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Del Prado Cabana Club
General Meeting Minutes
10/15/15
7:00 pm Del Prado Pool
Board Members: Wade Bantz, Jim Hungerford, Barry Harwood,
Amanda Suraci, Sarah Coulter, Brad Hernandez, Mark Naylor, Julie White,
Jon Heaton
Guests: Fred and Sara Volking, Victoria Glenn, Lisa McMasters, Traci
Cook, Colin and Gwen Drain, Judie Mrzywha, Randy Crump, Dave and
Mary Snell, Bob and Susie Lindley, Dennis O’Sullivan, Kim Kirschner,
Hiroshi Doi, Terry Beatty, Robin Kurotori, John Goard, Mary Jo Sullivan,
Lydia Lara, Amy Suto, Carol Brochie, Steve and Rachelle Banke, Sandy and
Gregg Christman, Bill Manson, Sharon Anderson, Ronald Schufe, Nathan
Harold, Helen Valentine, Renee Huber, Don Peterson, Kaarin Graham,
Beth Griston, Jim Sulge, Hallie Gicklings, Kevin Suto, Andrea Naylor, Bud
Mayes
Motion to adopt Agenda: Motion – Sara Coulter, 2nd – Amanda Suraci
Approved
Motion to approve Minutes: Motion – John Heaton, 2nd – Brad Hernandez
Approved
Officer Reports: Attached to power point slides
Suggestions from members at general meeting:
- Install Max capacity sign
- More training for life guards.
- The board should look at liability insurance for pool and effect on “a”
members
- Charge for food at holiday parties as a fundraiser
Election of new officers
-4 board positions to fill
- Election held to identify 4 new members out of 5 candidates
- Renee Huber 26 votes
- Colin Drain 21 votes
-Helen Valentine 27 votes
-Steve Banke 25 votes
-Lisa McMasters 18 votes
Del Prado Cabana ClubAnnual Meeting
October General Meeting
Thursday October 15, 2015
7:00 pm Del Prado Cabana Club
Agenda
Opening of meeting Take Role
Adoption of Agenda
Approval of Minutes from last meeting
Reports from Officers President
Status Update
Vice President
Status Update
Treasurer
Status Update
Operations / Property
Status Update
Volunteering / Special Events
Status Update
Communications
Status Update
Membership
Status Update
Reports from Committees/Pool Manager Swim Team
Election of New Officers
Question and Answer Period
DPCC Board for 2015
Another awesome year at DPCC Board Positions Open (4) – President, Vice President, Operations and
Property (termed out). Potentially looking at changing Secretary role as well.
Converted Special Events role to Volunteer Coordinator. Expanded Communications role but realize we need to continue to evolve
our effort in this area. Board decided to reverse the additional $50 annual fee charged to “C”
members. Formed a sub-committee comprised of “A”, “C” and DPCC board members
to review governing documents and revenue generation. Also have board sub-committee’s for extended hours and capital expenditure planning.
Started investigating the potential impacts of the Davis-Stirling Act (2014)
Presidents Update 2015
Kara Fitzgerald needed to resign her position as Pool Manager mid season. Lindsey DeWilde assumed the role of “acting manager” in August and did a great job!
The Pool Manager position is posted on Del Prado website as well as on indeed.com. We received several outside applications, but all were looking for full-time pool manager positions. Lindsey DeWilde also applied and I recommend she be offered the position.
Had 13 lifeguards on staff, with 4 new hires (down from 18 in 2014) There were no safety incidents to report this year. We had a good turn out for swim lessons and a great turn out for water
aerobics this year. There were some concerns about the timing of classes and when the pool opens.
We continued to have incidents of glass being brought to the pool and continued to remind members about our no glass/ceramic policy.
VP / Pool Operation Updates 2015
Dues Collected: $127,497 Fees Collected: $24,740 (guest fees ~6k, buy-in ~13k, late fees ~1k and party ~5k) Other Income: $12,096 (swim lessons ~4k, conditioning ~1k, swim team ~1k,
aerobics~1k, snack bar ~5k) Gross Income: $164,350 Expenses: $110,109 (top 5 expenses: payroll ~38k, pool chemicals & supplies ~16k,
insurance ~13k, landscaping ~12k, utilities ~9k)
Net Surplus to date: $54,241k Anticipated remaining spending: ~$15K(~$10K regular expenditures, $2,100+ ??
Pump room related expenses) Net surplus for 2015 (est.): ~$39K Cash on hand as of 9/30: $72,958 NOTE: 2016 season membership dues will reflect approx $13k in C-member refunds
Cabana Club Financials for 2015
Cost Savings (2015)
Volunteer labor: • Re-roof main building• Pool preparation, sweeping following resurfacing• Painting: Arbor, Bathroom baseboards/doors, Caulking• Electrical: Maintain/repair lighting, A/C outlets and underground wiring• Recycling and HazMat removal• Spider control
Extend life of capital:• 6 table tops powder coated (extended life of tables) • Pump repair
Utility savings: Volunteer Installation of low flow toilets--reduce toilet water use by 20%
Energy savings: Installed LED lights in pool
Deferred purchases: • Deferred BBQ replacement• Deferred chaise lounge replacement (6 chairs)• Repair of fridge – member donated refrigerator
Reduced Events expenses by 50%
Total estimated savings: $25,000(~$58/membership)
Capital Improvements
Capital Improvements
Capital Last done Planned Cost*
Pool resurfacing 2008 Yes $76,228
Pump replacement 2004 Yes $3,400
New, non-slip bathroom floors 2013 Yes $3063
Low flow toilets (x4) ($472 total)
N/A No $72(with city rebate)
Electrical upgrade to code 2004 Yes $1,500
Roof repair (leak) No $1947
Foothill arbor repainting No $110
Backflow valve replacementWall repair in pump room, etc.
No $600$1,500
Snack bar refrigerator repair(quoted at $3000)
N/A No $0Member donated
Total $88,420
* Final costs may not be inclusive and will be confirmed in end of year financial statement
The DPCC Board of Directors created a new “Volunteer Coordinator” position for 2015 with the goal to increase visibility for the ongoing need of member participation.
2015 Get-the-Word-Out efforts included:
Emergency Form volunteer opportunities
Volunteer Opportunities Poster at the Pool
Volunteer Power Tab on the DPCabana Website
Use of Sign-up Genius to organize 4th of July Volunteers
“Thank You Volunteer” banner flying at the pool
Online Membership Survey
Volunteer Coordinator 2015
Lots of great ideas and interest from the membership THANK YOU
In collaboration with the Swim Team and many member volunteers, the DPCC Association sponsored the following events in 2015:
Easter Egg Hunt
Conditioning Swim Classes
Set-Up day
Shed clean-out and organization
Bathroom improvements (R&R partitions, painting & caulking, new water closets)
Memorial Day BBQ & Pot Luck
4th of July Bike Parade & Party (BBQ, Pot Luck, Games & Music)
Pirate Party (adults only)
Special Committees
Teardown / Work Day
Pergola Prep & Paint
Reroof Office/Restroom building
Special Events 2015
2015 Updates:
New website based on Wordpress CMS
New members information/application
Real estate agent resources
Meeting minutes section
Pool calendar and reserved party rental dates
Implemented Mailchimp email program
Allows for faster/easier communications to the members
Members can opt-in/opt-out on their own
Reviewed and responded to [email protected]
member emails
Communications
www.dpcabana.com
Goals for 2016 season Work with Volunteer Coordinator to get sign up genie attached to
volunteer opportunity emails (requested by a number of members)
Make sure all members have supplied their correct email address and
update the master email list in Mailchimp
Complete and load the 2016 calendar prior to the start of the season
Questions for Members:
1) How many emails would you like to receive from DPCC per month?
2) Did you receive the email blasts throughout the season?
3) What other information or functions would you like to see on the
website?
Communications in 2016
Membership Changes
2015Membership
YOY Turnover
2014 2015
A members 232 12 5
C members 150 9 19
Total 382 21 24
Membership turnover slightly higher than previous year.
Average year is 5-10 C members; 5-8 A members (10-18)Generally, less turn over during recent recession (2010-2013)
2015 Membership Use
total non-use
total use
total non-use
total use
50% of A members (blue) and 88% of C members (green) visited the pool in 2015.
117132
Fun Facts for 2015 season: • A total of 6889 individual members (and guests) checked in at the
gate for open swim.• Average number of people per household per visit: 3• Days pool was open where daily high was above 90 F 43%
A Member Usage(Total: 232)
C Member Usage(Total: 150)
Data source: 2015 DPCC Emergency Form Check-in data and www.weather.com
0
20
40
60
80
100
120
140
No visits 1-5 days 6-10 days 11-15 days 16-20 days 21-25 days >25 days
2014 A member
2015 A member
2014 C member
2015 C member
2015 Pool Usage#
of
Me
mb
er
Ho
use
ho
lds
# of days Member(s) of Household visited pool
More member households visited more days relative to 2014
* Based on 2015 Emergency Form check in data
Non-use
2015 DPCC Survey Survey launched 9/28-10/10
Special thanks to subcommittee and door-to-door volunteers for their hard work on 2015 DPCC survey!!
Great insight into our membership
120 responses from A members (51% of A membership responded)98 responses from C members (65% of C membership responded)217 total responses (57% of total membership)
Survey Response Rate
Survey Highlights
High level of recognition for value DPCC offers community.
A members
Helpful direction on options for future consideration
C members
Q6. To ensure a solid financial foundation for DPCC, please rank the following options to fill the gap.
Next Steps
Board will closely review results and comments over next month
Board to post results shortly
Any changes to by-laws would go to a membership vote per our governing documents.
If this happens, target timing is January.
144 kids swam with the Stingrays.
In a shortened season, the Stingrays won 3 of 5 meets.
At the championship meet we placed 4th.
Jamie Plummer Seipel and Tom Juarez, two long-time Stingray coaches, retired this year, and Lisa McMasters ended her term as team coordinator. Gwen Drain and Traci Cook have stepped up to be co-leaders for the team.
The team is pleased to continue to provide financial support to the club while remaining financially solvent.
We look forward to a great season in 2016.
Del Prado Stingrays35th Season
The DPCC Board is proud to live in a community of such wonderful individuals. It was an honor to serve you in 2015 and we look forward to a wonderful 2016! And, as always, if you would like to contribute to our club by volunteering or participating on the board …….now is your chance
Thank You!