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
