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FINAL

MINUTES OF THE BOARD OF DIRECTORS MEETING
FORD’S COLONY COUNTRY CLUB MEMBERSHIP ASSOCIATION
JUNE 14, 2010

Sam Bowlin called the meeting to order at 4PM

PRESENT
BOD: Sam Bowlin, Warren Wright, Gale McCune, Dan Desmond, Lovee Curtis, Barry Golliday
Committee Chairs: Erna Rodgers (Social), Laurie Wingfield (House), John Bittenbring (Marketing), Jeff Canon (Green)
Association Presidents: Debbie Keller for Kit Ober(LGA 9), Rick Jackson (MGA)
Limited Golf Representative: Milt Berube
Social & Dining Protocol Presenter: Carmen Hegge-Kleiser
Member: Tom Lynch

MINUTES: The minutes of the May 10, 2010 meeting were approved.

TREASURER’S REPORT
Cash balance remains at $6,010.

DISCUSSION ITEMS:
Update on Chapter 11
• Reviewed key points of next CCMA message

Social & Dining Protocol
• Reviewed proposed policy for social & dining events that was developed by Carmen, Erna, Laurie and Melissa
• Policy clarified which events are members only and which events are members/guests
• BOD approved policy concept with the suggested clarifications and changes
• Next step is for Marketing Committee to publicize revised policy
• Need to follow on pricing to non-members on ½ price burger night

COMMITTEE REPORTS
Green
• Discussed Blue Heron aeration. Green very difficult to putt
• Sink holes fixed on Blackheath 6 & 7. Sink hole on Blackheath 4 will not be fixed in the near future
• Chapter 11 requires all materials to be COD. Process is inefficient.
• Combo tees on Blue Heron are hard to identify. Will be marked with “C” on cart path.
• Pull Carts: Need to avoid areas between greens and bunkers
• Some bathrooms are in need of repairs

Golf/HRT
• Now at 6 water stations with coolers on courses
• Added Blackheath starter to prevent walk-ons from parking lot
• Handicaps: Not all scores are being entered. Reiterated that all scores must be posted

Social
• Men’s Night Out rescheduled for June 16
• Beach Party had ~190 attendees
• Mexican Train: June 17
• Wine Society: June 24
• Ford’s Colony residents band - “Elastic Waistband” - will perform September 18
• July Ladies Night Out: Bunko

Marketing Communications
• Trial Social Membership: now at 8
• Golf Protocol Update: Focus is on tee time policy, course availability and consistent enforcement of rules for public play
• FCCC Hotline modified to be more user friendly. No longer defaults to Outlook
• Suggest for Pro Shop to have a Members Only check-in/service line at the counter
• Survey
o Scheduled for early July and repeated every quarter, unless more frequently required
o Lite version of 2009 Survey, focused on most important issues
o Reviewed questionnaire, accommodate suggested changes and added question on comparison vs this time last year (better/worse response)
o Next steps: Do questionnaire on Survey Monkey, discuss with Steve Dreybus and publicize to members

House
• “Giddy” over new F&B manager, Jim Mead
• He is adding wait staff and training to alleviate service time problem and wants member feedback

LGA 18
• Very successful Member Guest on June 8
• President’s Cup: Three day event. Starts June 15

LGA 9
• 4 Tees Alumnae Day: Great event - June 3 - Judy Callahan founder - Alums, graduates and current 4 Tees participated. 77 attendees at the luncheon
• Invitational: June 24 - “Come Play At The Zoo”. 96 signed up
• Final Match Play Pairings: Carol Bachmann and Lynn Pryor - To be played by June 30

MGA
• Memorial Match Play successful
• MGA Championship: July
• Williamsburg Cup: Have won all 3 matches. Beat Kingsmill, Williamsburg Club and Williamsburg National
• Slow play on Wednesday caused, in part, by late signups and Wednesday morning show ups. Need to enforce policy of signup by Noon on Tuesday
• June 23: General Meeting and luncheon after golf

Limited Golf
• May 16 outing successful
• Next Outing: June 27
• Now at 77 Members: 59 SWG and 18 Associate

DISCUSSION ITEMS

Push Carts
• Member Tom Lynch complained about the damage he sees on the courses that he believes is caused by walkers and push carts. Area between greens and bunkers are biggest problem
• Tom proposed a number of restrictions on push carts
• Green Committee to review policy - Issue to be reviewed at next BOD meeting - Green Committee to publish reminder on push cart etiquette

FUTURE MEETINGS
JAB: Friday, June 18 @ 4PM
CCMA BOD: Monday, July 12 @ 4PM
JAB: Monday, July 19 @ 4PM

Barry Golliday
Secretary

Minutes of Annual Meeting of the Membership
Ford’s Colony Country Club Membership Association
November 9, 2009

President Lovee Curtis called the meeting to order at 5:00 p.m.

PRESENT: Directors: Lovee Curtis, Al Davis, Sam Bowlin, Warren Wright, Gale McCune and Fran Dunleavy. There were approximately 85 members present.

President Curtis welcomed those members in attendance and thanked them for coming. She also introduced the Board of Directors and thanked them for their service this year.

MINUTES: It was moved, seconded, and passed to waive the reading of the November 10, 2008 Annual Meeting minutes.

TREASURER’S REPORT: Treasurer Fran Dunleavy reported that the CCMA had operating account income of $1,354 from the golf tournament and expenses of $1,241. Major expenses were election costs, professional fees and cost of recognition gifts to departing directors. The operating account balance projected through November 30, 2009 is $1429 and the investment account is $4,700 for a total asset balance of $6,129.

COMMITTEE REPORTS:

Green Committee: Chair Betsy Conboy highlighted committee activity this year and thanked the Committee members. She thanked Steve Schmidt and Ryan Nolan and maintenance staff for their hard work under rough circumstances this year. She said that in her 4 years on the Committee the staff has attempted to address member concerns immediately, if possible, recognizing that day to day maintenance took precedence. Betsy is stepping down from the Committee. She said Ralph Box would remain on the Committee, joined by new members Ruth Bott, Bill Burke, Jan Urban, and Jeff Cannon.

Golf Committee: Chair Joe Conboy thanked his Committee members. Joe mentioned several areas of focus including rules, handicap adjustments due to medical problems’ walker policy guides and implementation of the GHIN system. He also cited the different speaker programs over the past 3 years that were each well received. He commended the Pro Shop staff and singled out T.C. Sessoms for their efforts. Joe is also stepping down as Committee Chair. Kathy Allen and Jane Davis remain on the Committee.

Marketing/Communication Committee: Chair Barry Golliday thanked the Committee members (Gary Krull, Al Davis,Tom Lamb, and John Bittenbring). He said a major effort this year was the membership survey and the Committee, along with others, is in the process of helping FCCC work on the issues identified. The Committee also worked with other CCMA Committees to improve marketing communications. He reported that results of the membership drive are 8 new members and 1 upgrade. John Bittenbring will be Committee Chair in 2010.
Social Committee: Chair Erna Rodgers restated a major goal for the year that was to bring members to the Club, beyond golf, for a variety of social activities. She mentioned a number of events including Member Socials, Happy Hours, Ladies Night Out, dance parties, seated dinner with jazz singer, trivia night, the upcoming New Years Eve party and fireside chats. She encouraged people to consider serving on the Committee and thanked current members for their good work. Erna will remain as Chair for 2010.

House Committee: Committee Chair Laurie Wingfield thanked the Committee members (Tim Weidman, Maria Boswell and Debbie Trainor). She reiterated the House Committee goals: Bring more members to the Club, improve member support, and generate ideas to bring in revenue and create a positive atmosphere. Laurie mentioned to several efforts that met the goals during the year. These include implementation of a member suggestion box in the scoring room, comment cards in dining venues, Italian night, burger night, weekly specials, menu changes, TGIF at Harry’s, and Improvements at Harry’s. She encouraged everyone to support Harry’s with its new Italian menu. Laurie will continue as Chair.

REPORT FROM LIMITED GOLF REPRESENTATIVE:
Steve Haycock mentioned that this group is broken into two groups—social with golf and associate members. There is no formal organization but they do have group golf outings and catered events at the Club. They have approximately 95 limited golf members. Steve said there is a general feeling on the part of the group that FCCC has reduced benefits by way of restricting play.

GOLF ASSOCIATION REPORTS:
LGA 18: President Dianne Kessler reported a membership of 110 ladies. She thanked the 2009 Board and the Pro Shop staff for their excellent help. Dianne also noted that 80 ladies chaired or worked on committees throughout the year. Some of the highlights of the year include the 20th anniversary celebration and the ladies member-member--the Pink Cardigan. She announced that the Ford’s Colony LGA 18 won the Williamsburg Cup. Charity efforts included the Apple Tree, that provided school supplies for needy area children, President’s charity for Avalon ($2,000), cookbook proceeds for Susan G. Koman Foundation ($8,000), Rally for the Cure ($8,000), and the holiday luncheon which resulted in 150 toys and 140 bags of groceries for Salvation Army. Dianne said Blue Heron will have blended tees in 2010 with bronze and silver tees that will reduce course yardage about 300 yards and there will be two equal divisions next year. She also announced that Paula Dignan is to be President for 2010.

LGA 9: President Elizabeth Maslen said 2009 has been a great year and they have 150 members. She emphasized efforts to improve communication and cohesion within the group. These efforts included publication of a directory with member pictures and a newsletter called Nine Line every two weeks. Pace of play was also an emphasis during the year. The LGA 9 also worked with the LGA 18 to help make the cookbook project a success. President Maslen commended T.C. and Brian for their help throughout the year.
Kit Ober will be the President in 2010.

MGA: Gene Kessler reported about 360 members among the MGA (includes about 70 nine-hole men). He said the MGA has golf events Monday through Saturday every week and estimated that 11,000 rounds are played by the MGA in such events in the year. Highlights included the Olde Towne Medical Center tournament this year that raised over $50,000. Gene said over $300,000 has been raised for OTMC since this tournament began. About 80 MGA members volunteered to fill divots on all 3 courses in March for 3 days providing 240 hours of labor to help maintain the courses. The MGA was active, working with the CCMA, in changing the mowing practices on Blue Heron. Gene announced that Rick Jackson would be President in 2010.

SPECIAL EVENTS REPORT: Director Warren Wright was responsible for the successful CCMA Scramble, our only fundraiser. He reported that because the Pro Shop provided tournament prizes, the CCMA did not incur any expense. A special thanks goes to Audrey Schoenfeld and T. C. for their help.

CCMA ELECTION REPORT: Director Gale McCune announced that Dan Desmond, Barry Golliday and Frank McMorrow were elected to serve two-year terms as CCMA directors. Gale thanked the Nominating Committee and Election Committee for their work on the election.

YEAR IN REVIEW: Director Sam Bowlin briefly reviewed some highlights of the CCMA during the year. He applauded the membership volunteerism and other efforts on behalf of many charitable causes. He noted the proactive work of the CCMA and its committees and the continuing work with FCCC management on areas of concern identified by the survey. Also, we look forward to continued cooperation with Club management on these issues.

DEPARTING BOARD MEMBERS: President Curtis recognized departing directors Al Davis and Fran Dunleavy and thanked them for their service and help.

COMMENTS AND THANKS: President Lovee Curtis provided comments on CCMA efforts during the year. She said the year was rewarding because we made real strides in communicating with members and club owners and management. She was also frustrated because more could not be done for members. She hopes the open dialogue will continue in the years ahead. She referred to swift action by management to address survey concerns as evidence that they want the best for the members and the Club.

President Curtis referenced another positive in that our dues were not increased but on the negative side members lost some flexibility to make advance tee times on the non-member course. She made a call for volunteers to keep the CCMA committees viable and urged members to join one of the committees in working to improve things that will enhance our memberships.

MEMBER COMMENTS/QUESTIONS:

Several questions were raised and answered.

A couple questions were asked about the effect of the tee time policy, referred to in the dues letter, on member ability to obtain tee times. President Curtis said the advance tee time reservation policy for the non-member course has been 7 days. Reducing the timeframe for the upcoming 2010 season should have a minor effect on the membership since the MDC and association course will still remain with 30-day advance reservation for members. It was further explained that this could help provide additional revenue to the Club by enabling it to better meet demand for tee times from Marriott members.

Another member asked about the status of starters (Tommy and Chief). Steve Dreybus said this was a cost cutting step. The Club intends to have Pro Shop staff perform the function in the slow months. In answer to a follow on question, Steve said that Tommy and Chief would be back in March.

The 2009 Annual Meeting was adjourned at 6:25 p.m.

Sam Bowlin, Secretary

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