Overlee Community Association

Board of Directors Meeting Minutes 4/9/13

The board meeting was held at Yorktown High School and attended by:

Mike Maleski, Kevan Emmott, Mary Bohan, Megan McMorrow, Dunia Pasternak, Maureen McManus, Chris Flynn, Baman Rusby, Hunt Allard, Liz Shipley, John Polise, John Cocker, Jim Mountain

Miscellaneous

  • Committees should work through discussions outside and bring summaries to meetings.

Business Manager –Maureen McManus

  • Where are we financially? We look fine for the duration of the project. Need to spread the money out for FDIC regulations. Better off borrowing what we can and keeping cash on hand for other projects at the moment. Board should consider the sale or future rental of the house at a point in the near future.

Membership-Maureen McManus

  • 780 paid members as of today. 6 are brand new members, and responsible for initiation fees.
  • Board discussed membership report presented by Maureen and voted to accept the membership for 2013 as proposed.

Treasurer’s Report-Maureen McManus

  • We have or are refunded everyone who was waiting for capital contribution refunds as of 5/1/13.
  • Guest passes can be purchased by emailing Maureen and then sending her a check.
  • Tangible taxes-inventory what you equipment have and forward information to Mike for recordation.

Construction Update-Bohan, Polise

  • Clubhouse: Braswell estimates 2 weeks to CH completion and 2 weeks to schedule and conduct inspections
  • 1 pending invoice from Braswell, hoping to pay by end of week
  • Fri morning walk-thru with Braswell for punch list/to-dos
  • Install proper Backwash tank – Braswell working to resolve this week
  • De-winterizing-skim line from baby pool to filter not working effectively-Braswell plumber coming, will offset Braswell payment to Hohne
  • Fencing – county suggesting fencing near terracing is climbable
  • A few little, ponding by back gate, foot wash w no drain,
  • Outlook hopeful
  • Will have background company certify office space for storage of sensitive HR documents
  • Landscaping to rectify easement construction damage. Nothing appropriated, so quid pro quo on things such as mulch
  • Volleyball drainage has been reconnected and thus far no issues we are aware of
  • County replacing trees that were damaged by contractor during easement project. 2013 will be a bit bare, but it will improve with subsequent years. Order for landscaper could be placed by end of week so we can get planting
  • Privacy screen for 2013 will be set up on North volleyball fence. Will ask Arl Co to pay for, if not, it will be ops.

Facilities-Maleski

  • Looked at chair samples for terrace, benches, tents, umbrellas
  • Annual weeding, mulching has been done
  • Lap room pump room leak
  • Garage wall receding
  • Estimate of under $7k to analyze and come up with plan to prioritize projects and obtain quotes.
  • Tree contractor coming to check on other trees not affected by project to formulate a plan

Manager’s Report-York

  • Staff hired (125).
  • Lessons ready to go-Caitlin & Christina will coordinate with board liaison (Hunt).
  • Pools all up and running at 100%
  • A few torn umbrellas. Will be cleaning funbrellas.
  • Still some deck work to be done, once complete bathhouse will be emptied of furniture.
  • Backwash tank being fixed.

Operations-John C

Please respond in the next week to calendar – need to plug in dates

Communications

  • Baman will pull info together for emails to memberships
  • Kevan is pulling together a newsletter for start of season, and one for early/mid July
  • Website-Mike & Jim are updating website.

Pool Rentals

6th & 7th grade Swanson booked-$6k in guest fees. Additional groups are inquiring.

Rules for Lot Rental

Optimist Christmas tree sale, Westover Farmers Market trailer

  • Active member sponsor
  • Insurance certificate
  • Written rules
  • Purpose to promote general health welfare and being of community

Other Business

  • Megan agreed to handle CH rentals for now
  • County Noise ordinance process pushed to the summer
  • Contemplating Gala
  • Looking for a Volunteer Day to spruce up property (May 18?)
  • Will encourage food trucks to provide options for members.

The meeting was adjourned at 9:24 pm. Next meeting is 5/14.

1