Executive Committee Meeting Minutes

 

A regular meeting of the Executive Committee was held on Tuesday March 18, 2025. The meeting was called to order at 7:00 p.m. by Alan Lewis.

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

 

Secretary’s Report

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

Manager’s Report

  • Jeff and Nicole have been assessing staffing needs. Almost all of last year’s staff will return this summer. Jeff is looking to replace two cooks who will not be returning.
  • A new computer was ordered for the office to replace the current one purchased in 2014. The computer, software, insurance and support cost $850.00.
  • A new washing machine was ordered for approximately $800.
  • Jeff has filled out and submitted the parade route detail/detour for July 3rd as required by the state’s new online portal.
  • Dave will be returning around April 1st.

 

Treasurer’s Report

  • Reggie provided the proposed budget.
  • According to his projections, the operating budget will have a deficit. Operating costs have increased 8.7%.
  • Jeff has been working with Reggie to reduce costs, where possible.
  • Reggie explained that in years past, membership dues do not cover the full operating budget and the Club subsidizes the delta with funds from the capital reserves. The EC discussed the need to balance the operating budget.
  • The EC agreed membership dues should be increased based on the increased costs of goods and services. A motion was made and seconded to increase dues for the 2025 season by up to 6%, with a goal of increasing them less than 6%. The motion unanimously passed.
  • Reggie will continue to work with Jeff this week to refine the budget prior to determining the increase to membership dues.
  • A motion was made, and seconded, to subsidize the 100th anniversary celebration with funds from the capital reserve. The motion unanimously passed.
  • A motion was made, and seconded, to approve the purchase of the remaining furniture for the clubhouse project. The motion carried with 8 members voting in favor of the purchase and two opposed.

Social

  • White Apron will be catering the 100th party. It will be a full seated dinner with a dessert buffet.
  • All music nights have been booked for this summer.
  • The EC discussed the budget for the 100th anniversary celebration.
  • The EC discussed merchandise for the summer and agreed the Club should only offer 100th anniversary branded merchandise this season. Limited merchandise will be offered on premises at the Club and online through a one-time online store. If possible, the online store will be opened again later in the season. The Club will pay for an initial inventory ($5K) which will be reimbursed through member purchases.

 

House

  • Framing for the pavilion has begun.
  • The gas piping to grills will need to be replaced. The placement of gas lines along the building will need to be determined. The rest of the piping will be built into the pavilion soffit. The propane tank also needs to be replaced by Eastern Propane. Julie is waiting for a proposal for a new (and larger) tank and an estimate for any site work required. The tank is a capital budget item but not part of the construction budget.
  • Round stones collected during the demolition will be applied as a veneer to stonework which needs repair on the interior ocean facing wall.
  • We received recommendations to change the sprinkler system from a pressurized system to a dry system as the current system does not comply with modern safety and sprinkler standards. The sprinkler company will be coming back to do engineering drawings and will provide an estimate. The decision to replace the sprinkler system, or not, will impact the approach to the ceiling. If we do not replace the system, we could still install the new ceiling but the sprinkler system will be exposed. The Construction AG will be meeting this week to discuss options.
  • We received the first invoice from Gordon Design Build and it looks as expected.
  • John Sigalos will be sending an updated communication to members about the project status this week.

Long Range Planning

  • Dickie provided the group with a detailed update on the status of the revetment.
  • Work began on March 10th. They pulled stones back and repaired the masonry wall. A protective coating to the masonry was applied.
  • Dickie recorded the state permit at the Registry of Deeds and sent the stamped approved cover sheet to DES.

Membership Committee

  • Laura and Ali presented a proposal to create consistency in how we bill legacies going forward. The EC agreed to implement the process this spring and we can assess if any changes need to be made.

 

 

A motion was made to conclude the meeting at 9:28 pm. The motion was seconded and carried.

The Executive Committee will meet on April 8, 2025, at 7:00 pm via Zoom.

Minutes respectfully submitted by Mary Ellen Morse, Secretary.