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Members Present: Matthew Havens, Kathy Curley, Kerry Ryan, Paul Casey and William Friend
Others Attending: Nora Berard and Jack Manning. Sue Sullivan also attended a portion of the meeting.
After confirming that all committee members were present and noting that this constituted a quorum, Matthew Havens, chairman of the SSCC, called the meeting to order at 6:40 pm.
Matt Havens commenced the meeting by referring the committee members to the meeting Agenda and requesting comments or corrections to the committee’s September 22, 2008 committee meeting minutes. Thereafter, the minutes were unanimously approved, without correction or modification.
The next matter discussed by the committee was a recent surprise inspection of the SSCC’s underground fuel tank by the fire marshal’s office. Nora Berard, SSCC’s Director Of Operations, advised the committee that the fire marshal has informed Jay McGrail, SSCC’s golf course superintendent, that its underground fuel tank is not in compliance with new code requirements and that a letter noting the violation and allowing two weeks to correct the situation would be sent to the SSCC.
Nora Berard further explained that the SSCC has a double walled tank and that the fire marshal had not stated that the tank was leaking but that a leak detection system must now be employed with all underground fuel tanks. She then discussed the alternatives that would be available to the SSCC, once the letter setting forth the specific code violation was received. The costs and risks involved with the alternatives were also presented and discussed. Following this discussion, it was the sense of the committee members that the best alternative (based on cost and risk considerations as well as long term plans for the area where the tank is located) would be to remove the underground tank and install a five hundred gallon tank aboveground. Because of the short turn- around time allowed by the fire marshal, the committee, on motion duly made and seconded, authorized Matt Havens to work with Jay McGrail and Ted Alexiades, the Town’s Director of Finance/Accountant to determine the best approach and to execute the replacement of the underground fuel tank. If further committee approval is required it was agreed that a telephone meeting would be appropriate.
At the chairman’s request, Nora Berard then reviewed the year-to-date budget and financial reports, highlighting variances from the approved budget for the year and explaining the reasons for these variances. As part of this report, Nora Berard reminded the committee of the damage to the irrigation system and costs incurred because of the three separate lightning strikes earlier in the summer and also noted the increased costs associated with the delay in he installation of the town phone system at the SSCC.
Upon conclusion of the committee’s review of the SSCC’s current financial position and the projections for revenue and expenses for the remainder of the year, the committee turned attention to the 20009- 2010 Proposed Budget. Nora Berard explained her approach to completing the Proposed Budget and updated the committee on her meetings with Jay McGrail and Ted Alexiades on the specifics the Proposed Budget. The committee then discussed the timing for completion, as well as approaches for resolution of the outstanding issues with regard to the Proposed Budget.
The committee’s discussion of the 2009-2010 Proposed Budget was curtailed when Susan Sullivan joined the meeting. Kerry Ryan introduced Susan Sullivan to the committee, explaining her marketing background, restaurant, catering and hotel management experience, as well as her particular knowledge of the Hingham market area, noting that this knowledge and experience could help the committee to better understand the value of the food service facilities at the SSCC.
Susan Sullivan provided the committee with her observations with regard to the potential of the SSCC food service facilities, commented on a state funded analysis of the restaurant businesses in our market area, showing that there has been considerable “leakage” and, as a result, a need for more restaurants. She then explained how SSCC might be able to take advantage of this need in the future. After many questions and a lengthy discussion, the committee thanked Susan Sullivan for her very helpful analysis and ideas.
Following this discussion of the alternatives for the food service facilities, the committee discussed its Business Plan. Kathy Curley reviewed the template she had prepared for the Business Plan and explained how the Plan could be structured by adding the financial information prepared by Nora Berard to an analysis of the business segments and an historical perspective showing the creation and development of the SSCC. It was agreed the committee members would provide Kathy Curley with their comments to the portions of the plan she had prepared and that an updated Business Plan would then be reviewed at a subsequent meeting.
Noting the next item on the meeting Agenda, Matt Havens opened the committee’s discussion with regard to management of the SSCC swimming pool. Kerry Ryan expressed a concern that a decision should be made promptly on whether or not to continue working with the YMCA to avoid losing them as our pool manager. He then pointed out that the SSCC does not have the “in-house” expertise, training or certifications needed to operate the pool and that it would take considerable time and money to obtain the expertise and meet these requirements. He also noted the risks of operating a public pool and stated he wasn’t sure we wanted to assume these risks even if we were able to meet the requirements at some later date. Nora Berard then confirmed the good relationship the SSCC has with the YMCA.
The committee unanimously agreed, following this discussion, to promptly inform the YMCA of its intention to continue working with them as the pool manager.
The chairman then asked for a motion to go into Executive Session. Thereafter, on motion duly made and seconded, followed by a unanimous role call vote of the committee members present, it was agreed that the committee should go into Executive Session to discuss strategy with respect to pending litigation and to thereafter reconvene in open session.
Upon reconvening, the chairman advised the committee that there was one more item for the meeting that was not on the meeting Agenda. He then called upon Nora Berard, who announced to the committee that for many reasons she had decided to tender her resignation as the SSCC’s Director of Operations. She explained her reasons for making the decision and expressed her appreciation for all of the support the committee had given her during her tenure in the position. The committee members each then expressed their sadness for her departure and thanked her for all that she had done for the SSCC.
There being no other business to be brought before the meeting, the next meeting was scheduled for October 21,2008 at 7pm; and on motion duly made and seconded and a unanimous vote the meeting was adjourned.
Respectfully submitted,
William Friend