OAKMONT GOLF CLUB BOARD OF DIRECTORS
OGC GOLF CLUB (OGC)
Board of Directors Minutes-September 16, 2011
The meeting was called to order by President Barb Spangler at 3:03 PM. She indicated that the Board did not have a quorum and amended the agenda by indicating that Tina Pierre would be representing Empire Golf and that Charlie Chapman and Jack Powers were excused from the meeting.Board of Directors Minutes-September 16, 2011
PRESENT - Board Members: Bob Brown, John Greig, Andy Frauenhofer, and Barb Spangler. Also present Tina Pierre of Empire Golf Inc.
EXCUSED - Board Members: Charlie Chapman and Jack Powers.
APPROVAL OF MINUTES - The minutes of the August 28, 2011 Board of Directors meeting were approved as presented.
TREASURER'S AND FINANCE COMMITTEE REPORT - Assistant Treasurer Bob Brown highlighted the Treasurer's Report (previously provided to Board Members and included as Attachment 1 to these minutes). He corrected a wording error in the report and indicated that there was a budget error in August involving daily fee levels. He then discussed the Finance Committee recommendation that an Ad Hoc Committee be formed to address concerns about the projected level of working capital. Barb Spangler requested that Bob work with Charlie Chapman to coordinate the efforts of this Committee that will be made up of the Finance Committee plus any other interested Board Members.
EMPIRE MANAGEMENT REPORT - Tina Pierre summarized the Management Report (previously provided to the Board and included as Attachment 2 to these minutes). She indicated that August financial performance against budget was impacted by a budget error involving daily fees and reduced food and beverage revenues influenced by fewer tournaments and weddings than anticipated. She indicated that maintenance expenses continue to be lower than budget and that aerification would commence on the East Course on September 19. She discussed management attempts to improve revenues including reciprocal rates with other local clubs, a brochure sent locally offering two for one incentives for play and the use of social networks to provide opportunities for reduced price golf. She also highlighted the use Of "Pipeline 360" which will allow management to more effective monitor club events.
OGC STANDING COMMITTEE REPORTS -
Golf Committee: Andy Frauenhofer summarized activities of the September 14 Golf Committee meeting. He discussed the desire of the sections to utilize some club facilities without having a formal event and Barb Spangler requested that this item be included at the October Board meeting for action. He mentioned upcoming events such as the Wednesday Men's Club planned crab feed on January 27th and the Saturday Men's Club tournament on October 1st and 2nd. He talked about the progress of a group looking at improving the bathroom facilities at the 16th green and the proposed fund raising for this effort. And he discussed ideas to replace the box containing score cards on West 2 to keep them dry and useful.
Greens Committee: Andy Frauenhofer indicated that Tina had covered most of the items covered at the Greens Committee and added that the two eucalyptus trees near the East Clubhouse would be removed during the weekend of September 18/19 with minimal impact on course play.
Social Committee: Andy Frauenhofer discussed the success of the most recent Karaoke Night and indicated that the Committee plans to purchase a 50 inch TV to improve viewing. After a discussion of the accounting for this purchase, Andy was advised to proceed with this purchase and advise the Treasurer so that Board approval for the capital purchase can be obtained by email. Andy also discussed plans for future Karaoke nights and for the October 10th Twilighter.
Communications/ Membership Committee: No Report
Tribute Committee: No Report
UNFINISHED BUSINESS - Barb Spangler indicated that the necessary information article regarding this year's election for new board Members had been published in the Oakmont News. She also discussed the September 13th meeting of the committee on the water treatment issue indicating the progress and the plan to be completed with this effort in the near future.
ADJOURNMENT - The meeting was adjourned at 4:00 PM.
John Greig, Secretary
The Next Meeting: The next meeting will be Oct 20 at 3:00pm.
Board of Directors Minutes-December 15, 2011
The meeting was called to order by President Barb Spangler at 3:13 PM. Barb read a letter from former Board Member Bob Brown announcing his resignation from the Board effective November 30, 2011. Barb then reported that, following procedures covered in the OGC Bylaws, Patsy Davis had agreed to fill the remainder of Bob Brown's three year term on the Board and Barb welcomed Patsy to her first official Board Meeting.
PRESENT: Board Members: Charlie Chapman, Patsy Davis, Andy Frauenhofer, Linda Frediani, John Greig, Jack Powers and Barb Spangler. Also present: Rod Metzler of Empire Golf and Board Member- elect Danny Morgan.
APPROVAL OF MINUTES: The minutes of the November 18, 2011 board Meeting and the following Executive Meeting (previously provided to the Board) were approved as presented.
TREASURER'S AND FINANCE COMMITTEE REPORT: Charlie Chapman indicated that the Finance Committee minutes (included as Attachment 1 to these minutes) will reflect the decisions made at the Finance Committee meeting immediately prior to this Board Meeting. He then introduced the following motion:
"The 2012 Budget Version 4.1 (2.0) was reviewed and discussed at the December 15, 2011 Finance Committee Meeting. This budget includes increases in revenue based on adjustments to section play. It also includes a $2.00 operational surcharge per round played."
The Finance Committee recommends: Approval of the 2012 Budget Version 4.1 (2.0); Approval of the 2012 Fee Schedule that ties into the 4.1 (2.0) Budget; No discretionary capital expenditures are approved until the 2nd quarter; And the Treasurer may use the Emergency Reserve Fund subject to Finance Committee Policies and Procedures for short term working capital shortfalls."
The motion was seconded. A discussion of the impacts of the $2.00 operational surcharge followed. Among items discussed were the impacts of the increases on members with fixed incomes, the fact that fees had not been increased since 2008, the successful attempts by the Board and Management to reduce operational expenses and limit capital expenditures and the reduction in rounds played due to the economy and unfortunate weather for the past two years. It was agreed that effective communication by Board Members and Management as the new fees are implemented is essential.
The motion was approved unanimously.
EMPIRE MANAGEMENT REPORT: Rod Metzler discussed the Management Report (previously provided to the Board and included as Attachment 2 to these minutes). He summarized reasons for reduced financial results in November, including poor weather on the Thanksgiving weekend and no weddings this year compared to two last year. He discussed the success of the Craft Fair and indicated there are significant holiday bookings at the Quail Inn. He also discussed drainage improvements being made on West 9 and 15 and the new memberships as a result of the recent incentive promotions.
OGC STANDING COMMITTEE REPORTS
Golf and Social Committees: Andy Frauenhofer discussed activities of the December meeting of the Golf Committee at which both current and incoming Section Captains as well as current and incoming Board Members were invited to attend. Committee results for the year were summarized and Committee members and others were recognized for their achievements. In addition some of plans for next year were highlighted. The Board recognized the improvements made in the women's bathroom at 16 Green and had some suggestions, for simplification and potential reduced costs of the three remaining bathrooms to be improved, which Andy agreed to pass on to the committee overseeing the bathroom improvements.
Andy summarized some of the year's results of the Social Committee and recognized the members for their efforts. He also discussed the use of the new flat screen TV and suggested there should be activities where it can be used effectively throughout the year.
Greens Committee and Tribute Fund: Jack Powers indicated he had thanked the current members of the Committee and that at least two of them are interested in continuing their involvement in the coming year. He thought that linking the Greens and Golf Committee meeting was particularly useful and he thanked Barb for encouraging the Committees to solve issues on their own so that only issues that required Board decisions are brought to the Board.
There was no Tribute activity in the past month.
Communications/Membership Committee: Linda Frediani indicated that the group discussed the results of reciprocal agreements with other clubs and the addition of members as a result of the recent promotion and advertising plans. She discussed that Tina will be devoting more focus to sales as a result of having Michelle manage the operational aspects of weddings and other events and indicated the committee is looking for more effective means of communicating to members.
UNFINISHED BUSINESS
John Greig introduced the following motions: "It is resolved that the OGC Board of Directors approves the continued involvement of the current Negotiating Committee (Barb Spangler, Nancy Shaw and Rod Metzler) on the issues raised by the City of Santa Rosa's plan to close the water treatment plant which currently provides recycled water to the Oakmont Golf Courses. This involvement will continue until an Agreement has been reached and approved by all parties (currently anticipated in the 1st quarter of 2012).
And Further it is resolved that beginning January 1, 2012, the OGC Board of Directors appoints Charlie Chapman as the Board's liaison with the negotiating committee and appoints Charlie Chapman, Linda Frediani, Andy Frauenhofer and Barb Spangler to an ad hoc committee to select the Implementation Group to oversee the impacts of the agreement on the Golf Courses and that this Group contain Charlie Chapman, Andy Frauenhofer, Danny Morgan, Barb Spangler and Rod Metzler and as many additional members as required to provide the necessary expertise to oversee and manage the project".
The motions were passed unanimously.
The Board discussed the meetings required in January and after discussion it was decided that the meeting for the election of Officers, to be chaired by Barb Spangler and attended by all 2012 Board Members would be at 3:00PM on Wednesday, January 4 at the West Pro Shop. It was decided that the initial meeting of the ad hoc committee charged with organizing the oversight of the "waste water agreement" would be at 3:00PM, Tuesday, January 24 at the West Pro Shop.
Andy Frauenhofer proposed the following motion: "Resolved that the remaining balance in the irrigation fund (approx. $756) be transferred to the bathroom improvement fund".
The motion was passed unanimously.
Andy Frauenhofer introduced issues about the wording of sections in the Rules and Regulations involving cart use and disciplinary procedures. After discussion it was agreed that necessary changes to the Rules and Regulations would be brought to the Board in a future meeting for approval and that at that time the Board would discuss appropriate communications so that members would understand the reasons for the changes.
MEMBER FORUM: There were no Club Members present at the meeting.
MOTIONS PASSED AT MEETING
"The 2012 Budget Version 4.1 (2.0) was reviewed and discussed at the December 15, 2011 Finance Committee Meeting. This budget includes increases in revenue based on adjustments to section play. It also includes a $2.00 operational surcharge per round played. The Finance Committee recommends:
Approval of the 2012 Budget Version 4.1 (2.0); Approval of the 2012 Fee Schedule that ties into the 4.1 (2.0) Budget; No discretionary capital expenditures are approved until the 2nd quarter; And the Treasurer may use the Emergency Reserve Fund subject to Finance Committee Policies and Procedures for short term working capital shortfalls."
"It is resolved that the OGC Board of Directors approves the continued involvement of the current Negotiating Committee (Barb Spangler, Nancy Shaw and Rod Metzler) on the issues raised by the City of Santa Rosa's plan to close the water treatment plant which currently provides recycled water to the Oakmont Golf Courses. This involvement will continue until an Agreement has been reached and approved by all parties (currently anticipated in the 1st quarter of 2012).
And Further it is resolved that beginning January 1, 2012, the OGC Board of Directors appoints Charlie Chapman as the Board's liaison with the negotiating committee and appoints Charlie Chapman, Linda Frediani, Andy Frauenhofer and Barb Spangler to an ad hoc committee to select the Implementation Group to oversee the impacts of the agreement on the Golf Courses and that this Group contain Charlie Chapman, Andy Frauenhofer, Danny Morgan, Barb Spangler and Rod Metzler and as many additional members as required to provide the necessary expertise to oversee and manage the project".
"Resolved that the remaining balance in the irrigation fund (approx. $756) be transferred to the bathroom improvement fund".
ADJOURNMENT: Barb thanked the Board Members for their work and support for the year and adjourned the meeting at 4:37PM.
John Greig, Secretary