Board Meetings — Lindmoor Woods Swim & Tennis Club

Nov10

Next board meeting

Tuesday, November 10, 2026 · 7:30 PM

The Board meets the second Tuesday of every month. The agenda will be posted here before the meeting.

2026

Oct13

Tuesday, October 13, 2026

Agenda Notes

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Position	Lead	Key Topics / Updates
Vice President	Warren	Social events upcoming
Treasurer's Report	Teresa	Review of financial actuals vs. budget; current cash flow position and financial updates
Membership	Anita	Training and access
Grounds	Nam	New website status; invoicing test; new site for viewing expense/revenue actuals
Pool	Luke	Any gotchas with the pool, or has work been done this past season
Capital Projects	Alex
Shark Shack	Melissa
Swim Team	Heather
Operations	Jarod

Budgeting moves from one person to each area's owner. Every owner gets this year's actuals and builds a justification from scratch.
Goal: every area is cash-flow neutral or better, and revenue-generating areas should not run at a loss.
Budget owners present at the next meeting. Owners with revenue and expenses show both. Expense-only owners show projected costs for their workstreams.
Target: full budget finalized by end of year, with the January meeting as final polish.
A summary of savings, efficiencies and new revenue opportunities goes to the membership in February.

Ramp virtual credit cards will replace the reimbursement model. Each owner's approved budget becomes their card limit.
Areas can have multiple cards with separate limits (for example, a Shark Shack manager sub-card).
Receipts must be attached before expenses sync to QuickBooks, and rules auto-categorize expenses.
The Shark Shack card limit starts as a 50/50 split and can be adjusted mid-season. The concession coordinator can get a separate card the same way.
Ramp covers outgoing expenses only. Incoming payment options are a separate question.

Target: renovate the bathrooms between the 2027 and 2028 seasons.
July 2027: special membership meeting to present the plan, cost and loan structure.
Alex will produce a critical path schedule by the next board meeting.
Financing is being explored with Tandem Bank. A bank switch is planned for January. The board agreed to shop loan rates for due diligence.
A membership vote will be required, with an assessment tied to the loan amount.
Strategy: maximize the cash down payment to minimize debt, which is why the budgeting push is aggressive.

Three survey quotes were obtained, from about $3,300 to about $8,000. The $3,300 quote is recommended.
The survey is approved in principle. It is unbudgeted and over the $1,500 by-law threshold, so it requires a special membership meeting. Target: mid-November.
Turnaround after approval is about 10 business days.
A geotechnical report (about $2,000) is only needed if the footprint expands beyond the bathrooms.

The first invoice for the $150 non-hours fee went out October 1. About 9 of 30–40 members have paid, and that invoice has expired.
A second invoice will go out as soon as possible, after the hours list is reviewed and confirmed workers are removed.
Individual unpaid guest pass balances will be followed up directly.

The new club website will replace the current membership system (about $3,000 per year). It already has reservations, party bookings and Shark Shack credits. It needs full QA before launch, and the link will be shared with the board for feedback.
The camera system needs an overhaul. The current cameras all run on 2.4 GHz Wi-Fi, which saturated the network.
Plan: wired (PoE) cameras, starting with the front gate, side gate and parking lot, with more added later. Ubiquiti UniFi is being considered.
Board members were asked to log in to the expense tool and categorize their transactions.

The lifeguard contract renewal is pending, and the provider needs a signed schedule soon.
Decisions needed: pool open and close dates, early access window, and social event dates. Locking in social event dates now costs about half as much as adding them after signing.
Fireworks night: extend to 10 PM (9:30 PM start, about a 30-minute show), with guards on while the pool is open.
Swim meets: Tuesdays May 25, June 1, 8, 15 and 21. Team banquet June 22. ASA Championships lock-in June 24. Duathlon around May 15.
Restroom cleaning stays at twice a week, with lifeguards doing midweek supply checks against defined thresholds.
The pool pump / salt system lease appears to have expired. Jared will follow up on contract status and renewal cost.

Teresa recategorized several items: party lifeguard hours to social expenses, salt cells to capital expense, and the shed and stairs to the correct equipment account.
The P&L was sent to the board and will be verified before it is finalized.
Goal: send a monthly P&L to the membership starting next year.
Revenue ideas under discussion (no vote yet): mid-summer pool access passes, and a tennis-only membership with first right of refusal on full pool membership (requires a by-law change).
Board meetings are confirmed for the second Tuesday of each month.

Send year-to-date actuals to all budget owners by next TuesdayAndy
Add social event dates to the lifeguard schedule fileWarren
Contact Rachel to get the second volunteer-hours invoice outAnita
Follow up on the pool pump lease statusJared
Re-engage Tandem Bank and begin bank transition planningAndy, Teresa
Produce a critical path schedule for the bathroom renovationAlex
Organize a mid-November special membership meeting for the survey spendAnita, Andy
Finalize the lifeguard contract with the agreed schedule and restroom supply thresholdsJared