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Gregory Manor Swim Club Annual Member Meeting Sunday March 30th, 2:00PM – 4:00PM King Street...

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gory Manor Swim Club Annual Member Meet Sunday March 30th , 2:00PM – 4:00PM King Street United Church of Christ - Downstairs
Transcript

Gregory Manor Swim Club Annual Member Meeting

Sunday March 30th , 2:00PM – 4:00PMKing Street United Church of Christ - Downstairs

Agenda• President’s Welcome, Introduction of the Current Board, and Review

– Annual Overview, Property Highlights

• Introduction of 2014 & Board Position Reviews – Vice President Update – Property Operations & Present Potential Upcoming Projects– Lifeguard Chair Update – Treasurer Update – Current Financials, Proposed 2014 Budget, By-Law Change– Social Chair Update– Guest Fee Chair Update– Membership & Guest List Update

• Proposed By-Law & Rule Changes, Discussion & Voting• New Business / Motions for Discussion – Dr. Schleider• Pool Opening Date – Friday May 23, Pool Set-up Date Saturday May 17th

• 2014 Fall Membership Meeting Date – Sunday, October 12th

– Elections for Board Positions 2015 Season– Presentation of 2015 budgets, 2014 season review & financial update

• Q&A

2014 GMSC Board Introduction

• 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

What a Difference Another Year Makes!

• Another Great Pool Season with lots of continued Improvements• New Electrical Box & Industrial Gable Fan• New Elevated Lifeguard Chairs• New Pool Vacuum – Aquabot• New Efficient Water Heater – Shower & Bathroom Improvements• New Full Size Refrigerator and Microwave• Deck & Poolhouse re-painted, water fountain removed, new bathroom mats• Shallow End Lights, Gate Light & Address Sign, Keys Replaced & Gates Fixed• New Website – http://www.gregorymanorswimclub.com

• Finances • Came in under budget versus plan again – 3 years in a row!• Club Self Financed over 70% of Pool Improvements again• Maintained Cash Flow Targets, new rules regarding late payments• 4-Pay plan required too many reminders – 2 Payments in 2014 (for those who qualify)

• New Members• We welcome 7 new Families to our Club this season (3 during 2013 season + 4 NEW)• Over the past 3 years, 30% of our membership are new Families• Back to a Waiting List!

• Big Thanks to the GMSC Board – Collaboration & Cooperation

3 Year Improvements

• Over $55,000 has been used to improve / repair our Club Grounds

• Member Assessments have totaled $350 over that 3 year period (or $26,250 in total)

• Club Finances have paid the balances while maintaining cash flow target, and no equity line balance owed.

Our Ongoing Improvement Efforts

• 2010 Reserve Study Results & Other Improvements Needed / Proposals• Kiddie Pool Continued Issues – Survey Results to Remove Kiddie Pool• Pool Heater Replacement– Pool Patio Deck Replacement & Repair– Pool Pump– Propane flex line to new Propane Grill / Grilling area

• Overall Goal – to Self-Finance and or Minimize Assessments• $14,425 currently in GMSC Reserve Fund ($50 per Family for 3 yrs

PLUS new member initiation & late payment fees)• Board Recommends to keep dues the same, but still need for small

assessment to address improvements – total $700 ($600 dues, $50 reserve, $50 assessment)– Based on Improvement Voting & Finances

Recent Survey Results• 55 Members Responded to our 2013 Survey• Clear Majority of Responses Happy with Improvements, and that

the Board is protecting the value of their Bond.• Clear Majority also pleased with the current annual dues and fees,

and comfortable with future assessments of $50 - $100 (20% not)• 60% of Membership in favor of moving from a Quarterly Payment

Plan to a 2-Pay Plan. Addressed and Approved at Fall 2013 meeting• 80% of Membership recommending removal of kiddie pool.

– Can use temporary Wading Pools for kids – Club will Purchase.

• Over half do not want fire pit to replace kiddie pool.• 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 Update / Proposal• All Contracted Services again put out to Bid

• Open Air Pavillion Project Proposal:– 3-5 year Plan– Shaded Area & New Grilling Area

• Kiddie Pool Removal – Issues / Survey Results– Will address with Kids Plastic Wading pools

• Based on new proposal, initial recommendation is for the 2014 assessment to be $50

GMSC Board Improvement Proposal

Additional Map

Financing of 2014 Improvements

• $8,400 Budget– Less $3,750 2014 assessment (covers 45% of expense)

• $4,650 Balance to Cover– Propose $925 from Initiation & Late Fees from 2013– $3,725 Balance to be covered from Operating Expenses– Short-term use of credit line (if needed).

Lifeguard Chair Update

• New Lifeguard Chairs – worked extremely well

• Lifeguard Protocols Adopted & Accepted (4 hr Shifts)

• 5 Lifeguards Hired for 2014 Season – 3 returning, 2 new

• Guards on Duty only when School is not in session

• Shifts will start at 10:30am, On-duty @ 11:00am

• Lifeguard Uniforms will be required (GMSC subsidizes)

Treasurer's Update

• 2014 Pool Season Budget = $46,700– Spending Projected to be slightly under budget again

• Start of Year Balances:– $4,709 Operating Cash (Meets our 10% of Budget Goal)– $14,425 Reserve Fund *– $0 Balance in Line of Equity Account ($25,000)

• Proposal $700 per family ($600 dues, $50 reserve, $50 improvement assessment)– 2 Pay Plan Bills $350 Due by April 30 (for those who qualify)– Last payment of $350 Due by July 31– Bills to go out this week

2014 Pool Season Dues Proposal

Social Chair Update

• GMSC Board Planned Parties were a Success!

• In 2013, Pool Parties were much lower than 2012 - $450 less in revenue.

• Gas Grill Shut off / Refrigerator cleanliness / Propane Tanks Stolen

• Location of Grill Needs to be Moved – Addressing with improvements.

• Improvements to include an additional Grill

Guest Fee Update

• Issues improving with Members not consistently signing in themselves or their Guests. – Future Warning Letters – Lifeguards at Breaks – procedure - Bullhorn

• 415 Registered Guests in 2013, down from 740 in 2012– Weather Related– Not Signing In Guests

• All 2013 Guest fees have been reconciled and billed to membership– $1,203 Generated in Revenue from Guest Fees in 2013– $393 Less in Revenue from 2012– Elected Board Members do not pay guest fees

• Proposal to raise guest fees to $4.00 per person

Membership Chair Update

• No Bonds currently for sale

• Removed Waitlist

• Recent average bond selling price dropped slightly to $4,300

• 5 New Families joining in off-season:

– Dube’s, Keefe’s, Mitchell’s, and Ceppos’, Lenz’s

• Website – Printable Brochure Available + All Information

Proposed By-Law & Rule Changes

New By-Law Proposal: Proposal to Add a New Section.

• Article VII Membership: Section 3 to read “A Family Membership may not be sublet or rented to a non-bonded member”.

Discussion & Voting

New Rule Proposal: Disclosure of Membership Information to other members

• Had a recent request from a member for the names, personal emails, addresses, & phone numbers of our membership to be emailed or sent to him.

• While a “membership list” is posted and available in our Office, the board is against distributing member personal information to other members or any 3rd parties.

• New rule proposal discussion & voting

New Business / Issues / Q&A

• Dr. Mark Schleider Issue Discussion:

1. I propose that 30 days notice of Board meetings be given in addition to the notice of general meetings. Any member is entitled to attend board meetings.

2. Any member family that signs a statement indicating that they will not be using the pool facilities for the season, will be responsible for only 1/2 of the dues for that season. (REQUIRES BY-LAW CHANGE)

3. New rules can be passed only by vote of the full membership and not by Board vote alone. (REQUIRES BY-LAW CHANGE)

4. Email voting shall be allowed as attendance at general meetings is generally very sparse. (REQUIRES BY-LAW CHANGE)

5. Provision for proxy voting be made as this has not been the practice in the past. IN PLACE – NO NEED FOR PROXY VOTING WHEN QUORUM IS PRESENT.

6. Full disclosure of all vendors be made to the membership at the general meetings and/or by email along with relevant payments made to said vendors.

7. Board meeting minutes be distributed to all members no later than 30 days after said meeting has been held. (HAS BEEN IN PLACE FOR THE LAST 3+ YEARS – ALWAYS AVAILABLE ON THE GMSC WEBSITE)

Proposed Fall 2014 & GMSC Board Meetings

• Sunday October 12th, 2014 – King Street Church

• 2014 Pool Season Opening Date – Friday May 23rd

• Pool Set-up Day, Saturday May 17th

• GMSC Board meets at least once a month during pool season. Schedule and dates are determined by majority of GMSC board members being available.

• Membership is always welcome to attend

THANKS!

• www.gregorymanorswimclub.com


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