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BATH PICKLEBALL CLUB TIMELINE OF OPERATIONS FOR THE CLUB PRESIDENT 1 MAY TO 30 APRIL
The following documents are available for the Club President and should be reviewed in mid April prior to the start of the season:
In addition to the members of the EC (Vice President, Treasurer, Membership Coordinator, Equipment Manager, Special Events Manager) who are the volunteers that will manage special programs (Saturday Competitive at Your Level, Ladder Program, Club Training Program, webmaster)? When you are looking for other volunteers, members managing programs have shown their commitment get other volunteers. Be careful of burning out your volunteers. Be prepared to ask people directly. Few volunteer, however, most members respond positively to a request to help out. Remember to let volunteers run their programs, do not micro manage or "pull the rug out from under them." You are a resource to help them to do their jobs! The President is currently responsible for liaison in the summer program with the Township while the Vice President does this for the winter indoor program. This setup is subject to change as it really depends on who is not going sourh for the winter. The Loyalist Township contact is currently Teressa Cormier who is the Acting Parks and Recreation Director). Basically this is to ensure that the wind screens and nets are up, porta potties in place, picnic tables delivered and that all is good to go.
First EC meeting approximately third week of April - Prepare an agenda for your first meeting. A good place to start is the years previous agenda found in the Yearly Binder. Topics that are typically covered would include; review of the winter program likes and dislikes, decide on opening day, review club finances and projected expenses, decide on fees, decide on program (Saturday program, Ladder, Club Tournament, Social events etc), who is doing weather alerts, volunteers to open and close, status of equipment inventory, relations with the Township and any action required by the President. Remember to book food trucks early for dine in the park events and also book Loyalist Country Club by June 1.
Send out an email to the EC with your draft agenda setting a time and place and asking for any additional items to be added to the agenda.
Hold your EC meeting and delegate responsibilities to accomplish objectives as decided at the first EC meeting. Make sure that EC members stay within their areas of responsibility. For example if there is a financial matter, leave it to the Treasurer, don’t let it stray into say a task that the Equipment Manager decides to take on.
Prepare an “Opening Day Announcement” email to go the membership. The best place to start is the “Archived Email” section of the website. It contains the 2019 and the 2018 opening email. Learn how to use the club email system (Mailchimp). It is EASY and very handy. The instructions are in the back of the yearly binder. Don Sinkinson, Betty Ann or Don Gardiner would be able to give you a lesson.
By separate email, a few days later prepare a “Summer Registration Instructions” email for the membership. Again, review the previous years email in the Archived Email section of the website. Prior to sending the email review with the Treasurer and the Membership Coordinator to make sure that it is correct.
Follow up with EC members to make sure that everything is moving smoothly to opening day. Does the Membership Manager and Treasurer have the facilities they need to accept member renewals and applications on opening day? Is the Equipment Manager on top of the required equipment and has organized volunteers to set up the courts? Your job is to make sure that it happens, not do everything yourself.
Opening Day - Be there to meet and greet and solve any issues that come up. You will not be playing on opening day. Prepare a short (5 min) welcome speech by gathering everybody together after about 60 minutes. Topics to cover could include; welcome to everybody, acknowledgment of volunteers, acknowledgment of sponsors, safety, program review for the year, Q and A, and then - GAME ON!
Introduction of the Summer Program - You will need to prepare separate emails to introduce the summer program. It is better to send out a separate email for each topic rather than one email which covers everything as many people will not read long emails. Separate emails could include; Saturday Competitive at Your Level, Ladder Program, Coach’s/ Club training, Social Event dates. Again previous years copies of these emails are in the Archived Email section of the website.
Weather Alerts - Arrange for four or five Bath or Loyalist Estates residents to email you or a designated person 75 minutes prior to scheduled play if the play should be cancelled due to weather/safety concerns. You or a designate send a “Weather Alert” to the membership via the Club email system.
Social Events - Decide on the program. In the past we have done “Dine in the Park”, a Club Tournament and an end of the year dinner dance.
The start up month of May is the busy part of the job, just getting it going. Once this is over, it is pretty quiet, you deal with any issues, work with the Township on any issues and play PB.
Make sure that the webmaster (currently Ann Sinkinson) adds your important emails to the “Archived Email” section of the website.
For each event, promote the Club Sponsors with a short individual thank you. Our policy has been if you contribute $500 per year of goods or services, then you get a thank you at each event. If you donate less say $100 then you get a thank you at one specific event. Current sponsors are; Kaitlin Development Corporation (they gave $2500 so they get five years of thanks), Ted Custance local Real Estate Broker (he has committed to five annual contributions of $500 each).
As President you are there to coordinate and be responsible for the Club’s operation. You cannot do everything yourself. Remember to delegate and specifically ask people to volunteer as most members are very reluctant to step up to volunteer. Be visible to all members. If anything strange pops up for whatever reason feel free to contact the Past President Don Sinkinson at any time 613 352 8777 or dsinkinson@gmail.com.
The following documents are available for the Club President and should be reviewed in mid April prior to the start of the season:
- Club website www.bathpickleball.ca . Read the different sections of the website. Is everything correct? Should any sections be updated or revised? Do you want to rearrange the topics in the menu (for example moving winter PB information from the top to the bottom). Pay particular attention to the following sections; Executive Committee (EC), Club Bylaws, Code of Conduct, Fees. Make note of any changes that you feel should be made and include this in the agenda of the first Executive Committee meeting.
- Archived Emails- On the website is a section called “Archived Emails”. All important emails that have been previously sent to the membership are stored there. When you are preparing an opening email to the membership, this is a good place to start.
- Yearly Binders - The yearly binders have the minutes of previous EC meetings and important external emails such as communications with the Township.
In addition to the members of the EC (Vice President, Treasurer, Membership Coordinator, Equipment Manager, Special Events Manager) who are the volunteers that will manage special programs (Saturday Competitive at Your Level, Ladder Program, Club Training Program, webmaster)? When you are looking for other volunteers, members managing programs have shown their commitment get other volunteers. Be careful of burning out your volunteers. Be prepared to ask people directly. Few volunteer, however, most members respond positively to a request to help out. Remember to let volunteers run their programs, do not micro manage or "pull the rug out from under them." You are a resource to help them to do their jobs! The President is currently responsible for liaison in the summer program with the Township while the Vice President does this for the winter indoor program. This setup is subject to change as it really depends on who is not going sourh for the winter. The Loyalist Township contact is currently Teressa Cormier who is the Acting Parks and Recreation Director). Basically this is to ensure that the wind screens and nets are up, porta potties in place, picnic tables delivered and that all is good to go.
First EC meeting approximately third week of April - Prepare an agenda for your first meeting. A good place to start is the years previous agenda found in the Yearly Binder. Topics that are typically covered would include; review of the winter program likes and dislikes, decide on opening day, review club finances and projected expenses, decide on fees, decide on program (Saturday program, Ladder, Club Tournament, Social events etc), who is doing weather alerts, volunteers to open and close, status of equipment inventory, relations with the Township and any action required by the President. Remember to book food trucks early for dine in the park events and also book Loyalist Country Club by June 1.
Send out an email to the EC with your draft agenda setting a time and place and asking for any additional items to be added to the agenda.
Hold your EC meeting and delegate responsibilities to accomplish objectives as decided at the first EC meeting. Make sure that EC members stay within their areas of responsibility. For example if there is a financial matter, leave it to the Treasurer, don’t let it stray into say a task that the Equipment Manager decides to take on.
Prepare an “Opening Day Announcement” email to go the membership. The best place to start is the “Archived Email” section of the website. It contains the 2019 and the 2018 opening email. Learn how to use the club email system (Mailchimp). It is EASY and very handy. The instructions are in the back of the yearly binder. Don Sinkinson, Betty Ann or Don Gardiner would be able to give you a lesson.
By separate email, a few days later prepare a “Summer Registration Instructions” email for the membership. Again, review the previous years email in the Archived Email section of the website. Prior to sending the email review with the Treasurer and the Membership Coordinator to make sure that it is correct.
Follow up with EC members to make sure that everything is moving smoothly to opening day. Does the Membership Manager and Treasurer have the facilities they need to accept member renewals and applications on opening day? Is the Equipment Manager on top of the required equipment and has organized volunteers to set up the courts? Your job is to make sure that it happens, not do everything yourself.
Opening Day - Be there to meet and greet and solve any issues that come up. You will not be playing on opening day. Prepare a short (5 min) welcome speech by gathering everybody together after about 60 minutes. Topics to cover could include; welcome to everybody, acknowledgment of volunteers, acknowledgment of sponsors, safety, program review for the year, Q and A, and then - GAME ON!
Introduction of the Summer Program - You will need to prepare separate emails to introduce the summer program. It is better to send out a separate email for each topic rather than one email which covers everything as many people will not read long emails. Separate emails could include; Saturday Competitive at Your Level, Ladder Program, Coach’s/ Club training, Social Event dates. Again previous years copies of these emails are in the Archived Email section of the website.
Weather Alerts - Arrange for four or five Bath or Loyalist Estates residents to email you or a designated person 75 minutes prior to scheduled play if the play should be cancelled due to weather/safety concerns. You or a designate send a “Weather Alert” to the membership via the Club email system.
Social Events - Decide on the program. In the past we have done “Dine in the Park”, a Club Tournament and an end of the year dinner dance.
- Dine in the Park - We invite other clubs to come and play at no charge. Have a meet and greeter person to give these folks a stick on name tag and explain how our paddle queuing works. (We use the Bath Food Truck as he lives in Loyalist Estates 613 985 4863 is their last known phone number).
- Club fun tournament - Best to organize this event in the first two weeks of August as it allows newbies to better learn the PB skills. The Special Events Director organizes this event.
- Year end Dinner/Dance - We have used the golf club for this event. You need to book it early in June. The current Director of Food Services is “Nikita”. She has a detailed file which contains what we did in previous years. Negotiate with the golf club the menu, cost, and date. Arrange for a DJ. Delegate this if you wish. Prepare a brief thank you speech for the event. Remember to thank by name the volunteers and sponsors who have contributed to the success of the Club and any other information that you feel is relevant. This is a social event, not a business event.
The start up month of May is the busy part of the job, just getting it going. Once this is over, it is pretty quiet, you deal with any issues, work with the Township on any issues and play PB.
Make sure that the webmaster (currently Ann Sinkinson) adds your important emails to the “Archived Email” section of the website.
For each event, promote the Club Sponsors with a short individual thank you. Our policy has been if you contribute $500 per year of goods or services, then you get a thank you at each event. If you donate less say $100 then you get a thank you at one specific event. Current sponsors are; Kaitlin Development Corporation (they gave $2500 so they get five years of thanks), Ted Custance local Real Estate Broker (he has committed to five annual contributions of $500 each).
As President you are there to coordinate and be responsible for the Club’s operation. You cannot do everything yourself. Remember to delegate and specifically ask people to volunteer as most members are very reluctant to step up to volunteer. Be visible to all members. If anything strange pops up for whatever reason feel free to contact the Past President Don Sinkinson at any time 613 352 8777 or dsinkinson@gmail.com.