Overlee Community Association
Board of Directors Meeting
June 18, 2008
Call to Order: The regular monthly meeting of the Overlee Community
Association, Inc.’s Board of Directors was held on June 18, 2008, at the
Association’s clubhouse. Chris Tai called the meeting to order at 7:45 p.m.
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Members Present: Chris Tai, Ben Danforth, Frank Reeder, Mary Ellen
Caudle, Lisa Ortmayer, Megan McMorrow, Pat Shapiro, Maureen
McManus, Mary Bohan, Deb Hay, Nancy Etkin, Steve Gallagher. Also
present for the manager’s report, Managers Jenny and Greg York.
Members Absent: Jim Mountain, Matt Granger, Cathy Day.
Manager’s Report:
Physical plant: Baby pool repair is finished and paid in full. Unanticipated
problem in the lap pool, water was collecting under the concrete deck and not
draining. Dave Macedonia was present when the contractor found the standing
water, and suggested we repair during the off season by drilling seep holes to
allow the accumulating water to drain. Problem may go back to an NV Pool
subcontractor who cut beams during the lap pool renovation. Greg will explore
options with contractors and report back. Pool passed inspection; funbrellas now
fixed. We lost 6 umbrellas in recent storms; purchased new walkie talkies for the
pool, replaced chlorine company because they were unreliable on delivery.
Discussion of recent incidents, including 5 “saves” to date, most involving guests,
not members. Discussion of set up for 4th of July events, swim and dive meets.
Transition issues: rental tenant vacating this week, Mr. Macedonia moving on
June 30. The Yorks noted that they may ask Mr. Macedonia for a few hours
when they winterize the pool, but otherwise the transition is complete.
Social:
Ice cream social on June 22, Megan passed around sign-up for board to serve.
Discussion of 4th of July schedule and events. Phyllis and Megan will handle onsite logistics.
Approval of May 13 Board meeting minutes:
Following brief executive session, May 13 minutes were amended to include
discussion of special request by member family under executive session. As
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amended, minutes approved unanimously. Minutes of March, April and may will
be posted on web site by our new junior webmaster, Kelsey Taylor. Minutes for
current month will also be posted in breezeway.
Finance Report: Mary Ellen Caudle presented a report on the budget, noting
that dominion power’s rates have increased 17%, and are expected to continue
to rise. Discussion that increased operating expenses should not be paid by the
infusion of capital contributions from new members. Consensus that the likely
increase in membership fees should be raised at the summer membership
meeting.
Human Resources Committee: employees adjustment to new managers
seems to be on track.
Communications: there will be a summer newsletter.
Executive Session (for membership discussion only):
Membership: Following brief discussion, on motion by Frank and seconded by
Chris: The request by a member family for a special exception concerning
membership cards (also discussed at the May Board meeting) is referred to the
membership committee for consideration and appropriate action. Motion passed
unanimously.
Facilities: Another oak tree has apparently died, and a large tree top fell into the
fence between the pool and rental house in a recent storm. We will continue to
cut ivy at the base of the large trees; we will not pull existing vines off those
trees, as this can damage the bark, in addition to costing more in labor expenses.
Competitive teams:
Nancy relayed synchro team’s request to sell glow-in-the-dark items as a
fundraiser at the show, and request to provide information on NOVA winter
synchro program. Consensus was that fundraising request was consistent with
other teams’ events, but that providing information on the winter program would
open up requests from other programs, and would not be appropriate.
Operations Report:
Clubhouse refrigerator needed repair, not replacement. Baby pool gate needs
work on the gate, which is difficult to lock. Greg will work on it in the morning.
Discussion of revised entrance policy, revised guest policy, revised group policy.
Existing practices give managers on site too little control of influx of guests,
particularly large groups renting the clubhouse. Crowding on a recent weekend
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and large number of recent saves raised issues of inconvenience to members,
need for guests to be aware of pool rules, and other issues. Operations
committee will meet to consider how to address concern that pool be adequately
enclosed for off-season clubhouse rentals, what access to the deck or volleyball
areas will be permissible during off-season rentals.
Motion by Frank, seconded by Pat: Board will adopt revised entry policy, guest
policy, and large group policy, to be effective June 25. Clubhouse rental policy
will be revised accordingly, and become effective as soon as possible. Motion
passed unanimously. Frank will review the edits for consistency with current
policy before posting on the web site.
The meeting adjourned at 10:56 pm.
The next regular Board meeting is scheduled for Tuesday, July 8, 2008, at
7:30pm.
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