Minutes of the Board of Governors Meeting of 18 October 2018

Present: Mr. D. Benham, Jr., Mr. J. Cleaveland, Mr. R. Congdon, Mr. M. Emprimo, Mr. A. Gilligan, Mr. R. Kelly, Mr. B. Leary, Mr. T. Smith, Mr. B. Tighe, Mrs. D. Whalen    Absent: Mr. T. Berkel, Mr. D. Farrell, Mr. B. Riva

               In Attendance: Ms. J. VanDeusen, Mr. T. Sullivan

1.  The Meeting was called to order at 6:30 PM o’clock, Mr. President Dick Kelly presiding.

2.       Mr. Kelly next requested and received approval from the Board of the September 20 Minutes of the Governor’s.

3.       Treasurer’s Report: Mr. Treasurer Joe Cleaveland distributed the monthly flash sheet. Mr. Cleaveland relayed the diligence and evaluation process that the finance committee group lead by Mr. Cleaveland has been developing.     The finance committee is reviewing the Club’s finances allowing more information to be “out there” and a better transparency for budgets and general operational expenses, aiding in future financial plans and prioritizing expenses. Mr. Cleaveland indicated that the Club is quite solvent this year and will have a surplus of approximately $100K due in part to initiation fee, dues revenue and departments maintaining reasonable operating budgets.  The 2018 cash flow numbers were welcomed as last year figures were tilted due to declining membership numbers and dues revenue under projections.  2018’s surplus and cash flow will re-build some rainy day funds and plan for capital expenditures sure to come in the foreseeable future.  Mr. Cleaveland and Finance Committee recommended that the club pursue a proposal to upgrade the existing pull cart storage shed to include a rack system accommodating the growing number of pull carts and provide members golf bag storage.  The present cart shed will be efficiently utilized and allow additional storage for the growing demand.  A bag attendant will be available on weekends to assist members in retrieving carts and bags.  The pull cart design system will cost approximately $20-25,000.  The cost to be amortized over a few years.  The Board unanimously approved the new pull cart system to be installed and ready by Spring. 

4.       Committee Reports:

a.       House: Mrs. Whalen noted that the kitchen closure occurred on October 8.  The kitchen underwent a “spic and span” cleaning.  Surplus food from season ending cancelled events will be offered to the members at a one-time basement bargain cost.  Mrs. Whalen noted a successful season.  The walk-in freezer floor and minor necessary repairs are to be completed in the off-season.  She and her committee are soon to discuss House priorities for the winter and 2019 season.

b.      Greens: Mr. Chairman, Vice President Leary said the golf course aerification project was completed successfully including spiked tees.  The recent rain aided in the golf course healing.  Mr. Leary invited all members to view the foliage and top notch golf course conditions during the fall season.  The greens crew will be re-decking the 17th bridge.  A suggestion to add a railing was taken under advisement.

c.       Golf: Mr. R. Congdon mentioned that the WCC Cup winner will soon be crowned.  A few events were cancelled due to weather.  Awards for events were given to members throughout the year.  A 2019 preliminary calendar is being circulated and includes the Allied Father-Son held at WCC.  A suggestion was made to consider a portable speaker system to assist making announcements, such as tournament winners, more audible; inaudibility being a challenge considering the general acoustic attributes of a hay barn.

d.      Pool: Closed for the season.  e. Tennis: The courts will remain open till they become unplayable.

       f.     Membership: Ms. Yeager suggested the Board consider waiving of initiation fees as a recruitment tool for ascertaining new members in 2019.  After some discussion, the initiation fee rates or waivers were tabled for the budget meeting process in December.  More information will be gathered on the impact of loss revenue, aging membership and thinking “outside the box” for creative ideas for long range member recruitment planning.

5.       Old Business:

a.       Mr. Kelly noted that he will be announcing Committee appointments in November.

b.      Mr. Gilligan reported that the Strategic Task Force is continuing to gather information from Committee Chairs and staff developing cost range, prioritize many capital projects, assemble and analyze the club’s demographics, and other efforts that will help the Club understand its future objectives in more detail. 

6.       New Business: The Governors congratulated Mr. Sullivan for his induction into the Northeast NY PGA Hall of Fame. 

7.       The next meeting of the Board of Governors will be Thursday 15 November 2018 at 6:30 pm, and Thursday 13 December 2018 at 6:30 pm for the 2019 Budget Session.

8.       There being no further business before the Board of Governors, the meeting adjourned: 7:15 PM o’clock.

Respectfully submitted,

        Jennie VanDeusen, Acting Secretary