Monthly Membership Information Meeting Minutes
Saturday, November 8, 2008
QUORUM CALL:
Richard Eckler - Present
Marty Coombes, Vice President -Present
Roger Anthony, Secretary - Present
Jerry Agee, Treasurer - Present
Bud Hoort - Absent
Ken Bradford - Present
Opening: The opening Prayer was by Deb Stout, and the Flag Salute was given by Bob Wagner.
Introduction of New Managers: George Weston and Joe Barnes introduced themselves and told a little of their history.
Recognition of Veterans: Deb Stout led us in a salute of honor to all of our veterans and our current soldiers serving throughout the world. A special gift was given to each veteran by Pine Island. The veteran's prayer was read and given to the Lord.
Alan Lee Memorial: The new Fire Pit was dedicated to the memory of Alan Lee. The pit was assembled and given to Pine Island by Ed Williams. We are collecting donations to install benches around the new fire ring.
(Note from Deb Stout: The fire ring was paid for with donations to the Alan Lee Memorial Fund)
1.0 Monthly Reports:
1.1 Reading of Minutes:
The October minutes were posted, but not read. Copies are available in the Welcome Center. A motion was made for the minutes to be approved as stated by Anthony and seconded by Bradford and unanimously approved.
1.2 Park Manager's Report: (Written summary report by Joe Barnes and George Weston attached to office copy).
Both of the new managers went through a brief orientation by the directors to meet employees and review the Park. The major current ongoing projects of the Park were reviewed and highlighted.
We are preparing to put protection over the new carpets on the Mini-Golf course. Plastic covers will be installed with hold down bags & bricks.
Six of the rental trailers are being sold that have structural issues. If anyone is interested, they may contact the managers.
The financial reports were given out by Agee for all interested members information. The financials were discussed in detail, and summarized as:
One new member joined for the month, minus three members that turned in their memberships.We are at a minus two for the year with 14 added and 16 terminated.
Pine Island has 968 paying members in October. We expect to eliminate 73 of the non-paying members in November thru December as letters will go out to terminate their membership for non-payment.
The capital item that was paid in October was $2800 for the A/C Unit for the Teen Center. We have $46K in the available cash in the Capital Fund.
Our total income versus actual exspenses was negative for the month by $12K. We were under in income $10K compared to the budget, and over by $4K in expenses compared to the budget.
Our net trailer income for the months was breakeven, with 46 days of rental. Our utilization of the trailers was 5.0% of the available time.
Our September RV Usage was 543 site nights, 15% lower than the same month last year. However, our usage by all the non-members and groups was 71 nights for October, such that a total of 614 site nights were used.
Our RV/Boat Storage was approximately the same as October of last year.
The RV Site occupancy ratio was 13.2% in October of total possible camping nights.
1.5 Sales Report:
Marty Coombes gave the sales report. Five tours were given this past month, and one new membership was sold with several promises to buy in the spring.
The Good Sam Group from Collinsville will be coming in this month. We have two more Good Sam Groups coming in June 2009. We are looking for other groups, so if anyone knows of camping groups, church outings, or reunions please refer them to Deb Stout.
We have a booth at a RV Show in Oklahoma City coming up soon that we are looking for volunteers to host during the show. We will have a booth at the Tulsa Boat Show, and will also need volunteers to host that booth.
1.5 Activities Report:
Ken Bradford presented the written report by Deb Stout (copy attacthed).
The Chili Cook off went well after the last Board Meeting. Congratulations go to the winner, Rhoda Ward.
The Spook Trail Event went great, with many thanks to the volunteers. We had 6 trailers decorated in the "Trailer Halloween Decoration Contest" this year, with William Bell winning. Want more trailers next year! Everybody had a great time!
Our annual Thanksgiving Dinner is after the Board meeting today.
Many Thanks to the volunteers that helped on the activities this past year!
2.1 Capital Programming: Wi-Fi Expansion: The Wi-Fi system has been extended to most of the area, but we still need more work to fully cover the whole park. We will continue to try to improve the system with Wavelinx.
2.2 Capital Programming: Welcome Center: Eckler indicated that we now have some sketch plans for a new building and we are still looking at new versus rebuild costs with no decisions made as of this date.
3.1 Passport America Raffle: Deb Stout announced the raffle of a one year Passport America Membership.
3.2 Announcements and Questions: Eckler indicated that the Board appreciated the support that the members have provided this past year. This will be our last meeting until spring.
Anthony announced that he will be leaving the Board at this time due to travel and other family issues. He really enjoyed the help and working with all the volunteers of Pine Island.
The Good Sam Samboree Show was held last month and hosted by Anthony. It was a good show and we ended up with several good leads for groups coming to Pine Island. Hopefully, group visitations will lead to other new memberships in the future.
Bobby Franklin had questions on Boat Dockage usage and the rules for overnight staying and leaving procedures. There seemed to be confusion that was hopefully rectified, over the sign-out rules that applied when anyone leaves the park.
A motion was made by Bradford and seconded by Ward to adjourn. The motion passed. The meeting was closed at 3:30 pm.