Pool and Clubhouse at Woodcliffe
Official Minutes
Of the Board of Directors
June 2, 2008
Board Members Present:
Joel Weinberg - President
Angela Snider – Vice President
Dave Weinel - Treasurer
Caroline Colbert – Member at Large
Erik Phelps – Secretary
Sylvia Sides – Member at Large
The Management Group (TMG)
Todd Hassett - Community Manager
Homeowners
Mary Busse
Jo Johnson
Eli Mohamed
RSV
Tiadora
Pete Fleming-Regional Supervisor
Call to Order:
The meeting was called to order at 7:05 p.m. at the Clubhouse at Woodcliffe.
Homeowner Forum:
Eli Mohamed wanted to know if someone from outside the pool membership and staff could provide swim lessons. The lifeguards and swim team coaches who are certified to give swim instruction will be offering swim lessons at the pool this year.
Jo Johnson, the Kings Overlook Condominiums East Board President had 3 issues to address with the Board.
- Ms. Johnson reported that noise coming from the pool is disruptive to the condominium residents facing the pool. Residents there did not realize how much noise would be coming from the pool. She does not think that children at the pool understand where the property lines are for the pool and condominiums. She proposed that the Pool and Clubhouse Board install a living fence of evergreens to create a buffer and provide privacy.
- Ms. Johnson said that many pool and clubhouse patrons use the condominium’s trash corral. She reported that the Condominiums have been fined by their trash removal company for some of the trash that is being disposed of in the trash corrals that she does not believe was disposed of by condominium residents. She also expressed concern about the liability of the kids she has seen play in the corral. Ms. Johnson requested that the Pool and Clubhouse Board install a trash corral, clearly mark it, and ensure better supervision of children. She would also like the Board to install a sign on the condominium trash corral clearly marking it as “for condominium use only.”
- Ms. Johnson also relayed a safety concern regarding pool and clubhouse patrons speeding through the back drive lane of the condominium when they exit the pool or clubhouse. She is worriedthata senior citizen or child could be hit. Ms. Johnson requested that the Pool and Clubhouse Board apply some of the condominiums dues to the Pool and Clubhouse to install speed bumps. She has researched speed bumps and estimatesthat 4 speed bumps will cost approximately $1500.00.
Approval of Minutes:
The Minutes of the April 28, 2008 Board of Directors meetingwas presented for Board review and approval.
MOTION: Ms. Snidermade a motion to approve the minutes of the April 28, 2008Board of Directors meeting as written. Mr. Weinelseconded the motion contingent upon a few comments he had and will communicate with Mr. Hassett this week. The vote was unanimous in favor, and the motion carried.
RSV Pools:
Life Guard Chair Umbrellas - There was an issue with two lifeguard umbrellas flying off of their chairs. RSV immediately corrected the umbrellas situation and they will now be secured to the chair. They have also instructed the lifeguards to be aware of the wind and take down both the guard umbrellas and table umbrellas for safety. The Board does not want them to be strict about taking down the umbrellas and then pose a different risk; the lifeguards will not be as vigilant if they are sitting in the heat of the sun. RSV will only have them removed if the wind is substantial.
Funbrellas – The Board is interested in installing another funbrella after such positive feedback from the community and the popularity of the two existing funbrellas. The Board wanted to know if it was feasible to install an additional funbrella during the pool season. The materials for the funbrella can be received in a few weeks, and then they would need a couple of days to drill the hole into the concrete, and the installation of the concrete foot and setting of the concrete. An area would have to be blocked off for a few days, and controlled as much as possible. RSV is concerned about the possibility of the structure’s integrity being compromised if there is water splashing, or kids tossing stuff at the area. RSV recommends waiting until after the pool season is over, but they can do it if the Board would like to do it now. The Board would want the pool closed in the morning and open in the afternoon while the funbrellas are being erected.
MOTION: Mr. Phelps made a motion to install a new funbrella as soon as possible. Ms. Sides seconded the motion. Mr. Phelps and Ms. Sides voted in favor of the motion. Ms. Snider, Mr. Weinberg, and Mr. Weinel voted against the motion. The motion failed.
MOTION: Mr. Weinel made a motion to install an additional funbrella in the pool off season. Mr. Weinberg seconded the motion. The vote was unanimous and the motion carried.
Vending Machines – The vending machines are causing problems, and the guards are receiving many complaints regarding them. The machines seem to be having mechanical issues; it does not give back change and sometimes holds snacks and gives them to a later customer. RSV requested permission to install a small laminated signs stating that RSV Pools has no affiliation with the vending machines. Mr. Hassett will tell Central Vending that they need to correct the problem with the machine not giving back change, or modify the price from $1.25 to $1.00 so it is not necessary to return change when dollar bills are inserted.
Pool Passes - Homeowners who have restricted access to the pool are telling the lifeguards that they just talked to Mr. Hassett and he said that their pool pass is cleared and they can have access to the pool. Mr. Hassett has not, and will not tell homeowners, that they can have access until the computer system has been updated to reflect their status, or they have received their official pass. There have been 6 well attended pool pass sessions. Mr. Hassett recommended that they hold weekly sessions in the month of June. If a new homeowner brings their homeowner package and photo ID they can have pool access until the next photo session. That applies to new homeowners only. If homeowners are coming in saying they forgot their pass the lifeguards can look them up by name. Mr. Hassett does not want to encourage this and directed RSV that when there is a line to take the patrons with passes first before looking up those without passes. Restricted access is updated weekly, so a homeowner may have paid but it is not immediately reflected in the system and they will have to wait until the system grants access within the next week.
Delinquent Accounts -Mr. Hassett asked for clarification on when homeowners are delinquent over $150.00 whether they can regain access when they are under $150.00 or wait until they have brought their account current. He ran into the situation of a homeowner who owed $151.00 wanting to pay $2.00 so he could regain pool access. The Board directed him that they must bring their account current.
Previous Years Guest Passes -The lifeguards were not made aware that they accept guest passes from previous years. RSV will notify their staff that guest passes purchased during a previous year can be used by homeowners.
Pull Showers -There have been complaints regarding the pull showers. Some homeowners encountered having to wait for hot water for a few minutes, or that they did get not hot water. RSV believes that this is patrons using the showers after they have been unused for a period of time, and cold water is sitting in the pipes.
Management Report:
- Mr. Phelps proposed changing the cost of guest passes to $2.00 a punch, with 1 punch per guest on weekdays and 2 punches per guest on weekends. He also proposed allowing parents and grandparents to enter at no cost, because they are not the ones “crowding” the pool. Not all of them are even getting in the pool.
MOTION: Mr. Phelps made a motion that parents, grandparents, and children under 1 do not need a pass to enter so long as they are entering with a member. Ms. Snider seconded the motion. The vote was unanimous and the motion carried.
MOTION:Mr. Phelps made a motion to change the cost of 10 punch guest passes to $20.00 a card. On weekdays it will cost 1 punch per guest to enter, and on weekends it will cost 2 punches per guest to enter. Notification will be given to the community through signs posted at the pool. Mr. Weinel seconded the motion. The vote was unanimous and the motion carried.
A question was raised regarding whether grandparents and family members providing summer child care are allowed to receive a special day care provider pass so they can take the child to the pool. They can contact TMG on an individual basis, and TMG will use their best judgment as to whether the situation constitutes child care.
- Mr. Phelps proposed that the Board examine reducing the clubhouse rental fee, reducing cleaning services after every rental, and removing or reducing security guard services. If there are issues such as the police reporting to the clubhouse because of underage drinking, the Board should implement a steep fine and remove that homeowner’s clubhouse privileges. He suggested that clubhouse renters be given a checklist to check off the status of the clubhouse upon arrival and after they have cleaned following the event. He proposed that they move the 2 weekly cleanings to Saturday and Sundays. The Board discussed making the cleaning service optional to homeowners and there would be a difference in the rental fee. Mr. Hassett advised that what they still need is someone to check the clubhouse between rentals. Mr. Hassett advised that for $150.00 rental fee the security guard cost would be covered if the per event cleaning was removed. Ms. Snider suggested that the Board table this so they can have an opportunity to digest Mr. Phelps proposals and discuss at a future meeting. Everyone will send comments to Mr. Phelps and he will put together a motion to raise at the June 23rd meeting.
- Social committee presented a plan of events, and need the Board’s approval to proceed.
MOTION: Ms. Sides made a motion to approve the social committee’s plan of events. Mr. Phelps seconded the motion. The vote was unanimous and the motion carried.
- There are tire ruts in front of the clubhouse. Both Vistas and Woodcliffe are looking into fixing tire ruts in their communities. Mr. Hassett recommended that the Pool and Clubhouse Board wait on the communities to see what their plans are and it may then become easierto take care of. He also recommended that they come up with a plan, possibly build it into the landscape contract, to have the front property aerated and seeded twice a year. The landscaper presented a proposal, but recommended that nothing be done until the fall.
- Mr. Hassett presented a proposal to installa thermostat in the basement for $350.00.
MOTION: Ms. Sides made a motion to install a thermostat in the basement for $350.00. Mr. Phelps seconded the motion. The vote was unanimous and the motion carried.
- The Board discussed the pull shower chains, and the need for a more accessible method in the handicapped shower stalls.
MOTION: Mr. Phelps made a motion to install push button shower timers in the handicapped shower stalls in both the men’s and women’s bathrooms at the pool for $580 each. Ms. Snider seconded the motion. The vote was unanimous and the motion carried.
- The Board discussed the King’s Overlook Condominium’s request to install landscaping as a barrier incorporated into an overall landscaping plan. Ms. Sides will be working with Marion Eckel on a beautification plan, and will incorporate a living fence into that plan. She will report proposals and plans to the Board.
- The Board discussed the King’s Overlook Condominium’s request for the pool and clubhouse to install a dumpster. Mr. Hassett will get proposals to construct a corral that could accommodate a dumpster on the back lot behind the parking lot. Mr. Hassett will find out who owns that property and if they will be allowed to put the corral in that area. If they are not able to they will have to lose parking spaces. Mr. Hassett will have the trash removal company immediately bring out more toters to better hold the volume of trash.
- The Board discussed the King’s Overlook Condominium’s request to install speed bumps on the drive lane through the condominium parking lot. That is condominium property and the Pool will not pay for their installation. There is also concern about maintenance and damage to those speed humps. The condos can choose to do so and spend their own fees.
- The Board discussed initiating the process to build a cabana, so that they are prepared to construct it around fall of 2009. The Board requested they hire an engineer/architect to design a cabana, a snack bar area off the side of the clubhouse, and running two water lines to the grassy areas while the deck is ripped up for replacements.
Adjournment:
MOTION: Ms. Sides made a motion to adjourn the Board of Directors meeting at 9:52p.m. Ms. Snider seconded the motion. The vote was unanimous and the motion carried. The meeting was adjourned.
Respectfully Submitted,
Elise Harich
APPROVED
Signaturedate
Pool and Clubhouse at Woodcliffe
Executive Session
Of the Board of Directors
June 2, 2008
Board Members Present:
Joel Weinberg - President
Angela Snider – Vice President
Dave Weinel - Treasurer
Caroline Colbert – Member at Large
Erik Phelps – Secretary
Sylvia Sides – Member at Large
The Management Group (TMG)
Todd Hassett - Community Manager
The Executive Session of the Board of Directors was called to order at 9:53 p.m.
Ms. Snider is concerned that the Board needs to be careful when posting messages on their Yahoo boards that the information is clear and easily understood. There was a message posted regarding things that are going to be discussed, it was confusing to homeowners, and they had a different expectation of what was going to happen at the meeting. She thought that the official agenda should be posted on both community websites. Mr. Phelps was concerned that we are not getting enough input from the community, and not all people are available to be at these meetings.
Ms. Snider also requested that Board members be aware of how the RSV Pool staff is being treated, and try to help diffuse situations if necessary.
The Executive Session of the Board of Directors was adjourned at 10:01 p.m.