Cypress Lake Country Club Board of Directors Meeting Minutes November 28, 2016 PRESENT: EX-OFFICIO: ABSENT: Scott, Fischer, Ralph Hutchins, Steve Weisberg, Steve Shimp, Chris Black, Cheryl Schramm, Gary Saft, Elaine Teschner Ed Rodgers Paul Henderson CALL TO ORDER: Meeting was called to order at 5:05 pm. A Quorum was present. APPROVAL OF MINUTES: The minutes of the October Board of Directors meeting were distributed and there were no changes. Motion: Mr. Weisberg moved to approve and Mr. Shimp seconded. All in favor. Minutes approved. STRATEGIC PLAN UPDATE: An update of the action items for the 2016-17 year are as follows: Food & Beverage Program: o Redefine Club s F&B program to create better utilization and member satisfaction: Build on the successful elements of breakfast, lunch, limited dining and special events through the involvement of the members and staff. Ryan has conducted brainstorming sessions with staff to develop new ideas for events and improved member service. The new calendar reflects several of the new events that were successful last season (i.e. Derby Party & Masters event) and the staff will continue to explore new events that tie golf and some social component. o Create a Social Event Committee to assist in the development and implementation of social programming: It was the consensus of the Board that this initiative was to identify members who could facilitate social events. Mrs. Vidussi has volunteered to serve on the new committee. Chef Ryan will contact Mrs. Vidussi and seek additional volunteers. Facility Upgrades: o Renovation of the Ladies Card Room: Renovation work to include new carpet, wall treatments, furnishings and lighting. The renovation is substantially complete. Artwork for the walls is in process. An additional piece of furniture has been ordered to replace the old wicker buffet unit. Additional wallpaper repairs in the Ladies Locker Room and restroom is in process. o Tennis facility improvements: Improvements include upgrades to restrooms and tennis shop; drainage improvements to site. Based on the current estimates it was the consensus of the Board that Tennis building renovations will be done as time allows and fund become available. Drainage improvement work is under
construction. Improvements consist of relocating the sidewalk, new paver spectator decks, umbrellas, furniture and landscaping. o Entry and roadway signage: The course restoration project will require a new construction entrance be constructed to allow for construction vehicles to access the main parking lot for deliveries and storage of construction materials. Member Kevin Winter of Johnson Engineering has met with county to determine feasibility of realigning the entry to eliminate the current S curve that has created operational issues for deliveries. Traffic count to be conducted in early December. Key Leadership Retention, Recruitment & Development: o Selection of new Tennis Professional: New tennis professional, Alex Hermeto started on Monday, September 19 th. We are seeing increased membership activity; new lesson activity and the membership is embracing the new professional. o Employee Survey: A survey has been developed and will be distributed to employees. The 12 question survey will be completed by the staff by year-end. o Employee Compensation: The Employee Relations Committee met and reviewed current compensation levels. The consensus of the committee was that no immediate changes are necessary. o Member Survey: Golf Members and Sports Members were surveyed in separate surveys for the first time. Participation in both surveys increased significantly from past years. Results of both surveys were mailed to the members. GENERAL MANAGERS REPORT: Ed Rodgers reported on operations. The first four months of the new fiscal year are off to a great start. Our revenues are $43K (3.8%) better then budget and $97K better than the same period last year. Chief contributors: F&B $21K, Golf $28K. Expenses for the first quarter are holding the line and are essentially right on budget. Bottom line the Club is $38K better than budget and $78K better than a year ago. The Club has had a good month in membership activity. Not all of which is reflected in the counts because of December 1 start dates. For the month we have added 2 Founder Singles; 4 Associate Singles; 1 Associate Family; and 1 Sports Member. Play numbers for the month of October and for the first four months of the fiscal year are up significantly. Our fiscal year-to-date numbers reflect an increase of 1,567 rounds or 23.8%. The largest variance is reciprocal play but member play is also up by 12.9%. There was a brief update on the status of the various capital projects. The Ladies Card Room is substantially complete with artwork and a new piece of furniture remaining to be completed. The tennis drainage project is underway and should be completed in Early December. The umbrellas for the north patio will be install in conjunction with the work at tennis. To date, members have contributed just over $21K to the employee Christmas fund. This is less than last year but Mr. Fischer is to send out a final request for donations. Christmas and New Year s hours of operation were discussed and confirmed. The Club will close on Christmas Eve at 3:00 and be closed all of Christmas Day. The Club will
operate normal hours on New Year s and day. Jean Baer, our membership coordinator, is leaving to pursue her other business endeavor with local Farmer s Markets and her new business on State Road 80. Kristen Lozano will assume her duties in membership. Jean has been working with Kristen for the last month to provide a smooth transition. COMMITTEE REPORTS: Finance Committee: The minutes of the Finance Committee were distributed in the Board packet prior to the meeting. There were several capital items for approval and will be discussed later. Membership Committee: Memberships / Players Update: As of: 7/1/2016 10/4/2016 11/16/2016 o Founder Family: 99 198 99 198 100 200 o Founder Under 30: 2 4 2 4 2 4 o Founder Under 40: 4 5 3 4 3 4 o Founder Single: 169 169 169 169 170 170 o Associate Family: 6 12 6 12 6 12 o Associate Single: 69 69 64 64 65 65 o Heritage: 7 7 7 7 7 7 Total Players 356 464 350 458 353 462 o Sports: 146 143 148 o Social: 48 51 51 Greens Committee: The minutes of the Green Committee meeting were distributed in the Board packet prior to the meeting. Mr. Hutchins provided a brief recap but the full report is available in the Board packet. Golf Committee: The minutes of the Golf Committee meeting were distributed in the Board packet prior to the meeting. Mrs. Schramm provided an update of the meeting and a request that the Board review the proposed rates for trail fees and storage for the 2017-18 fiscal year. That topic is on the agenda for discussion later in the meeting. House Committee: The minutes for the House Committee meeting were distributed with the Board packet prior to the meeting. Mr. Henderson was not present and his report will stand as submitted. By-Laws/Long Range Planning Committee: No meeting of the By-laws & Long Range Planning Committee this month. Tennis Committee: There was no meeting of the Tennis Committee this month.
Employee Relations: The minutes of the Employee Relations Committee were distributed with the Board packet prior to the meeting. Mrs. Teschner provided an update of the meeting and the status of the Employee Survey. OLD BUSINESS: There was no Old Business. NEW BUSINESS: The Board approved the settlement offer from BP. Motion: Mr. Shimp moves to approve the $188,531 BP settlement offer. The Club to receive $150,143.52 after attorney fees. Mr. Hutchins seconded. All in favor. Motion passes. The Finance Committee is recommending approval of the following capital requests: o Wallpaper to repair the Ladies Locker Room and restroom area at a cost of $3,577.50. o Buffet unit for ladies Card Room at a cost of $3,516.50. o Two service stations for the dining room at a cost of $4,645.98. o A refrigerated sandwich unit to replace an old unit at $$3,699.68 o Signage for Club Champions and Senior Champions at $2,281.12. Motion: Mr. Shimp moves to approve the listed capital projects at a total cost of $17,720.78. Mrs. Schramm seconded. All in favor. Motion passes. Former member John Barker is requesting reinstatement. Mr. Barker left the Club in 2009 due to financial hardship. Per the by-laws, Mr. Barker is responsible for any assessments during his absence and a reinstatement fee. There were two assessments totaling $461.10 plus a fee of $542.12 for a total of $1,003.22 that is required for reinstatement. Motion: Mr. Shimp moves to reinstate former member John Barker upon payment of the reinstatement fee of $1,003.22 with no Traded Options available until July 1, 2019. Mr. Hutchins seconded. All in favor. Motion passes. Golf member Cheryl Carnevale is resigning as a Golf Member is requesting a transfer of fees paid toward Social membership. Motion: Mr. Shimp moves to transfer Carnevale golf membership to three (3) years of Social membership. Mr. Hutchins seconded. All in favor. Motion passes. The Golf Committee and Finance Committee are bringing a request to consider a 1/3 reduction in the proposed fees charged for club storage, pull cart and electric cart storage and private cart trail fees in the 2017-18 fiscal year. The Board addressed the issue of storage fees first. There was concern that a reduction of these fees would establish a precedent for subsequent years for seasonal residents and the consensus of the Board was to leave this fees as previously established with no reduction. The issue of private cart trail fees was discussed at length. Ed Rodgers provided the Board with an analysis of current usage of private carts which showed that the average rate for a private cart round to be $13.13 based on the total revenue generated by private cart trail fees divided by
the number of private cart rounds. The vast majority of these rounds occurring between November 1 and April 30. The same issue of establishing a precedent for seasonal residents was discussed. The issue of what surrounding clubs with private carts do when they have renovations was discussed. A survey found that very few private clubs have that option available but those who do have private carts did not make any adjustment to their fees during prolonged closures. In an effort to resolve the issue, a number of proposals were discussed. Motion: Mr. Shimp moves to eliminate the trail fee for the 2017-18 fiscal year and replace with a $15 per round user fee. Mr. Black seconded. Motion fails. The same survey of local clubs revealed that our trail fee was substantially lower than most of the other clubs that allow private carts. There was additional discussion regarding what the fee should be but the consensus of the Board was to address the issue on the table for 2017-18 and leave future trail fee charges to the 2018-19 budgeting cycle. Motion: Mrs. Teschner moves to retain the current fee structure for all optional services (club storage, cart storage and private cart trail fees) with no increases for the 2017-18 fiscal year. Mrs. Schramm seconded. All in favor. Motion passes. MEETING ADJOURNED: Meeting adjourned at 6:40 pm. EXECUTIVE SESSION: No Executive Session Next Board Meeting: The next Board of Directors Meeting is scheduled for the 3 rd Monday, December 19, 2016, due to the Christmas holidays. Respectfully submitted by: Steve Weisberg, Secretary