Long Cove Point Association
Board Meeting
July 3, 2010

Call to Order - The board meeting of Long Cove Point Association was called to order July 3, 2010 at 9:02 AM at the clubhouse. Board members present were Chairman Bill Perry, Joe Ponti, Jack Campbell, Bill Addison, Jane Griesar, Doug Alcox, and Ann Bullis. Club members present were President John Towne, Secretary Ellen Addison (temporary as Cindee Young had to resign due to work obligations), Tennis chairman Nora Waystack, House chairman Doug Craig, Social chairman Sheila Dodge and social committee members John Mulcahy and Louise Ponti, and Community Assistance Committee chairman Elizabeth Vercoe

Secretary’s report
1 - Board members reviewed the minutes from the August 22, 2009 director’s meeting. A motion was made and seconded to approve them and motion passed.
2 - No new member applications have been submitted to date but there is a possibility of a couple of new families applying.

Treasurer’s report

1 - Kitty Perry sent a report for the period from 7/1/2009 to 6/28/2010. Total income for this period was $13,942.32 and total expenses were $12,262.70. The balances in the checking and savings accounts were unavailable at this time but Bill Perry said we were in good shape.
2 - There are 135 member/families with 54 tennis playing families.
3 - A letter of dues reminder to those unpaid members will be sent out after the annual meeting. (See bylaws, Article V,c and 7/5/2008 Director’s meeting minutes).

Report from the Tennis Committee
1 – For the period between 7/1/2009 to 6/28/2010 income from tennis dues was $2,734.00 and fees collected were $1,150.00 for a total of $3,884.00. Expenses totaled $12.60.
2 – Round robin events are being planned and the hope is that they will be more successful this year. The committee is holding an event to meet Pro Michael Blake from Lincoln Academy on July 10, 2010 to increase interest in tennis for all ages. He will be available for lessons on Tuesdays, Thursdays and Saturdays after 3:00 pm for group lessons, and for private lessons at $30.00 per hour paid by participants. A sign up sheet will be posted on Sundays and Amy Rolfe will collect fees and block off court times a week in advance. There will be no cost to the club other than supplying balls. A cart for the balls will be borrowed from a local store and the Perrys will provide the ball machine. The reasoning for having a pro available will hopefully encourage more use of the court for both adults and children.
3 – Minor maintenance was performed by Bill Perry who sealed the cracks, repaired the cable to the net and the court wintered well this year.
4 – Sam Egbert (ret. 2013) was reappointed to the tennis committee, Amy Rolfe (ret. 2013) will be the newest member, and Bill Bullis (ret. 2011) and Judy Rubeiro (ret. 2012) complete the committee. Chair Nora Waystack will retire in 2011.

The problem of realtors advertising homes with use of the court and dock was also discussed and it was hoped that they would advise clients that membership was not an option without joining said organizations.

Update from President and Committees
1 – President John Towne reported that members have reserved the clubhouse for special events: Dewey Chase on July 17th, the Elskus family on July 25th for a memorial for Anne Elskus, and Caroline Bruzelius on August 15th for a celebration of the life of Pranas Lape. It was suggested to have movie and popcorn nights for the children. On August 21st for the evening of dancing the board approved to pay up to $400.00 for the Chris Gram Band (estimate $350.00)
2 – Elizabeth Vercoe, chair of Community Assistance, suggested that in lieu of food staples we donate money only so that they can purchase supplies they need. She also suggested that we offer assistance volunteering at the food bank when regulars can not make it, continue with jar donations at club functions and the annual donation from the club. Discussion followed that we give any surplus monies to them above and beyond our usual amount, explaining that there was extra for the year. It was stressed that we would do this up to a point. The Board will have a quick meeting 15 minutes before the annual meeting, July 17th, to recommend amounts to donate to all our charities.

House chairman, Doug Craig, stated that the roof was leaking toward the front of the club and that it would cost approximately $200.00 to patch. A match in shingles was not critical and would not affect overall appearance. The entire roof probably has about 4 or 5 years left before it needs replacing. He said the outside railings and trim, inside windows and flag pole all need painting which volunteers could do, and he will ask for bids on the high parts. He will make necessary repairs to the handicap ramp. The landscaper will be contacted to trim weeds away from the back of the club. Doug and Sheila Dodge will work together on the selection and installation of a new sink and ceiling fan in the kitchen.

There was no further report on membership other than that covered in the treasurer’s report.

Social chairman Sheila Dodge listed upcoming social events for this summer (see 2010 schedule), and callers will contact members by phone and/or email for reservations. Parking is limited at the Clarks’ cocktail party and their neighbors may provide additional space for cars. For the cookout July 31st, a motion was made and approved to spend up to $300.00 for rental of grills and for supplies. Bill Addison, Doug Alcox, Bill Perry and Joe Ponti volunteered to be cooks. It was mentioned that the lobster dinner last year and this year conflicts with Old Bristol Days and that when scheduling for next year, this be corrected. Louise Ponti reported that a group of artists from the club have formed the Long Cove Point Artists Association and plan to display their works on the outer tennis fence, weather permitting, before the Italian Supper on July 10th. They are encouraging the “younger” artists to display their works before one of the youth pizza parties.

The bylaws have been revised and copies mailed to the members.

New business – After much research, conversing with lawyers and checking state law, Bill Perry approached the need for Directors and Officers insurance. Because there is a strong indemnification clause in the Bylaws, the board agreed that the D&O insurance was not necessary.

A new First Aid kit for the clubhouse was requested.

The next Board meetings will be July 17th 15 minutes before the annual meeting, and immediately after the annual meeting. The final Board meeting of the summer will be August 21st at 9:00 AM at the club.

The meeting was adjourned at 10:40 AM.

Ellen Addison