Overlee Community Association
Board of Directors Meeting Minutes
6/9/15
In attendance: Bob Neuman, Maureen McManus, Megan McMorrow, Nico Vroom, John
Hartel, Kate Bowers, Grant Yoder, Mike Maleski, John Cocker, Dunia Pasternak, Matt Hart,
Cathy Ventura-Merkel, Greg York
Agenda, Minutes & Executive Committee - Bob Neuman
● Bob noted that we are off to a good start this season.
● Next year we should look at schedule to get the dates and hours better aligned with
school calendars, holidays, etc.
● Reminder: Schedule changes need to be approved by the Ops Committee with a copy to
Bob.
● He reminded the board that when responding in Wiggio (the collaborative online sharing
tool), you are responding to the entire Board. Use personal emails to respond to
individuals.
● Bob asked why the Board has not used conference calls for Board members who cannot
attend meetings in person. It has been explored in the past but nothing in the bylaws
prevents doing it.
● The minutes from the 5/12/15 board meeting were approved with changes.
Membership Committee - Maureen McManus and Dunia Pasternak
● Bob commended Maureen for getting the new membership cards out.
● Directory is done and will be sent by the end of June and available online as well.
● August cards will be picked up beginning August 1st. August membres will also sign a
release and provide photos as they did last year. Mike and John Hartel will review the
waiver.
● For August passes, we offer 124 memberships and 107 have paid to date. Should we
offer more? The Board decided not to increase the number now due to concerns about
overcrowding toward the end of the regular season.
● Grant and Mike have reviewed the user data and discovered some issues including
shutting down the system before closing time, how we deal with swim team and their
families, and how to capture guest information (or do we wait until next summer). The
agreement was more staff training needs to be done this season on using the system
correctly and hold off on including guests, swim team practices, etc. until next season,
unless we want to try something on a test basis.
● We have about 25% of the member photos. We need to continue to get photos,
including those of all Board members.
Manager Update - Greg York
● Hours of Operation messaging related to the last hour’s break is being perceived by
some members that the staff just wants to go home. The message going forward is that
we are enforcing breaks throughout the day including the last hour.
● Bob was asked to be called or texted in real time, no matter when, when there are
problems in closing. We also agreed to find out how many 15 year olds are working late
to determine if any changes should be made. Bob will follow up with Mary.
● Opening weekend went great.
● Check- in system, lesson sign up and snack shack are working well.
● Having lots of school parties coming next week
● Staffing is okay for full-season start next week.
● Early bird is going great. Night managers are getting up to speed.
● Top five rules are being tweaked and will be posted on the web site next week.
● Volleyball has been going well and is much appreciated.
● The Board agreed to allow Chesterbrook members to come to use the pool during
divisionals, and Overlee members can use Chesterbrook during Relay Carnival.
Facilities and Amenities Update – Mike Maleski and Megan McMorrow
● Sound mitigation may not occur until mid-July or later.
● Slippery deck issue is being resolved this Friday.
● Mold on the outside of the clubhouse has created a problem. Mike is following up with
the builder and addressing the issue.
Activities Updates
Social - Nico Vroom
● Friday night social for USA womens soccer game is open to all members.
● Next ice cream social is June 21st. Nico will get Board sign-ups and Greg can provide
back-up.
● Kids NIght is June 28th.
● Fourth of July plans are being finalized.
Swim Team - Kate Bowers
● Orange and White meet is this Saturday.
● Relay Carnival is Wednesday July 8th.
● Preparations for winter swim are being transitioned to Matt, including the terms for use of
APS pools. Mike noted that a new IT system will be used for winter swim registration.
DIve and Synchro - Mike Maleski
● Dive team registration is going well. Expect to have 100 participants.
● Synchro has 22 members and 12 non members. Practices are working out fine so far.
We still need to receive their request for regular season morning practice times.
Volleyball - Bob Neuman
● Adult tournament is scheduled for Saturday of Fourth of July weekend; Kids Tournament
on Sunday and a Family Tournament on the following weekend.
●
Regarding lights for the volleyball court, there is a height limit on lights (up to 35 feet).
We are pursuing getting lights but still need to address several details.
Group Lessons - Mike Maleski
● Registration opened this week.122 families have registered with 182 participants and
385 registrations.
Finance Committee - Maureen McManus
● Budget is on track.
● Loan is now at a better rate.
● The board reviewed operational expenses. We may want to postpone some
improvements until next year.
Communications - Cathy Ventura-Merkel
● We need everyone to keep the portions of the web site for which they have responsibility
updated now that season is about to begin. Mike Maleski offered to help anyone who
needs training in using Word Press.
New Business - Bob Neuman
● We have two Board openings. Bob will review bylaws on how to proceed.
● Summer member meeting is July 23rd. Board will discuss agenda at June meeting.
Reminders - Bob Neuman
● Board Ice Cream Social (Board sign up for scooping), Sunday June 21st, 7:00pm
● All Kids Night, Sunday, June 28th, 6:00-10pm
● Board Meeting, Tues July 14th, 7:30pm
● Swim Relay Carnival, Wed July 8th, time 3pm
● Summer Member Meeting, July 23rd
The meeting adjourned at 9:30 pm.
The next Board Meeting is Tuesday, July 14th at 7:30 pm.