Grand Pickleball Club
Standing Rules and Operating Procedures
Updated 06/26/2007
This
document covers rules and procedures that are specific to the Grand Pickleball
Club. If there is an area of conflict, the Club bylaws or the Chartered
Clubs rules, regulations and procedures will prevail.
I.
MEMBERSHIP:
A. Membership
shall be open to all members in good standing of the SCGCA.
B. Guest
Privileges:
1. Resident
Guest: A resident guest is a resident of SCG with a current association
activity card or tenant activity card, who has not yet formally joined the
club, but is qualified to do so. They may attend club-sponsored functions
three times before being required to join the club.
2. Non-resident Guest: All other
individuals who are accompanied by an association member or otherwise sponsored
by an association member are considered non-resident guests. They are not
qualified for club membership. They are not permitted to attend
club-sponsored functions.
3. Household
Guests: An individual or family member who temporarily resides as a guest
with a SCG resident during an area visit. These individuals may use the
association’s facilities if they meet all club requirements for safety,
training and individual decorum.
C. Dues:
1. Dues are
determined by the Executive Board and voted on by the membership. Dues are as follows:
a. New members
joining in January thru September: $15.
b. New members
joining October thru December: $20 for the remainder of the year and all of the
next year.
c. “Renewal
Dues” are $25 annually, effective January 1, 2007. However, those members that have fulfilled
their club monitoring obligations, by either monitoring or having earned a
volunteer credit** in the previous year, will
get a $10 credit and be allowed to renew for $15. As a member of the club you understand that
you are required to monitor or volunteer for a club function.
** A volunteer credit will be given to:
i. All board members
ii. All Chairpersons
iii. Any member who volunteers for four hours or
more for the club in any given calendar year in a function for a chairperson or
board member (and submitted for credit by that chairperson or board member)
D. Member Responsibility Area:
1. Members are
encouraged to serve the club by volunteering to serve on committees, teaching,
or being an officer, etc.
2. Pay dues on
time.
3. Know club
procedures.
4. Know and
abide by game rules and drop-in rules.
5. Accompany
household guest(s) on court.
6. Protect
club equipment.
7. Wear name
tags when on the courts.
8. Stay informed
by use of our website – www.grandpickleball.org.
9. Wear proper
shoes with non-marking soles.
10. Members must
agree to monitor per rules. http://grandpickleball.org/monitor_docs.html
11. Show
courtesy to others and do not interrupt game in progress.
E. Court Usage:
1. The courts
are open from 6 AM till 10 PM, seven days a week.
2. Court
reservations are made on the clubs website up to 7 days in advance and on the
reservation sheets, located on the bulletin board by the courts, for the
current day.
3. Pickleball
Rules – See Website.
4. Drop-in
Procedure – See Website.
5. Ladder
Rules and Procedures – See Website.
F. Court Courtesy:
1. Wear athletic
shoes with non-marking soles.
2. Pick up all
balls remaining on court after your games are over and replace in canister.
3. Retrieve
balls hit over the fence and put in canister.
4. Move chairs
and benches back to original place if you have repositioned them.
5. Keep courts
clean – dispose of papers, empty bottles, etc. in trash container.
6. Turn off
lights when leaving the court at night.
7. Put only
broken balls in broken ball trash container.
8. If you hit
a ball into the next court, call “ball” loudly so the other team will stop play
– preventing injuries.
9. Use the
entry gate closest to the court you will be playing on.
II. Program Supervision and
Safety:
A. Club Monitor: During all club sponsored activities on
courts, a monitor must be provided by the club to insure that established
operating and safety procedures are followed. Monitors shall make sure people
playing during drop-in are members of the Club, eligible house guests of Club
members or SCG resident guests if courts are open. In the event of a disagreement between a
monitor and club participant the decision of the monitor will prevail in all
instances. A monitor’s decision may be
appealed to the Executive Board. Until
such appeal is heard and acted upon, the monitor’s decision prevails.
B. In the event of injury requiring medical attention,
Club monitors will be responsible for making sure the incident report is filled
out and turned in to the
C. All Club members are required to monitor a minimum of
one time per year. In the event of rain,
the monitor is to prepare a sheet marked “rained out” in order to get credit
for that day.
D. Monitor instructions:
http://grandpickleball.org/monitor_docs.html
III. Executive Board:
A. There shall
be a President, Vice President, Secretary, Treasurer, immediate past President,
and as many elected directors needed for member representation. The
Executive Board shall have overall governing authority consistent with the
bylaws and shall authorize committees necessary to carry out the purposes and
objectives of the club. The Executive Board may be assisted by the
chairperson of such committees to carry out the club functions and
purpose.
B. Election of
officers: All officers and directors shall be elected by a majority vote
of those present at an annual membership meeting (usually once a quorum has
been established).
1. Quorum:
20 members in good standing, excluding the Executive Board, must be present and
eligible to vote at any election. If more than one member is nominated
for an elected position, voting shall be by secret written
ballot.
2. Nominating
Committee:
a. Shall be
appointed by the Executive Board.
b. Consists of
a minimum of 3 members.
c. Cannot be a
member of the Executive Board.
d. Must be a
member in good standing of the club.
3. Term of
Office:
a. All
officers and directors are elected for one.
b. The term of the 2007 Board shall begin on January 1, 2007,
and end on March 31, 2008. Subsequent
terms shall begin on April 1, and end on March 31.
c. Newly elected officers or directors, within 14
business days of taking office, shall read and understand the Associations
Chartered Club Rules, regulations, and procedures. Submit CC-5 new club
officer form to the activities director.
C. Responsibilities:
1. President:
a. Preside
over club meetings.
b. Accountable
for administration of club business.
c. Act as
principle liaison between club and the association.
d. Appoint all
committees and chairpersons with board approval.
e. In the
event of board vacancies on the Executive Board, the President shall appoint,
with Board approval, an interim replacement until official elections can be
held.
f. Assign
duties to other Board members.
g. Have good written and verbal communication
skills.
h. Have vision
about where to take the club.
i. Have basic
computer knowledge.
2. Past
President:
a. Shall act
as advisor for continuity from one administration to the next.
3. Vice
President:
a. Shall
perform duties of President in the event of the President’s absence.
b. Shall
perform other duties assigned by the President.
c. Have basic
computer skills.
4. Secretary:
a. Keep club
records.
b. Issue
notices of meetings of the Executive Board or General Meeting.
c. Keep
minutes of meetings.
d. Conduct all
correspondence relating to club meeting.
e. Furnish
whatever reports to the association as may be required.
f. Have basic
computer skills.
5. Treasurer:
a. Receive and
deposit all funds due to the club.
b. Pay bills.
c. Furnish financial
reports to Executive Board, membership and association as required.
d. Prepare and
submit year end reports.
e. Maintain
the club roster.
f. Work
closely with paddle ball chairperson and name tag chairperson.
g. Have good
knowledge of bookkeeping procedures.
h. Have
ability to work with a spread sheet.
i. Have the
ability to work with Money or Quicken for keeping the financial records.
j. Have
excellent computer skills.
6. Elected
Board Member at Large (#1):
a. Duties as
assigned by the President.
7. Elected
Board Member at Large (#2):
a. Duties as
assigned by the President.
IV. Financial Controls or Procedures:
A. Check and
balance procedure to preclude a single withdrawal from ordering, receiving and
disbursing equipment or inventories.
B. Any non-budgeted
monetary disbursements over $500.00 shall require membership approval.
C. Deposit all
revenues in an established club account, as approved by
D. All
transactions shall be recorded in club financial records and all financial
records must be preserved for 7 years.
E. As part of
regular club meetings, the Treasurer should provide the members with a
financial presentation showing revenues and disbursements and account
balances. This presentation should be recorded in the minutes of the
meetings.
F. Periodically,
inventory and reconcile retail and assist inventories.
G. All monies
received by the club from special activities and events must be deposited into
the club’s bank account. All associated disbursements must be made by
check. No disbursements may be made from “un-banked” monies.
V. General
Meetings:
A. Membership meetings shall be
held not less than twice annually. Time and place shall be determined by
the Executive Board. The President shall preside at said meetings.
B. Roberts
Rules of Order Newly Revised shall be followed.
A. Social
Committee: Shall organize activities to
encourage social interaction of club members. Any monies made from these
events shall go to the club treasury. The committee chair will report
directly to the board member assigned.
1. Job
Description: Social Chairperson
a. Develops
social committee.
b. Chairs
committee.
c. Reports to
Club President.
d. Attends
Board meetings.
e. Organizes
and hosts social events for the club.
f. Coordinates
usage of and maintains equipment and food which is shared by other club events.
g. Other
duties as assigned by President or Board.
2. Specific
functions of Social Committee
a. Host and
provide food and beverages at award banquets, potluck dinners, BBQ, Christmas
party, and any other events as directed by the board.
b. Coordinate
the use of
c. Facilities
must be reserved well in advance of event with the Activities Office.
d. All
alcoholic beverages must be provided by Dillon’s Catering.
e. Coordinate
and set up facilities for social functions.
f. New Social
Chairperson needs to be appointed before the last social event of the year.
B. Court
Maintenance Committee: Shall clean and
maintain courts. Be responsible and make sure cleaning equipment is
available and in good repair. Will work with
1. Job
Description:
a. Interface: Most maintenance
problems can be directed to
b. Court Cleaning:
c. Clock Care: Two clocks require
a “C” or “AA” battery, which should last a year before replacing. The clocks are generally of the indoor
variety because most outdoor clocks have small faces. The battery and clock terminals will oxidize
causing the movement to stop or run slow.
To correct this, remove the battery and clean all terminals with a
pencil eraser and replace the old battery or use a new battery and just clean
the clock terminals. The clock needs to
be secured at the top and bottom or the monsoon winds will knock the battery
out or destroy the hands or movement.
d. Wind Flags: The monsoon winds
and sun beat up on these flags requiring replacement yearly. They are locally available only in the spring
and cost about $10.00 each.
e. Trash Collection: Best done
weekly. If the courts are occupied carry
the 3 extra bins (storage shed) so only one trip is necessary. If vacant, the extras are not needed.
f. Net Adjustment: The center of
the net should be 34" above the ground.
Courts 1-8 use a ½" socket wrench which is inserted over the bolt
head located in the net post farthest from the fence. Turn counterclockwise to raise the net and
clockwise to lower. Generally, over
time, the cable will stretch causing the net to sag. The other courts have a brass stud in the net
post farthest from the fence. A brass
handle stored in the toolbox mates with the stud and turns for adjustment. All tools are stored in the storage shed.
g. Insect Control: Ants tend to
accumulate around the net posts and on the sidelines where people sitting spill
sweet refreshments. Spray insecticide
where the ant’s digging brings sand to the court surface and under all seats
where the spills occur. Spray is needed
every 2 months, after a heavy rain, or when sand or ants are apparent.
h. Weed Control: Weeds will grow in the crack directly under
the net. Spray once or twice each year.
i. Fence Maintenance: As players
crash into the fence, the fence ties at the bottom of the fence become loose
and eventually fall off. Two or three
times each year inspect the fence and replace or tighten loose fence ties. Replacement ties are stored in the shed.
j. Wind Screen Inspection: New
windscreen wires were added to all of the screen eyelets in the summer of
2006. Carabineer clips were also
installed on every other eyelet at the base of the screen. Inspect all eyelets every six months; replace
any missing wire. As the eyelet ties
break the wind can tear the entire side of the screen loose; preventative maintenance
in this area can delay a major expense.
k. Court Lighting: Find a player
who plays at night often to help you keep the lighting in good
repair. This repair is exclusively a CAM
item; any problem should be reported to the
C. Ladder
Committee: The ladder committee runs the
weekly League/Ladder program. It
consists of a ladder manager and ladder captains. They shall make sure
the ladders run smoothly and ladder rules are enforced. The ladder manager will report directly to
board member assigned.
1. Job
Description of Ladder Manager:
a. Makes sure
the Ladder Program is running smoothly by overseeing the Ladder Captains and
the Ladder Rules as well as solving any conflicts or problems associated with
the Ladder. The Ladder Manager must have access to a computer and possess
basic computer skills. The Ladder Program runs all year including
holidays. Note: All reference to Ladder Rules means LADDER
MANAGEMENT RULES FOR PLAYERS AND CAPTAINS on the Sun City Grand Pickleball Club
website http://grandpickleball.org/pmach/ladder_rules.php.
b. Oversees
the Ladder Captains.
c. Recruits
and trains the Captains (or oversees the training if it is done by an existing
Captain).
d. Makes sure
the Ladder Captains follow the Ladder Rules explicitly.
e. Answers any
questions, solves problems, etc. which the Captain may have.
f. Keeps all
Ladder Captains informed of any changes in the rules or policy.
g. Lets the
Ladder Captains do their jobs without interference.
h. Oversees
the Ladder Rules:
i. Makes
necessary changes to Ladder Rules with the Captains’ approval.
ii. Updates
the Ladder Rules on the web site when seasons change (playing times).
i. Fills in
as a Substitute Captain when needed.
j. Keeps the
communication lines open.
k. Is the
direct contact from the Board to the Ladder Program.
l. Solves any
disputes, problems, or complaints directed to the Ladder Program.
m. Makes
decisions in the Ladder Program’s best interest in meetings.
n. Attend
Pickleball Club Executive Board meetings.
2. Job
Description of Ladder Captain:
a. Manages one
skill level of the Ladder. The Ladder Captain has a weekly commitment,
must have access to a computer and possesses basic computer skills. The
Ladder Program runs all year including holidays. The Captain can share
the duties with a Co-Captain.
b. Be familiar
with and enforce the Ladder Rules.
c. Report
directly to Ladder Manager.
d. Maintain
Ladder Administration site for assigned Ladder.
e. Post
rankings and schedules weekly as per the Ladder Rules.
f. Keep
players informed of changes of Ladder Rules or ladder programs.
g. Records
participants on the pink sheet in monitor book.
h. Acts as
monitor during play.
i. Organize
and manage assistants, if applicable.
j. Keep
Ladder Manager informed of any problems or
concerns.
D. Paddle and
Ball Sales Committee: Shall keep an
inventory of paddles and balls for purchase. Replaces balls in canisters
on courts as needed. Answers questions regarding club membership and
rules. Reports directly to Board member assigned.
1. Job
Description:
a. Ways
contacted – from slips left at Pickleball bulletin board near the courts,
website, telephone, or word of mouth.
b. When
contacted we determine the following – how they got our name and number,
determine if they have taken the “Free Lesson” so we know if they have used a
paddle before and which one, if they know; determine if they want to become
members of the GPC, and give directions to our residence and make arrangements
to meet them.
c. At time of
contact – we thank them for their interest in Pickleball and our Club, usually
show them the paddles, display and explain to them the different models –
explaining their make-up, their origin, the differences in the handles, types
of grips, their hand size and the cost of the paddles; let them touch and hold
both models – helping them choose a model and color; answer any questions they
have regarding the paddles and club; after determining if they are interested
in joining the club, explain all the benefits of a club membership, if they
want to join give them an application form and explain to them what the
membership entitles them to at that point and until they get their name tag
(s). Explain why they need to wear their nametag and that it needs to be
worn whenever they go to the courts and play. Show them a name tag and
explain how they will get theirs; and if they become members or say they
had mailed their application in already, fully explain to them ladder play,
drop-in, round robin play, tournaments, open play (sign up times for reserving
courts), free lessons, free clinics, how they will be contacted through the
club’s website for information, joining the ladders, tournament info, etc., all
information relating to the club; Board Members, roster and other
information; and answer any questions.
d. If they do
not want to become members – explain the sign up sheets for courts on the
bulletin board. Tell them they must sign up for court use and cannot play
during certain times nor during club sponsored events. Explain the use of
pickleballs at the courts are for members only and encourage them to purchase
three balls for their use at the courts. Tell them to mark their balls
with their own logo.
e. Orders,
sales and inventory records:
i. Handle
contacts with our vendors, Pickleball, Inc.,
ii. Order
paddles and balls for sale/use by GPC.
iii. Maintain
sufficient inventory to handle requests for paddles, balls (only use the yellow
iv. Maintain
inventory of equipment at residence.
v. On
occasion, will coordinate the providing of GPC equipment to functions as
approved by the Board.
f. After
sales are made:
i. Document
each sale through the forms used to do this.
ii. Maintain
the checks and money received for the various sales.
iii. Prepare
and maintain a perpetual inventory in an Excel format.
iv. Update
inventory records as necessary and occasionally provide copy to Treasurer or
other Board member.
g. Court
Balls:
i. Responsible
for the maintaining/supplying/replacing of balls in the ball holders at the
courts. Going to the courts, a minimum of three days a week is needed to
insure a sufficient supply of pickleballs is on hand.
ii. Look at
the damaged balls in the trashcans, from time to time, to make sure only broken
balls are placed therein.
iii. Maintain
separate ball inventory, recording dates of receipt, date and numbers of balls
sold or taken to the courts.
iv. Coordinate
with the Tournament Director how many balls are needed for any tournaments
sponsored by the club.
v. Will
occasionally check the paddles/balls at the
h. Monies:
i. Review,
count, and prepare (by used forms) all the monies obtained from the sales of
all equipment and prepare a form entitled “Funds Submitted to GPC”.
ii. Provide
the form, monies and application forms to the Treasurer.
iii. Maintain
sales record.
iv. Upon
receipt, provide all invoices to the Treasurer for payment.
E. Webmaster: Shall update website as needed and keep
members updated on club news, rules and general communication
issues. Reports directly to the Board Member assigned.
1. Job
Description:
a. The website
is one of the primary sources of information that is available to members for
club activities and procedures. The Webmaster will gather information
from various sources and keep the website updated in a timely manner. The
goal is to have the website be the main information source to members to supplement
information that is available on the bulletin board and mass email.
Information is typically gathered from the following sources:
i. Club
President or other board members.
ii. Committee
chairpersons.
iii. Email
newsletters.
iv. Club
meetings.
v. Other
pickleball websites.
vi. Tournament
directors within SCG and from outside the club.
vii. Tournament
websites such as Huntsman and Arizona Senior Olympics.
b. Information
on the website usually includes but is not limited to the following:
i. Starting
times for regularly scheduled playing events such as ladders, drop-in, round
robins, etc.
ii. Information
on future tournaments including starting times and dates. The tournament
commissioner sometimes provides an information flyer in a word processor format.
The Webmaster would convert this to an html format and provide links to the
document on the main page, tournament page and coming events pages.
iii. Clinic
information in the form of an information page and online signup.
iv. Tournament
results and photos.
v. Information
about playing events such as round robin and mixers.
vi. Information
about coming social events. The social committee may provide an
information flyer on a future social event in a word processor format.
The Webmaster would convert this to an html format and provide a link on the
coming events page and elsewhere as appropriate.
vii. Calendar of
coming events. The administration page for this function is available to
the tournament commissioner, social director, lesson coordinator and others so
that they may update the calendar with their own events. A separate
person may handle this.
viii. The
contacts page is updated at the beginning of each year and whenever there are
changes in volunteer responsibilities.
ix. The ladder
schedule and standings pages are updated automatically when the ladder captains
enter the scores and schedule. However, if the online ladder program was
not maintained, those pages would have to be manually updated and posted to the
website.
x. The roster
page is updated automatically when the Treasurer edits the roster
administration page or when members edit their own personal data. If that
program was not maintained, the roster page would have to be manually created
and uploaded.
xi. Club
documents such as meeting minutes, bylaws, pickleball rules, ladder rules,
membership application and other club rules and procedures.
xii. Email
newsletters for the benefit of those that have difficulty receiving club email
or are too quick with the delete key.
2. Requirements:
a. Knowledge
of how to create web pages by using a visual editor or by using a text editor
with knowledge of HTML and CSS.
b. PC,
operating system and editor of the Webmaster’s choice. Existing pages do
not use any proprietary formats of commercial visual editors. They could
very easily be edited manually or imported into a visual editor.
JavaScript is not used except for a couple of snippets that could be eliminated
without reducing basic functionality of the pages.
c. Knowledge
of transferring files to the website with an FTP program.
d. The
Webmaster should have good written communication and presentation skills, be
well informed on club activities and be able to post information in a timely
manner.
e. Optional:
Knowledge of the SQL database functions and knowledge of the PHP programming
language or a programming background sufficient to enable the webmaster to
quickly learn the SQL and PHP. This part is optional depending on the
skills of the Webmaster. Most of the following functions should continue
to work without maintenance by the Webmaster as long as changes in the display
format were not desired. It is possible that version upgrades or changes
in the default configuration of the SQL and PHP on the host server might cause
some of the functions to stop working. If the Webmaster did not have
knowledge in this area, another way might have to be found to do the following
functions or some would have to be deleted.
i. Online
roster database. This would have to revert back to being done on a
spreadsheet or database program. The roster page on the web would no
longer be automatically updated when the Treasurer edits information.
Members would not be able to update their own personal information. It
would also complicate the sending of mass emails to the latest member
list. Loss of data would be possible if an offsite backup system were not
routinely followed.
ii. Online
signups for clinics, tournaments, etc. would not be available. This
feature is usually customized for each activity. It is not a generic
signup routine.
iii. Ladder
functions would not be online. This would revert back to being done on a
spreadsheet or similar program. Training of ladder captains would be more
difficult and require a higher skill level on the part of the ladder captains.
Ladder captains would no longer be able to easily substitute for one another
without manually exchanging files. If the ladder captain became ill or
the ladder captain’s computer was inoperable, the files might not be
available. Emails to the ladder participants would be more difficult and
time consuming.
iv. The
calendar of coming events would have to be created manually rather than from
the event database. It would no longer be able to be edited by the social
chairman, lesson coordinator, and other club members that are responsible for
scheduling events.
F. Mass Email Volunteer:
1. Job
Description: The volunteer will receive
emails from various club members that desire to send emails to the club
membership. Senders are usually the club President or board members or
committee chairpersons. The email will then be sent sequentially with the
Bulk E-Mailer program to each address in the online roster database. Most
emails will require minor editing before sending. They quite often have
instructions to you that need to be removed. They might also have
references to pages on the website that should have links to the appropriate
page if the sender has not already put in links. You might also want to
help the sender by correcting minor typos and using the spell checker in your
email program. The procedure is as follows:
a. Import the
latest email list from the administration page of the online roster database
into the Bulk E-Mailer program. This is a simple process that only takes
about a minute.
b. Edit the
incoming email and “Save as….” an eml file to a name and location where you can
find it.
c. Create a
new message in Bulk E-Mailer by filling in the dialogue box with the location
of the file (alternatively fill in the body of the message as plain text by
copying and pasting from the original). Fill in the subject line.
Fill in the “Reply to” to address if it is desired to have replies go to the
originator of the message. If not filled in, the reply will go to your
email address by default.
2. Requirements:
a. PC with
Windows Operating System 98/ME/NT/2000/XP/Vista.
b. Internet
Service Provider with an email policy that is not too restrictive. The
policy must allow sending of approximately 500 emails (or more if the club
grows) within a time of about 10 minutes. Cox cable is known to work
well. AOL will almost certainly not work.
c. Bulk
E-mailer program provided by the club (requires about 5MB of hard disk space).
d. The
volunteer must use an email program that can save files in html format.
Microsoft Outlook Express (not Outlook) and Mozilla Thunderbird are known to
work well. Alternatively, the emails could be sent in plain text but
would not maintain the formatting of the message originator.
e. Broadband
Internet provider such as Cox cable or DSL would be preferred. A dial-up
line would probably work okay, but would probably take a lot longer. If
using dial-up line, call waiting should be disabled.
f. Volunteer
should be familiar with common computer/internet functions such as saving
downloaded files and editing and saving email files.
G. Name Tag
Volunteer: Shall purchase supplies and
make nametags for new members and those who request replacements. Reports
to Board member assigned. Info: http://grandpickleball.org/nametag.html
1. Job
Description:
a. Pin on
nametags – supplies are purchased from Office Max – Avery 74549 pin on name
badges and 2 kinds of tape. A plastic container needs to be purchased to
keep tags in the trunk by the courts. The computer program to make them
is Microsoft Picture It! Publishing Gold 2001. As the Treasurer
gets new members they are sent to the Name Tag volunteer. Make the
nametags, print them and put them in the box by the courts. Email each
person to tell them that they are done and to please pick them up ASAP.
The labels come in sheets of 8, so try not to make them until you have 8 names
so as not to waste supplies. However, that has not been a problem because
there have been about 9 to 12 a week. You might also get requests for a
new tag from people who have lost theirs or put them through the washing
machine.
b. Magnetic
nametags: http://grandpickleball.org/nametag.html. These nametags are ordered from the vendor
listed below. The vendor will deal with
one person representing the club and does not want individuals calling
them. These nametags are distributed in
the same manner as the other nametags.
Can Do Engraving & Specialties
623-972-1760
c. Keep
website Link updated with current information (price, etc.)
H. Tournament
Committee: Responsible for scheduling,
setting up, coordinating all activities for SCG Pickleball Tournaments. Tournaments
are to be self-funded with all monies collected and expenses turned over to the
club Treasurer for payment. The tournament director reports directly to
the Board member assigned.
1. Job
Description:
a. This is
strictly a volunteer position within SCG Pickleball Club.
b. The
following tournaments are currently scheduled annually. This list is
flexible and can be changed in any way. The Tournament Director (TD) will
solicit input from the membership regarding the types of tournaments that they would
like to have. The TD will market these and any other tournaments within
the club to ensure maximum participation.
i. March –
All SCG Tournament - M, W, MD by age.
ii. April –
All SCG Tournament – Draw for Partners.
iii. November –
A, B, C and Novice Invitational Tournament - M, W, MD by skill.
2. Tournament
Support: The TD will solicit support from all club members to
assist in running the tournaments. The following list of volunteer
positions (chairs) is required to make the tournaments successful. Each
Chair will require additional support and it is the responsibility of the Chair
to solicit and acquire that support.
a. Tournament
Director – Calls and schedules the matches during the day(s) of the tournament
and is responsible for making up the draw sheets. Resolve any/all conflicts.
b. Health and
Safety – Assures that proper equipment is readily available in case of an
emergency. Communicates Health and Safety guidelines to all participants
and provides trained safety volunteers on each day the tournament is held.
c. Refs and
Lines people – Provides trained referees and lines people.
d. Score
Keeping – Develops “match” score sheets and maintains scores on all posted Draw
Sheets.
e. Photography
– Takes tournament action pictures of players and forwards to the club
afterwards for posting on the club website.
f. Communications
– Provides all tournament related communication to the entire club membership
leading up to the tournament itself. This Chair must have good computer
communication skills.
g. Tournament
Funding: The financial goal of running the tournaments is to be
self-funding. There may be an entry fee charged per person or per
team. That fee will be determined by the TD with Board approval.
All funds shall be turned over to the Treasurer with an accounting of all
monies spent and received.
h. Food and
Beverages – Provide food and beverages during tournament as directed by the
TD. Coordinate with club’s social
committee chairperson regarding equipment and supplies.
3. Awards and
recognition: The TD will determine what, if any, awards will be given and
the method of recognition. The TD is
responsible for acquiring such awards.
I. ASO
Tournament Event Committee: Responsible
for setting up and coordinating all activities of the portion of the ASO
tournament which is held on SCG Courts.
Currently, this occurs annually during the third week in Feb.
1. Job
Description:
a. This is a
volunteer position within the SCG Pickleball Club.
b. The Event
Director will coordinate with the ASO directors at Arizona Traditions, Happy
Trails and any other location.
c. The Event
Director will act as Tournament Director as described in the previous chapter,
except the awards are handled by the ASO Committee.
d. The Event
Director may be assisted by other ASO committee members from venues other than
SCG.
e. The Event
Committee is made up of SCG club members and follows the guidelines of the SCG
Tournament committee.
J. Clinic
Director: Shall organize instructional
clinics for all club members interested in improving their game. The
Clinic Director (CD) reports directly to the Board member assigned. They
are responsible for scheduling, setting up and coordinating all activities for
Pickleball Clinics to be held on the SCG Pickleball courts involving SCG Club
membership at various times during the calendar year.
1. Clinics:
The purpose of clinics is to keep players interested in the game of Pickleball
and to help improve player’s skills. The
CDs solicit input from the membership regarding the “skills” for instruction to
help improve the overall quality of play and for the enjoyment of the club
members. The CD communicates information
regarding the clinics within the club to ensure maximum participation.
2. Clinic
Organization: The CDs work together to recruit enough qualified instructors for
each clinic and four participants per court/instructor so that skills can be
taught, practiced, observed with feedback/comments to ensure skills are
learned.
3. CD
Skills: It is preferred that the CDs have good computer skills,
especially with email for major communications. The CD must be able to
work with the Webmaster to learn how to maintain the clinic web page and
sign-ups. Microsoft Word and Excel are two programs used to generate
bulletin board flyers, court assignments, and general clinic information.
4. Participants
sign-up on-line via the Pickleball Club Website. The CD groups the
participants in groups of four with “like” skill levels. Participants and
instructors are assigned courts by the CDs.
K. Introductory
Lesson Director: Shall schedule,
organize and coordinate classes for beginners and potential club members. Lessons are conducted on courts 11 and 12. Paddles are in the chest in the white
shed.
1. Job
Description for director:
a. October
thru April – classes held twice each week.
b. Contact
instructors to get commitment to teach a given session. This scheduling
is done one month in advance of the class.
c. Prepare and
post on bulletin board a signup sheet for each class, with room for eight students
to signup.
d. The
coordination of instructors is done primarily via e-mail.
e. May thru
September – classes held when enough students have signed waiting list.
f. Post a
waiting list on bulletin board.
2. Job
Description for Instructors:
a. Classes are
limited to eight students on two courts with two instructors.
b. An attempt
is made to group weaker players together on one court and stronger players on
the other court.
c. Students
are first taught to simply dink the ball back and forth over the net.
d. Basic
ground strokes are taught next.
e. The rules
of the game are then taught (i.e. no volley zone, the two bounce rule, etc.).
f. The serve
is taught next.
g. The
student’s next try playing a game while the instructor gives tips on court
position, strategy, etc.
h. The
students are then told about how to join the Club, how to buy paddles, and how
to enter into “drop-in” with players of their level.
i. Instructor
performs duties of court monitor, making sure students wear proper shoes,
providing safety instructions and recording number of participants on Pink
sheet in monitor book.
L. Safety
Committee: Shall keep first aid supplies
available, keep emergency procedures posted and encourage safe play and hazard
free courts.
1. Job
Description:
a. Reports to
Board Member assigned.
b. Keep first
aid box stocked.
c. Encourage
club members to get CPR and AED certification.
d. Provide
safety personnel for tournaments.
e. Work with
court monitor to make sure accident/incident reports are made out when needed.
f. Make sure
emergency procedures are posted.
M. Court Monitoring Committee:
1. Job
Description:
a. Developing
instructions and providing training for monitors.
b. Keeping
records and providing necessary tools and supplies for monitors.
c. Compiling
and submitting reports to the Club President.
d. Overseeing
Monitor Schedule.
e. Giving
monthly reports, as needed, to the Club’s Executive Board.
N. Nominating
Committee: Shall nominate members for
Club officers and Board positions and is responsible for the complete election
process. Reports to the Executive Board, with the slate of candidates,
seven days prior to election.
O. Publicity
Chairman: Purpose is to enhance the
positive image of the Grand Pickleball Club within in the community, to
announce upcoming pickleball events which the public might be interested in,
and to promote the sport of pickleball in SCG and the surrounding
community. This is a volunteer position
reporting to the Board member assigned.
1. Meet
2. Keep announcements up to date on all SCG
community bulletin boards.
a. Submit fliers to Activities department for
their applying to the SCG bulletin board.
3. Update Grand Times
a. Change the club info page periodically.
b. Submit interest articles as needed.
4. Represent club at Newcomers Coffee quarterly.
5. Coordinate with CH22 for major events.
6. For tournaments, coordinate with Tournament
Director.
7. Submit articles/photos to newspaper. Sun City
Living is only newspaper which accepts sports articles. 2007: Jim Geffre is
doing this. His contact info: 544-3394 geffre1949@yahoo.com.
P. Couples
Round Robin Director: Shall coordinate the group that signs up to play by
assigning courts and opponents. Acts as court monitor during play.
Records number of participants in monitor book. Reports directly to Board
member assigned.
1. Job
Description:
a. Couples
enjoy playing together on Tuesday evening, and the format is a sign-up sheet
posted at the pickleball bulletin board next to the courts. The time is 6:00
PM during winter months, and 7:00 PM during summer months, every Tuesday
evening. Couples do not have to be husbands and wives, just male and
female. Everyone is encouraged to arrive ½ an hour early to warm up so we
can start on time. We play 6 rounds and we post the playing sheets from
the computer on each playing court. The sheet advises who is playing who
and on which court, one round after another, until 6 rounds are
completed. We play each game to 11 points. Win or lose, we do not
keep track of the results. This is a social evening, yet competitive.
b. Good to
carry a bag with tape, scissors, and extra copies, and pens. The sign-up
sheets, we make out on a monthly schedule and post them on the bulletin board
and each Monday night or Tuesday morning, the sheet for that week is picked up
to make up the playing sheets for Tuesday night. (You may make copies of
sign-up sheets for the weeks or months ahead.) Couples should wear their
name tags for the evening.
c. There is a
computer program that you install, and it helps to organize everything for
you. All you do is enter the number of couples playing and who they are,
and it will sort out exactly how many courts and who will be playing who and
where. You can notify by email. It helps to have computer skills
for this job.
d. There are
lots of last minute changes, people wanting to play, and people canceling at
the last minute. So then you just wing it! There are byes, and you
eliminate the bye.
e. The average
level is “B”, yet some novices come in and are more than welcome. At that
point, we just separate the strong and weak couple and even it out, so that
everyone can have fun a little more equally. And if you are unable to be
there from time to time, there is always someone there who has experience in
handling the evening event for you. Everything is pretty self
explanatory, and the evening is fun and runs along pretty smoothly after
announcements and greetings are made. Some evenings every court is taken,
some evenings only a few courts are used, either way, all have a good
time. We have 8 courts reserved for Tuesday nights and we have anywhere
from 4 to all 8 being used on any given Tuesday night.
Q. Sunday Night Mixer
1. Overview:
a. The Sunday night mixer is a weekly club event
typically held on pickleball courts 1-8 at Cimmarron. The starting time is 6:00
PM during winter and 7:00 PM during summer. The focus of the mixer is doubles
social play, not a competition.
Individual scores and records are not kept and there are no prizes or “event
winners or loosers”.
b. The mixer is open to all club members
although most regular players range between lower C and middle A ranking. With 8 courts reserved, the mixer can
accommodate up to about thirty five players.
The average number attending is about 20. The mixer has operated without advance sign
up. Players show up prior to the
starting time Sunday night and then draw numbers that determine their partner
and court for each game. Six games are
scheduled lasting about 2 hours.
Depending on the number of players that show up, a person may play in
all six games or may have a bye for a game if the number of players attending
is not an even multiple of 4.
2. Sunday Night Mixer Monitor Duties
a. This club event requires a monitor. If the monitor will not be able to attend, it
is the monitor’s responsibility to obtain an alternate monitor before the event
or to cancel the event with appropriate notice to membership.
b. Club members and resident guests with current
SCG activity card may play in the mixer.
Resident guests can play only 3 times and then must become members.
c. Wear club nametag and encourage others to
wear nametag, wear proper shoes.
d. There is a binder with the appropriate
supplies. At designated starting time,
count the number of players that will be playing. Remove the pairing sheets corresponding to
the number of players from the three ring binder and post the pairing sheets on
courts using magnetic clips. There is
approximately one pairing sheet for every two courts. Remove a packet of sequential numbers equal
to or greater than the number of players, from the plastic bag in the
binder. If there are more numbers than
players, just set aside the extra numbers from the packet. Put the active numbers in an envelope and
have each player draw one number.
Players will use the numbers to determine their partner and court of
play for each game. After play, record
the appropriate information on the PINK sheets in the Monitor Binder in the
storage chest. You will get monitor credit
for the event.
e. If there is an accident or emergency, call 911
on the RED PHONE mounted on the bathroom wall.
Following an incident, provide an incident report (from Monitor
book) to someone who witnessed it, and ask him/her to complete it. Turn in completed report to the desk at
f. This is a social event for enjoyment of all
participants – competitive spirit should be a secondary priority. If there is a significant argument or
disagreement regarding interpretation of rules, club policies, use of court
etc., try to diffuse situation to prevent escalation and avoid harm/danger to
members.
g. Following play, collect pairing sheets and
clips from courts and re-file in the three ring binder. Monitor should walk around courts to pick up
loose balls, minor trash, and personal belongings left behind. If there are no other players using courts,
lights should be turned off.
h. Typically twice a year during May and
October, the starting time for the mixer
is changed. The exact date of the change
is determined by the monitor. At least
two weeks prior to the date change, notify the person in charge of the court
scheduling sheets (typically the Club Secretary). An e-mail announcement can also be forwarded
to the person who sends Club emails (typically Web Master or Treasurer) for
distribution to all club members.
R. Round Robin
Mixer Committee: Coordinates group that
signs up to play by assigning courts and matches. Acts as Court monitor during play. Collects money from participants and provides
snacks and drinks following play.
1. Reserve all 8 courts for date/time of play
via email to the club Secretary.
2. Send email to events calendar person to mark
the date on the website calendar.
3. Announce upcoming mixers to the membership by
sending a flyer/announcement to mass e-mail person about 2 weeks prior.
4. Post the sign up sheet at the bulletin board
at the courts 1 week prior to play. Sign
up sheets should be for 32 players, with space for at least 6 alternates to
sign up. This helps cover any
cancellations.
5. Mixers have historically been scheduled for
Friday afternoons, either 1 - 3 PM or 2 - 4 PM.
6. Mixers can be held once per month or in the
winter, twice a month.
7. Collect $1 from each player (32 players)
8. Explain process to all players:
a. Courts are marked A, B,C, D, with schedule of
play.
b. Draw numbers from A1 - D8 = letter is court
& number is for player.
c. Play 4 games.
d. Break - draw numbers again.
e. Play 4 games.
f. Have snacks (suggested snack quantities are
as follows: 5 – 6 oranges cut up, 2 bunches of grapes, 4 dz cookies or 1 box
ritz crackers & peanut butter. Drinks - 36 cans of pop, 1/3 regular and 2/3
diet).
g. Keep receipt for snacks and be reimbursed by
treasurer.
h. Remind everyone that this is a SOCIAL event
and everyone is here to have fun and meet new people!
i. Register event in Monitor notebook.
j. Click on this link for matching tables: Round
Robin Matching Tables.