Minutes of December 2010 Board Meeting
FIELDS CLUB BOARD MEETING MINUTES
December 14, 2010
Attending Board Members: Russ Little, Deanna Oster, Bob McGregor, Mike Emery, Shahin Razavi, Bill Kent.
Contractors attending: Rhonda Ross, Dawn Muchow, Jeff Weaver, Steve Pavik, Bill Anderson.
● Upcoming Board Meeting Dates
▪ Tuesday, January 11, 201
▪ Tuesday, February 8, 2011
GENERAL ITEMS
● The terms of the contract with ACE Academy were approved.
● A discussion was held regarding the revising of the Club’s contract with Bill Anderson.
● New procedures for marketing the Club to potential members was discussed.
● The bill to American Leak Detection was negotiated and approved to be paid at a reduced amount.
● A letter to homeowners will be added to marketing program for 2011 detailing the Club’s value to all homes.
● More efforts will be made to utilize the Club’s agreement with River Pines Golf to boost interest and revenue for the Club.
● A discussion was held regarding whether the Club should ask the swim team and/or the Norcross Foundation to help with the expense of the new electrical outlets at the Riverfield pool.
● Amberfield HOA has agreed to sponsor some events of 2011.
● The use of the heaters at the tennis courts was discussed. The cost of running the heaters will be more than expected. A discussion was held regarding whether the Club should ask teams to contribute to the costs of running the heaters.
● The Club decided that based on responses of the members and other factors, the Club is not interested in developing the property located along the River for home sites. The area is too valuable to the Club as it stands today.
● Due to the problems recently with the Club’s bank, Dawn will continue to explore other options and a banking change will be made soon.
BUDGET
● A discussion was had regarding how to budget for next year. It was agreed that a conservative budget was in order due to the likelihood of continued attrition. In 2010 the Club lost 41 members and gained 20 new members.
● The 2011 budget will be ready by the end of the year.
● November Budget highlights:
▪ Total revenue was $3000 favorable to budget (new member, raffle fundraiser and dues and initiation fees).
▪ Total expenses were $400 favorable to budget (administrative expenses, marketing expenses, social events, pools, tennis and utilities).
▪ We are currently forecasting a 2010 net income of $41,168.
CONTRACTOR REPORTS
MEMBERSHIP/MARKETING REPORT
Membership
● Current count of member homes is 390 (one new member this month).
● There are 19 homes for sale in the neighborhoods (Amberfield 15, Riverfield 1, Linfield 3).
● Rhonda is finalizing a new membership packet for prospective members as well as a new marketing plan for 2011.
Newsletter
● Positive response from new format.
● Will start trying to get more member input for articles.
SOCIAL REPORT
Facility Rentals
● Clubhouse – 1 (2 by end of year and 3 in January)
Completed Social Events
● December 2-3 Holiday Boutique. Great success as always.
● December 5 Holiday Party. Over 100 people attended.
Up-Coming Social Events
● January 22 Bingo night.
● February – working on Bunko night and women’s fitness event.
PROPERTY MANAGER REPORT
Actions Taken
● Velcro replaced on post pads at sport court.
● Many lot lights replaced in Amberfield parking lot.
● Non working right repaired at middle Amberfield path.
● Timer replaced at Amberfield pavilion.
● Damaged tree removed at Amberfield entrance.
● Planks replaced on bridge to Riverfield playground.
● Net ties replaced at lower Amberfield courts.
● Holiday decorations put in clubhouse.
● Bathrooms winterized.
● Propane heaters installed and secured at Amberfield and Riverfield courts.
Actions in Progress
● Touch up painting at all locations.
● Rotten wood replacement at lower Amberfield hut and Riverfield hut.
● Update Riverfield pool bathrooms.
● Electrical needs for spring event.
Actions Needed Now
● Winterize pump mechanicals at Riverfield well pump.
TENNIS REPORT
Jeff Weaver
● Jeff provided a check to the Club which represented Ace’s fees for October, as well as non-member fees.
● Ace will schedule two tournaments next year, spring and fall.
● The new contact terms for ACE were agreed upon. A new contact will be signed as soon as possible.
Bill Anderson
● Bill provided a check for non-member and November fees.
● Bill presented a draft of his proposed new rules for the tennis programs as well as his goals and business plan for 2011.