Del Prado Cabana Club

General Meeting Minutes

10/15/15

7:00 pm Del Prado Pool

Board Members: Wade Bantz, Jim Hungerford, Barry Harwood,

Amanda Suraci, Sarah Coulter, Brad Hernandez, Mark Naylor, Julie White,

Jon Heaton

Guests: Fred and Sara Volking, Victoria Glenn, Lisa McMasters, Traci

Cook, Colin and Gwen Drain, Judie Mrzywha, Randy Crump, Dave and

Mary Snell, Bob and Susie Lindley, Dennis O’Sullivan, Kim Kirschner,

Hiroshi Doi, Terry Beatty, Robin Kurotori, John Goard, Mary Jo Sullivan,

Lydia Lara, Amy Suto, Carol Brochie, Steve and Rachelle Banke, Sandy and

Gregg Christman, Bill Manson, Sharon Anderson, Ronald Schufe, Nathan

Harold, Helen Valentine, Renee Huber, Don Peterson, Kaarin Graham,

Beth Griston, Jim Sulge, Hallie Gicklings, Kevin Suto, Andrea Naylor, Bud

Mayes

Motion to adopt Agenda: Motion – Sara Coulter, 2nd – Amanda Suraci

Approved

Motion to approve Minutes: Motion – John Heaton, 2nd – Brad Hernandez

Approved

Officer Reports: Attached to power point slides

Suggestions from members at general meeting:

- Install Max capacity sign

- More training for life guards.

- The board should look at liability insurance for pool and effect on “a”

members

- Charge for food at holiday parties as a fundraiser

Election of new officers

-4 board positions to fill

- Election held to identify 4 new members out of 5 candidates

- Renee Huber 26 votes

- Colin Drain 21 votes

-Helen Valentine 27 votes

-Steve Banke 25 votes

-Lisa McMasters 18 votes

Del Prado Cabana ClubAnnual Meeting

October General Meeting

Thursday October 15, 2015

7:00 pm Del Prado Cabana Club

Agenda

Opening of meeting Take Role

Adoption of Agenda

Approval of Minutes from last meeting

Reports from Officers President

Status Update

Vice President

Status Update

Treasurer

Status Update

Operations / Property

Status Update

Volunteering / Special Events

Status Update

Communications

Status Update

Membership

Status Update

Reports from Committees/Pool Manager Swim Team

Election of New Officers

Question and Answer Period

DPCC Board for 2015

Another awesome year at DPCC Board Positions Open (4) – President, Vice President, Operations and

Property (termed out). Potentially looking at changing Secretary role as well.

Converted Special Events role to Volunteer Coordinator. Expanded Communications role but realize we need to continue to evolve

our effort in this area. Board decided to reverse the additional $50 annual fee charged to “C”

members. Formed a sub-committee comprised of “A”, “C” and DPCC board members

to review governing documents and revenue generation. Also have board sub-committee’s for extended hours and capital expenditure planning.

Started investigating the potential impacts of the Davis-Stirling Act (2014)

Presidents Update 2015

Kara Fitzgerald needed to resign her position as Pool Manager mid season. Lindsey DeWilde assumed the role of “acting manager” in August and did a great job!

The Pool Manager position is posted on Del Prado website as well as on indeed.com. We received several outside applications, but all were looking for full-time pool manager positions. Lindsey DeWilde also applied and I recommend she be offered the position.

Had 13 lifeguards on staff, with 4 new hires (down from 18 in 2014) There were no safety incidents to report this year. We had a good turn out for swim lessons and a great turn out for water

aerobics this year. There were some concerns about the timing of classes and when the pool opens.

We continued to have incidents of glass being brought to the pool and continued to remind members about our no glass/ceramic policy.

VP / Pool Operation Updates 2015

Dues Collected: $127,497 Fees Collected: $24,740 (guest fees ~6k, buy-in ~13k, late fees ~1k and party ~5k) Other Income: $12,096 (swim lessons ~4k, conditioning ~1k, swim team ~1k,

aerobics~1k, snack bar ~5k) Gross Income: $164,350 Expenses: $110,109 (top 5 expenses: payroll ~38k, pool chemicals & supplies ~16k,

insurance ~13k, landscaping ~12k, utilities ~9k)

Net Surplus to date: $54,241k Anticipated remaining spending: ~$15K(~$10K regular expenditures, $2,100+ ??

Pump room related expenses) Net surplus for 2015 (est.): ~$39K Cash on hand as of 9/30: $72,958 NOTE: 2016 season membership dues will reflect approx $13k in C-member refunds

Cabana Club Financials for 2015

Cost Savings (2015)

Volunteer labor: • Re-roof main building• Pool preparation, sweeping following resurfacing• Painting: Arbor, Bathroom baseboards/doors, Caulking• Electrical: Maintain/repair lighting, A/C outlets and underground wiring• Recycling and HazMat removal• Spider control

Extend life of capital:• 6 table tops powder coated (extended life of tables) • Pump repair

Utility savings: Volunteer Installation of low flow toilets--reduce toilet water use by 20%

Energy savings: Installed LED lights in pool

Deferred purchases: • Deferred BBQ replacement• Deferred chaise lounge replacement (6 chairs)• Repair of fridge – member donated refrigerator

Reduced Events expenses by 50%

Total estimated savings: $25,000(~$58/membership)

Capital Improvements

Capital Improvements

Capital Last done Planned Cost*

Pool resurfacing 2008 Yes $76,228

Pump replacement 2004 Yes $3,400

New, non-slip bathroom floors 2013 Yes $3063

Low flow toilets (x4) ($472 total)

N/A No $72(with city rebate)

Electrical upgrade to code 2004 Yes $1,500

Roof repair (leak) No $1947

Foothill arbor repainting No $110

Backflow valve replacementWall repair in pump room, etc.

No $600$1,500

Snack bar refrigerator repair(quoted at $3000)

N/A No $0Member donated

Total $88,420

* Final costs may not be inclusive and will be confirmed in end of year financial statement

The DPCC Board of Directors created a new “Volunteer Coordinator” position for 2015 with the goal to increase visibility for the ongoing need of member participation.

2015 Get-the-Word-Out efforts included:

Emergency Form volunteer opportunities

Volunteer Opportunities Poster at the Pool

Volunteer Power Tab on the DPCabana Website

Use of Sign-up Genius to organize 4th of July Volunteers

“Thank You Volunteer” banner flying at the pool

Online Membership Survey

Volunteer Coordinator 2015

Lots of great ideas and interest from the membership THANK YOU

In collaboration with the Swim Team and many member volunteers, the DPCC Association sponsored the following events in 2015:

Easter Egg Hunt

Conditioning Swim Classes

Set-Up day

Shed clean-out and organization

Bathroom improvements (R&R partitions, painting & caulking, new water closets)

Memorial Day BBQ & Pot Luck

4th of July Bike Parade & Party (BBQ, Pot Luck, Games & Music)

Pirate Party (adults only)

Special Committees

Teardown / Work Day

Pergola Prep & Paint

Reroof Office/Restroom building

Special Events 2015

2015 Updates:

New website based on Wordpress CMS

New members information/application

Real estate agent resources

Meeting minutes section

Pool calendar and reserved party rental dates

Implemented Mailchimp email program

Allows for faster/easier communications to the members

Members can opt-in/opt-out on their own

Reviewed and responded to dp.cabanaclub@gmail.com

member emails

Communications

www.dpcabana.com

Goals for 2016 season Work with Volunteer Coordinator to get sign up genie attached to

volunteer opportunity emails (requested by a number of members)

Make sure all members have supplied their correct email address and

update the master email list in Mailchimp

Complete and load the 2016 calendar prior to the start of the season

Questions for Members:

1) How many emails would you like to receive from DPCC per month?

2) Did you receive the email blasts throughout the season?

3) What other information or functions would you like to see on the

website?

Communications in 2016

Membership Changes

2015Membership

YOY Turnover

2014 2015

A members 232 12 5

C members 150 9 19

Total 382 21 24

Membership turnover slightly higher than previous year.

Average year is 5-10 C members; 5-8 A members (10-18)Generally, less turn over during recent recession (2010-2013)

2015 Membership Use

total non-use

total use

total non-use

total use

50% of A members (blue) and 88% of C members (green) visited the pool in 2015.

117132

Fun Facts for 2015 season: • A total of 6889 individual members (and guests) checked in at the

gate for open swim.• Average number of people per household per visit: 3• Days pool was open where daily high was above 90 F 43%

A Member Usage(Total: 232)

C Member Usage(Total: 150)

Data source: 2015 DPCC Emergency Form Check-in data and www.weather.com

0

20

40

60

80

100

120

140

No visits 1-5 days 6-10 days 11-15 days 16-20 days 21-25 days >25 days

2014 A member

2015 A member

2014 C member

2015 C member

2015 Pool Usage#

of

Me

mb

er

Ho

use

ho

lds

# of days Member(s) of Household visited pool

More member households visited more days relative to 2014

* Based on 2015 Emergency Form check in data

Non-use

2015 DPCC Survey Survey launched 9/28-10/10

Special thanks to subcommittee and door-to-door volunteers for their hard work on 2015 DPCC survey!!

Great insight into our membership

120 responses from A members (51% of A membership responded)98 responses from C members (65% of C membership responded)217 total responses (57% of total membership)

Survey Response Rate

Survey Highlights

High level of recognition for value DPCC offers community.

A members

Helpful direction on options for future consideration

C members

Q6. To ensure a solid financial foundation for DPCC, please rank the following options to fill the gap.

Next Steps

Board will closely review results and comments over next month

Board to post results shortly

Any changes to by-laws would go to a membership vote per our governing documents.

If this happens, target timing is January.

144 kids swam with the Stingrays.

In a shortened season, the Stingrays won 3 of 5 meets.

At the championship meet we placed 4th.

Jamie Plummer Seipel and Tom Juarez, two long-time Stingray coaches, retired this year, and Lisa McMasters ended her term as team coordinator. Gwen Drain and Traci Cook have stepped up to be co-leaders for the team.

The team is pleased to continue to provide financial support to the club while remaining financially solvent.

We look forward to a great season in 2016.

Del Prado Stingrays35th Season

The DPCC Board is proud to live in a community of such wonderful individuals. It was an honor to serve you in 2015 and we look forward to a wonderful 2016! And, as always, if you would like to contribute to our club by volunteering or participating on the board …….now is your chance

Thank You!