2011 Annual Meeting
SWSA Annual Meeting Minutes for 3.8.11
Meeting was called to order at 7:03 by Steve Windmoeller
Need 30 members present to conduct meeting. There were 20 proxy ballots and 22 members physically present. Called a quorum.
Minutes from 2010 Annual Board Meeting were distributed. Moved and seconded for acceptance.
Current and Future SWSA Board Members were introduced. Voted by acclamation –
One-year term approved by the Board – Sharon Keitel volunteered in place of Andrea Kimura-Schulte
Three-year term – voted Stephanie Rothermich, Catey Terry, Greg Linhares, Stewart Johnson.
Retiring members who we thank for their years of service– Tracy Bocklage, Lottie Bushmann, and Salli Cathro
Treasurer/Budget (J. Jamieson) – See attached
Some Clarifications:
Certificate refunds – when someone sells their membership
Administrative – copies, stamps, envelopes
Fixed assets – new concrete at the entrance 2010
Current mortgage balance is ~$65,000
Budget for 2011 was approved
Current bank balance is ~$30,000 in money market; $1,500 in checking
Membership (Kent Shelby)– 2 people resigned and 91 people are on the waiting list.
Maintenance (S. Windmoeller) – Katie has been working on possible maintence bids. They include but are not limited to – floors in restrooms, refinish and stain the floors for durability, pool deck itself not draining like it should be and with cracks and has some coating that is coming up, tennis courts filled and replace or repair tennis nets. We will put the ideas for improvements on the web site or members can contact any board member if they have questions.
Tennis (Fitzsimmons) – nothing to report beside the possible maintenance repairs
Social – in 2010 was a group effort
Proposed changes to the SWSA By-Laws
-Proposal to add an additional 10 Emeritus Members to the membership list. The changes will result in 300 Regular Members and 20 Emeritus Members. No other changes to the number of SWSA members are proposed. Results: 42 yes, zero no. Proposal passed
-Proposal to change the annual audit from requiring a yearly audit of the financial records to read an internal board review and that future audits would be at the discretion of the board. The SWSA board placed this on the ballot due to the fact that this requirement has not been met in several years due to the expense of the audit. Review of past years financial records have not uncovered any reason for an independent annual audit. Voting to approve the changes as described above. Results: 34 yes, 8 no. Proposal passed
Last time audit was done 2005. $1000 per audit was quoted by the accountant Bill Howell. Mr. Howell does our taxes.
-Proposal to exclude the SWSA Board President from voting in any motions at SWSA Board meetings unless it is required to break a tie vote. This is common practice in other Board of Directors meetings and allows the president to preside over voting in an unbiased manner. Voting to approve the change as described above. Results: 38 yes, 4 no. Proposal passed.
Financial Proposal
-Motion to approve the refinancing of property loan for an additional $55,000 for capital improvements to be decided by the SWSA board with input from all SWSA members. This will not result in any fee increases at this time.
Voting to approve the property loan refinancing for an additional $55,000.
Results: 40 yes, 2 no. Proposal passed.
Katie Glover has been named pool manager for 2011, her 4th year.
Secretary at Rockbridge HS, Kody Guest has been hired as assistant manager.
Other business
Extending pool opening to Labor Days. Sharon Keitel, member, said that traditionally, the season was described Memorial Day to Labor Day about as CPS open earlier and earlier. The Board is working toward being open in the fall. Katie hoping to get employees to that end. We must make sure the staff is available (4 guards at a time). The idea would be open until Labor Day .
Ideas to solicit staffing: JD suggested contacting MU swimming coach who trains year round. Letting HS counselors know about job opening.
The meeting was adjourned at 7:37 pm
SWSA Board meeting
Present: Windmoeller, Glover, Hayday, Estes, Rothermich, Johnson, Jamieson, Shelby, Keitel, Wills, Linhares
Absent: Catey Terry
Meeting was called to order at 7:41 pm
The board elected Sharon Keitel to replace Andrea Schulte
The Board elected the following officers:
Treasurer – Jacqui Jamieson
Secretary – Anne Fitzsimmons
Pres – Steve Windmoeller
VP/Personnel – Greg Linhares
Other committee chairs -
Membership – Kent Shelby
Swim Team – Chris Hayday and Stewart Johnson
Social – Stephanie Rothermich and JD Estes
Maintenance – Martin Wills
Tennis – Anne Fitzsimmons and Catey Terry
At Large – Sharon Keitel
Improvements – (Katie)
Katie collected a variety of estimates for both the exterior and interior surface.
Estimate for exterior surface redo:-
$8.50 per sq ft - or $98,000 Kerry Kitterman from Classic Pools in KC
$11.20 per sq ft - or $129,278 Rick Hague Construction in Columbia
Interior (bathrooms and under the structure with a range of clear coat, concrete stain, or combination.
Concrete is staining, and surface is textured to reduce skid - $4,400 Paul from Artistic concrete from KC; 5 year guarantee; he was prompt, punctual, nice and had solution to the skids. He will be happy to come to talk with us. Katie will talk with him and suggest meeting times.
We can likely do the interior surfacing prior to Memorial Day.
We entertained having staged resurfacing but not likely to be able to have the $98,000 to do that unless we raised fees. The 1990s was approximately when exterior last resurfaced.
Estimates for fencing were obtained but current fence is in satisfactory repair.
Diving Lessons – JD Estes is a diving coach and will be having diving lessons for 2011. Looking at twice a week lessons. Steve will verify with insurance that these lessons are okay.
Sunday 3/13/11 at 5 at downtown Shakespeare's is the date for yearly mailing and envelope stuffing to include list of rules, swim team info, diving lessons and diving information. Kent will prepare labels for the mailing.
Will set date for next board meeting at the 3/13/11 meeting
Swim Lesson Sessions were decided:
6/13-6/24 Session One
7/5 – 7/15 Session Two
7/25 – 8/5 Session Three
Meeting adjourned at 8: 21 p.m.
Following the AGM, the Board of Directors met and agreed on the following assignments for 2010: