UNAPPROVED SUMMAY OF RECREATION COMMITTEE MINUTES June 10, 2013 Silver Sneakers: Approximately 19,000 visits through May and 903 members have signed up for the program. Revenue is trending well. We are averaging more than $10,000 monthly from Silver Sneakers revenue. The proposed Balboa Club Social Center will be presented to the board during their June retreat. Desoto Pool: New activities for this season include: summer nights a series of late evening swim / fun opportunities to enjoy the pool with music, grilled burgers, hot dogs and outdoor games. Dive in movies on a 25 inflatable outdoor movie screen with Dolby sound. Three movies will be presented including Grease, Jaws and Finding Nemo. We have also purchased a volleyball / bad mitten net, and will hold Tuesday and Thursday afternoon friendly competitions. Low Attendance at Woodlands Events. A survey has been developed and sent to Director Heffer. The Communications Department will set the survey up through survey monkey. Once data is received the board will be briefed with the results. July 4 th Activities: An activity list of dates and events was distributed. Volunteers will be needed for these events as well. The Library is in desperate need of volunteers. Regular workers usually work four hours a week or four hours every other week if someone will team up with them. Adult lifeguards are also needed for both pools. An Ad-Hoc Committee has been formed to study the proposals from Crist Engineering and Mesa Landscaping on rehabilitation and renovation of the East and West Gates. They will be making a recommendation to the Board by July 31, 2013.
UNAPPROVED RECREATION COMMITTEE MINUTES June 10, 2013 The regular monthly meeting of the Hot Springs Village Recreation Committee was held at the Coronado Community Center on June 10, 2013 at 1:30 pm. A motion to approve the May 13, 2013 minutes was made by Peggy Arwood, seconded by Tom Elliott, and approved. ATTENDANCE MEMBERS: John Weidert - Chairperson, Tom Elliott, Vice Chairperson, Peggy Arwood, John Goodwin, Dave Gati, Bill Etie MEMBERS ABSENT: Doug Beed STAFF: Stephanie Heffer, Director of Recreation & Club Services, Fern Hancock, Assistant to Director of Recreation & Club Services BOARD: Jeff Atkins Press: Jeff Meek Guests: Frank Leeming, Board Member, Steve Wright, President of the Tennis Association DIRECTOR S REPORT: Stephanie Heffer Written report received and filed. West Gate Rehabilitation: An Ad-Hoc Committee has been formed to study renovation of the West Gate. They will be utilizing the reports and recommendations from Crist Engineering, Mesa Landscaping as well as feedback provided by the members during the recent town hall meeting. They will submit their recommendations by July 31 to the Board of Directors. East Gate Renovation: The Recreation Maintenance Department has spruced up the East Gate at Highway 5 by adding new mulch, cleaning the area, and re-painting the lettering on the serpentine walls An Ad-Hoc Committee has been formed to study improvements to the East Gate. They will be utilizing the reports and recommendations from Crist Engineering, Mesa Landscaping as well as feedback provided by the members during the recent town hall meeting. They will submit their recommendations by July 31 to the Board of Directors. Desoto and Coronado Boat Docks: Dock work at both locations is complete. We are working now on routine maintenance in and around the Desoto Marina. All lattice work has been replaced. We will be power washing building and decks this week. We will also be power washing the roof at Coronado Boat dock. Geo Thermal / HVAC Replacement: I met with engineers from Crist Engineering Friday of this week to go over the final design for the geo-thermal replacement with a 60 ton Desert Air system. Bids will go out June 12, a pre bid meeting has been scheduled for June 20 th with a deadline for respondents of June 27. Proposals will be submitted to the board at the regular work session in July. Balboa Club: The Balboa Club Social Center Business Plan is complete and has been submitted to the General Manager for inclusion in the Board retreat packet. Desoto Pool: Summer Nights have begun. Our first evening event was held Friday June 7 th with hot dogs and baggo games. June 14 th is the first Dive In Movie with a showing of Grease. Tickets are $5.00 for adults and $3.00 for children 12 and under. Families are $15.00 (2 adults and 3 children). The Open house was held last week with approximately 40 attending. Thanks so much to the Committee members who helped greet our guests. July 4: The schedule for July the 4 th is finalized. Information is available via hsvpoa.org and our message boards. Printed flyers are also available at all POA facilities. BOARD LIASON: Jeff Atkins - reported on activities from the June 5 Board Work Session. CHAIRMAN S REPORT: John Weidert requested that Committee Members interact with other standing committees as appropriate. Rational: If we are involved in a recreation oriented task, and that task crosses committee functional lines; or if we have a facility that we need to have fixed or do something with, we should inform Director Heffer first and then interact with other standing committees where appropriate. An Example Would Be: The Public Works Committee produces an annual report which notes the condition of all HSV Public Buildings and
Facilities. As we do periodic checks of the condition of our buildings and facilities, and find discrepancies, we would want to inform Director Heffer first and then contact the Public Works Committee to make sure their documentation either reflects what we have found or is updated to reflect the new condition. Recreation Committee will be comparing the most Current Annual Report with the recent noticed discrepancies. SUB-COMMITTEE REPORTS Family Recreation: John Goodwin: Nothing to report this month. Coronado Fitness Center: Bill Etie Fitness Center: A written report was received and filed. Both the gym and pool areas were found to be in a clean and orderly condition. The dehumidifier for the whirlpool area was still down and awaiting parts as was one piece of exercise equipment. Otherwise all of the equipment was performing well. A couple of safety issues were discovered in the pool area. There is a board in the Southeast corner of the outside deck that is warped and pulling up causing a tripping hazard. The wooden deck itself is beginning to show a great deal of weather damage. Painting the deck is recommended although the condition of the wood will require serious consideration for replacement in the near future. The existing glass doors surrounding the pool are still in need of being replaced with new glass windows to help reduce moisture buildup in the pool area and overall energy cost. Another possible safety issue is the grounding of the electrical outlets running along the inside wall of the pool enclosure just above the glass doors. No ground fault breakers were visible, which may or may not mean that the electrical outlets are protected. It is recommended that an electrician check both the electrical outlets and the pool (s) themselves for proper grounding. GEO System: The final designs for the new HVAC system were delivered to Director Heffer last Friday. All of the preliminary engineering and design work should be complete. It is hoped that the project can go out for bid this week and the final proposal can be presented to the Board in July. Outdoor Recreation: John Goodwin Lawn Bowling: Throughout the year the general public is invited to experience the unique sport of Lawn Bowling. Summer hours of play went into effect on 1 May. Open bowling times are now 8:30 a.m. on Monday, Wednesday, Friday & Saturday afternoon at 1:30 p.m. In addition, play will be held at 7:30 p.m. on Monday and Thursday evenings. At all times, instructors will be present, all equipment furnished, and there is no cost to those wishing to try the sport. Usage Data: Currently the Lawn Bowling Club has 55 POA Dues Paid Members. The lawnbowling courts were utilized by 144 personnel in May 2013. To increase membership, usage and to insure club activities are out there for interested parties to view, the Lawn Bowlers have updated their Web-Site and created a new Facebook page. Upcoming Events: (1) Host participants from the Lion s Club Camp for the Blind on 2 afternoons in July 13. Items of Interest: During May, both Summer League 1 & the Mixed Pairs League began play. On May 31st from 3:00-5:00 p.m., the club hosted participants from British Car Week in a short tournament. 11 car club members participated & several other car club members showed up just to watch the game. 21 VGBC members were on hand to greet the guests, helping them select the right size bowls & instructing them in the game. Afterwards, light refreshments were served & everyone had a chance to mingle. Activities scheduled for June include: continuation of league play, another Saturday Social for fun & games, & the Spring Bowl (the 1st of 3 tournaments which will help determine the club champion for the year). Loose conduit at light pole was fixed. Bocce: The spring league is in full swing with 30 members. League play is on Thurs. at 3pm. Weather permitting; they should end on July 11th. The summer league will start shortly after that. A couple s league will start Monday June 10th at 3 pm. with 7 couples and will go to July 29 for any playoffs. Usage Data: Currently the Bocce Club has 50 POA Dues Paid Members. Based on Bocce daily sign-up sheet data, 78 players used the courts on 12 days in May. They were rained out twice. Items of Interest: The asphalt road leading from the Coronado Center Parking Lot to the Bocce Courts has three holes needing patch work. Recreation Maintenance has them in the schedule for repair. It would be beneficial to have the hard surface extended down to the bottom of the hill with asphalt.
Cortez Beach: Recreation Maintenance has put down new sand. Cortez Pavilion: 11 Rentals confirmed for May 2013. 13 Tentative Rentals for the month of June 2013. Balboa Beach: Recreation Maintenance has put down new sand. Balboa Pavilion: 19 Rentals confirmed for May 2013. 19 Tentative Rentals for the month of June 2013. Tennis: Doug Beed A written report was received and filed. A special meeting was held at the tennis club with Stephanie Heffer, some maintenance staff, tennis club reps, John Weidert, and me. The meeting was a pre-budget meeting concerning repairs and improvements to the tennis center. Topics of discussion were: 1. Repairs to the watering system for courts 1-6 a. Water grid system b. Doubling the size and capacity of the water storage reservoir layer c. Choosing the type of court line system 2. Lighting options for repaired and all courts 3. Fencing requirements for different lighting options 4. Preliminary cost estimates for various elements of the projects We also discussed additional upgrades to improve court functions and maintenance costs and time as follows: 1. Change court slope to correct drainage and safety issues 2. Valve and electrical box locations We then discussed improvement rational as follows: 1. Enhanced tennis experience for POA membership 2. Meeting needs for new POA member demographic (more night play) 3. Lower maintenance costs (both short term and long term) 4. Becoming eligible for more tennis tournaments therefore better HSV recruitment 5. Improved experience for all visitors to HSV Tennis Center 6. Less impact on neighboring residential areas The minimum amount required to improve tennis courts is $223,000. Coronado Community Center & Library: Peggy Arwood A written report was received and filed. Same Period Last Year Total Rooms Rented 110 127 Total Hours Rented 255.97 262.41 Total Attendance 7052 Coronado Library Computer Check-out 5062 5354 Self Check-out 1458 1771 Total Check-out 6520 7125 Total Coronado Attendance 7052 Major June Events Kopy Katz: June 1 Tri-Lakes Good Life Expo: June 11 Screening of Pershings Last Patriot; June 15 Coronado Center Library: 3153 patrons visited the Library in May. Volunteers are still needed. A story hour on May 23 sponsored by Friends of the Coronado Library with local author Linda Black was attended by 14 children and ten adults. The Friends of the Coronado Center Library book sale in early May took in close to $1500, almost three times the amount taken in last year. Starting Tuesday June 11 through July 30 at 10:30 AM story time for children ages 7 to 10 years old will be held. Fall story times will begin Tuesday, September 10 at 10:30 AM for children ages 3 to 5 years old. An adult program will run June11 through July. Patrons will be offered the chance to write a review of books they have read on a form available at the circulation desk. One form minus a name will be drawn each week and the winner will receive a Wal-Mart gift certificate. A grand prize winner at the end of the
program will win a Kindle. Money for this program was donated by FOCCL. Trivia night is scheduled for Friday, August 30th at 6:00 PM. Ponce de Leon Center: Dave Gati Written report received and filed. May events: Cedar Mountain Singers Performance Liverpool Legends Arkansas Symphony Youth Orchestra Performance Brush Strokes Art Display In general, good attendance was experienced with each. 22 meetings/events were held at the Ouachita bldg. June events: Player s performances of 101 lunches 18 events currently scheduled for Ouachita bldg. Current Maintenance report: All AC units at Ouachita bldg. are currently operating, and 2 inoperable units at Woodlands are out for bid for replacements. Bidding will be conducted for repairs to Casa de Carta (ceiling tiles, insulation, etc.) caused by recent squirrel visitors. Inactivity at Woodlands in July will allow for painting of lobby, and clean out of loft area. General info: Replacement Sound tech replacement is being advertised requiring sound board experience. All techs are undergoing in-house training sessions to have the ability to fill in for each other. Some bldg. mtce. personnel are also attending to learn proper equipment handling. Capital budget items: Grounding of sound system, Sky Track Lift Purchase, Projector, Improvements to lighting system, Additional parking area. Desoto Event Center: Dave Gati Written report received and filed. Usage at the Desoto Events Center continued at a good pace in May. There were 9 events including 3 POA sponsored events and 6 paid events. Currently, 7 events are scheduled in June with projections for the rest of Summer lower. Activity should start again in the fall. Maintenance items which should be considered in near future: 1. Skylights in Fireside Room create too much heat for Air Conditioners to handle in warmer weather. Leaks also developed around them during last week s storms. It is recommended to remove the skylights, install proper roofing, and seal around fireplace. 2. There are loose slate pieces on front entrance and rear patio areas. The stones should be re-grouted. In addition, sealing of both areas as done inside the building entrance area would add greatly to the life and looks of the stone. 3. Additional lighting is required in the center cove area of the main dining room. It has very dim accent lighting and does not match with rest of dining room for events. Larger capacity fixtures or bulbs could possibly help. 4. In the bar area, several outlets as well as some of lighting fixtures do not work. 5. Of the 7 AC units handling the building, one. #3, is failing and bids have been solicited for replacement. Unit #1 must be reset by hand each time it shuts down. Access is limited to the roof AC area which presents some concerns. Special Projects: Tom Elliott, Doug Beed, Dave Gati A written report has been received and filed. A question has been raised regarding the attendance at the Woodlands. The perception is that the number of people at events appears to be dwindling. Stephanie Heffer, Director of Recreation & Club Services, has taken the question and will provide a reasonable and logical response. The Recreation Committee has developed a document to aid her in that response. A project has begun to collect attendance data from 2011 on at the Woodlands. Again, since part of that time period utilized the ticketing system, data is accurate in terms of tickets
sold, not attendance. Any organization that utilized the Woodlands during that time is being contacted, as we attempt to gather attendance figures. Some organizations have pretty good information and others do not; but the attempt is being made. In many cases the response has been a simple guess. This data collection exercise will continue over time and there is a plan to help non-profit organizations provide their attendance information in a more timely fashion. UNFINISHED BUSINESS: 1. Low Attendance at Woodlands Events: A survey has been developed and sent to Director Heffer. The Communications Department will set the survey up through survey monkey. Once data is received the board will be briefed with the results. 2. July 4 th Activities: An activity list of dates and events was distributed. Peggy Arwood and John Weidert volunteered to help with Mini Golf. Doug Beed and Dave Gati will help with the Canoe and Paddleboat races. NEW BUSINESS: A meeting has been scheduled for June 20 th at 1:30 at the Coronado Center in Room 3 to discuss 2014 budget and fee recommendations with Director Heffer. John Weidert, Tom Elliott, Peggy Arwood, Bill Etie and Dave Gati will attend. GUESTS COMMENTS: N/A Meeting Adjourned at 2:30pm Next Meeting: Monday, July 8, 2013 at 1:30 pm, Coronado Center, Room 3