Minutes;
Type: Regularly Scheduled Board Attendees: John Orton (President), Don Chiapetta (Vice-President) Pat Alberti (Treasurer) Marcia McMullen (Secretary), Eve Blazsur (Director-Communications), Steve Butz (Director-Facilities), Rich Quintanilla (Director-Socials)
Attendees on speaker phone: N/A
Apologies (Absent): None
Guest(s): None
Date: 10/09/2026 Time: 1:00 p.m. Called by: President,  Location: Armstrong Room

Agenda:

1:07 pm – meeting called to order by President John Orton.

SECRETARY REPORT:

• The secretary’s minutes from the meeting of June 29, 2026 were previously delivered to all Board members via email for review. A motion was made to approve the Board minutes, seconded, and passed unanimously. The club now has a total of 445 members.

TREASURER REPORT:

• The President requested the Treasurer’s Report. Pat Alberti reported the following:
Board members reviewed budget categories and raised questions about whether certain line items had been exceeded. The available figures did not establish that the club’s overall spending was over budget; the budget and actual expenses need to be compared using the correct current-year records.
The Treasurer will prepare an updated budget and financial statement and circulate them to Board members for review. Copies are to be posted on the club bulletin boards at least five days before the November meeting. The Board also discussed the check-signing procedure for payments over $500. A payment of $2,673 to Alzheimers Research was mentioned, and the Treasurer noted that the required second signature had been missed on that check.
Board member, Rich Quintanilla, donated a cooler to the club. The donation should be recorded in the club’s financial records.

• MEMBER CONDUCT AND TOURNAMENT INCIDENT:

The Board discussed a recent tournament incident in which a player left after completing one game, with two scheduled games remaining, because he was dissatisfied with his bracket. He reportedly left without informing his volunteer partner. Board members noted that a similar incident may have occurred previously, but records of earlier complaints are incomplete.
The Board agreed that the player should first have an opportunity to explain his actions before any disciplinary decision is made. John Orton will meet with him, with a second Board member present as a witness, and document the conversation afterward. A two-tournament suspension was discussed as a possible consequence, but no final disciplinary action was approved at this meeting.
Motion: The Board approved a motion for John Orton and the designated Board member to
speak with the player about the incident.

• COMPLAINT RECORDS AND CODE OF CONDUCT:

Board members emphasized that complaints and prior disciplinary discussions need to be documented so future Boards can respond consistently. The Board approved a motion to store all complaints on the club computer. A dedicated master folder will be created, with separate records for individual incidents. The email from the player’s partner and any available documentation from earlier incidents should be saved in the folder.
The Board discussed adopting a written Code of Conduct and a consistent process for addressing behavior. A Board member will share a code of conduct used by another club as a starting point.
The Board will adapt it for pickleball club needs. Possible steps discussed were a documented verbal discussion, a written warning, and suspension for repeated or serious misconduct. No final Code of Conduct or disciplinary schedule was adopted during this meeting.
The Board reviewed the bylaw language for amendments. As read at the meeting, “A proposed amendment must be endorsed in writing by at least 20 members and submitted to the Executive Board, or endorsed by a majority of the Executive Board, at least four weeks before a general meeting. Copies must be available at the meeting and posted on club bulletin boards at least two weeks beforehand.” The Board discussed bringing a proposed Code of Conduct to the November 22 meeting; the required process and timing must be confirmed before notice is sent.

• CLUB COMPUTER AND RECORD BACKUP:

The Board discussed protecting the club’s financial records, minutes, and other electronic files. Cloud backup was believed to be in place, but the current arrangement needs to be confirmed with the person who set up the computer, club webmaster, Mike Steele. The Board also discussed keeping an additional backup copy and ensuring records remain accessible when Board positions change.

• DUES, PAYMENT APPLICATION, AND BUDGET PLANNING:

The Board discussed a proposed online application, referred to in the meeting as Spond, for paying dues and other club fees. Initial test payments were difficult to identify in the bank account, and a payment from Canada raised questions about currency conversion, transaction fees, and how dues and service charges should be recorded. Board members also asked how payer information and payment purposes would appear in the club’s records, and what safeguards apply to credit-card information.
A presentation will be done at the Annual General Membership Meeting on the new Spond app and how we will incorporate it into our club for payment of dues. The Board will meet with Mike Steele to resolve any questions about transaction fees, currency, payment descriptions, recordkeeping, and data security before relying on the system. If the issues are not resolved in time for the November Annual General Membership Meeting, implementation may need to be postponed until the next general membership meeting.
The Board discussed proposing an annual dues increase from $25 to $35. The increase would help support club needs, including possible court-surface improvements. The membership must be informed and the increase handled in accordance with the bylaws. Discussion of presenting the proposal at the November General Membership Meeting; the final amount and approval process should be confirmed before the membership notice is issued.

• ELECTIONS AND MEMBERSHIP ADMINISTRATION:

The Board discussed the upcoming election and the need to fill four Board positions. A nominating committee and a schedule for notifying members of nominations were discussed. The Board should confirm the nomination process and relevant dates before the November membership meeting.
The updated membership roster was placed at the pickleball courts; several additional members joined after it was prepared. Board members also discussed court access for former residents and guests. The general understanding expressed was that Community Association eligibility and club membership are separate considerations, and that guests must be accompanied by a resident. Court-use rules, including what happens when courts are full, should be applied consistently and clarified for members as needed.

• SOCIAL CALENDAR AND NOVEMBER TOURNAMENT:

The Board discussed November social plans and the conflict between the proposed Pizza Night and the tournament schedule. The discussion ended with the November pizza event being scratched. A possible Friendsgiving-style social was discussed, but the final date and details should be confirmed before announcing the calendar. A Toys for Tots collection was suggested for a December social rather than the tournament.
For the November tournament, the committee plans to order approximately 100 shirts for prizes and/or goody bags. Unused shirts may be branded with the club logo and offered for sale. The Board discussed how to distinguish tournament shirts from general club merchandise and what sponsor-provided items would be included. Final details should be coordinated with the tournament committee.

A motion to adjourn the meeting was made and seconded.

Meeting adjournment:

2:31 p.m. Next meeting scheduled for:
Minutes recorded by: Pickleball Club Secretary, Marcia McMullen