Minutes from the 2005 Annual Meeting
Little Neck Swim and Racquet Club
Annual Meeting
November 21, 2005
The annual meeting of the membership of Little Neck Swim and Racquet was held on November 21, 2005 at the Clubhouse, pursuant to due notice as required by the Bylaws, with Vice President Carla Peay presiding.
Board Members present were Vice President Carla Peay, Secretary Mavis McKenley, Treasurer, Pace Frizzell, At Large Members Bill Gill, Daryl Mitchell, and Kevin Rack.
Meeting was called to order by Carla Peay at 7:00 pm. Carla opened the meeting with a welcome to the members. Carla announced Chuck Marzahn, the club president, would not be in attendance due to personal reasons. Carla also announced to the members that the club had an electrical fire between courts two and three. Dominion Power arrived on the scene and stated that it was possibly due to recent work being done by Verizon. Verizon representative, Mr. Smith, was on site as well and stated that Dominion Powers assessment looked to be valid. An electrician met Carla on site to review the damage as well. There will be no lights available for tennis after dark until electrical problem can be corrected. Tony questioned whether he and Nahr would be compensated for lost wages. Kevin Rack stated the situation is called consequential damages and that the club would not be responsible for lost wages.
Daryl Mitchell provided a brief update on the tennis lights. He stated new lights were installed in November of last year. The Bishopsgate residents began complaining about the lights being brighter, which was followed by a complaint letter sent to the city of Virginia Beach. Daryl coordinated the re - aiming of the lights in September of 2005. The lights on the courts have been reduced significantly and court 5 has become impossible to play on after dark. The city inspected the lights and noted LNSRC had made efforts to correct the light spillage into the Bishopsgate neighborhood. Still some neighbors had concerns. Daryl and Carla are looking into other solutions possible shrouds and additional re- aiming of the lights.
Bill Stewart questioned the status of the security lights installed by T Mobile. Daryl had attempted to meet with T Mobile to arrange for the lights to be fixed. Bill Stewart mentioned they are in violation of their contract and legal action should be taken. Daryl is working with Carla on this and other issues to address with T-Mobile.
Ben Flora questioned whether LNSRC could wait on new courts and install new lights for the existing courts. Mike Barrett stated new lights would cause the existing courts to be ripped up to install new lights. The existing courts are too narrow for new lights to be installed. The two new tennis courts would have appropriate lighting. Daryl stated information on the new tennis court lights would be posted in the back for viewing at the end of the meeting.
Carla mentioned the new manager of the club, Kevin Meer, was not in attendance due to the flu.
Carla recognized the three outgoing board members. Kevin Rack served as At Large board member and is not seeking reelection. Chuck Marzhan served as board President and is not seeking reelection and Mavis McKenley served as Secretary and is seeking another term.
Swim Committee
Bill Gill gave a brief report on the status of the Swim team. He stated the team had a good summer. There will be some training next summer for the lifeguards due to the young group they are expecting. The club is also exploring opening the baby pool at 11:00 am for those members with small children. The baby pool is an unsupervised pool.
The swim team moved to top division. Their record was 1 and 5 and they will be in the Marlin division next year. The revenue of over $8000 will be used to purchase lane reel prior to next summer.
Membership
Mary Vance updated the members on the number of memberships sold. This year the club has 360 regular members and 40 annual members.
Social Committee
Mary Thuma is the new Social Committee chair and the committee is planning a breakfast with Santa on December 17th at 8:30 to 10:30. They are also planning a ski trip on February 18th to wintergreen, and in April a wine tasting function. Barbara Hudson has been planning events for the youth and would like to plan a New Years Eve party with a casino night theme with a cost of about $75.00. Barbara would like feedback from the members.
Tennis Committee
Mike Barrett gave an update to the members on tennis activities. The club has hired a student from ODU to do fall, winter, and early spring maintenance around the courts. A member questioned how the part time employee was being paid. Mike Barrett replied an hourly rate. Mike also mentioned courts one, two and three need to be resurfaced next year.
Long Range Committee and Grounds Committee
Barbara Hudson gave a brief report on long Range planning and phase III construction. Barbara emphasized the club would be working towards maintaining what is already in place for next year. Jan Rice is the chair of the grounds committee and she has been working with Kevin Meer to make several repairs on the grounds. There are bids being made on repairs for the bathrooms, as well as the children’s pool, guard shack, and snack bar. A list has been submitted which will be prioritized for the year. Jan mentioned the club will be renting an ice machine for a year in order to determine what type of machine will work best. A member questioned about pavers that were installed in the entryway of the club. Daryl stated the pavers need to stay open for drainage and to satisfy the city’s requirements for parking. Daryl will confirm with the engineers with the installation of the spaces that will be needed with the construction of the new courts. Fred Parkinson questioned why the mowing is being done at 6:30 in the morning. Jan mentioned the mowing needed to be done early in order to avoid the swim team activities that are scheduled in the morning.
Amy Courtney stated that it also conflicts with tennis play when it is scheduled during the day. Jan mentioned the service had been coming twice a week and she would look into finding an alternate time. Kevin Stewart asked why the guards are not doing the lawn maintenance. Carla stated there had been injuries and the service was an inexpensive alternative.
Web Committee
Carla stated the web has been updated and she will maintain the web for one more year and then turn over the responsibility to someone else to maintain.
Nomination Committee
Cyndi Jones of the Nomination Committee updated the members on the process for developing a slate of officers. Cyndi will start the search for candidates in the summer and will try to send out information via email starting next year. The slate of officers for the 2005 election will be as follows:
- Barbara Hudson – President
- Mavis McKenley - Secretary
- Bill Byrd - At Large Board Member
- Carol Sharpe – At Large Board Member
Secretary’s Report
Mavis McKenley stated the minutes from the last annual meeting had been posted on the LNSRC website and asked if there were any amendments to the minutes. Hearing no objections from the floor the minutes will stand as posted.
The nominees gave a brief introduction to the members. There were no nominations from the floor. Cyndi asked the members to complete their ballots at 7:43 pm.
Refreshments were served
Treasurers Report
Pace Frizzell presented the treasurer report and the October financial reports that were prepared by Goodman and Company. Pace mentioned 2006 would be a year to schedule several maintenance items around the club given the available cash balances. The courts will be discussed again in the fall of 2006. Daryl noted on the proposed budget the big items had been itemized as well as additional items under tennis. Mike elaborated on the tennis shelters that are being proposed. Daryl updated members on the tennis courts and the bid received for $106,000. The construction is being delayed until the site plan that has been presented to the city is approved. The site plan was prepared by a contractor. Drainage was a main issue and four more parking spaces are needed. Daryl provided a copy of the plan with pictures of the lights that will be used with an update on the maintenance that needs to be done to maintain the new courts.
Pace mentioned the LNSRC loan that is outstanding and a plan to reduce the debt over the next few years. Kevin Stewart asked if money was in an interest bearing account. Pace stated it has been converted. Bill Stewart mentioned the cell tower income could be lost at any time with the possible change in technology.
Daryl mentioned bathroom renovation could be possible before pool season 2007. Rose Barrett asked about the expense for the lights and whether T Mobile will help in paying for expenses incurred. Daryl and Carla are working on how to approach. Bill Stewart stated it may be worth getting the media involved.
Amy Courtney questioned whether the swim team expense includes the salaries for the lifeguards and why the swim lessons were so low. Pace stated all the income is netted against the expense. Amy also mentioned there was a sign-in sheet maintained by the tennis pro for members and their guests to sign in when using the courts. Carla noted it is an issue, and it is our members that are bringing in non-members. Tony stated he will make sure the sign in sheet is available. Mike stated when the guard shack is open it is the staff’s responsible to check entry into the club and the back gate should be locked. Jan mentioned she is working with Kevin on making better efforts next year to have all members sign in when accessing the club as well as overall guard and management training. Kevin Stewart stated we should utilize membership cards and maintain an album.
Jan has also done some planting around the tennis courts. Jan stated she has been carrying the water from available water spouts. Bill Stewart stated irrigation system was put in place to handle the watering on the grounds.
Old Business
Kevin Rack and Ginger Anderson, a professional Parliamentarian, are working on draft of new bylaws. Revisions need to be made. Refunds have been clarified further along with other clarifications. It will be submitted to the membership when it is ready. It is a complete rewrite. There is a bylaw committee in place. Anyone interested in serving on the committee should contact the board.
New Business
Carla has received letters requested donations as promised for city beautification projects. The duck pond has become stagnate because of lack of oxygen and the residents are trying to raise $8000 to fix pond. Barbara called for an update and they are still short a few thousand dollars. The board will discuss a possible grant committee to review requests for funds. Tim Green President of the KG civic league stated the city is responsible for larger and smaller pond. Property owners are responsible for their own property. Beth Stoops mentioned we should make sure before we donate funds that the people that live on the property are taking care of the pond. If they are irresponsible with the pond we should educate ourselves on what they are doing to alleviate the problem. Amy Courtney mentioned the city has removed play equipment from the Bishopsgate Park because it was outdated, and that this could be a beautification issue. She also questioned if we replace the equipment would we be liable. A suggestion would be to donate the funds to the city to have them replace the equipment. The civic league of Bishopsgate is monitoring. Bill Stewart stated 5% of revenues need to be spent. The board will work on establishing a committee to research appropriate use for the funds.
Grace Carlson mentioned she had concerns about the lack of consistent hours for the manager and the lack of supervision of the younger staff members. Jan mentioned the club will have posted hours for members. Bill Gill noted Kevin Meer could not be at the club all of the time and that we need to utilize some of the lifeguards to act as assistant manager.
The ballots were counted and the election results were as follows:
President Barbara Hudson
At Large Member Carol Sharpe
Secretary Mavis McKenley
Meeting Adjourned
Respectfully submitted by:
Mavis McKenley