Draft 2012 Annual Membership Meeting Minutes

March 29, 2012

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Called to order: 6:31 PM
Facilitated by: Kellie Jenkins
Held at: Richland Public Library, Gallery Room

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The meeting was called to order by outgoing President Donna Glass and a quorum of members was present. Minutes from the 2011 Annual Membership meeting were distributed and approved.

Treasurers Report

Doug Teachout presented highlights from the 2011 swim season and reviewed the proposed budget for 2012.

2011 Budget Highlights

• Declining membership resulted in a $5,000 budget deficit and required the board to cash in one of the CDs to pay its bills in 2011
• Anticipate additional loss of members in 2012
• 2011 costs required that we seal the parking lot and included other maintenance costs.

2012 Budget Highlights

• Increase in dues required to cover costs and rebuild our reserves
• Board members will also pay dues
• The underground sprinkler system cannot be patched any longer. The Board proposes replacing it with above ground drip irrigation
• Bath house roof maintenance that will need to be put on hold for 2012. The bath-house cedar roof needs to be repaired or completely replaced but the funds are not in the budget to do that. The Board was asked if there is an insurance advantage for putting on a composite roof. We will have to look into that.
• Lifeguard hours will be reduced. There will be no morning lifeguards and other hours may be curtailed
• This year we need to replace the solar cover that has not been factored into the 2012 budget because we do not have an estimated cost

The budget for 2012 was reviewed, discussed, and passed by the membership.

President's Report

Karen Buxton discussed the results of the membership survey.

Kellie Jenkins talked about changing the rules about who can come to the pool unsupervised. In order to limit pool liability in view of reduced lifeguard hours, the Board proposes changing the age of unsupervised swimmers to 18 and above. Anyone 17 and under would have to be accompanied by an adult if they want to swim during unguarded hours. Historically, pool vandalism has most often been committed by pool members and guests aged 14-17. Members discussed raising the age of unsupervised swimmers to 18 and agreed that it was a good idea. Kathy Arnzen asked if lifeguards would have to be 18 and Donna Glass explained that lifeguards who are 16 and 17 have lifesaving training and for that reason are qualified to supervise swimmers.

Forming an LLC was discussed as an option for limiting personal liability of members who are also owners of the pool. This would require hiring an attorney and those costs have not been assessed. We are not aware of any pool members who are attorneys who may be interested in providing legal counsel.

There was additional discussion about eliminating work party credits. Currently members earn a $75 work credit for 4 hours of work. The pool board can hire help at $10.00 an hour and save money.

Mrs. Kay Fox said work parties are a community building activity and President Kellie Jenkins said that the pool board would continue to sponsor Potlucks for community building. Christine McKinnon recommended that we ask for volunteers from the membership to help open and close the pool before hiring help.

Landscaping was discussed and Xeriscaping was recommended for the pool. Washington State University has a professor who has expertise in this area. Removal of the current landscaping is not without cost. All of the Pool Board members work or go to school full-time and do not have an abundance of time to devote to the pool landscaping. The pool does not have funding to hire landscapers.

Returning Board Members
President, Kellie Jenkins
Secretary, Karen Buxton
Pool Manager, David Holmberg

Board Elections
President Donna Glass asked for a motion to affirm the ballot. It was moved and approved. Incoming board members:
President Elect, Donna Glass
Treasurer, Roger Mann
Junior Pool Manager, Ryan Fox

Important Dates
Pool Keys Available: May 19 8:00 am-12:00 noon and May 26 1:00-3:00 pm
Dues payment with no late fee: June 9, 2012

Open Forum
Bob Lewis suggested looking at the costs to make flyers. Christine McKinnon and Bob Lewis agreed to join the ad-hoc committee.

Ad-hoc committee members:
Ken Buxton
Brad Jenkins
Jan Stephan
Bob Lewis
Christine McKinnon

Meeting Adjourned at 7:40 PM

2012 Annual Membership Meeting

The Annual Membership Meeting is scheduled for 6:30 PM, Thursday March 29, at the Richland Public Library Gallery Room. Please plan to attend.

The membership elects Board Members at each annual meeting. The treasurer's position for the 2012-2013 swim seasons remains open. Please contact a board member and volunteer to serve.

Pool membership is shrinking and maintenance requirements increase as the pool ages. Dues have remained stable for the past five year but the board has been forced to raise them this year. We will discuss these important issues, share results of the membership survey, and review projects and events from the past year with members.

Your participation is important. Please join us at the meeting.

Membership Survey

In preparation for the annual membership meeting tentatively scheduled for March 22, 2012, the board is sponsoring a survey. Please take 5 minutes to complete the survey. The 2012 board and the Northview Swim Club membership are faced with some important decisions for the upcoming season. Share your opinions about pool operations by completing the survey before January 29. Survey results will be shared at the membership meeting.

If you did not receive the survey link, contact Karen Buxton, 375-3140 or northview.swimclub[at]gmail.com, and the link will be provided to you.

Draft 2011 Annual Membership Meeting Minutes

Northview Swim Club Annual Membership Meeting

March 24, 2011

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Called to Order: 7:10 PM
Facilitated by: Donna Glass
Held at: Richland Public Library, Gallery Room

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Minutes

The meeting was called to order by outgoing President Ardis Rukavina and a quorum of members was present.

Minutes from the 2010 Annual Membership meeting were distributed and approved.

Treasurers Report -- Doug Teachout presented highlights from the 2010 swim season and reviewed the proposed budget for 2011.

2010 Budget Highlights

• The pool board purchased QuickBooks and has begun using it for pool business including payroll.


• The bank account was moved from Yakima Federal to Banner Bank because Banner provides online tools compatible with QuickBooks. The tools make bookkeeping more efficient.


• Certificates of Deposit at Yakima Federal were closed and three were opened at Banner Bank with maturity dates of three months, six months, and twelve months.

2011 Budget

• Revenue projections for 2011 are based on the following assumptions: 1) One third of members will pay dues early to take advantage of the $300 early discount. 2) Two thirds of members will pay dues of $325


• Payroll costs include a forecast of lifeguard hours for the 2011 swim season.


• L&I Taxes are budgeted for an increase


• $2,500 allocated for pool improvements, primarily landscaping and plumbing


• Work crew allocations were scaled back by 1 person


• The budget reflects a projected deficit this year of roughly $1,500.

Budget Discussion

Marty Artzen asked if the pool improvements budget spent in 2010 included fixing the plumbing in bath house. That repair is scheduled for the 2011 budget because once the pool was closed and the water turned off, plumbers were unable to come out and make the repairs. The board will have the water turned on in April and get the repairs made before the pool opens the end of May.

Kellie Jenkins explained that pool improvement money for 2010 was spent on landscaping because it needed to be done. Landscaping was discussed at previous Annual Membership meetings. In 2010 the board had a hired a contractor to come in and clean things up. In addition to landscaping the underground sprinkler system is failing and the parking lot needs attention. The 2011 budget was approved.

Work Credits – first work party on May 14th. If you are not contacted by Simone, then you will not get a work credit. You are welcome to help get the pool ready but you won’t get a work credit.

Projects--Plumbing will be done after the water is turned on. We will get some estimates and have it done before the pool opens. Kellie Jenkins asked for recommendations for plumbers to do the work.

Returning Board Members

• President, Donna Glass


• Treasurer, Doug Teachout


• Pool Manager, Dor Collado

Board Elections

President Donna Glass asked for a motion to affirmation of the ballot. It was moved and approved. Incoming board members:

• President Elect, Simone Wong


• Secretary, Karen Buxton


• Jr. Pool Manager, Kellie Jenkins

Important Dates

• Discounted Dues Payment: March 24.


• Dues received after March 24th are $325.


• Opening Work Parties: May 14 & May 21 (If needed). There will be at least one work party on May 14th. A May 21st work party will be formed only if needed.


• Pool Opens: May 28 Pool


• Keys Available: May 21 8:00 am-12:00 noon and May 28 1:00 pm-3:00 pm


• Dues payment with no late fee: June 7. A 10% late fee is assessed to members who pay dues after June 7th.

Open Forum

Karen Walton asked that lifeguards be given the authority to tell couples who are too close or behaving inappropriately to either stop or leave the pool. Kellie Jenkins agreed that lifeguards need to be assertive with their peers at the pool and will incorporate more assertiveness training into lifeguard instruction. She said they would also be reminded not to use cell phones while on duty or visit with friends who are at the pool instead of giving their attention to swimmers.

Ken Buxton asked about forming an ad hoc committee for pool maintenance to make recommendations and assign priorities for work that needs to be done on pool property. This might include contacting plumbers or other contractors for bids, checking on city codes, and other maintenance or repair tasks.

An ad hoc pool maintenance committee was formed and includes the following pool members:
Ken Buxton
Brad Jenkins
Jan Stephan

Meeting Adjourned at 7:46 PM

Annual Meeting Date & Time

The date, time, and place of the upcoming Annual Membership Meeting have been confirmed.

Date: Thursday, March 24, 2011
Place: Richland Public Library, Conference Rooms A&B,
Time: 7:00-8:00 PM

I hope to see you there.

Karen Buxton
Secretary, Northview Swim Club

2011 Northview Swim Club Board Positions

The annual membership meeting isn't until February or March so it may seem early to be thinking about running for a pool board position. In fact, the pool needs engaged and interested members to serve on the board. I urge to begin thinking about how your contribution to the Northview Swim Club Pool Board can improve the neighborhood and community and insure the future of a fun and safe place for you, your family, and your neighbors to exercise, meet, and play.

Positions for 2011

PRESIDENT-ELECT
The President-elect shall assume the responsibilities of the President in his/her absence or incapacitation and be responsible for pool opening and closing in accordance with the schedule approved by the Board of Directors. The President-elect will assist pool managers to assure appropriate pool maintenance and operation throughout the pool season.

In addition, the President-elect also has responsibility for organizing and hosting potlucks during the swim season.

SECRETARY
The secretary shall be responsible for maintaining the records of the Club; preparing and distributing minutes of meetings of the Board of Directors and of the Membership; maintaining an up to date roster of members; preparing and issuing membership certificates; correspondence of the Club, including preparation and distribution of notices of meetings and the Annual Letter of the President. The Secretary will, at the direction of the Treasurer, collect fees and dues from members and issue pool keys. The Secretary will assist the President with ballot preparation, publish the member’s handbook annually, and circulation of monthly electronic newsletters.

JR. POOL MANAGER
The Pool Managers shall be responsible for pool maintenance and operations, and ensuring the safe operation of the pool, including hiring and scheduling of lifeguards, pool assistants, and other operating staff, as authorized by the Board of Directors; ensuring that the pool operations are conducted in full accord with applicable laws and regulations; performance or oversight of the performance of such activities as pool chlorination, maintaining proper pool temperature and water chemistry, and enforcement of pool rules and maintenance of signage and of the parking lot and grounds. Pool Managers will assist the President-elect with pool opening and closing as necessary. Specific duties will be assigned to each manager.

DRAFT Minutes from the 2010 Annual Membership Meeting

February 23, 2010

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Called to Order: 6:35 PM
Facilitated by: Ardis Rukavina
Held at: Richland Public Library, Gallery Room
Adjourned: 7:20 PM

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The meeting was called to order and a quorum was established.

Minutes from the 2009 meeting were distributed and approved.

Treasurers Report:
Angie Rhyne – Outgoing Treasurer
The prior year (2009) statement of financial position was presented and discussed.
Note worthy items:

• The pool began the year with approximately $2,600 in the checking account and ended 2009 with $6,600. There are also two CDs worth approximately $10,400.


• Utilities came in under budget because the pool had anticipated an increase in natural gas prices when the price actually was less; also the City of Richland utilities were substantially less than expected due to turning off utilities for most of the year.


• $600.00 was budgeted for landscaping but when the board solicited estimates from landscaping firms they far exceeded what was in the budget.

The 2010 budget was presented and discussed.
Noteworthy items:

• $2,500 has been set aside to purchase a CD for the pool.


• $2,300 has been budgeted for pool improvements.


• The payroll budget has increased because lifeguard hours will be added from 10:00 am-12:00 noon Monday-Saturday for the 2010 season.


• The board purchased Quickbooks upon the recommendation of auditors.
  The 2010 budget was approved by the assembled members.

Plans and Projects
The board will have to take a phased approach to making safety improvements, repairing the gazebo, and attending to the landscaping. The board is interested in hearing from the membership about possible landscaping options. Trees and other vegetation are overgrown and they drop leaves and other debris into both the pool and the wading pool. It is a mess to clean out of the pool and is affecting pumps and pool systems. In addition the sprinkler system must be updated and the parking lot is in need of repairs.

Marty Arntzen mentioned that pool system schematics are in the pump room and will come in handy for these projects.

Board Elections
The following members were newly elected to the board and will serve during the 2010 and 2011 seasons.

• President Elect – Donna Glass


• Junior Pool Manager – Dor Collado


• Treasurer – Doug Teachout

These new officers join returning board members

• Ardis Rukavina – President


• Karen Buxton – Secretary


• Kellie Jenkins – Pool Manager

Important Dates
Pool keys: Keys may be picked up at the following dates and times:

• May 22, 9:00 AM-12:00 noon


• May 29, 1:00 PM-3:00 PM

Pool opens: May 29
Membership dues payment with no late fee: June 7

Closing Remarks
Outgoing president Diane Turney encouraged members to attend at least one of the potlucks held during the summer.

Outgoing pool manager Michelle Smith asked former board members to return their master keys.

Outgoing treasurer Angie Rhyne went through the treasurer archives in order to dispose of old records that no longer needed to be kept. She discovered that records 1996-2002 are missing. If a past board member has any of these, please return them to current treasurer Doug Teachout.

Meeting Adjourned.

Why I Choose to Serve on the Northview Swim Club Pool Board

The annual membership meeting is coming up on February 23rd and we will be electing three new pool board members for two year terms. Last year when Kellie Jenkins called and asked me to serve I had to think about that decision. I have been a member of the club for 10 years. My husband served as pool manager but I hadn’t done my part to personally invest in a neighborhood resource that I enjoy so much.

Of course, my membership dues are waived for the two years that I serve but there are other benefits to participating in pool management. As a lap swimmer I tend to see the same folks each time I swim so in addition to experiencing a new sense of ownership for the pool, I have met many more of my neighbors. My service gives me an opportunity to give back to my community and help shape the future of an attraction that I want to see managed well. I appreciate how much pool board members before me have invested in providing neighborhood families with an excellent place to exercise and relax. I wanted to be part of that tradition.

Karen Buxton
Secretary, Northview Swim Club