TANGLEWOOD MASTER ACTIVITY COMMITTEE
MONTHLY MEETING MINUTES
SEPTEMBER 19, 2018
The TMAC meeting was called to order by Chair, Bruce Eberly at 3:00 p.m. in the Tanglewood Club House. The meeting opened with the Pledge of Allegiance and prayer. Estimated number in the audience was 18.
Roll call was taken by the secretary, Donna Scorse. The following committees were represented: Computer Club, Country Breakfast, Dance, Decorating, Diversions, Glass Shop, Library, Model Yacht Club, Monday Coffee, Petanque, Pickleball, Shuffleboard, Special Events, Table Games, Technical Support, Tennis, Trips n Travel, TWR Times, Volleyball, Welcome Committee. The following committees had no representation: Bingo, Genealogy, Potluck, Special Meals and Wood Shop. There was a legal quorum.
There was no TMAC meetings during June, July and August.
May minutes were discussed. The community/Tanglewood Olympic Event was discussed. It was agreed that an Olympic event would be held between Canada and our Tanglewood community. More discussion will be undertaken at next month’s meeting regarding the particulars of organization.
May minutes were sent out prior to the meeting to all committee members. A motion to approve without changes came from John McKinney with support from Shirley Kabet.
TREASURER’S REPORT: MARILYN SCHOPPENHORST
It was mentioned that TMAC is a non-profit status organization/social club, operating under the federal guidelines of 501-C Class 7.
Marylyn stated that we are exceeding our income limits for this classification. Our main and only purpose is to provide entertainment and activities for our members, not for the residents of Sebring. We are not here to make as much money as possible but enough to cover our expenses. There are certain rules that we must follow in order to maintain our tax- exempt classification. We are limited to 15% of our total income to be from outside sources. Our outside sources include shows, dances, sponsors for Monday morning coffee, our events and tournaments. Currently we have exceeded the 15% and stand at 15.85%. We must watch this for the remainder of the year and keep it under 15% so we do not lose our tax- exempt status. We must look at ways to decrease income and/or increase expenses. Further discussion will be undertaken over the next several months. Beginning balance as of Augusts 1, 2018 was: $141,828.85 Ending balance as of August 31, 2018 was: $142,942.12. After total committed funds our available balance is: $35,144.72.
Motion to accept Treasurer’s report by Steve Batey and support from Ben Davis.
TANGLEWOOD’S COMMUNITY MANAGER REPORT:
Community Manager, Tammy Martin, proposed that committees put up Christmas trees around the circle and club house. These trees would be decorated. Our community could vote on the best decorated tree. This could possibly become a charitable event. Committee members were in favor and this was taken to the committees for a vote. It passed with a unanimous voice vote.
The Shuffleboard committee has requested LED lighting on the court. This is a capital expense and will be considered with next years budget. Tammy also indicated that she will not be available for next month’s meeting.
TANGLEWOOD’S ACTIVITY DIRECTOR’S REPORT: Billie Pimentel-Lopez
A reminder was given that all newsletter entries need to be in by the 15th of each month for use in the following months newsletter. There will be an October Fest scheduled for October 4th from 6 – 9. There will be karaoke. The Chair and Vice Chair of Table Games resigned. Colleen has stepped forward to take over until further notice.
- COMPUTER CLUB:
The next scheduled meeting is Friday, September 28th at 2:00 p.m. in the community room. The main topic for this month is the changes in the upcoming Windows 10 fall 2018. Update will be released in October. Also, discussion will be on Cloud services, the internet, computer security followed with a Q and A session. The Club meets on the 4th Friday of every month at 2:00 p.m. in the community room. New members are always welcome.
- YACHT CLUB:
Most of the club’s members remain up north. Current sailing times are Tuesday and Thursday at 10:00 a.m. at the sailing pond, weather permitting.
- DANCE COMMITTEE:
There are two dances scheduled for October; October 6th and 27th. Joyce Boivin will entertain us on the 6th and Party Dog Rick will entertain us on the 27th. Dress up for this evening Halloween dance. Prizes will be awarded for Best Female, Best Male, Best Couple and Group. Judging will be from outside Tanglewood. Doors open at 6:30 p.m. BYOB and snacks. NOTE: Toe Jam will be returning on November 10th.
- WATER VOLLEYBALL:
No formal report was provided for water volleyball; however, they did submit their annual budget. It was noted that the July 13th tournament between HTA and our water volleyball team was a lot of fun – and HTA has claimed one win.
- WELCOME COMMITTEE:
105 homes have been sold since January; six of which were residents of Tanglewood buying other homes within the community. A new resident social is scheduled for Monday, November 5th in the community room immediately following Monday morning coffee. Their annual budget was submitted.
A few of our diehards have played all summer. We continue to play two games on Monday through Friday beginning at 9:30 a.m. and finishing around 10:45. Beginning October 15th they will play three games daily beginning at 10:00 a.m. and finishing around noon. Everyone is welcome to join.
- LIBRARY COMMITTEE:
From May 1st through August 31st the Library committee checked in and filed 2,439 books. From Marcy 1, 2018 – August 31, 2018 they have checked in and filed 4.731 books. Next scheduled meeting is October 11th.
- TRIPS AND TRAVEL:
The Ireland trip is in process. There are six- day trips being planned, two multi day trips as well as four cruises. Interest is picking up with the return of the snow birds. Next scheduled meeting is October 8th.
- COFFEE COMMITTEE:
Currently there are only four working members on this committee and they are looking for additional staff to help assist at Monday morning coffee. Walmart was not accurately filling orders and business has been taken to Dunkin Doughnuts. There is an increase in cost. For now, this increase will be absorbed by the sponsors of Monday morning coffee.
- TABLE GAMES:
No formal report was submitted for Table Games.
- TECH SUPPORT:
No formal report was submitted; however, the ordering of new screens has been tabled for the 2019 budget by HTA.
The next meeting is scheduled for October 11th. A new, heavy- duty fan has been purchased and already loaned out to HTA. It has been returned. $100 was donated to TW’s hurricane shelter for the purpose of assisting with medical supplies. A metal shed was purchased; it was located in the Outback area. This for the purpose to accommodate our equipment, supplies etc. Club no longer had a need for the Rubbermaid storage shed and so it was donated to the TW’s Bark Park. Three wind socks were donated to the Club. Clips were mounted to the benches to hold player’s equipment bags. Steve Batey made a new calf stretcher as well as a ramp for one of the storage sheds. Club members have been maintaining the flowers obtained prior to the end of last season. Sunglasses with Tanglewood on both sides are available for purchase from the PB club at $20 each. Two portable pickleball nets were donated to the Club by the College.
There was no representative from TAG.
There was no representative from Genealogy.
New members are always welcome. Play time is on Fridays at 9:00 a.m. A new fall/winter schedule will be out soon.
No formal report was submitted.
- SPECIAL MEALS:
No representative was present but a report was filed. Tickets are now on sale for the first meal of the season. Tuesday, October 16th will be an Octoberfest style meal with a variety of German dishes. Cost for meal is $8.00. Purchase your ticket at Monday morning coffee or in Billie’s office.
- COUNTRY BREAKFAST:
Popularity continued throughout the summer. Average number of ticket sales for June, July and August was 120 per month. Snowbirds are slowly starting to return. At such time, ticket sales will increase to approximately 250 per month. It has been suggested that ticket sales cover a four to five month period instead of being purchased every month. It was looked into and at this time, it does not seem to be practical.
- SPECIAL EVENTS:
The new concert series will be off to a running start in October. There will be a show every month; however, there will be two shows in January, February and March. Season tickets are on sale for $80.00 for residents and $90.00 for non-residents. Individual ticket sales will be $15.00 each.
Over the last three months successful Blind Draw Runs have been held. All kinks have been worked out of this new event. More information on exact scheduled dates will be published soon. The second Monday of every month has been set aside as the official date for the card game, Sevens. Game starts at 1:00 p.m. in the community room. A lip sync contest is being held on October 20th. Groups are welcome to sign up and there is still time. Sign up fee is $10.00. Craft fair is scheduled for November 10th. The Christmas golf cart parade is scheduled for December 13th.
Regular meetings have resumed in September. We meet in the Mirror Room. The front lobby has been changed out for the following occasions: Memorial Day, Father’s Day Mother’s Day, July 4th. Our next meeting will be held on October 3rd at 9:00 a.m. in the Mirror Room. Next change out will be for Halloween. All are welcome to join.
- GLASS SHOP:
No meetings have taken place over the summer months. Several projects are currently being worked on by various residents of the community. Some minor repairs and routine maintenance were scheduled over the summer months. Next meeting is scheduled for Octobers 23rd.
Chair, Bruce Eberly, asked all committee chairs/vice chairs to get their written reports to the secretary electronically by the start of each month’s meeting. If that is not possible Donna is willing to receive them the day of the meeting. A committee that does not present a written report will not find their activity in the monthly minutes. The secretary states that the written reports helps to ensure accuracy, helps to eliminate omissions and decreases typing time.
HOA ZERO TOLERANCE POLICY:
Secretary, Donna Scorse, reported that the HOA has developed a Zero Tolerance Policy for harassment. The rough draft document was shared with TMAC. Ultimately, this document should be part of the by-laws. Bruce will present this document to the TMAC attorney for perusal and approval. It is TMAC’s goal to have this in place for voting at next month’s meeting. Tammy, community manager, spoke to this. She stated that it is not the intent of HTA to handle misconduct issues. Each organization must handle their issues internally.
Bruce opened for discussion the possibility of having committee meetings every quarter with the BOD meeting monthly. All committees could/would be able to submit their activities and this would be published monthly reflecting status quo now. It was agreed that the committees want to keep the schedule of monthly meetings.
Motion was made to adjourn at 4:30 p.m.
NEXT MONTHLY MEETING WILL BE SCHEDULED OCTOBER 17TH