skip navigation

BOARD MEETING MINUTES

2019 Virginia Indoor Tennis and Pickleball Club Board Meetings

All meetings will be held at the club at 5PM

January 2nd

February 6th

March 13th (changed from March 6th)

April 3rd cancelled till May 1

May 1st

June 10th

July 10th (changed from July 3rd)

August 7th

September 4th

October 2nd

November 6th

December 4th

 

MONTHLY BOARD MEETING MINUTES

02/11/2018 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

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

Guests: George Erickson

Budget and Finances

  • Indoor court resurfacing
    • City council agreed to pay $36,000 to cover the bid to resurface courts
      • Covers currently uncarpeted area in the facility
    • The council had originally budgeted $45,000
    • Resurfacing will occur after June 10th and will take approximately 1 week
  • The lobby redesign will be delayed until new manager is hired

Manager’s Report (Jim Prittinen)

  • Coverage during Jim’s absence discussed
  • Will work until September 1st and have an overlap period with new manager

Other Business

  • VITPC Board Bylaws
    • Discussion of current VITPC bylaws
    • March will be the annual organizational meeting with officer nominations and voting
    • George Erickson expressed his concern with the current bylaws and how the board is following the bylaws
  • Repainting
    •  Painting steel poles between courts to match could be contracted or done by city employees
    • Potentially done during court resurfacing
  • George Erickson concerns
    • Website funding
    • Advertising costs and opportunities
  • Facility manager/club professional hire
    • Position was posted to the United States Professional Tennis Association website, posted at the club, and discussed with local candidates
    • Tom B. and Matt H. evaluated and responded to candidates
    • Discussions held with Jim P. about managing the club
    • Meeting with Dave Gunderson to discuss position
    • Decision expected to be made on the manager position by the end of March

                  

03/07/2018 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

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

Other Business

  • Current employees and employee training discussed
  • Current and past membership list needed from Jim P.
  • VITPC Board Bylaws
    • Revisions
      • Treasure position was eliminated
      • Manager will be accountable for budget
      • Board size discussed
      • Membership not required to be on the board (Voted 3-1, approved)
      • City council approval of board members discussed
      • Free court time for employees and volunteers discussed
      • 2-year term limits
    • Annual organizational meeting
      • Tom Butorac unanimously voted to remain board president
      • Amy Gunderson unanimously voted to be the vice-president
      • Matt Hennen unanimously voted to be the secretary

 

04/08/2018 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

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

Budget and Finances

  • Dedicated computer is required for the club
  • Indoor court resurfacing is scheduled for July 30-August 6.
    • Need to get contracted company to visit the facility prior to project beginning
    • Discussed court speed options
  • New tennis racquet stringing machine discussed
    • Club needs better stringing options

Other Business

  • High school tennis teams’ court usage
    • Official court use policy during high school tennis matches and practice:
      • During all varsity high school tennis matches, no courts will be available for members or non-members to use until the match has been completed.
      • During Eveleth and Virginia contracted high school tennis team practices, it will be up to the coaches’ discretion to leave courts open for member and non-member usage.
      • For non-contracted high school practices, one court will be left available for member and non-member usage, but the court may be used by the high school team if not being in use.
    • Adjusting practice times was discussed
  • Monday adult drills is being moved to Sunday nights to avoid conflicts with high school boys tennis
  • Current and past membership list needed from Jim P.
    • Bob P. is following up with Jim
  • Discussion involving key fob/cards for members
  • Bob has been letting people into the club to play outside of club hours when contacted
  • Call forwarding could be setup from club phone to manager
  • Discussion of future board meetings being held on Sunday mornings at the club
  • VITPC Board Bylaws
    • Revisions being finalized
  • A special meeting with Dave Gunderson was setup to discuss the club manager’s position

    04/08/2018 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

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

    Budget and Finances

  • Dedicated computer is required for the club
  • Indoor court resurfacing is scheduled for July 30-August 6.
    • Need to get contracted company to visit the facility prior to project beginning
    • Discussed court speed options
  • New tennis racquet stringing machine discussed
    • Club needs better stringing options
  • Other Business

  • High school tennis teams’ court usage
    • Official court use policy during high school tennis matches and practice:
      • During all varsity high school tennis matches, no courts will be available for members or non-members to use until the match has been completed.
      • During Eveleth and Virginia contracted high school tennis team practices, it will be up to the coaches’ discretion to leave courts open for member and non-member usage.
      • For non-contracted high school practices, one court will be left available for member and non-member usage, but the court may be used by the high school team if not being in use.
    • Adjusting practice times was discussed
  • Monday adult drills is being moved to Sunday nights to avoid conflicts with high school boys tennis
  • Current and past membership list needed from Jim P.
    • Bob P. is following up with Jim
  • Discussion involving key fob/cards for members
  • Bob has been letting people into the club to play outside of club hours when contacted
  • Call forwarding could be setup from club phone to manager
  • Discussion of future board meetings being held on Sunday mornings at the club
  • VITPC Board Bylaws
    • Revisions being finalized
  • A special meeting with Dave Gunderson was setup to discuss the club manager’s position

 

 

05/02/2018 Virginia Indoor Tennis and Pickleball Club (VITPC) Board Meeting Minutes

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

Non-board member attendees: Dave Gunderson

Budget and Finances

  • Connecting the club to the city’s computer system
    • Allow better tracking of payments, memberships, etc.
  • Revised financial statements from the city that are more understandable to the board would be useful

Manager’s Report

  • Discussion of manager transition period during summer indoor court resurfacing (July 30th)
  • Virginia summer youth tennis program will not use the indoor facility on Tuesdays and Thursdays, but they will use on Wednesdays in the event of rain
    • Courts will be available for pickleball on Tuesdays and Thursdays
  • Scheduling issues and business hours

Other Business

  • The facility manager position has been offered to Dave Gunderson
    • Contract discussions are ongoing
      • 2.5 year contract (September 2018-December 2020)
      • Evaluating $30,000 annual salary for Dave G. with $25,000 for other employees (total $55,000).
      • Contract with Dave will be for 30 hours/week
      • Discussion of keeping private lesson money (members only), rather than the current agreement 75% to the professional and 25% to the club
      • Contract should be finalized by June 1
    • Tom B. and Dave Gunderson will meet with the Virginia City Council to establish a 2019 budget
    • Current employees will be informed of their future status
  • The College of St. Scholastica will pay for scheduled court time that went unused recently by the tennis team
  • Keyless entry discussed
  • Tennis ball purchases for the facility discussed

2015 NO MARCH MEETING

2015 JUNE- NO BOARD MEETING