Goldendale Golf Club Board of Trustees
Agenda for April 19th, 2024

1. Meeting is called to order: 1038-1100 (Financial carryover from Cart Workshop). Remainder of meeting started at 1230 following Review with Pro Amy Wilson.
2. A quorum is declared: Board Members present Rich Marshall, Jeff Thayer, Matt Anderson, Pat Gallagher, Doug Miller; along with Treasurer Melissa Wright and Pro Amy Wilson.
3. Adoption of agenda (any additions or deletions)
    - Motion to approve as Amended by Miller, Anderson second (Late Fee, Dues that are Due, Greens Committee meeting), Motion carried.
4. Next meeting date: Wednesday, the 15th of May 2024 at Noon.
5. Approval of minutes: 3/15/2024
    - Motion to approve: Anderson moved, Gallagher second, Motion carried.
6. Treasurer’s report:
    a. Unpaid Dues: Donny Fritz made a verbal commitment to Board Members Anderson and Miller to be paid in full 13 April and has not paid.
    b. Five of the past year members have declined to rejoin and One is asking for a Medical which was granted earlier (John Lloyd).
    c. Dottie Lobb has asked for a payment plan valid thru October of 2024. Thayer moved, Anderson second, motion carried.
    d. Cody Beeks contacted the Treasurer and will pay in full by the end of May 2024.
    e. Darby Hanson emailed the Board requesting a Redemption of Certificate for Gene Hanson. Thayer moved, Anderson second, motion carried to redeem certificate in the amount of $300.
    f. A discussion of late charges for non payment within the timeframe as specified in the Membership Policy GP-18. No decision until regular meeting.
    g. Two members have two cart sheds with carts in each (4 carts total). There is a waiting list for the cart sheds and it is determined by consensus two of those cart sheds are to be available for the memberships who are Certificate or Non Certificate members. (to be discussed under New Business).
    h. There is a need to limit purchasing by non Board members. By consensus, the Board agrees that only Board members may procure or purchase material or equipment, the Pro is also allowed to make said purchases or under her direct supervision an existing employee may make purchases, and purchases desired by others to go thru the Board or thru the Pro to describe what is needed, with purchasing and acquisition to be done by a Board member or the Pro. No procurement as charges or reimbursement to be allowed by members or others.
    i. Dedicated Funds accounts in the Equipment Fund reads as $2000. It should read as $9000.
    j. Profit sharing in the amount of $1243.75.
    k. Hanging basket cost to be split 50/50 Club and Shop.
    l. CPA cost to be split 50/50 Club and Shop.
    m. Paid the entire year for Starlink and split 50/50 Club and Shop.
    n. $162.00 donation.

7. Correspondence:
    a. Justin Lee is going to volunteer some help towards creating a 501.c.3 out of the existing GGC 501.c.7 for the Lowell Erland Tournament fund. Will allow to remove the Erland Fund for Scholarships from the GGC Accounting, thus enhancing opportunities to have potentially larger fund gifting. Will require an additional Board of Directors/Trustees which should include one member from the Board and the remaining members from the Certificate or Non Certificate memberships. Minimum requirement appears to be 3 Directors.
    b. Jennifer and David Telford request the 8th of June for rental of the Clubhouse. They need to fill out the application including a check for the rental and deposit and return to Pro Amy Wilson. Anderson moved, Miller second, motion carried.

8. Guest: No Guests.
9. Report from Club Professional Pro Amy Wilson:
    a. She has a full staff outside and inside.
    b. Merchandise is still coming in.
    c. 100 year celebration is moving forward with the next meeting 29 May at 1400.
10. Board Member reports:
    - Grounds/Equipment………………Doug/Pat
        - Parts to install the new pump are complete with the exception of 3 inch Galvanized pipe, 10 feet long with threads and the 6 inch PVC Class 200 pipe for the intake.
        - Thayer believes the rings on the cylinders for the Gator motor might need to be replaced as it smokes when operational or could be the fuel is leaking past the rings.
    - Finance/Pro shop……Jeff
        - From the Treasurer report, recommends we pay the profit share to the Pro in the amount of $1243.75. Miller moved, Anderson second, motion carried.
    - Buildings/Clubhouse……………Matt
        - The hot water tank in the clubhouse seems to not be heating the water and he will check on it.
        - For the Mobile Home, he thinks we should use an outside agency to find renters and this would relieve the Club from finding renters for a fee. The MH would be a rental on a month to month basis. Consensus is to have him find the right agency/agent to meet our goals.
    - Tournaments/Events……………Matt/Jeff
        - Season Opener is up next day (20 April).
        - Bullet and Balls grossed $5000 with $4000 for High School Sports and the Mens Club.
        - Fiesta Tournament 5 May.
        - Lowell Erland on 25 May.
        - Greens Committee 25 April at 0900 to review work with the outside staff, time sheets and time clock.

11. Old business:
    - Maintenance Shop and Plans…… on going (Matt and Jeff, upcoming workday?).
    - Stump removal and irrigation lines 27 April with Travis Heilman.
    - Critical Spare Pump and Motor………. on-going.
    - File management…. On-going.
    - Paper Record of out of the ordinary events by members
        - Dues not paid by date required.
        - Use of building for events.
        - Requesting dues payment plans.
        - Transgressions.
        - Additional as requested by the Board.
    - Policy proposals update and approval (leftover card monies) On-going.
        - Maximum of $1000 per individual and or card was decided by consensus.
        - Carryover per year up to the established limit.
    - Course Superintendent – On-going.
    - Refunding of dues and cart shed due to illness. On-going.
    - Whole day rate……On-going.
        - Member of Certificate holder (currently at $25 all day).
        - Member of Non Certificate holder (currently $25 for 18 holes).
        - Policy to follow Rate Sheet.
    - By-laws update……. On-going.
    - Finish Amy’s review and set new objectives for 2024.
    - Bitcoin workshop with Angie Hoffman……..date?
        - Are there tax implications.
        - Profits pertaining to the 501.c.7 as investments.
        - Income pertaining to the 501.c.7 as rental money.
        - Rich Marshall to follow up with CPA.

12. New business:
    - Funding Golf Carts
        - NW Golf Cars pricing for 2 cars
            - Amy Wilson to get quotes.
        - Funded out of Shop. See details in Workshop write up earlier this day.
    - Capital projects: Tee Boxes, Cart paths, Blue Flag policy.
        - Mens Club looking at cart path improvements.
        - Work still to be done for the new teeboxes on 4 and 5 including irrigation, leveling, and adding grass.
        - Material is in to place grass matting on 3 green, scheduled for 22 April.
    - Schedule upcoming workshops: Financials for future, Golf course work projects.
        - Should we schedule a mid-year meeting for the Certificate holders?
            - After the 100 Year Celebration on 26 July.
    - McCully dues
        - Miller has sent information regarding, and is to restate in an email to Richard McCulley that priority of cart sheds is by Certificate Holders, then Non Certificate Holders and finally by Out of Area holders (all based on being current with dues) and that with the 4 Non Certificate Holders wanting cart sheds, by going with an Out of Area membership he would have to relinquish his cart shed.
    - Membership Dues as by General Club Policy GP-18
        - Membership Dues Fee for unpaid dues unless on an agreed payment plan with the Board at a rate of 1 ½%, starting 1 March.
        - To be further reviewed as GP-19 before finalizing.

13. Comments: None.
14. Motion to adjourn. Anderson moved, Gallagher second, motion carried at 1356.