The meeting was called to order at 7:05 PM by NPCC President Ken Friddell.
In Attendance:
Mark Bender, Betty Binz, Tony Cassarino, Sally Dunn, Dave Evans,
Ken Friddell, Doug Osterman, Jamie Pease, Chuck Schuh, Tim Sorensen, Jodie Tomlinson
Excused absences:
Christine Terry, Office Manager Staci McLaughlin
Not in Attendance:
(None)
Quorum Requirement:
7 of 12 (11 Board Members present)
Visitors in Attendance:
(None)
Visitors Comments:
(None)
COMMUNICATIONS
(None)
Reading and Approval of Minutes:
A motion to approve the June 30, 2008 Board Meeting minutes, as presented with minor editorial revisions, was unanimously approved.
STANDING COMMITTEE REPORTS
Manager:
Office Manager’s Report: Submitted by Office Manager Staci McLaughlin
The President read the report previously submitted by the Office Manager which included the following noteworthy items:
• Received donations of $945 from Patricia Travers and $200 from Woody and Karen Sillifant.
• Cove event bookings for next Spring and Summer are filling up pretty quickly.
• Wants the Beach & Grounds Committee to work with the Office Manager to determine the beach reservations policy expectations.
• Doug Buffett purchased a handicap parking sign which has been installed by Tony Cassarino and Dave Evans.
• Requested that the Beach & Grounds Committee consider adding one or two additional BBQ grills at the beach (there is currently only one).
• Received favorable reports regarding new beach security guard, Paul Gabrialson’s, job performance.
President:
President’s Report: Presented by President Ken Friddell
The President announced that the October annual meeting newsletter will be mailed out on September 15 which only leaves two weeks for the Office Manager to consolidate the inputs and finalize the newsletter after returning from vacation on August 30.
The 50th Anniversary Committee will meet during the 4th week in August with the objective of identifying budget considerations for the September 9th Board meeting.
Also, an Executive Committee meeting will be held during the week of August 18.
The President advised that the Club’s Vanguard Account NAV was at $69.85 as of August 1; up slightly from the previous month’s value of $65.80.
The President presented the FY08 budgeted verses actual amounts for income and expenses projected through the end of the FY08 anticipating an overall actual income of $236,496 (verses a budgeted amount of $224,400) and actual expenses of $229,370 (verses a budgeted $227,998) resulting in a projected overage of $7,126 which will be needed during the October-November cash flow shortfall period.
A proposed preliminary FY09 balanced budget was also presented based on FY08 budget activity with income and expense levels both estimated at $167,500 including a newly proposed tennis reserves of $4,500 and management contingency fund of $8,500.
The President then addressed the proposed tennis reserves, as recommended by the Executive Committee, by moving that the tennis membership annual fees be increased from $5.00 to $15.00 for the next four years and that the additional $10.00/year be held in a reserve account for tennis court resurfacing purposes. After some discussion concerning the rationale and time limit for the increase, the motion passed unanimously.
Based on another Executive Committee’s recommendation, the President next moved that the rental service labor cost of setting up ($50) and cleaning up ($100) be separately charged to all renters. This would, in essence, add an additional $150 to all rentals and resulted in considerable discussion questioning its application to non-profit organization rentals. Since public service uses are not considered rentals it would also not apply to those uses in any event. A subsequent motion to amend the original motion to exclude non-profit organizations passed unanimously. The amended motion was then passed (9 Yay, 1 Nay).
Based partly on Tony Cassarino’s recent rental experience with a similar wedding ceremony venue, the President moved that all rentals that are conducted outside the building perimeter be assessed a $200 fee to cover ground maintenance in the landscape area. This generated considerable discussion and debate regarding the amount of the increase (a total of $350 when added to the previously approved service fee), renter expectations and the increased maintenance obligations implied by the additional fee. In the end, there was general agreement that the proposed increase was justified but that a more regular maintenance, repair and cleanup of the landscaped grounds and lawn areas, before and after scheduled outdoor rental events, would have to be instituted by the Grounds Committee working in concert with the Office Manager. Finally, the motion, as presented, passed (8 Yay, 2 Nay).
The President then presented a proposed revised rental rate schedule showing the just approved additional $50 setting up and $100 cleaning up fees for all rentals excluding non-profit organizations and the additional $200 fee for outside rentals (see above approved motions) and moved that the rental rate schedule be approved for all rentals that are booked after August 4, 2008. A subsequent motion to amend the original motion to change the effective date from August 4 to August 20 to allow an additional two weeks for current open bookings to be resolved was unanimously approved. The amended motion was then unanimously approved.
Finally, the President directed the Board’s attention to the cash flow shortfall at the beginning of each fiscal year since the current by-laws do not require payment of the annual member maintenance fees until March 1stof each year. Consequently, the President proposed amending the by-laws to require fee payment by January 1st. The annual membership e-mail solicitations would then be sent out on October 15th with the follow-up formal billing mailing on November 1st. Also, since the maintenance fee is currently at the $50.00 by-law limit, the President also recommended that the fee limit be increased to $75.00 to provide Board authority to unilaterally increase fees to that limit if required. As such, the President moved that the Board of Trustees recommend to the membership that Section 4, “Maintenance Fees” be amended by changing the word “March” to “January” and that the fee limit be changed from $50.00 to $75.00 so that Section 4 shall read:
“The annual maintenance fees for voting and non-voting members shall be payable by January 1st each year. The amount of the annual fees shall be established by the Board; however, the fees shall not exceed $75.00 without the affirmative vote of a majority of eligible, voting members attending a general membership meeting”.
The motion, as presented, was unanimously approved.
Considering the just passed increases in rental fees (see above), Betty Binz moved that the Club no longer charge renters the optional $30.00 fee for ice. After a brief discussion regarding the loss in revenue ($830 last year), the motion passed (7 Yay, 3 Nay).
Treasurer:
Treasurer’s Report: Presented by Treasurer Mark Bender
The Treasurer presented the Club’s Cash Flow status for FY 08 up through July 31 showing an income total of $212,960 ($195,969*), including a total transfer of $60,000 from the Vanguard Investment Fund, verses total expenses of $196,774 ($184,926*) resulting in a net balance of plus $16,187 ($11,043*).
Note: Figures identified in parentheses with an * represent last month’s reported values.
The Treasurer reported a Club Net Worth overall status of $28,468 ($292,636*) as of July 31th consisting of $327,066 ($318,748*) in total assets, including the $268,687 restricted Turner Memorial Fund, and $298,598 ($26,112*) of total liabilities. It should be noted that significant difference in overall status and liabilities compared to last month’s reported values is because the $268,687 restricted Turner Memorial Fund is once again being carried as a liability.
Social:
(None)
Membership:
(None)
Tennis:
Tennis Report: Presented by Chair Jodie Tomlinson
The Chair reported that the youth tennis lessons have been going very well and that they will be concluded during the week of August 7th.
It has been observed that the tennis court gate is being left open, The Chair will investigate the cost of having a closure spring installed and, in the interim, has placed a sign at the gate reminding users to close the gate.
Also, one of the existing tennis nets was replaced with one of two replacement nets recently obtained from the Boeing Tennis Club.
Streams & Wetlands:
(None)
Beach & Grounds:
Beach & Grounds Committee Report: Presented by Chair Doug Osterman
The Chair reported:
• That the Steward’s of the Cove event on July 19, with Tony Cassarino as Captain, was relatively lightly attended compared to previous weeding and clean-up events this year.
• The need to establish a specific plan for cleanup of the grounds and beach areas after the Cove’s annual 4th of July celebrations based on this year’s clean-up problems.
• Disappointment that there are still some ongoing problems with the landscape sprinkler system operation after directing the Leaf-It-Me crew to fix the problems during the Chair’s vacation absence.
Buildings:
Building Committee Report: Presented by Chair Tony Cassarino
The Chair reported the following activities since the last Board meeting:
• The roof has been swept clean of pine and fir needles.
• The Chair will investigate replacement options for the broken drinking fountain which is apparently not repairable due to its age and lack of parts availability.
• The carpet in the meeting room and in the entryway has been cleaned at a cost of $150 – renters are being charged a $50 carpet cleanup fee when appropriate.
• One of the toilets in the women’s room is still having clogging problems and a plumber has been called in to resolve the problem.
• Engaged Scott Sengstock to repair the rot in the glulam beams under entry ramp next week at a cost of approximately $1,200.
• Decided to defer repairing the rot in one of the beams under the deck until the overall deck replacement is accomplished since it is not critical enough at this time.
Old Business:
(None)
Past Action Items:
(None)
New Business:
The President presented an outline for the planned Trustee Handbook format and the required inputs from Club trustees, officers and staff. The intent of such a handbook is to provide a comprehensive informational document of job requirements and processes to be available for new trustees, staff and employees.
Finally, the President reiterated the urgent need for FY09 budget inputs from Committee Chairs in order to allow the Finance Committee sufficient time to prepare the presentation material for the annual membership meeting.
