Minutes of the Board of Governors Meeting of 28 September 2017
Present: Mr. T. Berkel,  Mr. M. Emprimo, Mr. R. Kelly, Mr. B. Hull, Mr. B. Leary, Ms. K. McCormick
Absent: Mr. D. Benham, Jr., Mr. J. Cleaveland, Mr. R. Congdon, Mrs. R. Dolber, Mr. D. Farrell, Mr. P. Fasano,             Mr. B. Riva,  Mrs. D. Whalen.      In Attendance: Ms. J. VanDeusen, Ms. Liz Yeager.
1.    The meeting was called to order at 6:03 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 25 August 2017.
3.    Treasurer’s Report: Mr. Kelly asked the report be tabled in the absence of Mr. Treasurer Cleaveland. The Treasurer’s flash sheet was circulated. Ms. VanDeusen and Mr. Hull noted that business in September has been above average.
4.    Committee Reports:
a.    House & Patio: Mr. B. Hull noted:
i.    The kitchen will close down as normal after Columbus Day.
ii.    While much of the building will undergo the usual winterization in the later part of October, the Ladies downstairs restroom will remain open until the clubhouse closes (30 November) and it is heated.
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 wished to convey that the Club has a clear dress code policy, and encourages all members to be familiar with it and so inform guests. There were regrettable occasions during the summer when members and guests were clad in a fashion that, while economical from the standpoint of yards of fabric employed, was inappropriate and unappealing to other members. Reference of the guidelines will provide help in clarifying the level of modesty and comfort acceptable for those who may be challenged as to the advisability of their sartorial selections.
v.    Mr. Hull closed by noting that he 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 Mr. Bacon has been stretching his budget, and thus Mr. Leary confidently predicted clear sailing for Greens expenses for the remainder of the year. Fairway aeration has been completed: interruption being de minimis. Greens will be aerated after Columbus Day. All punching, scoring and brushing of turf aside, Mr. Leary noted the course was in terrific playing condition and the weather has been cooperative for its enjoyment, and he encourages members to so do.
c.    Golf:
i.    Ladies’ golf is winding down, capped by a cocktail party that was enjoyed by all. The Ladies Day on 23 September was a success. The Committee has a natural expectation for another strong campaign in 2018, and expressed a wish of greater Board attendance at the finale awards ceremony in the future.
ii.    Men’s golf is also in its last phase for the season. It was noted that the Allied Mixed Scotch featured 77 teams (154 players). The event was won by Kurt Foehl and Mace Foehl Hemphill representing Taconic Golf Club in Williamstown. Mr. R. Congdon, Wyantenuck Allied representative, reported revenues to the Club of $1,540 in greens fees, $3,600 of credit issued from the Pro-Shop, and an estimate of net cart fees in the neighborhood of $1,280.  Mr. Berkel noted that the Club did receive a note of gratitude and fulsome praise from Mr. David Houghton, the Massachusetts Super Senior Champion of 2017. He remarked on the marvelous condition of the course in spite of rainy weather, and applauded the staff and member volunteers for running a “seamless tournament.” The Four Ball Committee forwarded a similar letter from a participant from that event in July.
d.    Pool: None
e.    Membership: Ms. Yeager reported out a review the Committee conducted on the status of a number of members or latent memberships. The Board accepted the recommendations of the Committee which included a common sense approach to managing certain junior members with an eye toward their longer term retention. Members are reminded to check your email for your bills and all informational materials as we continue to embrace electronic communication. There was some discussion of Club practices to bring all members into current compliance with their dues and charges; The Treasurer and General Manager will continue to work with the few accounts that are delinquent. The Club is fortunate to enjoy a membership that takes its obligations to the Club as obligations to each other, thus keeping accounts current, and the Club able to manage its cash flow appropriately.
f.    Tennis: Switching hats, Ms. Yeager reported the Tennis program registered a successful season that whisked by too quickly. Ms. Yeager recommended to the Board that the Tennis recruitment structure remains in place another year after having reviewed the outlook for Tennis membership going forward. The Board agreed with her assessment and approved continuing the program. Separately, Ms. Yeager asked to modify the “Fall Allowance” (allowing weekday members to play on off hours) to include some play on weekend late afternoons. The Board approved the request and recommended that the weekday program formalize the practice as part of the effort to entice weekday players to gravitate toward full Tennis membership.
5.    Old Business: Ms. McCormick encouraged the Board to continue to seek a solution to the main floor restroom conundrum. It was recognized that the last foray into the subject yielded outcomes that were prohibitively expensive for the Club. That notwithstanding, Ms. McCormick noted the growing importance of this convenience. Mr. Kelly said the Board will always try to create options to accommodate a restroom solution as part of future planning, and work-around solutions in the short term. It is recognized that stairs are a challenge for a growing number of members and function attendees. 
6.    New Business: 
a.    The Board reviewed and approved gift certificates and carts for four players to be used as fund raising items by the following organizations:
i.    Berkshire Botanical Gardens   ii.  Literacy Network of the Berkshires
iii.  Berkshire County Humane Society
b.    The Board acknowledged thank you notes from several past recipients of gift certificates for fund raising: Great Barrington Rotary, St. Peter’s Church, First Congregational Church in Stockbridge, Civitan Club of Pittsfield. The Board also received a note of appreciation from the Massachusetts Golf Association for the conduct of the Super Senior Championship at the Club in September.
c.    The Board approved hosting the 2018 Women’s Tri-State match competition in October of 2018. The Club has not hosted a ladies championship for a number of years as per our membership with the Women’s Golf Association of Massachusetts (WGAM). In 2018, the MGA and WGAM will merge and the Tri-State event would bring 84 female players from Connecticut, Rhode Island and Massachusetts to the Club over three days. The event is structured in a way that there will be member play available each day during the event.
d.    Task Force: Mr. Kelly stated he intends the Board of Governors will continue to pursue ideas for development of membership recruiting and other revenue enhancing opportunities that jibe with the goals of the Club and keep membership numbers as stable as practicable. He stressed that the Club needs the broadest range of ideas available, thus concepts will be welcome from all sources. He asked the Board to think through the components that would be included in a charter for such a task force so that they can be discussed at the next meeting preparatory its formation. 
7.    The next meeting of the Board of Governors will be Thursday 26 October 2017 at 6:00 PM.
8.    There being no further business before the Board of Governors, the meeting adjourned: 7:55 PM o’clock.
Respectfully submitted,
Thomas Berkel, Secretary