Executive Committee Meeting Minutes

 A regular meeting of the Executive Committee was held on Monday September 9, 2024. The meeting was called to order at 7:04 p.m. by Alan Lewis.

Present: Alan Lewis, Craig Seymour, Reggie Hall, Mary Ellen Morse, Jeff Ristau, Julie Veale, Katie Johnson, Dickie Garnett, and Ali Maglieri

Secretary’s Report – Mary Ellen Morse

 

A motion was made to approve the minutes of the July Executive Committee meeting. The motion seconded and carried. The minutes will be posted on the website.

Manager’s Report – Jef Ristau

  • Jeff provided an update on operations.
  • The pool heater went into error mode and lockout again . Jeff has contacted the HVAC company.
  • Jeff is still trying to coordinate with Hart Plumbing to get the leaking backflow fixed. We will need to shut off water for up to an hour during the repair.
  • We have had some busy days as of late with lots of guests, Nicole has been updating Jodi for guest billing every few days.
  • Members reported Family Night went well and the snow machine was a big hit with the kids.
  • We will lose two kitchen staff later this week, so we are working to start filling those shifts. More staff will be leaving mid-month which is standard.

Treasurer’s Report

  • Reggie reported that the Club’s cash balances remain strong.
  • Insurance checks for the North Locker ($276,861) and the Bath House ($130,616) were received and deposited.
  • Jeff and Reggie met with DB Warlick, the Club’s insurance agent, to solicit their recommendations about how best to position ourselves with the insurance proceeds. The confirmed if we don’t use the insurance payments to make improvements to our insured structures and the structures are damaged again, the Club may not have coverage for future claims.

Long Range Planning

  • Dickie reached out to Ben Holmes to let him know we will be proceeding with the project. The contract has been sent to Reggie to be signed and a deposit check of $8,000 will be sent to Rye Beach Landscaping. There will be an additional payment upon commencement of the work and a final payment upon completion.
  • Dickie reached out to the engineers (Steven Riker and John Chagnon at Haley Ward) to get the process started with the state approval. Reggie has issued a check for approximately $7800 to The State of New Hampshire.
  • The engineers have put the permit application in to the State and an additional inspection has been requested by DES. The additional inspection certification is estimated to cost an additional $600. This was not part of the initial contract with Haley Ward.
  • Provided the above occur in a timely manner, permits should be issued by the end of August so work can begin in the Fall.

 

House Committee

  • Julie received estimates from Bob Gray Construction, Person Construction and Pinebrook Construction and compiled one spreadsheet comparing all four estimates.
  • The EC discussed the discussed the estimates, items to potentially include/exclude depending upon budget.
  • The proposed project will be presented to the Board of Directors for approval at a special meeting to be held on August 19th. The Board will be asked to vote on the pavilion project and separately on a budget for interior furnishings. At this time, we do not have formal estimates for furnishings so the budget will be presented as a “not to exceed” amount.
  • The EC discussed the proposed 3-year Capital Improvement Plan and finalized for distribution to the Board at the August Meeting.

 

Additional Business:

  • The EC was asked if it would allow new members (i.e. Those within their 2-year “provisional period”) to sponsor prospective members for the waitlist. The EC agreed the rule book does not prohibit newly admitted members from sponsoring a prospective member.

A motion to adjourn the meeting was made at 8:14. The motion was seconded and carried. The meeting concluded at 8:15.

The Executive Committee will meet Tuesday, September 10, 2024, at 7:00 pm at the Beach Club.

Minutes respectfully submitted by Mary Ellen Morse, Secretary.