WINDOM COUNTRY CLUB MONTLY BOARD MINUTES

							WINDOM COUNTRY CLUB MONTLY BOARD MINUTES
March 8th, 7pm,
In attendance: Brady Powers, Tom Cowan, Tammy Hall, Jim Bolin,
Brent Anderson, Linda Vortherms, Dave Cory, Jillian Vortherms and
Mike LaMaack.

President Powers called the meeting to order.
On a motion by Bolin and second by Anderson, the minutes of the
February 16th and February 27th meetings were approved as
presented.
Cowan presented the financial report. Current account balance
was approximately 33 thousand dollars with a few bills to be
paid. Powers agreed to check on the monthly bill that WCC
receives from Praxair. Bills to be paid include Job Opening
advertising bills from the Citizen and KDOM, the city of Windom
bill, stock return payments for 4 ex-members, an accounting bill
for M. McDonald, and a payment to Hall who paid for the new ice
machine, accessories and for a purchase of steak knifes, with a
total of $2400. The ice machine was delivered early in the
weekend and is in the clubhouse.
Cowan indicated that the 2010 Federal Form 990, Federal Ford 990-
T and Minnesota Form M4NP forms have been presented by our
accountant. Cowan and L. Vortherms took copies of the report, J.
Vortherms was given a copy of the report to keep at the club and
Cory took a copy of the report to keep with secretary documents.
Bank Midwest representative Mike LaMaack, who is also a WCC
finance committee member, presented options on the current WCC
loans.
As of March 6 2012, the bank showed the following. A Mower loan
note of $13,278, a Cap Purch/Loss Note of $30,676 and an opening
note of $25,634. included in this total of $69,588 was an
interest balance of $2588.
LaMaack presented 4 options to re-structure the notes.
Options 3 and 4 involved immediate payoff of the mower loan which
is due in May. Option 2 involved putting all the dollars into a
term note. Option 1 involved restructuring the notes into two
notes, a term note and operating note with a $10,000 payment due
by March 1st of 2013.
On a motion by Hall and a second by Cory, the board voted 7-0 to
go with option 1, with one adjustment. WCC will pay $4000
towards the mower note along with the interest of approximately
$2588. Powers and Cowan will be responsible to sign the
restructured loan documents.
LaMaack indicated that Bank Midwest will require monthly updates.
In addition he indicated that it would be in the best interest of
both WCC and Bank Midwest that the board take the “preliminary”
2012 budget and revise it to take into account actions that the
board has taken since the end of 2011.
Cory suggested that each committee go through the current budget
figures and present revisions to the board.
The grounds committee presented their Groundskeeper
Superintendent Duties and Resposibilities document. After
discussion the board agreed to make some minor revisions to the
document. They include, the superintendent would be eligible for
a single membership, extended length of absence notification, a
requirement of the superintendent to work no less than 50 hours a
week and there will be some weeks where more hours are necessary.
The mileage issue was also discussed and a vote was required to
determine that the superintendent would not be paid a regular gas
stipend for his day to day driving.
A motion was made by Cory and seconded by Hall to pay only
mileage for out of town required classes etc for over 10 miles
from WCC, but not for routine day to day operations.
The vote was 4-2-1 with Cory, Hall, Powers and Cowan voting for
the motion, Anderson and Bolin voting against and Vortherms
abstained. The grounds committee plans to meeting with Hinton
Monday for final approval of the document.
Anderson and Bolin will re-work the document for final approval.
In another grounds note, Anderson and Powers will try to
inventory our work shed equipment and tools. They will also
discuss with Hinton the need to keep the brush rake roller
equipment that is shared with Mt Lake. Also J. Vortherms will
take care of contacting the city to get the electricity hooked up
for the new year.
And the grounds committee will look into a cart servicing
arrangement for our fleet of rental carts. It was also reported
that the carts that are no longer our rental carts have not yet
been picked up, despite numerous notifications to the company
resonsibile for picking them up.
Hall and Cory gave the clubhouse committee report. That
committee met on March 5th and went over food prices, menus,
organization, cleanup etc. A clean up date has been set for
March 22nd at 4pm. Volunteers will be called on to assist. Cory
and Jillian will work on pro shop ordering.
Hall also indicated that a season opening social event was
tentatively set for Saturday night April 28th.
The board also discussed the clubhouse rental policy for special
events like graduations, bridal showers, grooms suppers, and re-
unions. One minor change was made in the policy.
For class reunions there will be a 100 dollar rental fee, even if
the reunion group includes any members. For the other events the
policy will remain free rental for members, and a 100 dollar fee
for non-members. Meals of course are extra for all with fees to
be set by WCC. For catered events, there will continue to be a
one dollar per plate charge.
The committee passed out a recommended document showing the daily
rules for times when members and non-members can play.
These rules will be posted.
The tournament committee report was presented and WCC will be
adding some new tournaments for 2012 and also adjusting some of
the current tournaments. New tournaments for 2012 will include a
May 3 man tournament, a June Seniors tournament and a mid-season
Juniors open tournament. Changes for current tournaments include
two divisions of handicapped and non-handicapped for the Ag Open
and the Pre-Harvest classic. In addition the classic will be a 3
person event with guys and gals both eligible to play.
The board agreed to expand the member guest tournament back to 64
teams in the hopes of allowing as many members as possible to
participate in this very popular event. The group also agreed
that an assessment of the success of the event will be required
prior to 2013. A number of special events will be held in
conjunction with the event.
A discussion was also held concerning the Club tournament and a
survey of possible participants will be taken in April.   Two
                                         th       th
date options will be presented, August 11 and 12 and September
8th and 9th. 3 other weekends were considered however because of
the CC Fair, The Torkelson Run and Concert and Labor Day weekend
they were eliminated.
Another change is being planned and that would bring the Ladies
18 hole club tournament to the Saturday morning of the event.
Bolin reported that The Mt Lake golf course has announced that
the Cottonwood Cup would be moved back one week to September 22nd
and 23rd.
The marketing committee reported plans to bring back the Thursday
Night Dollar Night. Anderson also expressed his wishes that WCC
develop a regular newsletter to keep the members informed of
what’s happening at WCC. The board also discussed what payment
should be made to WCC for tournaments held at WCC but not
organized by the WCC tournament committee. Examples would be the
FCA event and the Hockey event. The group agreed that some funds
should go to WCC in the form of green fees, a rental fee or ?.
The committees will bring their recommendation to the next
meeting.
The board recommended to J. Vortherms that she should be prepared
to open on Thursday March 29th.
The next meeting has been set for Monday April 2nd, 7pm at the
Windom Country Club.

Meeting adjourned.