The Landings Yacht, Golf & Tennis Club

Transcription

1 The Landings Yacht, Golf & Tennis Club Board of Directors Workshop & Regular Meeting October 24 & 28, 2016 The Workshop was called to order at 9:00 A.M. on October 24, 2016 and the Regular Meeting was called to order at 9:00 A.M. on October 28, 2016, in the Main Deck of the Helm Club. o Quorum was established, 14 of 14 Members present for the October 24, 2016 Workshop. o Quorum was established, 14 of 14 Members present for the October 28, 2016 Regular Meeting. o Proper Notice was given to all members. Attendees: Ariel Marie DePaula Clipper Cove Margie Steck Flagship Brad Davidson Harbortown Arlene R. Foreman Lighthouse John Leonette Longboat Rick Bair Mariner s Cove Denis Fourgeau-Ciers Schooner Grover Moore Steamboat Bend Marcia Mahood Steamboat Bend East Bill Paterson (Teleconference workshop only) Sunset Cove Paul Friedl Sunset Harbor Steve Scharber Trawler Tim Dennison Windjammer Gary Suhadolnik General Manager Doug Marcotte Regional Controller Doug Klaas Executive Assistant Rosana de Bruyn Approval of Minutes from the April 25 & 29, 2016 Board Meetings Motion: G. Suhadolnik to approve Minutes. Second: M. Steck Unanimous approval Resolved: The Minutes from the April 25 & 29, 2016 Board Meetings were approved. Approval of Minutes from the July 11, 2016 Special Board Meeting Motion: M. Steck to approve Minutes. Second: G. Suhadolnik Unanimous approval Resolved: The Minutes from the July 11, 2016 Special Board Meeting were approved. Approval of Minutes from the September 9, 2016 Board Budget Approval Meeting Motion: B. Paterson to approve Minutes. Second: B. Davidson Unanimous approval Resolved: The Minutes from the September 9, 2016 Board Budget Approval Meeting were approved. Reports o General Manager s Report D. Marcotte - Updates were given on current and completed projects in The Landings including: Parcel 5 update, Wheelhouse modification, Helm Club modification, chair refinishing in Helm Club and Tennis Patio, Maintenance Building repairs, annual roadway markings, and the new and improved Main Deck sound system. Also reported M. Cloutier from Coral Hospitality has retired, and new the VP of Resort Operations is Gary Hyre. o Controller s Report D. Klaas Reviewed September 2016 Financials and provided details comparing figures to budget as well as prior year. Discussed those line items with a high variance compared to budget. LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 1

2 Reviewed collection statuses of delinquent accounts. Advised that during the month of September 2016, the Club received $15,000 in capital contribution funds from 4 sales and 1 refund. The year-to-date Capital Contribution amount is $375,000 made up of 89 sales and 14 refunds. Unfinished Business o Employee Handbook B. Davidson Proposed updated version of the Employee Handbook is being reviewed by legal counsel, then will be submitted to the Board for review before distribution to the employees. The committee was thanked for their hard work. Committee: M. Steck, B. Paterson, M. Mahood, and B. Davidson. New Business o Employee Survey D. Marcotte Survey was done in July We had about 87% participation and we had favorable results. Survey looked for areas to improve and areas of most concern were: communications, wages and benefits, and orientation and training. We have implemented ongoing round table meetings for employees with the GM, Coral Talks twice a year, and quarterly all employee meetings. o Happy Landings Name Change B. Davidson The Happy Landings Editors are thinking about requesting a name change to Landings Lifestyle. A motion maybe presented to the Board in the December meeting. Format and image enhancements/changes have already been done. Committee Liaison Reports o Golf Committee G. Suhadolnik Committee commends Rocky Ford on the course, new reservation system Foretees working well, Handicap Committee will be sending out letters, and the committee is discussing the condition of the driving range. Motions o Pickle Ball Committee Maker: R. Bair Second: A. Foreman Whereas: Rules and Regulations will need to be generated and maintained to guide the use and maintenance of a Landings pickle ball amenity; Whereas: pickle ball courts could be ready for play sometime in March 2017; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves Rule is revised to add Pickle Ball as a standing amenity committee The Board has authorized various types of advisory committees: standing amenity (Marina, Golf, House and Activities, Pickle Ball and Tennis); standing operational (Finance, Communications, and Wellness); and Ad Hoc, to counsel, advise and assist the General Manager, Amenity Directors and the Board of Directors in operational, budget and social areas. Also, Rule 6.4 is revised to add Pickle Ball: 9 to the standing committee list. 6.4 Committee Membership. A prime requirement for Committee Membership should be a candidate who has demonstrated an active interest in the amenity and has demonstrated a willingness to be an active member of the committee. Suggested guidelines for the optimum number of voting members of each Advisory Amenity and standing operational Committee follows: Finance: 10; House and Activities Committee: 20; Wellness: 15; Golf: 9 (including the LMGA, LLGA 9 Hole and 18 Hole Presidents); Tennis: 9 (including the LTA President); Marina: 15 (including the LYC Commodore); Pickle Ball: 9; and the Communications Committee: 12. A member of the Board will be appointed to each Committee as a non-voting member. The General Manager may assign associated administration personnel to committees as non-voting members. o Pickle Ball Committee Board Liaison Maker: R. Bair Second: A. Foreman Whereas: pickle ball has been added as a standing amenity committee; LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 2

3 NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves Marcia Mahood as the Board Liaison to the Pickle Ball committee. o Pickle Ball Committee Selection First Year Maker: R. Bair Second: M. Mahood Whereas: Pickle Ball Rules & Regulations should be approved by the board prior to court completion; Whereas: significant work is needed to research, draft R&Rs, and obtain Board approval of the R&Rs; Whereas: pickle ball courts could be ready for play sometime in March 2017; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves the Pickle Ball Committee members may be approved by the Board at the Dec Board Meeting. In subsequent years member approval to be in January, same as all other standing committees. o Addition of Pickle Ball to Rules and Regulations 9.2 Maker: R. Bair Second: M. Steck Whereas: pickle ball is being added as an LYGTC amenity; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves Rule 9.2 be revised to add pickle ball as being subject to guest fees, same as it is done for golf and tennis. 9.2 House Guests, Local Area Guests and Family Member Guests may play golf, tennis, or pickle ball upon payment of the required Guest fees, and in accordance with all other rules pertaining to Guest play for golf and tennis. o Rule Sunday Mixed Scrambles Maker: G. Suhadolnik Second: A. Foreman Whereas: through a misunderstanding overnight guests have been allowed to play in the Sunday Scramble for at least a decade; Whereas: most guests do not have an established handicap and have been allowed to play with an approximate handicap provided by the Golf Professional; Whereas: for the Sunday Scramble an approximate handicap simply allows the Golf Professional to set up teams with a balance of players at various skill levels; Whereas: the Sunday Scramble is a fun Landings event that allows members and guests to further enjoy golf and their time here at the Landings; Whereas: during season the space available has not been exceeded for at least a decade or more with typically 50 to 60 golfers participating; Whereas: the General Manager, the Golf Professional and the Golf Committee support this request; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves that Rule be changed to read as follows: Sunday Mixed-Up Scrambles. Open to Members and Family Member Guests with an established Handicap, that are in residence with the Member, as long as space is available and it does not displace any Member from trying to play. If the Guest does not have an established Handicap one will be provided to him/her by the Golf Professional. There may be two Scrambles every other Sunday from November 15 through April 15. Check at the Golf Shop for open available tee times. Amendment to the Motion: maker: A. Foreman, seconded G. Suhadolnik Sunday Mixed-Up Scrambles. Open to Members and Family Member Guests with an established Handicap, that are in residence with the Member, as long as the Golf Professional determines that space is available and it does not displace any Member from LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 3

4 trying to play. If the Guest does not have an established Handicap one will be provided to him/her by the Golf Professional. There may be two Scrambles every other Sunday from November 15 through April 15. Check at the Golf Shop for open available tee times. AMENDMENT PASSED Roll Call Vote: Yes: R. Bair, B. Davidson, M. DePaula, A. Foreman, D. Fourgeau-Ciers, J. Leonette, P. Friedl, M. Mahood, G. Moore, S. Scharber, M. Steck, G. Suhadolnik No: none Absent from vote: T. Dennison, B. Paterson (Board Members were not able to vote due to a telecommunications issue.) o Financing of Helm Club and Parcel 5 Maker: Fourgeau-Ciers Second: A. Foreman Whereas: On 07/03/2001 The LYGTC entered into a Loan agreement with Bank of America for the amount of $8,100, at a rate of 7.55% and a maturity date of 12/10/2022. This loan agreement was subsequently re negotiated with an interest rate of 6.93% and a maturity date of 07/10/2021. The payment of the principal and interest of this loan is reflected in the monthly members fees for the amount of $57. Two capital improvement projects have been identified by the BOA, Parcel Five conversion to a sport amenity and partial remodeling of the Compass Rose. The projected cost of these two projects is not expected to exceed $700, The repayment of this loan has been incorporated in the 2016/2017 budget as $8 of the $15 increase. The management has approached Bank of America to secure the funding of these two projects in the form of a loan of a maximum amount of $700, with a draw period of 12 months with interest only payment during the 12 months. The final amount borrowed will then be amortized over 5 years. Management has taken this opportunity to attempt to negotiate a more favorable interest rate for the balance of the original $8,100, loan. Bank of America has agreed for a one-time $50, fee to reduce the interest rate to 3.8% on the approximate balance of $3,366,984 (as of September 30, 2016) A commitment letter covering the terms of these two negotiations has been received. The terms offered are only valid for a commitment prior to October 31, NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves: 1/ The payment out of reserves funds the one-time fee of $50, to Bank of America and the reduction of the interest rate of the original $8,100, to 3.8% for the remaining balance. The maturity date of the loan and other terms remain unchanged. 2/ A credit Facility/ Draw Term loan of a maximum amount of $700, Draw period 12 Months Monthly Interest payment during the draw period Payment of the outstanding principal after the draw period to be amortized over 5 years Interest rate shall be the 30 Days LIBOR plus 2.3% adjusted monthly Flat loan fee of $2, Roll Call Vote: Yes: R. Bair, B. Davidson, T. Dennison, M. DePaula, A. Foreman, D. Fourgeau-Ciers, P. Friedl, J. Leonette, M. Mahood, G. Moore, B. Paterson, S. Scharber, M. Steck, G. Suhadolnik No: None LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 4

5 o o o Food & Beverage Committee Maker: A. Foreman Second: None Background: This motion is presented to approve the establishment of a standing amenity advisory Food & Beverage (F&B) Committee. The LYGTC currently has committees for all amenities except for food and beverage. Issues arise routinely as to the structure, use and services of the F&B amenities; but members have no direct involvement in addressing them. While Ad Hoc F&B committees are formed from time to time, a standing committee will provide ongoing guidance and reflection of member interest to the Food and Beverage Director, the General Manager, and the Board and obviate the need for repeated on-again, off-again F&B advisory committees. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves the creation of the standing advisory amenity Food & Beverage Committee to be added to the list in Rule 1.6.1, and to Rule 6.4 as Food & Beverage:10 (including the Chairperson(s) of the House and Activities Committee). 1. The purpose of the committee would be as follows: a. Assist the Board with the operations and policies of the F&B amenities b. Address the concerns of the membership with respect to use and structure of, and services (but not social activities, which are the purview of the House and Activities Committee) provided by, the F&B amenities. c. Work with and through the Board Liaison to bring issues and motions to the Board of Directors 2. The Board will solicit member participation at the same time as volunteers are solicited, considered and approved for all other standing amenity advisory committees; and will appoint a Liaison to the F&B Committee. 3. The Food & Beverage Director (and such other F&B staff members, as chosen by the F&B Director) will be a non-voting consultant of the Committee. 4. As with the Golf, Marina, House & Activities, and Tennis Committees, the F&B Committee shall: a. Participate in the annual budgeting process b. Have its members designated by the Board of Directors c. Elect its chair, subject to approval by the Board of Directors. d. In all other ways follow Rules and procedures (Sections 1 and 6) established for Committees. MOTION FAILED Food & Beverage Committee Liaison Maker: A. Foreman Second: None Background: The Board has established the new standing amenity advisory Food & Beverage (F&B) Committee. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves the appointment of Arlene Foreman as the Board Liaison to the Food & Beverage Committee. MOTION WITHDRAWN Approval of 2017 Board Meeting Dates Maker: M. Mahood Second: M. Steck Whereas: the Board of Directors need to be able to plan their personal and/or business schedules based on that published schedule and not have the schedule changed by any unilateral decision made by the Board President. LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 5

6 NOW, THEREFORE, BE IT RESOLVED that the Board of Directors approves the attached 2017 Schedule of Board Meetings, thereby requiring Board approval should there be a need to change the schedule. (2017 Schedule of Board Meetings attached). Adjournment o Workshop adjourned at 11:04 A.M. o Regular Meeting adjourned at 10:01 A.M. Marcia Mahood, Secretary Rick Bair, President Signed this day of, 2016 Signed this day of, 2016 LYGTC Workshop & Regular Meeting 10/24/16 & 10/28/16 Page 6

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