Pool and Clubhouse at Woodcliffe Official Minutes Of the Board of Directors Meeting September 22, 2008
Board Members Present: Joel Weinberg - President Angela Snider – Vice President Dave Weinel - Treasurer Sylvia Sides – Member at Large
Board Members Absent: Erik Phelps – Secretary
The Management Group (TMG) Todd Hassett - Community Manager
Call to Order: The regular Board of Directors meeting was called to order at 7:30 p.m. at the Clubhouse at Woodcliffe.
Approval of Minutes: The Minutes of the August 25, 2008 Board of Directors meeting was presented for Board review and approval.
MOTION: Ms. Sides made a motion to approve the minutes of the August 25, 2008 Board of Directors meeting with corrections. Mr. Weinel seconded the motion. The vote was unanimous in favor, and the motion carried.
Management Report: 1. 2009 Pool/Clubhouse Budget – No increase is recommended for the 2009 budget, unless the Board feels that it is necessary in light of the proposed future pool improvement plans. The Board reviewed and asked questions regarding the draft.
MOTION: Mr. Weinel made a motion to send a post card to all homeowners notifying them that there is no increase in the 2009 proposed Pool Budget and it is available for the homeowners to view on the website. All homeowners will be invited to submit comments and attend the next Pool and Clubhouse Board meeting.
2. The Board reviewed the current Comcast bill and the services that they are being provided and the cost. Mr. Hassett has contacted Comcast and they will be able to reduce the bill by up to $35.00 per month, without changing the service. Mr. Hassett will set up a new one year contract for the Comcast service. 3. Kyle Lyne, a Vistas homeowner, requested to use the clubhouse one Monday evening a month for his son’s Cub Scout meetings. He was also looking for a reduced cost because it was a Cub Scout meeting. Mr. Hassett will respond to Mr. Lyne that at this time there is no firm policy on providing reduced cost for such an event, but the Board would only be willing to consider that if the majority of the group using the clubhouse were members of the community. There are also currently no available Monday nights as he requested. 4. Manion is now involved with the pool bathroom showers and the need to provide a better system than the pull chains that were installed this year. 5. Mr. Hassett, Ms. Snider, and Mr. Caverly met with Manion and Associates last week to discuss and look at the pool property regarding the improvement plans the Board would like to explore. 6. Mr. Weinel and Mr. Hassett had a conference call with Lerch, Early, and Brewer regarding the Operating Agreement and the insurance carrier. They had recommended that a new Operating Agreement needed to be signed by The Pool and Clubhouse, Woodcliffe Park, and The Vistas in order to properly administer the arrangement between the two communities and the pool and clubhouse. They clarified for the attorneys their intentions on the deeding of the parking lot spaces, and the attorneys felt much more comfortable after clarification. They recommend that the Operating Agreement be updated because the Pool and Clubhouse is now its own entity, and the original Operating Agreement was only between Vistas and Woodcliff Park. The new Operating Agreement would be an agreement signed by all three parties; the Vistas, Woodcliff Park, and the Pool and Clubhouse. The liability insurance carried by the Pool and Clubhouse as well as the Woodcliffe Park and Vistas HOAs is sufficient for the facility.
MOTION: Mr. Weinberg made a motion to have the attorneys revise the Operational Agreement and present it to the Board. Ms. Sides seconded the motion. The vote was unanimous and the motion carried.
New Business: 1. Board expressed that only pool staff who demonstrate sufficient maturity work the front desk at the pool. There are numerous circumstances where younger or immature pool staff have demonstrated difficulty handling the range of questions and interactions with members and guests. Additionally, the Board would like next year to really stress that the manager on duty must handle all situations/questions, and possibly get them walkie-talkies if needed. The pool manager should not participate in the regular chair rotation unless absolutely necessary. 2. RSV interested in having a dedicated pool gate guard (they do not go into the chair rotation) who is very familiar with the pool policy and rules. 3. RSV Pools just submitted the pool inventory to Mr. Hassett today. 4. Scott Vincent, RSV Pools, would prefer that internet access was not available because they had problems with the guards surfing the web. The internet access was made available so that he lifeguards could get live updates on the weather. The Board discussed limiting the internet to only access a weather page, or putting in a weather radio for the lifeguards use. 5. RSV recommended recoating the deck to lessen the roughness severity. This could be performed four or five times for the same cost as replacing the deck. If the Board is interested in this option, RSV requested notification by January / February 2009 so that the work could be performed prior to the 2009 pool season.
MOTION: Mr. Weinberg made a motion to move into closed session at 8:56 p.m. Mr. Weinel seconded the motion. The vote was unanimous and the motion carried.
Respectfully Submitted,
Elise Harich
APPROVED
Signature date Pool and Clubhouse at Woodcliffe Executive Session Of the Board of Directors Meeting September 22, 2008
Board Members Present: Joel Weinberg - President Angela Snider – Vice President Dave Weinel - Treasurer Sylvia Sides – Member at Large
Board Members Absent: Erik Phelps – Secretary Caroline Colbert – Member at Large
The Management Group (TMG) Todd Hassett - Community Manager
Call to Order: The Executive Session of the Board of Directors meeting was called to order at 7:03 p.m. at the Clubhouse at Woodcliffe.
Homeowner Hearing: Mr. and Mrs. Snyder attended the meeting to appeal the Board’s decision from the previous meeting to charge them the pool party fee that they did not pay at the time of their scheduled pool party. Mr. Snyder disputed RSV Pools and Mr. Hassett’s account of the situation. According to the Snyders they reserved the pool a few weeks in advance with the lifeguards at the pool, they were never told that there was a fee for the party, and then were contacted the week of the party because RSV said they had no information. They were only told the night before the party that they would be charged a fee. They were assigned two lifeguards, and they asked them what their role in the party was and the lifeguards said they did not know. The Snyders claim that the lifeguards did almost nothing during their party time frame, and each only guarded a pool once. The Snyders argued that the Pool Policy is unclear on the policy of charging party guests who are already members of the community. They do not believe that they should have to pay for the party, but are willing to pay $75 for the non-member guests in order to settle this. Angela Snider shared that prior to this year there was no clear Pool Party Policy, and the Pool Board worked on adding a policy from a safety perspective so that there was enough lifeguard coverage at the pool.
The hearing was concluded and the Executive Session suspended at 7:30 p.m.
The Executive Session was re-opened at 8:57 p.m.
The Board discussed the Snyder pool party hearing. The Board agreed that there is confusion in the wording of the current pool policy and it needs to be tightened up before next season.
MOTION: Mr. Weinberg made a motion to charge the Snyders $75.00 for the 10 outside community guests for 3 hours. Mr. Weinel seconded the motion. The vote was unanimous and the motion carried.
MOTION: Mr. Weinel made a motion to adjourn the Executive Session at 9:12 p.m. Ms. Snider seconded the motion. The vote was unanimous and the motion carried.