Bocce Club Board Meeting Aug 27, 2026

1. Opening Comments – Rich
2. Minutes from Previous Meeting August 5 th – Karen
3. Budget Performance Budget vs Actual –
   Christiane
4. Legal Documents Update – Christiane
5. Status of Non- Profit submission / Bank Account
   Opening – Christiane
6. Membership update / League formations / and
   Team Counts – Chris and Christiane
7. From the court’s update / customer comments –
   Chris
8. Website Update / Enhancements / Error
   Corrections – Lloyd and Tim
9. Upcoming Club events
10. Fairfield Glade discussion
11. Meeting Schedule with Claude Thorn

Tellico Village Bocce Club

Board of Directors Meeting Minutes

1. Meeting Details

Meeting Type: Board

Date: August 27, 2026

Time: 11:04 AM – 1:23 PM EST

Location: Welcome Center Conference Room

2. Attendance

• Chairperson: Don Naylor, Vice President
• Secretary: Karen DeNap
• Directors Present: Don Naylor, Lloyd Langdon, Christiane Wilczura, Tim Myers, and Karen DeNap
• Chris Jacoboson — present
• Rich Polulak, President — absent
• Quorum: Established with 5 of 6 directors present.

3. Call to Order

The meeting was officially called to order at 11:04 AM EST by Don Naylor, Board Vice President.

4. Topics of Discussion

Leagues

Chris Jacoboson emphasized the importance of keeping Club members happy and listening to member feedback. Chris Jacobson reinforced the fact that member satisfaction is critical to our success.  In order to understand their wants and preferences, we should recruit members to form a focus group regarding potential social events.  A winter event would be great (i.e., games of members against members). Improved Board communication was also identified as a priority.

Christiane showed the Board an article in Tellico Neighborhood noting that new homeowners in Tellico Village had signed up for Bocce Ball. This was viewed as good publicity for the Club.

Finance Committee / 2026 Budget

Revenues

• League dues: $85 less than the $1,030 budget — under budget.
• Club memberships: $40 over budget.
• Total revenue: $2,445 — $45 under budget.

Expenses

• Expenses are $1,231.60 under budget.
• The Club is under budget in all categories except incorporation fees, which were not originally budgeted. At year-end, the Club is expected to be approximately $700 over budget for incorporation and plus application for 501(c)(7).

Legal Documents / 501(c)(7) Status

• Christiane reported that she sent us the executed By-Laws. 
• The completed/executed Articles of Incorporation and By-Laws should be sent to Club members.
• Incorporation application to the State of Tennessee has been sent.  The filing is expected to take approximately 10 days.
• The Board is waiting for the EIN and needs to open a bank account before proceeding with the 501(c)(7) filing.
• Next steps: obtain the EIN, open a bank account using the EIN, and file for 501(c)(7) status.

Debts / Reimbursements

The Board currently has $2,104.87 budgeted for expenses, with revenue of $2,490. Most of our expenses are unpaid reimbursements.

• Chris: $873.20 — proposed payment of $200 per month.
• Lloyd: $500.
• Christiane: $100 — Articles of Incorporation fee.
• Don made a motion to begin reimbursing Board members so that reimbursements would be completed by the end of December 2026. The motion passed unanimously.

Membership Update / League Formations / Team Counts

• Don outlined three sections: Spring, Summer, and Fall, with play days Monday–Friday and AM/PM options.
• Monday AM; Monday PM (on hold, but full); Wednesday AM (not yet scheduled, but full); Thursday PM (full).
• Rain make-up games must be completed in October before the Fall League can begin.
• For the New Villager meeting, Thursday participants cannot all attend; a partial team may play.
• If no player on a 2- or 4-person team shows up and there are no replacements, the team forfeits. If the opposing team does not show, the team that is present wins.
• Chris will send draft letters and cover letters regarding league players to the Board for review.
• Thursday AM drop-ins are an opportunity for players to meet one another. A social event should be organized so teams can meet each other.
• Chris has forms at Chota.
• Simplify the league sign-up process.
• Create one list for Board members containing all members. Chris will send his lists to Don, who will create one Excel workbook with separate tabs.
• Don will determine what information each Board member needs for his or her function.
• Organize a stand-alone website discussion: first with the Board, then with Club members through focus groups.
• Some information, such as drop-ins, can be posted on Tellico Life. Don was an administrator for Tellico Life.

Upcoming Club Events

• Near-term social: target late September/October or the first week of November. Entertainment is needed.
• Possible end-of-September event at Toqua: BBQ and potluck.
• End-of-Fall-League social in November: Lloyd with assistance from Karen. Create a budget for events.
• Welcome Orientation at the Yacht Club: October 6 at 1:30 PM. Order additional printed materials and brochures.

Fairfield Glade Discussion

• Fairfield Glade has two 90-foot courts.
• Rich has previously suggested meeting with Fairfield Glade Board to discuss coordinating a possible event to take place at the end of September. 
• Draft an email inviting members to participate.

Meeting Schedule with Claude Thorn

Don thinks a meeting with Claude Thorn for soliciting feedback and recommendations would be very beneficial to the Bocce Club. The Board will put together an information package for Claude.  The goal of the meeting is to demonstrate the Club’s growth (i.e., in five (5) months we have recruited 80 Club Members). 

Tellico Village Bocce Club, Inc. Package Content

• Create Executive Summary.  Talk about locations for permanent courts, including expansion and future dreams for Bocce.
• Push advantages to Tellico Neighborhood.  Claude wants to get Homeowners Association buy-in.
• Need shade at the ends of the courts.  Need POA Board is aware of the Club’s activities and plans.
• Lighting would expand play times, thus increasing our revenues. 

5. Action Items

6. Adjournment

Motion: To adjourn the meeting.

• Moved by: Don
• Seconded by: ____________________
• Outcome: Meeting adjourned at 1:23 PM EST by Don.

Next Meeting: September 8, 2026, at 11:00 AM EST at the Wellness Center Conference Room.

7. Certification & Approval

These minutes were respectfully submitted by:

____________________________________________    August 27, 2026

Karen DeNap, Board Secretary                              Date

These minutes were officially approved by the Board of Directors on:

____________________________________________    ____________________

Rich Polulak, Board President                              Date