Pickleball University Board Meeting

March 27, 2024 at 5PM

Location: The Lakes at Waterway Village, Vero Beach, FL

1. Call to order 5:03PM

1. Claire Miller, President; Chuck O’Hanlon, Vice President via Facetime; Steve Bull, Vice President ; Tom Frechette, Treasurer; Bob O’Leary; Joe Mendola; Loretta Potts, Secretary.
2. Quorum- all members present.
3. Proof of Notice

Upcoming board meetings are posted at the end of the meeting minutes and in PBU 411.

4. Approval of previous minutes

Tom motions to accept the minutes. Claire seconds this motion. Motion passes 6 to 1.

5. Monthly Financials

Wells Fargo Checking : $21,077.95

Wells Fargo Savings : $12,198.61

Wells Fargo $100,000.00 4-month CD at 5%

Fidelity Account: $296,230.68 at 5.1%

6. Old Business
7. Member complaint outcome. As described in the Disciplinary Procedures, a letter was sent to a member in question letting this person know that this type of behavior is not acceptable.
8. Open Board positions. It was discussed that there were other members that had expressed an interest in applying for the board. After discussion it was decided to add a week to the time limit for applications. The time of interviews was determined: April 26 at 5PM and April 27 at 3PM at the Lakes at Waterway Village card room.
9. Landscaping project updates. Steve has a rough budget projected a budget of $150,000.00 to complete this project for landscaping. He is working with the city and doesn’t anticipate any issues at this time. In prior meetings with city officials, they indicated support for the project as well.  Steve makes a motion to budget $170,000.00 for the completion of this project which will still leave the club in a strong cash position moving forward after completion.  Loretta seconds this motion. Motion passes unanimously.

Steve continued the discussion about the bids that are coming in and the added yearly costs associated with adding infrastructure and that they need to be included in the annual budget, moving forward and to plan accordingly.  That figure could be as high as $8,000 to $10,000 per year.  Water filters, annual cleaning and sanding of bricks, power washing, depreciation of equipment, and other items were mentioned.   We also discussed when to order the Pergolas since it will take 6 to 8 weeks for them to arrive. The fear was that if the city denies the project, that we would have these. We discussed that even f the city, for some reason, denies, this, the Pergolas could still be used so it was decided to order them. We are hoping to start the project in late April or May when the courts are slower. Claire brought up that we need to renegotiate the contact with the city to extend our lease since we are spending this large amount of money on these improvements. Claire and Steve will continue to work with them.

7. New Business

1. Welcome and introduce new board member, Dr. Joe Mendola. We all welcomed him and know he will help move the club forward into the near future.
2. Post Tournament summary.

The tournament was a success and enough money was made from this to have a profit but we did not have as many players as last year so final results are not known yet.  Overall, we had very high reviews.  Some of the improvements we could work on were some of the women were not happy with the restrooms. We heard some complaints were made because of the lack of referees. Only one was present at any one time. Other complaints from participants were that there were no courts available for them to warm up on. These will be addressed at another time.

1. Member complaint discussion. The club received a correspondence from 3 members affected by a round robin situation and they detailed a problem with a specific individual. All Board Members read the letters and it was determined to send a letter to the member in question to tell his side of the story. Further discussion will continue after this is received.
2. Primetime Discussion. Currently, Prime time is 8 am to 1 pm and 5pm to 7pm. There is a Round Robin In the evening and that we had discussed in the past that this will continue. The board discussed this, and it is decided to leave the round robins alone since there have not been any problems or complaints. There is less court usage in the evening as in the past. IT was decided that if someone asks to run a Round Robin, Chuck will send it to the board for an email approval from all members. Claire makes a motion to leave the Round Robins alone. Steve seconds this motion. Motion passes unanimously.
3. Associate membership. Chuck proposes that we allow an associate membership plan. This plan is meant so that this class of members would be able to play on off hours to be determined and a cost to be determined.  Steve brought up that the season is almost over and these same people that might be interested would be able to be on the Waitlist soon considering the busy season is over and considering the load on the courts in the summer and through fall.  The club being financially secure didn’t need the hassle of balancing two sets of memberships with limited resources was also discussed.  Chuck motions to approve the Associate Membership. Bob seconds this motion. Motion fails 5 to 2.
4. Waitlist discussion. So far, 84 people on the Waitlist. Steve asked to table this discussion.
5. Bob brought up using cards for the Guest Passes the next time this is done. This discussion will also be tabled until it is brought up in the New year.

6. Next meetings April 26 at 5pm and April 27 at 3pm when board candidates will be interviewed.

             Bob motions to adjourn. Claire seconds that motion at 6:26pm. Motion passes Unanimously.

Pickleball University Board Meeting Minutes

February 28, 2024
Location: Lakes at Waterway Village

1. Call to Order 5:00PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Facetime ;
Steve Bull, Vice President; Bob O’Leary, Tom Frechette, Treasurer; Dave
Caswell, Loretta Potts, Secretary.
2. Quorum- all board members present.
3. Proof of Notice
Upcoming board meetings are posted at the end of the meeting minutes and in
the PBU 411.
4. Approval of previous meeting minutes
The board discussed wording in the January minutes and each person’s
recollection. They were revised and approved.

5. Monthly Financials
Wells Fargo Checking: $30,776.67
Wells Fargo Savings: $12,196.19
Wells Fargo 4-month CD: $100,000.00
Fidelity account in CD: $296,021.72
Fidelity Money Market Account: $36,000.00
6. Old Business
A. Fidelity Money Market Update: $36,000 was moved from Wells Fargo to
Fidelity Money Market Account.
B. Open Board Position due to Dave Caswell leaving the board.
Claire and Steve spoke to 2 possible candidates, one showed interest in
being on the board. This person was interviewed by all members of the board
and a letter from this candidate was received by the board explaining his
interest and qualifications. A discussion ensued about his qualifications and
his interest in the position.

A discussion also ensued to put this in the PBU411 before a decision was
made and pros and cons were discussed. A motion was made by Bob and
seconded by Chuck to advertise the position. Motion fails 4 to 3.
Claire motions to accept Dr. Joe Mendola to replace Dave Caswell. Steve
seconds this motion. Motion passes Unanimously.
There was a discussion in addition on how to fill the 3 seats that will be
vacant by the end of the year and how and when we should replace these
individuals. There was a motion by Claire and seconded by Steve to
advertise these positions in PBU411 so that they can be added by years end
and there will be a transition period. Motion passes Unanimously.

C. Tournament Update and Planning
Claire spoke to Diane who will run the software for the tournament, and she
was confident from the past tournaments that she ran that many people would
sign up at the last minute. There are only 166 people registered and
considering the budget that Steve ran, at current numbers the club should
come close to breaking even and there is still an upside if we get an influx of
people. The tournament will go on as planned.

D. Landscaping project updates.
Steve and Dave discussed potential plans, amenities, and a preliminary
budget being somewhere in the $150,000 target. PBU is still gathering
information and working with the city to nail down requirements. The project
will hopefully include additional amenities such as a shade structure,
dedicated water station, brick pavers, Propane, Grill, Fire Pit, additional
outside seating. Budgets and amenities are still being discussed and bids are
being obtained to come up with a realistic budget. City Planning and
recreation have been contacted to inform them and work through codes. No
budget has been approved at this time.

7. New Business

A. Summary of recent general meeting 2/19/24
The board discussed the meeting that was recently held and viewed the
outcome as positive. We were all pleased with the support and interest
shown by the membership and thank the people that attended. Many good
suggestions came from the meeting that will be considered.

B. Round Robin Policy
There was discussion around a recent conflict in our policy when the club had
scheduled a round robin at 6:30 in the morning that conflicted with our policy
of having no round robins before 1pm. Our policy is that all round robins were
to occur between the hours of 1:00 PM and 5:00 PM. This policy is in place
so that that our members can play singles, practice, and take lessons and not
to interfere and butt up with General Play which could cause conflicts.
Although courts are available early, scheduling a single round robin at that
time could cause confusion and it could be argued that a special party is
getting favorable treatment. It was discussed that this is best handled by
having individuals simply use the courts that are available without signing up
in Court Reserve. And in the unlikely chance that the courts are completely
being used, they will have to put their paddles in the paddle box, which is the
norm for general play. After much discussion, Bob motions to allow the
6:30am Round Robin if it ends promptly at 8:00 a.m. Chuck seconds this
motion. Motion fails 5 to 2. It was decided to remove this early Round Robin
from Court Reserve and carry on the initial policy with Round Robins starting
at 1PM and running to 5:00 PM.

C. Member complaint discussion and action.
Pursuant to our round robin discussion in New Business in Topic B above,
there was an incident that occurred with a round robin group that was playing
at 6:30 in the morning. They were approached by a member that told them
they were not allowed to play during those hours according to our existing
policy and that they should leave the courts. The group thought that his
demeaner and tone was unsatisfactory and that they were not treated fairly by
his actions. Two of the members filed complaints.

After reviewing the 2 complaints and reading the story that was provided by
the individual and discussion, Bob motioned that we suspend the person for 1
week, and Chuck seconded it. Motion fails 5 to 2.
Claire makes a motion to send a written warning to this individual. Tom
seconds this motion. Motion Passes Unanimously.
A letter will also be sent to the 2 members that sent complaints about the
results of our discussion.

D. Minor corrections to website on disciplinary procedures verbiage (which can
be found under the BOARD tab under Code of Conduct/Rules) was
discussed. Complaints must be in a written statement so the respondent can
reply. Steve Motions to require written statements for complaints. Bob
seconded. Motion passes Unanimously.

E. Thanks and gratitude were expressed, from all the board members, for Dave
Caswell’s service to the board.

6. Next meeting was scheduled: Claire motions to adjournment. Tom Seconds
this motion. Motion passes Unanimously.

Next meeting: March 27, 2024, at 5:00 p.m. at the Lakes at Waterway Village

Pickleball University General Meeting

February 19, 2024

Location: Community Center of Vero Beach

1. Call to Order
Claire Miller, President; Steve Bull, Vice President; Chuck O’Hanlon via
Facetime, Vice president; Dave Caswell, Tom Frechette, Treasurer; Bob O’Leary,
Loretta Potts, Secretary.

2. The president introduced the board and gave a summary of improvements to the
club in the last two years. These have included:
 Court Reserve platform
 Lights
 Renovated courts.
 Working on going to a 501-C3 so sponsors make write-offs.
 Cameras on the courts
 Court usage charts
 PBU logo on windscreens
 Formal budget
 Club clothing online website
 Formal disciplinary procedure

3. Financials from Tom Frechette
Assets: Wells Fargo checking and savings, Fidelity Money Market
$400,000.00 approximately
Quarterly Financials posted each month on the website.
Monthly output $9-$10,000
4. Landscaping improvements
Discussion on these improvements. After obtaining estimates, the board felt that
the price of adding 2 courts at Poco was not needed and too expensive, but the
remainder of the improvement project is still feasible. The area next to the courts
will be improved with pavers, a possible firepit, and water station, and chairs and
picnic tables, 2 large Pergolas on each side for shade while waiting to play. One
point entry discussed. Steve explained that the inside fence will be dropped for

high top tables and chairs so people can watch play. Only 1500 ft of pavers
allowed so some green areas will be placed. Potable water available on the
north court side so that will allow a drinking fountain of some kind. Two additional
conduits for Firepit and barbecue and possible misting centers. Our license
agreement with the city will need to be modified so PBU has control of the
enclosed area, and appropriate permits obtained.
Hoping to make PBU a social club with social hours and other events.
Question about entry gate and parking…. will rely on landscaping architects to
help with this. Hope to have a one-point entry into north court with shade
structure for gatekeeper. Existing gates on north and south will remain the same
except fence will be lower.
Joe Walsh asked a question about gatekeeper’s position. Possible tiki hut or
shade. Joe also asked about his wife’s memorial bench and hopes this will be
placed in a good place. Claire explains that this was considered along with Mona
Russell’s bench, and they will have special places for these.
Where would the paddle boxes be? This will probably stay the same.
Dave explains to the membership that the plan was to make this Disney like, so
it is more of a destination.
Kate Hoffman asks whether the city is amenable to these changes. The board
continues to liaise with the city and they are in support of our improvements.
Gatekeepers will not handle 1 paddle box well.
Kate Bena asks about how this will affect the gatekeepers. Too many people
handling paddles and hanging around the box.
Mary Colacino asks about the one-point entry. This allows mixing of groups. 2
Pergolas for north and south courts. 22 Ft and 12 ft wide and 8 ft tall for Pergolas
with chairs and high tops possibly. 4FT windscreens on the inside fence.
Steve asks about benches. Our hopes are to recycle them into this plan since
many are memorials and sponsors.
Violante asked about electronic tags to get into courts rather than wristbands.
The board is looking into that, but the cost may be too high at this time.

Laura asked about time frame. It will take around a month after all the permits
and plans are finalized. Hopefully, start in May.
Linda asked about the city plans for revitalizing the downtown area. In
publications, the city has cited updating the Community Center which will bring
more traffic and other serious changes that might affect Pocohontas Park and
PBU with traffic and parking concerns. Increasing the number of Pickleball courts
is in the plan. These concerns will be within the next 20 years, long past our
time. The point was made that they do not have any money to do any of these
changes. Claire and Steve have worked with the city on many occasions, and it
is unlikely that this is an immediate problem.
Johns question about the gates and how they swing. It is better to have sliding
gates. He is worried about the Pergolas and hurricane issues. These are built for
hurricane strength.
Brian asked about the swain that needs to be sloped away from the courts. He
wonders where the drainage will be. Steve told the members that there are 2
drains and Dave mentioned the retaining wall that will be by the palm trees.
Fuzzy asked about the fence to the sidewalk, there is a retaining wall.
Mari asked about the contract with the city. The hope is that we can restructure
this because of the amount of money spent on landscaping, lights, courts. We
hope to get an extension on the lease at least an additional 10 years. The
relationship with the city very good.
Bob mentions that once the 501-C3, sponsors can donate for covered courts or
other issues. He mentions how much work Steve and Claire and Dave have
done on this and how they have donated much of their time to this endeavor.
Budget is around $150,000 for these improvements. If other items were included,
such as covering courts, mentioned by Dick, this would cost a great amount of
money, more than we want or have to spend.
Dave mentioned that the courts are for all members, and anyone can play where
they choose to play, whether north court or south court people.

It was brought up that Pavers are expensive and labor intensive. There are less
expensive possibilities, but we emphasized that we want something that looks
good.
It was brought up to sell pavers with names on them. Kate brought up that once
there is a 501-C3, people can sponsor items such as the water
dispenser/Fountain.
5. Meeting adjourned. Members welcome to remain to ask questions to the
members of the board. Dave mentioned special Thanks to Sue Dinenno for the
rendering of this project. The members thanked the Board for taking the time to
show the improvements and take suggestions from members for other
possibilities to better our club.

Pickleball University Board Meeting
January 17, 2024
Location: Lakes at Waterway Village

1. Call to Order 5:07 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Facetime ; Steve Bull,
Vice President; Bob O’Leary, Tom Frechette, Treasurer; Dave Caswell, Loretta Potts,
Secretary.
2. Proof of Notice
Upcoming board meetings are posted at the end of the meeting Minutes.

3. Approval of previous Minutes.
Steve Motions to approve, Tom seconds the motion. Motion passes unanimously.

4. Monthly Financials
Checking: $66,956.30
Savings: $12,193.60
4 month CD opened at Wells Fargo with $100,000.00 at 4.5% by Claire and Steve
Fidelity Account: $258,480.35 (up $460.00 from last meeting)
Discussion of moving funds to Fidelity Money Market for better rates.
Claire motions to move $36,000 from checking to Fidelity Money Market to maximize
our rates. Dave seconds this motion. Motion passes Unanimously.
5. Old Business
A. Expansion project updates
The board received an estimate from Papico Construction for the building of two
courts. The estimate was for $150,000. After discussion and referencing court
usage history it was determined that two extra courts only benefit the members
during the hours of 8:00 to approximately 11:30 on any given day. The rest of the
day our 12 courts are not typically at full capacity and the funds could be better
invested in the areas outside our courts which will benefit members by adding

amenities such as brick pavers, places to sit outside the courts, a permanent shade
structure, fencing that will provide one point entry and other improvements.
Discussion of the plan continues for the Bull Pen area outside the courts but the
concept is to drop the fence so that spectators can view play from the outside and
the feel will be more like a private facility which PBU is. Pavers will be used rather
than grass areas. Water lines through city could possibly be used for washing areas
in the court, or a water fountain or cooler could be placed inside this area.
Discussion entailed about the possibility of misters in the summer hot months along
the shade structure. Internet was discussed to be available for players and court
attendants to access Court Reserve. A fire pit and a small food area for socials was
discussed. We will contact landscaping companies to gain additional ideas and costs
and present at an upcoming meeting so that members can give input.
B. 501-C3 conversion
Still waiting to hear from the IRS.
6. New Business
A. Membership numbers and waitlist
PBU closed membership on January 14. Total membership is now 1113 which is
approximately last year’s memberships amount of people. Our goal was to reduce
the membership number through attrition to 1050, but we had 5 percent less
attrition this year, compared to last year which accounted for the additional people.
The waiting list is 28 people as of today. Because of inflation and the additional
salary increases and holding of membership fees it was briefly discussed about
increasing rates in 2024. No budget exists for 2025 and no determination was
made.
B. Florida Pickleball League
Give the league Saturdays from 3pm to 6pm with 3 courts, non members pay $5
rather than the $10 drop in fees. All members in agreement since this is not
sponsored by PBU.
C. Guest pass next sales date. February 19, from 8 to 10am.
D. Bob suggests making a grounds committee with Dave Caswell in charge since Dave
will be moving off the board. Dave agrees. Bob makes this motion. Claire seconds
this motion. Motion passes unanimously.

E. Bob motions for a question/answer/suggestion period open for all members. Dave
seconds this motion.
1.     That Pickleball University shall host a meeting by the Board of Directors and its
members (“Members Meeting”) to answer member question, and receive member
suggestions regarding club operations, and to also allow presentation by the Board to
members of any plans for programs or physical changes to be made to the courts of
PBU campus remodeling courts desired by the Board.
2.     That the Members Meeting be held during evening hours, on a Monday, Tuesday,
Wednesday, or Thursday on or before February 20, 2024.
3.     That the date of the Members Meeting shall be selected by the president within
the time frame set forth in paragraph 2 above on or before January 25, 2024; if the
president shall fail to set the date of the Members Meeting then the Members
Meeting shall be held on Tuesday February 20, 2024.
4.     That the Members Meeting be held at the Vero Beach Community Center, and
failing an available date for at the Vero Beach Community Center then the Members
Meeting shall be held at the Indian River County Main Library.
5.     That the Board does herby authorize the expenditure of such reasonable sums as
to accommodate this resolution.
6.     That the Members Meeting shall be noticed on 411 emails as well as signage
placed on the bulletin board at the PBU facility.
Motion passes unanimously.
F. PBU Tournament.
Only 35 people signed up so far and last year, there were many more. Claire will
reach out to Diane to help advertise and place it on all platforms such as Facebook
and PBU 411. We will wait another month to make any decisions.

H. Future of the Board and Board Position Openings.
Claire makes a recommendation to find interested people in replacing open positions
on the board because there will be 3 people leaving at the end of the year, since their
term limits are up.  These 3 people hold prominent positions on the board. Discussion
ensued about planning for this now, and using vetted, qualified candidates that have
been interviewed, and who understand the extent of involvement and work required in
these positions.

The Board also discussed how to fill an immediate opening to fill Dave Caswell’s
director position.  Claire and Steve offered to speak to 2 people, one had shown

interest in coming on the board and the other a possibility, and to report back to the
board their interest and qualifications.  All board members agreed for them to do this
because each respective board member knew at least one of the people interested,
and agreed they may be good candidates to lead the club in the future.  No decision or
promise to any person would be offered but interest would be reported back to the
board for discussion. 

One week after this was agreed upon, and after it was discussed with the potential
candidates, Chuck made an email motion to board members to send a solicitation to
members for this one position via the PB411.  Bob seconds Chuck’s motion and called
for a vote on Chuck’s motion.

Chuck made a motion to post a notice on 411 that a Board opening will occur and
invite interested persons to contact the Board if they are interested in serving, Bob
seconded the resolution.  The resolution failed 4-3.

Steve and Claire will proceed with contacting these two possible candidates, one
has expressed interest and one that was recommended by board members as a
possible candidate and bring this back to the board for discussion.

Next meeting February 21, 2024, at 5PM at the Lakes at Waterway Village.
Claire adjourns the meeting at 6:38PM.

Pickleball University Board Meeting
November 29, 2023
Location: Lakes at Waterway Village

1. Call to Order 5:06pm
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Zoom or phone ; Steve
Bull, Vice President; Bob O’Leary; Tom Frechette, Treasurer; Dave Caswell; Loretta
Potts, Secretary.
2. Proof of Notice
Upcoming Board meetings are posted at the end of the meeting minutes.
3. Approval of previous minutes
Steve motions to accept October minutes. Dave seconded this motion.
4. Monthly Financials
Checking: $128,665.45
Savings: $12,188.51
Fidelity Account: $258,023.28

5. Old Business
A. Expansion Feasibility study at Poco, updates.
Steve and Claire met with the engineering firm Mills regarding changes that were
discussed at the last meeting. They also attended a meeting with Mills and Short
with city officials to inform us of some of their requirements moving forward.
Storm water drainage facilities need to be addressed.
PBU to modify lease.
Green space must be changed to a surface that does not require irrigation.
Trees that we negotiated and paid for by the city must be relocated.
Parking Signage is required.
There are no fence height requirements so we can choose the height but need to
address security inside the bullpen.

A payment was required for phase one and approved by the board of $3500.
Next step is to take prints and secure budgetary pricing to determine feasibility.

B. 501-C3 conversion.
Steve got a call from the IRS stating that this has been approved and they will refund
the $350 already paid. We are awaiting the paperwork for this from the IRS.

6. New Business
A. Membership Renewal Numbers
So far, 915 including lifetime members and more coming until the deadline
November 30, 2023.
B. Waitlist discussion
Due to the attrition rate remaining at 16%, the motion was raised to invite the first
100 into the club to reach a cap of 1043. They will have 2 weeks to pay in full. After
that, we will discuss how many more can be invited while keeping the cap.
Steve motions to invite the first 100 off the waitlist. Tom seconds this motion.
Motion Passes unanimously.
C. Nighttime Security at the courts
Skateboarders have been scuffing up the courts in the evening so locks will be
required to keep them out. Claire is searching for time locks to open at a certain
time in the morning for early risers on the courts. So far, she has not found any that
suits our needs. Further investigation is required. In the meantime before finding a
suitable solution, courts will be locked at 8:00 PM at the gatekeepers shifts and will
be opened in the morning by volunteers to secure the safety of the property.

D. Florida Pickleball League
It appears that not many have used the courts for the first session, but it is still early
for the leagues. Chuck will speak to Diane about the next session that begins in
January for the need to continue with using our courts and will update us.
E. Guest passes. These will be sold on New Years Day and possibly again in February, a

pack of 4 passes for $20. Each member will be able to purchase up to 2 packs.
Other 2023 passes purchased can continue to be used by member guests through
May 31 st , 2024.
F. Claire will order new 2024 member wristbands with a brighter color. These will be
sequentially numbered this year. She will research it online and order.

7. Next meeting January 10, Wednesday at 5PM at the Lakes at Waterway Village.
Meeting adjourned by Claire at 6:45 PM

Pickleball University Board Meeting
October 18, 2023
Location: Lakes at Waterway Village

1. Call to Order 5:04 PM
a. Claire Miller, President, Chuck O’Hanlon, Vice President via Zoom, Steve Bull, Vice
President via Zoom; Bob O’Leary via Zoom; Tom Frechette, Treasurer; Dave Caswell,
Loretta Potts, Secretary.
2. Proof of Notice
Upcoming board meetings are posted at the end of the meeting minutes.
3. Approval of previous minutes
Steve motions to approve September Minutes, Claire seconds this motion. Motion
passes unanimously.

4. Monthly Financials
Checking: $45,301.44
Savings: $12,185.92
Fidelity account: $257,350.02
Workers Comp insurance renewed 10/15/2023 $1,194.00.

5. Old Business
A. Expansion Feasibility study updates
Steve presented preliminary landscape layouts that were provided by Mills and Short.
The board discussed the project and came up with some concerns that were noted. These will
be detailed and sent back to the architect. These preliminary designs still needed some
additions and discussion. Mills and Short will continue to work with the city to under cover
construction and permitting issues. After the preliminary report is done and approved, the
project will move to budgeting.

B. 501 C3 update
Application submitted and pending. This could be 3 to 4 weeks until we hear if this is
approved.
C. CD Renewals. The 6-month CD in the amount of $158,000 has been renewed at 5.4%
interest until April 2024. Steve made the point that the club has excess cash in the
Wells Fargo account and that with cash flows from renewals coming in, this cash
would be better invested in CD’s until the cash is needed for capital improvements or
expenses. Steve proposes that we move another $60,000 to $70,000 to a CD or Money
Market until the club has the need to deploy cash. After the discussion, Bob motions
that we give Steve and Tom the authority to move this money to a CD or Money
market after he determines how much will be needed for yearly 2024 expenses and
capital improvements. Dave seconds this motion. Motion Passes Unanimously.
D. Florida Pickleball League. This topic was discussed via email after the September board
meeting and was not approved. One consideration why this was not passed was that
our legal counsel advised us that insurance would need to be provided by any outside
organization using our courts to protect PBU and the City of Vero Beach from liability.
Since out original decision, we were informed that the FPL is in fact able and willing to
provide insurance to both PBU and the City. Considering this, the fact that the courts
are vacant in the time they requested and many of our members support and want to
play in the league, a special motion was made by Claire Miller on 9/27/2023 and
seconded by Steve Bull via email to allow FPL to use 3 courts on a trial basis Saturday
from 3pm to 6:30PM for 8 weeks. Motion Passes Unanimously.
6. New Business
A. Question Pro Survey annual subscription was renewed at no cost to the club. Steve
negotiated a nonprofit free version.
B. 2024 Drop-in rates and times. After much discussion, it was determined to leave the
drop-in rates at $10 and starting November 1, 2023, this will start for drop ins at
8:30 as a trial period that can be changed later if this is not working well for the
members. Claire motions to accept this. Tom seconds the motions. Motion passes
unanimously.
C. 101 and 102 Monthly clinics. The time will change to 1pm for 101 and 2PM for 102
so as not to disturb open play. They will only use courts 3 and 4.
D. Coach’s new clinics. Each coach will offer a 1-hour clinic in their specialty. This will be
offered through Court Reserve and featured in the newsletter.
E. Chuck makes a motion to allow the coaches to use 2 courts for lessons starting at
12pm Monday through Friday based on the court availability as shown by the court
usage charts that the gatekeepers/court attendants recorded from December 2022
to June 2023. Bob seconds this motion.

Steve pointed out that the Round Robins were moved back to 1PM to give more
time for the general membership during open play. and suggested keeping the start
time for lessons and Round Robins during the season.
Vote 5-2
Motion failed.
F. Christmas party planning and budget. It was decided to have this again at the Elks
Club and a contract was signed for the rental for $500. The club will have a potluck
this year. A band will be hired as well as bartenders and the necessary insurance
obtained. The date is set for December 9, 2023, which is NOT the same as the
Christmas Parade on the island. Tickets will be $25 per person. The Annual Founders
Award will be presented at this time. Bob recommended that we seek out sponsors
for this event.
G. AED Replacement Cost and approval. Our Unit is not functioning, and we have a
loner. Claire motions to buy a new one at a price of $1416.00 and Dave seconds this
motion. Motions passes Unanimously.
H. Court Attendant hours. As of November 1, this will change to 11:00 a.m. to 2:00 p.m.
2:00 p.m. to 5:00 p.m. 5:00 p.m. to 9:00 p.m. so as not to conflict with volunteer
gatekeeper’s hours.
I. Timer gate Locks. A timer lock will be placed on both East side gates at closing each
evening and set to automatically open at a certain time each morning. Claire
motions to purchase these not to exceed $350 each. Steve seconds this motion.
Motion passes Unanimously.
J. Guest passes. 40% of those purchased last year have not been used so far. The
board decided to extend the period to April 31, 2024, so members can continue to
bring guests. These are non-transferable. There will be additional time in early 2024
to buy additional passes. The date to be determined.

7. Next meeting November 29, at 5 pm at the Lakes at Waterway Village.
Meeting adjourned by Claire at 7:32PM

Pickleball University Board Meeting
September 20, 2023
Location: Lakes at Waterway Village

1. Call to Order 5 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Zoom, Steve
Bull, Vice President; Dave Caswell, Bob O’Leary, Tom Frechette,
Treasurer; Loretta Potts, Secretary.
2. Proof of Notice
Upcoming board meetings are posted at the end of the meeting minutes.

3. Approval of Minutes
Steve Motions to accept minutes. Dave seconds the motion. Motion passes
unanimously.

4. Monthly Financials
Checking: $37,120.47
Savings: $13,180.45
Fidelity Accounts: $254,083.90
CD Renewals. These accounts are rolled over as they mature.
Tom Frechette, current Treasurer has been added with the appropriate
permissions on our Wells Fargo account to give him ability to perform his
duties.
Budgeting items: $1500 budgeted for new staff shirts. 50 will be ordered
initially in various sizes

Dave motions to accept this. Loretta seconds this motion. Motion passes
Unanimously.
Insurance Renewals: Claire paid our yearly liability and Director and Officer
insurance in the amount of $2700 and submitted to the city
5. Old Business
A. Expansion Feasibility study at Pocohontas.
Mills and Short have been awarded the architecture feasibility
development study. The study will cost PBU $3,500. Mills and Short will
be the liaison with the city to potentially develop 2 additional courts on the
Southwest side of the existing complex and to potentially develop an
enclosed area outside the existing eastside existing courts as a sitting and
socialization area with shade. They will be responsible for working out all
details with the city and utilities and the feasibility of moving the project
forward. The area would include brick pavers, sitting areas with tables, a
possible grill, and other amenities yet to be determined. The area would
include one point entry for ingress and egress which includes new fencing.
The feasibility study will take 3 to 4 months and if accepted will move to a
budgeting discussion and if approved will move to stage 2 which is
developmental drawings and bidding. The actual project, if approved,
would start approximately in June of 2024.
B. 501-C3 update. Waiting for a ruling with the IRS.

6. New Business
A. 2024 Proforma Income Statement
Steve built a Proforma income statement model for estimating what our 2024
Income Statement would look like and what cash flows would be needed
moving forward in succeeding years, balancing what is needed for capital
improvements in the future, and keeping the club sustainable into the future.
This model includes inputs that include attrition factors, our membership
rates for new and old members, and an inflation factor along with estimated
capital improvements. The goal was to understand our capital needs moving

forward, estimate our membership base more accurately, to balance any wait
list additions and to assure we have a sustainable club moving forward with
the possibility of less members in the future. Our survey last year pointed to
some controversy over the maximum number of members with many
members wanting less members. The annual attrition rate we know from
Court Reserve is around 15 percent annually and our model shows that at
that attrition rate, 149 members will not return for 2024. Presently, there are
1092 members, 96 are lifetime members.
We discussed increasing the membership fees to allow fewer members or
raising the initiation fee for people on the waitlist that were invited to join
the club. We also discussed how moving membership invoicing allows the
club to make better decisions moving forward. After much discussion and
considering inflation and attrition, it was decided that even with a substantial
attrition rate above the normal rate the club has enough cash flow to meet its
requirements into the future along with capital improvements. This
discussion will continue at the next meeting once we see how many members
renew so that we make an informed decision regarding waitlist individuals.
Claire motions that 2024 dues are kept at the same rate as 2023 Steve
seconds this motion. Motion passes Unanimously.
B. Capital Improvement Expenditures for 2023 Court Upgrade.
Expenditures for Court Upgrade
South Court Improvements: $22,990
North Court Improvements: $15,900
Fence: $7890
$6,000 is budgeted for new windscreens. We will shop around for the
windscreens with PBU Logo. Existing Fence bumpers will be used, the
quotes that we received were $12,000 and we all felt at that price we
can’t justify the expense.
E. Rates and Invoicing

Claire and Steve will be working with Ann to create and send out invoices
for renewals through Court Reserve. Will give notification in PB411 like
last year and send out a notification email for those that don’t read PB411.

F. Tournament budget
Dates of tournament have been determined. The dates are March 21-24.
Diane Carter ran the software, all registration and the 4 tournament days.
After two year of keeping the same cost, she is asking for an increase this
year, which is yet to be discussed. Because the tournament preparation
begins 5 months in advance and it’s the 3 rd largest revenue source for the
club, Steve suggested the club establish a budget so that we can begin
planning.
Dave motions to allow up to a $20,000 budget. Tom seconds this motion.
Motion passes Unanimously.
G. Discipline Procedures.
Bob introduced a document called the Code of Conduct Discipline
Procedure. This document addresses how an individual might file a
complaint in writing against someone in the club that has violated our code
of conduct. It also addresses how someone can defend themselves and
how the process is handled and how the board would decide on any such
complaint. This more clearly defines the process under PBU’s existing
bylaws under Termination Section 5. The entire Discipline Procedures
document will not be added to the Bylaws but will be referenced in them
and they will be added to the PBU Website under the Board Tab which is
where the Bylaws and the existing Code of Conduct can be accessed.

Steve motions to accept the document, Dave seconds. Motion Passes
Unanimously

H. Coaching Request

Brian Hartman has requested to become a coach after receiving a certificate.
Because of the large number of coaches presently, his request is not accepted at
this time but will be considered in the future.
I. Managing Employee Hours
Steve brought up some concerns about managing court attendants and PBU’s
employee expenses being the largest part of our budget. He felt we should be
looking to reduce this expense by researching alternatives when the courts are
not busy. There was additional discussion about the confusion of having a court
attendant present at the same time as our volunteer gatekeepers, who add a lot
to the club socially. Claire made a point of having training to the same level so
that court attendants are not needed during morning hours. This will continue
to be discussed in upcoming meetings.

J. Online Merchandise Store Proposal
Claire was contacted by a company called Pickel that does merchandise
branding for pickleball clubs. The company would be able to provide members
with logo, items including hats, shirts, and other clothes online. The advantages
to PBU include the club will have no inventory, the company was willing to build
us a web site and give revenue sharing back to the club like our arrangements
with Fromuth and Pickleball Central, in this case 20 percent. We ordered a
product to inspect their quality and reviewed it at the meeting. Considering the
benefits, we all felt comfortable moving forward and to announce it in PB411.
Tom motions to accept. Loretta seconds this motion.
Motion Passes Unanimously.
K. Round Robins/Leagues
There was a discussion as to when to start the Round Robins in the afternoon.
We discussed the advantage of starting earlier because of the court usage
charts showing courts being vacated early. But not knowing how our busy
season is going to be this year, many felt that general membership open play
should have priority over round robins. Chuck recommended starting them at

noon, since the court usage charts that have been kept since November, 2022
showed that there are 6 or more courts available after 12pm 85% of the time.
Many feel that 1 pm in season was better erring on the side of caution and
revaluating at a future date.

7. Adjourn at 7pm. Next meeting October 18, 2023, at 5pm

Pickleball University Board Meeting

August 5, 2023

Location: Lakes at Waterway Village Library

1. Call to Order 2:04 PM
a. Claire Miller, President via Zoom; Chuck O’Hanlon, Vice President via Zoom; Steve
Bull, Vice President via Zoom; Dave Caswell; Loretta Potts, Secretary; Bob O’Leary via
phone; Jeff Earlywine, absent.
2. Proof of Notice
Upcoming board meeting dates are posted at the end of the meeting minutes.
3. Approval of Minutes
a. Steve motions to approve minutes. Claire seconds the motion. Motion passes
unanimously.
4. Monthly Financials:
Checking: $75,387.00
Savings: $13,180.45
Fidelity: $254,083.90
The club has invested in 3 CD’s , each maturing every 3 months, 6 months and 12
months respectively. One CD of $50,000 is maturing soon and it was discussed that this
will be rolled into the next CD. Jeff Earlywine will contact Fidelity to inquire what steps
need to be taken.
Tax Return update: Claire has signed the returns and they have been filed for 2022. The
club received notice that 2021’s late filing penalty was waived by the IRS.

5. Old Business
A. Mona’s Plaque has been installed on the north court bench. It has been decided to
have a memorial dedication on January 6, 2024 at 10 AM since returning part time
members will be in Vero for the season and will be able to attend the memorial.

B. Court Repair progress
We have uncovered additional items that need to be repaired such as the fence
perimeter, raising the fence, replacing fence bumpers. The windscreens will be
replaced as well. The colors of the courts were discussed, and it was determined
that colors will stay the same with the exception of the kitchen areas which will be
red brick.

C. Update on the Expansion Feasibility Study at Pocohontas.
After Claire and Steve had several meetings with the city to determine expansion
options, Steve contacted a local engineer that reviewed our site and site engineering
plans. He recommended 2 companies to contact for quotes to build 2 additional
courts and to build a Bullpen area that would include additional possible amenities
such as a fire pit, additional shade, seating, and landscaping and fencing that would
allow PBU to have a one-point entry into the club grounds. Both companies have
been contacted. After talking to a partner at one of the companies, he
recommended a conceptual plan that would be used to present to the city for
approval. Rough costs are $3300 to draw up the plan and work with the city for
approval. If approved, there would be additional engineering costs to draw up the
final plan and these were estimated to be around $10,000 to $15,000 and building
permits would be an additional cost. Building permits were estimated between
$5,000 to $8,000. We would contact other companies for bids to get additional
feedback and costs reduced.
Bob makes a motion to go ahead with the conceptual plan with spending not to
exceed $3300. Claire second the motion. Motion passes Unanimously.
Dave brought up the fact that the city is not taking care of the landscaping and will
pursue this. Also, Jim McConnell, Recreation manager, will be contacted regarding
the community center parking to discuss PBU parking needs.

D. Wait List Discussion and 2024 Renewals
As of now, there are 1085 members. There was a discussion around the growth of
pickleball venues in the local area and the changing landscape of pickleball.
Regarding a changing situation in pickleball capacity in Vero and the surrounding
areas, this could impact our attrition rate and possibly change the demographics of
our membership. Some board members felt that we should open the Waitlist
immediately and bring in new members into the club. Others thought we should
manage the numbers as we monitor court usage, making sure there are ample

courts available for our members and making sure cash flow supports our budget. At
this time, it was decided that we wait until later in the year to consider the attrition
rates during the renewal period and decide later in the year.
Steve proposes that we start the renewal process earlier this year and for 45 days.
Benefits include less stress on our staff and volunteers, more predictable
management of membership numbers accounting for attrition, better cash flow and
inclusion of people off the Waitlist earlier. This will give us a better idea of the
attrition rate and how many people to invite off the Waitlist. Steve motions to start
the renewal process October 15 and close it on November 30. Claire seconds this
motion. One member votes no. Motion passes.

6. New Business
A. United Way Tournament Proposal
Jim McConnell from the Vero beach Recreation Department was approached by
United Way to do a tournament at Pocahontas to raise money. United way
contacted Claire and Steve on a joint phone call since they were told that this must
be approved by the board of directors. After board discussion, it was decided in the
past that we do not support one charity over another and didn’t want to set a
precedent in this case.
All members agree.
B. Florida Pickleball League
The Florida Pickleball League contacted PBU requesting to use our courts for their
league. It was unclear how many courts and what times would be required. Bob
recommends that they provide us with a written proposal from the League so we
can decide if it is worth participating or will it take too many courts away from our
members. This will be decided once we get this proposal. Dave motions to wait for
the proposal. Steve seconds this motion. Motion Passes Unanimously.
C. Summer drop in fees
PBU board discussed lowering the fees until the end of September Steve makes a
motion to reduce fees to $10. Dave seconds this motion. Gatekeepers will be
notified of this change, but this will not be reflected on the website at this time.
Motion passes Unanimously.
D. Treasurer
The board would like to thank Jeff Earlywine for his hard work during his time on the
board. He has chosen to resign and recommends Tom Frechette to complete is term.

Tom is also a court attendant but the board waives any objection to this and do not
feel that this is a conflict of interest. Jeff makes his motion via email to add Tom to
the board in his place. Claire seconds this motion. Motion Passes Unanimously.
Bob recommends increasing the number of board members to 9. The board will
revisit this after January 1.
7. Next meeting September 23, 2023.

Dave motions to adjourn at 4:11 PM. Loretta seconds this motion. Motion Passes
Unanimously.

Pickleball University Board Meeting
May 20, 2023 @ 2 PM

Location: Village Green Conference Room, Vero Beach

1. Call to Order 2:03 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Zoom ; Steve Bull, Vice
President via Zoom; Jeff Earlywine, Treasurer; Dave Caswell, Loretta Potts, Secretary;
Bob O’Leary absent.
2. Proof of Notice
Upcoming board meeting dates are posted at the end of the meeting minutes.

3. Approval of Minutes
a. Claire motions to accept the minutes. Steve seconds this motion. Motion passes
unanimously.
4. Monthly Financials
Revenues: $103,163 in checking.
$13,172 savings
$252,103 in Fidelity CD Account with one coming up for renewal. This is
now held in a money market account accumulating interest so we have time to decide
what to do.

5. Old Business
A. 501-C3
Steve talked to Danielle Ley and she requested financial data that was provided to
her. She expects this process will take 9 to 12 months for the IRS to make a ruling.
B. Tax Return Update
Extension has been done and the taxes should be filed by the end of the month
according to Jeff.

C. Summer schedule update
Round Robins moved back from the 11 am time slot back to 3 PM due to heat. It was
brought up to try Indeed to find people to work since Craig’s List cost $75. WE will
research this and seek other ways to advertise for help.
D. Waitlist update and discussion on next steps.
100 new people invited in with 41 new members making the membership up to
1085. Discussion ensued regarding our annual attrition rate which will lower
members by the end of the year and for capping membership at this time. Dave
makes a motion to cap membership now until the end of the year. Loretta seconds
this motion. 2 board members vote No. Motion passes.

E. Court Repair and resurfacing update.
Claire signed the contracts with Papico Sports to do the work required. Steve
brought up that another light pole needs to be placed so the middle courts are
adequately lighted prior to beginning the resurfacing which will be done sometime
in the summer months. Discussion ensued of who would do the work and when the
extra light pole will be placed without damaging the courts. It was decided that
Steve would contact Complete Electric and get a price and their feeling whether this
can be accomplished.
F. Windscreens, picnic tables and signage updates.
Six feet windscreens will be ordered to replace the 9-foot screens on the entire East
fence of the courts. Logo will be placed on the inside with the words “Pickleball
University”. According to our contract with the city, all advertising must be inside
the confines of the courts. We will research a banner that announces the club on the
outside of the courts.
Steve will oversee ordering a picnic table which will withstand the elements after
discussing with the city that this will be placed on the outside of the fence between
the north and south courts. Dave researched aa small paver area that could be built
but the cost came in at $11,000 for a 12 X 12 area which is quite high. Dave will
research other possibilities such as concrete blocks or other ways to place the table
on a solid surface.
Claire is looking into signs for Defibrillator and cameras. These may be found on the
internet. More next meeting.

6. New Business

G. City plans for Pocohontas
Bob, Claire and Steve met with the mayor of Vero Beach. The meeting was to discuss
the homeless problem. Another topic of interest to PBU was that the mayor stated
that a local company has plans to donate $500,000 to renovate the park. We
brought up the idea of trying to expand within the park and discussed putting in 3
new courts in the area directly south of the of our existing south courts. The mayor
was receptive to this idea and asked that we make a proposal to the city council,
after determining if this is feasible. Claire makes a motion to research making a
proposal to the city. Steve seconds this motion. Motion passes unanimously.
H. Review Goal Setting and organizational charts.
The PBU board has been working on long term goal setting for the club and
organizational charts that will give members an idea who oversees certain
responsibilities within the club and that can be placed on our web site. The chart
was examined by all present board members and deemed satisfactory.
Board members were given another 4 days to examine them and add any other
suggestions. Chuck suggests adding the coaches and picking a head coach. This
along with any other additions will be discussed at the next meeting.
It was suggested that the Court Supervisor oversee maintenance of landscaping,
courts, windscreens and nets. It was suggested that a scoresheet and checklist be
developed.
It was suggested that the training of staff and volunteers be the responsibility of the
court supervisor. A training template needs to be developed.
Training on the defibrillator was offered to be done by Tina.
Discussion ensued about trying to manage points of entry into the courts.
As the courts are now, there is no way to have one point of entry to manage the
flow of play and the checking of members. This will be tabled for now.
There was also discussion around a larger shed or the actual building of a clubhouse
facility which might be added in phases along with any possible expansion. Any
expansion of any sort still needs to be researched. This will be discussed in greater
depth after some research.
I. Mona remembrance
Steve contacted the city regarding dedicating a bench to Mona Russell. To do so,

the city requires you to buy the bench and the plaque as well. The plaque will cost
$175, and the bench will cost $400. We have decided to ask members to donate
additionally with the intention of dedicating this in the fall when many of her friends
will be back. A request will be put out to PB411 to ask for additional donations.
Our board members individually will contribute as well.
Next Meeting June 17, 2023. Location to follow.

Pickleball University Board Meeting
April 29, 2023 @ 2:00 PM

Location: Village Green Conference Room, Vero Beach

1. Call to Order 2:02 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Zoom ; Steve Bull Vice
President, Jeff Earlywine, Treasurer; Dave Caswell, Bob O’Leary, Loretta Potts,
Secretary.
2. Proof of Notice
Upcoming board meeting dates are posted at the end of the meeting minutes.
3. Approval of Minutes
a. Steve motions to accept the minutes. Loretta seconds this motion. Motion passes
unanimously.
4. Monthly Financials
a. Checking account: $93,130.83
b. Savings account: $13,172.15
c. Fidelity investments: $251,456.70
5. Old Business
A. Bill from our attorney was renegotiated by half and paid for $135 for a referral
meeting with the CPA who will handle the C3 conversion. Steve said he would send
out the documents this week to the CPA. This process will take 9-12 months.
B. Tax Returns
Jeff negotiated a barter with a local CPA to do our taxes in exchange for a banner
placed at PBU courts
C. Summer Membership
Chuck proposes that we offer summer memberships that end December 31, 2023.
This way the same color wristbands would be used for these people. Discussion
ensued about different ways we can utilize the courts including a membership that
limits time of play suggested by Bob.
Claire proposes that instead of this, we offer 100 people from the waitlist the chance
to join. This was backed up by the court usage charts that shows less and less courts

taken since the snow birds have left and this will continue to be reduced as more
leave. According to the attrition rate from the last 2 years, this number will keep the
membership at the current cap of 1052. After much discussion, Claire motions to
add the next 100 off the waitlist. Steve seconds. 3 board members vote no. Motion
passes.

D. Mona Memorial
The board members discussed this and how to do this. Steve reminds us that we
already have donations that are ear marked for the memorial. Steve will check with
the city on how this can be done. Some board members voiced concern that if we do
this for one member, we should do it for all deceased members. The board
discussed using brick pavers to remember members that have passed. The board will
revisit this.

E. Court Repairs and resurfacing.
Steve received quotes from 2 companies including Papico who did the north courts a
few years ago. Papico is considered reliable and the quote is as follows:
Pressure wash and apply mesh with acrylic resurfacing on South courts. $22,990
Pressure wash, patch and level and apply acrylic and paint North courts $16,900
This will begin in July or August doing only one side at a time.
Dave makes a motion to accept this quote. Bob seconds this motion. Motion passes
unanimously.

F. Windscreens/picnic tables/signage
We received quotes for windscreens and other accessories. Quote for windscreen
was $2,690 for the east side of the courts. Other costs for a new battery for the
defibrillator, signs and picnic tables for this are yet to be determined. Claire
proposes that we budget $12,000 to take care of these necessities.
Claire makes a motion to move forward. Steve seconds this motion. Motion passes
unanimously.

G. Safety….defibrillator and first aid kit.

Tina Clark offered to update the first aid kit and offers to train gatekeepers on the
defibrillator. She is a nurse with this specific training. New sign will identify this and a
new battery will be purchased.
6. New Business
A. Summer staffing
Chris, chief court attendant recommends having 3 shifts of 3 hours each.
10am to 1pm 3pm to 6PM 6pm to 9pm
Chuck will monitor this as time passes.
B. Employee compensation rates.
Discussion among board members brought out the fact that the beginning pay rate
is too low at $12 per hour. Claire makes a motion to increase starting rates to $15
per hour. Bob seconds the motion. Motion passes unanimously.
The question came up of how to get others to apply for this position. Bob offers to
try placing this on Craigs List for possible candidates.
Ann’s salary will increase to $22.50 per hour from $20.
Chris’s pay will increase to $17.50 per hour and he will take over for Fuzzy in his job
as head gatekeeper only for the summer.
Bob makes a motion to proceed. Chuck seconds the motion. Motion passes
unanimously.

C. Summer schedule for round robins, lessons and drop ins.
Per previous established seasonal rules, drop ins will be allowed to start play at 8:30
am from May 1 to possibly November 1. President will have the discretion to change
this if it is not working in favor of the members.
Those that choose can change the time of the round robins to 11:30 am. We will try
this to see if it will work out and not conflict with General Play. Some Round Robins
may move to evening hours once again with the hope it doesn’t conflict with
General Play.
Bob motions to accept. Claire seconds this motion. Motion passes unanimously.

D. Discipline Procedures.

Board will table this until next meeting due to time restraints.
E. Post tournament Summary
Steve reports that 487 players entered this year, more than last year. Net profit of
approximately $26,000 for the club. Gross $41,400. This was a large success for the
club and was run well.

F. Community Relations.
Bob invited Indian River Officials to a free PB 101 and also the police to a free PB 101
to increase our reach into the community. He will continue to pursue this as he had
done during the tournament when he invited the mayor of Vero Beach and the
council to attend. Will check if any coach will be willing to teach this.

Bob motions to adjourn. Claire seconds that motion. Motion passes unanimously.
Next meeting May 20 @ 2pm at same location.

Pickleball University Board Meeting
March 20, 2023 @ 3 PM
Location: Village Green Conference Room

1. Call to Order 3:06 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President via Zoom ; Steve Bull, Vice
President, Jeff Earlywine, Treasurer; Dave Caswell, Bob O’Leary, Loretta Potts,
Secretary.
2. Proof of Notice
a. Minutes to be posted on PBU website from last meeting after changes made. Steve
makes motion to approve after term limits changes. Claire seconds motion. Motion
Passes Unanimously.
3. Approval of Minutes.
a. Steve motions to accept minutes. Claire seconds this motion. Motion passes.
4. Monthly Financials
Revenue $22, 558
Operating Money $57,017.00
Extra Money placed in Fidelity T Bills:
$50,000 for 3 months
$50,000 for 6 months
$100,000 for 1 year

5. Old Business
A. 501-C3 converting from C7
Steve reports that converting from the 501-C7 to C3 is ongoing.
Bob moves to table this discussion until more information is available.
B. Tax Return
Jeff contacted CPA and they may possibly exchange work for a Banner. More soon.

C. Waitlist Update and cap discussion.
There are presently 1044 members. This includes the 125 new members. There are
150 people still on the waitlist. There has been an attrition rate of 13% for the last 2
years. Chuck promotes a summer membership at possibly $30 per month until
November when members return. These people would now be on the waitlist.
Claire recommends capping for now and revisiting summer membership closer to
summer and continue to monitor membership. We will revisit this next meeting.
Steve motions to not allow more new members currently. Dave seconds this motion.
Chuck and Bob abstain.
Motion passes.

D. Term Limits final revision.
The Bylaws state that no board member will serve more than two consecutive terms
effective immediately. If a board member vacates his/her position during the term,
then any person taking their place will serve out the term and be eligible for one
more term assuming that person has not served on the PBU board before.
Claire, Chuck and Steve terminate December 31, 2024 of their second term. Bob,
Jeff, Dave and Loretta terminate December 31, 2025.
Steve motions to accept, Jeff seconds the motion. Chuck abstains and Dave votes
No.
Motion passes.

E. Cost to fix cracks and paint courts
Tree Roots invading into courts are still a problem and there are not many options.
This will continue to be discussed. Steve has a quote of $37,000 and will get 2 other
quotes to fix cracks and paint the courts before a decision is made.
Dave motions to accept. Steve seconds. Motion passes Unanimously.
Windscreens replacement discussed with added logo of PBU. Costs need to be found
and this will be discussed once the prices have been determined.

6. New Business

A. Summer Membership

Chuck recommends that we offer a summer membership (off season membership.
Discussion of this will continue at next meeting in April.
B. Capital Expenditure for new picnic tables.
Dave offers to look for better tables that will not blow over or are more tolerable of
the elements. It was discussed that the umbrellas were a problem in the wind and
new cables needed to hold tables. Umbrella stands are needed.
Will place this together with windscreens, picnic tables and umbrella stands.
Signs need to be put on West side of courts so people cannot come in that way
without Gatekeepers knowing. Sign will read that this is a private club.
Steve motions to buy these once costs have been determined. Loretta seconds this
motion. Motion Passes Unanimously.

C. Heritage center complained about electrical box on the side of their building. Since
we have permission from the city and a permit, we all agree that nothing else needs
to be done at this time.
D. Workers Comp Issue
Jeff reports that a mistake was made by our insurance company with a penalty of
$468. Jeff recommends finding a new insurance company. Jeff will check into this.

E. Founders Award
Bob recommends that a Founders Award be set up to recognize the many people
that have made this club possible such as a plaque or clock. Board members are
receptive to this proposal and will be discussed in a future meeting.
Below is what Bob proposes:
1. The Board will from time to time present an award entitled “Founders Award” to
an individual or entity it determines has, through hard work and leadership,
caused a positive change for the betterment of Pickleball University and its
members.
2. The board shall utilize the criteria of “hard work and leadership” which resulted
in a positive change for the betterment of “PBU” for awarding the Founders
Award. This honor shall be few and one or more Founders Awards will not
necessarily be awarded each yea.

3. The Board shall accept nominations of potential recipients of this award from
members of PBU and one selected by a majority vote of the Board.
4. All Board discussions and votes regarding this award shall be conducted in
Executive Session and not in Board minutes.
5. The Board shall cause the Award recipient to receive a memento recognizing
their selection, with similar recognition included as a permanent listing on the
PBU website.
6. No individual shall be eligible for consideration of a Founders Award while they
are a member of the PBU Board of directors and for an additional 2 years
thereafter.
Bob Motions to start investigating this. Chuck seconds. Motion passes unanimously.
F. Formal Discipline Procedures
Bob wants to have written disciplinary procedures. This is taken up by the By Laws
so this discussion will be tabled until next meeting after we review the By Laws.
G. Safety Concerns.
Bob is worried that the gatekeepers and court attendants are not trained on the
Defibrillator available at the courts. It was discussed to have the gatekeepers and
Courts attendants trained or retrained due to the high number of older players on
the courts. Below is what Bob Proposes:
1. Place signs at both North and South court entrances providing notice that
Defibrillator is available in case of emergency.
2. Designate an employee to be responsible for maintenance of the machine.
3. Designate a place where Defibrillator is located.
4. Create an orientation program for new gatekeepers and court attendants on
the use of the Defribrillator.

Bob motions to move forward. Steve seconds this motion. Motion Passes
Unanimously.
H. Court Scheduling
Dave brought up that there were problems with the way things are scheduled such
as the round robins with no lag time in between and time for the coaches. The
coaches ask that no one sits on the benches while they are doing a class. Coaches
and Round Robins need ½ hr between these events to make things run smoother.
He recommends that Chuck take this back over from Steve due to these issues.

Claire recommends that Steve remains in charge until the “season” passes and we
will revisit this.
Dave motions to have Chuck take over court scheduling coaches and round robins.
Chuck seconds this. 2 abstain, 2 NO, 3 say yes. Motion passes.
I. Mona Russell Memorial.
Buy Plaque commemorating her contributions to PBU. Dave makes motion to
purchase this. Bob Seconds this motion. Motion passes Unanimously.
J. Bob recommends that we invite the city Mayor and city counsel to the tournament.
He offers to send a letter to them inviting them. We will show them around and talk
to them when they are able to come to show them what is being done for the
community.

Meeting adjourned.
Next meeting April 29, 2023 @ 2 PM

Pickleball University Board Meeting
February 11, 2023 @ 2PM
Location: Village Green Conference Room

1. Call to Order 2:02 PM
2. Proof of Notice
a. Minutes Posted on PBU website with the above date
3. Approval of Minutes.
b. Minutes will be approved at next meeting.
4. Monthly Financials
Money in Checking Account $47, 822
Expenses $9.987.02

5. Old Business
A. Investment banking options
Jeff has turned in the application for CD/T Bills for 3, 6 and 1 year with $250,000
divided as follows:
3 month $50,000
6 month $100,000
1 year $100,000
Jeff motions to move forward. Steve seconds the motion. Motion passes
unanimously.
B. Membership Waitlist Update and cap Discussion
It was discussed on how best to add new members using the court usage charts and
taking into consideration the attrition rates. It was decided to add up to 100
members off the waitlist. This will be done 50 at a time giving them 15 days to join
or be removed from the list. We will continue to monitor the court usage.
Steve motions to pursue this course. Dave seconds this motion. Chuck abstains.
Motion passes.

C. Term Limits
The board members revisited the motion on Term Limits that passed on
October 22 and because it was recalled differently by various board members. It was
decided to revisit and the motion was rewritten.
a. Pickleball University Inc. shall have 7 members on the board.
b. Each board position shall be a 2-year term.
c. Each member of the board may receive two consecutive 2-year terms upon
majority consent of the others serving on the board. After two consecutive terms,
the individual will be ineligible to serve on the board. A person wishing to serve
any additional terms must wait one year before reapplying.
d. The seven board positions shall be divided into 2 classes; the term of 3 directors
shall terminate on December 31, of an even year and the term of the other four
will terminate on odd years.
e. Claire Miller, Steven Bull, and Chuck O’Hanlon shall serve as board members in the
class of Directors whose terms terminate in even years with the respective terms
of each terminate on December 31, 2024.
f. David Caswell, Jeff Earlywine, Robert O’Leary and Loretta Potts shall serve as board
members in the class of Directors whose terms terminate in odd years with the
respective term each terminating on December 31, 2025.
g. In the event that the position of a current director shall become vacant, then the
individual selected to fill such vacancy shall fill the unexpired term of the former
director.

Steve motions to accept the above proposal. Jeff seconds the motion. One member
apposes this. Others agree. Motion passes.

6. New Business
A. Capital Expense for new picnic tables
Steve makes a motion to purchase 2 picnic tables for outside the courts. All Board
members vote yes.
B. Update on Cost to fix cracks and paint Courts
Steve is getting 2 more quotes on costs since prices now are higher. We will revisit
this when more information is available.

C. Coach Update on PB 101 and 102.
Because of the high level of interest in the sport, many non-members come to
PB101 and there is no way to know how many coaches will be needed to stay on for
PB102 which is charged for. It was discussed to use Sign Up Genius to determine
how many people will show up so how many coaches are needed for this task. It was
decided that there should be a charge for PB101 as well as PB 102.
D. Guest Passes
One more attempt to sell guest passes will be done at the beginning of February.
Claire makes a motion to accept this. Steve seconds the motion. Motion passes
unanimously.

7. Schedule next meeting March 11. Jeff motions to accept and adjourn. Claire seconds the
motion.

Pickleball University Board Meeting
January 16, 2023 @ 4:00 PM

Location: Atlantic View Beach Club Conference Room and Zoom

1. Call to Order 4:07 PM
a. Claire Miller, President; Chuck O’Hanlon, Vice President (Zoom) ; Steve Bull, Vice
President; Dick Haverland (Zoom); Jeff Earlywine, Treasurer; Dave Caswell; Bob
O’Leary; Loretta Potts, Secretary
2. Proof of Notice
a. Minutes posted on PBU website with the above date.
3. Approval of Minutes
a. December minutes attached to this agenda. Steve motions to accept the minutes.
Dave seconded.
Motion passes unanimously.
4. Monthly Financials
a. Business Checking $43,563.60
b. Business Savings $262,885.32
Details found on the PBU website under Board tab.

5. Old Business
a. Investment Banking Options (Jeff)
b. Membership Waitlist
Board members discussed allowing 50 people on the waitlist to become members.
We will reach out to the coaches to help with orientation of the new members.
Possibly a Round Robin to help acclimate them to our procedures. These new
members will be given a week to pay and if not paid, another on the waitlist will be
allowed to join. We will wait one month to see how many more will join according to
the activity on the courts and wait times. Claire will meet with Ann and Fuzzy about
the new people.
Claire motions to accept this. Bob seconded this motion.
Motion passes unanimously.

Bob motions to renew Claire as President, Steve and Chuck as Vice President and Jeff
as Treasurer. Dick seconded this motion.
Motion passes unanimously.

6. New Business
Goal Setting Exercise.
Jeff led a discussion of coming up with a Main Goal and mini goals to get to this main
goal. We discussed expansion of 4 courts using the old railroad station across the street.
If this can be accomplished, there would be less wait times, allow more people to join
from the waiting list and allow more organized events. Mini goals include raising over
$300,000 and getting permission from the city. There is a problem since none of the
directors are within city limits.
It was discussed that the attrition rate last year was 13% and this year it is 16%. One
goal is customer satisfaction, so members do not leave.
Jeff made the point that the board needs to be in unison with our main goals to be an
effective board. He gave us each homework assignment of coming up with 5 to 7 mini
goals so that we can all be on the same page as to what we want for the club. All board
members would like to have a first-class club within the limits of what we can
accomplish in our small space.

Steve motions for adjournment of the meeting. Dave seconds this motion.
Motion passes unanimously.
Next meeting February 11, 2023 @ 2PM.

Pickleball University Board Meeting
December 17, 2022 @ 2:00 PM

Location: Village Green Conference Room and Via Zoom and phone

1. Call to Order 2:01PM
a. Claire Miller, President; Chuck O’Hanlon (Zoom), Vice President ; Steve Bull, Vice
President; Dick Haverland (phone); Jeff Earlywine, Treasurer; Dave Caswell; Loretta
Potts, Secretary; Bob O’Leary (absent)
2. Proof of Notice
a. Minutes posted on PBU website with the above date.
3. Approval of Minutes
a. November minutes attached to this agenda
Steve motions to accept the minutes. Claire seconds.
Motion passes unanimously.

4. Monthly Financials and Treasurer Transition updates
a. Revenues $65, 357.56
Expenses $6, 500
Jeff Earlywine will take over for Dick as of this month.

b. Bank Deposits
Due to conflict of interest with the treasurer making bank deposits, Steve Bull will
take over deposits until January 1, 2023.
Loretta Potts will take over the deposits from Steve as of January 1, 2023.

c. Insurance and workman’s Comp Insurance
Claire asked Jeff to look into these policies and he agreed to update them as needed
annually and pay when these are due.

d. IRS Tax Return

It was found that the tax return was filed late. There were accrued penalties. Ruth
Taylor, the CPA will handle this with the IRS and we are expecting that the penalties
will be waived since PBU is a non-profit and is not subject to taxes.

5. Old Business
A. Envision Update. Survey closed with results.
The discussion centered on how to present this to our membership and what is
the best forum for people to access it. It was decided that all names of people in
the survey should be removed including people that signed their names in the
comments. It was decided that there would be a recap on PBU 411 with a link to
access the entire survey with comments.
Jeff makes a motion to send out the survey after removing names of members.
Dave seconded the motion.
Motion passes unanimously.

B. Final Bylaws revision approval
ARTICLE IV BOARD OF DIRECTORS
Section 2 Number, Tenure, Requirements and Qualifications

Each member of the Board of Directors shall be a member of the Corporation whose
membership dues are paid in full and shall hold office for up to a two-year term. 
Newly elected or appointed members of the Board of Directors who have not served before
shall serve an initial two-year term.  At the conclusion of the initial two-year term, members of
the Board of Directors may serve an additional two-year term with the approval of the present
board of directors.  After the conclusion of two consecutive terms the board member must step
down for a period of not less than one year before reapplying for another board position. 
Section 11 Confidentiality
Board of Directors may not discuss personal matters or matters deemed confidential outside
the board room.

Claire motions to accept this. Dave seconds this motion.
Motion passes unanimously.

C. 503 C3 Update
We hired a CPA to start the process. This will take a considerable amount of time,
but it will give the club the opportunity to have tax deductible contributions and
is consistent with what other pickleball clubs are doing.
D. Guest passes (January 1 and another date TBA)
There was a discussion on the money charged for drop ins and times.
Gatekeepers are put in an odd position when the courts are empty to say no to
drop is before 11am. For now, we will allow gatekeepers to use their own
discretion to determine if there is room for drop ins especially when the courts
are slow. It was discussed at how many paddles are in the box or if there is open
courts to have gatekeepers allow drop ins to play before 11am. This discussion
will open again after January 31, 2023, during the busy months. The amount of
money charged to drop ins was discussed and the rationale behind the $15
charge. We will continue to monitor and reevaluate as needed in the future.
It was discussed to give 3 guest passes to the working gatekeepers as a gift for
their hard work. Fuzzy will help with the names of eligible Gatekeepers that will
expire at the end of 12/2023. This may be around 16 people depending on what
Fuzzy comes up with.
Claire makes a motion to accept. Dave seconds this motion.
Motion passes unanimously.

6. New Business

A. Membership/Waitlist
So far, over 600 members have paid. Steve sent out reminders to those that have
not yet paid and got a good response. Another reminder will be sent to those that
have not yet paid to hopefully get this paid. Since it was determined that we will
wait until January 31, 2023 to take people from the Waitlist, this will wait until
next meeting. The discussion on what number to cap membership will wait until
after all have paid.

B. Wristband distribution and Guest pass sales
All board members present will help with this distribution and sales on January 1
from 8am to 12pm. Those that cannot pick up the wristbands can get them from
the gatekeepers at another time. Coffee and Donuts given at that time to get

people to come. The Guest Passes will also be sold on January 1, 2023. Members
will be able to purchase 1 pack of 5 for $50.00 and they will expire on December
31, 2023. Current passes bought in 2022 will also expire on December 31, 2023.

C. Budget 2023
Discussion ensued about the costs for the 2023 season. There was an allocation
added for court repair and for adding a light which was added to the budget.
There was also a discussion about how many employees were needed to cover the
courts and to collect walk ins from non-members who we know are using our
courts when court attendants are not present. Steve recommends pressure
washing the courts before the tournament. Steve makes a motion to pressure
wash the courts for around $3000. He will find the people to do this and figure out
the costs to place in the budget. We already have $3000 for court maintenance
costs. Motions will wait until more information is available on both banking
Options and power washing. Power washing will be done close to the tournament
date.
2023 budget amount for our employees will be approximately $62,000 for
employees. Projected revenues will be $243,875 and projected expenses will be
$182,570. The entire budget will be provided on the website.
Jeff motions to approve the budget. Steve seconded this motion.
Motion passes Unanimously.

D. Consideration of Investment Banking Options
Dick recommends placing money into a 1 year CD Treasury Bond at 4.5% interest.
He recommends up to $250,000. Now the money is in a checking account at 1%
interest. Dick makes a motion to invest up to $300,000 and Jeff will look into this
and certain well-established bank and what may be best for the club. A 6 month
CD makes more interest than a 9 month as researched by Bob O’Leary.

E. Advertise 101 and 102.
Coaches ask that this be advertised in the local Flash for $70. It is unlikely that this
will be helpful since there are no new members allowed at this time. Board agrees
to not advertise at this time. WE can revisit this at a later time.

F. Non-Member drop in Fee and drop in fee for lessons.

The coaches charge $5 for non-members when they take a lesson. Lately, many
stay to play. After much discussion, it has been decided to have non-members pay
the $5 fee for the coach and another $10 fee if they stay to play given to the
gatekeeper if one is present to equal the drop-in fee. Waiver is needed for all non-
members taking lessons. Steve makes a motion to approve, Dave seconds the
motion.
Motion Passes Unanimously.

G. Cameras.
Rob Morris sent information on cameras that can be placed at the courts to
monitor them and possibly show a live steam through the website. It was decided
to have Rob get more information on this and the actual cost including a way to
use internet at the courts. Chuck will contact Rob for more detailed information
and the costs associated with this. Possibly 2 cameras to start on North and South
courts. Will require hook up for internet provider.

H. Court Drying Materials
Dick recommends finding better ways to dry of the courts after it rains. The
materials we have now do not do a very good job. Loretta mentioned that the
squeegees we have for our courts in our development work well and suck up
water better than others. Dick mentioned towels but that is not practical. Loretta
will investigate the ones used at other courts to see if they may be better. It was
discussed, however, that people do not need to be playing when the courts are
even damp for fear of injury.

7. Steve motions to adjourn at 4:25 PM. Dave seconds the motion. Motion passes
unanimously.
Next meeting January 14, 2023 @ 2:00 PM.

Pickleball University Board Meeting
November 22, 2022 @ 1:00 PM

Location: Village Green Conference Room and Via Zoom

 1. Call to order 1:03 Pm
 a. Claire Miller, President; Chuck O’Hanlon (Zoom) Vice President ; Steve Bull, Vice
President; Dick Haverland, Treasurer; Dave Caswell, Jeff Earlywine, Bob O’Leary, Loretta
Potts, Secretary
2. Proof of Notice
Posted in 11/20/2022 Newsletter
3. Approval of Minutes
Steve motions to accept, Dave seconded, Motion passes unanimously.
4. Monthly Financials
Revenues $5,794
Expenditures $8,560 No changes. Balance in bank $263,442
It is decided that Jeff takes over as Treasurer from Dick as of January 1, 2023. Jeff will
no longer make deposits and Steve will take this over as of December 1, 2022.
5. Old Business
A. Envision update
1034 surveys were sent, 935 delivered. 137 were completed. It is decided that 2
reminders will go out in PBU 411. Then the answers will be tabulated. There was
discussion as to whether this should go on until after January when snow birds
return. It was discussed that snow birds are receiving the survey as well just like
the people that live here fulltime. It was decided that there is to be a stopping
point of December 10, 2022. This will give us a snapshot in time of what members
want from the club and how many are satisfied.

Dave motions to end the survey on December 10; Jeff seconds and 2 oppose.

Motion passes
B. Final Bylaws Revision
This was revised and accepted at least meeting. Copies of the revised bylaws with
changes highlighted and the final copy will be sent to members of the board.

C. 503 C3 update
Steve contacted Doug Vitunac, an attorney that is also a member of PBU to help us
accomplish this change to for PBU to 501-C3 status. It was decided at last meeting
to follow through with this if this can be done under $5000. If it runs over this
amount, we will discuss this at the board meeting to determine the viability of this
with extra costs. Mr. Vitunac is confident this can be completed within our budget,
after reviewing similar clubs that have gone through this process. This will be
revisited at the next meeting when more information is available.
D. Guest passes
After much discussion, it was decided to allow ONLY 1 pack of 5 passes per
member at $10 per pass with an expiration date of December 31, 2023. The guest
must accompany the member and follow seasonal rules of 11am to close. There
will be 2 dates when members can purchase these passes, one in January and one
in February. There was a motion by Chuck to allow guests of members that did not
buy guest passes to play anytime and pay the $15 Drop In fee. They would not
have to wait until the 11am Drop In times but this was not approved. Chuck made
a motion to sell 7 guest passes for $50 and allow guests to play at any time. This
was not approved by the board.
Steve motions to approve. Dick seconds the motion. Motion passes unanimously.

6. New business

A. Future Goals and Membership/Waitlist
Claire asked Ann Venuto, the court manager, to provide a breakdown of her work
duties over the course of a 2-week period. On analysis of the timesheet, it was
discussed that much of her time is spent on administrative duties and less time
physically at the courts overseeing staff and volunteers. Claire would like to have a
meeting with Ann and other court attendants to reiterate their duties and make

sure that these are being accomplished. Ann will meet with Claire to make a plan
on how to make sure that these duties are carried out.
Steve makes a motion to have all paid employees report to Claire or the current
president so that these duties can be accomplished and verified. Ann and Claire will
put together a plan to oversee duties and make sure they are completed. Loretta
seconds. Motion passes unanimously.
So far, 450 members have renewed and 150 on the Waitlist. Chuck recommends
giving preferential treatment to spouses of members. None of the board members
agree. It is agreed, however, that it is too early to discuss this until all members
have renewed that are going to renew.

B. Coach Lesson times
It has been determined that during season General play starts at 7am and runs to
to 1pm, and in the afternoon between 5pm to 7pm. Coaches cannot give lessons
during 8am to 1pm Nonmembers can currently take lessons for a $5 fee that goes
to the club, in addition to the price of the lesson. At times, the non-Members stay
after the lesson and play on our courts. It has been decided through much
discussion, that any non-member will pay the $15 Drop-In fee instead of the $5 fee.
The person taking the lesson can stay and play as long as it is after 11am for the
entire day. This non-member drop in time was changed from 10:30am because the
court attendants will be stationed at 11am.
3 courts are being reserved for coaches from 1pm to 5pm to give lessons to our
members but must be reserved.
C. Guest vs Drop In
This was covered by following seasonal rules of playing times.
D. Gatekeeper Incentives.
It has been brought to our attention that select volunteers and paid employees
have been getting free memberships as a thanks for their efforts. Many on the
board feel that it is hard to determine who is eligible for this and that it may be
better to do something such as an appreciation day or luncheon rather than give
out memberships since it is hard to know who would really deserve this and who
does not. Many volunteers have reported that they donate their time and efforts
because they enjoy helping the club. It was proposed that a GOFUNDME page is set
up to help pay the memberships of the most significant volunteers, but this was not
supported by the board members because we would still need to determine which

volunteers would receive these free memberships. After much discussion, it has
been decided to do an appreciation day twice per year for Gatekeepers as a thank
you for their hard work and dedication. This will be coordinated with Carrol Sue,
our social director, and will take place January and in the spring of every year.
Jeff motions to accept. Steve seconds the motion. Motion passes unanimously.
For the season, the club is trying to coordinate so that there will be a gatekeeper
from 8am to 10:30am and one from 10:30am to 1pm.
Paid courts attendants will be present from 1pm to 5pm and 5pm to 9pm.
E. Evening Light Schedule
Dave recommends shutting down the lights at 9pm due to lack of play and absense
of staff to supervise after 9PM. Dave makes a motion. Steve seconds the motion.
Motion passes unanimously.
This discussion was continued about locking the gates after the lights are off. It was
discussed having a combination lock that most members know the combination to
stop the courts from getting used inappropriately or vandalized by others.

Dave makes a motion to adjourn. Loretta seconds this motion. Motion passes
unanimously.
Next meeting December 17, 2022 at 2pm.

Pickleball University Board Meeting

October 19, 2022 @ 5:00PM

Location: Village Green Conference Room and Via Zoom

1. Call to Order 5:01
2. Claire Miller, President; Chuck O’Hanlon (FT), Vice President ; Steve Bull, Vice President; Dick Haverland (FT), Treasurer; Dave Caswell, Jeff Earlywine, Bob O’Leary, Loretta Potts

2. Proof of Notice

Posted in the minutes on the PBU website with the above date.

3. Approval of Minutes

September minutes attached to the agenda. Dave made a motion to accept. Bob seconded. Minutes passed unanimously.

4. Monthly Financials

Revenues      $5,794

Expenditures $8,560

Our small loss is due to increased expenditures such as payments made for Workman’s Comp and Insurance, stonework and limited revenue due to the membership cap. 

Jeff noted that on the P&L that Tournament profits was placed at the end of this and asked for it to be placed at the beginning to show members of the profits. All members agreed.

Discussion of the 3^rd quarter finances, and it was recommended that separate accounts be set up for certain expenditures, so members know we have many costs.  Dick advised to not separate out the accounts since all profits and losses are listed in the account.  

It was discussed that the long-term court maintenance issues such as fiber glassing and repainting of the south courts be added for future capital improvement expenditure.   There was a quote for this purpose 2 years ago that Steve discussed with Dick Habershian.  It was agreed a more recent quote will be needed for budgetary purposes with the thought of possibly doing this later in 2023 or 2024.   Steve will get a more recent quote.  The north courts need power washing, but Steve recommended that we do that ourselves with volunteers.

5. Old Business

1. Envision Update

Discussion on whether to us Survey Monkey which is expensive and can only do a few questions rather than Go Daddy Club email. Using the email, there is no way to tabulate answers. There is a question on how many members would fill out the survey. Many feel it would be a small percentage. Many do not approve of the questions, and it is decided that it is best to polish the questions and revise the survey.  The board understands the importance of the members input and wants to assure that they have an additional avenue to express ideas. 

Jeff made a motion to have Steve polish the questions and tools best to send it out. Bob seconded. Motion passes unanimously.

2. The discussion continues from last meeting concerning if we need to “Trademark” PBU which is also being used by another group in Louisville. Bob sent additional questions to the trademark attorney that were answered. Bob felt the best way to protect our name and logo with an approximate cost of $5000 for attorney was to proceed with trademarking and seeing if the current company would let them share the PBU name.   Steve made a recommendation to investigate trademarking PBU of Vero Beach to alleviate the need to go through the potential conflict with the company.  Dick Haverland made the point that typically trademarks are used to protect income.  He said in our case there is minimal income to protect unlike a regular business.  After this point was discussed, Steve Bull made a motion to not trademark PBU at this time, Dave seconded.  It passed 6-2.   
3. By Laws Revision.

Article II Change Corporation to Club. All members oppose. Motion does not Pass

Article IV , Section 2

Discussion ensued around the number of people on the board as some were coming up to the end of their terms and how many people should be on the board.  It was agreed that an odd number would be better for voting purposes.  It was also agreed that 7 appears to be a good number after discussing the job responsibilities required and the difficultly of responding and assimilating information which has been a problem. 

Board terms were discussed changing them from a 2-year term to a 3-year term, with the hope that there would be people always rotating in and out leaving some people with experience.  It was agreed we felt 3 years is too long for most people.

We agreed to the following.  The board term will continue to be 2 years and with the permission of the current board, a board member will be able to serve an additional 2-year term.  After the expiration of that term, a board member must take one year off before applying for another board position. 

Effective January 1^st.  Claire, Chuck, Steve, and Dick could elect to serve one more term if they choose.  After this term they would be term limited.  All other present board members may elect to serve up to two more terms, but the present board must approve as mentioned prior.  Dick has elected to leave the board in February.  The board has named Jeff as new Treasurer. Dick made a motion to approve. Steve seconded. Motion passes unanimously.

Article IV section 3.

One yearly meeting to include membership. Discussion determined that this may not be beneficial to the club. Dave makes a motion to approve. 4 members approve., 4 oppose. Motion does not pass.

Article IV, section 11.

There is a mention of the non-disclosure agreement in the current bylaws.  It was agreed that this could be replaced with an agreement between board members to not discuss issues that are confidential to the club.   Steve motions to approve. Bob seconded. Motion passes unanimously.

1. 503 C3 update

 Steve discussed different avenues of changing our tax status from a 503-C7 to a 503-C3 thus giving donors to the club a tax deduction. One way to do this was to use a Legal Zoom at a cost of $300 plus the $79 filing fee.  

Dick recommended hiring a local attorney with experience.  Steve will check for a tax attorney to set up C3 rather than rolling the C7.  All members agreed.

1. Update on Tournament.

           Carrol Sue will be working with Jeff Earlywine and Hal Rhinesmith. She has made considerable progress getting volunteers, contacting the city, grant application,

           Heritage Foundation, and Department heads. The date is set at

           March 23 to 26.

6. New Business

1. Renewals of insurance and Workers Comp has been done by Claire and the limits appear to have been reviewed by the insurance agent and are acceptable.

1. Guest passes

It is recommended that they be offered one time at $50 for a package of 5 passes to be given to friends and family and member must accompany them to the courts. There will be an expiration date of December 31, 2023. It was discussed to offer them for less but working with giving change is problematic. Bob motions to approve. Chuck seconded. Motion passes unanimously.

1. Wristbands

            It was discussed what color and design to use that would be

            Readily seen by gatekeepers. Many have already been used in the

            Past. Claire offered to check with what is available and order them

            With our name and logo.

1. Round Robins

            With all of the controversy concerning these groups, Steve

            suggested that all Round Robins and Ladder groups be played

            between 1pm and 5PM allowing 5PM to 7PM for open play and

           the possibility of other groups from 7-PM to 9-pm. This opens up

           the courts to all members during prime times. Chuck sees

           problems with this since he has been in charge of this, suggesting

           Steve to take this over and schedule the Round Robins during

       these times.   No Round Robins over 2 hours. A maximum of 9  courts to be used for round robin play and 3 for instructors and open play 

            Jeff motions to approve. Steve seconded.  Bob abstains. Motion   Passes.

1. Membership Fees

Members discussed increasing fees due to inflation to $125 plus tax Which equals $133.75. Bob motions to approve. Chuck seconds. 1

          oppose, 7 approve.

          Motion passes

1. Employee Needs

          There was a discussion of the duties of the court manager and the

          need for more appearance at the courts to manage them

          adequately. Ann is court manager and also works with Court

          Reserve. Claire would like a breakdown of duties that Ann does so

          that her hours can be maximized. Claire made a motion to

          pursue this. Chuck seconds. Motion Passes unanimously.

1. Merchandise competition and sale.

        Carrol Sue is asking the board for $100 as prize money for high

        schools in the area including Vero beach High, St. Edwards, and

        Indian River Charter School, to design a logo for T shirts for the

        Club. The winner will get the $100 and a shirt.

This idea was well received by the board as a way to help support        local youth and provide the club with a new t-shirt design.

        Bob motions to approve. Steve seconds. Motion passes

        Unanimously.

    Claire adjourns at 7:42pm . Next meeting November 19 at 2PM

Pickleball University Board Meeting
September 10, 2022 @ 2:00pm

Location: Village Green Conference Room and Via Zoom
Call to order 2:15 pm
Claire Miller, President; Chuck O’Hanlon (FT), Vice President; Steve Bull, Vice
President (FT); Dick Haverland, Treasurer (absent); Dave Caswell, Jeff
Earlywine, Bob O’Leary, Loretta Potts
Proof of Notice
Posted in the minutes on PBU website with the above date.
Approval of previous minutes
July minutes attached to this agenda i. Claire made a motion to accept July’s
minutes. Dave seconded. Motion passed unanimously.
Monthly Financials
9/13/22 Balance
Checking Account: $16,593.95
Business Saving Account: 201,970.25
Guest Proposal for Christmas Party
A. Carroll Sue Rehm attended the meeting to present her proposal for the
upcoming Christmas party. The board had several questions regarding proposed
facility’s, the cost, and the number or people that will attend. The estimated cost
was $3,850 with an estimated number of people of 200. The breakeven point
was calculated at 154 participants. The Board was impressed with the proposal
and the investigation done for this party. The proposal is attached to these
minutes. Jeff voiced concern that the date and time was the same as Vero
Beach Parade. This will be discussed further with Carrol Sue.
Motion made to accept Carrol’s proposal by Steve with a budget not to exceed
$4,000. 
Motion made to accept Carrol’s proposal by Steve. Claire seconded. Motion
passes unanimously.

OLD BUSINESS

A. Envision Update

Pickleball University Board Meeting
September 10, 2022 @ 2:00pm

Location: Village Green Conference Room and Via Zoom
Discussion of 4-month survey to commence September 1 through January 31,
2023 and how to run this. Possibly Survey Monkey with 14 questions. Other
ideas being investigated. Two questions need to be resolved and they will be
sent to board members for input.

B. Trademark Update
Bob gave his ideas on how best to protect our name and logo and an attorney
has been identified to investigate if this is possible. Bob reports an approximate
cost of $5000 for attorney fees. After much discussion and clarification, Claire
made a motion to move forward. Steve seconded the motion. Motion passes
unanimously.
C. Bylaws Revision
Dave with the help of a PBU member, has reviewed the current Bylaws and has
proposed areas of revision, based on previous discussion by the board, He will
email copies to all board members. Discussion ensued about transitioning to a
non-profit 501-C3 as opposed to C7 which was approved and discussed in a
prior board meeting. Steve offered to lead this project on his return and get
quotes and information back to the board.

D. Shade update and tree proposal
Permit was obtained for $55 from the city The permit now needs to go to the
county for final approval. Since the permit application was submitted, the city
has offered looking into planting shade palms adjacent to the sidewalk which will
provide shade but may interfere with the original proposed shade structure. It
was discussed and decided that we will wait the 2 months needed to get the
trees planted then move forward on any additional shade needed.
E. Business proposal from member. 

Beyond the Trend (BTT) proposes to help PBU audit its existing online brand by
assessing its existing brand presence against known competitors and then
update the existing website and social media accordingly. Bob discussed it
should include a history of PBU placed on the website. Chuck offered to write a
short history. Claire makes a motion to accept this paying $500 cash that can be
used to purchase guest passes at $10 each. Chuck seconds this motion and
motion is passed unanimously. 

Pickleball University Board Meeting
September 10, 2022 @ 2:00pm

Location: Village Green Conference Room and Via Zoom

NEW BUSINESS

F. Term Limits
Discussion of term limits ensued with the majority leaning toward 2 years. Steve
recommends that we table this until the revised by laws are seen by all Board
members. It was discussed that in order to provide continuity within the board it
should be considered that only 3 people come off the board each year. No
decision at this time was made. All board members will come back to the table at
October meeting with their proposals.
G. Board Numbers and Future Vacancies
The composition of the board was discussed, and the total number of board
members needed. Claire brought up the point that information is difficult to
disseminate and discuss efficiently and especially via email, and that decision
making can be very cumbersome with more than 7 people involved. The upside
is that there are more ideas and a variety of opinions. She suggested that 7 is a
good number.
We presently have 8 and we discussed having 9 by bringing another person on.
Discussion also ensued that if we did, how would we address the applicants that
just applied. We felt that they need not re-apply or be interviewed again if they
were still interested but we would need to open it up again for others who wished
to be considered. No decisions were made. Steve suggested that we review all
the job responsibilities and come up with a chart of job responsibilities which we
could review at the next meeting and make decisions based on positions we may
need. Thus, this was tabled for the next meeting to discuss.
H. Membership Numbers
A proposal was presented to the board to cap the membership and halt further
sale of memberships due to the increasing demand especially once the season
begins. Numbers are at 1,036 and Steve stated that we are not doing a service to
our present members by increasing the numbers. Jeff and Bob suggested
considering a tiered membership as an alternative plan.
Dave made motion to halt membership sales as of Monday. Claire seconds this
motion.
Motion passes 4-3. A waiting list will be created for people who are still
interested and when any openings are available these people can join according
to their status on the list. The board will review this policy at regular intervals.

Pickleball University Board Meeting
September 10, 2022 @ 2:00pm

Location: Village Green Conference Room and Via Zoom
People who want to be on the Waiting List will email [email protected]. A copy
of the proposal will be uploaded with the meeting minutes to our club website.

I. Renewal Process 2022
Discussion ensues among board members regarding the renewal process which
gave members an entire year to renew. A proposal was made that this policy be
changed in order to better manage the membership numbers and change the
renewal deadline to January 31, 2023. This new policy would be placed in
PB411 to remind people to renew before the end period. If they pass this period,
they will have to pay the initiation fee along with the renewal amount. As people
leave, people from the Waiting List will be allowed to purchase membership.
Claire makes a motion to accept. Steve seconds this motion. The motion
passes unanimously.

J. Drop-in rates.
It is proposed that drop-in fees be increased to $15 Guest passes remain at $10
and evening drop in fees increased from $5 to $10 after 6 pm. Steve makes a
motion to pass. Claire seconds this motion. Motion passes unanimously. Set to
begin Monday, 9/12/22.
Guest passes will be discussed again at next meeting.

K. IG Center
Jeff and Claire have a meeting this week with the people in charge. Discussion
will resume at that time.

L. Membership Fees for Kids and Youth 
Discussion ensued about members vs nonmembers and their children. Our
policy is as follows: Children of members play for free but must be accompanied
by a parent at all times. A minor waiver must be on file. Non-members under 18
must be accompanied by a parent at all times. Each person playing is required to
sign a waiver and each person playing must pay the appropriate drop-in fee.

M. Youth Groups requests

Pickleball University Board Meeting
September 10, 2022 @ 2:00pm

Location: Village Green Conference Room and Via Zoom
PBU member and gatekeeper, Richard Schlitt requested PBU consider hosting a
free evening round robins for high school students. A high school teacher has
also requested to be able to host a high school pickleball club at our courts. The
board discussed the logistics of such a program and the legalities. It was also
discussed that PBU could provide ambassadors to help youth groups develop
their own programs on school premises or other locations around the county and
we would provide our time and resources. Our insurance provider has been
contacted and it is unsure if we would need to purchase additional coverage for
nonmember youth groups. This item is tabled until this can be clarified with our
insurance agency.

Next meeting 

October 8 at 2 pm at Village Green Conference Room.

Meeting adjourned at 4:44pm, September 10, 2022.

Pickleball University Board Meeting
July 16, 2022 @ 2:30 p.m.

Location: 1055 25 th Ave. Vero Beach, FL 32960

And via FACETIME

Agenda

Court Manager, Ann Venuto attended the meeting at 2:30 p.m. to present her
proposal regarding player ratings and programs at PBU (Attached to these minutes)
The board had several questions regarding the proposal. Ann will follow up and
report back to the board.
1. Call to order
3:15 p.m.
a. Claire Miller, President; Chuck O’Hanlon (FT), Vice President; Steve
Bull, Vice President (FT); Dick Haverland, Treasurer (absent), Dave
Caswell, Jeff Earlywine, Bob O’Leary

2. Proof of notice
a. Posted in the minutes on PBU website with today’s date
3. Approval of previous minutes
a. June minutes attached to this agenda
i. Claire made motion to accept June’s meeting minutes. Dave
seconded. Motion passed unanimously.

4. Public Relations
Discussion on how to improve cohesiveness within the board
5. Monthly Financials
Treasurer provided report by email indicating a bank balance of $254, 630.
Upcoming expenses include approximately 30k for the remaining balance of
the north court’s lights project, and potentially up to 5k for shade structures.
Other topics raised by treasurer in his email surrounding analysis of staffing
will be discussed at next meeting as Dick Haverland was not in attendance
today.
6. Old Business:
A. North Court Lights, additional cost for timer control and landscaping

Lights project is complete. There was an additional cost of $3500 to replace
sod damaged by trenching and approximately $1500 for further landscaping
material costs. Club saved approximately $3500 by enlisting the help of
volunteers to complete some of the labor. The club has an option to upgrade
the timer to a model that provides an alert 5 minutes before the lights go off.
This will be discussed at a later date.
B. Envision update
Bob O’Leary made a motion that Pickleball University Inc. (“PBU”)
shall conduct a 4-month survey of its member to commence September
1, 2022 and run through January 31, 2022 whereby members will be
requested to provide constructive, comment, evaluations and
recommendations regarding the future of PBU, and that such survey of
members shall be entitled “Envision PBU” with the survey form to be
approved by the Board at its August 2022 meeting. Dave seconded this
motion.
Discussion ensued around the refining of the questions to maximize returns
and how the responses shall be collected. Chuck and Steve will conference
with Bob to help finalize the questions and report back to the board in
August.
Motion passed unanimously.
C. Trademark
Bob O’Leary made a motion to authorize the board to spend up to
$5000 to retain attorney Dale Quisenberry, to trademark the names
”PBU” and “Pickleball University.” Chuck seconded the motion
It was discussed that another entity has filed a trademark on the name
“Pickleball University” however because we are believed to be first in time
to use that name, and because we do not seek to prevent the other entity
from using the name for its website a “Co- Existence Agreement” should be
attainable.
Motion passed 5-1
D. Input from board members regarding Bylaws revision
Dave Caswell stated that he felt the PBU bylaws should be rewritten in their
entirety and shared the bylaws from Sunrise Pickleball club in California as
a model.
Jeff made a motion that Dave begins to prioritize sections of the bylaws
to be revised along with one or two general members and present back
to the board. Claire Seconded the motion. Motion passed unanimously.

E. Shade proposals
Estimates for custom sunsails and awning structures were reviewed by the
board. 2 sunsails structures will cost approximately $3800.00. 2 motorized
awning structures approximately $20,000. Dave shared a comparable and
cheaper 3 rd proposal for sunsail structures.
Jeff made a motion to accept Dave’s recommendation for the 3 rd
proposal. Claire seconded the motion. Motion passed unanimously.
Dave will obtain a plan of the structure from the company to provide to the
city for approval.
F. Business proposal from member (see attached email) Tabled until next
month
7. New Business:
G. Open director position (secretary)
Several applications have been received to date. The board discussed that
each candidate will be given equal consideration and interviews will be
scheduled in August, where the entire board will be given the opportunity to
participate. Applications continue to be accepted.
H. Member proposal for divider gates
A member emailed the club proposing an enhancement to the courts by
adding ‘swing gates’ between each court that would eliminate stray balls.
Member offered to share the cost with the club and to obtain estimates.
Member will be contacted and asked to provide such estimates so that the
board can discuss at the next meeting.
I. Court webcam (tabled until next meeting)
J. Membership tiers proposal
Bob O’ Leary made a motion that all new memberships granted by PBU
after August 1, 2022, shall restrict the member from playing on the
courts any day before 11 a.m. during the months of January, February,
March, and April. Chuck seconded motion.
The board discussed the 22% increase in membership since this time last
year, the problem of congestion during season, and the desire to attempt to
encourage members to play at times when the facilities are in less demand.
The potential impact of the IGC project was discussed as well as possible
attrition rate at the end of 2022. Dave Caswell suggested limiting
membership to 1000 as an alternative to Bob’s proposal. Jeff stated that he is
opposed to limiting growth and the current momentum of PBU. Claire

suggested the board re-visit the membership numbers monthly and make
further decisions as deemed necessary based on the information available.
Motion failed 5-1
K. Evening drop in fees
Claire made a motion that guest drop-in fees be reduced to $5 per
person after 6 pm 7 days a week. Dave seconded motion. Motion passed
unanimously.
L. Play after 8:00 p.m.
It was discussed by the board that after 8:00 p.m. the courts are
unmonitored, and the community at large has access to the courts. The board
will not make any ruling or restrictions surrounding this issue at this time.
8. Schedule next meeting and Adjournment
Next meeting is scheduled tentatively for August 20 th . Additional dates may
be added. This will be a special meeting to interview candidates for the
board.
Meeting adjourned 4:54 p.m.

Pickleball University Board Meeting
June 4, 2022 @ 2:30-4:30 p.m.
Location: 1055 25th Ave. Vero Beach, FL 32960
And via FACETIME
Minutes

1. Call to order: 2:31
a. Claire Miller, President; Chuck O’Hanlon (FT), Vice President; Steve Bull, Vice President (FT); Dick Haverland, Treasurer (FT), Lynn Ullestad, Secretary, Dave Caswell, Jeff Earlywine
2. Proof of notice
a. Posted to PBU website with today’s date
3. Approval of previous minutes
a. May minutes attached to this agenda
i. Motion to approve minutes: Dave; Steve seconds motion to approve – Motion passed
4. Treasurer’s Report – 1st Quarter Report is posted to PBU website

Old Business:

1. North Court Lights update: anticipated that the project will be completed by the end of June; no unanticipated issues at this time

2. Club Trademark: Bob O’Leary working on this; he will continue to follow up with costs, etc. – no new information

3. 501(c)(3): Seeking assistance of accountant in Vero Beach regarding details of this process; continued to review issue of keeping the 501(c)(3) and the 501(c)(7) vs. moving to only a 501(c)(3).
New Business:
4. Strategic Planning Program/Envision:
a. Motion: Claire makes a motion to accept Bob O’Leary’s proposal to establish a multi-month program to solicit feedback from club members regarding their vision and future goals for PBU. Dave Caswell seconded the motion. Motion was passed.
5. Banners and Go Fund Me Banners
a. Board discussed banners sold during the “Go Fund Me” campaign. All current banners that we have received payment for will remain at this time.
b. A motion was made via email prior to the meeting to pass a License Agreement Contract and policy for all future forms of advertising, including banners. This was discussed and passed. Additionally at the meeting we refined parts of the policy.
6. Bylaws Revision
a. If any board member has identified specific parts of the PBU bylaws that they feel should be revised, they will bring this information forth to a future meeting for review.
7. Advanced RR Skills Rating Procedure
a. A letter has been prepared regarding skill rating requirements for the advanced RR program. This information will be disseminated to members and the club will continue to brainstorm ways to rate all interested players.
8. Junior Pickleball Program
a. Richard Schlitt and Ross Ramlal have presented a request to start a junior program (13–18-year-old) pickleball program; instruction would include coach participation; event date and length of play are to be determined. The Board supports this program.
9. Board Member Composition
a. Per the club Bylaws: The Board must consist of 3-15 members (see Article IV. Board of Directors; Section 2.) Prior discussion occurred at May’s board meeting about adding another director. It was determined to table any final decision until the fall timeframe when more club members are residing locally and able to seek information about Board membership/commitments, etc.
b. It was the consensus of the Board at today’s meeting that expansion of the Board will be reconsidered following completion of the Envision program. Motion: Steve makes a motion that we remain as a board of 8. Jeff seconds this motion; motion passed
c. After the Envision/Vision program and review of information garnered from the membership, this could change.

Dave motions for adjournment; Steve seconds -Adjournment 4:30
Next meeting Saturday, July 16, 2022, 2:30 p.m.

Pickleball University Board Meeting

May 7, 2022 @ 2:30 p.m.

Location: 1055 25th Ave. Vero Beach, FL 32960

And via FACETIME

Meeting Minutes

1. Call to order at 2:31 PM
2. Quorum established (all 8 board members present)

In attendance: Claire Miller, President, Chuck O’Hanlon (By FaceTime), VP, Steve Bull, VP, Dick Haverland, Treasurer, Lynn Ullestad, Secretary, Jeff Earlywine, Director, Bob O’Leary, Director (By FaceTime), Dave Caswell, Director

1. Proof of notice
   1. PBU website
2. Approval of previous minutes
   1. March minutes attached to this agenda  
   2. Motion:  approve March minutes by Steve, Dave seconds.  Motion passed

Old Business: (Addressed Via Email)

1. PBU Tournament Recap

Appreciation to Claire and Steve for organizing and running the tournament.  Participants from several surrounding states were registered to play.  The club will realize a net revenue of at least $22,562 although were waiting for two additional revenue items to be finalized.  Last year the net revenue was $5,000.  A special thank you to the 65+ volunteers who made the tournament a success.

1. North Court Lights update

Permits are being secured this week.  Work on the north court lights will be done in phases to cause the least disruption in play.  It is anticipated that without delays by the contractors or weather issues, the lights could be functional by mid-June.

1. Season Extension to April 30th 

The end-of-the-season will be noted as April 30

1. Singles Play

“No singles play” between 9:00-11:00 will remain in place.

1. Update on land for expansion

Claire and Steve have met with multiple City and Recreation Department personnel regarding opportunities around the land near the cemetery on Old Dixie Highway.  Claire and Steve continue to investigate “next steps.”

New Business:

1. Club Name Trademark

Discussion centered around protecting “Pickleball University” name as another entity is identified as Pickleball University on FB.  Bob O’Leary offered some legal details on whether this is something to pursue.  If we were to try to lease land for expansion or enter a 501(c)(3) tax status, would this be a problem and a name change might have to occur?  After much discussion around obtaining a trademark name without spending a great deal of money, it was decided to pursue filing the Pickleball University name as a federal trademark.

Motion:  Jeff makes a motion to allow a reasonable sum to be granted to the club president to pursue filing “Pickleball University” as a trademark name.  Claire seconded the motion – Motion passed.

1. 501(c)(3) 

Currently the club has 501(c)(7) status.  Obtaining 501(c)(3) status would allow businesses and individuals to give donations that are tax deductible which the 501(c7) status doesn’t currently allow.  The advantage of either changing our status or additionally creating a 501(c)(3) Foundation that supports fund raising could be help the club raise additional funds more efficiently. 

MOTION:  Club president to be granted a reasonable sum to review details around obtaining 501(c)(3) status and disbanding the 501(c)(7) status vs. keeping both statuses.  Jeff moves and Claire seconds – motion passes 

1. Medical protocols
   1. Injury/accident injury report routing

Club currently has incident/accident reporting system with documentation to be filled out by the gatekeepers/court attendants.  It is suggested that this policy/practice continue.  

1. Head injury protocol

A general recommendation is that any member with any injury that results in a loss of consciousness needs to be evaluated by 911 EMS at the time of incident.

1. Volunteer Appreciation (Quarterly Program)

The club utilizes a great deal of volunteers in many roles.  A more robust appreciation program for their dedicated service will be implemented.  The Social Committee Chairperson will be asked to develop a volunteer appreciation program.

Addendum: 

1. Lifetime Memberships

“Lifetime memberships” were established during the “Go Fund Me” campaign when the club was seeking donations for the development of Poco park. This period of fund raising is no longer in existence.

Motion:  The lifetime membership program will be terminated.  All members who purchased a lifetime membership will be granted “grandfather status.” New Lifetime Memberships will no longer be made available. Motion made by Claire; seconded by Lynn – motion passed

1. Go Fund Me business banners

There was some confusion with the terms of what was offered during the Go Fund Me drive and there was never anything in writing that this board or future boards could reference regarding the lifetime banners.  Was this the life of the banner, the life of the business, or the life of an individual?  Given this confusion and coupled with our rapid growth and costs, the board discussed the need to adjust our business model and long-term goals to reflect a policy that is fair and sustainable. Our Go Fund Me business sponsors and current sponsors will be highlighted on our new Sponsorship tab being developed on our PBU website. 

Motion:  Any member who initiated a banner during the Go Fund Me Banner Program will be contacted and presented the option to 1. Obtain a one-time payment for refund of their initial banner payment and the banner will be removed from the fence.  Or Option 2.  Their banner will be left up for display until June 2023 at no charge and after if they choose to continue to display it, they would be subject to the current yearly pricing policy.   Steve makes motion and Jeff seconds – motion passed

In addition, Pickleball Guru banner will be removed. This banner does not conform to the banner policy. 

Motion:  Pickleball Guru banner will be removed.  Motion made by Steve; seconded by Jeff – motion passed

Meeting adjourned at 4:26. Next meeting is June 4, at 2:30 PM.

Pickleball University Board Meeting

March 19 @ 2:30 p.m.

Location: 1055 25th Ave. Vero Beach, FL 32960

And via FACETIME

Meeting Minutes

1.  Call to order at 2:33
2. Proof of notice
   1. PBU website
3. Approval of February meeting minutes
   1. Motion to approve – Dick; second Steve
4. Determination of a quorum
   1. All members present:  Claire Miller, President; Chuck O’Hanlon, VP (FaceTime); Steve Bull, VP; Dick Haverland, Treasurer; Lynn Ullestad, Secretary, Bob O’Leary, Director; Jeff Earlywine, Director; Dave Caswell, Director
5. Introduction of new members
6. Treasurer’s Report
   1. Emailed by Dick on March 18 for review; $267,337

OLD BUSINESS

1. Banner Policy – PBU has had a banner policy for many years – this is a review of the current policy:
   1. Steve has developed an Excel sheet with all banners, condition of banner, responsible party and date the banner fee was paid
   2. Banner policy will be put on-line at the PickleU site
   3. Several people have sponsored a court for the tournament with banners for $300.  The opportunity to transition these banners to the court fences will be offered as per the banner policy fee scale.
   4. Banner size is restricted to 2 x 4; larger banners are subject to higher fees per the banner policy
   5. PBU has 96 lifetime members.  The “lifetime member” banner needs to be updated to reflect lifetime member names.  
      1. Motion to update the existing lifetime member banner on the south court fence near the gatekeepers to reflect all lifetime member names – Clair; Dick seconds
2. SSIPA Tournament Update
   1. Steve has been working with Tim Cuss of SSIPA to hold a regional tournament at PBU courts.  
   2. There are several models for this tournament with regard to involvement by PBU club members.  Extent involvement will result in revenue for the club.  More discussion around which model we will utilize will be needed.
   3. Halloween weekend 2022 will be the dates of the tournament
3.   Light update for north courts – no update at this time

NEW BUSINESS:

1.  Donations/Sponsorships by the club
   1. Chuck will obtain more information on these opportunities and report back to the board
2.  Court Reserve software (this is not software for reserving courts to play).  Court Reserve will offer many options for billing, member communication, Excel spreadsheets for demographic info, emailing club members, etc.
   1. Roll out explanation of the software to club members via 411 bulletins
   2. Jeff Earlywine will assist with developing a postcard with a QR option for members to learn more about Court Reserve and get to the program for review
   3. By May 1, 2022 all new members will be registered via the Court Reserve software program

ADJOURNMENT at 4:27

Next Meeting:  April 23, 2022

Pickleball University Board Meeting

February 26 @ 2:30 p.m.

Location: 1055 25th Ave. Vero Beach, FL 32960

And via FACETIME

Agenda

1. Call to Order at 2:33 PM
2. Proof of notice
   1. Posted to club website
3. Approval of previous minutes
   1. Motion:  Approve January minutes by Claire.  Seconded by Dick.  Motion passes.
4. Determination of a Quorum
   1. All members present:  Claire Miller, President; Chuck O’Hanlon, VP (FaceTime); Steve Bull, VP; Dick Haverland, Treasurer; Lynn Ullestad, Secretary; Francine Woodman, Director
5. Old Business
   1. Lights update
      1. Steve has secured three bids on the light project.  
      2. Motion:  Dick makes the motion to amend the light project to include six poles for lights with a cap of $70,000.  If the project cannot be completed for $70,000, only five poles will be utilized.  Claire seconds.  Motion passes.
   2. Club public relations
      1. Lynn Ullestad and Chuck O’Hanlon prepared a document for review regarding opportunities for the members to obtain pertinent information.  We realize not all members have access to Facebook and email.  
      2. Other opportunities include an “Ask the Board” question and answer column in the 411-Newsletter published weekly.
      3. Dry erase boards will be utilized to distribute information to the members.  These boards will be placed at the north and south gates.
      4. Initiating discussions around a review of the Bylaws (established when the club started in 2015). This will be an important review and will take considerable time.
   3. SIPPA tournament
      1. SIPPA group has contacted PBU about hosting a tournament in October or November.  This tournament would result in no net expense to the club and will generate revenue for PBU.  A third-party vendor will manage the tournament.  Motion:  Steve moves to contract with the SIPPA tournament group to facilitate a tournament at PBU in October or November.  Claire seconds motion.  Motion passes
6. New Business
   1. Long term goals
      1. Discussion regarding long term goals was initiated and will be ongoing as we review opportunities.  With the new courts at the IGR and St. John’s Island, will PBU club membership change?  What is the growth strategy that the club members desire?  The Board will continue to seek input on goals.
      2. Steve will investigate the option to add two pickleball courts to the south side of the Poco complex.
   2. Club membership volume
      1. Tabled until we have a basic understanding of the club strategy and growth trajectory.
7. Court Reserve Update and related issues:
   1. Membership initiation fees/holding fees for inactive members
      1. Secondary to Covid, members have been able to put their membership in an “inactive status” as they may have been unable to travel to Florida or had other hardship circumstances. 
      2. Motion:  Steve made a motion that members on the 2021 inactive membership list will be required to pay their annual $100 fee by June 1, 2022, to maintain active membership status with PBU.  If fees are not received by June 1, 2022, the member will become inactive and will be required to pay the current initiation fee if they choose to rejoin the club at a later date.  Any members this pertains to will be contacted via email. Dick seconded motion. Motion passes. 
   2. Pro-rating membership fees
      1. Initial annual membership fees will be pro-rated via the Court Reserve software program for all NEW memberships.  
      2. Annual renewal of membership dues will be invoiced and paid in the month of January.
      3. Initiation fees will NOT be pro-rated.  In-full payment of initiation fees will be paid upon joining PBU.
8. Review Board opening(s)
   1. Applicants
      1. Applicants who completed all documentation for Board positions include Jeff Earlywine, Bob O’Leary and Dave Caswell
   2. Positions to be filled
      1. Motion:  Chuck makes motion that we increase the board to nine members.  Dick seconds.  Motion passes.
      2. Motion:  Chuck makes motion that all three applicants – Jeff, Dave and Bob – be added to the Board.  Dick seconds. Motion passes.    
      3. New board members will be notified by President Claire Miller.
9. Banners
   1. Banner policy 
      1. Annual member banners, as outlined in the banner policy, are to be 2 feet by 4 feet.  The fee for this banner is $1,000 annually.  Annual fee for banners is determined by the size of the banner.
   2. Lifetime banners
      1. “Lifetime banners” were developed during the club’s initial “Go Fund Me” program.  There are 13 lifetime members with banners up at PBU.  These members will be notified when their banner needs to be replaced due to disrepair or fading.  The member will have 60 days to replace the banner.  If the banner needing repair is not replaced by the member, it will be removed from the fence.  As a “lifetime member” there is no annual fee for these banners.
      2. All non-lifetime members who have banners up on the fence will be invoiced annually on the anniversary date of their banner installation.  The member has 30 days to submit remittance of the banner fee.  Annual member banners, as outlined in the banner policy, are to be 2 feet by 4 feet.
10.  Coaches Contracts
    1. Club coaching opportunities
       1. Motion:  Steve makes motion to accept coaches’ contracts as prepared by Chuck this week.  The expiration date for these contracts is 12/31/2022. Dick seconds motion.  Motion passes.
    2. PB 101 every 6 weeks
11.  Fromuth:   www.Fromuthpickleball.com 
    1. Fromuth is an online vendor for pickleball equipment and attire.  Fromuth has agreed to give any PBU member a 10% discount when purchasing from the online shop.  PBU will receive a 5% return on purchases made by PBU club members.  Motion:  Steve moves to enter an agreement with Fromuth for member discount rate and subsequent club reimbursement of 5%.  Claire seconds.  Motion passes.
12.  Adjournment at 4:53 PM
13.  Next meeting is March 19, 2022, at 2:30

PICKLEBALL UNIVERSITY BOARD MEETING

Date/Time:  January 29, 2022 at 2:30

Location:  1055 25th Avenue, Vero Beach FL  32960 and FACETIME

Minutes

1. Call to Order 
   1. 2:38
2. Proof of meeting notice
   1. Club website
3. Approval of December minutes
   1. Motion:  Dick moves to accept December minutes as posted; Steve seconds; motion passes
4. Quorum
   1. In attendance:  Claire Miller, President; Dick Haverland, Treasurer; Steve Bull, VP, Lynn Ullestad, Secretary, Francine Woodman, Director
   2. FaceTime:  Chuck O’Hanlon, VP
   3. All members present
5. Old Business
   1. Court lights
      1. Three companies provided input on light options for the north courts.  Complete Electric of Sebastian will be engaged to provide more data on components of this project.  Steve will make this contact with the vendor.
   2. Fence repair
      1. Concern expressed about needed fence repairs – specifically south side court with metal noted to be extending up through the fencing “bumper.”  Adams Fencing reviewed the fencing issues at the courts.  Claire will reach out to see if there is a club member who might be willing to look at replacing the bumper on the area of fence that has post protruding.
   3. Tournament update
      1. 167 individual players are registered at this time; individual players may register for multiple events.  Tournament preparation continues with ordering medals, seeking volunteers to fill spots, securing POD, ordering t-shirts, etc.  All tasks are moving forward on schedule.  Tournament is scheduled for March 25-27, 2022.
      2. SSIPA (Super Seniors International Pickleball Association) organization approached PBU re:  conducting a tournament at the PBU courts.  This would be a regional tournament with draw from surrounding states.  Potential tournament date would be open for negotiation based on PBU availability.  Potential for community economic benefit as well as club recognition discussed.  Steve will obtain more detail from SSIPA regarding needs, expectations from the club, benefits/risks, etc.
   4. Club attorney re:  violation notification
      1. PBU will follow direction of club attorney regarding the dissemination of information to members who have received disciplinary action
   5. Wristband discussion
      1. Ann, Club Manager, has prepared a document for the gatekeepers and court attendants that outlines the process for wristband discussions with club members.  Ann’s document stresses courtesy and respectfulness to members when discussing wristband issues with the expectation that courtesy and respectfulness will be provided to the gatekeepers and court attendants by club members in these discussions.  The club policy states that wristbands will be worn when on the courts.  We will continue to monitor wristband adherence to keep the courts available for members only. With over 950 members, it is impossible to expect any person to know every member; making it necessary to ask everyone to wear their wristband.  Claire will condense Ann’s document and put details in the new 411 weekly publication.
6.  New Business:
   1. Financial budget
      1. Projected net profit of approximately $25,000 for 2022
      2. Detailed discussion around club manager and court attendant payroll dollars.  Projected payroll of $61,414 noted for all compensated positions.  Discussions around staffing models for gatekeepers/court attendants re:  daily hours, seasonal hour changes, drop in guests after 10:30 and role of club manager in daily activities at the courts.   Chuck and Steve to meet to further discuss the accuracy of the $61,414 projection, should this be broken down into line-item descriptions for the budget and how it compares to previous years’ budgets.
   2. Restructuring of club bank accounts will be completed.  PBU has five accounts, two which have had zero activity in over two years.  These two non-interest-bearing accounts (one at Wells Fargo and one at Fidelity) will be closed and the funds placed in the club interest-bearing accounts at Wells Fargo.  Motion:  Steve makes motion to move all club monies into interest-bearing accounts at Wells Fargo.  Second by Francine.  Motion passed.
   3. PayPal
      1. Club is charged 4% fee for all monies that pass through a PayPal account (i.e., Happy Hour registrations, payment of club annual dues, etc.)  Seeking opportunity to decrease this 4% expense.  See section 6. i (Court Reserve) discussion below.
   4. Spending Control and Policy
      1. Any purchase made for PBU on a club debit card will need to be reported via email to Claire and Dick.  This will allow for timely review of the statement and verification of appropriate purchases.
      2. Claire will work with Wells Fargo on transition of financial information secondary to Board leadership changes
   5. Court Manager monthly report
      1. Ann will submit a monthly report to the Board in her role as Club Manager.  January’s report was comprehensive with noted actions Ann hopes to implement and some actions she has already improved upon.
   6. Public Relations/Dennis suggestions
      1. Dennis Fitzpatrick provided an excellent document on some observed suggestions for improved PR.  Lynn and Chuck will deconstruct these suggestions to include opportunities, goals and feasibility.
   7. General Membership Communication
      1. Claire has initiated the 411 weekly publication
      2. Board will continue to seek opportunities to keep the membership informed as well as to seek input from the members on issues/improvements.  The PBU Board is dedicated to open communication between the members and Board.
   8. Protocol for correspondence with member re:  infraction 
      1. All Code of Conduct infractions will be addressed on a case-by-case basis as is supported in the PBU Bylaws.  PBU Code of Conduct and PBU Bylaws are available on the PBU website.
   9. Court Reserve Software Program
      1. Cumbersome, tedious and extremely time-consuming methodology to send out emails, update calendars and, in general, communicate with members was reviewed.  Solution to this situation could be the Court Reserve software.  This can be email or text driven communication.  Initially, we would seek to use applications for email/text communication, coach scheduling and payment of club fees (eliminating the 4% fee associated with using PayPal).  Court Reserve is a comprehensive application with other utilization factors that could be incorporated gradually.  Motion:  Claire makes motion to trial Court Reserve for three months at a cost of $159.00/month.  Steve seconds.   Motion passed
   10. Windscreens/storm dates
       1. Removal of windscreens for hurricane season discussed.  This matter will be referred to the Court Manager.
   11. Board vacancies
       1. Jackie Schmid resigned; Joe and Jamie’s terms expired in January 2022.  Lynn will prepare a document for distribution seeking members interested in joining the Board. 
   12. Membership (Open or Close)
       1. Discussion deferred to February due to time 
   13. D & O Insurance
       1. Raines has club insurance.  All appropriate components of PBU insurance are in good standing

MEETING ADJOURNED:  5:35

Next Board Meeting will be held on 26 February, 2022

Pickleball University Board Meeting Minutes

December 18, 2021 @ 2:30 p.m.

Location: 1055 25th Ave. Vero Beach, Fl 32960

And via FACETIME

Agenda

1. Call to Order
   1. 2:41 p.m.
2. Proof of notice
   1. On club website
3. Approval of previous minutes
   1. Steve Bull motioned to approve November minutes. Jackie seconded. Motion passed unanimously
4. Determination of a Quorum
   1. In attendance: Joe Scanlan, president, Claire Miller, secretary, Steve Bull, director, Francine Woodman, Director, Jackie Schmid, Director, Jamie Demetrion, Director, Lynn Ullestad
   2. Via Facetime: Chuck O’Hanlon, VP, Dick Haverland, treasurer
5. Old Business
   1. Shade awning decision and budget 
      1. Steve Bull shared the various options available and costs. 
      2. Joe Scanlan made a motion to approve a budget up to $12,000 for a permanent structure in liaison with the COVB and a budget of up to $4,000 for a sun-sail type structure. Jamie Demetrion seconded motion. Vote passed unanimously.
   2. Club expansion updates from 11/30 meeting with Planning and Rec department. 
      1. Steve Bull shared information from a recent meeting he attended regarding court expansion. After consulting with the planning committee, the board agrees that expansion at the Pocahontas site is not feasible due to several factors. City land across from the cemetery continues to be a possible option.
      2. Steve Bull made a motion to go forward with the process for obtaining a part of this property for PBU use, by submitting a proposal to the city. Joe Scanlan seconded motion. Vote passed unanimously.  
   3. Lights update 
      1. Steve shared information regarding the new lights contract. A quote from Stewart Tennis and Tech Light has been obtained. Board discussed possible work including re-trenching of conduit that may need to occur before project can commence. The contractor will not be able to begin the project until February 1st, 2022. 
      2. Fran Woodman made a motion that any lights project should commence after May 1st at the end of the season. Claire Miller seconded the motion. Motion passed unanimously.
6.  New Business
   1. Financial review 
      1. PBU treasurer emailed the financials to board members ahead of meeting. They continue to be posted on club website for public viewing. A direct link to the financials on our website will be sent to all members this week. 
   2. Board of directors’ and positions needed for 2022
      1. In January 2022, Joe Scanlan and Jamie Demetrion will be stepping down off the board of directors. The board had a general discussion about its needs moving forward. 
      2. Steve Bull made a motion to limit the number of board members to a total of 7 for 2022. Jackie Schmid seconded motion. Vote passed unanimously. 
      3. Steve Bull made a motion that full time local residents will get first consideration for future board positions. Claire Miller seconded motion. Vote passed unanimously. 
      4. The board elected new officers for 2022.
         1. Jamie Demetrion nominated Claire Miller as president. Joe seconded motion. Vote passed unanimously. 
         2. Joe Scanlan nominated Dick Haverland as treasurer. Steve Bull seconded motion. Vote passed unanimously. 
         3. Steve Bull nominated Lynn Ullestad as secretary. Joe Scanlan seconded. Vote passed unanimously. 
         4. Jamie motioned Chuck O’Hanlon as vice president. Steve Bull seconded motion. Vote passed unanimously. 
         5. Claire nominated Steve Bull as second vice president. Jamie seconded motion. Vote passed unanimously. 
   3. Potential board member applications submitted this month
      1. At this time all board positions are filled, and new applications are on hold until an officer position opens up 
   4. Board member resume from last month
      1. See above
   5. Drop in procedures for pros and coaches
      1. The board considered a request made by a PBU coach to allow outside coaches or pros to play at PBU before 10:30 a.m. in season and to waive the drop-in fee. The board discussed and denied the request. Joe Scanlan will let the coach in question know of the board’s decision. 
   6.  Gatekeeper autonomy with drop in rule
      1. The seasonal rule implemented December 1st through March 30th that states drop ins cannot play before 10:30 a.m. will remain firm regardless of how crowded the courts.  
   7. Clarify singles play 
      1. This item was previously determined, and signs posted at gate. No singles play from 9:00 to 11:00 during season. 
   8. Discussion on club banners (individual, lifetime and annual)
      1. The board discussed the need to replace lifetime banners periodically as they become worn. Chuck O’Hanlon has contacted all sponsors and informed them how they can be replaced. Annual corporate sponsorship will continue to be made available at a rate of $1000. 
      2. Prem Carnot will be informed by Chuck O’Hanlon of the corporate rate moving forward. 
      3. Several members have requested a banner be erected for a specific pro player at PBU.  The board approved that a banner may be purchased for the same price as a corporate sponsorship.  Steve Bull will share the information including stipulations with the interested parties.  
   9. Spring Tournament budget and updates
      1. PBU tournament is still planned to run March 25-27, 2022. 
   10. Volunteer gatekeeper hours
       1. Gatekeeper current hours run from 8:30 a.m. to approximately 10:30 a.m. Since drop ins now began after 10:30, the board discussed staggering the gatekeeper hours, so coverage is available through noon. Jackie Schmid will talk to the head gatekeeper to coordinate. 
   11. Revisit club name vote
       1. Jamie Demetrion proposed that we revisit the vote made on April 17, 2021, to change the PBU club name. At that time, the motion to change the name passed 5-3. 
       2. Steve Bull made a motion to keep the club name as is. Jamie seconded motion. Vote passed 8-1 
   12. Opportunity for additional courts
       1. Francine Woodman shared information related to a new development pending at the old power plant site and the potential for adding pickleball courts to the waterside 35-acre property. Board may discuss further as more information becomes available. 
   13. Fences repair needs
       1. The board discussed the need to repair damaged and potentially dangerous fencing at the courts. Jackie Schimd will contact Adam’s Fencing to come evaluate and give the club a quote. 
   14. Guest passes information to members and dates made available
       1. Guest passes will be made available to all members on January 1st at a cost of 5 for $30. A second opportunity for purchasing will be made available on Tuesday, January 18th. Further information will be sent out to all members via email this coming week. 
   15. Gatekeeper incident report from 12/16/21
       1. The board discussed an incident that occurred at the courts on 12/16/21 involving a player violating the PBU code of conduct.
       2. The board made the decision to impose a 7-day suspension for a period of 7 days
   16. Procedure and documentation for responding to reported incidents
       1. The board agreed that only On Duty gatekeepers will monitor wrist band compliance and a process for reporting noncompliance will be followed. If a player refuses to wear their band, the gatekeeper will report to the court attendant or board member and further action will be determined. Other members will not be encouraged to police wrist band compliance. 
   17. ITEMS ADDENDUM:
       1. A request was made to the club to allow the Treasure Coast League to use two courts on Tuesdays from 1 to 3 pm. and to waive the drop-in fee for nonmembers. The board denied the request. Chuck O’Hanlon will inform the person making request. 
       2. Claire Miller shared that there have been two reported incidents of a person trying to steal member’s dogs at the courts in the evening. An email will go out to membership this week regarding this. 
       3. Steve Bull acknowledged Joe Scanlan and Jamie Demetrion for all their hard work and contributions to the club during their term and thanked them on behalf of the board. 
7. Adjournment   5:49 p.m.

Pickleball University Board Meeting Minutes

October 30, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

Attendees: In person: Claire Miller, secretary, Dick Haverland, Treasurer, Francine Woodman, Director, Jackie Schmidt, Director, Lynn Ullestad, Director

Attended by FaceTime: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Jamie Demetrion, Director, Steve Bull, Director

1. Call to Order

2:30 p.m.

1. Proof of notice

On club website

1. Approval of previous minutes

Dick Haverland made a motion to approve last month’s minutes. Francine Woodman seconded motion. Motion passed unanimously.

1. Determination of a Quorum

All board members in attendance. Mrs. Ullestad joined the board this month and was welcomed aboard by members.

1. Old Business

1. Guest Passes (Claire/Jackie)

• Claire and Jackie presented a format for allowing members to purchase discounted guest passes one time a year (January). The board discussed the number of passes that should be sold per person.

Jamie proposed that at the time of membership renewal in January each member will have the option to purchase a maximum of 5 guest passes for $5 each. They must be used after 10:30 a.m. if playing between the date of December 1^st and March 31^st. Dick seconded motion.

7 members approved the motion, 2 opposed. Motion passed.

1. Shade awning structures (Steve/Claire)

• Steve and Claire shared a quote with the board from a company that sells and installs shade structures. The board discussed that the project would have to be approved by the city and a permit obtained. Steve Bull met with Jim O’Connell to review preliminary plans. The board agreed to table the plans until we have more information about the club court expansion initiative.

1. Club expansion updates (Steve)

• Steve Bull met with Jim O’Connell, recreation manager to share possible options for adding courts at Pocahontas. It was determined that the south end of the courts is a drainage area but not a retention pond. The northeast side is not a possibility for expansion due to overhead power lines. The southeast side may have room for two courts but would impact some of the parking spots on east side. The next step is to attend a city Planning Department meeting to determine the feasibility of these options.

1. Lights update (Steve)

• The club still plans on installing lights on the north side, but plans are currently delayed. More information to follow as it becomes available.

1. New Business
2. Financial review (Dick)

• The club continues to be cash positive and our balance has increased since last quarter (see statement on club website). To date we have over 900 members at PBU.

1. Wristbands

• The board discussed the recent problems with wristband enforcement at the courts. Several gatekeepers and the court attendants have reported some members failing to wear their wristband on their person or refusing to produce the wristband at all. The board agreed it is imperative all members wear the wristband in a visible place on the body as this is the only vehicle in place to identify members from nonmembers. Moving forward, the board has put a policy in place to address repeat offenders. This will involve a series of written warnings that may culminate in a suspension from the club and potential removal from the club. This will be determined on a case-by-case basis. In addition, any nonmember refusing to wear the paper wristband will not be allowed to play.

1. Programs (Chuck)
2. Special Olympics parent training:

• Drop-in fees will be waived for the parents who may participate in the Special Olympic training program run by Ken Roberts and Gary Carmichael. If this does occur it will begin around November 1^st, 2021, between 1:00 and 5:00 p.m. for two to three sessions.
• Chuck O’Hanlon shared that we also have two children’s programs currently running at Pocahontas. The Anne Darling homeschool program runs 1:00 p.m. to 2:30 p.m. on Tuesdays and the Youth Guidance program runs every Tuesday from 3:30 p.m. to 4:30 p.m. A total of 2 courts are used during this time. Both programs will run through November 30, 2021, with a possible option to extend.

2. Lessons under the lights

• The board discussed that no coaching/lessons may occur under the lights before 8:00 p.m. during the season.
• Beginning November 1^st, coaches may provide lessons no later than 8:30 a.m. and can then coach again between noon and 5:00 p.m. on the north and south courts.

1. Park water fountain

• The board agreed that the installation of a water bottle filling fountain at the park is not practical for a variety of reasons.

1. Spring Tournament

• The Pocahontas Pickleball Classic tournament will take place March 18-21, 2021. Claire Miller and Steve Bull will run the tournament. The software and court assignment duties will be hired out to Diane Schulstrom and Carter Ledeker. The board approved this expense as part of the previously approved budget. Players will be able to register on the pickleball tournaments website early November.

1. Coaching fees

• The PBU certified coaches have asked for the ability to determine their own rates for lessons to non-club members. The board agrees that coaches be given the autonomy to set their own fees but will continue to give 10% to the club and a $5 drop-in fee will still be incurred. Coaches will provide Chuck O’Hanlon with their pre-determined rate to nonmembers.

1. Christmas party

• Our annual Christmas party, organized by Lynn Ullestad, will be held at the Walking Tree Brewery on December 11, 2021. The event will run from 6:00 p.m. to 10:00 p.m. with live music starting at 8:00 p.m. More details to follow with sign up and pricing.

1. Membership Update

• Jamie Demetrion reported that as of 10/30/21 our membership is at 900. 745 are 2021 members. 76 are 2020 members with an option to renew.

1. Next meeting: December 18, 2021 

1. Adjournment

• 5:13 p.m.

Pickleball University Board Meeting

September 18, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

AND VIA FACETIME

 Meeting Minutes

1. Call to Order

2:35 p.m.

2. Proof of notice

Made available on club website

3. Approval of previous minutes

S Bull made motion to approve August minutes. F Woodman seconded motion. Motion passed unanimously

4. Determination of a Quorum

7 of 8 board members present (F Woodman, J Schmidt, C Miller in person. S Bull, J Scanlan, J Demetrion, C O’Hanlon via FaceTime). Dick Haverland absent

5. Old Business
6. Update on lights on north courts (Claire/Steve)

S Bull emailed information previously to the board pertaining to a new bid from Sports Surfaces for north court lights that included installation and electrical work.

S Bull made a motion to accept the Sport Surfaces bid proposal

Claire seconded motion

Discussion ensued about adding timers to the north and south court lights and including in the bid. It was also discussed that the contract that dictates the timeline for construction on the courts expires in November 2021 and may need to be extended. J Scanlan will talk to the city about extending this.

Motion to accept Sports Surfaces bid was approved unanimously.

6. New Business

1. Financial review

D Haverland submitted financials to board via email earlier in week as he was not present at board meeting. There has been little to no change in the club’s financials. Financial Information continues to be made available on the club website.

1. Club expansion

• J Demetrion made a motion to halt any activity related to expanding our club’s capacity until the county’s 12 court project is completed, estimated to begin in 2022. J Scanlan seconded the motion.

J Scanlan stated that the club does not currently have the funds to pursue a new location and purchase land from the city. He also discussed that the county’s addition of 12 courts south of Pocahontas may alleviate our overcrowding problem.

S Bull stated that we may be able to lease any potential land we are interested in developing. S Bull shared that he had also researched the feasibility of expanding at Pocahontas and talked with the recreation manager who potentially supported this possibility. The proposal would also have to be approved by city council. The expansion area in question would include the addition of 3 courts at the south end of Pocahontas on the green land. It was discussed whether this was green land or a retention space.

Board voted 5-2 against the motion (Jamie and Joe in favor, Claire, Francine, Jackie, Chuck, and Steve opposed)

• F Woodman made a motion to pursue adding courts at Pocahontas site. C Miller seconded motion.

After discussion, motion passed unanimously.

• S Bull made motion to concurrently pursue looking at expansion outside of Poco while exploring expansion at Pocahontas site. If after researching expansion at Pocahontas, it is not a viable option, then the club will continue to look for other land to either lease or buy outside of Pocahontas. Claire seconded motion.

S Bull discussed that the club has the funds to do the expansion at Poco, the lights, and 12 new courts if the board elected to go ahead with such a plan.  He mentioned it could be done in phases.  Joe said a parking lot would have to be added which would cost additional money and the quote may not include fences that divide each court.  Steve mentioned and included a budget proposal from Sports Surfaces with a quote in email and a price of $100,500.00.  He also mentioned that funds will be available in 2022 of roughly $260,000 and that the board could decide whether to go ahead and expand outside of Poco after we were awarded any land and that we were not necessarily tied in to build or not to build, but this motion was to give us an avenue to do so outside the confines of Poco. 

Motion approved unanimously.

Easing wait time in primetime

• J Demetrion made a motion to prohibit drop ins during primetime between 8:00 a.m. and 10:30 a.m. from December 1^st, 2021, through March 31^st S Bull seconded motion.

Motion passed 5-2 (Jackie and Fran opposed. Claire, Steve, Jamie, Chuck, and Joe approved)

• J Demetrion made a motion that games will be played to 11 (win by one) during primetime between 8:00 a.m. to 10:30 a.m. from December 1^st, 2021, through March 31^st S Bull seconded motion.

Motion passed 5-2 (Jackie and Fran opposed. Claire, Steve, Jamie, Joe, and Chuck approved).

• J Demetrion made a motion that when the paddle box is full, games will play to 9 (win by 1). J Scanlan seconded motion.

Motion failed 5-2 (Joe and Jamie approved. Jackie, Claire, Fran, Steve, and Chuck opposed).

1. Membership 2022

J Demetrion made a motion to have current membership fees remain the same for 2022 but that new membership fees will now include a $200 initiation fee, totaling $300 initial annual fee for new members. Claire seconded motion.

The board discussed that this may help slow down new membership while the club works on solutions for expansion.

Motion passed unanimously.

1. Programs

C O’Hanlon shared some ideas for programs to run in season that may help ease congestion during primetime. S Bull stated that no one group should get preference on the courts during prime time. Chuck stated that the maximum number of courts to be reserved by a group in the afternoon will be 3. The board agreed to table further discussion about programs until later in the season.

1. Club Tournament

    Further information will be provided by S Bull and C Miller in October or November 2021.

1. Recommendation for new board member

J Demetrion made a motion to accept Lynn Ullestad onto the PBU board of director’s in October 2021. S Bull seconded motion.

The board discussed the candidate’s resume that was submitted prior to the meeting.

Motion passed unanimously.

1. Guest passes

C Miller stated that guest passes should be made available to members at a reduced price to use for family and/or friends. The board discussed the various ways this could be implemented. Jackie and Claire will explore further and come up with ideas to implement.

1. Locks on west gates

It has come to the attention of several board members that the locking of the west gates at 4 o’clock every evening is an inconvenience to play, as stray balls go over the fence and players do not have easy access to the bathrooms. The court attendants have agreed to leave the southwest gate open in the evening and the northwest gate will remain locked.

1. Shade awning outside perimeter of courts

S Bull made a motion to allow the board to research shade options for the perimeter of the northeast and southeast courts. Jamie seconded motion.

Samples of awnings and structures were shared by S Bull and J Demetrion.

Motion passed unanimously.

Next meeting: October 30, 2021 @ 2:30 p.m.

7. Adjournment: 4:44 p.m.

Pickleball University Board Meeting

August 7, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

 AND VIA FACETIME

 Meeting Minutes

1.   Call to Order

2:32 p.m.

2.    Proof of notice

On club website

3.    Approval of previous minutes

Francine motioned to approve the July 2021 minutes. Steve seconded the motion. Motion approved unanimously.

4.    Determination of a Quorum

Claire Miller, Jackie Schmid, and Francine Woodman attended in person. Joe Scanlan, Jamie Demetrion, Steve Bull, Dick Haverland, and Chuck O’Hanlon attended via Facetime. 

5.    Old Business

a.    Update on lights on north courts 

Claire and Steve had a meeting on July 29 with recreation manager, Jim O’Connell, Chris Bryant, lights engineer, and city arborist, Nanette. Dick Habershian, club member, was also present. As a result of the meeting, Mr. Bryant was able to provide a lights layout for the north courts that was slightly modified from the south courts to accommodate the oak tree on northwest side of courts. After Steve Bull reviewed the layout and the resulting lumens it provides for the 6 courts, the board agreed that the project is feasible. Steve Bull will reach out to our contractor and lights engineer next week to detail next steps including permitting. The board also agreed that electricity outlets should be added to the east poles much like the lights on the south side. 

6.    New Business

A.  Financial review 

Dick Haverland provided this month’s financial statement to the board by email. The club continues to accrue income via new membership fees and has no major expenditures this month. 

B.   Additional courts – Plan B ideas, update on cemetery land 

Given the recent refusal by the city council to consider additional courts at the Riverside Park complex, the board is considering other options to expand the club and provide more courts to its members. 

Claire Miller shared a phone conversation she had with Jason Jeffries, City Planning and Development Director on August 4^th, 2021, regarding a plot of land on Old Dixie Highway, directly north of Christie’s gym. The land is owned by the city and is currently zoned industrial. It is approximately 11 acres. Mr. Jeffries indicated that he would talk with the city attorney about the club’s interest in the possibility of acquiring the land and get back with Ms. Miller the following week. 

Discussion ensued by the board on various aspects of this potential project, including leasing versus purchasing the land, cement versus asphalt courts, and the implications to the club in terms of membership and fees. Steve Bull shared some information regarding an estimate of building 12 courts from the ground up, as well as estimates for the project including electricity and sewer. Dick Haverland stated that he would do some research into how much the land is worth and report back to the board before the September board meeting. Jamie Demetrion suggested forming a 12-member building committee consisting of board members and general members if the project does move forward. 

C.   Consideration of membership numbers 

Jamie shared that the club now has a total of 841 members. In season this will potentially result in overcrowding and long wait times at Pocahontas. Until new courts can be found or developed, the board discussed ways to combat this problem. Chuck suggested restricting drop ins from 8-11 a.m. during peak times and to develop other programs outside of this time to encourage play outside of peak hours. Chuck also proposed that the initiation fee should be raised to limit new membership. Dick suggested raising annual membership fees from $100 to $150 and raising the initiation fee from $100 to $200. Jamie pointed out that hardship cases would still be offered. The board discussed what impact these policies may have on renewal memberships. Joe motioned that the initiation fee be raised to $200 but membership remain the same at this time. After more discussion, the board agreed to table this discussion until the September 2021 board meeting and revisit.  

D.  Procedures for new and renewal memberships 

Jamie presented a new system for membership application and documentation of new member information. The current application process is no longer supported by our club website developer. It is proposed to replace the current system with an online PDF application form that new members complete at the club website, and print out to either mail to the club or bring to the gatekeeper at the courts. This process will also save several thousand dollars in PayPal fees. The board discussed this at length and agreed to defer to Jamie and Francine on this topic as they handle membership and are familiar with the process. 

E.   Spring tournament dates and budget 

Steve Bull and Claire Miller will run the spring tournament again this year which will take place March 24^th -27^th 2022. Steve presented possible alternate formats for the tournament to provide players more play. A budget was also discussed. Additional costs this year include purchasing software from Pickleballtournaments.com, t-shirts, and balls. An in-house January tournament may be considered to try out the court assignment software. 

F.    Christmas party

The club annual Christmas party was discussed in light of the resurgence of COVID in the community. Indoor versus outdoor venues were discussed as well as the possibility of catering the event. The consensus of the board was that it may not be prudent to plan a party in advance at this point. It was discussed that our social director will be consulted and discuss the possibility of an impromptu event taking place in December if feasible. This could be at a local establishment such as the Walking Tree Brewery and using food trucks in place of pot luck or catering. 

G.  Monthly sign in sheets at courts

The board discussed the growing membership numbers an if there was a need to track the number of active members playing at Pocahontas Park for future planning purposes of the club. Joe suggested having players sign in monthly with the gatekeeper to get a count of players. The pros and cons of this was discussed and it was that it was not necessary or feasible. 

Next meeting: September 18, 2021

7.    Adjournment: 4:41 p.m. Toggle Content

Pickleball University Board Meeting

July 1, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

Meeting Minutes

1. Call to Order

2:31 p.m.

2. Proof of notice

On club website

3. Approval of previous minutes

Steve made motion to approve June minutes. Fran seconded. Motion passed unanimously.

4. Determination of a Quorum

All board members present either in person or via FaceTime.

5. Old Business: Club Name
6. New Business

1. Financial review (Dick)

Board treasurer reported that PBU has a balance of approximately $160,000. Pending expenses in near future include the installation of lights on north courts.

1. Consideration of revision to Riverside complex proposal

Joe Scanlan reviewed the amended Riverside complex proposal and summarized each point. PBU is now proposing to convert 3 tennis courts instead of 4 and they are the newly refurbished courts nearest clubhouse. The amendment includes a $27,500.00 donation to the city to refurbish the remaining tennis courts. The amendment also included the profits from any drop ins to go to the city.

Steve Bull stated that revenue from drop-in fees may be needed by our own club to pay for future maintenance of our current and future courts and profits from drop ins should not be promised to Riverside. Dick Haverland suggested paying the city a percentage of the drop-in fees if they were willing to collect them. The donation amount provided to the city was also discussed and agreed upon that this should be reduced and considered compensation to the city to be used at their discretion.

Steve made a motion that PBU will compensate the city up to $21,000.00 and will also be responsible for using our own club funds to convert 3 of the tennis courts to pickleball courts. Jamie seconded motion. All board members were in favor. Motion passed unanimously.

1. Update on lights bid and potential meeting with contractor and city to determine lights lay out.

City council meeting to approve the lighting project at Pocahontas will occur on July 20^th. Prior to this, the club will submit exhibit A to the council which outlines the placement of the lights on the north courts and specifically in relation to the oak tree on the west side. Current job bid for lights stands at $42,000.00. Electrical bid is approximately $2,500.00.

1. 101 Procedures

It came to the attention of the board that one of the coaches has neglected to show up for the 101 clinics on two occasions. The board discussed accountability of the coaches and next steps. It was agreed on that the coach involved will receive a verbal warning.

Steve motioned that the coach will receive a verbal warning from vice president Chuck O’Hanlon and if another clinic or similar commitment is missed, the coach will be dismissed. Dick seconded motion. Motion passed unanimously.

1. Discussion on prorating membership fees

The board revisited this topic after receiving an email from a potential new member.  It was agreed unanimously by board members that PBU will not prorate membership fees.  Last year, the Board determined that anyone signing up after November 1^st would be provided with a membership through the following calendar year.  Considering this and to stay consistent with the board’s policy in 2020, the Board will keep the same policy in place.   

Steve motioned that anyone signing up after November 1, 2021, will be purchasing a membership through 2022 for the same annual price. Claire seconded motion. Motion passed unanimously.

1. A brief discussion was led by Steve Bull on another plan if Riverside Plan is not adopted by City Council. There are properties that are in the city limits that may be available where a complex could be built.  It was suggested that we look at alternatives for a new complex to relieve the overcrowding issue.

1. Brief discussion ensued regarding the 2022 Tournament Date and running an additional tournament in the fall period to test software for the 2022 Tournament.

Next meeting: August 7, 2021

7. Adjournment: 4:01 p.m.

Pickleball University Board Meeting

May 22, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

Meeting Minutes

2. Call to Order
   2:31 p.m.
3. Proof of notice
   On club website under minutes
4. Determination of a Quorum
   All 8 board members present. Attendees: Jackie Schimd, Francine Woodman, Dick Haverland, and Claire Miller in person. Jamie Demetrion, Steve Bull, and Joe Scanlan via FaceTime.
5. Old Business
   • Vero tournaments wrap up and future club tournaments

   Final numbers for our annual tournament were shared by Claire and Steve. The information will be included in the June newsletter.

   $5,522.00    (Income)

    $1,224.81   (Expenses)

   Total Income   $4,297.19

   The board discussed future tournaments and it was determined that for the upcoming season, an annual tournament in the spring would be held and run solely by the club, without third party involvement.

   • Lights repair status

   The lights on the south courts were adjusted/repaired last week to improve the overall lighting on all 6 courts.

    

   • Club name

   Following last months’ vote to change our club’s name to reflect the origin of Vero Beach:

   Claire proposed that the membership be surveyed to obtain their input on a name change. Members would be provided with a choice of two new names (Vero Beach Pickleball Club and Vero Beach Pickleball University Club) and a 3^rd option provided to have the name remain the same.

    Steve seconded motion. Dick, Claire, and Steve supported the motion. Jackie, Francine, Joe, Chuck, and Jamie opposed the motion. Motion did not pass.

 New Business

A. Financial review (Dick)

          12/31/2020   $111,361

          4/16/2021     $151,013

          5/19/2021    $159,275   

Projected expense for light project this summer is estimated at $ 40, 000.

See club website for full financial review

B. Flagpole (member request)

A request from two members veterans was received regarding the installation of a telescopic flagpole at the courts. The board discussed that they would like more information as to what is entailed, such as pricing, location, height, lighting, the raising and lowering of flag, and permits needed.  Jackie made an alternate suggestion of installing a bracket on the shed and having the gatekeeper oversee putting up the flag and taking down daily.

The requesting members will be asked to submit the above information to the board before a decision is made.

Chuck motioned that the board consider approving and paying for the installation of a flagpole at the courts once the details of the project have been provided to the board. Joe seconded. Motion passed unanimously.

C. June 8^th rec meeting and next steps (Dick)

Our club has submitted the updated proposal to the city regarding the conversion of part of the Riverside Tennis complex to Pickleball courts. Given the concerns voiced by residents over noise pollution, we are asking to convert the two courts on the east side, closest to the lagoon. Specific members of PBU will be asked to attend the June 8^th meeting to give their input. 

D. Adding lights to north courts

The board discussed its plan to add lights to the remaining 6 courts at Pocahontas. Before this can be pursued, our initial contract agreement with the city must be amended to include the lighting of the north courts. Joe Scanlan will contact Jim O’Connell with the city to initiate this process.

A permit will be needed, and bids will need to be secured both for the installation and electrical work.

E. Wristband replacement procedure and numbering (Chuck)

The board discussed purchasing numbered wristbands so each member can be easily identified with his or her number. Cost and feasibility factors were discussed. It was decided to table this item until the fall.

F. Overcrowding 8-12 (Chuck)

The issue of overcrowding was discussed, and solutions offered such as running various programs at specific times of day. The concern that this may limit members access to the courts was raised. The board agreed to wait until the installation of the county courts was complete and reassess the overcrowding issue.

G. Rating members (Chuck)

Chuck shared that if all members had an official rating by skill level, then players could be assigned various days and/or times to play as another way to alleviate overcrowding. The rating could be done through our club.

This item may be revisited at a future date following the installation of the county courts.

H. Parking (Francine)

Concerns have been raised about the shortage of parking at peak times. There are 8 RV spaces at the courts and members will be encouraged to of utilize these by parking all the way in so another vehicle can park behind. Players also need to be aware that the community center parking is not available on Tuesday and Friday mornings as they have a weekly event that takes place. Overflow parking is available at the train station adjacent to the park. This information will be reiterated in June’s newsletter and is also on our club website.

I. 4PlayCards.com member request

A member requested that he market his new playing card product through our club by being highlighted in the weekly club update and he would be willing to give away free merchandise to the membership. Members of the board cited previous similar requests that the club declined as this may set a precedent.

Steve motioned to decline the member request. Jamie seconded motion.

Passed unanimously.

Next meeting tentatively scheduled for June 19th @ 2:30 p.m.

6. Adjournment: 4:54 p.m.

Pickleball University Board Meeting

May 22, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

Meeting Minutes

2. Call to Order
   2:31 p.m.
3. Proof of notice
   On club website under minutes
4. Determination of a Quorum
   All 8 board members present. Attendees: Jackie Schimd, Francine Woodman, Dick Haverland, and Claire Miller in person. Jamie Demetrion, Steve Bull, and Joe Scanlan via FaceTime.
5. Old Business
   • Vero tournaments wrap up and future club tournaments

   Final numbers for our annual tournament were shared by Claire and Steve. The information will be included in the June newsletter.

   $5,522.00    (Income)

    $1,224.81   (Expenses)

   Total Income   $4,297.19

   The board discussed future tournaments and it was determined that for the upcoming season, an annual tournament in the spring would be held and run solely by the club, without third party involvement.

   • Lights repair status

   The lights on the south courts were adjusted/repaired last week to improve the overall lighting on all 6 courts.

    

   • Club name

   Following last months’ vote to change our club’s name to reflect the origin of Vero Beach:

   Claire proposed that the membership be surveyed to obtain their input on a name change. Members would be provided with a choice of two new names (Vero Beach Pickleball Club and Vero Beach Pickleball University Club) and a 3^rd option provided to have the name remain the same.

    Steve seconded motion. Dick, Claire, and Steve supported the motion. Jackie, Francine, Joe, Chuck, and Jamie opposed the motion. Motion did not pass.

 New Business

A. Financial review (Dick)

          12/31/2020   $111,361

          4/16/2021     $151,013

          5/19/2021    $159,275   

Projected expense for light project this summer is estimated at $ 40, 000.

See club website for full financial review

B. Flagpole (member request)

A request from two members veterans was received regarding the installation of a telescopic flagpole at the courts. The board discussed that they would like more information as to what is entailed, such as pricing, location, height, lighting, the raising and lowering of flag, and permits needed.  Jackie made an alternate suggestion of installing a bracket on the shed and having the gatekeeper oversee putting up the flag and taking down daily.

The requesting members will be asked to submit the above information to the board before a decision is made.

Chuck motioned that the board consider approving and paying for the installation of a flagpole at the courts once the details of the project have been provided to the board. Joe seconded. Motion passed unanimously.

C. June 8^th rec meeting and next steps (Dick)

Our club has submitted the updated proposal to the city regarding the conversion of part of the Riverside Tennis complex to Pickleball courts. Given the concerns voiced by residents over noise pollution, we are asking to convert the two courts on the east side, closest to the lagoon. Specific members of PBU will be asked to attend the June 8^th meeting to give their input. 

D. Adding lights to north courts

The board discussed its plan to add lights to the remaining 6 courts at Pocahontas. Before this can be pursued, our initial contract agreement with the city must be amended to include the lighting of the north courts. Joe Scanlan will contact Jim O’Connell with the city to initiate this process.

A permit will be needed, and bids will need to be secured both for the installation and electrical work.

E. Wristband replacement procedure and numbering (Chuck)

The board discussed purchasing numbered wristbands so each member can be easily identified with his or her number. Cost and feasibility factors were discussed. It was decided to table this item until the fall.

F. Overcrowding 8-12 (Chuck)

The issue of overcrowding was discussed, and solutions offered such as running various programs at specific times of day. The concern that this may limit members access to the courts was raised. The board agreed to wait until the installation of the county courts was complete and reassess the overcrowding issue.

G. Rating members (Chuck)

Chuck shared that if all members had an official rating by skill level, then players could be assigned various days and/or times to play as another way to alleviate overcrowding. The rating could be done through our club.

This item may be revisited at a future date following the installation of the county courts.

H. Parking (Francine)

Concerns have been raised about the shortage of parking at peak times. There are 8 RV spaces at the courts and members will be encouraged to of utilize these by parking all the way in so another vehicle can park behind. Players also need to be aware that the community center parking is not available on Tuesday and Friday mornings as they have a weekly event that takes place. Overflow parking is available at the train station adjacent to the park. This information will be reiterated in June’s newsletter and is also on our club website.

I. 4PlayCards.com member request

A member requested that he market his new playing card product through our club by being highlighted in the weekly club update and he would be willing to give away free merchandise to the membership. Members of the board cited previous similar requests that the club declined as this may set a precedent.

Steve motioned to decline the member request. Jamie seconded motion.

Passed unanimously.

Next meeting tentatively scheduled for June 19th @ 2:30 p.m.

6. Adjournment: 4:54 p.m.

Pickleball University Board Meeting

April 17, 2021 @ 2:30 p.m.

Location: 1055 25^th Ave. Vero Beach, Fl 32960

Meeting Minutes

1. Call to Order

2:34 p.m.

2. Proof of notice

On club website under minutes

3. Approval of previous minutes

Dick made motion to approve and Steve seconded motion. Motion passed unanimously.

4. Determination of a Quorum

All 8 board members present in person.

5. Old Business

• Riverside proposal update (impact of proposed county courts) See item J below
• Lights repair

Repair is still pending due to company unforeseen circumstances.

• Susan Walsh Memorial

Sufficient funds have been raised and the city has been provided with a cheque for $574 to install the new bench at Pocahontas park. Money contributed in excess of the cost of the bench was contributed to

Habitat for Humanity, approximately $300

6. New Business

1. Financial review 

Current balance for PBU is $150,000. See financial statement on website for further information. 

2. Post tournament summary 

The recent Vero annual tournament was discussed by the board. The club made a profit of over $3,000. 

3. Future tournaments

The board discussed whether we would continue to hold future tournaments and how they would be run. The board agreed that the club would like more tournaments but was undecided if a third party should be brought in to oversee the court assignment duties. Steve and Claire will discuss with involved parties and report back to board next month. Possible tournament to occur in November 2021. 

4. Club Name

Claire made a motion that we change the club’s name to reflect the Vero Beach origin. Steve seconded motion. Jamie, Joe, and Chuck opposed motion. Fran, Jackie, Steve, Dick, and Claire in favor. Motion passed 5 to 3. 

Prior board member and attorney, Dennis Fitzpatrick, will be consulted as to the procedures for changing the name. New club name to be determined. 

5. Backboard relocation

Heritage Museum staff recently made a complaint about noise pollution from the backboard on south courts as it is directly in front of their offices. Board agreed to relocate the backboard to the north courts where it was originally mounted. 

6. Defining primetime play/Program request

The board agreed that Primetime during the peak season should be defined from 8:00- 11:00 a.m. Any special events occurring during this time will be considered on a case-by-case basis. The board will define primetime in the evening and during off peak season at a later date. 

Member Kate Hoffman made a request to the board to change the intermediate ladder time to 8:00 -9:30 a.m. to avoid the heat of the day. Board discussed how this may interfere with open play and create unwanted wait times. However, many members who play at this time may choose to participate in the ladder. 

Member, Rob Morris also requested to run a ladder Tuesday, Wednesday, and Thursday from 5:00- 6:30 p.m. for beginner, intermediate, and advance players respectfully. The board discussed the potential impact of this on nighttime play and whether this would cause overcrowding and wait times. 

Dick made a motion to allow the ladders to commence as a pilot program for 6 weeks. After that time, it will be determined by the board if it may continue. Joe seconded the motion. Approved unanimously. 

7. Heritage museum issue

Moving forward, the Heritage staff will be included on all email communications from the club so they can stay informed of planned events and parking needs. 

8. Shed and inventory.

The board discussed whether a larger shed was necessary. It was discussed that after recently cleaning out and organizing the shed there appears to be sufficient room at this time. 

9. The board received a report from our tournament head referee, Dereck Prince, regarding an incident that occurred with a player. Mr. Prince shared in writing, the incident with the board and with Lucy Kitcher, the tournament director. At this time, no further action will be taken but the incident has been addressed with the person involved.

10. Riverside Complex

Board discussed the recent meeting with the city rec department regarding the Riverside Complex proposal and next steps. The city has asked PBU to submit a specific proposal and to provide information related to the number of members who reside within the city limits. 

It was discussed that the proposal would include converting the 4 tennis courts closest to the clubhouse. PBU would pay for re-surfacing, divider fences, painting, and future maintenance. 

The board also discussed the option of looking at another location where we could develop a larger number of courts dedicated to pickleball. 

The pending county project to add 12 pickleball courts at Dick Bird Park was also discussed and the potential impact to our club. 

Next meeting scheduled for May 22^nd @ 2:30 p.m.

7. Adjournment:  4:45 p.m. 

Pickleball University Board Meeting Minutes
March 13, 2021 @ 2:30 p.m.

1. Call to Order: 2:38 p.m.
2. Proof of notice

• On website

3. Approval of previous minutes

• Dick made motion to approve previous minutes, Chuck seconded motion. Approved unanimously (new board members were provided with minutes from previous meeting via email)

4. Determination of a Quorum

• 8/8 board members present in person

5. Old Business

• Riley clinic update on insurance (Steve)

Mr. Newman has now provided his certificate of insurance to the club.

Clinic will proceed as planned. 

• Gatekeeper clinic (Chuck)

This will be run by our coaches and will occur on April 26^th from

2:00 -3:30 p.m. with potentially 28 players. The board discussed providing pizza and drinks.

Steve made a motion that $200 of club money be made available for the pizza and drinks. Joe seconded motion. Passed unanimously.

• Status of vote on banned member

Board followed up with Dennis Fitzpatrick, former board member and lawyer, who confirmed that the motion from last meeting to allow banned member to rejoin was approved.

6. New Business

1. Financial review (Dick)

• PBU continues to bring in revenue from new memberships and drop-in fees. See website for quarterly financial statements.

1. Membership discussion

• We now have a total of 723 members. The board led a discussion on potential ways to manage over crowding which included membership rates, total number of members, and adding courts at other venues. Riverside Tennis complex was discussed as a potential location to expand. A sub-committee will be formed to work on this project (Chuck, Dick, Steve).

Steve made a motion that the board should pursue Riverside Tennis Complex as a potential expansion for PBU. Dick seconded motion. 5 members were in favor of motion. 2 abstained. Motion passed.

1. Tournament updates (Claire and Steve)

• The board was provided with a status on the upcoming tournament including income and expenses, sponsors, vendors, and volunteers.

1. Update on lights and pole repair (Joe)

• The repairs on the pole and fence are scheduled for Tuesday March 16^th and the light repair for Thursday March 18^th.

Steve made motion that if the job is not completed on scheduled date that we seek another company to complete the repair. Claire seconded motion. Approved unanimously. 

1. Lights project on north courts

• The plan is for this project to commence in the summer months.

1. Consideration of additional courts

• See item B

1. Court reservation procedure (Chuck)

• Chuck reported on the current court reservation procedures and the need to educate members who reserve courts on the new procedure. The timeframe allotted and number of courts assigned must be adhered to. Chuck will continue to manage this system and reinforce the correct procedure with members as needed.

1. Round robins (Chuck)

A request was made to the club to move the Round Robin programs from 11:30 a.m. to 5:00 p.m. to avoid the heat of the day. The board discussed the pros and cons of this, and concerns were expressed that the proposed time would interfere with evening prime time play. Chuck will talk with the members who run the round robins and suggest a new time of 4:00 p.m.

1. PB at Riverside Park, City Council meeting

• See item B

1. Susan Walsh bench memorial

Donations continue to be collected for the Susan Walsh bench. The plan is to replace the bench at the south gate with a new bench and plaque which will be installed by the city. Total cost $400 installed (not including plaque).

1. Clare Grabher clinic (last week in April)

• A request was received from coach Grabher to run a clinic with her doubles partner, Yvonne Ting, at the end of April. She would need two courts on two consecutive afternoons (two-hour clinics) with a total of 8 players at each clinic. The cost would be $50 per person.

Claire made a motion that Clare Grabher and her partner, be allowed to run a clinic for our members the end of April (dates to be confirmed). Steve seconded. Approved unanimously.

1. Coaching request (R VanZyl)

• Richard Van Zyl submitted his coaching certificate and request to board to begin coaching for the club. Club reviewed his request and credentials.

Joe made a motion to allow Richard Van Zyl to become a coach for PBU. Jamie Seconded motion. Approved unanimously.

Next board meeting: April 17^th @ 2:30 p.m.

7. Adjournment: 4:45 p.m.

Pickleball University Board Meeting Minutes
March 13, 2021 @ 2:30 p.m.

1. Call to Order: 2:38 p.m.
2. Proof of notice

• On website

3. Approval of previous minutes

• Dick made motion to approve previous minutes, Chuck seconded motion. Approved unanimously (new board members were provided with minutes from previous meeting via email)

4. Determination of a Quorum

• 8/8 board members present in person

5. Old Business

• Riley clinic update on insurance (Steve)

Mr. Newman has now provided his certificate of insurance to the club.

Clinic will proceed as planned. 

• Gatekeeper clinic (Chuck)

This will be run by our coaches and will occur on April 26^th from

2:00 -3:30 p.m. with potentially 28 players. The board discussed providing pizza and drinks.

Steve made a motion that $200 of club money be made available for the pizza and drinks. Joe seconded motion. Passed unanimously.

• Status of vote on banned member

Board followed up with Dennis Fitzpatrick, former board member and lawyer, who confirmed that the motion from last meeting to allow banned member to rejoin was approved.

6. New Business

1. Financial review (Dick)

• PBU continues to bring in revenue from new memberships and drop-in fees. See website for quarterly financial statements.

1. Membership discussion

• We now have a total of 723 members. The board led a discussion on potential ways to manage over crowding which included membership rates, total number of members, and adding courts at other venues. Riverside Tennis complex was discussed as a potential location to expand. A sub-committee will be formed to work on this project (Chuck, Dick, Steve).

Steve made a motion that the board should pursue Riverside Tennis Complex as a potential expansion for PBU. Dick seconded motion. 5 members were in favor of motion. 2 abstained. Motion passed.

1. Tournament updates (Claire and Steve)

• The board was provided with a status on the upcoming tournament including income and expenses, sponsors, vendors, and volunteers.

1. Update on lights and pole repair (Joe)

• The repairs on the pole and fence are scheduled for Tuesday March 16^th and the light repair for Thursday March 18^th.

Steve made motion that if the job is not completed on scheduled date that we seek another company to complete the repair. Claire seconded motion. Approved unanimously. 

1. Lights project on north courts

• The plan is for this project to commence in the summer months.

1. Consideration of additional courts

• See item B

1. Court reservation procedure (Chuck)

• Chuck reported on the current court reservation procedures and the need to educate members who reserve courts on the new procedure. The timeframe allotted and number of courts assigned must be adhered to. Chuck will continue to manage this system and reinforce the correct procedure with members as needed.

1. Round robins (Chuck)

A request was made to the club to move the Round Robin programs from 11:30 a.m. to 5:00 p.m. to avoid the heat of the day. The board discussed the pros and cons of this, and concerns were expressed that the proposed time would interfere with evening prime time play. Chuck will talk with the members who run the round robins and suggest a new time of 4:00 p.m.

1. PB at Riverside Park, City Council meeting

• See item B

1. Susan Walsh bench memorial

Donations continue to be collected for the Susan Walsh bench. The plan is to replace the bench at the south gate with a new bench and plaque which will be installed by the city. Total cost $400 installed (not including plaque).

1. Clare Grabher clinic (last week in April)

• A request was received from coach Grabher to run a clinic with her doubles partner, Yvonne Ting, at the end of April. She would need two courts on two consecutive afternoons (two-hour clinics) with a total of 8 players at each clinic. The cost would be $50 per person.

Claire made a motion that Clare Grabher and her partner, be allowed to run a clinic for our members the end of April (dates to be confirmed). Steve seconded. Approved unanimously.

1. Coaching request (R VanZyl)

• Richard Van Zyl submitted his coaching certificate and request to board to begin coaching for the club. Club reviewed his request and credentials.

Joe made a motion to allow Richard Van Zyl to become a coach for PBU. Jamie Seconded motion. Approved unanimously.

Next board meeting: April 17^th @ 2:30 p.m. 

7. Adjournment: 4:45 p.m.

Pickleball University Board Meeting Minutes
January 9th, 2021 @ 2:30 p.m.
1. Call to Order 2:43 p.m.
2. Proof of notice on website and in newsletter
3. Approval of previous minutes
• Dennis motioned to approve the minutes and Claire seconded. Motion. Approved unanimously
4. Determination of a Quorum
In attendance: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Jamie Demetrion, Director, Claire Miller, Secretary, Dick Haverland, Treasurer, Dennis Fitzpatrick, Director, Jackie Schmid, Director.

5. New Business

A. Financial review
• Dick Haverland reviewed the 3rd quarter financials. See upload on PBU website.
B. 2021 budget
• Dick shared preliminary financial projections for the upcoming year.
C. Update on court attendant and assistant positions.
Both positions are currently filled, and the employees are under a 90-day probationary period.

D. Program Formats
The board discussed continuing to allow various programs on a case by case basis.

Joe made a motion to allow the intermediate ladder to commence on February 1st, 2021 for 8 weeks beginning at 5:00 p.m. on Mondays, with each team playing 3 games to 15. Jamie seconded the motion. Board members approved the motion unanimously.

E. Round Robins

Chuck presented possible alternate formats for the Round Robin beginner and intermediate programs. This included moving to an earlier time but only using a total of 6 courts and utilizing byes to make efficient use of courts. He also discussed a modified play format on the north courts to run concurrently with the RR program where players of various levels would play together. These proposals may be considered by the board at a future date.

F. Definition of Prime Time:

The board determined that prime time will be considered 9:00 a.m. to noon and 5:00 to 7:00 p.m.

G. Member Survey

At this time, the board agreed that a member survey is not required at this time.

H. Overcrowding at Courts

The board discussed the problem of overcrowding during prime time as season is in progress. A court reservation system was shared by Chuck that would allow groups of people to reserve courts in the afternoon between 1:00 p.m. and 5:00 p.m. for organized groups of play. This would alleviate some of the wait time during prime time in the morning. Members would contact Chuck to reserve court time. More information will be provided to members.

I. 501 (c) (3) entity.
Dennis provided information to the board on what setting up such an entity would entail. At this time, the board determined not to pursue this avenue but may consider later.

J. Current coaches’ contract
Dennis presented the new coaches’ contract for 2021. As part of the discussion, the board determined that court # 4 may be reserved for coaches’ lessons in the evenings from 5:00-6:00 p.m. Tuesday through Friday. This timeframe may be expanded in the future if the courts are not being fully utilized by members in the evenings.

K. Vero Tournament
Lucy Kitcher will be running our Vero tournament from March 25-28, 2021. These dates have been moved back to accommodate for other Florida tournaments that were scheduled at the same time. A committee headed by board members will begin coordinating additional needs for the tournament.

Adjournment: 5:01 p.m.
Next meeting: TBD

Pickleball University Board Meeting Minutes

November 21, 2020 @ 2:30 p.m.

1. Call to Order 2:25 p.m.
2. Proof of notice on website and in newsletter
3. Approval of previous minutes

• Dick motioned to approve the minutes and Chuck seconded. Motion approved unanimously

4. Determination of a Quorum

In attendance via FaceTime: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Jamie Demetrion, Director, Claire Miller, Secretary, Dick Haverland, Director, Dennis Fitzpatrick, Director.

Absent: Mari Colacino, RJ McMillan

5. New Business

1. Financial review

• Dennis and Joe reviewed financials. Currently PBU has a total balance of 68,170.42 between our business checking account and PayPal. The board discussed the various accounts PBU owns and if there is a continuing need for all. It was determined to consolidate the accounts by closing the fundraising account and the savings account. The Wells Fargo business checking account and the Fidelity account will remain open. Dennis will speak with our bookkeeper to obtain the 3^rd quarter financial report, at which time it will be posted on our website.
• As of Jan 1^st, 2021, Dick Haverland will take over the position of Treasurer on the board, following RJ McMillan’s resignation.

1. 2021 budget

• The board discussed the need for a monthly revenue review as well as a quarterly review. Dick will work on a long-term budget as well as a month to month budget with input from the board.

1. Update on Court attendant. Position open

• As of 11/19/20, our court attendant resigned the position. The board discussed the need to fill the vacated position and is already in talks with a potential candidate. The new employee will continue to fulfill similar duties working up to 30 hours a week. Chuck will oversee the employee and negotiate shift hours as needed.

1. Paddle box procedures

• The board discussed the necessity for a standard procedure for waiting when courts are busy during primetime. It was decided that the paddle box procedure used on the north courts will go into immediate effect during open play hours on the north and south courts. This will also apply to evening play. An email will go out to members and gatekeepers will be informed.

1. Windstorm protocol

• Claire will continue to work with Dave Caswell who has volunteered to come up with a rolling system for the windscreens. If a potential storm is imminent, the windscreens may be taken down completely.

1. Gatekeeper or Court Attendant to monitor play under the lights

• See item C

1. Safety issue: Repair of sewer grate on south court side (Claire)

• This was repaired by the city this week.

1. Discounted membership for Canadian unable to travel to US

• The club received an email from a member regarding this issue. The board discussed creating a Leave of Absence policy for members wherein players who may be out of state or absent due to injury can put their membership on hold for up to a period of a year. When they return, they can resume their membership without incurring another initiation fee. Cases will be considered on an individual basis by the club.

1. Coach’s giving lessons during evening play

• The board discussed the need to limit coaches’ private lessons to outside of prime play and this will apply to evening play. It was decided that lessons on the lighted courts will not take place after 5:00 p.m. Dennis will inform coaches.

1. 2021 contract for instructors

• The board discussed adding language to the coaches’ contract to give a clearer breakdown of who is being taught (member/non-member) and monies being collected. Board will revisit this at next month’s meeting after Dennis clarifies the contract with Rodger Meher and the information that is currently provided to him.

1. Addendum: Lighted courts

• The topic of lighting the north courts was raised. The board discussed the need to install lights on the 6 north courts and the feasibility. There was concern that the oak tree on south west side may impede installation of lights. Joe will talk with the city about this and Papico will be contacted to provide an estimate to the club for the additional lighting.

1. Addendum: CPR training

• Dennis will schedule a CPR training through the American Heart Association to take place early in the new year. The club will pay for all gatekeepers to be trained as well as the new court attendant. Board members and other volunteers may also wish to attend for a fee of $20.

Adjournment:  4:36 p.m.

Next meeting: TBD

Pickleball University Board Meeting Minutes

October 10^th, 2020 @ 2:30 p.m.

1. Call to Order 2:33 p.m.

2. Proof of notice on website and in newsletter

3. Approval of previous minutes

Mari motioned to approve the minutes and Chuck seconded. Motion approved unanimously

4. Determination of a Quorum

All members present

5. New Business

1. Proposal for membership 2021(Jamie)

(see attached proposal). Jamie proposed offering new memberships for 2021 beginning November 1^st so that essentially newcomers will get two months free play in 2020 included with their 2021 membership. Existing members may also renew beginning November 1^st.

Discussion:

• RJ suggested prorating membership at $10 a month beginning January 2021

• Chuck suggested having a flat fee of $200 for new members regardless of the time of year that they join

• Claire suggested a monthly membership for short term visitors or guests

• Jamie suggested looking at prorating for 2022 but using the current proposal for the upcoming year.

Dick seconded Jamie’s initial motion above. RJ opposed motion; all others approved. Motion passed. Monthly membership will be discussed at next meeting.

2. Court manager (see attached proposal)

Jamie proposed offering Bill Masucci the court manager position with a 90-day probation period and a job description that allows for some flexibility in schedule and duties, starting November 1^st, 2020. The position will allow for up to 30 hours a week.

Discussion

• RJ stated that he does not think enough time was devoted to the drop in box system and that this should be implemented instead of employing a court manager. He recommended buying better quality boxes and having someone monitor them.

• Dennis reminded the board that FICA taxes would need to be filed and an employment agreement drawn up.

• The board discussed that a job description would suffice and include a 90-day probationary period and that the job would hold some flexibility with regard to duties and hours. The position would be considered an ‘at will’ employee. PBU bookkeeper will oversee payroll.

Joe seconded Jamie’s motion. Mari and RJ opposed motion; all other members approved. Motion passed.

3. Article 14 and the calendar (see attached license agreement)

It has come to the board’s attention that Article 14 requires the club to post their hours of operation at the courts for the general public. Dennis suggested posting a calendar or list of events on the bulletin board. This will occur this coming week.

4. Riverside tennis complex (Joe/Claire)

The Riverside Tennis Complex is looking at changing their tennis fees which was discussed at the last Park and Recreation commission meeting. A board member was told that Mardy Fish Foundation is interested in providing a $6 million renovation to the tennis facility. This renovation would also include 4 Pickleball Courts. If and when that occurs, PBU would like to see if our members can utilize the PB courts.

5. Incentives for gatekeepers (Dennis and Mari)

(see proposal attached)

Dennis and Mari presented a proposal outlining a program that would allow gatekeepers to accrue time toward a discounted membership.

Discussion:

• Board discussed the logistics of such a program and who will monitor and keep track of the time volunteered.

• Jamie suggested offering a free 2021 membership to 10 gatekeepers who have already committed a significant amount of time to the club in 2020. These members would get a free membership 2021 regardless of new incentive program.

• Dick suggested that at the end of each year that the board, along with head gatekeeper, determine which volunteer gatekeepers should receive a free membership for the following year.

• The discussion also covered general recognition of all volunteers and ideas that could recognize the efforts of these members such as monthly breakfast mornings or features in the newsletter.

Dennis motioned that we would recognize our year-round gatekeepers by offering them a free membership at the end of 2020 for the following year based on the recommendation of the head gatekeeper and board approval. This will be reevaluated at the end of each calendar year.

Dick seconded motion. All in favor. Motion passed unanimously.

6. STAFF T-shirts (Claire)

The board agreed that gatekeepers will be provided with two t-shirts each with the words STAFF on the back to clearly delineate their role and make them visible on courts.

7. Shaded seating area on perimeter of courts (member suggestion)

Board discussed the idea and determined at this time it was not feasible given the city restrictions on any improvements made outside of court perimeter.

8. Protocol for businesses /organizations to advertise with PBU

Board discussed that any business or organization wishing to advertise at PBU must pay $1000 (not including price of banner) for a 2×4 size banner to be displayed on our perimeter fence for a period of 12 months. Moving forward, various pricing and sizes of banner will be made available. The business will need to pay for the artwork, banner construction and yearly cost. They will also have advertising on our website, on the court and in our newsletter.

9. CORE FAST proposal (Claire)

A member of board was approached by a Core Fast representative with a proposal to provide balls to the club in return for displaying their banner at the courts.

• Board discussed that they would need to pay $1000 or the equivalent in balls if this was feasible with their inventory. Claire will look into further and provide more information.

Next board meeting: November 21^st, 2020 @ 2:30 p.m.

6. Adjournment: 5:38 p.m.

PBU Board Meeting Minutes

9/5/20 (Via FaceTime)

In attendance: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Mari Colacino, Emeritus, Jamie Demetrion, Director, Dennis Fitzpatrick, Director, RJ McMillan, Treasurer, and Dick Haverland, Director

1. Call to order: 2:35 p.m.

2. Proof of notice posted on PBU website.

3. Joe moved to approve previous minutes. Chuck seconded. Approved by board.

4. Quorum established (all board members present)

5. Lynn Nissen (club member and background in non-profit organizations) presented to the board regarding a volunteer policy for club members. She proposed a ‘give back’ program that mandates each member contribute a set number of volunteer hours to the club. Mari, Claire, and Chuck will meet with Lynn September 12^th to discuss the initiative further.

6. New business

1. Board’s response to member complaint regarding evening drop in fees

On a side note, it was discussed that Mari will begin overseeing member emails sent to the club.

Joe suggested that in the future we wait till the next board meeting to address member suggestions/complaints unless the issue is critical. Board members agreed with this policy.

A letter has been drafted and will be sent to member’s personal email in response to the complaint. It will also go out in an email to all members to indicate the club’s policy on open play and drop ins.

It was discussed that on our website it is stated that open play (member play) is from 8:00 a.m. -10:00 p.m. and that guests are welcome and will be charged $10 drop-in fee when a gatekeeper is present. This information needs to be reconciled with the signage at the courts.

RJ briefly presented the financials and the membership fees income line was clarified.

2. Free play considerations and signage

The board decided that the drop-in fee boxes will not be enforced but rather will be used as donation boxes at this point. Free play considerations will be determined at a future time.

3. Payment options for drop in honor box system (Claire/RJ)

Null and void.

Until further notice, the drop box will be used as a donation box if nonmembers would like to donate to the club as mentioned above

4. Corporate membership (Mari)

A local business approached the board about the possibility of a corporate membership. The board discussed various options and implications. Concern was raised by Jamie that allowing corporate memberships may overwhelm our membership numbers.

Joe made a motion to establish a corporate membership where one initiation fee ($100) will be charged for every 5 employees and that each member will pay $100 membership fee and the associated taxes. Mari seconded the motion

Dick suggested that each member of the corporate membership be treated individually and if an employee leaves the company, they cannot transfer that membership. The membership will then expire at the end of the calendar year.

The motion was approved unanimously.

5. American Icon Brewery offer (Joe)

The American Brewery is under new management and approached Joe about offering our members monthly specials at the restaurant. This would involve a code being included in the monthly newsletter to members that would be presented to the restaurant to redeem.

Joe motioned that we accept this offer for our members and that we can renegotiate on a month to month basis. Chuck seconded the motion.

Jamie stated that this would be a member benefit at no cost to us. Claire stated that we have previously denied other businesses and individuals to offer their services for a discount and would we allow all businesses the same privilege. The board discussed that we are comfortable with this and that a list of businesses could be compiled that offer discounts to our members.

Motion was passed unanimously.

6. Vero tournament in October 2020

The board received an email from tournament director, Lucy Kitcher, regarding the upcoming tournament. She outlined the procedures that would need to be implemented if there is a possibility of the tournaments occurring. The club discussed the difficulties of hosting such a tournament in this climate and having outside players come in from around the country.

Dennis motioned to cancel the Lucy Kitcher Vero tournament at the end of October but to consider and in-house tournament instead around the same time. Dick seconded the motion.

Motion approved unanimously.

7. Lifetime membership for founders

Jamie proposed that the 3-founding fathers of PBU, Ken Roberts, Chuck O’Hanlon, and Mari Colacino be granted lifetime memberships for their contributions to the club. Joe seconded the motion.

Motion approved unanimously.

8. PBU Facebook page

Jamie motioned that effective September 15^th, 2020, the PBU Facebook page be terminated. The PBU activities page, which allows the club to post events and announcements, will remain active as well as the PBU Facebook market page. Claire seconded the motion.

Mari asked how we would inform members of important information such as impending storms and requests for volunteers to assist with tasks at the courts etc. The board discussed that an email could go out to members instead.

Motion approved unanimously.

Next board meeting: October 10^th @ 2:30 p.m.

7. Adjournment: 4:48 p.m.

In attendance: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Jamie Demetrion, Director, Dennis Fitzpatrick, Director, and RJ McMillan, Treasurer, and Dick Haverland, Director

1. Call to order: 2:32 p.m.

2. Proof of notice on website. 

3. Dennis moved to approve previous minutes. Chuck seconded. Approved by board. 

4. Quorum established (7 of 8 board members present)

5. Jamie asked for update on VBPD being provided with a copy of club license agreement with city. Claire will follow up with Rodger on status. 

6. New business

1. Incentives or pay for gatekeepers (impact on member fees). 

Claire shared that the club is having difficulty retaining volunteer gatekeepers and a call for more volunteers has been unsuccessful. She suggested the possibility of providing pay or incentives to encourage members to gatekeep so the club can extend gatekeeping hours. RJ stated that in other states he has visited, an ‘drop box’ system is utilized at state parks and other public places where a visitor signs a waiver and drops their money in the lock box. The board discussed the feasibility of using this at the club, either as an alternative or a supplement to the current gatekeepers.

RJ made a motion to use the drop box system around the clock as we see fit. If a gatekeeper is present, he or she can either handle the transaction or refer person to the drop box process. Envelopes containing a waiver form and wristband will be made available, which the visitor completes and then puts their $10 drop-in fee in lock box. Dick seconded the motion and it was unanimously approved by the board. 

2. Evening gatekeeper update. 

This item was not considered necessary to discuss given the previous motion under item A. 

3. drop in honor box system 

See item A

4. Ball sales. 

PBU head gatekeeper brought it to the board’s attention that at this time, ball sales are an additional COVID safety risk to gatekeepers who must handle the cash and make change. In addition, very few ball sales occur. 

Joe made a motion for PBU to stop selling pickleballs once the inventory is liquidated. The coaches will have the option to continue selling balls to members. Dick seconded and motion approved unanimously. Dennis will communicate with the coaches to see if they wish to buy the current inventory. 

5. Gatekeeper station update (Claire)

At the last board meeting, a proposal from Doug Sweet for a gatekeeper bench and shade was presented. After consulting with the head gatekeeper, it was determined that an EZ up tent owned by the club, will be used at the gate for the time being. If this is not enough shade, the board can revisit the previous proposal or other options. 

6. Court manager updates

The club has received one resume in response to the court manager position. In addition, specific members of the board have approached other potential applicants who indicated they were unable to consider the position for various reasons. After discussion by the board it was determined that a second notice will go out to members outlining the club’s needs and we will continue to look for a potential candidate. 

7. Update on tax ID for payroll and bookkeeping. – Dennis

Dennis, attorney and board director, shared that the club already has a federal employer identification number for employees. If the club brings an employee on board, our current bookkeeper can manage the payroll process. 

8. Guest passes for new members (Claire)

Claire shared the idea of providing 2 guest passes to each member to use as they see fit. The board discussed that among other reasons, this would be difficult for the gatekeepers to monitor. 

9. Multi use drop in cards, calendar month passes 

Claire shared the idea of having calendar month passes available to nonmembers for a flat fee. Alternatively, a multi- use drop in card could be offered. The board discussed the pros and cons of these options. 

Dennis made a motion to table items H and I until the fall. Jamie seconded and approved unanimously. 

10. Rental of courts for pro clinics (Joe)

An email was received inquiring if PBU was willing to rent out several our courts to an outside pro to host a clinic. The board discussed that it was already determined at a previous board meeting to cease organized activities or large numbers of outside players on our courts to reduce the risk of COVID. It was also discussed that we would like to give preference to our club pros/coaches first in terms of running clinics. 

Joe made a motion to not allow outside pros or instructors to utilize our courts unless specifically approved by the board. Dick seconded motion and it was approved unanimously. 

11. Waiver form for minors and liability issues (Claire)

An increased number of minors, some unaccompanied, have been playing at the club, mostly in the evenings. Member of the board were concerned about personal and club liability if the minors are not accompanied by an adult. Dennis shared that we are only liable for players if there is a gatekeeper present or if an organized activity such as a round robin or clinic is being held. The board discussed developing a waiver for minors (which Dennis has been working on), that a parent (member or nonmember) must sign to be kept on file with the club. Claire consulted with our contracted attorney, Doug Vitunac, who indicated the liability remains the same whether a parent is present or not. Joe Scanlan, President, approved having Doug review our current waiver and make the necessary changes. 

Next board meeting: Tentative date of September 5^th @ 2:30 p.m.

7. Adjournment: 4:05 p.m.

In attendance: Joe Scanlan, President Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Jamie Demetrion, Director, Dennis Fitzpatrick, Director, and Mari Colacino, Emeritus

Call to order: 2:00 p.m.

Proof of notice on website.

Dennis moved to approve previous minutes. Mari seconded. Approved by board.

Quorum established (6 of 9 board members present)

No old business

New business

Update on changes to club website

1.The club has hired Ironside Press to update and streamline our club website. Jamie is working closely with contact person, Alex, on all aspects including membership page, calendar, ability to sell tickets and more. Jamie reviewed current progress and what remains to be completed. Dennis asked if the financial balance sheets could be added to the website along with the profit and loss sheets. Mari and Jamie also discussed that in the new year, the club will consider the feasibility of sending out invoices to members to renew memberships along with the waiver form to sign.

2.Hiring of court manager/roles and responsibilities and financial feasibility

The board discussed the need to hire an employee in some capacity to help manage the club. Dennis shared that it would entail filing payroll taxes with the IRS. Dennis will investigate what needs to be filed with the state for payroll and obtaining a tax ID. Mari will write up a job description that will go out to gatekeepers first and members.

Chuck suggested hiring a security company to cover some of these duties including manning the courts in the evening and taking money for drop ins. Jamie stated that the court manager role is bigger than just gatekeeping and entails at least 20-30 hours a week.

Mari researched court manager roles at other clubs and found that salaries ranged from 30k-70k and job duties were very broad and varied club to club.

3.Discussion on annual membership fee rates and consideration of membership options i.e. monthly, family (kids of members), punch card, lock box for drop in outside of gatekeeper hours

After some discussion, the board agreed that considering Covid 19, this item should be revisited at a later date when we have a better idea of member numbers moving forward.

4.Liability issues with non-lighted north courts.

Chuck brought up the concern that people may try to play on the north courts in the evening when the lights were on the south courts. Dennis indicated that if a gatekeeper is not present, the club is not responsible for injuries obtained in improper use of the facility.

5.GoFundMe account termination and business sponsors procedures

The board determined that now the court construction is complete, that we terminate the Go Fund Me account. Business sponsors will still be available for $1000 but the sponsor will be responsible for providing their own 2×4 banner from Ironside Press to hang at courts.

6.Lifetime memberships

Mari made a motion to continue to offer lifetime memberships but as of January 2021, the cost will increase to $2000 (currently $1000), and this cost will be reevaluated yearly. Lifetime membership will remain $1000 for the remainder of 2020 giving members that donated to the fundraiser a chance to add to their grand total to become a lifetime member. Jamie seconded and board approved unanimously.

7.Police department role at courts

The board discussed procedure for gatekeepers when a person refuses to pay drop in fee, or some other verbal or physical conflict ensues. Jamie contacted Judge Robert Pegg who advised that the Vero Beach Police Department would need a copy of our license agreement with the city to keep on file. When the beat officer is called at the courts, he can refer to this document when he calls dispatch and he will have the ability to potentially charge the violator for trespassing. A copy of license agreement will also be kept on file at gate. Head gatekeeper will provide a copy of the license agreement to VBPD.

8.Shade for gatekeepers – Doug Sweet proposal

Doug Sweet has provided a proposal to the club to replace the two wooden benches outside fence perimeter and replace with new benches and lock box, as well as a canopy for shade. Since the gatekeepers have expressed a desire to continue using the umbrellas for shade, the board agreed to obtain a new proposal from Mr. Sweet to install the two benches only. Gatekeepers will be consulted before this is approved.

9. Accounting procedures for drop ins and sales

Rodger Mehrer, head gatekeeper has permission from the board to take over the accounting procedures for cash procured at the courts. He will maintain bookkeeping and make cash deposits to Wells Fargo. This will eliminate the need for a volunteer to make deposits.

10. 101 and 102 clinics (request from one of PBU coaches)

The board received a request from one of our PBU coaches to resume 101 and 102 clinics. The board discussed the risk of bringing outside groups in from the community at this time. Dennis made a motion to table the discussion and revisit in the fall. Mari seconded motion. Board agreed unanimously.

11. Proposal for paddle box procedure (Claire)

Claire made motion to resume the use of paddle boxes on both north and south courts with a new procedure that would limit the number of paddles in box at one time. Joe seconded motion. This will be discussed with the head gatekeeper before being implemented.

12. Member violation

There have been multiple complaints regarding a member who is violating the COVID rules and guidelines on the courts. Jamie motioned to send out a first warning letter outlining the violiation. Dennis seconded motion and all were in favor.

Next meeting: Tentatively August 15th @ 2:00 pm.

Adjournment at 4:25 p.m.

In attendance: Joe Scanlan, President, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Les Knoesen, Director, RJ MacMillan, Treasurer, Dick Haverland, Director, Jamie Demetrion, Director, Dennis Fitzpatrick, Director, and Mari Colacino, Emeritus

Call to order: 1:22 p.m.
Proof of notice on website and newsletter
Previous minutes approved via email
Quorum established
No old business
New business
Re-opening of newly constructed courts: President, Joe Scanlan, reviewed the document proposal for reopening the courts considering COVID 19 precautions.
The wearing of masks and gloves was discussed and decided it would be recommended but not mandated. Players are encouraged to bring their own chairs and blue tape on benches will designate social distancing seating practices.
Gatekeepers will be utilized from 8-noon on both gates. We will consider having gatekeepers Sunday and limiting play to members only for the time being.
Dennis inquired whether crowd control limits in city may impact play. Joe will contact the city manager and the rec dpt. (Jim O’Connell) to find out.
Damaged concrete area that occurred during construction at NW side of courts leading to parking lot will be repaired. Les will follow up with contact and get pricing.
Chuck, Claire, and Mari will work on redesigning the PBU sign that designates hours of play to reflect that nonmembers can only play outside of our programs and activities.
Official grand opening will be delayed until the fall when snowbirds return
Lights will be on timer and go off at 10 p.m. when the park closes.
Park gates will remain locked upon completion of construction until inspection is complete
Board discussed the possibility of installing a drop box for nonmembers to use after 3 to pay and sign waiver.
101 and 102 programs will be delayed initially on reopening. Individual lessons may occur at coach’s discretion. Board will re-evaluate one to two weeks after opening.
Joe made motion to bring John Connor on board as a PBU coach, Chuck seconded and motion passed unanimously. Prior to coaching, He will need to update his insurance and application information.
A banner will be created for Go Fund Me donors (Bronze, Silver, Gold levels). Individual plaques will be mounted for lifetime members. The Go Fund Me page for the court construction will be terminated but members will have other mediums to donate to club.

A Sign up Genius will be created for the selling of PBU shirts. Claire will consult with Mona Russell to implement and Claire will manage and distribute shirts at the courts after members pay online.
Complete re-opening guidelines can be found in the document emailed to all members.

B. Installation of shelter for gatekeeper’s bench: The board discussed various methods to provide some shade for gatekeepers outside of court. Easy Up tents as well as a ‘Bamimi’ were considered. Les will follow up with gatekeeper Joe Walsh to get his input and discuss options.

C. Hiring of Court Manager: The board discussed the need to hire a court manager as the club continues to expand. Board will revisit this at next board meeting.

D. Round Robins scheduled and Coaches Roles: The board discussed moving RR programs to the afternoon during high season beginning in the fall of 2020. RR may remain in the morning in the summer depending on crowding issues. Coaches may be asked to run the RR programs on a rotation basis.

E. Communication to club members: Mari shared that many members do not have a Facebook page and rely on weekly or monthly email newsletters to stay informed. Board agreed that this should continue as a form of communication and Claire will take this over on a monthly basis.

Next meeting: TBD

Meeting adjourned 3:06 p.m.

In attendance: Joe Scanlan, Director, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Les Knoesen, Director, RJ MacMillan, Director, Dick Haverland, Director, Jamie Demetrion, Director, Dennis Fitzpatrick, Treasurer, and Mari Colacino
Call to order: 2:03
Dennis motioned to approve previous minutes. Dick seconded motion and board approved unanimously.
A. Update on tax returns: Dennis proposes a separate new nonprofit corporation which would serve as a foundation and separate entity to PBU. Since it would be a 501 c 3 organization, donators would get a tax deduction. Our PBU organization does not allow a tax deduction under law. This is something we can consider in the future. Businesses get a business deduction through PBU but individuals don’t. The new charitable organization would be able to make contributions to the City or any other governmental organization. Takes 6 months for IRS to approve this. We would have to develop bylaws for the new organization. PBU would pay for the state filings to set up the new foundation. RJ motioned to start process to set up the new entity. Joe seconded. Discussion ensued.
How much revenue will PBU get annually? Is that revenue enough to do repairs down road? Mari asked if PBU could donate funds to the new foundation, answer is yes. Motion was voted on and Approved unanimously.
B. ‘coaches’ agreements’: Discussion on Dennis having ability to speak on behalf of board when making decisions about ‘coaches’ agreements’.
Claire motioned to give Dennis the authority to speak on behalf of board regarding ‘coaches’ agreement’, RJ seconded. All in favor and motioned passed.
Discussion then ensued about collecting drop in fees after the gatekeepers are gone for the day. For example, when afternoon programs are in progress and nonmembers wish to join. How do we police that? The board discussed that starting next year we may start collecting money from nonmembers for all activities. Dick suggested someone checking in every few hours to check wrist bands.
C. Vero PBU tournament: Dick and Mari have all volunteer positions filled and have meeting on 24th with city officials to discuss requirements. Porta potty will be ordered.
Heritage has 2 major functions over the weekend of tournament which may impact parking. PBU will not provide food this year during the tournament but there will still be snacks and a hydration center. Lucy Kitcher will also order pizza and local restaurants are an option.
There is a concern that there is no agreement from tournament director about insurance and liability issues yet. PBU insurance does not cover tournaments that are giving prizes so tournament director must provide that. Currently there are 385 people paid registrants and 407 total. Parking has been established at various venues. City will dump trash during tourney at intervals or we will get extra bins. Joe has ordered T-shirts from dink shop to sell and proceeds will go toward lights project. RJ asked if we make money on tourney. We make about 2k on tourney.
D. City construction permit: Now at Public works and they have all the info they need and are finalizing permit.
E. Court Lights project: We have involved our attorney in the process with the city. He has communicated with the city that we would like to extend lights contract out to March of 2021 and if we decide not to do lights we will not be penalized.
F. Alternative venues for PB: during our construction project beginning in May. Chuck has contacted various venues to see where we can play during construction in May. Harmony Reserve, Riverside, pepper park, Sebastian are possibilities and members will be updated as time approaches.
G. Member only tournaments: Dick suggested to run member only tourney once or twice a year. Discussion about various ways to do this and to encourage members to play at other times of day. Ladder league, RR etc. are already in place in various formats. Dick will coordinate a member only tournament to run possibly in April.
H Treasure coast spring league: Jamie talked to organizer Jamie Chaus and put it out to members who did not show an interest.
I Creation of a long-term budget and plan: Dick discussed that we have a responsibility to members to establish a budget and long-term plan which entails making projections and future plans. Joe shared that once courts are rebuilt, we will have a better idea of our income and expenses. We can estimate our revenue by looking at various expense areas, e.g. advertising. Dick proposed we commit to having a budget for next year. Dennis reported that the first full year financials are complete which is a good starting point. We can establish a budget based on that and income from new membership fees.
K. New membership: Jamie reported that 82 people were on membership wait list and 45 of those have now joined to total 506 total members. Drop ins are down and wait time is generally down.
Jamie made motion that we open up a new wait list that is limited to 50 and give them a window of time to sign up. Mari made the motion that as of 2/16/20, instead of establishing a new wait list, we open up membership to all. We will monitor the numbers monthly and then Membership will be closed May 1st prior to construction. Jamie seconded motion and withdrew his initial motion. Approved unanimously.
J Overcrowding and drop ins: This item was in response to a member concern stating that drop ins tend to mostly go to south courts which creates overcrowding on that side. Board discussed and want to encourage people to play on both north and south courts whichever is less crowded. PB101 was moved to one o’clock to alleviate overcrowding on s courts at noon. This will go into the newsletter next time.
L. Monday morning updates and newsletter: Jamie is looking for a board member to take over these responsibilities. Mona has offered to take this over and Jamie will assist with the calendar which Mona does now.
Other topics discussed:
Les met with Pappas and Joe and Dick. South courts repair will cost less than what we initially thought. Approximately. $109k for north courts and 7,300 for south courts.
Suggestion was made to have a permanent web cam at courts to stream on our website for security as well as allowing members to see the courts throughout the day. Will put on agenda after construction is complete.
Next meeting March 24th at 2 pm
Meeting adjourned 4:15 p.m.

In attendance: Joe Scanlan, Director, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Les Knoesen, Director, RJ MacMillan, Director, Dick Haverland, Director, Jamie Demetrion, Director, and Dennis Fitzpatrick, Treasurer, and Mari Colacino, by phone.
Call to Order 2:05 p.m.
Proof of notice in newsletter
Determination of a Quorum
Old Business- none
Fanette Singer presented to the board and provided information regarding structuring the board and board member roles. Hiring a part time court manager was also discussed.
New Business
Dennis nominated Joe Scanlan as president. Jamie seconded and motion passed unanimously.
Dennis nominated Chuck O’Hanlon as vice president. Motion seconded by Joe and passed unanimously by board. Mari proposed having a co-vice president, but this motion was not supported by the board.
Supervisory duties previously overseen by the president were divided up across the board members as follows: Court banking, RJ; Gatekeepers, Les; Socials, Joe; membership, Jamie; Website/Facebook, Jamie; Newsletter; Jamie, Calendar, Jamie; Happy Hours, Joe; Court Maintenance, Claire; Hospitality, Joe; Tournament, Dick and Joe; Construction, Les.
A motion was passed unanimously to revoke a membership based on the individual’s inappropriate conduct and actions. Membership fee will be refunded to this individual.
Membership wait list and special request from individuals to become full time members. The board determined new membership applications would remain closed at this time, and after Feb 15th, this will be reevaluated, and a decision made. Special request cases were reviewed by the board and decisions made on an individual basis.
Discussion of friends and family fees for drop ins: The board determined to keep the $10 drop in fee for all non-members at this time.
Lights for the courts. RJ reported that FPL are in the process of preparing a proposal for PBU. The club is also exploring other options including using a private contractor to install the lights.
The board discussed the establishment of a capital reserve account in the future where a portion of PBU funds can be segregated and deposited in the account to be used for future repairs on the court and other club needs to be determined by the board. Dennis will oversee this.
Fundraising donations: Dennis proposed that we set up a new PBU corporation specifically for fundraising and then apply as a 501 (c) (3) organization. This will allow members to make a tax deduction on any donations to PBU fundraising efforts. Joe seconded the motion and it was passed unanimously.
PB instructor agreement. Dennis proposed that the board accept the new draft sanctioned agreement. Chuck seconded motion, all board members were in favor and motion passed.
Non PBU sanctioned coaches: Chuck proposed that only PB sanctioned coaches may teach at our courts and that non- sanctioned coaches may not use our courts to hold lessons. Claire seconded motion and it was passed unanimously by the board.
Jamie made a motion that in addition to our PBU Facebook page, we will have a second page that is dedicated only to PBU events. All member posts and comments will remain on the original page and members will be unable to comment on the event page. Claire seconded motion. All board members in favor and motion passed unanimously.
Dick proposed that for gatekeepers to easily identify members on the courts, they will be provided with a wrist band that must be visible any time they are playing on the courts. Members will continue to be issued bag tags. Joe seconded motion and it was passed unanimously by board.
Adjournment 5:20 p.m.
Next meeting scheduled February 15th, 2020 at 2:00 p.m.

In attendance: Mari Colacino, President, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Les Knoesen, Director, RJ MacMillan, Joe Scanlan, Director, and Dennis Fitzpatrick, Treasurer.
Call to Order 5:03 p.m.
Proof of notice in newsletter
Determination of a Quorum
Old Business- none
New Business
Board reviewed standings of current board members for next year as 3 of the members terms will be ending March 2020.
All 3 new board member applicants were approved. Dennis made motion to accept all 3 applicants, Jamie Demetrion, Dick Haviland, and Fanette Singer, and Dennis seconded motion. Board passed motion unanimously. They will attend the next board meeting on January 11th 2020.
President position as of January 1. Mari will stay on as advisor after she steps down as president and will continue to assist with tournament and some other duties.
Approval of hire of bookkeeper – Dennis has trained new bookkeeper. She will compile all PBU financials and do monthly sales tax. Discussion ensued and RJ McMillan offered his services as treasurer and to oversee the bookkeeper. He will also pay the bills for the operating account. Joe Scanlan will continue to oversee fundraising account. Dennis motioned that as of the first quarter in January 2020, RJ take over as treasurer. Joe Scanlan seconded and board passed motion unanimously.
Approval of bylaws – Dennis revised the bylaws to give PBU board the power to limit number of PBU members as well as restructure classes of membership and adjust membership fees. Mari motioned to accept the new articles, Chuck seconded and motion passed unanimously.
Update status of insurance/contract with City. The insurance contract with city is final and signed. We have one year to do the current work on courts and then can go back to city to talk about adding lights under a new contract. Les will consult with building contractors to ensure that lights are feasible as project progresses.
Drop in fees – After discussion by board, it was determined that the new drop in rates will be $10 for everybody. A sign directing visitors to the south gate will be posted at north gate. Monthly membership rates may be made available at a future date.
Programs – The new program schedule was discussed and will be posted on the PBU website
Membership Letter – RJ made motion to allow existing members to renew until Feb 15th and then determine total number of members after that. Joe seconded motion and passed unanimously.
Update on website and signs required by the City. The signs will be ready by January 2020.
Court lights costs and donor display. Discussion ensued on approximate cost of lights ($65K)
Dennis made a motion to move fundraising money from checking account into an investment account. Joe seconded motion and passed unanimously by board.
Adjournment 7:10 p.m.
Next meeting scheduled January 11th, 2020

In attendance: Mari Colacino, President, Chuck O’Hanlon, Vice President, Claire Miller, Secretary, Joe Reid, Director, Joe Scanlan, Director, by phone, and Dennis Fitzpatrick, Treasurer, by phone

Call to Order 2:38 p.m.
Proof of notice in newsletter
Determination of a Quorum
Old Business- none
New Business
Board reviewed the two candidates who applied for PBU board director positions, Les Knoesen and RJ MacMillan. Joe Reid made a motion to bring on both applicants. Chuck seconded the motion and board voted unanimously to pass motion.
Also discussed was nominating additional board members to replace those whose terms are expiring in 2020. This will be pursued in the new year and outlined in our club newsletter with the goal of having new board members join in March 2020.

Discussion ensued on new president to replace Mari who will continue to serve on the board at least until her term is up in February. She will continue to work on upcoming tournament, Go fund Me project, and contract with city. Mari will provide a list of her duties as president so that some of these responsibilities can be allocated out to other board members or club players. The board decided to talk more about nominating a new president at the next board meeting on October 10th when the new board members will be present.

Dennis discussed his desire to allow our bookkeeper the ability to generate financial reports to relieve him of that duty moving forward. The PBU treasurer moving forward would oversee the bookkeeper. Dennis made motion to grant bookkeeper (current or future) more access to our financials in order to prepare and file the monthly sales tax reports as well as prepare the quarterly financial reports for the board. The bookkeeper will not have access to the cash in the accounts. She will be paid an hourly wage. Joe Scanlan seconded motion and board passed motion unanimously.
Future change of bylaws may include staggering board member terms, so they don’t expire at the same time, adding more specific language on who runs the day to day operations of the club and responsibilities of each office/board member, and changing the language if needed about an advisory board to leave it more open for future board members.
Facebook guidelines. Board discussed the current PBU Facebook page and the difficulties in monitoring the traffic on the page. Dennis made motion to limit FB postings on our page to specific club news and events approved by the board. Claire seconded motion and board voted unanimously in favor. Information on this will go out to the membership at a later date.
Courts 7 and 12. These courts are temporarily out of play due to disrepair and safety concerns. Repair will take place by Pappas construction at end of October and is expected to take 2-4 days to complete.
Next meeting scheduled for October 10th at 4:30 p.m.

Adjournment 4:19 p.m.

A special meeting of the board of directors of Pickleball University Inc. (PBU) was held on 7/6/19 at 2:30 p.m. at 1055 25thAve. Vero Beach, Fl. 32960. All directors were present in person or by phone, and by such presence and subscription to these minutes, ratify, confirm, and approve all matters conducted at such meeting.
Call to Order: 2:29 p.m.
1: Lease and construction agreements with city were reviewed and questions/concerns from board members were addressed and discussed. The major points to be reviewed at a meeting between the city and our attorney are as follows:
We have questions about the Brightline railroad project and its impact on parking.
In the construction agreement, Article 4.01 talks about future repairs following the renovation project. It is not clear who is responsible for these repairs and needs to be clarified.
In the lease agreement, PBU would like it to be stated that the contractor may elect to work on phase one or phase two of the renovation, convenient to their schedule.
Currently, the lease has no renewal option after 15 years. We would like the option to renew for an additional 10 years.
The termination clause (after 5 years with 30 months’ notice) in the lease agreement will be discussed further with attorneys.
2: Meeting Adjourned 5:00 p.m. Next meeting date TBD.

In attendance: Mari Colacino, President, Claire Miller, Secretary, Joe Reid, Director, Dick Habeshian, Director, Chuck O’Hanlon, Director, Joe Scanlan, Director, by phone, and Dennis Fitzpatrick, Treasurer, by phone

Call to Order: 1:40 p.m.
Proof of Notice: In newsletter and on website
Quorum Determined (7 members in attendance)
Previous minutes approved as amended
Old Business – none
New Business
The lease and construction contracts with the city were reviewed by the board. Joe Reid and Dennis Fitzpatrick suggested several additions/changes to both documents. Mari Colacino, President, and Joe Reid, Director, will meet with PBU attorney to discuss changes before re-submitting to city.
A fundraising proposal from an instructor outside of PBU was discussed. After much deliberation,board members voted unanimously that we cannot support or endorse lessons for fundraising, or for any other cause, from instructors not sanctioned by our club.
The rules and regulations for instructors not endorsed by PBU were reviewed as they pertain to teaching at Pocahontas courts. The club leases the courts from the city from 8:00 p.m. to 2:00 p.m. Monday through Saturday. During these hours, only instructors approved by our club may provide lessons on the courts. After 2:00 p.m. and on Sundays, the courts are open to the public, and instructors not associated with Pickleball University Inc. may coach, while upholding the city’s rules and regulations. Dick Habeshian made a motion to send all non-sanctioned instructors a letter outlining the above rules and stating that a violation may be subject to suspension from Pickleball University club. Motion was seconded by Claire Miller and approved unanimously by board.
Update on Fundraising and PBU accounts:
As of 6/17/19, PBU has raised $136, 385 toward court renovation project. Currently, all the GO FUND ME transactions with the 2.9% + .$.30 per transaction taken out, have been released for transfer to our Fundraising bank account.

PBU savings account balance: $29, 062.46

PBU checking account balance: $2,726.78

Next meeting scheduled for July 8that 1:30 p.m.

Adjournment 3:39 p.m.

A special meeting of the board of directors of Pickleball University Inc. (PBU) was held on 5/16/19 at 5:00 p.m. at 1055 25thAve. Vero Beach, Fl. 32960. All directors were present in person or by phone, and by such presence and subscription to these minutes, ratify, confirm, and approve all matters conducted at such meeting.
Call to Order: 5:00 p.m.
1: Documents
Promissory note: Board discussed the $30,000 loan from club member to PBU for use toward phase 1, 2, or 3 of renovation court project. An unsecured promissory note was drafted and signed by Dennis Fitzpatrick, including attorney bar #. Joe Reid made a motion to move to approve promissory note draft, subject to final approval as to specific amount borrowed and the date we take the loan. Mari seconded motion. Vote passed unanimously.
The draft lease agreement and construction license agreement with the city was reviewed by the board and revised in several places. After discussion by members and upon motion by Mari Colacino and seconded by Chuck O’Hanlon, the following motion was approved unanimously:
Be it that RESOLVED that Pickleball University Inc. Draft Lease 5.16.19 and Draft Construction License Agreement 2019.05.02.19go to our attorney with our changes to be written up and for him to commence negotiations with the city.
2: Fundraising
Proposal from club member was discussed. Mari Colacino will respond to member with boards’ feedback.
Claire Miller moved that any member donating $1,000 or more to the court restoration project will receive a lifetime membership with PBU and a roster of such members will be maintained in the corporate records for posterity. Following ensuing discussion, the motion was approved by board unanimously.
3: Meeting Adjourned 7:50 p.m. Next board meeting 6/17/19 at 2:30 p.m.

In attendance: Mari Colacino, President, Claire Miller, Secretary, Joe Reid, Director, Dick Habershian, Director, Chuck O’Hanlon, Director, Joe Scanlan, Director, by phone, and Dennis Fitzpatrick, Treasurer, by phone
Call to Order: 2:35 p.m.
Proof of Notice:
Quorum Determined (7 members in attendance)
Previous minutes approved as amended
Old Business – none
New Business
Discussion on clubhouse: Board is exploring a possible venue for use as a clubhouse for PBU members.
Update on fundraising: As of 5/11/19, $128,456 has been raised through the Go Fund Me account. $8,354.00 remains to be raised to complete phase 2. Fundraising efforts will begin focusing on business sponsors as well as offering member incentives by offering a prize competition.
Updates on agreement with city: Our hired attorney has reviewed the city construction agreement and has merged our club’s needs into the document. The lease document requires some revisions and the board discussed these at length and made proposed changes to document to submit to city. Joe Reid will consult with our insurance company to ensure we have appropriate and sufficient coverage. May 22ndis the next council meeting to seek approval for our project and we will request our item be added to the agenda in the event the lease agreement is finalized by that date.
Update on courts: The board discussed and made final decisions regarding the details of the court renovations. These included:
Positioning of fences between each court and where the opening will be placed. Each fence will extend the length of the court with an opening in the middle where players can continue to ‘slide’ when a court opens up.
Three different colors will be used to paint color of courts : example (light blue for kitchen, dark blue for service areas, dark green on outside ) we will ask for color combinations from vendors.
The mesh perimeter fencing will be replaced, and perimeter poles re-painted on north and south courts. A gate will be added between the north and south courts and there will be a center exit and entry for the north and south courts. The total cost of the project will remain the same despite these additional costs as the current lighting bid is less than the original bid.
New benches may be added, and various types of benches will be priced before a decision is made. Joe Scanlan suggested benches with a back be purchased. A club member has also offered to build composite benches for the club.
While the courts are under construction, Charles Park and Pepper Park are available for play. We will also have Riverside courts if they can accommodate us. Construction on the north courts may take up to 2 months to complete once initiated.
A County commissioner’s meeting is scheduled for Tuesday May 14th to approve the 50kfeasibility survey study at Dick Bird Park.
Capping Membership numbers at the club may be a future discussion following the renovations.
The board discussed mounting banners to celebrate gold winners from US Open and other national tournaments. It was determined this was not feasible but that winners would be mentioned in the member newsletter.
Safety and etiquette signs will be designed and displayed at the courts. Concerns were raised regarding the importance of wearing eye protection as well as the rules for play during peak times (paddle in box rules).
Adjournment 5:55 p.m.

Members,
In order to ensure that our negotiations with the City are professional and in a businesslike manner, the Board Of Directors determined that it is in the best interest of PickleU Inc. to engage the services of a local, experienced attorney to represent us in arriving at the best possible contract terms for the court renovations and beyond. We have selected C. Douglas Vitunac of the firm Collins Brown Barkett to negotiate with the City.
When negotiated, the lease agreement will be posted to the PickleU website
Board of Directors

In attendance: Mari Colacino, President, Claire Miller, Secretary, Joe Reid, Director, Joe Scanlan, Director, Dick Habershian, Director, Dennis Fitzpatrick, Treasurer, Chuck O’Hanlon, Director.
Call to Order – 2:43 p.m.
Proof of Notice. In Monday morning updates and newsletter
Quorum Determined (7 members in attendance)
Previous minutes approved
Old Business – none
New Business
Housekeeping, signing of previous motion passed via email.
Financial Report: Treasurer reviewed quarterly report and board approved unanimously.
Brokerage account opened by treasurer for purpose of depositing donated stocks by club member to go toward Go Fund Me project.
Go Fund Me financials. Discussion about donations to date, and the process for depositing donations. Joe Reid, board member, will continue to deposit checks in PBU bank account over the summer while other board members out of town.
Fundraising proposal by club member. Board discussed the offer from a club member to loan $30k to PBU to be used toward the court fundraising efforts. Discussion ensued regarding how the loan will help us meet our goal of repairing both north and south courts and work toward adding lights to 6 courts. Motion to accept loan in principal subject to the actual note terms was accepted unanimously.
President and Board Members met with County officials. The County made a proposal to bring $50,000 forward from the 2021/2022 budget to do a feasibility study for adding courts at Dick Bird Park. The County would like to start this study as soon as it is approved by the Commissioners in May. The feasibility study should take up to a year. PickleU has serious concerns regarding the limited amount of parking spaces for this project and stated it to the County.
Tournaments: Plans are underway to work in tandem with Lucy Kitchner to host two tournaments in 2020, one in March and one in October.
Dues and Drop ins: Board discussed current membership dues and drop in fees. A short survey will go out to members to elicit feedback before any decisions are made regarding these items.
CPR/AED: An Automatic External Defibrillator unit is now in shed on site at Pochahontas Park. Board voted unanimously to train gatekeepers on CPR at a cost of $20 per person paid by the club. Training will occur at the courts.
Adjournment 5:04 p.m.
Next meeting: 5/11/19 @ 2:30 p.m.

In attendance: Mari Colacino, President, Claire Miller, Secretary, Joe Reid, Director, Joe Scanlan, Director, Dick Habershian, Director, Dennis Fitzpatrick, Treasurer, Chuck O’Hanlon, Director, Joe Walsh, guest.
Call to Order – 2:34 p.m.
Proof of Notice. In Monday morning updates and newsletter
Quorum Determined (7 members in attendance)
Previous minutes approved
Old Business – none
New Business
Non-member drop in players: Joe Walsh reported on the status of ‘drop ins’ at courts. There has been a significant increase since May 2018 with a maximum of 52 on the Saturday over Presidents Day weekend. Discussion ensued about how to manage this issue as it creates crowding on courts at peak times. Input from gatekeepers was considered and a motion was unanimously passed to keep the same procedures and fees for drop ins’ at this time. This will be revisited in September 2019, prior to high season.
Financial Report: Treasurer reviewed January-February 2019 report. PBU needs to be aware that sales tax should be collected on all cashes sales for equipment etc. as well as on membership fees. A motion to add sales tax to all fees taken courtside (check or cash) was approved unanimously. The possibility of increasing fees if made in cash was discussed for next year.
County Contract: The Dick Bird Park proposed contract to build 4 new pickle ball courts was reviewed. Several points were revised and/or removed. A motion was unanimously passed to allow Mari and Dick the flexibility to talk with the county to make the proposed changes.
Proposed renovation of courts and Go Fund Me account: There are several upcoming meetings including one with Park and Recreation on March 12 to approve the Go Fund Me project. Our president will make a presentation to the IRC Commissioners on March 26. PBU members are encouraged to attend the meeting to show their support of our goal. The Go Fund Me website is up and running and the marketing video is complete (thanks Jamie!).
Tournament: Spot repairs on the north courts will commence this week in anticipation of the tournament. We have 411 players attending across the U.S.
The installation of the shed at Pocahontas is still in process. Currently looking for a licensed contractor to complete and approve permit paperwork.
Board members discussed the benefits of having a defibrillator on site at PBU as well as members who are CPR trained. Dennis will follow up on obtaining a defibrillator and look into CPR training.
Adjournment 5:04 p.m.
Next meeting: March 30th@ 2:30 p.m.

January 26, 2019 Board Meeting
PBU Board Meeting Minutes
01/26/19
In attendance: Mari Colacino, President, Claire Miller, Secretary, Joe Reid, Director, Joe Scanlan, Director, Dick Habershian, Director, Dennis Fitzpatrick, Treasurer, Chuck O’Hanlon not in attendance
Call to Order – 2:33 p.m.
Proof of Notice. In Monday morning updates and newsletter
Quorum Determined (6 people in attendance)
Previous minutes approved
Old Business – none
New Business
Financial Report: Treasurer reviewed February – December 2018 report. Financial statements will be made available on PBU website along with minutes, beginning Jan. 2019. Official reporting period in 2018 began in February when our club became a non-profit entity.
Two board members, Joe Reid and Dennis Fitzpatrick will be added as signatories in addition to the president. Motion passed unanimously.
Repair of courts: Contractor tentatively scheduled to spot repair north courts at end of February 2018.
PBU social events at Pochahontas Park: President of PBU had a meeting with city. PBU is now required to obtain a permit for any food event. Tents must be labeled fire retardant. A fee of $30 will be charged to club if a grill, fire being used with pots, and/or crockpot with electricity is used. No fryers allowed. Fire marshal must inspect each event prior and give approval. Alcohol on premise needs to be approved by the City Council for an event.
Centennial Tournament: Board members, Joe Scanlan, Joe Reid, and Dick Habershian will follow up with historical society, library and local church to secure additional parking for tournament players.
Court fundraising: Ongoing discussions have occurred regarding the need to completely renovate north courts and previous estimate was secured with Papico Construction Inc. for approximately $105,550.00. An additional $5,000 would be needed to resurface the south courts. Board voted unanimously to begin exploring the feasibility of such a project, pending clearance from the city, and to set up a PBU Go Fund Me account to raise funds. The board will also explore other financial avenues such as grants (e.g. Humana.org).
Shed: A permit has been obtained for a shed and it will be delivered and installed on Feb. 2nd, 2019 at predetermined site at Pocohontas Park.
New instructors: Two PBU members, Dereck Prince and Keri Keen, have recently took there ITAPA II qualification and written exams and will have their final certification in the next several weeks. We are thrilled to have them part of our coaching team.
Banners: Businesses will be charged $25 annually to display a commercial banner at courts.
Memberships: Discounts will not be applied for specific groups. All members pay the same.
Ironside Press will manage our printing and marketing needs. They have also taken over as our web master to fulfill our needs on our website. They have offered competitive hourly rates.
T-shirts: 120 orders have been received to date. Last date to order is January 30th, 2019.
Next meeting: 03/02/19 @ 2:30
7. Adjournment 5:02 p.m.

In attendance: Mari Colacino, President, Chuck O’Hanlon, Claire Miller, Secretary, Joe Reid, Director, Joe Scanlan, Director, Dick Habershiam, Director, Dennis Fitzpatrick was not in attendance
Call to Order – 2:33 p.m.
Proof of Notice. In Monday morning updates and newsletter
Quorum Determined (6 people in attendance)
Previous minutes approved, Mari made motion, Joe second.
Old Business – none
New Business
A. Article will be in the February edition of Vero Magazine by reporter who interviewed PB members at Poco and IG early November.
B. Finance Update by J Scanlan.
C. Meeting with IG. 2 plans were presented to board to outline proposals for county and
the outdoor IG agreement. Discussion ensued about proposed hours, logistics, and length of contract. Joe made a motion for PBU to provide 10K grant to county for conversion of one tennis court into 4 pickleball courts. Mike Redstone (county rec manager) will go to county commission meeting at earliest opportunity. Open play proposed between 8-12 Tues, Thurs, Sat. and Mon/Wed 4:00-9:00 for 5 years duration. Claire seconded the motion. Board unanimously voted yes. Other caveats were included in proposal.
Indoor IG – DIck and Mari met with manager of IG to discuss continued agreement for PBU Mon/Wed/Frid from 9-12 on an annual basis. Current agreement may cease if IG determines it is not financially viable for them. Possibility of an annual lease was discussed for PBU.
D. Meeting with coaches. Mari stated coaches have many programs in place and are taking responsibility for 101 clinics both at IG and Poco. They asking for help Sat 12-1 and Wed 12-1 at IG.
E. Insurance. Joe discussed PBU group policy.
F. Windscreens and fences. Windscreen purchased and will be up this coming week.
Fence repairs are complete. $950
G. Shed. City approved shed installation, must be hurricane proofed. Laurie provided 3
vendors with prices. Board approved the purchase from Atlantic Hardscape Supply, Inc. for price of $2045 plus tax installed. A permit will be additional cost. Mari made motion to purchase the shed from AHS Inc. Installed by oak tree next to cooking area or by old gazebo site. City need to approved several departments. Chuck second. Unanimously passed
H. Programs. PUTT will start at 2:00 moving forward. .
I Bulletin Boards.Board discussed a monthly calendar/informational board that could would be renewed monthly for a cost of $125. Other information may include Pics of pros and their bios and club information. PBU will trial a month of the bulletin board information and have gatekeepers monitor traffic to see if it is beneficial to members. Dick made motion to put up banner for Clare to congratulate her for nationals win. She will be asked first. Joe seconded,
motion passed 4-2. Pickleball university’s “Clare Grabher” or something similar would appear on banner.

Next meeting 12/8/18 @ 2:30 7. Adjournment 4:37 p.m.

Held at: 1055 25th Ave. Vero Beach FL 32960
In attendance:
Mari Colacino-Director
Claire Miller – Director
Chuck O’Hanlon – Vice President
Joe Reid – Director
Dick Habersham
By phone:
Joe Scanlon – Treasurer
Dennis Fitzpatrick- Director
Mari called the meeting to order at 2:30 p.m. Quorum was established

AGENDA
1. Previous meeting minutes reviewed by Mari – unanimously passed
2. Elect a President and Secretary – board voted unanimously to elect Mari Colacino as President and Claire Miller as Secretary and Dennis Fitzpatrick as Treasurer.
3. Moving forward the BOD will meet every second Saturday of the month unless otherwise indicated.
4. Response expectations on emails between board members. If subject line marked ‘Urgent” a response is expected within 24 hours.
5. Review Finances – Dennis reviewed the club finances and summarized tax rules for IRS (including sales tax on items sold) for which club is responsible.
6. Club liability and insurance protection – Joe Reid shared his conversation with insurance agent and his concerns regarding individual coverage for person’s teaching or volunteering during club hours. Also discussed liability of members making repairs on the court. It was determined that the endorsements will be obtained from insurance provider and Joe and Dennis will review and will advise board if an attorney should be consulted. Mari Colacino’s name will replace Ken Roberts.
7. IPTPA coaches’ agreement with PickleU was reviewed and the board voted unanimously to accept.
8. Membership fees – Board voted unanimously to retain last year fees at $84 annually for new members ( $48 and a $36 initiation fee for new members). Existing members would pay $48 annually. Board also discussed the ongoing negotiation with the COVB to possibly expand our control of courts 24/7 under a 5-year contract
9. Board discussed the condition of the dividing metal fences on north courts as well as the perimeter fence on far south courts. Fences are in disrepair and pose a potential safety risk. Dick will follow up with contractor and report back to board.
10. A windscreen will be purchased to cover the remaining area on fence between north and south courts on the east side.
11. Chuck and Dick provided an update on IGC. At this point, work on converting tennis court to 4 pickleball courts has not begun.
12. Claire and Mari provided update on school’s program. PickleU has collaborated with IRCHS to provide a program to students at the school. There is also a plan to provide an afternoon lesson to IRC P.E coaches, possibly in November. The board voted unanimously for the purchase of 3 nets, a case of balls, and a carrying case to be housed at IRCHS and made available to all schools in district. 26 paddles were previously ordered for school program use.
13. Board discussed the logistics of purchasing a shed to be housed at the club for storing cooking related items. The city was consulted and had no objection. The 8×8 shed would need to be placed in cement to provide hurricane protection. The shed will go by the shuffle board shed. A permit may need to be acquired but the City will help guide us through it. It was discussed that a large locked box may be an alternative and not require a permit.
14. Board discussed a club member’s suggestion of holding a friendly ‘club challenge’ event where a higher-level player is paired with a lower- level player. Board agreed this is feasible and no objections were made. Event may occur after January 2019.


Next meeting date: November 10th, 2018 @ 2:30 p.m.

Meeting adjourned at 4:50p.m.

via conference call

Time of Call to Order

2:01 PM

Present

Present

Present

Present

Present

Present

Present

Quarum >=4 Y____X__ N________

page4image1681856page4image1635056page4image1682064page4image1682272

1055 25th Ave., Right off 12th St. 2 PM

Members Attending

Ken Roberts – President

Chuck Ohanlon – Vice President

Joe Scanlan – Treasurer

Steve Rings – Secretary

Mari Colacino – Director

Dennis Fitzpatrick – Director

Claire Miller – Director

AGENDA

Vote on PBU expansion with the county at IG/SCP

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Election of new board member Dick Habeshian

Process for succession of president

Role of Advisory board moving

Motion by Ken, 2nded Dennis, passed unanimously

Chuck would rather not, need to find replacement

Part 1: Part 2: Caveats:

$10-12K donation from PU

County has 3 years to fund 9+ courts

Must be open to the public

Maintain a scheduling ssystem

May charge for drop-ins

Proceed with pursuit of $10-12K by PU based on agreement with PU

and county

Timeline: prior to Oct 1, 2018

Motion by Ken, 2nded by Chuck, passed unanimously

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forward

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Clarification on paddle purchase

Next meeting:

Adjourned: 3:08 PM

Motion was made to terminate Advisory board immediately by Ken

2nded by Chuck, passed unanimously

PB 101 – 24 paddles w/PB 101 inscription

Ken Motioned, Dennis 2nded

October 6, 2018 Saturday 3:00 PM

Pickle U Board Meeting

Time of Call to Order

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1055 25th Ave., Right off 12th St. 3 PM

Members Attending

Ken Roberts – President

Chuck Ohanlon – Vice President

Joe Scanlan – Treasurer Steve Rings – Secretary Mari Colacino – Director Dennis Fitzpatrick -Director Claire Miller – Director

AGENDA

Previous Meeting Minutes Approval

Mari motioned, Ken 2nded Unnaimously passed

Old Business

3:02 PM

Mari called to order, Chuck 2nded

Present

Present
Present
Present
Present
Present
Present
Quarum >=4 Y____X__ N________

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*

Review legality of past votes

$3600 approved for court repairs at Pocahontas
Dennis motioned, Ken 2nded, passed unanimously

A discussion ensued to decide court depreciation by Oct 1, 2018

Advisory Board

Singles play accepted with motion, by Ken, 2nded by Joe, passed

Strike 3C, Article 5 from ByLaws, motion

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New Business

Bookeeprs roll – Not Required

Club Treasurer

Ken made motion to appoint Dennis, Claire 2nded, passed

Club/secretary/administration position

by Ken, 2nded by Joe, passed

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Succession plan for President – Discussion held

Steve agreed to add more duties, including purchasing of paddles and balls

Apprentice paddle for PB 101 discussed, and Steve to get pricing for both

Motion made by made by Ken, 2nd by Joe to look at 24 PB 101 paddles/ passed

Steve to purchase for PB 101 only and any free events

Chuck was suggested being VP

Ken leaving officially Oct 1, 2018

Discussion held noting we have 6 certified instructors plus Prem Carnot

Proposal to be sent to above

Honor Flight

Festival of Trees

Discussion that these are acceptable if run by the person whose idea it is.
Further discussion tabled until next meeting

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Pro lessons, qualifications, who pays a %?

Fundraisers – Recurring and new

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County Expansion progress

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Discussion only:

Fall tournament

March tournament – PU Obligations

Youth School programs

Dues 2019

Housekeeeping : Change of address, PO Box or personal

Other New Business *

South Countky Park at < $12,000

Do we do a revenue share?

Dick Habeshian to make a proposal?

Should we proceed – Next meeting

No, Mari will will be gone until September

[email protected] is go to person

USAPA JUNIORS – Handout Issued

Details for USAPA Juniors Pickleball Committee

See Attachment

$36 iniation fee for new members, yearly dues open for discussion

Change from Ken to PickleU

13th st post office suggested for PO Box

Paddles – Sales tax to be included in sales price

3:00 PM

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Next Meeting Date* Time*

Adjourment Time*

Cash at court included

IG is non-taxable

Motion by Dennis, Joe 2nded, passed unanimously

October 6, 2018

5:54 PM Steve Motioned, Ken 2nded, passed unanimously

Pickleball University, Inc.

MINUTES OF QTR 1 MEETING OF THE BOARD OF DIRECTORS

A meeting of the Board of Directors of Pickleball University, Inc., a Florida 501 (c)(7) corporation , was held on March 27, 2018 EDT) at the home of Claire Miller.

Directors Present:

Ken Roberts – President

Chuck Ohanlon – Vice President
Joe Scanlan – Treasurer
Steve Rings – Secretary
Mari Colacino – Director
Dennis Fitzpatrick -Director
Claire Miller – Director
Directors Absent:

None

Call to Order

Steve Rings called the meeting to order at 3:05 PM EDT and Dennis seconded the motion, which passed unanimously. Steve Rings is recording minutes. A quorum of directors was present, and the meeting, having been duly convened, was ready to proceed with business.

CEO Report

Ken Roberts reviewed the agenda and welcomed everyone to the meeting. Next, Ken Roberts discussed the current status of the company and its progress. A number of questions were asked and extensive discussion ensued.

Agenda

Expansion

Ken Roberts next provided an update on the overall progress of obtaining new facilities with the following venues discussed:

Leisure Square

IG Center

Harmony Reserve

Parcel on Old Dixie Highway between 12th and 16th streets, which was favored by the Board. Ken is following up on this site to see the possibilities of developing it.

Current Facilities

Ken discussed the current courts at Pocahontas Park and the need for repair of the north courts (approx cost $3000). Ken will contact Tim Kirven to move this forward.

Mari Colacino announced we will be holding a Centennial Celebration March 14-17, 2019 with a 4 day pickleball event that is on the city’s calendar of events.

Financials and Bookkeeping

Joe Scanlon next discussed financials and established the date of Feb 1, 2018 as the start date for the newly formed corporation. A motion was filed by Mari, seconded by Joe, and passed unanimously to look into hiring an outside bookkeeper to maintain our financial records for IRS filing purposes, and internal informational needs. Dennis will contact Brown & Brown in this regard.

Director and Officer Insurance

Ken presented to the Board approximate costs of $700-$1000 annually for this coverage. Mari motioned that it be done and seconded by Joe, the Board unanimously agreed. Ken will get at least one quote and Joe will contact Brown and Brown, contact is Trevor. Ken to contact K&K Insurance for a quote.

Waiver Review By Attorney

Joe motioned that our liability waiver be reviewed by an attorney and we inquire if a member that is an attorney with that skill set will help us with this process, Mary seconded that motion, and the vote to accept was unanimous. Steve Rings to obtain examples of similar waivers.

Advisory Board

This group was developed by the Board to field suggestions in writing from the members, by discussing and forming a resolution that would either be moved forward to the Board Of Directors for discussion/approval or rejection or returned back to the applicant. All applicants will have a response back.

Their 1st meeting will be April 10, 2018 and attended by one board member.

Rewards

The Board discussed rewarding faithful volunteers with such items as the Board deems appropriate. Mari approved $50 of various items for the 1st quarter to repeat IG Gatekeeprs as well as T-shirts, including the Pocahontas gatekeepers to show our appreciation, and so they are recognized as those being in charge of play.

New Business

Ken passed out a list of responsibilities that he and Mari currently are performing with positions listed for individuals to assume in the future. Discussion followed with ideas to be submitted at the next meeting.

Adjournment

There being no further business to come before the meeting, the meeting was adjourned by motion of Dennis, seconded by Joe, and vote was unanimous at 5:24 PM EDT.

Respectfully submitted, Steve Rings, Recording Secretary