Pickleball Above the Clouds

    Past Meeting Minutes

    PAC Board Meeting Minutes – Sept27, 2026

    Meeting Purpose

    To appoint new officers, clarify board terms, and define operational policies.

    Key Takeaways

    • New Officer Appointments: Rob Browning is the interim President (term ends ’28), Jay is interim Secretary (term ends ’27), and Veronica Sarmiento is interim Treasurer (term ends ’28). Gary Allen is now interim Member At Large #2 (term ends ‘28) 
    • Bylaws Clarified: The board will retain the current staggered term structure (3-year for President/Treasurer, 2-year for VP/Secretary) to ensure continuity.
    • Cash Handling Policy: All cash collected at events must be given to the Treasurer for deposit to ensure accurate tracking in Zeffy.
    • City Coordination: The board President and Treasurer (Rob & Veronica) will meet with the city to define a clear winter court policy and get an accurate balance for the outstanding court reservation “IOU.”

    Topics

    Bylaws & Board Terms

    • Problem: Bylaws are confusing, with conflicting 2- and 3-year term lengths for board members vs. officers.
    • Decision: Retain the current staggered term structure to ensure board continuity.
      • President & Treasurer: 3-year terms
      • Vice President & Secretary: 2-year terms
    • Interim Rule: An interim officer fills the remainder of the previous officer’s term.
    • Future Action: The board will formally review and approve a revised bylaws document from Rob Browning at a later date.

    New Officer Appointments

    • President: Rob Browning appointed interim President.
      • Term ends: 2028 (completes Gary Allen’s and Jim Rumsey’s term)
    • Secretary: Jay appointed interim Secretary.
      • Term ends: 2027 (completes Rob’s and Cindy Rumsey’s term)
    • Treasurer: Veronica previously approved as interim Treasurer.
      • Term ends: 2028 (completes Kathy’s term)
      • John Breitenstein will provide tax/treasurer backup.
    • Member-at-Large: Gary previously approved for a interim Member-at-Large #2 position.
      • Term ends: 2027 (completes Jay’s term)

    Financial Operations

    • Cash Handling Policy:
      • Process: All cash collected at events must be given to the Treasurer.
      • Rationale: Ensures all funds are deposited and accurately tracked in Zeffy.
    • Bank Account Access:
      • Rob Browning (President) and Veronica (Treasurer) must visit Wings Credit Union to gain signature power.
      • They must bring a copy of these meeting minutes as proof of appointment.
    • Outstanding City “IOU”:
      • PAC has a significant outstanding balance (est. ~$10k) for court reservations, which has been tracked as an “IOU” with the city.
      • Veronica will request a detailed spreadsheet of this balance from Rachel at the city.
    • Independent Audit Requirement:
      • Veronica will research if PAC is legally required to conduct a biannual independent audit.
      • She will contact Jim and Kathy for historical context.

    Scheduling & Court Management

    • October Schedule:
      • Mornings (T/Th/Sun): All sessions moved to 9:00 AM.
      • Evenings (M/W): Sessions shortened to 6:00–8:00 PM.
      • Action: Rob will submit the new schedule to Rachel at the city.
    • TeamReach Management:
      • Session leaders must enter their own sessions using the “Duplicate” feature.
      • Board members will be granted “Leader” status to manage all posts.
      • If any confusion, Jay will assist with guidance.
    • Winter Court Policy:
      • Goal: Define a clear policy for winter court access and maintenance.
      • Proposal: Board members unlock courts for PAC sessions only, then re-lock them.
      • Rationale: Reduces liability and avoids conflicts with the public.
      • Action: Rob & Veronica will schedule a meeting with Jed (Parks & Rec) to finalize the policy and discuss expanding snow removal tools (e.g., plastic shovels).

    Communication & Administration

    • PAC Gmail Access:
      • Jay will take ownership of the PAC Gmail account.
      • Rob, Veronica and Kathy will be added as “delegates” to access the Gmail account.
    • Website Management:
      • Jay will manage the website.
      • Gary will be asked to serve as a backup; Bob C. is the alternate.
    • Guest Fees & Donations:
      • Policy: First session is free; subsequent sessions are $5.
      • Payment: Guests can pay via Zeffy (QR code) or cash (given to Treasurer).
      • Action: Jay will create a postcard with QR codes for membership and donations.
    • Member Contact Info:
      • Decision: The board will not share the full member contact list.
      • Rationale: Protects member privacy; TeamReach is the primary communication channel.

    Court Development Update

    • Status: The city manager confirmed the pickleball project is in the budget for 2026, but no bids have been issued.
    • Action: The Rob & Veronica will seek a meeting with the city manager to get clarification and ensure the project remains a priority.

    Next Steps

    • Jay:
      • Assume ownership of PAC Gmail and add delegates (done).
      • Create postcard with membership and donation QR codes (done).
      • Ask Gary to be website backup; if unavailable, train Bob C.
      • Follow up with Kathy Flahive on the Neomiros and Jerry Boisivert membership requests.
    • Rob:
      • Submit October court schedule to Rachel (city).
      • Schedule meeting with Jed (Parks & Rec) to discuss winter court policy, snow removal tools and winter play options.
    • Veronica:
      • Research independent audit requirements for nonprofits.
      • Request spreadsheet of outstanding court reservation balance from Rachel (city).
      • Contact Jim Rumsey regarding outstanding donation pledges.
    • All Board Members:
      • Enter October sessions into TeamReach.
      • Send phone numbers to Jay for an internal board contact list.

    Action Items

    • Migrate PAC docs to PAC Gmail/Drive; grant delegates (Rob, Veronica); share AI summary link
    • Email Veronica prior-year tax return; review after prep 
    • Draft bylaws updates re: terms/elections; circulate to board for 2/3 vote – 
    • Visit Wings w/ minutes; transfer signers/address; connect Zeffy to bank; enable notifications; start reports – 
    • Research audit requirements; call Jim/Kathy re: last audit; report to board – 
    • Email Jim/Kathy re: missing pledges; request forwards to PAC Gmail – 
    • Ask Gary to be website backup; train if he accepts – 
    • Email Rachel (City) Oct court schedule; request IOU spreadsheet
    • Ensure Oct TeamReach sessions entered by leads; coordinate Gary coverage (Oct 21, 26, 28)
    • Email Jed re: Gateway gym availability/terms; request domed-court flooring contact
    • Email Gary re: church gym availability/terms
    • Add donation link on website; create membership+donation QR postcard; place in kit
    • Add Veronica as TeamReach leader
    • Kathy re: Miros and Jerry Boisivert status
    • Schedule time w/ Kathy to review membership/onboarding materials
    • Schedule meeting w/ Aaron (City Manager) re: court project status/budget