Annual Meeting Minutes Dec. 3, 2011
HADDON FIELD CLUB ANNUAL MEETING
December 3, 2011
The Annual Meeting of the Haddon Field Club was called to order at 11:10am Saturday Dec. 3, 2011 at the Clubhouse. Executive Board members present: Chris Noll, Jane Elkis Berkowitz, Evelyn Koruba and Mark Forrester along with a quorum of members. Executive Board members Dave Rodier and Stacy Kasse were unable to attend. The attendance sheet is attached as an addendum to these minutes.
Printed copies of the 2010 Annual Meeting Minutes were passed out for members to read in lieu of having them read aloud. A motion was made to accept the 2010 minutes as read – the motion was seconded and passed.
House & Grounds Committee –
Dave Rodier was not present, so Chris Noll read Dave’s report:
Repairs on the hard courts are complete thanks to Glenn Earl who put in 100+ hours patching and painting cracks. An estimate to do the repairs was $3000 - $4000. Cost for materials that Glenn used was about $700. Glenn was applauded for his time and dedication to this project.
An estimate to hook up the ceiling fans on the patio was approximately $400 – however it was noted that the fans are for indoor use and are probably rusted and may not be in working condition.
The roof has some areas in questionable condition which will be looked at by a contractor.
The awning over the patio fell apart and needs to be replaced. The best estimate obtained for replacement was $3900. Some windscreens and nets will need replacement. Those in the worst condition will be replaced first – with the intent of replacing a few each year to spread the expense.
Ray Karcher and Pat Rocco agreed to come back next year to continue to do the court maintenance.
Thanks were extended to the House & Grounds Committee individuals: Glenn Earl, Jim Evans, Boone Gallagher, Ray Karcher and Dave Bewick.
Tennis - Mark Forrester:
The Men’s Super Senior Tournament this year did not bring in as much revenue as last year. Mark will hold the tournament the same time in 2012 - Sept. 9th – 13th.
The Junior Tournament will be July 9th – 13th 2012.
Next year Mark intends to change the Club Tournament with specific draws to be played within a two week period. On the last Sunday of the two week period the finals will be played at the Club with an informal party. This change in format is intended to get the tournament matches wrapped up in a reasonable amount of time and to encourage member participation and attendance in a social atmosphere.
July 14th to July 22nd will be the Men’s Singles and Doubles with the final matches to be played on Sunday July 22nd.
July23rd to Aug 5th will be Mixed and Married Doubles matches with the final matches to be played on August 5th.
Mark announced the 2011 Club Tournament Champions and Finalists.
Mark asked for feedback on the Club Pro, John Bacha.
Kathleen Burns voiced a concern about John using court #4 for lessons in the evenings when the courts are the busiest – especially when only one person is taking a lesson. Chris said the Executive Committee will discuss this issue.
Marge Miller was disappointed there were no ladies clinics this year. John’s men’s clinics have been well attended, but he hasn’t had the interest from the ladies in recent years. John will be approached about having co-ed clinics next year. The idea of having another Pro at the Club on weekends was discussed to run clinics for those not able to attend on weekdays.
Membership – Stacy Kasse
Stacy was not present, so Chris reviewed the membership totals from 2010 vs 2011.
The question was posed if we ever got any members from Bishop Eustace. Jane Berkowitz said she sent letters to Bishop Eustace team members last year inviting them to join, however she received no responses so she did not send them this year.
Chris Noll said we have guidelines for the Membership Committee to follow to help boost membership and to welcome and follow up with new members.
Treasurer – Jane Elkis Berkowitz:
Jane noted our current cash position is approximately $62,000. Major expenses are coming up and revenues have declined. Jane would like to see 20 new members next year and reminded members that we have a flexible payment plan for initiation fees which can be paid over a 2 year period. She is also willing to work out other payment plans with individuals if necessary.
Kathleen Burns suggested the hard courts could be used to raise some revenue by using them for summer programs with the Club getting a percentage from the Pro running the program. Chris noted that we have never charged a Pro for the use of our courts in the past. Green Valley allows visiting pros, and it was suggested we could allow another pro to use the hard courts on weekends since John Bacha is only available at the Club on weekdays. The names of local Pros: Hyacinth York and previous HFC Pro, Pete Fiorvanti were mentioned as being possibilities.
Major expenses coming up include tree trimming, hard court repairs, awnings and real estate taxes. There was a reduction of premium in General Liability insurance policy of $800.
Jane noted the Club put an ad in the Hall of Fame sponsor booklet in honor of Jeff Holman.
The Audit Committee will meet in January.
Old Business:
The new membership categories, Morning and PrePaid Guest, initiated this year were discussed. Chris suggested we continue these memberships with the same limits agreed on last year – maximum of 15 members in each category. It was also suggested allowing Morning members to play from 7am to 9am instead of 7am to 8:30am since the courts are not usually busy at that time. In 2011 there were 3 Morning Members and 5 PrePaid Guest Members.
A motion to accept these membership categories with same limits as last year and Morning Members allowed playing time to be 7am to 9am was presented and seconded. Vote taken and motion passed.
Vero Ajello strongly suggested the Club reinstitute a ladder so that members (especially the men who do not have any Club teams) are able to compete with each other and perhaps other clubs as well. Chris noted we have a rack on the clubhouse wall for the ladder. A motion was made to have a Club Ladder – it was seconded and motion passed. Vero will administer the ladder.
A motion was made to allow all the ladies teams that played last year - it was seconded – Motion passed.
Some of the teams will have new captains.
There will be 5 Ladies Teams returning in 2012 which are the same teams as 2011. There are no men’s teams. The 2012 ladies teams include:
Spring: Monday 10am, Philadelphia Interclub League – 5 courts (Anne Maxwell-Capt)
Wednesday , Philadelphia Interclub League – 5 courts (?-Capt)
Summer: Monday 6pm USTA League – 3 courts (?-Capt)
Tuesday 9:30am Cup 1 So. Jersey League (?-Capt)
Tuesday 9:30am Cup 3 So. Jersey League (?-Capt)
A sign up sheet for the various committees was passed around (Tennis, Membership, House & Grounds, Gardening & Flowers and Social)
Election of Officers:
Glenn Earl, Nominating Committee Chairperson, thanked the members of the committee: Gail Dwyer, Jan Caffrey, Ev Koruba & Bob Rose. Glenn then presented the suggested slate of officers for 2012:
President: Chris Noll
1st VP of House & Grounds: Dave Rodier
2nd VP of Tennis: Mark Forrester
Treasurer: Jane Berkowitz
Secretary: Evelyn Koruba
Membership: Tobey Rodier
Glenn asked if there were any nominations from the floor – there were none.
A motion was made to accept the slate of officers. The motion was seconded and passed.
Chris thanked Stacy Kasse for her service as Membership Chairperson.
Approval of Budget:
A motion was made to approve the 2012 budget as presented by Jane Berkowitz. The motion was seconded and passed unanimously.
New Business:
Glenn Earl reported that hard courts #8 & 9 were closed this season due to deep cracks. He noted that the hard courts are about 47 years old and have never had major repairs. Glenn did extensive work to repair the cracks at the end of this season, and hopefully the repairs will keep the courts playable for another year or two.
Chris explained that it would be prohibitively expensive to replace the hard courts with har-tru. Quotes for two resurfacing methods were obtained:
Option 1: Take off the top 10 – 12” of the courts and resurface: Cost approximately $128,000 from one company, $102,000 from another.
Option 2: Mill a few inches down from surface of courts and put down 2” of fresh asphalt on top: Cost approximatey $75,000.
To help defer the cost of court repairs Chris suggested entering in a contract with Bishop Eustace for a period of 10 years. We would receive $5000 donation up front, with an additional $5,000/year for 10 years for the use of the courts by the boys team (Spring) and girls team (Fall) for a total of $55,000.
Chris noted that approval of the membership is needed for any expense over $7500. Discussion followed:
Kathleen Burns would like to see revenue income from use of the hard courts by pros who would pay the
Club a percentage.
Concern about the condition of har-tru courts #1 through #4 was expressed. Chris said that those courts are in relatively good condition and should be good for another 5 to 10 years.
The best time to work on the hard courts would either be the summer, as long as machinery could access the courts from the back, or October after the Bishop Eustace girls season ends.
It was suggested that since the courts have been patched and should be playable for another year or two, we wait until next year to discuss options. Chris noted that the courts definitely need the resurfacing and delaying a decision may only cost more if prices of material and labor rise. Boon Gallagher suggested putting an inflation factor in the contract with Bishop Eustace. The Club would get an attorney to write the contract.
Glenn Earl made a motion to proceed to set aside approximately $80,000 to fund the repairs through a contract with Bishop Eustace, with an inflation or cost of living factor, and adequate bank financing. The motion was seconded and passed. (2 opposed).
The details about this process will be reported to members via emails and/or a special meeting if deemed necessary.
Marge Miller questioned the angle of the grates at the end of the courts which cause balls to roll back into the court.
Mark Forrester said he tries to get members who come to the courts on weekends into a game if they don’t have a pre-arranged match. General discussion agreed that it is important to the general well being and popularity of a Club if it is easy for members to get a game. Recent attempts to have a weekly pick up game nights have not been successful. More investigation and ideas should be put into this matter.
Chris thanked everyone for attending.
A motion to adjourn the meeting was made, seconded and passed.
Meeting adjourned at 12:30pm
Respectfully Submitted
Evelyn Koruba
Secretary
Logo Merchandise
The Club logo has been updated and looks sharp on men’s and ladies polo shirts, hats and tennis towels. Items are on display in the clubhouse along with order forms. Shirt styles and colors not in stock may be ordered.
Contact Kerry Pittenger (856-428-1872) with orders or questions.
Men’s polo shirts (green or white) $30
Women’s polo (green) $30
Women’s V-neck polo (white) $30
Hats (white) $20
Tennis towels (green) $20