Minutes of the Board of Governors Meeting of 26 October 2017 Present: Mr. T. Berkel, Mr. J. Cleaveland, Mr. M. Emprimo, Mr. D. Farrell, Mr. P. Fasano, Mr. R. Kelly, Mr. B. Hull, Mr. B. Leary, Ms. K. McCormick, Mr. B. Riva. Absent: Mr. D. Benham, Jr., Mrs. R. Dolber, Mr. R. Congdon, Mrs. D. Whalen. In Attendance: Ms. J. VanDeusen, Ms. Liz Yeager, Mr. T. Sullivan.
1. The meeting was called to order at 6:00 PM o’clock, President Dick Kelly presiding.
2. Mr. Kelly requested and received approval from the Board of the Minutes of the Governor’s Pilot meeting of 28 September 2017.
3. Treasurer’s Report: Mr. Treasurer Cleaveland distributed the Treasurer’s flash sheet and fielded a variety of questions concerning 2017 operations. Foodservice costs were much improved based on improvements in buying efficiency, cost management (loss factors and waste), and improved timing and planning of offerings. The Treasurer and House Chair noted that kitchen and bar expenses were better managed and gross sales less cost of goods was much more in line with reasonable expectations. Further, member feedback was improved with fewer complaints and more positive comment. Mr. Farrell noted the difference in the results of food and bar revenues and costs and applauded the combination of factors that contributed to better results. The Treasurer continued his comments noting that there were a growing number of delinquencies of member payments, and these likely were from a variety of factors including the switchover to electronic billing. While the number was higher than previous years it represented a comparatively low average dollar delinquency. The General Manager will call all members with such accounts. While many may be innocent oversights or technology hic-ups, there are a few rather bold delinquencies where payments are 90 days past due and the member is routinely using the Club. These will be pursued anew. Partial payment terms may be stiffened, as the current “stick” of interest charged on delinquencies appears too meek in terms of illiciting response. The Board was reminded that the By Laws do state “…the name of the debtor and the amount owed shall be posted on the bulletin boards of the Corporation…” however, it was determined that each delinquency be addressed individually to remind the member and determine the reason for the delinquency before any By Law provision be used.
4. Committee Reports
a. House & Patio: Mr. B. Hull noted:
i. The kitchen has been closed and scrubbed for winterization. Remaining foodstuffs were, as usual donated to Berkshire Bounty.
ii. Water draining for winterization is being held off as long as Mother Nature allows to permit the use of water reliant facilities to remedy other callings by natural of the human population. When temperatures drop and clubhouse use declines the system will be drained and shut down.
iii. The House Committee will have the event menu available in March, to provide sufficient time for planning by all groups and committees for 2018 events. Jennie will have the information available in March at the office and planners are asked to contact her then as you plan ahead for your event.
iv. Mr. Hull reiterated the Club dress code policy, and encourages all members to be familiar with it and so inform guests.
v. The House Committee wished to thank Robert Desaulniers and Barbara Shuman for their good work this past season and look forward to their return in 2018. As always, Mr. Hull can be reached using the email address listed in the Wyantenuck member’s directory, and he welcomes all constructive feedback in an honest effort to continually improve the members ‘House experience.’
b. Greens: Mr. Vice President, & Greens Chair Leary reported that he made effort to witness the aeration process of the Clubs greens, and he was impressed by the capital equipment employed and the speed and efficiency of the multi-step effort which is Mr. Bacon’s template to tip-top turf. Mr. Leary noted the course is still in fine fettle and encouraged members to keep swinging while the weather allows.
c. Golf and Pool: None
d. Membership: Ms. Yeager presented several adjustments and new memberships for the 2018 season. The changes, approved by the Board are as follows:
RESIGNATION: REV. CHARLES VANAUSDALL CLERGY MEMBERSHIP ADJUSTMENTS: BEGIN JAN 1, 2018 STEVE & NANCY BERNSTEIN DROP FAMILY TENNIS BRAD & LISA DANYLUK DROP FAMILY POOL
NEW MEMBERSHIPS: SPRING BURKE SINGLE GOLF SETH & LORI COHAN FAMILY GOLF CHRISTOPHER DELMAURO YOUNG SINGLE GOLF BARRY SCHWARTZ SINGLE GOLF WILLIAM SPITZ SINGLE TENNIS
Separately, Ms. Yeager reviewed a series of ideas the Committee had been discussing as a way to help the Club’s membership recruitment. The Board reviewed and discussed the various options and acted to adopt the following recommendations from the Membership Committee: 1. To increase the “local mileage zone” from 40 miles to 65 miles, thus looping in regions the committee felt would result in new members. 2. Waiver of the local initiation fee limited to 30 May 2018 applicants. 3. Increasing the number of rounds allowed for “Non-resident” Members from 10 to 15 per season and attaching a $100 House minimum thereto. Other ideas were reviewed and held for additional data and development. There was some discussion regarding the development of additional ideas and the planned Task Force on the Clubs future planning. Mr. Leary suggested that the relationship between any Task Force and the Membership Committee be “seamless.”
e. Tennis: Ms. Chairwoman Yeager noted that a new contract for the Tennis Professional is in development for 2018. Further, the courts are open for play for as long as weather allows.
5. Old Business:
a. Berkshire Seniors were approved for a Golf Outing date at the Club on a Monday in June to be determined by the Golf Committee and placed on the calendar.
b. Mr. Kelly reminded the Board that his desire for a long range Task Force is top of mind and he sketched out a few concepts that are helping him conceive a charter for the group and that the Board will discuss the idea further in December.
c. The Board was made aware of thank you notes from the Berkshire Botanical Garden (Golf Donation for fund raising) and Berkshire Bounty (foodstuffs donation).
6. New Business:
a. The Board approved that Club Members who wish to do so, take advantage of the offer from the CC of Pittsfield allowing Wyantenuck members to dine at CC of Pittsfield during the off season. This offer helps CC of Pittsfield with its desire to more fully leverage their kitchen which remains open in the winter months. The fee for this special membership is $10 for an individual and $20 for a family. The Board considered this a good neighbor opportunity to be shared with members. All billings will be directly from CC of Pittsfield to and member.
7. The next meeting of the Board of Governors will be Thursday 14 December 2017 at 6:00 PM, and will be the session at which the Treasurer will present final details for 2017 and the 2018 Budget for the Club.
8. There being no further business before the Board of Governors, the meeting adjourned: 7:42 PM o’clock. Respectfully submitted,
Thomas Berkel, Secretary