Hollin Meadows Swim & Tennis Club November 7, 2013 Message from the President Members: You are invited to attend the Club s Annual Meeting and End of Year Party on Monday, November 18, 2013 at 7:30 pm at the home of Keith and Giovanna Perkins, 2506 Appian Ct. The meeting will be brief, with the party following afterward. I hope you will attend! Meeting agenda items include: 2014 budget approval, Election to Board of Directors, 2013 review, 2014 preview, and member comments and questions. If you cannot attend, please ensure that we have a quorum to conduct business by returning your Proxy electronically to Keith Perkins (secretary@hollinmeadows.org), by mail to the Club Post Office box, or by hand to any board member. For a current listing, see www.hollinmeadows.org, and look under contact. This past year was another successful one for the Club thanks to the commitment of our Board and member volunteers. In preparation for 2014, I would like to highlight the following: Open Board Positions Please consider serving on the Board in one of our open positions (see page 2). It is a great way to help ensure the success of the Club, give back to your community, and meet other members! Note that we are considering restructuring the Operations Chair into two positions a Facilities Manager and an Operations Manager. Jim Hohman is willing to take one of the positions and is eager to have someone step up for the other. Finances/Dues Due to strong revenue from increased new memberships covering our expenses, there will again be no dues increase for next year. A decision was made not to pay down the outstanding loan this year in order to save money for potential maintenance projects and improvements to be undertaken in the next couple of years. Potential Cell Phone Tower The Club was contacted by AT&T requesting lease of a portion of our land to erect and maintain a cell phone tower. While we have not yet received a formal proposal, the approximate location would be at the rear corner of the parking lot where the dumpster is located. AT&T would secure all County setback, planning and zoning approvals for the tower. HMSTC would receive an initial lease payment for 5 years with automatic renewals. The Board is interested in the opinion of the membership regarding a potential cell tower and will discuss this at the Annual Meeting. 1 Team Highlights Our tennis program was managed for the first time by coaches from Mount Vernon Racquet Club. Coach directed adult and women s team clinics were introduced this summer. Our youth and women s tennis teams both finished with records of 1-5 in their respective community leagues. The swim team finished 1 st in Division 8 of the NVSL with a 5-0 record, and placed 2 nd in the Division Relay Carnival. We are looking forward to improvement of the tennis program and continued success of the swim team next season. (cont.)
Appreciation Please join me in thanking our outgoing board members for their service to the Club. Dennis Shea, Membership Chair, did a tremendous job signing up a significant number of new members. Brian Walsh, Grounds Chair, continued the beautification of the grounds and pool area with flower and herb plantings. Outgoing Social Co-Chairs, Jill Johnson and Sara Petretich, organized several new themed parties which were a huge hit with the membership. And thank you to all our members who volunteered this past year. Your commitment and efforts make HMSTC a pleasurable place to summer! Carrie O Hara, President 703.790.5393, president@hollinmeadows.org Membership New Member Recruitment We are always happy to talk to potential new members. Even in these chilly months, when someone moves into a house near you, take the opportunity to mention HMSTC to them. Let them know about our pool and tennis courts, swim and tennis teams, and the fun social activities, all in our beautiful wooded setting. They ll remember us when spring arrives. If a potential new member is interested in joining the club, have them contact the membership chair, membership@hollinmeadows.org, or any board member. Secretary Communications Most of you received this newsletter, and notification of the upcoming Annual Meeting, via email. If you didn t, we probably do not have a valid email address for you. We use email frequently during the summer for emergency announcements and to supplement fliers posted at the pool serving notice for social events, closings both scheduled and unexpected, etc. If you are happy with the status quo, please don t do anything. Otherwise, send email address corrections and additions to secretary@hollinmeadows.org. We do not share this information other than in the published directory, and can make other arrangements upon request. 2 Elections The HMSTC Board of Directors is comprised of members who volunteer their time to manage pool business, operations, teams, and events. Board Members are elected by membership vote at the Annual Membership Meeting. Five of the ten Board positions are currently up for election to twoyear terms. The open positions, and those members nominated to fill them, are the following: Treasurer Kim Dwyer Operations Membership Social Grounds It has been proposed to split the Operations position up into two separate positions, specifically Facility Manager Operations Manager Jim Hohman has agreed to fill one or the other of these new positions. Please call Vice President Brian Wild, at 703-660-8959, if you have any additional nominations, or would like to discuss the responsibilities and duties of any position. Nominations will also be accepted from the floor when elections are conducted at the Annual Membership Meeting, November 18, 2013.
Budget Category Description Approved Actual Difference Proposed INCOME 2013 Budget ($) 2013 ($) ($) 2014 Budget ($) Dues 160,000 156,490 (3,510) 160,000 Guest Fees 5,370 4,740 (630) 5,000 Insurance Claim - - - 0 Int&Div 400 350 (50) 400 Late Fees 2,000 308 (1,692) 2,000 Membership Init 11,250 17,975 6,725 16,000 Capital Improvements - - - 15,000 SocActivities 7,000 8,375 1,375 7,500 SwimTeam 28,600 38,973 10,373 34,300 Tennis 2,500 3,182 682 4,500 Vending Machine 1,000 1,058 58 1,000 TOTAL INCOME 218,120 231,451 13,331 245,700 EXPENSES Administration 500 350 150 500 Furniture and 2,500 225 2,275 2,500 Capital Improvements - - - 15,000 Insurance 5,500 6,032 (532) 6,000 L&P Fees 1,200 500 700 500 Loan Principal 17,500 17,500-17,500 Loan-Interest 17,500 17,500-17,500 Maint-Club&Pool 14,000 28,205 (14,205) 17,550 Maint-Courts 3,000 5,180 (2,180) 3,000 Maint-Grounds 14,000 13,591 409 14,000 Membership - Cashout 3,300 5,195 (1,895) 3,300 Membership - Other 3,000 1,624 1,376 3,000 Miscellaneous-Other - - - 0 Pool Management 54,000 54,956 (956) 56,300 Gate Guards 5,200 5,398 (198) 5,300 Pool Supplies 3,500 3,428 72 3,500 Reserve 11,570-11,570 8,050 Socials 8,600 9,542 (942) 9,000 SwTeam 38,250 45,445 (7,195) 43,950 Taxes 4,500 2,047 2,453 4,500 Tennis Program 3,000 5,574 (2,574) 6,250 Utilities 7,500 8,506 (1,006) 8,500 TOTAL EXPENSES 218,120 230,798 (12,678) 245,700 3 OVERALL TOTAL (Income - Expenses) - 653 26,009 -
Proxy PROXY TO THE HOLLIN MEADOWS SWIM & TENNIS CLUB BOARD OF DIRECTORS I will be unable to attend the Annual Meeting of the membership of Hollin Meadows Swim & Tennis Club on November 18, 2013. I therefore authorize the Secretary of the Corporation or to vote for me on matters that arise during the meeting. Date Signature Printed Name Send to: Keith Perkins HMSTC Secretary 2506 Appian Ct. Alexandria, VA 22306 secretary@hollinmeadows.org 4 Or give to any current board member prior to the start of the meeting: Susan Crow, Swim Team Chair Kim Dwyer, Treasurer Tiffany Hartzell, Tennis Chair Jim Hohman, Pool Operations Chair Jill Johnson, Social Co-Chair Carrie O Hara, President Keith Perkins, Secretary Sara Petretich, Social Co-Chair Dennis Shea, Membership Chair Brian Walsh, Grounds Chair Brian Wild, Vice President
Hollin Meadows Swim & Tennis Club You Are Invited to Attend the Hollin Meadows Swim & Tennis Club ANNUAL MEETING And END OF SEASON PARTY Monday, November 18, 2013 7:30 pm At the home of Giovanna and Keith Perkins 2506 Appian Ct., Alexandria RSVP for Party (none needed for Meeting) 703.768.2503, gf.perkins@verizon.net Meeting Agenda (principal items): 2014 Budget Approval By-laws amendments Board of Directors Election 2013 Recap & 2014 Preview Consideration of cell phone tower Member Comments & Questions ** Please note that any new motions to be voted on at the annual meeting must be submitted to President Carrie O Hara in advance of the meeting by Tuesday, November 12, 2013 (call 703.780.5393 or email president@hollinmeadows.org).