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Minutes of the August 5, 2009 Meeting
of the Country Club Management Committee
Held at the South Shore Country Club

Members Present:  Kathy Curley, Paul Casey, Terry Clarke, Kerry Ryan, and William Friend.

Others Attending: Jay McGrail, SSCC’s Director of Operations and Susan Sullivan, a consultant to the CCMC.    

With a quorum present, Kathy Curley, chairman of the CCMC, called the meeting to order at 6:40PM.

 Kathy Curley opened the meeting by calling for questions or comments on the minutes of the committee’s July 06, 2009 meeting, forwarded to the committee members with the current meeting’s agenda.  Following a short discussion, on motion duly made and seconded, the minutes of the July 06, 2009 meeting were unanimously approved.

Paul Casey and Jay McGrail then presented the SSCC Revenue and Expense Summary for the Fiscal Year Ended June 30, 2009, advising the committee that the Summary would be reviewed with the town accountant on Friday, August 7th.  As part of this discussion, the variances to the actual budget for last year were explained and discussed.

Following the Year-End Budget Summary discussion, Kathy Curley and Bill Friend updated the committee on their recent efforts to resolve concerns expressed by some of the weekend golfers with regard to the tee time policy.  Kathy and Bill advised the Committee that, with Jay’s assistance, they had met with or gathered comments from representatives of the SSCC’s Men’s’ and Women’s’ Golf Associations on booking weekend tee times.    The input from these representatives was then reviewed with the committee. Jay McGrail also noted that he was exploring a new tee time booking system that could help resolve some of the tee time problems.  It was agreed that, in light of the new information received from the representatives and Jay McGrail, the committee would delay its decision on modification of the tee time policy until all aspects of the issue were fully understood.

Jay McGrail and Terry Clarke then presented graphics to the committee, prepared by Gray Matter, Inc, showing a proposed new SSCC sign to be placed on SSCC property so that it will be visible to commuters at the Hingham train station and on passing trains.  The committee was pleased with the design and functionality of the sign and, following a short discussion of the applicable regulations, unanimously agreed that Jay McGrail should get the necessary town approvals and promptly construct and install the sign.

Upon completion of the discussion of the new sign, Kerry Ryan was asked to bring the committee up to date on the Town of Hingham Request for Proposals (regarding the) SSCC Restaurant and Banquet Facilities (the RFP).  After reminding everyone that the deadline for receipt of RFPs was earlier that day (4:PM), Kerry Ryan noted that only one RFP had been received and logged in, on or before the established deadline. He then summarized the Chapter 30B RFP evaluation guidelines and asked the committee to consider the procedures necessary to meet these guidelines. 

Upon the conclusion of the committee’s discussion of how best to proceed, the committee, on motion duly made and seconded, unanimously approved the following:

1. An evaluation form, setting forth each of the required, minimum and comparative criteria exactly as stated in the RFP, was reviewed and approved.  It was agreed that a separate form would be completed and signed by each evaluator.
2. The committee designated the RFP evaluators.   It was agreed that each member of the CCMC would be designated to serve as an evaluator, as well as,  SSCC’s Director of Operations and Susan Sullivan, a consultant previously retained by the CCMC. 
3. The Director of Operations was instructed by the committee to collect the evaluation forms, after they are completed and signed by each of the evaluators, and to then prepare a compilation, documenting the decisions made by each of the evaluators with regard to each specific criteria point.

In the course of the RFP discussion, questions were raised concerning the current lease and the status of the kitchen equipment and food service tables, chairs and utensils being used by the current lessee of the SSCC food and banquet facilities. This led to a review of the recent settlement discussions with the current lessee.

There after, the following motion was unanimously approved by a roll call vote of the committee:

Move that the CCMC immediately go into Executive Session to review the RFP (a proposal to enter into a lease of real property –the SSCC restaurant and banquet facilities). The committee does not intend to reconvene in Open Session following the Executive Session.

The committee then, on motion duly made and seconded, voted unanimously to adjourn the meeting.

Respectfully submitted,
William Friend