Virginia Indoor

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