Executive Committee Meeting Minutes

 

A regular meeting of the Executive Committee was held on Tuesday, February 10, 2026, via Zoom. The meeting was called to order at 7:05 p.m. by Craig Seymour.

 

Present: Craig Seymour, Dickie Garnett, Reggie Hall, Mary Ellen Morse, Jeff Ristau, Julie Veale, Laura Schwartz, Ali Maglieri, Alanna Schreck and Erik Browing

 

Secretary’s Report – Mary Ellen Morse

 

A motion to approve the January minutes was made. The motion was seconded and carried. The minutes will be posted on the website.

 

Treasurer’s Report

 

  • Dickie provided an update on various improvements to the bookkeeping process.
  • Dickie met with Jodi and was able to resolve many issues with the billing process.
  • His biggest takeaway was the need to move from manual processes to automated processes, where possible.
  • Jodi and Dickie agreed to adjust billing schedules to include expenses incurred through the end of the month in the bill which will be sent 5 days later. Payments will be due at the end of the following month.
  • Dickie is also exploring options to reduce credit card fees and informed EC members that we currently pay 9K in credit card fees for the fall and spring billing.
  • He proposed eliminating credit card fees for spring and fall billing by requiring ACH or check payments. The EC discussed but the group was concerned about this being perceived as “a step backwards” and being potentially confusing for members.
  • A suggestion was made to eliminate Stripe payment through the website.
  • Dickie informed the EC of efforts to improve QuickBooks invoicing and potentially recoup credit card fees.
  • The EC also discussed social event subsidies and noted that the current 40% rate would be reviewed during budget discussions.
  • Dickie will email our accountant to see if the firm has someone who can assist with QuickBooks Online and linking accounts.

 

Membership

 

  • Ali and Laura provided updates on the membership database review.
  • They conducted data integrity checks and plan to send out an email asking members for any directory updates including the number of people in each household.
  • The group discussed membership policies, including proposed changes to guest visit limits.
  • Ali and Laura suggested a pilot program to increase evening guest visits from 2 to 4 times per month for all categories.
  • Laura and Ali presented survey results showing strong support for evening visits and minimal opposition to the proposed changes.
  • Jeff confirmed increasing the visits for all membership categories would be the easiest to manage and track.
  • All EC members agreed to pilot the program.
  • Laura and Ali will write up a summary of the proposal. Craig will send the proposal to the Board for feedback.

 

Swim

 

  • The board discussed allowing non-member grandchildren to participate in swim team.
  • EC members had concerns about managing access and potential complications.
  • They agreed to keep it open for future discussion should members show interest.

 

Social

 

  • The group discussed a draft social calendar.
  • All members agreed to a rain date of July 6th for the July 3rd event, pending approval from the fire chief and town officials.

 

Manager’s Report – Jeff Ristau

 

  • Jeff provided an update on operations.
  • Jeff provided an update on the ongoing issues with the fire detection system, which triggers false alarms during cold weather. Craig and Dickie discussed potential solutions with the fire chief and the company that installed the system. They will meet with the installation company to determine next steps.
  • Jeff reached out to 2025 staff to inquire about his/her plans for the upcoming season.
  • Currently, all women working in the office will be returning.
  • Dave Seaward will be providing Jeff with an estimate on the south locker wall.
  • The pool opening has been scheduled for the last week in April/first week in May.
  • American Thunder is raising their firework cost from $10,500 to $12,000.
  • Annabelle’s Ice cream will be returning to the wholesale market and reached out to Jeff to see if we would resume purchasing from them. Jeff will meet with their new wholesale manager at the end of March to discuss.
  • Jeff reported that the new revetment wall performed well in protecting the property during the recent high seas. There was minimal splash over and the Club did not suffer any damage.
  • The EC discussed potential improvements to the beach access area and the need to finalize a budget.
  • Jeff informed members he will be in Florida from 2/28 to 3/13.

 

House & Long Range Planning

  • Julie provided an update on the proposed Capital and Maintenance project list.
  • Julie, Dickie, Craig, and Jeff will review to determine budget and assess what can be done this year.
  • The Board approved the proposed budget for the sea deck. We will have plans by the end of the month and fabrication will take place off site in March. The goal for installation is April.
  • The group discussed options for the rails. The fabricator Feedback from fabricator -hoped to build in 8-foot sections. The fabricator has concerns about using a cable system in the salt air environment. The group discussed alternative styles and Dickie will discuss with the fabricator.
  • The group discussed deck furniture arrangements. Ali suggested adding more tables on the north end of the property to increase capacity, particularly for smaller groups. Jeff noted that adding more tables would require additional chairs and umbrellas due to structural constraints. The group agreed to monitor deck utilization this summer before making any permanent changes to table arrangements.

 

Technology

 

  • The EC discussed updates on the website and email transition.
  • The Club is looking to transition from Beachclub-rye.com to Ryebeachclub.com.
  • Erik confirmed that while Jeff’s email was shut down, the website remained active and would be transferred to the new domain ryebeachclub.com with help from the agency.
  • The group discussed SurveyMonkey access, which was resolved with Reggie and Craig having access, and addressed Coda administration, confirming that the President’s email is the administrator.
  • Craig inquired about the cameras. Jeff will look into adjusting the time setting on the cameras to correct the time display.

 

Other Business

 

Upcoming Events and 2026 Season budgets

  • Craig asked all EC members to think about upcoming events and budgets and provide Craig with a draft budget before the next meeting.
  • EC members agreed to approved engaging with the Small Business Development Center for free consulting services, with a consultant scheduled to meet with Jeff in February to review kitchen operations explore solutions for system improvements and fee structures.
  • Laura provided an update on the Beach Club Trust Fund. Bob Casaza advised against seeking non-profit status due to potential risks and legal complications. Members discussed creating an endowment fund instead, which would allow members to contribute money without tax deductions. Craig emphasized the need to develop a framework for the fund’s management and spending, while Mary noted that the initial setup costs would be minimal.
  • Craig asked members to think about the BC Mission Statement and provide feedback before the next meeting.
  • He reminded the governance committee to review the Bylaws and provide him with any proposed changes.

 

A motion to adjourn the meeting was made at 8:46. The motion was seconded and carried. The meeting concluded at 8:47.

 

The Executive Committee will meet on March 10, 2026, at 7:00 pm.

 

Minutes respectfully submitted by Mary Ellen Morse, Secretary.