Lively Golf and Country Club

Annual General Meeting

January 27, 2008

 

35 (recorded) members present

 

1.0              Call to Order

There being more than 25 members present, the meeting was called to order at 1:30 pm by President Doug Hamilton.

 

In his opening remarks, Doug introduced the current Board members and the Club staff in attendance and thanked all for their contributions during 2007. A special “Thank you” was expressed to John Peattie. John has served as Secretary to the Board of Directors for the past six years and has decided not to seek re-election. Doug then indicated that this was his last term as President and that he would assume the position of Secretary to replace John, he thanked the members for there ongoing support over the years. It was mentioned that a meeting package and sign up sheet for the meeting were at the door and members in attendance were asked to please sign the form before leaving. The many volunteers who donated their time, efforts and skills over the past year were also recognized.

 

A motion was put on the floor by Lorne Ramakko to thank the Board for their many years of tremendous service; the motion was seconded by Collette Viallancourt; carried.


Doug then went on to outline the many improvements on the which were made this past season and to thank both John Mullock and Stuart McMillan and their respective staffs for making the Lively Golf & Country Club the best course in the Sudbury area. He also indicated that weather, particularly during the early part of July and the later part of August, had a significant impact on finances due to course closure and tournament cancellation on several days.

 

The course saw continued improvements in 2007. These include the rebuilding of several more traps, many drainage projects, tree clearing and planting, and during the fall and winter additional work was performed around the pond at 15 green and 16 tee. Doug pointed out the pictures on display on the back wall showing the dredging and reshaping of the pond and new span bridge which was installed in January. While all of these improvements resulted in course expenses exceeding budget, the Board feels that the determination to proceed with these improvements was the correct decision. 2007 (for the second year in a row) saw an increase in membership and green fee activity levels

 

One area that was a concern in 2006 to many members was the quality of service and food within the clubhouse. The Board and management ware very pleased with the turn around this season. John with the assistance of Chef Keith made considerable improvements to quality of food and service. Sales saw a notable improvement with Clubhouse profits exceeding $60,000 this summer. Doug noted that these profits typically go to course improvements.

 

In 2010 Lively Golf Club will be celebrating it’s 50th anniversary. Chuck Connelly is heading up a committee to oversee promotions and activities for this gala year. Chuck is still looking for volunteers to assist in various tasks and your assistance would be appreciated.

 

During the fall a Board sub committee approached The Trillium Fund for assistance to make Clubhouse improvements. Our first attempt was denied. A follow up meeting was held with Henri Pallard who is experienced in the application process. The outcome of this meeting was that we should start with a “Focus Group” to determine Course Objectives. Doug indicated that there is a sign up sheet at the door for those interested in participating.

 

Declining attendance for the AGM inspired a review by the board. It was recommended that the AGM be moved forward to the End of November or beginning of December to try and increase attendance. This would allow management adequate time to prepare the previous years financials and produce a “next years budget”; the constitution stated that the Annual General Meeting must be held within 90 days of our year end which is October 31st; this change in timing would comply. Financial statements prepared by an accounting firm would not be prepared in time for this meeting but, they would by made available for any member who wanted to review the information once completed. The board recognised that by the end of November we have completed and submitted our draft financial statement for review by an auditing financial organization. New board members then elected At an AGM in November or December would now have 5 to 6 months to get organized for the upcoming season.

 

At this point Lorne Ramakko recommended that we adopt the change and that we would still approve the previous year’s financials at the next available AGM. A motion was not stated as all members in attendance agreed in principle to the new procedure and timing of our future Annual General Meetings.

 

2.0              Review of the Minutes January 2007 Annual General Meeting

 

Motion:            That the minutes of the January 2007 annual general meeting be approved as presented.

 

Moved by:        Roy Ker-Taylor

Seconded by:   Don Marynuk               The motion was carried.

 

 

3.0              Business Arising from the Minutes of the 2006 Annual General Meeting

 

None

 

4.0       Approval of Chairpersons’ Reports

 

Chairperson’s reports were available for pick-up by members in attendance, and may also be obtained from the General Manager upon request.

 

Motion:            To approve the 2007 Chairpersons’ reports as presented.

 

Moved by:        Scott Walters

Seconded by:   Gary Aukland               The motion was carried.

 

 

5.0       Review of the 2007 Financial Statement

 

Treasurer Alan Holm was not available; Doug Hamilton presented the 2007 financial statement, reviewed and approved by KPMG, the Club’s accounting firm.  Copies are available on request from the General Manager.

 

Highlights;

·        Total receipts $1.3 million Is a record

·        Membership up $20,000 over 06

·        Green fee’s on budget but less than 06 due to weather; we lost 2 tournaments, several pensioners day’s and several men’s nights

·        Cart rentals strong at $145,000

·        Clubhouse improved with efforts from Keith and John; revenues are up and expenses down; contribution at $62,000

·        Course expenses are over budget but due to more work done on course

·        Admin; interest on leased equipment and loan contributions up

·        Capital expenses; tarp replacement expense up, other leases on line with budget

·        Overall, net cash at -$20,000, if green fee revenue etc was not affected so much by weather we would have been right on

 

6.0       Review of the 2008 Proposed Budget

 

·        Bronze membership has been a boost to membership activity.

·        The 2008 budget is a bit soft but if weather co-operates we should over achieve.

·        Expenses are budgeted consistent with 2007

·        Additional capital of $20,000 for course and $25,000 for clubhouse have been put into the budget. These items will only be spent if we have the money.

 

Motion:            To approve the 2008 budget as presented.

 

Moved by:        George Watier

Seconded by:   Dave Scott                               The motion was carried.

 

6.1       Questions of the 2008 Proposed Budget

 

·        What is in admin revenue?         Signage advertising mostly.

·        How many members do we have?         Close to 600.

·        How many members do we want?        Doug explained revenue per round and how green fee rounds generate more money for the club. We are trying to hold a ratio of 55% member rounds 45% non-member rounds. We will try to maintain close to the number of members we have now.

·        What is club tournament and other; were are outside tournaments posted?          Club tournament and other is only our club events like men’s open, 2-day mixed etc; there is little funds in this account because actual revenues for these events are distributed to there respective categories; ie. Food to food revenue, green fee’s to green fee revenue. Outside tournaments are posted in the same manner. Doug then gave a more descriptive breakdown of how green fee’s are generated; tournaments, twilight, associate, and regular.

 

Motion:            To approve the 2008 budget questions as presented.

 

Moved by:        Dan Pendleton

Seconded by:   Greg Alan                                 The motion was carried.

 

 

7.0       Election of Members to the Board of Directors; 5 positions

 

Doug reviewed the process and vacancies;

·        President

·        Course Chair

·        Ladies chair – 2 year term to align rotation

·        Men’s chair

·        Junior Chair

 

Nominations were held for the position of President

Gord nominated for President; Lorne Ramakko closed nominations to President position; seconded by Dan Pendleton; carried.

 

Nominations were held for the positions – Course Chair

Norm Roy nominated Bob Hryljac; Bob was previously on the board and is interested in bringing now ideas to the position; Lorne Ramakko closed nominations to Course Position; carried.

 

Nominations were held for the positions – Ladies Chair

Doug read a letter of intent from Bonnie Ewing; Collette Viallancourt nominated Bonnie; Lorne Ramakko closed nominations to ladies chair Position; carried.

 

Nominations were held for the positions – Men’s Chair

Leo Hayes nominated Art Radyk, Chuck Connelly Nominated Tom King; Tom declined the nomination; Lorne Ramakko closed nominations to Man’s chair Position; carried.

 

Nominations were held for the positions – Junior Chair

Roy Ker Taylor nominated Jean Luc Lacelle and Brent Hatton as co-chairs; Lorne Ramakko closed nominations to junior chair Position; carried.

 

With elections concluded Doug thanked Tom King for his term as men’s chair.

 

8.0       Club Champion Presentations

2007 club championship plaques were handed out by Gord Nichols to those in attendance.

 

            Men’s Non Handicap:              Waldy Swaitek

            Men’s Handicap:                      Waldy Swaitek

            Ladies’ Non Handicap: Cindy Watson

            Ladies’ Handicap:                     Karen Debenedet        

            Seniors Non Handicap: Larry Wagner

            Seniors Handicap:                     John Mancini

            Junior Boys:                              Eric Hatton

                        Junior Girls:                              Christine Sitko

 

 

9.0       New Business

9.1              Paul Gawalko; can we get rid of the geese?       Stuart responded to this question by saying the geese are quick learners, every new trick we try like to ropes they figure out a way around. Perhaps an egg hunt in the spring might help.

9.2              Thanks went to Leo, John M. and John H. for the improved Friday Mixed socials.

9.3              Mrs. Bell requested more marshals particularly on Sunday’s. Doug, Gord and John M. are provided brief responses with a consideration for volunteers be considered.

9.4              Areas of the course that are difficult to play from should be addressed; between 7&8 the rough is too long. Between 13&15 being cleaned up had improved pace of play, more of this should be done on course like r.h.s. of 7.

9.5              Doug reminded members to look at the pictures of #15 on the back wall.

9.6              There has not been any damage to the course from snow mobiles this winter, the rumours are not true.

9.7              A request was made for Stuart to re-establish ropes in front of greens to stop golfers from pulling carts onto greens.

9.8              Lorne Ramakko thanked John M. John H. Stuart and Keith for their efforts.

 

The meeting was adjourned at 2:30 pm on a motion by Dan Pendleton and seconded by Lorne Ramakko.