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BOARD MEETING MINUTES

MONTHLY BOARD MEETING MINUTES

Board Meeting Minutes

08/07/2017 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

Attendees: Tom Butorac, Amy Gunderson, Jim Prittinen, Cullen Warren, and Matt Hennen (recording minutes)

Finances

  • Budget
    • We are currently slightly over budget in 2017
      • Paying manager position a higher wage
      • Free summer lessons were heavily utilized which required more staff thus increasing costs
      • Monday night lesson costs
    • Meeting with finance department of the City of Virginia
    • Jim and Amy working on new membership and lesson fees proposal
    • Discussion of ways to increase revenue
  • Look into keyless entry again
  • Resurfacing courts
    • Not occurring in 2017
    • Was not put out for bid by the city
    • Hopefully will happen in 2018

Building Maintenance/Repairs/Remodeling

  • Discussion of remodeling the lobby
  • Use of city employees for labor
  • Discussion to be had with an architect
  • Build a storage shed on-site
  • New paper towel dispensers for bathrooms
  • Padding for steel pillars behind courts 3 and 4

Other Business

  • Grips, tennis balls, vibration dampeners, extension cords need to be ordered
  • A new book or system for taking court times needs to be developed
  • A better process for tracking payments needs to be implemented
  • Organized activities for kids discussed

 

 

03/06/2017 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

Attendees: Cullen Warren, Amy Gunderson, Tom Butorac, Jim Prittinen, Matt Hennen (recording minutes)

Finances

  • Approximately $2,500 in additional revenue has been generated from various activities including college tennis matches, Mountain Iron-Buhl archery club, etc.
    • College tennis teams are being charged $15/hr per court.
  • The defined budget goal is to meet the operating costs of $50,000 annually.
    • Does not include building maintenance costs.
  • Eveleth School District
    • Had not been invoiced for the previous year’s tennis facility usage.
    • VITPC is due $2,000 from Eveleth Schools for high school girls tennis facility usage from the fall of 2016.
    • They will also pay $2,000 for boys tennis facility usage during the spring of 2017
    • We need to agree to a new contract for the 2017-2018 school year.
      • Seeking $5,000 for entire school year ($2,500 per high school tennis season)
      • The Eveleth coaches will supply 2 cases of balls at the beginning of the season for use at the facility.
  • Other area high schools court usage for practice
    • Will be charged $20/hr of court time
  • High school tennis captain’s practice
    • $20/hour for team or $5 per person (limited to 1 hour)

High school/College team court usage policies

  • Attempt to get college teams in as early as possible (prior to standard facility opening time) on weekends to allow members court availability later in the day.
  • High school captain’s practices will be limited to one hour and ideally one court would remain open to allow members court time.
    • The facility will supply tennis balls.
    • Teams need adult supervision.

Other business items

  • Facility maintenance issues continue to be discussed.
  • Advertising opportunities as a revenue source.
    • Potentially on walls of building.
    • Hold off until next year.
  • CPR/First Aid/AED
    • Training currently not provided for employees.
    • Discussed paying for training by club.
    • Operational condition of AED discussed.
  • Gift certificate discussed for those that assisted with water/ice cleanup in facility.
  • Virginia Parks and Recreation summer tennis program.
    • Jeff and Lynn Mauston will continue to run the program.
    • Club will get surplus funds from program.
    • Pickleball conflicts continue on rainy days when the program uses the facility.

 

 

03/06/2017 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

Attendees: Cullen Warren, Amy Gunderson, Tom Butorac, Jim Prittinen, Matt Hennen (recording minutes)

Finances

  • Approximately $2,500 in additional revenue has been generated from various activities including college tennis matches, Mountain Iron-Buhl archery club, etc.
    • College tennis teams are being charged $15/hr per court.
  • The defined budget goal is to meet the operating costs of $50,000 annually.
    • Does not include building maintenance costs.
  • Eveleth School District
    • Had not been invoiced for the previous year’s tennis facility usage.
    • VITPC is due $2,000 from Eveleth Schools for high school girls tennis facility usage from the fall of 2016.
    • They will also pay $2,000 for boys tennis facility usage during the spring of 2017
    • We need to agree to a new contract for the 2017-2018 school year.
      • Seeking $5,000 for entire school year ($2,500 per high school tennis season)
      • The Eveleth coaches will supply 2 cases of balls at the beginning of the season for use at the facility.
  • Other area high schools court usage for practice
    • Will be charged $20/hr of court time
  • High school tennis captain’s practice
    • $20/hour for team or $5 per person (limited to 1 hour)

High school/College team court usage policies

  • Attempt to get college teams in as early as possible (prior to standard facility opening time) on weekends to allow members court availability later in the day.
  • High school captain’s practices will be limited to one hour and ideally one court would remain open to allow members court time.
    • The facility will supply tennis balls.
    • Teams need adult supervision.

Other business items

  • Facility maintenance issues continue to be discussed.
  • Advertising opportunities as a revenue source.
    • Potentially on walls of building.
    • Hold off until next year.
  • CPR/First Aid/AED
    • Training currently not provided for employees.
    • Discussed paying for training by club.
    • Operational condition of AED discussed.
  • Gift certificate discussed for those that assisted with water/ice cleanup in facility.
  • Virginia Parks and Recreation summer tennis program.
    • Jeff and Lynn Mauston will continue to run the program.
    • Club will get surplus funds from program.
    • Pickleball conflicts continue on rainy days when the program uses the facility.

 

 

03/06/2017 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

Attendees: Cullen Warren, Amy Gunderson, Tom Butorac, Jim Prittinen, Matt Hennen (recording minutes)

Finances

  • Approximately $2,500 in additional revenue has been generated from various activities including college tennis matches, Mountain Iron-Buhl archery club, etc.
    • College tennis teams are being charged $15/hr per court.
  • The defined budget goal is to meet the operating costs of $50,000 annually.
    • Does not include building maintenance costs.
  • Eveleth School District
    • Had not been invoiced for the previous year’s tennis facility usage.
    • VITPC is due $2,000 from Eveleth Schools for high school girls tennis facility usage from the fall of 2016.
    • They will also pay $2,000 for boys tennis facility usage during the spring of 2017
    • We need to agree to a new contract for the 2017-2018 school year.
      • Seeking $5,000 for entire school year ($2,500 per high school tennis season)
      • The Eveleth coaches will supply 2 cases of balls at the beginning of the season for use at the facility.
  • Other area high schools court usage for practice
    • Will be charged $20/hr of court time
  • High school tennis captain’s practice
    • $20/hour for team or $5 per person (limited to 1 hour)

High school/College team court usage policies

  • Attempt to get college teams in as early as possible (prior to standard facility opening time) on weekends to allow members court availability later in the day.
  • High school captain’s practices will be limited to one hour and ideally one court would remain open to allow members court time.
    • The facility will supply tennis balls.
    • Teams need adult supervision.

Other business items

  • Facility maintenance issues continue to be discussed.
  • Advertising opportunities as a revenue source.
    • Potentially on walls of building.
    • Hold off until next year.
  • CPR/First Aid/AED
    • Training currently not provided for employees.
    • Discussed paying for training by club.
    • Operational condition of AED discussed.
  • Gift certificate discussed for those that assisted with water/ice cleanup in facility.
  • Virginia Parks and Recreation summer tennis program.
    • Jeff and Lynn Mauston will continue to run the program.
    • Club will get surplus funds from program.
    • Pickleball conflicts continue on rainy days when the program uses the facility.

      03/06/2017 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

      Attendees: Cullen Warren, Amy Gunderson, Tom Butorac, Jim Prittinen, Matt Hennen (recording minutes)

      Finances

    • Approximately $2,500 in additional revenue has been generated from various activities including college tennis matches, Mountain Iron-Buhl archery club, etc.
      • College tennis teams are being charged $15/hr per court.
    • The defined budget goal is to meet the operating costs of $50,000 annually.
      • Does not include building maintenance costs.
    • Eveleth School District
      • Had not been invoiced for the previous year’s tennis facility usage.
      • VITPC is due $2,000 from Eveleth Schools for high school girls tennis facility usage from the fall of 2016.
      • They will also pay $2,000 for boys tennis facility usage during the spring of 2017
      • We need to agree to a new contract for the 2017-2018 school year.
        • Seeking $5,000 for entire school year ($2,500 per high school tennis season)
        • The Eveleth coaches will supply 2 cases of balls at the beginning of the season for use at the facility.
    • Other area high schools court usage for practice
      • Will be charged $20/hr of court time
    • High school tennis captain’s practice
      • $20/hour for team or $5 per person (limited to 1 hour)
    • High school/College team court usage policies

    • Attempt to get college teams in as early as possible (prior to standard facility opening time) on weekends to allow members court availability later in the day.
    • High school captain’s practices will be limited to one hour and ideally one court would remain open to allow members court time.
      • The facility will supply tennis balls.
      • Teams need adult supervision.
    • Other business items

    • Facility maintenance issues continue to be discussed.
    • Advertising opportunities as a revenue source.
      • Potentially on walls of building.
      • Hold off until next year.
    • CPR/First Aid/AED
      • Training currently not provided for employees.
      • Discussed paying for training by club.
      • Operational condition of AED discussed.
    • Gift certificate discussed for those that assisted with water/ice cleanup in facility.
    • Virginia Parks and Recreation summer tennis program.
      • Jeff and Lynn Mauston will continue to run the program.
      • Club will get surplus funds from program.
      • Pickleball conflicts continue on rainy days when the program uses the facility

 

 

 

2015 NO MARCH MEETING

2015 JUNE- NO BOARD MEETING