Listed below are minutes from the meetings of the Board of Directors for the Brentwood Swim Club for 2010, with the most recent meeting listed first.

Brentwood Swim & Tennis Club

Minutes of Board meeting held on June 7, 2010

Location: Brentwood Swim & Tennis Club

Attending:  J. Davis,  J. Lynch, J. Doyle, M. Durham, T. Magee, T. Wiley, M. Connor

Called to Order: 7:15pm

The meeting opened with a review of the minutes of our May 17 meeting. Accuracy of said minutes were seconded and approved.

FACILITIES/OPERATIONS

We discussed the matter of failure of the motor that drives the pool pump, which occurred on May 28. The first replacement proved to be faulty. A second one, installed today, June 7, appears to be working fine. We are to receive full credit on the cost of the first (failed) one. We do not yet know about full cost/liability on the second, however our insurance can help cover this , if needed. The likely fee for the motor is somewhere between $1200 and $2500. We will soon have it inspected to determine if it is truly sound.

The chlorine tank is cracked and needs to be repaired. Midwest Pool is aware of this and will address it.

Holes have been drilled for placement of the pool basketball hoop. Hope to get it in soon.

It was reported that the completed repair of our dive board and lifeguard stand cost us about $2,400. That is quite a bit less than the $4,300 that it would have been through Midwest. Great work by Jeff and Jack!

Jim Doyle suggested that we really ought to have an electrician involved to install new speakers properly.

BS&T minutes from 6.7.10 cont

FINANCE

Dan Helm reports that we currently have $79,892 in our checking account. $5,656 is in the savings account.

Dan also reported that on our “general” insurance policy, we have gotten a renewal rate from Martin-Gallaher that is lower than last years cost.

MEMBERSHIP

We have decided to tackle delinquent dues payment as we did last year, with each Board member being assigned a number of names (10) to call in an effort to collect. It was also suggested that we try and do a better job of monitoring referrals, to insure that the right party gets the correct benefit when they bring someone in who does, in fact, sign on as a new member.

SOCIAL

Jim Doyle reported that the Luau will begin at 6pm on Sat. 6/12. The band will perform from 7 till 10. Tom Magee will buy the meat to be grilled, at Restaurant Depot. Jim will get tiki lights and a few other things to enliven the island atmosphere. Our budget for the event is approx. $500.

MARKETING

Tom Wiley suggested we generate another email blast to strengthen our database of email addresses. One thought is that we require people to provide email addresses to enter the proposed I-Pod Touchphone drawing. He also talked about 4 Square, a social networking site where we now have a presence.

The Scout Troop that helped with our flyer promo has asked to have a swim party on July 21 from 6 to 9pm, in return for their help. No one expressed any problem with that.

SPORTS

Our clinics started today, with a good-sized turnout of kids. The proposed adult clinic may be a no go, as interest isn’t yet there.

The first swim meet is scheduled for Saturday, June 8 at 6pm.

We learned that the swim team would like to hold a raffle that would award “front row” parking on swim meet dates. Also, the swim team expressed interest in generating extra money for their cause by selling pizzas at the Club. We discussed how this would work in concert with our

BS&T minutes from 6.7.10 cont.

concession stand, and the conflict that it seems to present. We decided that swim team supervisors should talk with Laura Davis. We also concluded that efforts outside the Club, (ex. car wash at Applegate’s) should be encouraged.

We are looking for a water aerobics teacher.

It was suggested that adding a ping pong table to the facility might be a good idea. We should look into cost.

PERSONNEL

We discussed the issue of access between the concession area and the main storage/office space. Currently there is only one key (Laura Davis), and the manager needs one. We also talked about concession  hours, currently set at 11am to 7pm. We agreed that 12 to 8 seems better.

Also roundly discussed was the matter of how many workers on duty at one time. We agreed that generally there should be one person helping at the concession stand, except for swim meet dates.

The meeting then adjourned. Next scheduled gathering is for June 21.

Minutes of Board Meeting held on May 3, 2010

Location: Brentwood Swim & Tennis Club

Attending:  J. Davis, J. Jones, J. Lynch, J. Doyle, M. Connor, M. Durham, T. Magee, T. Wiley

Absent: M. Connor

Called to Order: 7:30pm

The meeting opened with a review of the minutes of our April 19 meeting. Accuracy of said minutes were seconded and approved.

FACILITIES/OPERATIONS

We opened with a discussion of the “bid process” when the Board deems it necessary to contract for work, services or equipment. The talk focused on determining when a “bid” from several parties is or is not necessary. It was concluded that anything under a cost of $1,000 needs to be brought to the attention of Treasurer Dan Helm, for approval. Anything that would cost the Club more than $1,000., needs to be considered by the Board and should involve multiple bids or quotes.

Ward Painting has begun work refinishing the surface of the dive tank. They should be finished this week (5/3 to 5/7).

Jeff Jones indicated that new manifolds on the pool filter may be needed, however before our meeting closed he inspected and determined that new ones are not called for at this time.

Jeff also reported that the likely cost for a new dive board base would be somewhere between $3,300 and $4,300. That would include installation. We then discussed the idea of having the existing base welded to repair flaws and still comply with our obligation to safety.  A motion was made and seconded to do just that if we can.

It was noted that St. Louis County Health Dept. will make a safety inspection of the pool sometime in mid May.

Jeff  provided quotes he had obtained from the Web regarding a freezer that would satisfy our needs in the concession stand. Mike Durham said he would compare them to reconditioned models available locally at Area Wide Refrigeration. Based on the info from Jeff, a motion was made to buy a freezer, with the cost not to exceed $900. That motion was seconded and approved.

We heard  figures quoted by three area arborists on solving the problem of overhanging limbs on several large trees at the east end of the Club. The estimates were: $700 / $590/ $590. We expect to determine a “lowest” bid soon. Work could be done by 5/29.

We reviewed five recently submitted bids on grounds keeping/lawn-cutting for the season. The winning bid, at a considerable discount, was from Chris Jones. To provide a “spring cleanup” and to trim and mow thru the summer his total charge is $4,770. A motion to accept Chris Jones bid was seconded and approved.

MEMBERSHIP

Jack Lynch reported that inquiries about available memberships have been “lukewarm”. He told us of three recently renewed memberships from last year. We discussed the matter of members who are in arrears from 2009. We all agreed that until those parties bring themselves “current”, i.e., pay 2009 and 2010 dues, they will be denied access to the Club.

In response to concerns recently expressed by a member, we discussed the matter of conduct by some adolescents at the pool. The particular issue is “bullying”, which apparently has not gone unnoticed. We agreed that safety within the pool is the primary responsibility of the pool manager and lifeguards, and nothing can be allowed to compromise that. With that said, we will urge Midwest Pool to identify and inform the Board of any adolescents/teenagers who habitually “bully” others, and to be certain to forward any complaints received from parents.

FINANCE

Dan Helm reported that our checking account balance is $6,920. The Club has $6,956 in its savings account. He also informed us that regarding the pending renewal of the Club’s insurance policy (6/1/2010), he will obtain quotes from at least three different carriers for us to consider.

MARKETING

Tom Wiley reported that the “email blast” to promote our referral incentive program will go out tomorrow (5/4). Also, within ten day we’ll execute our flyer campaign with the help of a community Scout Troop.

Tom is continuing to tweak the Club’s website. The newsletter recently drafted by Jim Davis is now available for viewing there.

PERSONNEL

We again discussed the matter of staffing and the way that the crew should rotate to best cover all activity at the pool. It was suggested that the pattern of assignment often involve “floating” by at least one responsible party, so that we provide more attention where needed….when needed, whether it be the pool, front desk or concession stand. It was also brought up that lifeguards should be sure to have Hep A vaccinations, as they will be expected to help out at the concession stand. Along these lines, the team from Midwest will have a meeting at the Club on May 15 to go over “ground rules. Our Tom Magee will attend that meeting.

The May 3 meeting then adjourned. Our next scheduled gathering is for May 17 at 7:30pm.

Brentwood Swim & Tennis Club

Minutes of Board Meeting held on April 19, 2010

Location: Brentwood Swim & Tennis Club

Attending:  J. Davis, J. Jones, J. Lynch, J. Doyle, M. Connor, M. Durham, T. Magee, T. Wiley,

Called to Order: 7:30pm

The meeting opened with a review of the minutes of our April 6 meeting. Accuracy of said minutes were seconded and approved.

FACILITIES/OPERATIONS

We went through a “task list” of all things that need to be addressed promptly, so that we may open the pool in a suitable way.

1)      Paint men’s and women’s locker rooms where needed.

2)      Improve/enhance impeller/filter. The purpose would be to take strain and stress off our motor…extending its life…saving money long term. Jeff Jones will find what cost is involved in this.

3)      Repair or replace wind screens on the tennis court. Mitch Connor will look into cost of this.

4)      Solve the drainage issue on the south end of the property. J. Jones suggests buying pipe…laying it so that we re-direct water to the east/west. Estimation is 250 ft. of pipe at a cost of $1200.

5)      We need a new dive board stand. Must determine cost.

6)      The base of the lifeguard stand is badly corroded. We need to repair or replace. Must determine cost.

7)      The deep end (dive tank) should be painted. J. Jones stated that Ward Painting has given verbal estimate of getting it done for $2500.   (**** A motion was made to award the job to Ward Painting, if the $2500. figure is accurate. That motion was seconded*****)

BS&T minutes 4.19.10 cont.

8)      Awnings for the pool area are to be delivered soon.

9)      The In-Pool basketball hoop needs to be installed. J. Lynch indicated we have all parts. We just need to determine best location, and get it in.

10)  Deck Chairs/Loungers? We agreed that what we have will be good enough for the 2010 season.

11)  We need new umbrellas. Jim Doyle has handled this before for the Club.

12)   The need for planting/flower pots was raised. Judy Durham has volunteered to spearheads this again. We need to determine what the budget is for this year.

13)  Grass cutting/trimming. Who will do this in 2010? Chris Jones handled it in 2009. We need to get bids for this season.

MEMBERSHIP

Jack Lynch confirmed that there are presently 60 open memberships.

We’re holding an Open House for prospective members on Sat. 5/23. The priority is for them to buy a membership from an existing seller. Secondly, we will offer “new’ memberships.

Tom Wiley presented a first draft of the flyer that we expect to distribute in the community within the next two weeks. It look terrific!  Tom has secured a list of all “new residents”, going back for four years. These homes will provide the core of the addresses that we will be distributing to.

LEGAL ISSUES

After another discussion of the ongoing matter of drainage issues for two  property owners adjacent to the Club, it was suggested that we present a solution (regrading of slope) that will hopefully satisfy one of them (Chris Redfern). The idea is that upon hearing of our plan, Mr. Redfern will accept the proposal and upon completion of the work will sign a release that absolves the Club of any future claim as to such damage. As for the other neighbor, Mr. Kennett, no proposed steps were suggested at this meeting.

The April 19 meeting then adjourned.   Next schedule meetings is for Monday, May 3 at 7pm at the BS&T.

Brentwood Swim & Tennis Club

Minutes of Board Meeting held on March. 1, 2010

Location: Brentwood Public Library

Attending:  J. Davis, J. Jones, J. Lynch,  J. Doyle, M. Connor, M. Durham, T. Magee, T. Wiley .

Called to Order: 7:30pm

The meeting opened with a review of the minutes from our Feb. 2010 meeting. Said minutes were approved as being an accurate history.

BOARD MEMBERSHIP

 Our two newest members, Tom Magee and Tom Wiley were introduced to the Board. We then assigned them responsibilities.

Tom Magee agreed to accept the task of being our point man on “personnel”, a job previously handled by former Board member Dan Fitzgerald. It was suggested that Tom soon talk with Treasurer Dan Helm about the number of hires likely needed (outside of lifeguards assigned by Midwest Pool). It was also expressed that Chrissy from Midwest Pool attend our next meeting.

Tom Wiley will tackle marketing/media issues and for openers will look to enhance the use of our e-mail list toward a goal of making our members more informed and involved. The idea of “e-newsletters”, with incentives to be active via email was mentioned as one possibility. Giving the Club a presence in any Chamber of Commerce “welcome to new home owners” efforts was suggested as well. Tom will also look to improve the function and value of the Club website.

CLUB GOVERNANCE

It was expressed that the Club by-laws are overdue for an update, as the last revision of any sort took place about thirty years ago. A motion was put forth and seconded to have Marty Clay re-draft them for us. We will ask Marty to attend our next meeting so that we may discuss particulars.

BS&T minutes, 3/1/2010 cont.

SWIM-DIVE TEAMS / TENNIS

It was disclosed that long –time dive coach Lisa has been slow to recover from the back surgery that sidelined her last year, and cannot be counted on to help us in 2010. We must therefore find a new dive coach ASAP, or risk not fielding a team.

We acknowledged the need to firm up plans for the 2010 swim team by contacting Carrie Jones and Tera Gombas, who supervised our efforts last season. We need to know about likely number of kids returning, whether we should actively recruit new swimmers…..dates for practice/meets…..any team needs that we may be unaware of.

Mitch Connor said that we will have men’s and women’s tennis leagues, assuming enough participants. The idea of a mixed league is to be considered. Mark Phillips will again hold tennis clinics for adults and kids. He will also conduct a one week long camp that will include activities other than tennis. Dates and times will be forthcoming.

MEMBERSHIP

Jack Lynch expressed the need for us to quickly promote membership availability on our website. A clear statement of cost/payment options, and contact info (attn. J. Lynch) is essential. Tom Wiley offered to help get this in place. There are currently 60+ membership openings.

OPERATIONS

Jeff Jones offered a summary of facility needs. Critical at this time is a “re-grade” of the hill that slid into neighbor Bob Kurz yard. Jeff estimates the cost of his doing the work at $1,500. He also spoke about the need to remove a sizeable dead tree, and possibly planting four or five pine trees to serve as a screen/hedge. A likely cost here would be $2,000.

Also discussed was the condition of the lower parking lot. It is crumbling. We should determine whether it can be patched, or will require being redone altogether.

BS&T minutes, 3/1/2010 cont.

SOCIAL EVENTS

Jim Doyle shared that area resident Sherman Lee has experience staging “luau” events for adult groups, complete with pig/pineapple//live music. Total cost is approximately $400-$500. It was agreed that we should plan such an event and schedule it for the weekend after Memorial Day. 

We briefly discussed other social event possibilities and concluded that the sooner we can commit to and schedule……the more likely those occasions will be well-attended. One matter included in this topic is the 50^th Anniversary of the BS&T. Brentwood Mayor Pat Kelly has agreed to serve as Chairman of the Committee that will make plans to commemorate this event. It was acknowledged that we need to focus on getting this issue off the ground.

The meeting then adjourned, with our next scheduled gathering slated for April 5.

Brentwood Swim & Tennis Club

Minutes of Board meeting held on Feb. 1, 2010

Location: Brentwood Public Library

Attending:  J. Davis , D. Helm, J. Jones, J. Lynch,  J. Doyle, M. Connor, M. Durham, Tom Magee (candidate for open Board position).

Called to Order: 7:30pm

The meeting opened with a review of the minutes from our Jan. 2010 meeting. Said minutes were approved as being an accurate history.

BOARD MEMBERSHIP

We began by addressing the two open positions on the Board. Club members were recently encouraged to apply, and were invited to attend tonight’s meeting to further their candidacy. Tom Magee did so, and was given the opportunity to speak to the group. He did so briefly, and then left so that the Board could review and give consideration to all others in privacy. As a group we read the letters applicants had submitted indicating why each of them should be elected. The Board then conducted a confidential ballot which resulted in two individuals receiving the highest number of votes: Tom Magee and Tom Wiley. Assuming their acceptance of election….they will join us at our next meeting.

We then reviewed the responsibilities that each Board member exercised last year, so that we may better define and assign tasks for the 2010 season.

-          Dan Helm: Treasurer, (budget, banking, taxes, permits, insurance, annual report)

-          Jim Davis: VP-Admin (social events, Club newsletter, website, concession liason)

-          Mitch Connor: Sec.-Admin. (tennis facility…..co-ordinating rules of usage, scheduling of lessons, clinics)

-          Jack Lynch: VP-Membership – (recruiting, sale of memberships, maintaining membership roster).

BS&T meeting, 2.1.10 cont.

-          Jeff Jones: VP-Operations – (Physical plant: plumbing, drainage, electrical, landscaping)

-          Jim Doyle: Operations Asst. – see above

-          Mike Durham: Recording Secretary – (Minutes of meetings – paper/electronic) archived).

-          Dan Fitzgerald: VP-Personnel -  (direct, ongoing contact with Midwest Pool re: management and staffing of pool)

FINANCE

Dan Helm presented the budget for the coming 2010 season. We reviewed it thoroughly, pausing to address a few particulars where income might be enhanced or expenses could possibly be trimmed.  Among those topics discussed were: dues (late fees) and guest fees (diligence by desk attendant makes a difference!)…surcharge for credit card payments…….water/sewage cost increases as a result of MSD revised calculations………likely repair expenses…….and Midwest Pool’s charges.

OPERATIONS

It was disclosed that the upright freezer at the concession stand is in disrepair, and that we likely need a replacement. Placement/configuration was discussed. Likely cost and steps to remedy should be put forth at our next meeting.