Minutes of the Board of Governors Meeting of 21 September 2016

Present: Mr. T. Berkel, Mr. R. Congdon, Mr. J. Cleaveland, Mr. D. Farrell, Mr. R. Kelly, Mr. T. Kinne, Mr. B. Hull, Mr. B. Leary, Ms. K. McCormick, Mrs. D. Whalen, Ms. L. Yeager

Absent: Mr. D. Benham, Jr., Mr. P. Fasano, Mr. B. Riva    In Attendance: Ms. J. VanDeusen, Mr. Sullivan

1.       The meeting was called to order at 7:26 PM o’clock, President Rich Congdon presiding.

2.       Mr. Congdon welcomed the new members of the Board who had not been able to attend the Pilot session in August.

3.       Treasurer's Report: Mr. Treasurer Cleaveland reported that due to a decline in food revenue and increased labor costs in the kitchen, the food area is over budget. All other revenues and expenses are in line with budget and expectations.

4.       Committee Reports:

a.       House: Mr. Chairman Bruce Hull is keeping the committee in tact for the remainder of the season and will reset the committee for the 2017 season. He also noted two items: first a new fryer has been installed, and separately, a new pump will be installed as part of the Clubhouse’s septic system.

b.      Greens: In Mr. Benham’s absence Mr. Congdon noted that the long grass beyond #12 and #18 bunkers has been trimmed. Joy and happiness abounds amongst our more senior players.

c.       Ladies Golf: Mr. T. Kinne gave a brief report on behalf of his better half. Ladies Days enjoyed strong attendance during 2016; Jen Race was crowned Club Champion for the year; a good finish is expected for the year and there is anticipation already for some planning for the 2017 season.

d.      Pool: In the absence of Mrs. Chairwoman Benham, it was noted the pool is in the process of being shut down for the winter. Ms. McCormick suggested the Board would be well served to be debriefed by Mrs. Benham per her thoughts on how 2016 worked out regarding pool traffic and pool membership numbers. It was recalled there was some concern on the “surge” capacity at the pool based on registered member numbers during the Spring. Mr. Congdon said a report to the Board in October would make sense to follow-up on the discussions early in the year.

e.      Membership: Mr. Chairman T. Kinne outlined a revised method for the Membership Committee to meet and vet candidates for membership. He is hopeful that it will spread the burden of managing the process, researching, and becoming familiar with candidates put up for membership by at least two endorsing full (5 years) members in good standing.

f.        Tennis: Ms. Chairwoman Yeager asked for two specific actions by the Board:

                                                               i.      Allow current weekday members to continue to play at 3:00 pm due to fading light during the fall season. (Approved)

                                                             ii.      Continue the waiver of Tennis initiation fees only in 2017, after a successful recruitment campaign in 2016. Ms. Yeager anticipates resignations as part of the normal rollover of the Tennis membership roster and would like to recruit at least the number needed to replace any withdrawals. (Approved)

5.       Old Business:

a.       Mr. Congdon reviewed the number of groups, schools, and organizations and special one-off events the Club allows annually. There was discussion about defining “outside groups” and the size of a group that warrants closure of the golf course. Mr. Sullivan noted that some of his colleagues report that some clubs use minimum numbers as a guide to what groups or events to accept. Mr. Cleaveland suggested that a look at our data to collect fact and figures should be done, and an analysis would be timely and important for an understanding of this part of the Club’s activities from the financial perspective. The Golf and Executive Committee were tasked with this effort. 

6.       New Business:

a.       A gift certificate for golf for four with carts was approved for the Berkshire Botanical Garden.

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

                                                               i.      Great Barrington Rotary

                                                             ii.      Saint Peter’s Church

                                                            iii.      Monument Mountain Golf Team

c.       Mr. Congdon noted the Executive Committee met to fulfill its obligation to select Committee Chairs. They are:

                                                               i.      House: Mr. Bruce Hull

                                                             ii.      Greens: Mr. Dave Benham, Jr

                                                            iii.      Golf: M. Kinne, Womens, Mr. S Belter and Mr. T. Barry, Mens

                                                           iv.      Pool: Mrs. Donna Benham

                                                             v.      Membership: Mr. T. Kinne

                                                           vi.      Tennis: Ms. Yeager

d.      Mr. Congdon asked Mr. Hull to present to the Board, the plans for restrooms on the main floor of the Clubhouse. The concept is to add two restrooms at the back of the Clubhouse between the kitchen and the porch. An architectural plan would use a back storage room to be enlarged to accommodate the facilities, and remain within all key code and structural parameters. Drawings of the concept are on display in the Clubhouse. Mr. Leary made a motion to allow the House Committee to pursue the concept and prepare bids for the project, such motion to include up to $2,400.00 for architectural drawings and bid materials. The motion was seconded and approved.

e.      The Board ratified the admission of a new member and attendant initiation fee and dues made by the Executive Committee between meetings.

f.        Pavers: Two pavers for Chester Ptak and Sherwin Fink were approved for the year end ceremony on 25 September.

7.       The next meeting of the Board of Governors will be Thursday 27 October 2016 at 6:00 PM o’clock. Also, for planning purposes the Governors additionally scheduled a meeting on Thursday 17 November 2016 at 6:00 PM o’clock.

8.       There being no further business before the Board of Governors, the meeting adjourned: 8:30 PM o’clock.

Respectfully submitted, 

Thomas Berkel, Secretary