Southeast Michigan Pickleball Association Annual Meeting

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1 Southeast Michigan Pickleball Association Annual Meeting June 29, :07 P.M. Meeting called to order by Gordon Statz Meeting held at VFW Pavilion 1545 E. Lincoln Ave., Royal Oak, MI In Attendance Statz, Gordon Statz, Terry Kaltz, Nick Gonzales, Paul Dykowski, Julie Soller, Lisa Dabbs, Stephanie Baumgardner, Mike Baumgardner, Michele Siersma, Heather Baind, Glenn Crossk, Mike Fedel, Frank Fedel, Lee Livingston Hardy, Pamela Calbeck, Dennis Chinoski, David Reilly, Tom Mackowski, Pam Thilman, Joe Gackenbach, Eric Cottle, Mike Ray, Carrie Frasinich, Viktoriya Collier, John Egan, Ken Flynn, Meredith Verellen, Keith Kemp, Mark Kemp, Laura Notarantonio, Vince Notarantonio, Jenne Antoff, David Griffin, Jennifer (via phone) Board The Board was introduced and a review of the Agenda for tonight s meeting was presented by Gordon Statz. Current Board members: Gordon Statz President Nick Kaltz Vice President Jennifer Griffin Treasurer Nancy Adair Secretary John Collier Nancy Robertson Marilyn Holladay Julie Dykowski Heather Siersma Paul Gonzales

2 ACTIVITY STATUS FOR 2021 (Gordon) Lunchtime Pickleball with 3 rd -5 th graders at Upton Elementary o Cancelled as the principal of the school still maintained some concerns relative to COVID. (Gordon) Whittier Park Refurbishment & Second Upton Canopy: o Contractor worked through Memorial Day to finish on time for ladders. The amount of $23,100 was spent at Whittier Park, and $300 was spent on the second canopy at Upton. o Spring clean up and Net / Windscreen installation at both in April o Unlocking and locking gates each day by volunteers at both courts o SMPA pays the fee with maintaining porta potties at each location o Fall teardown and storage at both parks for the nets / windscreens (Heather) Expansion of Ladder Leagues: o 11 ladder leagues exist between both parks this year. This expansion felt necessary in light of the fast signups filling the typical ladder leagues so quickly, many new players, and a need for increase of cash flow to SMPA. (Heather) Website Enhancement and Redesign o Take a look at o Suggestions and comments welcome. (Paul) Beginner lessons first four Tuesdays in June at Whittier o See Exhibit A (Paul and Heather) Beginner drop-in mixers Fridays in June at Upton o See Exhibit B (Stephanie) Youth Tournament August 14 at Lifetime in Rochester Hills o All proceeds will go to SMPA o There will be raffles and sponsors o Ages 8-16 o She attended Hawk Community Center s youth pickleball clinics and passed out cards with SMPA s website and contact info to get more participation o The event will be capped at 32 players and run similar to last year (Tournament Directors / Gordon) Annual Tournament o Last years attendance 264 / this year it is expected we may have slightly over o 300 o Two sites over two days like last year. o Round robin play to 15 with smaller brackets playing games to 21 o Terry Statz and Michele Baumgardner working with shirt vendor. Gray with limeblock camo on the logo. Shirts will not have a year on them as this has been helpful in selling shirts posttournament. Players will also receive water bottles donated by William Brundage. o $75 all-in cost for tournament rather than registration fee with event fees o Mike and Michele Baumgardner will oversee referees and court monitors. There was a brief discussion on how the matches would be organized, and that they will need the info if any brackets will be combined so they can ensure adequate coverage of courts. Page 2

3 o o o o o o They are conducting referee training at Upton on Thursday evenings and have established a Facebook page to continue to recruit new referees with the goal of having enough trained referees for the Midwest region The tournament will be a USA Pickleball MMP sanctioned event Stephanie inquired about vendors. Discussion evolved and questions asked about past vendors and whether a small fee as a donation should be paid. Overall agreement that vendors at each tournament location would be valuable. Gordon indicated that there will be a food truck owned by Tom Lin present. Keith Verellen mentioned that he may be able to reach out to other food truck vendors. There was a discussion about bleacher availability at Whittier. Gordon to reach out to DPW to investigate this option. Keith Verellen asked about singles tournament as an option in future tournaments on Friday. Lisa (Soller) discussed a player party An opportunity for players to meet and socialize outside of pickleball venue Options include outdoor bbq setting such as VFW Park or an indoor venue like the Venetian in Madison Heights Utilizing Sign-Up Genius as the tool to collect fee for this event Suggested cost in the range of $20/$25 per person Will explore options and finalize information to share with members for voting 2020 Financial Report & Tournament Summary Jennifer Griffin provided data related to the financials on the 2020 tournament (See Exhibit C) and the annual financial summary for the organization (See Exhibit D). Gordon discussed these details as Jennifer was attending the meeting via telephone. Elections Paul Gonzales as a current board member conducted the elections process. There was a Nomination and Election of Directors, and a Nomination and Election of Officers. See Exhibit E for the full election process, motions and approvals. See Exhibit F for Gordon s resignation letter as President SMPA Board of Directors Heather Siersma President (Royal Oak) Nick Kaltz Vice President (Royal Oak) Jennifer Griffin Treasurer Lisa Soller Secretary Gordon Statz John Collier (Royal Oak) Julie Dykowski Paul Gonzales Stephanie Asher Dabbs Mike Baumgardner (Royal Oak) Page 3

4 Additional and New Business Idea of pursuing grants for new courts discussion started by Pamela Livingston Hardy o We have a significant membership and we should utilize that in order to see who may know about grants, sources of funding, and what could be obtained to get new courts o Dave Chinoski mentioned looking into elementary or middle schools with unused tennis courts. o Gordon and Paul discussed what was required with Parks and Rec, appropriations committees to obtain city funding, etc. o Gordon also discussed the necessity of funding for maintenance of any new courts o Whittier is asphalt / Upton is concrete o Understanding the construction of unused tennis courts would be critical to converting them to pickleball courts. o Boulan Park in Troy will be putting in lines for 4 pickleball courts. This could reduce traffic to Whitter and Upton Court rotation concerns o Gordon stressed that flexibility, respecting everyone s desire to play and accommodating all skill levels. o Lee Fedel discussed that signage would go a long way to explaining to parties who come what the rules and pickleball etiquette is for the court. o Lisa Soller discussed the rotation using the paddle holders present at Whittier. Pickleball Underground Club presented the big check which represented the fundraising efforts to date (paddle battle with credit to Nick Hernandez for facilitating, euchre event) totaling $2, Next Meeting Meeting adjourned at 7:46 p.m. Next annual meeting to be conducted in May Page 4

5 Clinic Details Beginners Clinic Whittier Park - June 1 to June 22, 2021 Whittier Park 8 courts No pre-registration, show up and you can participate 90-minute clinic First four Tuesdays of June Detailed lesson plan for each week Pre- training on lesson plan for all instructors Instructors o Were individually invited to participate (not an open invitation) o 4 Certified Pickleball instructors o 2 Certified Referees o Vast majority of instructors have had some previous pickleball instruction experience o All instructors 3.5 rating or higher o Minimum goal of 4:1 player to instructor ratio (industry standard = 8:1) Goal of maximum of 8 players per court or 64 total players Contingency plan developed in case of large number of participants o June 1 st clinic implemented contingency plan Have up to 12 players on courts on week 1 Chose not to convert to two 60-minute clinics (due to late arrivers) Week 2, 3, and 4 converted to two 60-minute clinics 6:00 pm clinic maximum of 48 players (6 per court) 7:00 pm clinic all remining players about 50 players Clinic data summary o Participants Week 1-97 participants Week 2 rain-out Week participants Week 4 98 participants Total over 3 weeks = 296 participants o Instructors Average per week = 23 instructors Total participating over 4 weeks = 32 instructors Player/instructor ratio for weeks 3 and 4 = 2:1 ratio 6 players and 3 instructors per court o Sign- in desk 3 5 dedicated volunteers for each clinic allowed for quick processing of participants All participants given name tags and court assignments Page 5

6 SMPA provided paddles and balls for all participants o Instructors provided approximately 18 personal paddles for use at the clinic o Some SMPA paddles are very old some are wood paddles 12 old paddles and 10 wood paddles were not used These old paddles and a box of 60 used pickleballs (donated by Paul Gonzales) will be donated to Oaks of Righteousness in Monroe (homeless shelter) friend of Stephanie Asher Dabbs Stephanie hopes to teach them how to play pickleball Two paddle dealers on site o Tom Valentine multiple brands weeks 3 and 4 o April Spisich- Paddletech -for week 3 Pickleballs were on sale Franklin x-40 s The Tennis & Golf Company provided $10 gift certificates to all participants Contact cards provided to all participants by Stephanie Asher Dabbs o Facebook Southeast Michigan Pickleball Forum o Southeastmichiganpba.com website Next years clinic potential changes o Consider pre-registration o Consider nominal fee - $10 per night or $10 for all 4 weeks o Consider capping number of participants for 90-minute clinic to 48 or 64 o Consider two 2-week clinics 90 minutes each o Continue with two 60-minute clinics each night o Consider other potential changes Page 6

7 Details Friday Drop-in Mixer for Beginners Upton Park Organized play Friday evenings at 6:00 pm through end of July maybe longer if participants want to continue and manage play themselves Format o Round robin o Frequent rotations Rotate every 15 minutes Future sessions will used paddle-based rotation so player can manage on their own without monitors Many players from Tuesday night beginner s clinic attended Facilitator Tracey Breen Monitor volunteers - Assist with keeping court and court positioning o Heather Siersma o Carla Vaughn o Lee Fedel o Frank Fedel o Jenning Fleming o Amy Kessler o Julie Dykowski o Fiona Taggert o Jean Brown o Paul Gonzales All players given name tags (Provided by Tracey Breen) SMPA provides paddles and pickleballs o Encourage participants to purchase their own paddle and balls Number attending o June 11 = 39 players o June 18 = 33 players o June 25 = rain out Request Board of Directors concurrence to continue having the mixer at Upton on Friday nights at 6:00 pm o Only group to reserve courts for non-ladder/league purposes o No open play available during this time o Motion presented and board members approved Page 7

8 Southeastern Michigan Pickleball Association Royal Oak Tournament Summary Revenue Incoming Receipts: Tournament Registrations (PayPal net of fee) 15, , , Registration Refunds (see supporting data) (560.00) (1,360.36) (215.16) Food Tent Sales Vendor Table Donations T-Shirt Sales Booth Rental Raffle Ticket Sales Chemical Bank Sponsorship B.Kreig Sponsorship (PayPal Net of Fee) Aquest Wealth Sponsorship - 2, Cash donations (PayPal net of fee) Tournament Sponsor Donations 2, Gross Revenue 16, , , Total Gross Revenue 16, , , Expenses Outgoing Expenditures Tournament Fee to pickleballtournaments.com USAPA Sanction Fee System Usage Fee Tournament Medals Cash Paid to Referees 1, , Jay's Septic Tank Service (additional unit) Speaker Reimbursement to P. Crandall Software Reimbursement to M. Holladay Recognition Plaque Food Purchased 1, , Tournament Printer Ink Tournament T-Shirts , , T-Shirt Postage for Additional Sales Balls for Testing Tournament PA System - 1, Purchase of Franklin X Balls Tournament Electric Usage Fee Pre-Tournament Set Up Costs COVID supplies Generator Total Expenditures 5, , , Total Expenses 5, , , NET INCOME 10, , , Page 8

9 Southeastern Michigan Pickleball Association Annual Financial Summary January 01, December 31, 2020 Beginning Balances: Checking 36, PayPal 1, Total $37, Income: Membership Dues 5, Sponsorships 2, Tournament Registration 18, Summer Ladder Registration 2, Fall Ladder Registration 1, Cash Donations 1, Total $31, Disbursements: Ladder Refunds Tournament Refunds Service Charge Comerica Whittier Repair 4, Upton Repair 25, Court Maintenance 3, Jay's Septic 1, Tournament Supplies & Expenses 6, Insurance Appreciation Events Total $44, Net Profits -$12, Ending Balances: Checking 22, PayPal 1, Total $24, Page 9

10 Nominating Committee Nominating Committee o Paul Gonzales o Julie Dykowski o Gordon Statz Total number of board members allowed by SMPA Bylaws o Maximum = 11 o Minimum = 5 o Current board members = 10 Current Board members 1. Gordon Statz - President 2. Nick Kaltz Vice President 3. Jennifer Griffith Treasurer 4. Nancy Adair - Secretary 5. John Collier 6. Nancy Robertson 7. Marilyn Holladay 8. Julie Dykowski 9. Heather Siersma 10. Paul Gonzales Board Members Board Members coming off Board 1. Nancy Robertson 2. Marilyn Holladay 3. Nancy Adair Secretary 4. John Collier Tenure over Board members not running for re-election 1. Nancy Robertson 2. Marilyn Holladay 3. Nancy Adair Secretary Board members running for re-election 1. John Collier Page 10

11 Elections of Board Members: Make a motion to re-elect John Collier as a SMPA board member 1. Someone needs to second the motion Nick Kaltz 2. Ask for discussion 3. VOTE all in attendance at annual meeting by show of hands - APPROVED We have three nominees for the 2021 SMPA Board of Directors 1. Lisa Soller 2. Stephanie Asher Dabbs 3. Mike Baumgardner No other nominees for the 2021 SMPA Board of Directors Make a motion to nominate Lisa Soller for the 2021 SMPA Board of Directors o Heather Siersma seconds the motion o Ask for discussion o VOTE all in attendance at annual meeting by show of hands - APPROVED Make a motion to nominate Stephanie Asher Dabbs for the 2021 SMPA Board of Directors o Dave Chinoski seconds the motion o Ask for discussion o VOTE all in attendance at annual meeting by show of hands - APPROVED Make a motion to nominate Mike Baumgardner for the 2021 Board of Directors o Terry Statz seconds the motion o Ask for discussion o VOTE all in attendance at annual meeting by show of hands- APPROVED New Board count o 10 Current Board members o (4) Board members coming off the boards o 1 Board member running for re-election (John Collier) o 3 New members to the board (Lisa, Stephanie and Mike) o 10 Current count of Board Page 11

12 Election and Status of Officers Voting is for current SMPA Board members only Secretary o Nancy Adair not running for re-election as board member or secretary o Make a motion to nominate Lisa Soller as Secretary of the SMPA Board Julie Dykowski seconds the motion Ask for discussion VOTE all Board members in attendance at annual meeting by show of hands ALL 10 BOARD MEMBERS APPROVED Treasurer o Jennifer Griffin One more year on her tenure Vice President o Nick Kaltz One more year on his tenure President o Gordon Statz Written resignation as President effective Tuesday, June 29, 2021 (Exhibit F) Remain as board member o Make a motion to accept Gordon s resignation John Collier seconds the motion Ask if there is any discussion VOTE all Board members in attendance at annual meeting by show of hands ALL 10 BOARD MEMBERS APPROVED o Gordon nominates Heather Siersma for the office of President of SMPA Paul Gonzales seconds the motion No other nominees Ask if there is any discussion VOTE all Board members in attendance at annual meeting by show of hands ALL 10 BOARD MEMBERS APPROVED 2021 SMPA Board of Directors 1. Heather Siersma President (Royal Oak) 2. Nick Kaltz Vice President (Royal Oak) 3. Jennifer Griffith Treasurer 4. Lisa Soller Secretary 5. Gordon Statz 6. John Collier (Royal Oak) 7. Julie Dykowski 8. Paul Gonzales 9. Stephanie Asher Dabbs 10. Mike Baumgardner (Royal Oak) Page 12

13 Letter provided by Gordon Statz and accepted by the Board. Page 13

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