Minutes of March 2011 Board Meeting
FIELDS CLUB BOARD MEETING MINUTES
March 8, 2011
Attending Board Members: Russ Little, Deanna Oster, Bob McGregor, Mike Emery, Shahin Razavi, Bill Kent.
Contractors attending: Jeff Weaver, Rhonda Ross, Dawn Mochow, Bill Anderson
Upcoming Board Meeting Dates
- Tuesday, April 12, 2011
- Tuesday, May 10, 2011
GENERAL ITEMS
- Discussion around allowing non-member swim team participant – the idea was voted down in favor of recruiting more swimmers from our own membership.
- Discussion on pet control around Fields properties and compliance with the country ordinance for controlling pets – either via a leash or voice command. Note to be sent to the membership about this issue and cleaning after your pet.
- A discussion on how the membership can start a practice of random membership check when the pool opens.
- Plan for new light systems in compliance with recommendations made with regards to security – using energy-efficient, dusk-to-dawn light bulbs and motion sensing spot lights.
- Consideration of a proposal to redoing the master keys due to recent security issues.
SECURITY (Bob Ballaugh)
- Current Assessment: No cameras at Riverfield! Amberfiled has 9 cameras on the upper Amberfield (pool, playground, driveway & courts 1&2) and middle Amberfield & Lower Amberfield has 4 IR cameras that are connected to the DVR in the restroom/tennis locker shed.
- 4 vendors were contacted (one is the current vendor that produces the keys for the Fields Club). The proposal is to have 4 cameras for Riverfield. Replace the cameras around the pavilion and remove the camera from courts 3&4. Lower Amberfield, adjust the viewing angle to cover the driveway.
- Also, recommendation to provide more lighting (motion sensor light) and specially cameras at Riverfield.
BUDGET
- January Budget highlights: Net Profit was $92,693 which was $19.1K favorable to budget ($17.3 over budgeted figures), as follows:
- February Total Revenue was $108,389 which was $18.9K favorable to budget.
- February Total Expenses were $15,696, which was $.2K favorable to budget.
- 3 of the capital projects completed at a cost lower than budgeted – total of $680 below plan.
CONTRACTOR REPORTS
MEMBERSHIP/MARKETING REPORT
Membership
- As of 3/7/11 we have 231 members that have renewed. Swim team registration is Sunday where we should get quite a few more. Five of these are brand new members! I have delivered information to four more potential new members this week. The golf program is not getting a good response.
- There are 14 homes for sale in the neighborhoods (Amberfield 10, Riverfield 2, Linfield 2).
Newsletter
- April/May newsletter is in progress. Please submit any information by 3/21/11.
Marketing
- Letters will go out to all resident non-members early next week. I am updating the flyer that was printed last year that will be included. A similar letter will go out to Fox Hill, Avala and The Reserve.
SOCIAL REPORT
Facility Rentals
Clubhouse – 1
Completed Events
- Feb. 18 – Men’s Poker – postponed due to lack of response
- Feb. 19 – Sport Equipment Sale – small turnout
- Feb. 22 – Ladies Bunko – small crowd but fun
Upcoming Events
- March 11 – Wii Tennis Tournament – pizza and drinks for sale
- March 13 – swim team registration
- March 25 – Family Movie Night in clubhouse
- April 13 – swim team registration
- April 14 – Ladies Night w/Lisa Culling – nutrition, exercise, etc. for over 40.
- April 17 – Easter Egg Hunt w/Tanner Photos?
- April 29 – Norcross Gala
- May 6-7 – Member-Guest Tennis Tournament
- May 21 – Pool Grand Opening Party – Live music, food, etc.
- May 26 – End of school pool party – popsicles, music
- May 30 – Memorial Day BBQ and Tennis Round Robin
PROPERTY MANAGER REPORT
Actions Taken
- Fixed non working heater, River tennis trailer.
- Replaced vandalized door pull and removed muddy hand prints, Amberfield pavilion.
- Rehab of River tennis hut. New doors, rotten wood replacement, fallen tree on roof removed, roof shingles replaced, the works.
- Broken ceiling fan blades repaired, Amberfield pavilion.
Actions in progress:
- New diving stand install, River.
- Repair of bottom of chain link fences, tennis courts.
- Final wiring for Spring gala outlets on fence, River pool.
- River pool bathroom update.
- Touch-up painting, all locations. Really.
- Rotten wood replacement, lower Amberfield hut.
Actions needed:
- New Master lock. Nine locations.
- New water line at Amber pavilion. See above. 4 quotes ranging from $2,500 to $6,000 to replace the entire line from the meter to the pavilion. This line had issues for the past few years and seems to have issues corrosion of copper pipes.
- New light timer for pavilion lights. Needs to be replaced.
TENNIS REPORT
Jeff Weaver
- Tournament is coming up this weekend with 65 players – initially looked for 16 for each draw (total of 160). Jeff will know better about court usage by tomorrow and will release courts as it gets closer to the weekend.
- Jeff will check the list for Resident Non-members to ensure compliance with the Fields Club policies.
Bill Anderson
- All windscreens are up at Amberfield.
- Potential resurfacing of courts 1-4 Riverfield in May
- Bathroom cleaning contract was negotiated for $50/day – Twice a week
- Additional light repair was done over the past two weeks.
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