Board of Director Meeting Minutes 2009
BOD MEETING 11/09/09 6:15 Morrisville Water & Light
Present: Tad, Paul, Dick, Bob T., Bob M. & Karen
Absent: George, Ray and Frank
Minutes of 10/12/09 approved
Financials: Reviewed Month End figures and need to borrow approx. $10,000
to carry one more month or two until 2/1/10. The Budget Committee gave income estimates
and will have expenses at special meeting on December 1st.
Admin: Have wonderful new website designed by Michael Gandy. Chamber of Commerce Mixer
motion to schedule by Paul and seconded by Tad. Approved.
Tourney: Schedule Completed.
Clubhouse: Closed; Carpet and Hood cleaned.
Grounds: Two hole signs taken to Great Big Graphics for refurbishing. We do 2-3 each year
if possible. Need new replacement for Mario Fradette Contractor.
Adjourn 7:30 Next meeting(Budget Only) 6:15 on 12/01/09 at Morrisville Water & Light.
Next Regular Board Meeting 6:15 1/11/10 at Morrisville Water & Light.
BOD MEETING 10/12/09 6:15 Copley Country Club
Present: Tad, Paul, Bob T., Dick, Ray S., George, Bob M. & Brad
Absent: Karen
Minutes of 9/14/09 approved
Admin: Approved unanimously that services rendered vouchers from Carpenter and Raymond will be credited to their 2010 Memberships.
Paul to check out Chamber of Commerce and Morristown Historical Society Membership. Paul to check out GPS mail address.
Financials: Noted Membership, Greens Fees and cart rentals were down this year. Irrigation expense less this year. Both due to weather(rain).
Pro Shop: Closing 10/18. Hickory Association confirmed here for four more years. We are to coordinate advertising with them if possible. Brad reviewed Men’s League cash flow-$30 entry fee ½ goes to Clubhouse for dinners(2) ½ for prizes at year end. $2 each day for weekly prize fund. We may have to increase these amounts. Need to review our trail fees $130/$160 now.
Clubhouse: Closing 10/12 for cleaning that week. Copley Hospital Tournament to have us cater; we need to have vehicle parkers that date.
Grounds: A Fairway Mower may be available for parts on a trade for Membership basis. We need to find transport for stump grinder from Johnson Farm and Garden. Motion made by Paul and seconded by Dick to spend $200/day for rental. All approved.
Tourney: Frank working on schedule. Much discussion on Page Cup doubles-trying to speed up play. Perhaps have them on a couple of weekends. Plaques all up to date.
Admin: Paul reviewed Casualty Insurance changes. Paul made the motion and Tad seconded to approve changes on deductible and Ordinance of Law on Proshop and Maintenance Buildings deleted. All approved. Approved committee of Tad, Bob T. and Paul to Budget recommendations. Agreed no charge to Greens Fees this fall after closing if Member with Guest. Draw for Membership-#80 Steve Sprague.
Adjourn 7:45 next meeting 6:15 on 11/9/09 at Morrisville Water & Light
BOD MEETING 9/14/09 6:15 Copley Country Club
Present: Tad, Dick, Frank, Bob T., Paul, George, Karen & Brad
Absent: Ray
Minutes of 8/11/09 Approved
Financials: Need revision of statements to clarify cash flow. Karen to send to each of us.
Clubhouse: Dick looking into repair of leaky dishwasher. Bob to place “No Smoking” signs on porch south side.
Pro Shop & Tourney: Agreed to host Copley Hospital Tourney on July 17th with $23 Green Fee plus $100 for Clubhouse use if outside caterer. Ladies State Day 6/1/10. Copley Closing “Clean Out The Fridge” all set for 9/27/09 with fee of $20 with $5 to Clubhouse.
Admin: Agreed to defer John Upton’s 2009 Membership to 2010 with credit of $364. Blush Hill inquiry to “Get Together”….Tad to follow up. Paul reviewed package building, equipment and liability insurance. He will meet with agent from Poulos, Pat Cahoon for possible cost savings. Agreed Paul to send letter to irate member in regards to his movement of tee time and his subsequent anger release with auto leaving the course.
Grounds: Water line needs replacement to RV. Dick will look into.
Adjourn 8:20 next meeting 6:15 on 10/12/09 at Clubhouse
BOD MEETING 8/11/09 6:15 Copley Country Club
Present: Tad, Dick, Ray, Paul, George, Frank, Bob T., Bob M. & Brad
Minutes of 7/13/09 approved
Minutes of 8/04/09 approved
Admin: Jason McArthur’s request for Membership adjustment due to
health issues brought up: Board offered 50% off 2009 Membership
toward 2010 Membership. Paul reviewed insurance worker’s comp
requirement to compile Safety and Health Manual. Outline of
guidelines presented for recommended use. Approved following motion
by Paul seconded by Ray to donate (2) nine Hole Ten Plays to VFW for
their Calcutta Auction in September.
Financials: No questions.
Clubhouse: Dishwasher now “on the job” and working. Ray Hurlburt and
Dick to do trap hookup.
Grounds: OB stakes along the road to be removed as road itself is
out of bounds and stakes confuse what is declared on the scorecards.
Pro Shop: Early Bird “wrap around” Memberships to begin 9/1/09 @
$549.00 per motion by Paul and seconded by Dick. General agreement
reached in regards to the PA Hockey Fund Raiser on 9/20/09. PM
Shotgun; 16 teams of 4/5; $20 Golf/$5 Food; and Copley Members pay
full cost.
Tourney: Motion made by Dick and seconded by Ray to close course
Friday preceding Member/Guest due to the # of players choosing to
play practice rounds. Approved. Brad to advise the 1:00.
Adjourn 7:05 next meeting 6:15 on 09/14/09 at Clubhouse
BOD MEETING 7/13/09 6:15 Copley Country Club
Present: Tad, Ray, Frank, Paul, Dick, Bob T., Dick & Kaern
Absent: George
Minutes of 6/8/09 approved
Financials: Questions on Dues/Licenses and Ghin Card. Karen
addressed and advised Ghin allocated to wrong line item-to be
corrected. Cart Rental income down. Bob suggests not to arrive at
conclusions until comparisons made over 5 years.
Grounds: Aerator quotes/finance in progress
Clubhouse: Dishwasher purchased and will arrive soon. Estimate
$749.00 to install “Airgap” in drain system. Dick wants to wait and
do with dishwasher installation. New soda cooler to be delivered by
Coke in exchange for one in garage. Plaques to be put in order.
Heater in Ladies room discussed along with gas fireplace insert.
Grounds: Need to get Advertiser for Hole Sign to replace Mario
Fradette next year.
Tourney: Amy Wade Memorial raised $620.00 including $100.00
donation. Ladies Member/Guest had 40 players. Had a great time/good
day.
Pro Shop: Tourney Board could use help in solicitation of unpaid
advertisers.
Juniors: Starts 7/20/09 6:00 PM.
Adjourn 7:25 next meeting 6:15 on 08/10/09 at Clubhouse
BOD MEETING 06/08/09 6:15 Copley Country Club
Present: Tad, George, Paul, Frank, Dick, Ray, Bob T., Dick & Brad
Minutes of 5/11/09 approved
Financials: Payroll 2009 vs. 2008 reviewed as Clubhouse was higher
this year while Proshop less; Clubhouse opened earlier than usual
and Proshop did not bring in part-time help.
Grounds: Power Broom ordered as approved. Water & Lights says April
bill for water is an estimate and will be adjusted when faulty meter
is replaced.
Clubhouse: Discussed foundation under fireplace is cracked and needs
new screen. Susanne okayed to paint. Dick concerned Clubhouse is not
charging enough for dinners-attest-$11.00 for Member-Member included
tax and gratuity. To be addressed at future Tournaments.
Pro Shop: Thanks to Brad for stain work on fence, benches on patio
and Tee Box retaining wall. Discussed placement of mirror on
backside of 1st Tee. Approved lower Greens Fee promotion on
Monday/Tuesday for June and advertise at cost of $120.00 in local
paper.
Tourney: Ladies State Day successful-60 players. Masonic a
“Bust”-only none showed up; so Brad advised them he would do Tee
Times next year vs. closing our course. Memorial Day the 28th of
June. BOD recommended Tourney Committee of Shawn Goodell, John
Draper, Dean Warner and Frank Lamphier be actively involved.
Juniors: George getting prepared with Stu Maynard-suggested to look
into the availability of Pro at Bolton.
Grounds: The Slayton Bench on #8 to be replaced.
Audit: Paul reviewed the Audit Summary. BOD to act on same at future
date.
Adjourn 7:45 next meeting 6:15 on 07/13/09 at Clubhouse
2009 Annual Meeting May 17th, 2009 3:00 PM Copley Country Club
Call to Order
Verify Quorum: 21 voting members present meets quorum
Minutes of 2008 meeting: Alice Agney made the motion to accept minutes of 9/21/08. John Draper seconded. AYE!
Chairman’s Address: Tad Lamell gave his address.
Auditor’s Report: Books are in order.
Budget Overview: Financial Statements presented and approved following motion by Alice Agney and seconded by Paul.
Article 1: Shall Copley Golf Corporation extend the terms of office for the Board of Directors to coincide with Annual Meeting.
Approved by voice vote following motion by Richard and seconded by Bernie.
Other Business: Alice thanked Board of Directors for their due diligence. Frank Lamphier-Memorial Tournament moved to 6/28/09. Also have a one day Member/Member-Guest to fill a void on schedule. Sondra voiced concerns about so few members in attendance and how to encourage more to attend. Tad and Paul answered questions as to why we changed the corporate year. This change was made to better accommodate our financial position in regards to our taxes and cash flow projections.
Confirmation of Board of Directors: respective terms expiring.
Robert Titterton May 2010
George Allen May 2010
Richard Carpenter May 2011
Frank Lamphier May 2011
Paul Nesky May 2011
Ray Salls May 2012
Tad Lamell May 2012
Next Meeting May 16th 2010 3:00 PM
Motion to Adjourn: 3:34 PM
BOD MEETING 05/11/09 6:15 Copley Country Club
Present: Tad, George, Frank, Dick, Ray, Bob T., Paul, Karen & Radar
Minutes of 4/13/09 approved
Financials: George questions Balance Sheet vs. monthly Statement.
Bottom line cash balance which do not equal; Karen explained and is
to provide a more detailed answer later.
Grounds: Discussed various ways, if we chose to do, to add Gold
Forward Tees. Ray N. says two and seven “coming along slowly”. Need
pump house system repairs; broken axle on Cushman; old cart needs
carburetor. Ken Burlinson left for new full time position therefore
need to hire one part-timer to fill in. Water meter reading is only
an estimate due to malfunction. Paul to look into same with Water &
Light Department.
Clubhouse: Dick to repair screen door.
Pro Shop: We will honor Web Site statement in regards to Junior
Members “age 18 or younger”. Play by under 12 with paid greens fee
Adult or member and otherwise at Proshop discretion. Agreed to allow
Bob T. and Brad decide donations for Greens Fees as they arise.
Tourney: The Memorial changed to June 28th 8:00 AM Shotgun by
unanimous decision. VGA State Tournament Applications need to be
downloaded from their Web site.
Administration: Agreed to obtain LP gas bids. New to plan ahead for
possible ways to reduce operating costs in event of further economic
downturn and/or negative cash flow. 234 Seniors to date.
Adjourn 7:40 next meeting 6:15 on 06/08/09 at Clubhouse
BOD MEETING 04/13/09 6:15 Water & Light Department
Present: Tad, Paul, Dick, Ray, Bob T., George, Bob M. & Karen
Absent: Frank due to illness
Minutes of 3/09/09 approved
Financials: Karen reviewed, moved to accept by Paul and seconded by
Dick. Approved.
Grounds: Temp Greens #2 and #7 due to ice damage. Agreed to buy #5
sign in exchange for a 2009 Trail Fee. We will resell to new
advertiser as per motion by Paul and seconded by George.
Pro Shop: Brad has secured an estimate of $1,900.00 to replace heater
from Mike Mayo, who is willing to exchange for two years
Memberships. Motion made by George and seconded by Rau to accept
offer. All approved. Mason Tournament date changed from 5/18/09 to
5/19/09. Discussed locking doors to Locker Room at night…to review
at later date. Brad to bring to next meeting a proposal to change
info sign at the Proshop Entrance. George made the motion and Bob
seconded to allow couple membership to John and Amanda. All
approved. All agreed to return Ghin cost to Lee West, employee.
Equipment: Electric Cart needs $700+ batteries and wiring…Deferred
to “Radar”.
Clubhouse: Ready to open April 15th Wack-A-Do has chosen to have
event catered. Their request to change date from 6/1/09 to 6/2/09
met with approval. Rain date 6/9/09.
Building Maintenance: Agreed to insulate Pro Shopceiling at an
estimated cost of $350.00.
Ladies League: Board agreed to request for Shotgun Start on trial
basis for one month under direction of Brad, who will implement a
“modified” Shotgun Start similar to the One O’clock Group.
Donation: Approved 2 & 2 Green Fees for Cinco de Mayo at River Arts
5/2/09.
Annual Meeting: Committee of Tad, Paul and Bob to meet 5/4/09 and
Board of Directors on 5/11/09 to review for AM the 17th.
Adjourn 7:56 next meeting 6:15 on 5/11/09 at Clubhouse
Future Meetings: 6/8/09, 7/13/09, 8/10/09, 9/14/09 and 10/12/09
BOD MEETING 03/09/09 6:15 Water & Light Department
Present: Tad, Paul, Dick, Frank, Ray, Bob T. & Karen
Minutes of 2/09/09 approved
Tourney: Frank Motioned, Dick seconded to have one day Member/Guest
7/19/09. Can be Member/Member either gender etc. With early Tee
Times. All approved.
Financials: Motion made by Paul and seconded by Dick to “partner”
with Chittenden Banks two for one golf promo.
Pro Shop: Agreed to have Brad start a week early to promote our
Corporate Card Sales.
Administration: Need to begin Annual Meeting preparations and come
to conclusion as to terms of Board of Directors. i.e.: are they
readjusted to May 2009 or 2010???
Grounds: Tabled til April discussion of Equipment. Brush and aerator
at Moffat per motion by Paul and seconded by Dick.
Membership: Coming in nicely from prior Members, but not many new.
Building Maintenance: Pro Shop repair vs. replacement of heating
system and insulation. Will decide in April. Clubhouse Fire
Suppression System still being pursued.
Clubhouse Function: Motion made by Paul and seconded by Dick to
allow catering with Bob Manley’s okay. All approved for Sargents and
Chamber.
Adjourn 7:36 next meeting 4/1309 at Water & Light 6:15
BOD MEETING 02/09/09 6:15 Plaza Hotel
Present: Tad, Paul, Bob T. & Frank
Minutes of 1/12/09 approved
Financials: Motion made by Paul and seconded by Frank to pay Union
Bank note-passed unanimously.
Administration: Website improved-new home saver screen and photos.
Agreed that we need to update By-laws. Motion made by Bob and
seconded by Frank to appoint George Cormier and Bernie Sheltra to
audit books before Annual Meeting in May-passed. Approved purchase
of 2000 brochures via motion by Paul and seconded by Frank. Motion
made by Paul and seconded by Bob to allow Karen to pay bills via
Union’s Net Teller Web site-passed.
Tourney: One day Member-Guest 7/19/09 recommended by Frank-to
converse with Brad for concurrence and details.
Donations: Okayed four Greens Fees for Helen Day Arts Center.
Adjourn 7:20 next meeting 3/9/09 at Plaza Hotel 6:15
BOD MEETING 1/12/09 6:15 Plaza Hotel
Present: Tad, Paul, Bob T., Frank, Dick, Ray, George & Karen
Minutes of 12/08/08 approved
Financials: Minimum Wage effective 1/1/09 $8.06. We are to make
adjustments if necessary. Discussed need to firm up budget for 2009.
Currently we have 25 paid members with 15 pending payments.
Pro shop: Brochures to cost $1500 for “vendor broker”. News &
Citizen low bid with 2000 for $600. On hold until March. Heat system:
before installing need to look into cost to insulate.
Clubhouse: Dick has contacted two Fire Protection Hood System
installers- no replies to date.
Administration: VGA advises of sales tax requirements on state
sponsored events to be applied this year.
Juniors & Seniors League: Discussed viability of a new 9 Hole
LEAGUE; Green Fee of $10.00; on Saturday PM. Other social activities
on “soft” days.
Tourney: Nothing new to report.
Adjourn 7:25 next meeting 2/9/09 at Plaza Hotel 6:15