Minutes of the Board of Governors Meeting of 14 December 2016

Present: Mr. R. Congdon, Mr. J. Cleaveland, Mr. R. Kelly,  Mr. B. Leary, Ms. K. McCormick, Mr. B. Riva, Mrs. D. Whalen, Ms. L. Yeager  Absent: Mr. D. Benham, Jr.,  Mr. T. Berkel, Mr. P. Fasano, Mr. D. Farrell, Mr. B. Hull,  Mr. T. Kinne.                                  Others In Attendance:  Ms. J. VanDeusen and Mr. P. Bacon

1.       The meeting was called to order at 6:00 PM o’clock, President Rich Congdon presiding.

2.       The Minutes were approved from the Board of the Governor’s meeting of 27 October 2016.

3.       Treasurer's Report: Mr. Treasurer Cleaveland distributed the customary flash sheets for November.  He further presented the 2017 budget which had been distributed to all Board members electronically several days in advance.  Mr. Cleaveland noted there was no significant change to the expended budget items as submitted by Committee Chairs.  The budget required modest increases in dues categories (Family and Single Golf, Tennis and Pool) based on the increased operating expenses.  There was a lengthy discussion on comparative area club’s dues and minimum structures.  It was duly noted that our membership numbers are holding stagnant while providing a quality recreational facility for our membership.  The house minimums for single and family memberships have held at present fees for six years while other clubs offer monthly minimums; some including only food.  The Board felt a bump in the annual house minimums for single to $375. and family to $650. were reasonable to keep current pace with today’s times .  The budget was approved by the Board by unanimous voice vote. 

4.       Committee Reports:

a.       House:  In the absence of Mr. Chairman Bruce Hull, it was noted that the septic repair has been completed.  The Committee is pleased to announce the return of two line cooks for your dining pleasures. In lieu of our declining Friday Dinners that are competing with fine local area restaurants, the club will be trying some new ideas for dining experience in 2017 to include monthly Social Theme Dinners by reservations.  Members will be encouraged to make early reservations for these social events which should attract a big turnout.  A new banquet menu will be drafted shortly.  The Committee members will be finalized soon and planning for the 2017 season will continue. 

b.      Greens: Mr. Bacon presented the Greens report as Chairman Mr. Leary was late to the punch.  The aerification scheduling in 2017 is scaled back to allow deep tine, top dressing only allowing faster healing time for the greens and sooner open member play.  Fall projects included cart path blacktopping on #1, gravel re-surfacing on all other pathways and the addition of a pad area by the lower tee on #1 near to the cart barn for rental cart storage.  The trolley bridge wood decking is being replaced.  A landscape proposal was presented which improves the area of the clubhouse facing the 11th hole.  The scope of the landscaping will include re-plantings, excavating and drainage.  Any interested member contractors are encouraged to contact Jennie for details and to present a bid by January 16th.  The proposed project will be budgeted through capital and funded through our cash flow.  The green crew are continuing their annual tree removal program from trees hit by storm damage, rot or those tree roots that pose a hazard to equipment and member trip factor.  The greens committee also proposed removal of the overgrown arborvitae bushes directly behind the 5th green and presented plans for construction of a mound with plantings sufficient in height and slope to eliminate the view of play on the 6th tee box from the 5th fairway.  It was noted that many compliments from members have been received regarding the work behind and to the left of the 16th green, tree pruning around the course, the parking area near the 11th green, and the newly created path from the upper parking lot to the 1st tee area allowing golfers in haste quicker access to the course.  

c.       Golf and Pool: There was no formal reports 

d.      Membership: In the absence of Mr. Chairman T. Kinne, Ms. Yeager presented these requests as unanimously accepted by the Board:

                                                                            Resignations:

                                        Michael Paskin & Danielle DemaioFamily Tennis and Single Golf

                                        Harold and Susan Poster                       Family Tennis

                                        Dick Rutledge                                             Senior Single Tennis

                                                                        Leave of Absence:

                                        Henry Alpert                                      Single Golf

                                                                           Adjustments:

                                        Mike and Marilyn Wiener             Senior Family Golf & Tennis

                                        Lewis Ladocsi                                     Drop Senior Single Golf (2017)

e. Tennis: Ms. Chairwoman Yeager eagerly noted that Mr. Liviu Mancas will return as Professional and that a new contract has been forwarded to him.  Ms. Yeager with Mr. Bacon’s assistance has been researching replacement benches of a recycled material to be of top grade and maintenance free.  Samples will be ascertained for quality prior to ordering. 

5.       Old Business:  Ms. VanDeusen debriefed the Board that of the 5 interested contractors only 1 submitted a bid for the prospective bathroom addition.  The bid amount was well beyond expectations and it was encouraged by the Architect to peruse more contractors to ascertain at least 3 viable bids for consideration.  Mr. Cleaveland noted that due to time constraints with permits, project completion and funding that the project, if pursued would most likely carry into Fall/Winter of 2018.

6.       New Business:

a.       The Club received gracious notes of thanks for previous donations from:

                                                               i.      VIM – Volunteers in Medicine

                                                             ii.      Francis Ouimet Scholarship Fund

b.      The 2017 calendar was presented which had been distributed electronically in advance for review.  It was noted that the Fall Classic was scratched due to a lack of attendance, some other events have been removed to open dates on the calendar for member play; the Weekly Wednesday night Ladies League will be moved to Thursday mornings; the President’s Awards Day Scramble is now a Mixed Red Eye Scramble event and Tennis Blind Draw to include the annual paver dedication; the club will host the MGA Super Senior and Allied Scotch events in September.  Reciprocal arrangements will be available on a limited basis for the allied scotch coordinated through the Pro Shop. The calendar was unanimously approved with these minor changes noted.  The 2017 calendar will be available on WCC’s website in early January.

c.       A request from the Berkshire Seniors to host their event at WCC in June was declined due to our busy June calendar.  The event would be considered in 2018 should scheduling permit.

d.      Mrs. Whalen requested that an outside light be added to the back side of the pull cart barn to aid in a more visible parking lot.  The Board approved the request.

e.      Mr. Congdon advised the Board that in preparation for the January meeting an agenda will be forwarded to them in a timely manner.

7.       The Board of Governors next meeting will be January 25th at 6:00 PM at WCC   

8.       There being no further business before the Board of Governors, the meeting adjourned: 7:45 PM o’clock.

Respectfully submitted, 

Jennie VanDeusen, Acting Secretary