WCC Board of Directors
Meeting Minutes
July 11, 2013
I. Call to order
Glenn Wright called to order the regular meeting of the Waynesboro Country Club Board of
Directors at 7:34 on 7/11/2013 in the Tap Room.
II. Roll Call
Glenn Wright conducted a roll call. The following persons were present: J.R. Showalter, Jeff Hersh, Ian
Fraser, Jim Ferguson, Warren Elliott, Tom Love, Ashley Owens, Bill Wintz, and Jeremy Fogus.
Jeff Workman was absent. Prospective Board Member Clarke Guilliams was also present. Clarke
gave a brief bio of himself and his desire to serve on the Board. A motion was made, and
seconded, to have Clarke join the Board.
III. Approval of minutes from last meeting
Previous minutes were approved but not read at this time.
IV. Department manager Q&A
Bill Wintz - The rain has helped the club with the watering budget so far this year, but it has also
hurt us with regards to how much chemicals we have to use. The irrigation control system is ruined due to a
lightning strike earlier this year. The control for the pump system was replaced last year and it is still okay.
If we experience drought like conditions in the near future, our irrigation system will not be able to handle
prolonged stress from overuse. Most of the control boxes on the course, plus the main control system in the
shop are in need of replacing. The ideal replacement time is during the winter. A complete replacement
would cost well over $100,000. The areas on the course that were once deemed natural areas now need to
be mowed down to a height no greater than 10 inches. A brushhog was rented to take care of this and now
it will need to be maintained. The remaining geese that are on the course still are molting, and we need to
wait until they have their full flight feathers before we can begin to harass them. If any are remaining after
the harassment, then we could proceed to the next step.
Jeremy Fogus - Pro shop sales are up year to date over last year, and we are expecting overall a
good year for 2013. Upcoming tournaments are the MGA member/member, the YMCA tournament, and
the member guest tournament at the end of July. We are able to get six free rental carts for tournaments
twice a year. The gifts for the participants in the member guest have arrived from Titleist, and we get a
tournament discount directly from them. There have been some questions regarding the driving range
hours. Jeremy mentioned that it is tough to pick the range clean when the range is open due to the fact that
we do not have a cage on the range picker. Some issues that Jeremy brought up include the driving range
net that is in disrepair, and the cart used as the range picker is also on its last leg. Jeremy mentioned that it
also has been hard to find good help that is trustworthy to keep the shop open in the evenings.
Todd Quick – Not present
Cindy Mohler – Not present
V. Comments on Committee Reports
-House – Tom Love
1.
Financial performance
◦
relative to last month
■
sales
■
expenses
◦
relative to this month last year
◦
relative to the budget for the year
◦
what is the event backlog for the balance of the year
■
dollar volume
■
# events per month
The following spreadsheet shows clearly that the food service operation requires a full
time manager -- without which sales decline, expenses are uncontrolled, and profitability
is not obtainable. Note the decline since April.
June - 2013
Food Sales
$17,587.92
Party Food Sales $7,638.87
Bar Liquor Sales $1,401.36
Snack Bar /
$873.20
Beer Sales
Wine Sales
$1,409.35
Beer Sales
$2,807.94
Snack Bar /
$1,184.88
Food sales
Vending Machine $59.25
Sales
$32,962.77
Budget
$21,500.00
$12,000.00
$1,750.00
$1,300.00
YTD
$99,867.88
$60,869.04
$7,930.24
$2,393.88
YTD Budget
$112,200.00
$64,100.00
$9,038.00
$3,700.00
$2,000.00
$3,000.00
$1,500.00
$11,397.00
$11,650.99
$2,231.55
$11,420.00
$12,250.00
$4,160.00
$75.00
$298.42
$311.00
$43,125.00
$196,639.00
$217,179.00$ (20,540.00)
-9.46%
Food Purchases
Liquor Purchase
Wine Purchases
Beer Purchases
Waste
Pro Shop
Vending
Purchases
14,434.91
498.75
329.52
1,360.53
0.00
213.50
17,000.00
400.00
900.00
1,500.00
250.00
180.00
87,441.17
2,820.22
6,251.44
7,065.95
1,225.83
853.25
91,200.00
2,715.00
6,045.00
6,451.00
1,500.00
710.00
$16,837.21
$20,230.00
$105,657.86
$108,621.00$ (2,963.14)
-2.73%
Cost of Food / Food Sales 54.40%
2.
3.
4.
Goal
35%
Personnel issues
◦
any issues
■
current
■
expected
◦
any changes
◦
any expected changes
An offer letter is ready to be shipped tonight -- all the terms of which were
reviewed by two board members and have been verbally communicated to the prospect.
He is prepared to accept the offer and start work in early August.
Plant and Equipment issues
◦
any issues/surprises
◦
any changes
◦
any on going concerns
No special issues this month.
What specific actions have you taken in response to last year’s member survey?
◦
relative to each identified issue below?
■
Food Service and Experience
■
■
Service problem (staffing, training, or logistics)
No changes
Menu
■
Bar
Wine and beer sales are down. But then we have also closed the shack
and the cart sales.
■
Customer Service 101 Issues (know the menu, reduce mistakes, smile,
greet customer by name, clean up)
No changes
■
5.
Responsiveness/Staffing ratios
No changes
■
Hours of operation
No changes.
■
House goals for the year
No action/no progress
◦
have you noticed any difference (positive or negative)
Saturday night -- probably should be discontinued.
Marketing
◦
what have you done to improve sales? especially event sales?
◦
what has worked and what has not?
◦
have you observed any changes in the competition in the area? prices? crowds?
menus?
Panera bread going in at Rt 340 and I-64 -- no expected impact.
6.
Magic Wand Question
◦
what one thing would you most like to do to improve the profitability of The
House?
No specific actions planned.
7.
Other Questions
Deck: still under consideration
Survey: will be sent out this month to provide a baseline for new FSM
-Greens – Warren Elliot (see report above from Bill Wintz)
-Pro Shop – Jim Ferguson – The pro shop is stocked with lots of great gear and shoes from top
brands. The shop was rearranged a bit to alter the traffic pattern of those entering the shop. We
need to find a cost effective way to the word out that our range and pro shop are open to the
public. (Also see report above from Jeremy)
-Membership – Jeff Hersch-We saw a slight increase in membership over last month due to
additional pool memberships for the summer.
-Social-We are going to use some available funds from the social account to buy flowers and
hanging baskets to improve the curb appeal for the upcoming tournaments
-Pool/Tennis – Glenn Wright – Dues income is $10K above last year, and payroll costs are down
from last year due to weather. Emergency pool repairs were just over $2100. Need to continue
marketing efforts to attract private pool parties in conjunction with and addition to “Fridays by the
Pool.”
V. Financial Report – Ian Fraser
Bank balances as at Jul 10th as follows:
Lifetime account:
Managers Account
General Account
$11,950.39
$0
$0
Accounts Payable:
$86,717.38 ($7K over 60 days but no late fees being incurred)
(Expect another $25K before the end of the month)
$62,934.50 (this is the expected sum before end of Jul).
Accounts Receivable:
Our restaurant sales are now down by $12K on the same period last year mainly because we are over 30
members (paying a food minimum) down on the 2012 figures. Our party food sales are also down on
budget for the year by $3K. Our average restaurant $ spend per member is also down despite an increase
in prices. The continuing trend will equate to a loss of $20K for the year on budget.
The pro shop sales are up for the year and we are currently up by $4K on budget. If current trend continues
then we should realize around $8-10K additional income for the year. On the negative side the cart rental
is down substantially ($10K) on what we predicted. June was a good month for weather so out cart rental
was about what we predicted for the month. The overall loss in cart rental is mainly due to the downturn in
VSGA usage has been trending that way for the last year or so.
Overall income is down by $34K on what we budgeted for. However, expenditure in currently under by
$38K so we are showing a slight increase of $5K on what we budgeted. There is some balancing out on the
Fertilizer and Chemicals to be done so we will probably end up about even for the midyear.
As I have stated for a number of months, there is no doubt that we will have a cash shortfall. Although the
accounts payable are up to date, this month we will be carrying over a number of invoices which will incur
penalties. I am concerned that we will not have sufficient funds to cover the taxes ($18K) that are due at
the end of the month.
My recommendation to the board, in view of the anticipated cash shortfall, is that we impose a moratorium
on all non-essential expenditure to ensure that all essential payables are met on time.
E&N Computers presented the club with an action plan for what we need with regards to our aging
computer system. They would be willing to finance at 0%, and their system could possibly solve our
needs.
VI. New Business
Golf Shop staff – Daniel Campbell – Daniel, who is a J Class member, expressed interest in his desire to
become an apprentice professional. He has enrolled in the program, and just missed the PAT this first
try. The Board thinks it would be a good fit for him to learn the operations of the Pro shop and also
provide Jeremy with some additional good help. A motion was made to hire Daniel on a 90
probationary trial period. The motion was seconded and carried.
VII. Old Business
VIII. Executive Session
The position of Food Service Manager was discussed in the Executive session.
IX. Adjournment
Glenn Wright adjourned the meeting at 11:15 p.m. Minutes submitted by J.R. Showalter