CSTC Board of Directors Meeting Minutes June 11, 2017

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1 CSTC Board of Directors Meeting Minutes June 11, 2017 Meeting Start: 7:10 pm Meeting Adjourned: 9:10 Next Meeting Aug 20 Board Members Present Board Members Absent # Meetings Missed Frank Gilg, Geneva Briggs, Karen Welch Rita Buxbaum (Call in), Chris Martin, Ara Duszak, Karen Denise Alvin Jeff Greenwald 2 1 Welch, Kim Bonney, Christine Kinney May Minutes skipped due to pool opening preparations Clubhouse Rentals (Christine Kinney) Vote Clubhouse has been booked consistently with graduation party rentals over last few weeks Generating approx. $2, to date in total revenues. On the morning of Saturday 6/10 between 12 and 16 chairs and a few tables had been taken from the clubhouse without notification or prior authorization, leaving the clubhouse short of chairs for a scheduled party that afternoon and also on Sunday. Christine K. had to rent, pick up and deliver additional chairs at the last minute at a cost of $ chairs were returned on Sunday morning. The Board unanimously agreed that the person who borrowed the chairs should reimburse the club for the cost rented chairs for both days. Action Items Frank Frank to send to members about club conduct rules and that CSTC members June 16 should not be entering the clubhouse without prior authorization from Christine Kinney. Tables and chairs are for clubhouse sanctioned parties only and should not be taken for personal use unless authorized by Christine and appropriate paperwork completed. Christine Create an inventory of chairs and tables and label them Property of CSTC. Christine Investigate and find out if additional tables or chairs are missing All To consider the installation of an alarm system with video Ongoing Grounds/Maintenance (Karen Welch) Vote Added annual clubhouse window cleaning expense to budget in the spring. Costs $ Vote Approved spending $1, (in budget) to hire an architectural design firm to assess the feasibility and costs to replace the upper pool perimeter fencing and deck railing that is rotting. The assessment will also include a cost estimate to remove the 3 dead Crepe Myrtles and move back the large upper planter by 9 feet which will provide more room for 1 P age

2 tables and chairs. This will occur after the pool closes for the year. Vote Board approved spending $1, (In budget) to take down dead trees located in the woods between Causeway and the pool, rear parking lot and along the back edge of the upper tennis courts. Vote Board approved funds to hire a plumber and fix running faucet in kitchen. ($150.00) Vote Board approved funds to power wash and stain the playset to extend its life. Clear bubble can be either replaced or buffed. ($350.00) plantings in the front bed are dying likely because of coolers of ice being dumped on them. Irrigation system is not working properly. Needs serious overhaul. Residents reporting that garbage and leaf dumping is taking place at the rear end of the parking lot. Dumpster at rear of parking lot stinks! County cleaned out drainage ditch along Causeway Karen Contract for pool perimeter fence and crepe myrtle bed design work ($1000). Pool Closing Karen Work with Miller Irrigation to update irrigation system and get estimate Ongoing Karen Hire contractor to replace faucet in kitchen. Karen Contract with Davey Tree to schedule tree work. June Karen Check with landscaping crew about removing leaves rather than dumping on grounds. Get estimates to clean up wooded area and remove garbage. As needed Karen Contract for power washing and staining of playground structure and cleaning of June/July parts ($425). Frank Include note about dumping ice and left over fluids in the flower beds June 16th Christine Has notified SCM to remove dumpster immediately Pool Operations & Gazebo (Chris Martin) Vote BOD approved additional funds (approx $1, not budgeted) required to open the pool 30 minutes earlier (10:30) on Saturday and Sunday for the month of July. Sales of Guest Passes 5 for $20 have not started. Reason is guards do not have preprinted index cards to hand out. Caity is creating a spread sheet to log in receivables for guests, guest passes and diaper sales. The guards will log these into the spread sheet via the ipad Guest fees and gazebo rentals total $ Abby, the Asst Pool Manager has been reassigned and so Caity is working longer shifts. Guards have been instructed to refer member inquiries about clubhouse, pool and gazebo rentals to the website and not take information at the gate. So far no negative feedback regarding concessions, bathrooms or cleanliness of the pool. There are still a few globes that need to be installed on the gargoyle lights. SCM Plaster disaster has been reported to Henrico County and SCM Sr. Management. SCM will 2 P age

3 cooperate and follow up with contractor to insure that it gets cleaned up. SCM water disaster: During main pool fill up in May SCM left the water running all night (18 hours) and flooded the entire deck area probably running up our water bill. Chris M Confirm hours change with SCMG and Caity beginning July 1 to coincide with next guard schedule. Chris M/ Hang globes, replace bulbs Frank Chris/Ara Need to compare June s water bill to last year s bill and see how much extra the flooding costs us and recoup it from SCM. Chris M. Document water and plaster issues via the SCM website per the contract Chris M Work with Caity in setting up Guest Pass sales Frank Follow up with Brent Welch, SCM COO about Plaster Disaster and pool flooding Ongoing Geneva Make laminated sign with contact information for those interested in renting pool, gazebo or clubhouse and display at the guard gate. Social (Kim Bonney) Memorial Day party a huge success and came in under budget by $ Leftover food was given to the fire station at Church and Lauderdale. Question Do we want to sell popcorn at Movie nights? Movie night scheduled for Rain date 6/30. Event Event July 4 th party scheduled for Tuesday July 4 th. Pool opening preceded by annual 4 th of July parade. DJ, catering by Sliders, Keg beer. Kim Post upcoming events on web site and send to membership Geneva Kim Contact SCM about alternative movie night dates Kim Contact local bank about Popcorn machine. Frank Include dates in member letter June 16 Swim Team (Ara Duszak) Event Ara reported that there are 136 registered swimmers from 78 families. Up from last year. First Swim meet (Away) is Wednesday 6/13. First Home swim meet June 28 th. Pool closes at 4pm. Clubhouse not available to rent 3 P age

4 Tennis (Rita Buxbaum) Vote Vote Events Events online tennis court reservation system has gone live. Website has been updated and members notified. Trash cans will return to the courts but under the awning to keep out water. Players are asked to empty trash if cans are full. Guards are supposed to empty them. BOD approved $ to purchase 3 replacement water squeegees to dry the courts (in budget) Postpone purchase of 4 new benches (In budget) Cracks repaired last fall as a part of the resurfacing project have returned. Returning cracks not guaranteed but need to be repaired to prevent further erosion and cracking. Lower court net needs to be replaced and height adjusted. Wind screen torn on lower court near baby pool. Two family Member tennis events have been scheduled. Friday June 23 rd and Friday July 28 th. The Clubhouse will be needed on these dates. Attendees asked to bring an appetizer, BYOB. Another in the fall TBD Summer No apologies Tennis begins on Tuesday June 20 th and continues weekly until end of August. We will start play at 7:30 pm with however many show up. Bring an adult beverage to enjoy. There are no trophies, ribbons or winners - the goal is to have fun (i.e., no need to apologize for bad shots) and to help those new to tennis to get comfortable playing. If you know of anyone else who might be interested, Geneva at genevabriggs@comcast.net Rita/ Post upcoming events on web site and send to membership. Geneva Rita Get cost estimates to fill in cracks- will send out to BOD for approval Rita To purchase cans of tennis balls and soda for CSTC sponsored tennis outings. Rita/Frank Duct tape torn screen until it can be replaced Frank Include dates in member letter June 16 Treasurer (Ara Duszak) Revenues are up at this time of year, Expenses are within budget even with non-budgeted capital expenses required for pool. See attached financial stmt. Still expecting a net loss at the end of the year due to planned operational expenses. 4 P age

5 Ara financial report and give to Geneva to post on the website attached to the BOD Minutes Business Capital Reserve Study (Rita Buxbaum) Rita stated the study should be completed by mid August (depending on her schedule) and Rita to present results and recommendations to board when completed at September/October BOD meeting. Again, thanks to Rita and her husband for doing this important work pro bono. Insurance Audit (Frank Gilg) Frank presented recommendations from the insurance audit that occurred in early May. These are recommended not mandatory. Installing hard wired smoke detectors connected to an alarm service. Currently we have no smoke alarms. Hang fire extinguisher in visible easy to reach location in kitchen. Hire a service to inspect fire extinguishers and AED machine on an annual basis with visible inspection logs. Obtain certificates of insurance for all contractors doing work on the premises before they do any work and keep in clubhouse. Verbal recommendations included periodically filling in ground under swing sets and slides. Recommended installing keyless lock entry system on the rear door near kitchen off the deck. Karen Contract electrician to install smoke detector and hang fire extinguishers. Contact local fire department for annual inspections. Karen Hire handyman to install keyless entry lock on rear door similar to the one on the front door. Ara Create files for each contractor and keep certificates of insurance. June All Each BOD member who hires a contractor is responsible for obtaining Certificates of Insurance prior to work beginning and give to Ara. June/July 5 P age

6 Frank To respond to the Insurance company BOD Positions for 2018 To discuss Open positions at the end of the year are Treasurer, Membership and Secretary. Timing of recruiting efforts, free membership for incoming BOD members, interviews of nominees. All In preparation for incoming BOD s- update position descriptions, provide list of duties, responsibilities and processes for incoming positions. Do we have a list of skills required i.e quickbooks experience? Membership software experience? Mid July No updates for Website, Members, or Community Outreach to report. Respectfully submitted and approved, Geneva Briggs, Secretary Frank Gilg, President 6 P age