Gregory Manor Swim Club Annual Member Meeting

1. Gregory Manor Swim Club Annual Member Meeting Sunday March 30th , 2:00PM – 4:00PM King Street United Church of Christ - Downstairs

2. Agenda • President’s Welcome, Introduction of the Current Board, and Review • Annual Overview, Property Highlights • Introduction of 2014 & Board Position Reviews • Vice President Update – Property Operations & Present Potential Upcoming Projects • Lifeguard Chair Update • Treasurer Update – Current Financials, Proposed 2014 Budget, By-Law Change • Social Chair Update • Guest Fee Chair Update • Membership & Guest List Update • Proposed By-Law & Rule Changes, Discussion & Voting • New Business / Motions for Discussion – Dr. Schleider • Pool Opening Date – Friday May 23, Pool Set-up Date Saturday May 17th • 2014 Fall Membership Meeting Date – Sunday, October 12th • Elections for Board Positions 2015 Season • Presentation of 2015 budgets, 2014 season review & financial update • Q&A

3. 2014 GMSC Board Introduction • 2014 President: Bob MacNevin • 2014 Vice President: Jake Muller • 2014 Secretary: Celia Cuk • 2014 Treasurer: Stephanie Parker • 2014 Lifeguard Chair: Mary Beth Heady • 2014 Social Chair: Phil Attina • 2014 Membership Chair: Michele Donaty • 2014 Guest Fee Chair: John Philbin

4. What a Difference Another Year Makes! • Another Great Pool Season with lots of continued Improvements • New Electrical Box & Industrial Gable Fan • New Elevated Lifeguard Chairs • New Pool Vacuum – Aquabot • New Efficient Water Heater – Shower & Bathroom Improvements • New Full Size Refrigerator and Microwave • Deck & Poolhouse re-painted, water fountain removed, new bathroom mats • Shallow End Lights, Gate Light & Address Sign, Keys Replaced & Gates Fixed • New Website – http://www.gregorymanorswimclub.com • Finances • Came in under budget versus plan again – 3 years in a row! • Club Self Financed over 70% of Pool Improvements again • Maintained Cash Flow Targets, new rules regarding late payments • 4-Pay plan required too many reminders – 2 Payments in 2014 (for those who qualify) • New Members • We welcome 7new Families to our Club this season (3 during 2013 season + 4 NEW) • Over the past 3years, 30% of our membership are new Families • Back to a Waiting List! • Big Thanks to the GMSC Board – Collaboration & Cooperation

5. 3 Year Improvements • Over $55,000 has been used to improve / repair our Club Grounds • Member Assessments have totaled $350 over that 3 year period (or $26,250 in total) • Club Finances have paid the balances while maintaining cash flow target, and no equity line balance owed.

6. Our Ongoing Improvement Efforts • 2010 Reserve Study Results & Other Improvements Needed / Proposals • Kiddie Pool Continued Issues – Survey Results to Remove Kiddie Pool • Pool Heater Replacement • Pool Patio Deck Replacement & Repair • Pool Pump • Propane flex line to new Propane Grill / Grilling area • Overall Goal – to Self-Finance and or Minimize Assessments • $14,425 currently in GMSC Reserve Fund ($50 per Family for 3 yrs PLUS new member initiation & late payment fees) • Board Recommends to keep dues the same, but still need for small assessment to address improvements – total $700 ($600 dues, $50 reserve, $50 assessment) • Based on Improvement Voting & Finances

7. Recent Survey Results • 55 Members Responded to our 2013 Survey • Clear Majority of Responses Happy with Improvements, and that the Board is protecting the value of their Bond. • Clear Majority also pleased with the current annual dues and fees, and comfortable with future assessments of $50 - $100 (20% not) • 60% of Membership in favor of moving from a Quarterly Payment Plan to a 2-Pay Plan. Addressed and Approved at Fall 2013 meeting • 80% of Membership recommending removal of kiddie pool. • Can use temporary Wading Pools for kids – Club will Purchase. • Over half do not want fire pit to replace kiddie pool. • Most members have visited our web page • Most Members are in favor of a permanent, open air roofed structure with grilling stations & patio in the rear of the property

8. Vice President Update / Proposal • All Contracted Services again put out to Bid • Open Air Pavillion Project Proposal: • 3-5 year Plan • Shaded Area & New Grilling Area • Kiddie Pool Removal – Issues / Survey Results • Will address with Kids Plastic Wading pools • Based on new proposal, initial recommendation is for the 2014 assessment to be $50

9. GMSC Board Improvement Proposal

11. Additional Map

12. Financing of 2014 Improvements • $8,400 Budget • Less $3,750 2014 assessment (covers 45% of expense) • $4,650 Balance to Cover • Propose $925 from Initiation & Late Fees from 2013 • $3,725 Balance to be covered from Operating Expenses • Short-term use of credit line (if needed).

13. Lifeguard Chair Update • New Lifeguard Chairs – worked extremely well • Lifeguard Protocols Adopted & Accepted (4 hr Shifts) • 5 Lifeguards Hired for 2014 Season – 3 returning, 2 new • Guards on Duty only when School is not in session • Shifts will start at 10:30am, On-duty @ 11:00am • Lifeguard Uniforms will be required (GMSC subsidizes)

14. Treasurer's Update • 2014 Pool Season Budget = $46,700 • Spending Projected to be slightly under budget again • Start of Year Balances: • $4,709 Operating Cash (Meets our 10% of Budget Goal) • $14,425 Reserve Fund * • $0 Balance in Line of Equity Account ($25,000) • Proposal $700 per family ($600 dues, $50 reserve, $50 improvement assessment) • 2 Pay Plan Bills $350 Due by April 30 (for those who qualify) • Last payment of $350 Due by July 31 • Bills to go out this week

16. 2014 Pool Season Dues Proposal

17. Social Chair Update • GMSC Board Planned Parties were a Success! • In 2013, Pool Parties were much lower than 2012 - $450 less in revenue. • Gas Grill Shut off / Refrigerator cleanliness / Propane Tanks Stolen • Location of Grill Needs to be Moved – Addressing with improvements. • Improvements to include an additional Grill

18. Guest Fee Update • Issues improving with Members not consistently signing in themselves or their Guests. • Future Warning Letters • Lifeguards at Breaks – procedure - Bullhorn • 415 Registered Guests in 2013, down from 740 in 2012 • Weather Related • Not Signing In Guests • All 2013 Guest fees have been reconciled and billed to membership • $1,203 Generated in Revenue from Guest Fees in 2013 • $393 Less in Revenue from 2012 • Elected Board Members do not pay guest fees • Proposal to raise guest fees to $4.00 per person

19. Membership Chair Update • No Bonds currently for sale • Removed Waitlist • Recent average bond selling price dropped slightly to $4,300 • 5New Families joining in off-season: • Dube’s, Keefe’s, Mitchell’s, and Ceppos’, Lenz’s • Website – Printable Brochure Available + All Information

20. Proposed By-Law & Rule Changes • New By-Law Proposal: Proposal to Add a New Section. • Article VII Membership: Section 3 to read “A Family Membership may not be sublet • or rented to a non-bonded member”. • Discussion & Voting • New Rule Proposal: Disclosure of Membership Information to other members • Had a recent request from a member for the names, personal emails, addresses, • & phone numbers of our membership to be emailed or sent to him. • While a “membership list” is posted and available in our Office, the board is against • distributing member personal information to other members or any 3rd parties. • New rule proposal discussion & voting

21. New Business / Issues / Q&A • Dr. Mark Schleider Issue Discussion: • I propose that 30 days notice of Board meetings be given in addition to the notice of general meetings. Any member is entitled to attend board meetings. • Any member family that signs a statement indicating that they will not be using the pool facilities for the season, will be responsible for only 1/2 of the dues for that season. (REQUIRES BY-LAW CHANGE) • New rules can be passed only by vote of the full membership and not by Board vote alone. (REQUIRES BY-LAW CHANGE) • Email voting shall be allowed as attendance at general meetings is generally very sparse. (REQUIRES BY-LAW CHANGE) • Provision for proxy voting be made as this has not been the practice in the past. IN PLACE – NO NEED FOR PROXY VOTING WHEN QUORUM IS PRESENT. • Full disclosure of all vendors be made to the membership at the general meetings and/or by email along with relevant payments made to said vendors. • Board meeting minutes be distributed to all members no later than 30 days after said meeting has been held. (HAS BEEN IN PLACE FOR THE LAST 3+ YEARS – ALWAYS AVAILABLE ON THE GMSC WEBSITE)

22. Proposed Fall 2014 & GMSC Board Meetings • Sunday October 12th, 2014 – King Street Church • 2014 Pool Season Opening Date – Friday May 23rd • Pool Set-up Day, Saturday May 17th • GMSC Board meets at least once a month during pool season. Schedule and dates are determined by majority of GMSC board members being available. • Membership is always welcome to attend

23. THANKS! • www.gregorymanorswimclub.com