‚ÄčBayside Tennis Club

The best kept secret at the Bethany beaches,

where your game is played in the shade!



Note: This report was shared with the Board at it's 7/22/16 meeting and with the membership at the annual meeting on 9/3/16. It was posted on the website on 9/3/16.


A Facilities Assessment Committee composed of Jim Dudley, Dennis
Roberts, Jay Clark and Dick Fox was charged by the Board to review the current
state of the CIub facilities and develop a long range maintenance plan and funding
proposal for this plan. The group looked at all of the Club's property, assessed the
current and near term (0-10 years) needs and prioritized (A-D) those needs. We
feel it was VERY important to review this document annually to assess the current
situation because circumstances change and something will likely occur that will
move a low priority item higher on the list (for example, tree trimming is a B
priority item at this time but if limbs grow such that they intrude on the fence
and over the playing area, that then becomes an A priority).


We feel that maintaining the integrity of the courts' playing surface and the
safety of the surfaces are our highest priority (A) for the Club. However, the
future of the Club's "Marketing Effort" was also a very high priority (A-).


COURTS Priority A

Courts 1 and 2 have just been repaired and repainted at an expense of
$10,000. The contractor has agreed to return next year (2017) and fix any new
cracks at no cost to us. Courts 3 and 4 were painted in 2O12-13 and are still
serviceable from an appearance standpoint. All four courts were painted in 2012-13

at a cost of $15,000. It has been recommended that the courts be
repainted every 4-5 years. Since our courts are relatively lightly used (2-3 hours
per day, five days a week for six months), we would like to try to stretch the
repainting to 5-6 years - one year beyond the recommended range. If we can
manage this, we believe a $3000-5000 annual reserve should enable us to take
care of all four courts. Ideally all courts would be repainted again in 2022.


ROOTS Priority A +
There are some roots growing under court 3; they are currently growing
under the apron and need to be cut before they intrude into the playing surface.
This should be able to be handled by a member work crew at little or no cost.


COURTS 3 and 4 Priority A

Courts 3 and 4 are covered with a "Premier" surface which is the creation of
American Tennis. We suffered many substantial cracks on courts 3 and 4 over the
years so about 20 years ago, we approached American to ask them if they had any
long term solution to our constant crack repair expenses. They have a product
called Premier Surface which is a cushioned surface about 1/4 inch thick.
American came in, filled the cracks and leveled the low spots with cement and
laid this "carpet" like material over both courts and painted the courts. Over the
past 20 years we have had American come back occasionally (we only found
evidence of them coming on once) to fill spots where the underlying court has
subsided (our last repair was in 2010 and cost $2300). We believe a 10 year cycle
of repair seems appropriate for these courts.


We have had estimates of $100,000 to completely excavate courts 3 and 4
and lay down new courts, however, even this is no guarantee against cracks
reappearing in the future.


Accordingly, it appears the "spot" fix that American has done in the past is
appropriate again. While it would be nice to have this done in a timely manner,

this kind of repair should be deferred to the spring when the courts are not
utilized as extensively as they are today. The courts are fully serviceable for our
players so there is a somewhat lower urgency.


INSURANCE Priority A

With the expansion of the pavilion, there is a sense it should be protected
by fire insurance. A $25,000 valuation for fire insurance purposes would require a
$220 premium with a $2000 deductible.


SIGNAGE Priority A

Signage can be an important part of our Club marketing effort. The new
windscreen with the Bayside logo can be seen from Kent Avenue and is very
attractive. The group felt that a more distinctive sign to replace the existing
Bayside sign out front would provide more visibility to the Club and raise our
profile to the many cars that transit Kent Avenue. We suggest repairing the
Bayside sign that has hung on the fence at court 1 and mounting it at the
entrance and lighting it with small solar lights as an initial step but leave open the

option of a new sign at some point in the future. We believe a new sign might
cost up to $1500 and might be surrounded by a small raised bed to protect the
sign from inattentive drivers. This raised bed might cost up to $1000. However,
we want to insure that whatever is put in place causes NO additional
maintenance from a weeding or watering standpoint.


REAR COURT DRAINAGE Priority B
A drain to pull water from the back of courts 3 and 4 and empty into the
ditch on the east side of our property would cost about $6500. This might drain
off the standing water and help reduce the scum buildup on the backs of the
courts. This, in turn, could help obviate the need for annual power washing. In
the past, the court cleaner would go to the court after a rain and aggressively
sweep the back of courts 3 and 4 to help remove the scum.


ELECTRICITY Priority C
Electricity has been discussed for many years. The cost estimate to bring
electricity was about $3000 plus usage. This would provide the ability to have
security lighting for the pavilion and perhaps ancillary utility but given the limited
usage, we feel this is a lower priority item.


TREE TRIMMING Priority D
Our courts are surrounded by large trees which provide welcome shade to
players. The Grounds group has done a good job keeping the lower branches cut
back. Some of the taller trees on the sides of the courts have large limbs that
extend to and slightly over the fence on court 3. As long as the branches do not
extend over the court and impact play, nothing needs to be done but at some
point this will need to be addressed. We believe this can be done for $500-$600.


WATER Priority D
From time to time having water at the Club has been broached. Drilling a
well would be one possibility but our water content is heavy with iron and/or
sulfur. These would make the water non potable due to the odor and
inappropriate for washing the court because of the iron content. ln addition, it
would require electricity to run the pump. Our other option is to have public
water brought in from Artesian. Our nearest water source is at the end of Addy
Road in Middlesex. We would have to obtain an easement across Middlesex
property and then run a water line underground to our property near the back of
court 3. For ultimate utility, we would have to run a water line underground to
the front of our property near the pavilion. The cost to tap into Artesian's line and
establish a water pit would be $2000. To run a line to our property would be
$3000-7000 depending on where we wanted the line to stop. In addition, the line
would have to be shut down and blown dry by a plumber each fall and reopened
each spring. We believe the $5000-9000 cost is excessive and we would have to
pay a $20 monthly water fee plus usage.


SECURITY Priority D
Security has been a concern in the past but seems to have diminished in
recent years. A "game camera" would record all movement in the pavilion area
and would cost about several hundred dollars depending on functionality. It
would become the responsibility of someone to monitor the pictures taken and
change batteries unless electricity was available.


FENCING Priority D
Our fencing was reviewed by Ruppert Fence Company (the company that
installed our gate between the front and back courts. Ruppert found our fence to
be in very good condition overall. Bill told us minor cosmetic upgrades (ie.
replace the top rail around the courts) could be made and a post or two might be
straightened but no immediate changes were recommended.


GROUNDS ENHANCEMENTS Priority D -
Grounds enhancements were discussed. These included outlining our
gravel path from the parking lot with 6x6 treated timbers. Estimated cost $1500-
2000. lnstall pavers to provide a walkway to the courts from the parking area at a
cost of about $2000.


PARKING LOT Priority D -
Our parking lot appears to be a bit worn; to remove the grass sod and
replace it with 2 inches of gravel plus put a top coat of gravel on the remainder of
our parking lot would cost about $6700. No need to do anything at this time.


MARKETING

Perhaps a Marketing Committee should be formed once Sandi becomes
President (she has been a one person marketing committee for some years as the Membership Chair) to continue to explore opportunities to expand
membership. Our last overt marketing effort resulted in more than 20 new
members (equity, seasonal, associate). For example, we could offer an
opportunity to our existing membership whereby if someone brings in a new
member, the existing member would receive a reduction in their dues for
the next year. There are undoubtedly many such ideas that might be explored.


FUNDING
A careful analysis of our spending patterns over the last five years shows
consistent spending in most areas (normally our spending has been about equal
to our income). The only spending variables are Member Refunds, Court
Maintenance, Court Repairs, Club Renovations and Improvements. Our Court
Maintenance should be normal for the next few years - gasoline, rollers, brooms,
etc. being the major expenses. Similarly, Court Repair should be zero unless
there is a large item for Courts 3 & 4. So it is possible the Club will spend less than the amount that is typically budgeted in some categories. We spent more than usual on member refunds in 2016 and fewer are anticipated for 2017 so that may also add to a reserve. If we carefully spend in the Court categories and refunds, we have the potential for adding several thousand dollars to reserves annually to cover the cost of the items listed in this report. While depreciation, tax loss carry forward and other factors will change our tax liability from year to year, we should expect negative tax consequences over time as we build our reserves.


SUMMARY
We believe we can manage our maintenance and some cosmetic needs
through judicious spending and keeping a careful eye on needs vs. wants.