BCC Board Minutes - 2009

• 3/4/09 Briarcliff Community Club Board Meeting Notes 
   
• 4/28/09 Briarcliff Community Club - Board Meeting Notes

3/4/09 Briarcliff Community Club Board Meeting Notes 

• Attending:  Ann Martin, Sam Pelchar, Arpad Vass, Angela Laubach, Gary Kidd, Diane Alexander, Eric Laubach
• Discussed quorum requirements for shareholder/board voting – 50% participation required for Board decisions confirmed
• Minutes from 2/4/09 Board meeting approved. Ann Martin will ask Ken Luckman to post on BCC web site.  Ann Martin will also email meeting notes to Angela and Eric Laubach
• Discussed current private party dates already reserved.  Suggested to post party date calendar/schedule on BCC web site
• Officer Duties:  Sam Pelchar created proposal/spreadsheet outline current/proposed Board member responsibilities.   Board discussed and approved as written --  Arpad Vass motioned, and Gary Kidd seconded
• Contract vendor responsibilities discussed.  Contracts will be in-place with Bobby Green (CPA – taxes, employee taxes), Pat Wilson (inside ground landscaping), Silver Bullet (current main grounds landscape company now under 3 year contract; this is 3^rd year).  Plumbing work also needed to turn off/on water each year
• Discussed contracting with Water Works for work re: opening and closing pool season duties.  Still under discussion.  Water Works mentioned that pool bottom cannot be acid-washed due to surface material
• Water Works will check underwater lights re: current code requirements, and check slide water pump
• Discussed shareowner request that the pool lane lines be repainted.  This will benefit one shareowner who is sight-impaired, as well as the new BCC Swim Team.  Board voted not to pursue paining or tiling lines on pool floor due to cost.  Could create additional maintenance issues eg: clog filters if pain peels or compromise pool structure. We will look into alternatives to accommodate request
• Diane Alexander informed Board that new federal law mandates we purchase new Vacuum Release and Drain this year.  New chlorinator also needed.  Estimated costs for these items is approx. $1000 chlorinator + $2200 for others
• Discussed pruning or removing fir trees at North end of pool due to needles clogging the drains.   Diane Alexander will discuss options with Pat Wilson and report back to Board
• Volleyball court post closest to pool is bent.  Probably need to add new sand, and possibly replace wood timbers with plastic.  Need to discuss further re: actions and funding
• Pool furniture – need umbrellas replaced and some chairs/loungers
• Discussed replacing bathroom counter tops and faucets.  Sam Pelchar will ask his handyman contact  to review and quote
• Shareowner request to re-attach water line to showers.  No hot water heater in our building, so no hot water available in bathrooms
• Learn to Swim is planning to rent pool for lessons again this summer. We need to create a formal contract with them.  Also need LTS to add us as a named insured on their own commercial            
• BCC Swim Team – will be swimming this summer.  Wendy Robinson is primary contact for team. She will be providing us with information and updates this summer
• Next Board meeting 4/28/09

4/28/09 Briarcliff Community Club - Board Meeting Notes

• Attending:  Ann Martin, Sam Pelchar, Arpad Vass, Angela Laubach, Gary Kidd, Diane Alexander, Eric Laubach
• Contract now in place with Pat Wilson for landscaping
• Pool work status (update from Diane Alexander):
  • Stripes are painted
  • Pool floor acid-washed – may need to patch or resurface in next 5 years per Water Works’ recommendation
  • Replaced all jets with new smaller-holed jets
  • New drain purchased and installed
  • New chlorinator purchased and installed
  • Lights all checked and are all OK
  • Water drained and refilled
  • Diane Alexander still looking at slide water pump
  • Pumps and other equipment in great shape
  • Vacuum may need replacement
     
• Gary Kidd obtained Health Certificate and will post
   
• Expect larger water bill due to refilling pool.  But, Gary will call City of Oak Ridge and ask for information re: possible waiver of water bill increase
   
• Directors and Officers insurance policy due to renew in June
• Pine trees: needles still clogging filters.  We will obtain estimate to remove and replace with similar privacy hedge or new trees
   
• Bathroom work:  was delayed but will be complete in one week:
  • New countertops, sinks, faucets
  • Will be complete by clean-up day
  • Floors will be painted same color as pavilion floor
     
• Furniture:
  • 6 new lounge chairs purchased. Broken chairs will be pitched
  • Need new umbrellas – Diane Alexander will look for these to purchase
  • Extra tile now in storage room will be donated to Habitat

• Guards:
  • List of applicants sent to Board for approval
  • List submitted and approved by Board via vote
  • Florence Michael will be Head Guard
  • Full-time week = 30 hours/week
  • Meeting scheduled for 4/29 to have guards sign W4 tax forms
  • Job descriptions for Life Guards are needed.  Diane Alexander to provide these via email to Angela Laubach and to Ann Martin for their files
• Volleyball Court
  • OK as is.  Unearthed piece of rebar removed
  • Drainage pipes will be bought to replace landscape wooden timbers outlining sand area
  • Will ask via email for use of shareowner roto-tiller to clean and till sand
• Pool Clean-Up Day:  Saturday, May 9, 10 AM
  • Ann Martin to send email to group to announce this and party dates
  • Arpad Vass to send updated shareowner email list to Ann Martin
  • Ann Martin will clean out storage closet and inventory party supplies
• Opening Party Date:  Saturday, May 16, 7 PM – 11 PM
  • Ann Martin will order food from Buddy’s BBQ again
  • Board to help set-up pavilion with decorations – be there at 5:30 PM
  • Tropical theme – still have decorations
• July 4 Party Date:  Saturday, July 4
  • Need party coordinator/manager – will email request to all shareowners
  • Ann Martin to reserve moon walk inflatable, cotton candy machine and dunk tank
• Pool Parties Blackout Dates
  • Motion passed  that there will be NO private parties scheduled on holiday weekends AND NO  parties on scheduled late-night Fridays when pool is open until 11 PM
  • Board vote – Diane Alexander motioned, Ann Martin seconded, all voted “Aye” and motion passed
  • Master party calendar will be posted on BCC web site – Diane Alexander to provide
• Emergency/Maintenance phone number sheet will be created and posted in guard room.  Each Board member should also have a copy.  Diane Alexander will create and distribute
• Other Business – Outstanding Unowned Pool Shares for Sale
  • BCC currently has 12 shares to sell – 10 new and 2  surrendered due to non-payment foreclosure
  • Discussed having a “sale price” on outstanding shares in order to raise needed capital
  • Motion passed to sell 2 surrendered shares for sale price of $1000 each, and additional 10 “new” shares for price of $1200 each.   Diane Alexander motioned; Andrea Laubach seconded.  All voted “Aye”
  • Sam will post new sign outside pool, notify realtors,  and post info on BCC web site announcing availability of shares for sale

·         O & M Fees – as of 4/28, 54 paid; lots of renters this year.  Ann Martin has one check to give to Arpad

·         Next meeting: Wed, May 12 6PM at Pool Pavilion – mark your calendars!