PERIDIA GOLF AND COUNTRY CLUB Board of Director s Meeting April 27, 2015 MINUTES 1 President Don Kirkpatrick called the meeting of the Board of Directors of the Peridia Property Owners Association, Inc. to order at 1:30 p.m. Master Board members present were: Dennis Campbell, Dale Downs, Bill Handy, Gene McShea, Cliff Miller, Dave Miller, Andy Olsen, and Phil Vernieri. Quorum was met. John Saum, acting GM, also attended. Recognition of the Audience President Kirkpatrick asked the audience members to sign in on the attendance sheet. He reminded audience members to read the paragraph about participating at the meeting at the top of the agenda. Additions to Agenda Landscaping Committee Memorial for a Resident Fairway Trace Update 2014 Audit Signature on Bank Cards Fence on the 15 th Fairway Approval of Minutes Kirkpatrick stated that Board members have had a chance to read the March 23, 2015, BOD minutes. He asked for additions and corrections. None were given. Action Taken: A motion was made by D. Miller and seconded by C. Miller to accept the minutes. The motion was Kirkpatrick stated that Board members have had a chance to read the April 20, 2015, Reorganization Meeting minutes. He asked for additions and corrections. None were given. Action Taken: A motion was made by Downs and seconded by D. Miller to accept the minutes. The motion was Treasurer s Report Dennis Campbell made sure all Board members had copies of his report, and asked for comments. Campbell showed the audience on the TV slides from the spreadsheets he places in the Directors packets. Slides represented the BVAs (Budget Variance to Actuals) for The Clubhouse, The Golf Course, and The Master Association. Campbell pointed out what was Budgeted in March versus the Actual money earned for The Clubhouse and The Golf Course. Some were favorable and some were not. YTD (January, February, and March) we are behind in the Actual versus the Budgeted. We are under in Revenue and over in Expenses. From Campbell s report: YTD our budgeted and unanticipated capital expenditures are $117,925. This includes: $8,225.00 spent on the Geo Tube on the number 1 pond, $875.00 on a concrete pad at the maintenance barn, $567.68 for a new laptop computer for the office, $820.95 for two new sneeze guards, $1,174.67 for a new engine for a walk mower, $25,484.46 for a Procore 648 mower, $42,571.23 for a Reelmaster 3550-D mower, $28,791.72 for a 5 unit transport frame mower for the fairways,
2 $1,111.84 for two computer touch monitors, $545 for drain installation on hole #4, $128 for new internet modem, $714 for a new diesel storage tank $704 for a Turf 2 cart. We have $435,263.62 in our operating funds, checking and savings accounts and $1,264,603.51 in our capital reserve accounts for a total of $1,699,867.13 in cash and investments. Revenue March revenues for the clubhouse and golf course were $110 greater than plan. The clubhouse was $291 less than plan. The golf course was $401 greater than plan. Administration and Master Association were $151 less than plan. This brings our total YTD Revenues to ($33,659) less than plan. We collected $8,800 in back fees this month Expenses March expenses for the clubhouse and golf course were $16,974 greater than plan. The clubhouse expenses were $3,287 greater than plan. The golf course expenses were $13,687 greater than plan. Administration and Master Association expenses were $9,696 greater than plan. This brings our total expenses YTD to $12,996 greater than plan. The current initial cash flow projection for the year is a negative $60,000. For the first two months our golf course revenues are over $39k under budget. Going forward with our annual budget process the board cannot continue to cover our growing expenses by inflating our projected revenues. With the mandate in our doc s that force us to increase the amount of monies we set aside each year for our capital projects we are going to have to look harder at outside revenues or increased quarterly fees. Signature on Bank Cards Past President Strack and former GM Brown have been removed from the Bank Signature Cards. Campbell and Handy are still able to sign checks. Kirkpatrick and McShea will need to be placed on the Bank Signature Cards until the new GM is hired. Fairway Trace Update There was a need to contact several persons involved in the Foreclosure process for the condo. A notification has been put out since all parties have not been located. The process will begin moving forward again. 2014 Audit Our most recent Audit for 2014, by Braxton & Holway, P.A., showed no discrepancies. On the other hand, a recommendation, which has currently been completed, was that we place our funds in multiple institutions with no bank holding more the $250K. The second suggestion, that we must reallocate our assignment of Capital Reserve Funds to better meet the requirements of the IRS, needs to be taken care of this year. Once funds are categorized they cannot be spent other than for the assigned purpose, unless there is an emergency. The Long Range Planning Committee reviews the funds and makes recommendations to the BOD, who will ultimately decide how the funds will be allocated. The BOD must take into account the life cycle for everything we own, and budget our savings accordingly. To meet the expectations of the IRS, we need to catch up quite a bit on our savings. Fence on the 15 th Fairway A letter was sent to the homeowner with the Club s position on signage and fence. Campbell just received a response from the homeowner s attorney. He ll meet with our attorney and update the BOD at our next meeting.
3 Audience Concerns: 1. Bright House Contract Cost BOD and GM will evaluate the contract in 2016 a. The BOD signed a 5 year contract with BH b. At that time, Peridia received a chunk of money to use when fees go up. c. We withdraw funds from that money each time BH raises their fees. d. The fund is depleted, yet we expect BH to raise their fees. e. We have about 18 months left in the contract. 2. GM and his Staff s Budget The GM can run the day-to-day business within the approved budget. If funds are insufficient, the GM must request additional purchasing approval from the BOD. 3. $40K Miscellaneous Item - it is actually $40K for Unanticipated Items. a. $360K of our Dues goes into Capital Reserve each year. b. Between $100 - $120K of that $360K is budgeted for the current year s expenses. c. Of that $120K, $40K is put aside for unanticipated expenditures. General Manager s Report 1. Liquor License Update The new liquor license has been received. Details for a Beverage Cart are still being ironed out. New Board members will need to have fingerprints recorded. 2. Alarm System A board member must be assigned to the call list for the Alarm System. 3. Tennis Court Lighting Tennis Court Lights are timed to go off a few minutes after 10:00 PM when cart chargers go on. Lights must be off by 10:02 PM so that the cart chargers will work. James confirmed the timer on the lights is working properly on 3/27/15. The restrooms by the Pro Shop have been rekeyed, at an unanticipated cost of $200, to match the pool/tennis court key so that players can use the restrooms. PLEASE relock the doors after each usage. 4. Dining Room Chairs Judy Seals asks that a Board Member work with her to select new dining room chairs. Action Taken: Director Miller will take on the challenge as he is in charge of the Restaurant Committee. 5. Major Kitchen Appliances a. Ice Cream Freezer; a Reach-in Freezer; and a meat slicer are no longer repairable or worth repairing. b. Estimate for the two Freezers $4300 with no shipping costs if we buy both. c. No estimate yet for the meat slicer. Action Taken: A motion to purchase both freezers was made by Director Campbell, seconded by Director Downs, Discussion: $4100 is in the Capital Reserve funds for the freezers. $200 will come from unanticipated funds. Motion passed unanimously. 6. Annual Meeting Minutes Minutes from the Annual Meetings are not posted on our website because they are not approved until the following year. How will the members get to see them? Action Taken: Kirkpatrick stated he would look into the Annual Meeting Minutes and report at the next regular meeting. 7. Street Repair Caddie drive is torn up in places. Action Taken: The acting GM will work on getting the road patched ASAP.
8. Refreshing the GM Office and Club Before the new GM is hired, we need to patch holes and repaint the office. We have no paint. Secondly, Judy Seals suggest, that during the Summer Closing, some areas need painting. Action Taken: GM will put the Front office on the To-Do-List for James, ASAP. The touch-up painting will wait till the Summer Closing. 4 9. Maintenance Facility Update The Manatee County Code Inspector wants the current Sump in our Mix Load Site enlarged. Ray says that James can do this for around $200. 10. Problems with IBS System There is an intermittent problem with the IBS system. Sometimes it drops ( Orphans ) tickets during the customer billing process, which delays completion of payment. There can be a problem with consolidating tips, also. The Staff is working with IBS to resolve. It may be a connectivity issue relating to old cabling. The company has been contacted and will monitor the problem and fix the system. Board Matters: 1. Summer Golf Rates/Promotions: (Mitch Riley, Pro) Riley presented several ideas to enhance our Summer Revenue. a. We are exclusive with BIG SUMMER CARD b. Reciprocal List (includes 14 neighboring courses), check in Pro Shop. c. Member for a Day Cards d. Junior Golfers: 12 and under play free with a Paying Adult. e. A Prepay 10 play card The board discussed these proposals and threw in several other ideas. Riley requested a change in the summer rates. Agreeing on the final summer prices required several considerations. Action Taken: After considerable debate, Handy finally made a motion to change the May Public Special Rate for Weekends and after 12 pm on Weekdays from $13.95 to $15.00. Campbell seconded the motion. The motion was Action Taken: Handy made a additional motion to allow the Pro Shop to offer Member for a Day Cards to the Public and to allow Junior Golfers: 12 and under to play free with a Paying Adult for the Month of May. Added in the motion was the acceptance by the BOD of the BIG SUMMER CARD and the Reciprocal List from May September. Campbell seconded the motion. The motion was 2. Audit?? Due to GM Resignation Peridia Documents require an External Financial Review - Whenever the General Manager or the Bookkeeper leaves the employment of Peridia an external financial review must be completed. (11/16/10) Rob Brown left 3 months after the 2014 audit. Campbell felt that with the monthly reports he creates, in conjunction with the Bookkeeper, Valerie Funk, that it would be foolish to spend $7 - $9K for a second audit. Campbell reiterated that with the constant review of the finances and the positive report from the 2014 audit, he sees no need for concern. Action Taken: McShea made a motion that we don t do the second audit, seconded by D. Miller. The motion was 3. Score Card Distribution Director McShea reminded the audience that Peridia s newspaper magically appears at their door monthly. McShea wanted to recognize Madeline and Jim Horvath for all the years they ve served assembling the SCORECARD for distribution. He added his commendation to the 22 members that distribute the newspaper to all the homes. He read the names on the list, thanked them again, and the audience applauded.
5 4. Funding for Lake Repairs Certain sections of the Peridia lakes are in need of repair. McShea asked if monies in the Capital Reserves, earmarked for bulkheads, could be utilized for the lakes. Campbell reiterated that our Capital Reserve Funds must be reallocated to better meet IRS requirements. That will need to be done first. 5. Updating Board Documents McShea is meeting with other BOD to make sure we all have the same documents. Books have been passed from one BOD to the next but not always kept up to date. McShea is verifying that the notebooks are the same. Kirkpatrick added pages from his notebook to the Board Packets that gave the job description of Board Members. He asked that we take the time to read them several times. He also suggested that we print up copies of minutes from the website for our notebooks. He does not expect the Front Office to print them for the BOD. 6. Landscaping Committee Kirkpatrick proposed several ideas to improve the pool landscaping. Action Taken: Campbell made a motion that $600 be spent to continue with the Beautification Process around the pool area, seconded by Downs. The motion was 7. Memorial for a Resident Murfield neighbors of Don Dinsmore would like to purchase something for the golf course as a memorial. Kirkpatrick asked for suggestions. Action Taken: Kirkpatrick will get together with Mitch Riley to brainstorm ideas. Kirkpatrick will bring the suggestions to the May BOD meeting. 8. GM Update At this point, we have invited several candidates to come to Peridia for interviews with the BOD. Some declined as they took other jobs. Two are scheduled for Thursday, April 28. Another from out of state will be Skyped tomorrow afternoon. If we don t find the right person, we will continue our search. We are trying to avoid paying $12K for a headhunter service. 9. Audience Concerns a. Cappuccino Machine: We have a machine that makes coffee, espresso, and cappuccino. We don t offer the cappuccino because most of the materials needed to operate the machine spoil if they aren t used. We experienced a lot of waste in the past so we no longer offer it. To buy a machine that would make a single serving will need investigation by the new GM to determine the cost and the market requesting it. b. Mail Boxes: The current BOD has no plans for replacing mailboxes in the component associations. Some HOAs are looking into replacing the mailboxes themselves. The board has discussed mailbox concerns in the past, but no Action has been taken. Adjournment Action Taken: A motion to adjourn was made by Director Downs. Next Board Meeting: Submitted by: Scheduled for Monday, May 18, 2015. William L. Handy Jr. Master Board Secretary.