ANNUAL FALL MEMBERSHIP MEETING

Sunday, October 20, 2013

KSUCC Nursery School

Members Present: Adrian and Debbie Bing-Zaremba, Michele Donaty, Stephanie Parker, John Philbin, Eileen Reilly-Wiedow, Al Wiedow, Jim McAvoy, Celia Cuk, Bob and Tina MacNevin, Phil Attina, Jake Muller, Diane Mancini, Scott Brenner, MaryBeth Heady

Bob MacNevin motioned to open the meeting at 11:09am then presented:

The agenda:

  • President’s welcome, introduction of the current board, annual overview, property highlights and survey results
  • Board position reviews
  • Proposed by-law and rule changes, discussion and voting
  • Nominations and elections for 2014 GMSC board
  • 2014 membership meeting date – Sunday, March 2nd – presentation of 2014 budget and voting on assessment
  • Question and answer session

A list of ongoing improvement efforts:

  • Kiddie pool and survey results to remove it
  • Pool heater replacement
  • Pool patio deck replacement and repair
  • Pool pump
  • Electrical box and need of “Knox Box” (emergency box for fire dept.)
  • Propane flex line to new propane grill/grilling area

A report on finances:

  • Our overall goal is to self finance and/or minimize assessments.
  • We currently have $14, 125 in the GMSC Reserve Fund.
  • During the past three years, over $50,000 has been used to improve/repair our club grounds.
  • Member assessments have totaled $150 over that 3 year period.
  • Board recommends keeping dues the same, but increase assessment to $100. Each family would be billed $750 for 2014 ($600 dues, $50 reserve, $100 assessment).

Recent Survey Results

•55 members responded to thesurvey.

•Results showed that a clear majority is happy with the improvements and believe that the Board is protecting the value of the bonds.

•Results also showed that a clear majority is also pleased with the current annual dues and fees and comfortable with future assessments of $50 - $100 (20% not).

•60% of the membership is in favor of moving from a quarterly payment plan to a two-payment plan.

•80% of membership recommended removal of the kiddie pool. The board suggested using temporary wading pools for smaller children, which will be purchased by the club.

•Over half of membership does not want a fire pit.

•Most members have visited our web page.

•Most members are in favor of a permanent, open-air roofed structure with grilling stations & patio in the rear of the property.

Vice President Report – Jake Muller:

  • The proposed cost for an open-air pavilion project of $50,000 is too much to do in one year. Therefore, Jake is recommending that we phase in the project over a 3 to 5 year period.
  • The cost for removing the kiddie pool and building a patio towards the rear of the property (near the shed) is about $20,000. That number includes electrical, patio, permit fees, zoning compliance issue, removal of back fill, restore kiddie pool to usable surface and fix the drainage near the kiddie pool.
  • Refer to Vice President Update dated 10/12/2013.

Bob mentioned that we will contact Starmount Corp. (they own part of the property that borders pool property) to see if they will sell us some land so that we may improve entranceway near neighbor’s property.

Member questions:

  • Al Wiedowasked about the location of the proposed patio.Response: behind the diving board. He also asked if we’re planning on moving the fence further back. Response: no.
  • JimMcAvoyexpressed concern that the grill would be too close to propane tank. Response: it would not be a problem.
  • Scott Brenner asked what we’re thinking of in terms of drainage issue.
  • Debbie Bing-Zaremba asked about impervious surface issue – Jake said it’s ok.

Bob explained that the State of CT is OK with us removing kiddie pool; we just need to notify them that we are removing it.

Eileen Reilly-Wiedowmentioned that a while ago, a basketball court was proposed so there might be something already drawn up about drainage. Board will check into this.

Lifeguard Chair Update - MaryBeth Heady:

  • Overall, it was a good year.
  • There continues to be member concern about lifeguards socializing with children and teens. This is an ongoing issue that MaryBeth will continue to address.
  • During the last few weeks of the season, additional lifeguards were hired because the summer lifeguards left for school. Very few members used the pool during that time.
  • Lifeguard protocols were adopted: MaryBeth created a check-off sheet for the lifeguards whichthey were required to initial indicating that the work had been done. Additionally, when MaryBethwas at the pool, she checked that the work had been done.

Member Concerns:

  • Tina MacNevin stated that children and teens should not be socializing with lifeguards and that lifeguards should not feel uncomfortable telling them to step away. If they are not comfortable with their responsibilities, they should not accept the job.
  • Scott: At other pools, lifeguards walk the perimeter of the pool.
  • Jim: Pointed out that the lifeguards can socialize during their 15-minute break.
  • Tina: Lifeguards should not place their chairs next to each other. Chairs should be at located at opposite ends of the pool.
  • The new chairs worked out very well.

Treasurer’s Update – Stephanie Parker:

  • Highlights: consistency in terms of the accounts in which the money is being deposited
  • The 2013 pool season budget = $46,750
  • The projected spending budget will be slightly under budget again.
  • The forecasted end-of-year balances are: $4,468 Operating Cash (meets our 10% of budget goal), $14,125 Reserve Fund, $0 balance in Line of Equity Account ($25,000). See “GMSC General Operating: Actual 2013 and Preliminary Budget 2014.”
  • We are looking in to new insurance to see if we can save some money on this.
  • Late fees and new member initiation fees go in to reserve fund.
  • Monthly statements are sent out so that members know the state of their account.

Phil Attinamentioned that one of our pool members owns Progressive Insurance

Bob stated that we still have receivables of $6,000.

Debbie Bing-Zarembastated that she has a pool company connection. Jake explained that the pool companygoes out to bid every year.

Discussion of moving from a 4-pay plan to a 2-pay plan:

  • It is a nightmare for treasurer; board members have been calling members who aren’t paying their dues.
  • Proposal – half of annual installment due in month of April, the other half in the month of July

Eileenasked about the negative number shown in ‘party fees’. Stephanie’s response is that we didn’t reach our goal – anything negative means we didn’t meet the goal we expected.

Eileen mentioned that there seemed to be a lot of parties. Stephanie’s response is that once the board is aware of a party, we bill them for it. She urged that members let us know when they see a party so that we can bill for it.

Al asked about billing and lifeguards.

Phil was asked to post a notice of upcoming, scheduled parties.

Eileen recommended that, as a courtesy to non-party members, there should be a 15-minute adult swim for members even when there is a party. She also recommended that kids who are guests at parties take a swim test at the beginning of the party, not a half hour to an hour in to the party.

MaryBeth’s response: party bookers say they’re paying for 3 hours, but 15 minute adult swim means they’re losing 45 minutes from their 3 hours.

Social Chair Update: Phil Attina

  • Mentioned that the same people always come to parties, and he would like to see more membership at parties.
  • Board is open to party ideas.
  • Overall, pool parties were much lower than 2012.
  • Members must remember to shut off the gas grill when finished. Bob mentioned the need for a shut-off valve to the grill.
  • Members are reminded to keep the refrigerator clean.
  • The grill needs to be moved.
  • Jim mentioned that he has seen lights left on at night after all members have left.

Guest Fee Chair - John Philbin:

  • Attendance was down (possibly because of weather) so the number of guests was down, approximately 200 lower than our projection. There were 415 registered guests in 2013, down from 740 in 2012.
  • All 2013 guest fees have been reconciled and billed to members.
  • $1,245 was generated in guest fees. This is $978 less that 2012 revenue from guest fees.
  • Regarding member sign in: most members do sign in.

Tina asked whether the guest book was supposed to be brought around and what happened to the blow horn reminding members to sign in. John’s response is that people are uncomfortable doing that.

Membership Chair – MicheleDonaty:

  • She is in the process of selling Harter bond to Cepoces (the Harter’s have moved).
  • Liston and Pena would like to sell.
  • Average bond price has remained at $4,500.
  • We are trying to recruit more families. Members are urged that if they know of anyone interested, let them know of bonds for sale.
  • Members are reminded to check out our flyer and web site.
  • Average is about 3 new families per year.
  • We need to recruit more families and expand promotion efforts.
  • The president will take over management of our website..

Eileen asked about the average bond sale price. Michele replied that one was sold for $3,900 and the other was sold for $4,500.

Bob stated that all past dues, guest fees, etc., must be paid before a bond can be sold.

Adrian Bing-Zaremba mentioned how easy it was to find us, inquire then become members, and all within 2 weeks.

Eileen asked whether real estate agents have been given brochures and suggested that we email brochures to all real estate agents. Michele will follow up.

Board Elections:

Bob opened the floor for nominations for 2014 pool season. There were no nominations, and Bob closed the nominations. He proposed the current slate and asked for discussion. There was no discussion. Bob asked for a motion for a vote, and the present board was unanimously voted in for 2014:

•2014 President: Bob MacNevin

•2014 Vice President: Jake Muller

•2014 Secretary: Celia Cuk

•2014 Treasurer: Stephanie Parker

•2014 Lifeguard Chair: Mary Beth Heady

•2014 Social Chair: Phil Attina

•2014 Membership Chair: Michele Donaty

•2014 Guest Fee Chair: John Philbin

Dues Payment Plan:

Bob opened the floor for discussion on moving from a 4-pay to 2-pay plan and asked if any member opposes the change.

Eileen mentioned that the 4-pay plan was instituted because some older members had problems with previous plan. Bob promised that the board is willing to work with anyone having issues as long as they are proactive with us.

Bob asked for discussion. There was no discussion.

By-Law Change Proposal:

•Article VIII Fees and Dues, Section 6: Change the last paragraph to “At the

discretion of the board, annual dues, fees, and assessments shall be paid in two

installments in the months of April and July for those current and new members

in good standing. Current members who have a late payment history are required to pay their full annual dues in April to remain in good standing.”

Al asked if we should mention a specific date. Bob does not believe it is necessary to do so.

Bob asked for a vote on the by-law change, and it was unanimously approved.

Addition to By-Laws:

Amember has requestedto allow renting or subletting a bond to non-bond holding members. Bob has contacted other pool clubs, and none do it. At the Oct. 15 board meeting, the board voted to addthe following to the rules and regulations:

General Rule #12: Members may not sublet or rent out their bonds to a non-bond holding member.

Discussion opened for possible addition to by laws:

  • Tina believes it compromises the integrity of the pool. In general, renters do not take care of property and might not respect the pool.
  • Jake stated that if ownership isn’t there, what is the incentive to take care of property.
  • Eileen stated that this has come up numerous times. There was language in the bylaws (for insurance purposes). She mentioned that Aunt Hack did do it for corporate relocations - only people who were living in their house.
  • Scott recommends that we change language from non-bond holding member to non member.
  • Debbie suggests that there is a procedural issue because membership has not been notified. There is language in place – member cannot transfer bond without board approval – renting is transferring.
  • Scott asked if this was on agenda. Bob’s response is that, at the request of the member making the proposal, it was not.

The voting was tabled. Bob suggested that asurvey be sent out Debbie recommended no survey. We will vote at the next general membership meeting (to be held in March 2014).

Discussion of Filing for Non-Profit Statues:

  • Debbie asked if we are incorporated. The answer is yes. She then asked if we’ve considered filing as a non profit.
  • Scott believes we should look into it.
  • Debbie expressed that she would be willing to help with paperwork and will also look into it.

Question and Answer Session:

  • Diane Mancini asked how many families actually used the kiddie pool.
  • The board stated that the kiddie pool is becoming a cost issue. Jake statedthat if we keep it, we need to rework the plumbing, so it will cost us money no matter what.
  • Adrian mentioned that a swing set might be a better asset for families with small children
  • Al asked who will take care of small inflatable pools and what the size will be.
  • Celia mentionedthat ‘no ball playing around pool’ rule needs to be reinforced.
  • Scott had issues getting on Wifi. Stephanie’s response is that the problem is with AT&T. When we finally got to level 4 with AT&T, they realized that we were sharing a line with #28.
  • Tina stated that there is a crack in the diving board and asked if we have a warranty on it because it is a new one. Jake will look into it.
  • Eileen says there’s a separation in the pool.
  • Adrian asked if individual families are responsible for damage caused by their children. The answer is yes and has been addressed with families when damage has occurred.
  • Jim is concerned with the parking issue next to his property. He stated that one car was parked there on a regular basis. He believes that when others saw that car, they then thought it was ok to park their cars in the same area. He saw 5 cars parked there one day with one bumper in his azalea. He also sees tire tracks. Because Jim has to look at the damage all year, he would like to see something done, perhaps rocks. Al says that if we do that, pool trucks, emergency vehicles etc. can’t get in.
  • Tina stated that sometimes people park there to unload supplies for functions. She also stated that neighborhood people use our lot for their purposes
  • Bob said that we want to put something down (gravel), but we need to reach out to Starmount Corp. He also questioned if we maintain the property for a period of time (15 years), can we claim adverse possession if Starmount doesn’t want to sell. We will look into leasing their land.
  • Eileen wonders whether membership understands that we own down to the corner. Jake will remind the owner of the house next to the corner that it is our property, not his.
  • Tina suggested that we have a renewal meeting at the pool at the beginning of the season just to refresh members of rules/regs.
  • Al suggested that we put reminders, with photos, on the website.

Bob proposed that our next membership meeting be on Sunday, March 2, 2014, at KSUCC, which is earlier than this past year, so we can get the votes necessary to initiate repairs/improvements in a timely manner.

As per our by laws, the agenda will be sent out 30 days ahead (Feb 2).

The proposed pool opening date for 2014 will be Friday, May 23.

A motion to close the meeting was made and approved at 12:37 pm.

Respectfully submitted,

Celia Cuk

Secretary