--Pickleball Den. K. Powers moved, seconded by Hunter, to buy Den subscriptions for 1200 anticipated memberships at the current rate of $3 by 12/31/2022 before the increase to $4 rate on 1/1/2023. The motion passed unanimously. K. Powers made a motion to move forward with a proposed agreement with Den to lock in the $4 rate on 1/1/2023, for 2 years. The motion passed. Rocheleau suggested looking at other software packages (cost and amenities) and compare with Den subscriptions that need to be purchased to handle anticipated 2023 memberships.
Social Committee. Liaison Rocheleau stated his sub-committees had met on the following:
--Cookouts – In 2023 cookouts will be held on the first Saturday of the month at the Pavilion. Other Pavilion reservations previously made would be cancelled. K. Powers clarified that no alcohol would be provided by the Club at the New Year’s Eve Party. Rocheleau moved, seconded by K. Powers, that the club will not sell, allow the sale of, or provide alcohol at any TPPC event without the appropriate license and liability insurance coverage. The motion passed.
--Wedneday Night Social Event. Starting on Dec. 21, T. Asbel will organize and direct the Wed. Night Event similar to the way the event had been run in the past.
Facilities Committee. Liaison Kohlberg reported on the following:
--2 Sponge rollers were damaged and Dienes, TP Facilities, will try to fix or replace them. Dienes will get spare rollers if needed.
--Ball machine batteries are burned out. The machine needs to use the AC power outlet at the light post and the wire is covered by a mat. TPCA will purchase a battery if needed.
--Kohlberg will submit an RFA to get Common Grounds to blow grass clippings out of the courts on the west side in the morning.
--Kohlberg stated the paddle racks need hooks to attach to the fence so they cannot fall off the fence. Zip ties on each rack are also needed so the racks are affixed to the fence by cts.10-12.
--The Dinking mat provided by Club member Jokel has been hung on the backboard on Court 1.
--Windsocks were purchased with longer posts. They need to be removed in severe weather.
--Dalley oversees the first aid kits and is keeping them replenished.
--Christmas wreaths made by member Staples have been hung at the entrance to the courts.
--In cold weather the pickleballs at the courts can crack easily. Members Holland and Lightfoot stock balls each morning at the courts. It is noted that below 50 degrees it may be necessary not to restock balls in the holders. Members may need to bring their own balls if they are playing at that temperature.
--End caps on bleachers are coming off and players are having ankle injuries. Dienes will check.
--Leaf blowers will be tested as they are not removing water as needed and batteries wear down quickly.
Administration Committee. Liaison Hunter reported the committee will be looking at the following:
--Policy for guests signing up to play, reviewing the Club by-laws prior to the annual meeting in March for any needed changes.
--Hunter moved, seconded by Powers that the December 2021 motion not to approve guests for membership during 2022 be extended to 2023. The motion passed unanimously.
--Bowe suggested that at popular play times (e.g., 7-11am) guests not be able to sign up on Den especially during holidays. Knowlton will look at member numbers via Den to identify times to omit guests.
Hunter stated the By-laws must be approved by the Board and sent out to the membership for review at least 30 days before the Annual Meeting.
--It was noted that some members were having difficulty locating BOD minutes on the TPPC Website. They can be found under Club Business – minutes.
Training and Development Committee. Liaison Ellingson reported that Howard will be in charge of setting up and staffing lessons with mentors from 1-3pm on M, W, F: Mon. for beginners/novice players on Cts. 1-2, cts 3-4 novice play with mentors; Wed. for skills for 8 players on 2 cts., Fri. Cts 1-4, lessons on next steps needed and key shots.
Other Items
Knowlton stated the next BOD meeting would be on Jan 3 at 3:30pm at the Lodge. Kohlberg suggested that TP Board candidates be invited to a cookout to speak for 5 minutes and answer questions.
K. Power moved, seconded by Rocheleau, to adjourn the meeting (5:05pm).