Board of Director Meeting Minutes 2011
Copley Country Club BOD MEETING 11/13/11
Present: Bob T, Tad L, Scott R, Dick C, Jamie J, Paul N, Brant S, Karen, Bob M
Minutes for October: Approved
Financials: Approved
Proshop: Closed for the season - no news.
Clubhouse: Carpets and exhaust Hoods cleaned - closed for the season.
Grounds: Scott and Brant evaluated the course and proposed some projects for next season.
In the evaluation, they assessed the equipment and presented an analysis of the longevity of each piece of equipment. They have proposed the acquisition of 2 newer pieces of equipment.
Board agreed the course was maintained nicely.
Other Business: Bob T – discussion regarding college discount card – getting more information for further discussion.
Bob T to send out a letter to the membership regarding this past season’s accomplishments.
Discussion relative to the tournament schedule. Schedule all set and will be sent out to membership.
Budget discussion started and to be completed on 11/22/11.
Board members agreed to evaluate the needs of the property for distribution of Barb Steven’s donation
Adjourn: 7:55
No December 2011 Meeting. Next meeting 1/9/12
Copley Country Club BOD MEETING 10/10/11
Present: Bob T, Tad L, Scott R, Dick C, Jamie J, Paul N, Brant S, Brad G, Karen, Barbara & Phillip Kiely
Minutes for September 12: Approved
Financials: Approved
Proshop: Final Fling was very successful – the weather was great (after first try in prior week) and there were many players enjoying the day.
Brad to complete the inventory for the pro-shop
The carts will be store for the winter at the Field Days.
Course closed 10/16
Clubhouse: Carpets and exhaust Hoods to be cleaned the week of the 16th
Paul talked about the need for many repairs to the Club House, some which are mandatory for insurance reasons.
Bob to perform an inventory of remaining products and store away for the winter.
Grounds: Brant to rent a compressor to blow out the water lines on the course(10/28) and Club House(11/10/11)
Brant and crew to winterize equipment, crew to work till 10/27/11
The trees by the 8th fairway and green need attention
Brant reported that the season was successful and looks forward to next Spring so he can get more things done to improve the course
Other Business: Barbara Kiely would like to add a Sadie Hawkins tournament. This was discussed at length and concluded that June 30th would be the best time for this.
Tad is working on the tournament schedule for next year and will be published hopefully by the next meeting.
The donation from Barb Stevens was discussed and the board is looking for smart ways to use it.
Discussion on the alarm system, which needs to be upgraded to protect our assets. Tad had some estimates for this and we will discuss at the next meeting.
Scott and Brant toured the course to evaluate what is needed and put together a great analysis of areas that have been neglected for years as well as an equipment analysis. The board to review and discuss throughout the winter season.
Adjourn: 7:30
Next meeting 6:15 on 9/12/11 at Clubhouse
Copley Country Club BOD MEETING 9/12/11 6:10
Present: Bob Titterton, Scott Rossi, Dick Carpenter, Paul Nesky, Jamie Jaret, Brad Gregory and Brant Slayton
Minutes for August: Approved
Financials: Approved as submitted. Paul noted all things financially going well. Still concerns regarding irrigation billing - will look closer into this subject.
Proshop: Brad reported on the following: Concerns relative to reduced number of green fees and cart fees compared to previous year. Increase in Membership may be the reason but unsure.
Brought up how Hurricane Irene decimated Northfield and Randolph Golf courses and suggested we offer free play for their members. This was brought to a vote, resulting in 3 in favor and 2 against. Play will be limited to 4 foursomes per day.
Member Guest Tournament went well, however, reduced number of players (80) versus last year of 102. Discussion regarding lower turnout may have been date selected which fell on Labor Day Weekend.
Grounds: Brant reported all stumps have been ground down. Airification of the greens have been complete.
Equipment update: F-10 - Alternator repaired, new radiator had a hole in it and has been repaired. Bill sent to the Manufacturer. Scott and Brat discussed a plan for new trees to be planted and where. They received one quote and Dick suggested we get others before making a decision.
Clubhouse: Bob reported that the Member Guest went well. He feels comfortable budgeted numbers can be met for the year. We discussed the need for the Club House to be refurbished. Will look at many options.
Other Business: The security System needs updating. Credit Card Service Charge needs to be looked into as charges are relatively high. Gas pump in need of repair.
Adjourn: 7:40
Copley Country Club BOD MEETING 8/8/11 6:17
Present: Bob T, Tad, Scott, Ray, Paul, Bob Manley, Brant Slayton, Brad Gregory, Jamie Jaret
Minutes for July 11: Approved
Financials: Approved as submitted
Proshop: We had 2 carts that were damaged by careless use and have been repaired. Unknown cost as of yet. Discussion regarding “wrap-a-round” memberships and the agreed upon price was $599 tax included. There was also discussion regarding a few members who have not used the course this year and have requested some kind of refund. No decision has been made. The Men’s Member/Guest Tournament is quickly coming and the sign up sheet is in the Pro-Shop. The Tournament will feature great prizes, entertainment on Saturday night and great food. Make sure you get signed up before it is too late!! There was discussion on the flight structure for the club championship.
Clubhouse: All is going well. The Stove has been relocated and Bob now has use of the entire stove with no restrictions. Bob is gearing up for the Men’s Member/Guest Tournament. No other issues at this time.
Grounds: The garden by the pump house has been completed and looks great. The dead trees have been removed and Brant is going to schedule the stumps to be ground down in the next week or two. You will see new signs along the OB stakes on the third hole that explains the responsibilities of everyone playing. Please follow the rules. Equipment has been repaired and seems to be running ok. There was discussion relative to planting new trees in various locations. Scott is looking into the possibility of moving trees from the nursery by the 8th fairway to the locations yet to be determined based on a designed plan.
Other Business: Tad brought up the need for the Tee boxes to be leveled. Scott had made a few suggestions that he and Brant will decide on, They will probably experiment on the fifth Tee box before going another further.
Bob reported on the progress of the Barb Stevens donation- Progress is slowly moving forward and he should have a better idea when this will come to
fruition.
Heavy discussion regarding expense and revenue for the Men’s Member/guest Tournament.
BOD went into executive session on a few topics.
Adjourn: 8:38
Next meeting 6:15 on 9/12/11 at Clubhouse
BOD MEETING 7/13/11 6:30 at Copley Country Club
Present: Bob Titterton, Tad Lamell, Ray Salls, Dick Carpenter, Scott Rossi, Paul Nesky,
Brad Gregory, Brant Slayton, Karen Jones and Jamie Jaret
Meeting called to order - 6:10
Minutes from June meeting accepted as presented, however, there is a revision to that meeting regarding the dead tree removal.
Revision- during discussion, Bob stated that what he was hearing was we wait until the fall regarding the removal of the dead trees.
Revision will be added too June's minutes.
Financial:
Dick questioned why the irrigation amount was so low and utilities high this year versus last year.
Paul explained and satisfied Dick's questions.
Reviewed and accepted by the BOD
Club House: Bob and Dick reported we were subjected to what the Liquor Control Board calls a "sting" where an investigator enters the premise with an under-aged person who tries to order a liquored drink. Melinda did all the correct procedures and asked for identification, which could not be produced, had her certificate of course completion and passed with flying colors. Great job, Melinda!!! If you get a chance, please commend her for performing her job professionally.
Dick and Bob were to remove a cabinet in the kitchen so they could move the stove down the line which will aid in fire prevention.
Bob- looking for some part time help.
Pro-Shop: Brad was approached by NFP(National Fund raising Partners) Sports regarding participation in their program. A quick overview of the program is as follows;
It is a fund raiser for Middle and High School athletics. Students are asked to sell "gold cards" which entitles the person(s) to receive a discount at supporting businesses. If we were to enroll in this, we would have our course listed on the card with other participating courses. The board asked Brad to get more information on this before making a decision.
Brad was also approached regarding an estimate for handicap restrooms at the Pro-Shop. The estimate is quite high and needs more review and discussion before any action is to be taken.
There was discussion regarding cart trail fees and what to do when a members' cart breaks down. There was a motion made that we charge a cart owner a $2 fee for use of a club cart for a short duration so the cart owner could repair their cart. This was for this year only. Vote was 6 yea and 1 nay.
Grounds: Ray and Brant reported that the F10 mower is back in operation at a minimal cost. Thank you Ray and Brant for your hard work getting this back in service!
Brant reported they seeded and mulched the hill behind the 3rd green as well as removal of the stump by the pump house.
Scott and Brant received an estimate from Green Mountain Landscaping for a garden by the pump House. The BOD gave Scott permission to move forward with negotiations.
Other Business: Bob reported on an incident that happened 1-2 weeks before this meeting. An unknown person hit a ball into an upstairs window of the Manor, just missing a person sitting in a chair near the window and left without acknowledging what happened. Bob researched this for future incidents and in order to protect the Club from being responsible, it was suggested by a lawyer that we put up a sign by the out of bounds markers. Verbiage for the sign will be obtained by Bob.
The topic for Mid- Season rate was discussed and the fee will be $250++.
Tad reported on the Barb Stevens donation. He had a discussion with a few of Barb's friends and they would like to see a bench on the ladies 8th tee box in honor of Barb as well as a nice garden.
Scott brought up a discussion regarding the Men's Member/Guest tournament. He suggested we get some kind of entertainment for Saturday night at the Club House and offer an appetizer menu in order to get members and their guests to socialize. Also suggested a BBQ menu for the dinner. These are suggestions that were brought to our attention by some members wanting to enhance the tournament.
Bob Manley will create a nice BBQ menu.
Jamie to look into entertainment.
Meeting adjoined: 8:05
BOD MEETING 6/21/11 6:10 at Copley Country Club
Present: Bob T, Tad, Scott, Dick, Ray, Paul, Bob Manley, Brant Slayton, Brad Gregory, Jamie Jaret and Karen Jones
Minutes for May 11: Approved
Financials: Approved as submitted.
As of this Date, there are 279 Senior memberships, 17 Juniors.
Pro Shop: All is going well. Amy Wade Tournament was cancelled due to lack of participation. Agreed to honor our commitment by using some of the Calcutta proceeds from the Member/Guest Tournament
Clubhouse: All is going well. Need to move Stove to a more centered position to avoid any fire issues. To do this, we need to remove a cabinet. Dick and Bob to make this happen.
Grounds: The F10 rough mower is in need of major repair. Brant and Ray have looked into option and will try to have this repair at a mininal cost. If it is not repairable, we will need to look at other options.
Brant brought up the need for purchasing seed and fertilizer to get us through the season. Approved by the BOD.
The stumps by the Pump House are scheduled to be ground down starting June 23rd, weather permitting. Bob stated that what he was hearing was we wait until the fall regarding the removal of the dead trees.
New carts are having some issues that need attention from the vendor, ie, belts continually loosening. Brant to contact them and try to get this issue resolved.
There was a discussion regarding the dead trees on the Course. Scott has gotten an estimate for removal of the trees in the amount of 1K. BOD to decide what course of action is best.
Other business: Bob brought to the table concerns a few members had regarding the nominating process for BOD. After much discussion, we agreed that we need to change it.
Discussion regarding the gift from Barbara Stevens. Tad to talk with a few close friend of Barb’s to see if they have some ideas of what Barb would have like to see done.
Discussion regarding the need for volunteers for a tournament committee. We need member involvement in order to expedite the tournaments smoothly. Also discussed ideas for the Member/Guest tournament. Ideas to be presented to Tad by next meeting.
If you would like to be a part of a great group of people, please offer your assistance with Tournaments.
Adjourn: 7:30
Next meeting 6:15 on 7/12/11 at Clubhouse
2011 Annual Meeting Minutes 5/15/11 at Copley Country Club Clubhouse (Unapproved)
Call to Order
Verify Quorum: 31 voting members present meets quorum
Chairman’s Address
Minutes of 2010 meeting: Paul Nesky to correct minutes of 2008 should read 2009! Paul made motion for approval Bob Heanue seconded AYE
Auditor’s Report: Auditor’s Barbara Kiely, Dean Parker and Shawn Goodell. Report from Audit Committee presented by Dean Parker-see attached. Thank you Dean!
Election of Officers/Auditors: Nominating Committee (Jill Lindemeyr, Tom Wawrzeniak and Eric Rich) Paul, Dick and Frank three year terms expiring.
Jill looked for people for Board-everyone extremely busy. Dick and Paul were willing to remain on Board. Frank is not. Tom Wawrzeniak has lived in Lamoille since 86 worked at Smuggs as engineer for 16 years. Became consultant and semi retired. Did projects in various educational (schools) and had weekly meetings with schoolboard and kept notes which he in turn transcribed into minutes.
Tad nominated Jamie Jaret and Dana Lowe seconded. General Manager for Stowe Mountain Resort and former Club House Manager. Honored to be on the Board!
Nominees slate: Paul Nesky, Dick Carpenter, Tom Wawrzeniak and Jamie Jaret.
First Directors position to fill-Paul Nesky Term
Bob Titterton nominated Paul Nesky. Seconded by Ray Salls
One unanimous vote cast. Aye.
Recount of Quorum-34
Second Directors position to fill-Dick Carpenter Term
Call for Paper Ballot
Frank L. nominated Dick Carpenter. Seconded by Jill Lindenmeyr
Barb Kiely nominated Tom W. Seconded by Dana Lowe
2nd Position-Dick Carpenter 28, Tom 5
Third Directors position to fill- Frank Lamphier
3rd Position-Jamie 17, Tom 14
Old Business – Irrigation has been addressed. Dean addressed 50/50 cash back instead we did $349 new member/not a member last year. Lisa Hunt asked about promoting Corporate card and Chamber of Commerce advertising: BOD lowered the price about 50% to attract attention for businesses. Jeannie wanted free lunches back to employees: Revisited and elected to continue with current decision. Dean wanted more sand in traps. Brant has lost contact with white sand…Big expense coming for replacing sand in traps. Any thoughts let Brant know. Earley’s flyer from last year-trees gone etc. Working on staining stockade fence. ??? Some Members voiced disapproval of decision to remove trees around pump house with hopes in future BOD would post issues for Member input. Tom asked about replacing stuff by pump house- replacing with Burning Bush and Aphrodite. Bob Smith- any income from pump house trees? Member took down for free-not good lumber. Dean said when the trees went in 19 years ago it was to hide the pumphouse. What is long term plan for fill area? Parking area there eventually….Bob T. size is good needs leveling. Town brings fill in. Tom W. Do we have other options for fill? Most of fill comes from Town anyway.
New Business- Bob T. discuss date for when Annual Meeting is held. Tad- to move back to Saturdays- loss of Green fees to keep Sunday Breakfast Club. Move to Sat Afternoon-have Meeting and dinner.
Mr. Bordas made the motion to have on Saturday and Polly Seconded. Ayes have it.
Motion to have on the third Sat of May 19th Ayes have it
Tournament Results
Member/Guest- Tyler Parker & Paul Weston
Men’s Club Champion-John Draper
Mens Senior- Terri Francis
Super Senior- Lee West
Women’s Senior- Polly Manosh
Women’s Club Champion- Cynthia Borck
JR Club Champion- Zeke Royer
Approve the Budget: Dana Lowe: Did we make any money? Paul responded with net loss- big loss irrigation expense- Possible credits from the data we get this year. Frank L. asked about rebate from W&L….Paul not sure if check or credit.
Paul made motion to approve-Joe B. seconded. Ayes have it.
Motion to Adjourn: Charlie made the motion to adjourn at 4:08 pm. Seconded by Jamie Jaret.
BOD MEETING 5/9/11 6:15 at Copley Country Club Clubhouse
Present: Bob T, Paul, Dick, Tad, Scott, Ray, Frank, Brant, Karen and Brad
Minutes for 4/11/11 approved
Financials: Approved monthly statements. Currently 253 Senior Members; 2 Thirty Miles and 3 Lifetime. (46 New Senior at $349.00 rate)
Irrigation: We are to confirm, in writing, the understanding reached last June regarding the installation of a Clubhouse meter and comparisons of usage vs. previous years followed by rate/dollar adjustments if warranted.
Audit: Completed with recommendations related to enhance our operations controls.
Grounds: Scott to inquire with 5 Star about service billing for gas carts. Brant advised of Hinesburg Quarry running out of white sand limestone in a couple of years. We need to replace ours within next 3 to 4 years. Possible replacement from Canadian source at $60 per ton delivered vs. current $40 per ton. Brant needs to have stairs built of office overhead use.
Pumphouse: Tad to contact Johnson Farm & Garden for stumper and he and Cindy to paint the building. Brant to put in plantings.
Clubhouse: New range/grill/oven installed. Thanks to Dick for overseeing.
Admin: Karen & Paul to prepare Annual Meeting Agenda as outlines by Bob. Resolved to split Treasurer/Secretary position at Annual Meeting and instruct Nominating Committee accordingly.
Proshop: Brad attending to enlargement of Member’s cart corral. We need to think about using area north of Maintenance shed. Agreed to continue making Corporate Cards available to Town and Village Water & Light.
Tourney: Discussed variety of ways to enhance/change Bramble at Annual Meeting.
7:40 PM: Motion made by Bob and seconded by Paul to proceed to Executive Session to review Probate Petition.
7:56 PM: Returned to regular meeting. Motion made by Paul and seconded by Tad to have Bob represent Copley at the Probate Hearing.
Adjourn: 8:06
Annual Meeting 5/15/11 at 3:00
BOD Assignment Meeting 5/16/11 at 6:15 at Clubhouse
Next Regular Meeting 6/13/11 at 6:15 at Clubhouse
BOD MEETING 4/11/11 6:15 Morrisville Water & Light
Present: Bob T, Tad, Scott, Dick, Ray, Paul, Bob Manley, Brant Slayton and Karen
Absent: Frank
Minutes for 3/14/11: Approved with correction that three Director’s Terms are up this year(Paul, Dick & Frank)
Membership: 198 SR vs. 232 last year
Financials: Approved as submitted
Irrigation: Minimum monthly charge of $47 and $155 vs. previous $9 and $11
Proshop: OK renewing Peoples Bank two for one
Clubhouse: Motion made by Dick and seconded by Ray to purchase stove. Aye.
Grounds: Brant expects to open 4/29/11 with full time staff Tom V. and Tim L. Motion made by Tad and seconded by Scott to arrange
mechanical and sharpening from Mike Leikert and son in exchange for play privilege. Aye. General agreement to paint pump house
white with green trim. To arrange stump removal and bush planting; To stain the 3rd green stockade fence a brown color.
Admin: Bob T. attended a Morristown’s Marketing Workshop.
Tourney: Discussion about Tournaments for Holiday weekends.
Adjourn: 7:50
Next meeting 6:15 on 5/9/11 at Clubhouse
Annual Meeting 5/15/11
BOD MEETING 3/14/11 6:15 Morrisville Water & Light
Present: Bob T, Tad, Scott, Dick, Ray, Frank, Bob Manley Brant Slayton and Karen
Minutes for 2/12/11: Approved
Financials: Discussion of water bill. New meter installed for Club house. Paid off Union Bank Loan.
Membership: 132 SR, 3 LT, 36 Couples ,5 family, 1 JR, 4 on Payment plan, Total 185 SR, 6 JR, 28 New members, 1 over 30 mile.
Grounds: Equipment all sharpened. Thanks Ray Novakowski. Brant to start approx. end of March. Discussed 2 full time 1 part time. Town will plow road.
Clubhouse: Same crew if possible. Bob will see to it that all have bar tender certification. Village has given license to cover golf course. Tad to check with Town Clerk to see if this is so.
Board of Directors: Three spots open(all three year terms), Dick Carpenter, Paul Nesky and Frank Lamphier.
Audit: To be conducted by Shawn Goodell, Wayne Grube, and Barb Kiley
Brant Slayton: Club to pay GCSAA and VTGCSA dues. Expenses to be paid for VT and local meetings.
Bulk fertilizer availability to be considered. Check into fabric barn for golf carts.
Adjourn: 7:25
Next meeting 6:15 on 4/11/11 at Morrisville Water & Light
BOD MEETING 2/15/11 6:15 Morrisville Water & Light
Present: Tad, Paul, Ray, Bob T., Frank, Karen, and
Marvin Bourne-Chairman Blush Hill
Minutes for 1/10/11: Approved
Admin: Bourne Proposal for ½ price cross share possible club matches with other 9 hole courses. Motion passed to do ½ price reciprocal.
Financials: Approved
Membership: 19-25 age $249.00 including tax. Motion passes for Scholars Card.
PA Golf Team: Discussed the possibility of losing funding for fiscal year 2012-2013.
Advertising: Change with Scholars Card.
Union Bank Loan: Motion to pay approved.
Tournament: Amy Wade to June 12th 1:00 PM Shotgun start.
Annual Meeting: Need to get prepared.
Adjourn: 7:20
Next meeting 6:15 on 3/14/11 at Morrisville Water & Light
BOD MEETING 1/10/11 6:15 Morrisville Water & Light
Present: Tad, Bob T., Dick, Ray, Scott, Paul, Frank, and Karen
Minutes for 11/22/10: Approved
Financials: Approved
Gas Rental Carts: Finance Forms submitted.
Utility Cart: Agreed to pay cash for utility Clubcar.
Grounds: Need to replace Ray’s electric heavy duty drill and drill bits.
Casella Contract: Need to affirm their position.
Web: Needs update.
Advertising: Agreed to do in Transcript in February and March.
Admin: All onsite vendors need to supply us with Certificates of Liability and Workman’s Comp Insurance.
Adjourn: 7:15
Next meeting 6:15 on 2/15/10 at Morrisville Water & Light