Posted April 6, 2013

Wintergreen Golf Society – Board Meeting Minutes

Date:                                   30 April 2013

Time Started:                     1800

Time Completed:              1950

Location:                            Board Room, Wintergreen

Present:                             Kathy Whitburn  , Rav Singh, Ron Carter, Ron Peiluck, Kirby Smith    Hal Gardiner, Tim Houghton, Alf Beaudry, Walt Blackstaffe

Absent:                               Brett Zufelt

 

Quorum:                             Declared (Majority of voting board members)

 

Thanks to Walter for providing soft drinks and sandwiches

 

Agenda: Old Business

  1. Minutes of Board meeting of September 19, 2012

Minutes accepted for September and January

  1. Green’s Committee Report

Written report presented by Rav and accepted. Ron P is currently completing extra drainage work on the ditches surrounding the 17th tee 6-12 inches deeper to assist, on behalf of the Municipality. This is expected to greatly increase the drainage in this area and benefit the course substantially in an area which has had historic issues with water and drainage.

  1. Financial Report

Written report not presented by Kirby. Expenses for the YTD are approximately $1000 for new web site plus a couple of prizes. Society still has almost $24000.00 in bank, this does not include 2013 dues.

  1. Men’s League Report

Written report not presented by Hal as the season has not started, Captains Cup to be considered if enough interest from the membership.

  1. Ladies’ League Report

Written report not presented by Kirby, Ladies league have questions regarding junior program particularly with new assistant pro Kevin, he has suggested a number of different programs nicking juniors and senior programs to be discussed with Ron C.

  1. Handicap and Rules Committee Report

Written report not presented by Kathy, handicap presentation Saturday was very well attended with twice as many as expected. Kathy proposed to send Barb, the presenter some flowers, unanimously agreed. Toonie play day to be organized again by Brett and Susan. The play days are proposed to be half as many as last year, due to drop off of participation later in the season, the days will be alternated between Saturdays and Sundays.

MOTION: Kathy presented a motion to subsidize the Toonie Play Day – to be maintained at last year level. Seconded by Hal. Unanimous agreed.

  1. Trophy Case

Ron C to research with assistance from Alf (who knows someone who could potentially build) To come back with proposal for cost, design and location in clubhouse by next meeting.

  1. Bag Tags

Kirby suggested high quality metal tags, Walter volunteered to cost out and RCR may be willing to donate some funds to assist, information to the board by next meeting with costs and possible donation amount.

 

 

 

  1. Document Collection

Board presented their thanks to Tim; some 14000 documents scanned and electronically organized. All hard copies securely shredded, thumb drives for President, VP, Treasurer, Secretary and Captain, all time, shredding costs and thumb drives donated by Tim.

  1. Management Meeting

Kathy stated that the meeting went very well, covered fully in written report, attended with Rav. (Attachment A)

 

New Business

  1. Use of Society Funds

Kirby stated that CRA require a Non-Profit Association/Society to have approx.. $10,000.00 in funds. Wintergreen Golf Society have approx. $24,000.00. Kirby and Tim suggested that WGGS need to bring this amount down. Unanimously agreed. Kathy to write guiding principles for structured spending, to be presented by next meeting. Agreed that WGGS need a written plan for structured spend to bring funds down within CRA guidelines within an agreed time period. Potentially 3-5 years. Initial agreement to spend approx. $3000.00 of the residual funds this year.

MOTION: Hal presented a motion to subsidize the opening scramble for $1000.00 seconded by Tim. Unanimous agreement.

  1. Sponsorship of Interclub – Ladies’ and Senior Men’s

MOTION: Hal presented a motion to subsidize inter club ladies and men seniors for $500.00 each event (in line with 2012 subsidy)

  1. Website postings

Tim presented that Brett has fully transferred the new web site to Tim. The Board offered it’s thanks to Brett for organizing the new web site and providing training to the Board. Tim offered to post to web site for members of the Board that do not wish to post items themselves.

  1. Handicapped Events – Club Championship, Ladies’ Par 36, Most Improved Golfers

Kathy stated that Golf Canada had suggested that Wintergreen did not have enough Handicap events. Hal stated that he did not understand this due to Toonie days and other events, Kathy agreed to review and bring details before the Board at next meeting. Kirby stated that the Ladies Par 36 was under review by the Ladies League.

Ron C to organize a seniors day event, with tips and equipment demos from Tom and Kevin the professionals.

  1. Nakiska ski day

Hal stated that the Nakiska ski day was very well received and everyone had a great day. The Board offered its thanks to RCR for organizing the day.

  1. 2013 Events:

6.1         Opening Scramble  – Ron C and Kirby

Ron C and Kirby presented their plans for the opening event. It was agreed unanimously that this should be a show case for Chef Charlie and the new food and beverage providers. Event to be referred to as  “your best game ever”. A fun non-competitive event, to help introduce people the new food and show case Wintergreen. Ron C and Kirby to provide an update for the web site as soon as possible.

6.2         Not a Mystery Tour – Walt and Kathy

Walt and Kathy to provide update for next meeting

6.3         Club Championship – Hal and Kathy

Hal and Kathy to provide update for next meeting

6.4         Wintergreen Invitational (Member/Guest) – Ron P and Rav

Ron P and Rav to provide update for next meeting

6.5         Board Members’ Event – Ron C and Kirby

Ron C and Kirby to provide update for next meeting

6.6         Another event?

Tim suggested that an additional event be held before Stampede. The event was agreed for June 30, the Sunday before Canada Day and the weekend before Stampede starts. Morning shotgun. Rav and Ron P to assist.

 

MOTION: Tim presented a motion that the Board complete comparable in 2013, and that the cost be provided by WGS. Seconded by Ron P and unanimously agreed upon.

 

All four comparable courses and Wintergreen to be completed within one season. Agreement that the previous 8 person assessment was unnecessary, a single 4 ball would be required. Also that the four ball should consist of at least two members of the board. The comparable  will be completed with tact and consideration for the courses visited.

 

Rav stated that comparable assessments had not been fully completed for four years, a single comparable was completed in 2011. However Rav in conjunction with Alf had produced a simple format for measuring the comparable factors. This is to be forwarded via email and agreed by the Board and hopefully by RCR.

 

Walter suggested that a committee be created, Tim and Rav volunteered.

 

Meeting was adjourned