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Current Board Minutes
Twin Oaks Country Club |
| Board of Directors Meeting |
| Wednesday, June 18, 2008 |
Members Present:
| Chris Lakin | Randy Bachus | Jim Crumpley | Ken Brown |
| Brad Messner | Randy Perryman | Bill Southworth | Ron Terry |
| Don Woody | Joe Wright |
Also present were staff members Rich Brittan, Tye Heidbreder and Jim Adkins.
President Lakin called the meeting to order and a declaration of a Quorum was made.
The minutes of the May 20, 2008 Board meeting was presented. A motion was offered and seconded to approve the minutes as presented. The motion was approved.
TENNIS COMMITTEE: Mr. Bachus told the Directors his committee had met and set schedules for the remainder of the year.
Tennis Professional Clint Wade has received quotes for repair of cracks on various courts in the amount of $1,600. Mr. Bachus will meet with Wade and discuss this quote.
FINANCE COMMITTEE: Mr. Bachus said that YTD revenues exceed budget by $69,000 however expenses are over budget YTD by the same amount. The month of May showed a loss from operations of $20,000. Our cash position is up over last month – Mr. Bachus’ primary means of evaluating financial status. Overall the club remains in good financial health with steady membership. With the heavy expenses of the summer coming there remains a possibility that the club might have to access our line of credit.
The question was asked why food & beverage expenses, particularly labor, exceed budget so much. This is a reflection of increased expenses in supplies somewhat, but mostly in labor related to operating two restaurants.
MEMBERSHIP COMMITTEE: Dr. Messner said that management had been seeking quotes on a new brochure for the club. The total quoted was approximately $9,200 for 5,000 brochures - $1.84 /brochure at that quantity. Discussion followed as to the quantity needed and the value of such pricing. A motion was offered to “get all we can get” for an amount not to exceed $8,500. The motion was seconded and approved.
Dr. Messner presented the following membership applications and changes in membership.
| For Regular Membership | |
| Steve Dowdy |
Owner - Steve Dowdy Motors; sponsored by Steve Owens |
| Jeff Davis | Medical Sales; sponsored by Larry Smith |
| Junior Membership | |
| Jason Hoffman | Physician - Ozark Anesthesiologist Association; sponsored by Tim Swearengin |
| Social/Pool/Tennis Membership | |
| Forrest Elliot | Sales Representative - Dupuy, Johnson & Johnson; sponsored by Karl Quinn |
| Mark Fletcher | Attorney - Lathrop & Gage; sponsored by Jason Johnson |
| Travis Hiles | Anesthesiologist - Ozark Anesthesiologist Association; sponsored by Chris Kerr |
| David Montgomery | Co-Owner - Dick's 5 & 10; sponsored by Mary Ann Olander |
| Social Membership | |
| James Williams | Retired; sponsored by John Carlson |
| Changes in Membership | |
| John Caster | Regular Requesting Leave of Absence |
| Lynn Corbin | Regular Requesting Leave of Absence |
| Bryan Penniman | Regular Requesting Leave of Absence |
| George Clinkenbeard | Regular Requesting Leave with Social Privileges |
| Danette Lear | Regular Requesting Change in Status to Social/Pool/Tennis |
| Harry Appleby | Regular Requesting Leave with Social/Pool/Tennis Privileges |
| Significant Other Designation | |
| Gary Yost | Designating Melissa Johnson |
Ballots were distributed for those requesting membership – all were approved. There were no objections offered for the changes in membership.
GROUNDS & GREENS: Mr. Brown had no report. There was some discussion regarding our Bermuda grass fairways coming in late. Mr. Lakin felt that members would be receptive to staying off of the fairways for some months of the winter. After further discussion Mr. Lakin asked that the committee meet and bring a recommendation to the Board.
HOUSE COMMITTEE: Mr. Wright’s committee met and discussed the following topics;
§ The promotion TOCC (Twin Oaks Cash/Credit) has been successful however the committee supports changing the concept to having a winner each week. All members dining (ordering an entrée) on Friday evening will automatically be entered into a drawing. The drawing will be held around 8pm and there will be a winner each week. This promotion will start on July 11th and run through Friday September 12th with $200 given each week. After discussion the amount of the drawing was changed to $100 each week. This will be a credit on the member’s account.
§ The committee discussed the overall lack of attendance at special events and the means to attract those who choose not to attend. One thought they are considering is to reward members that attend multiple events with a give-away at the end of the year such as free attendance at a winter event. The committee will continue considering this.
§ Management has ordered two ceiling fans for the Men’s Grille – they should be installed on Monday June 23rd.
§ The committee has asked that a breakfast buffet be established on Sunday mornings. There are instances of members arriving late and not having sufficient time to order breakfast. This will be on a trial basis for three months.
§ At the last Board meeting there was lengthy discussion regarding food service. Mr. Wright said that he had had the opportunity to meet with the managers to discuss various problems. He found the managers to be defensive – this is a good thing because it showed they care about providing good service.
SOCIAL COMMITTEE: No report
POOL COMMITTEE: Mr. Perryman said that the pumps for both baby pools had gone out recently. The cost of a new pump for the rectangular pool would be around $700-800 (a pump for the round pool has already been ordered). His committee is not in favor of replacing this pump in light of the discussion at the last Board meeting of abandoning this pool. A motion was offered to proceed with work to abandon this pool by doing the work in-house for an amount not to exceed $3,000. The motion was seconded and approved.
There was some discussion regarding people using the pool that are not members and the means of stopping this.
GOLF COMMITTEE: Mr. Crumpley noted that there will be a “shoot-out” rule in effect for the July 4th member tournament.
There was some discussion regarding starting all play on hole ten during weekend play. There was also discussion about discontinuing cart traffic on the fairways during the winter months. No decision was made on this.
BYLAWS COMMITTEE: No report.
INSURANCE COMMITTEE: Mr. Southworth announced that the club’s primary insurance coverage for property, liability, work-comp, and auto is set for renewal on July 1st. Due to additions to the clubhouse property values have been amended (increased) to $900,000. The current year’s premium is $56,700 – renewal is set at $57,900. The committee recommends accepting this renewal. A motion was offered to this end, seconded and approved.
LONG RANGE COMMITTEE: No report.
CONSTRUCTION COMMITTEE: No report
Old Business: Mr. Lakin discussed ongoing efforts to complete all punch lists related to Vision 2008 construction. The club has not paid the contractor the final draw or retention. Mr. Lakin stated that payment will be made in full upon completion of the punch list work and subsequent approval by the club’s architects – H Design Group.
New Business: Mr. Bachus asked that the Board consider hosting a benefit tournament for the Boys & Girls Club of Springfield next May 15th. The club hosted this event recently and it was a great success for the Boys and Girls Club. A motion was offered to host this event, the date subject to scheduling. The motion was seconded and approved.
A motion was offered to adjourn – the motion was seconded and approved.
Respectfully Submitted
Jim Adkins
Club Manager