Sideburn Run Recreation Association s1

1. SIDEBURN RUN RECREATION ASSOCIATION 2. Board of Directors Meeting Minutes for the September 15, 2011 meeting

I. Call to order Mr. Greg Schuler as President called to order the regular meeting of the SRRA Board at 7:42 P.M. on Thursday evening, September 15th at the Deppe residence. The agenda was provided previously via email.

II. Roll call The following Board members were present: Greg Schuler, John Biskaduros, George Genge, Scott Flory, Marilyn Deppe, and Margaret Pontzer. Victoria Fisher arrived a bit later. Danielle Furlich, Linda Shilts, Mike Summersgill, and Pat Soto were unable to attend.

III. Approval of minutes from last meeting The draft minutes from July 14th had been previously distributed via email for review and comment. Motion was made to approve the minutes as written, and were approved by the Board.

IV. Old Business 1. Operating Rules were discussed, Scott highlighted some of the recommended changes from Renata McHugh. Scott took an action to resend current draft changes to the Board for review (action 1). George will check on Fairfax County rules as well as those set out by NVPools (action 2). 2. Membership verification methods were strategized, based on perceptions of lost income due to lack of consistency while checking in at the guard house. Methods discussed included photo id’s (which have been used in the past) and scanner systems. Marilyn indicated that we have received $3714 in guest fees this year, so any substantial monetary investment may not be prudent. No further discussion.

V. New Business 1. Guard bonuses have not been sent yet this year; all agreed they should be a reward for performance and not automatic. The sense was that we had average guards this year but better management (from Carl). Issuance of final guard bonuses was tabled until the current financial status is determined. George took the action to contact Sara at NV for a list of final hours (action 3). 2. Several new move-ins expressed interest in membership near the end of the season. After some discussion, it was pointed out that the procedures are well defined in the Operating Rules with no prorated dues for summer members and prorations for bond members. We should stick to the rules. 3. Member updates:  Activities: (not present)  Treasurer: Marilyn distributed the P&L and current Balance Sheet, showing that we had over-budgeted for summer memberships. We were up approximately $11k in bond members but down from our budget by $6k for summer members (including the 10 GMU discounted memberships). Action was taken for Marilyn and Victoria to resolve any differences in the books (action 4). George will check with NVPools to see what bills are still pending (action 5). Greg requested that Marilyn review last year’s end of season bills to prepare for anything upcoming (action 6). Finally, Marilyn reported that the accountants have submitted the tax info for this season (which is member dependent)  Operations: George handed out copies of the agreement between SRRA and NVPools. He reported that the deep end was not dirty this year but that was the white coat which is peeling. We then discussed the American Disabilities Act (ADA) which is scheduled to take affect this year, which will require either a lift with steps or two lifts; adjustments to the baby pool would also be required. A County Supervisor meeting is pending to discuss this and impacts to many of the local pools. A steps and lift combo would be about $13.5k and $7.5k, respectively. A rough estimate for the white coat is about $41k which should last about 10 years (last done in 2001). Margaret indicated that the members at Cardinal Hill in Vienna were charged an assessment to cover capital improvements; we should keep that open as an option. Greg reminded all that we still need a long-term plan but that we need to start saving $10k/yr. George will meet with Bill Dean at the pool next week. (action 7) George will check hours charged by the lifeguards. Finally, George relayed for Mike that he will take the speakers down in the pavilion for the season, and plans to conduct a “leaf-raking party” in early December.  Membership: Victoria announced that Britt Courtney passed suddenly, Board agreed to add information to the website and take down the Jenn Dills notice. Victoria will contact Ms Ernst for additional info (action 8). Letters were sent to 24 bond members; 27 bonds were redeemed this year. She confirmed that we should continue our policy of no summer pro-rated fees and no summer payment plans. The Board agreed that for bond member payment plans we should not accept less than $100 per month and account should be closed out by end of December. We need to have some kind of agreement when bond members join. Final numbers for the season: 286 bond members (207 active, 76 paid let-up, and 3 are still delinquent) and 156 summer members (approx 135 last year), 10 of which were from the George Mason University membership initiative. The Board also decided to redeem no bonds unless a commensurate bond member joins. There are still several incentive checks to be written for referrals of new members.  Swim & Dive: Margaret received an updated budget for swim and dive from Kelly 8 Aug (completes action from previous meeting), with no funding being requested from the Board this year. Margaret indicated that there are many Swim Team questions and concerns, many of which were covered in the survey response obtained earlier this year. Two biggest issues are hiring coaches and Team Rep selection. The Board proposes to update the S&D Handbook to include new processes to document such. We need to generate ideas on how to move forward (action 9).  Admin/Comms: Scott said it is time for Sharky to come down.  Planning & Budget: (not present) 4. Boy Scout use of the parking lot to stage their mulch project. A fee should be charged, maybe per bag as they charge $4.50 per. We need to establish a fee structure. Scott checked our policy information and confirmed that SRRA incurs no liability in allowing their access to the parking lot. 5. FCPS bus parking in the SRRA lot. This needs to be pursued as a potential source of income for the pool. Bisket to make re-contact from previous discussions initiated by Tom Robinson (action 10). 6. Pool shutdown: in addition to Mike taking down the speakers, what else needs to be done for winter prep?

VI. Action Item Review (new and outstanding) . 3.1.4 Greg will set up a group workspace . 6.09.06 Membership Chair should contact the new members for initial reactions and research how they found/chose Sideburn (Victoria) . 6.09.07 S&D and Membership Chairs (with S&D Treasurer as needed) to research new members who may not have become members of the pool, which is against NVSL rules (Margaret to coordinate) . 7.14.01 Obtain copy of the NVPools guidelines to compare with our current operating rules (George) . 7.14.03 Obtain estimate to repair the raised concrete pad (George) . 9.15.01 resend current Operating Rules draft changes to the Board for review (Scott) . 9.15.02 check Fairfax County and operating rules (George) . 9.15.03 Sara at NV for a list of lifeguard final hours (George) . 9.15.04 resolve any differences between Membership and Treasurer (Marilyn and Victoria) . 9.15.05 check with NVPools for any pending bills (George) . 9.15.06 review last year’s end of season bills to prepare for anything upcoming (Marilyn) . 9.15.07 meet Bill Dean from NVPools at the pool next week (George) . 9.15.08 contact Ms Ernst for info regarding the sudden passing of Britt (Victoria) . 9.15.09 generate ideas to move forward on coach and team rep selection processes (All) . 9.15.10 re-contact FCPS POC regarding bus parking in the SRRA lot as a potential source of income for the pool (Bisket)

VII. Determine next meeting and adjourn:

Next month’s meeting is scheduled for 7:15 PM, Thursday, 20 October at the Furlich residence. The meeting was adjourned at 10:13 PM.

Minutes submitted by: John Biskaduros, October 06, 2011 Minutes approved by: SRRA Board, October 20, 2011