FLCC Board of Directors Meeting Minutes Tuesday, December 15, 2020 @ 5:00 pm
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FLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
In Attendance: John Statler, Brett DeGallery, Don Pressley, Jim Bost, Ron Ball, Leslie Hummell, Phil Basso,
Steve Gress (Asset Management), Bret Shifflett (GM), Keith Armstrong & Matt DeZee (2021 Board Members)
Also Attending by Phone: None
Meeting convened at 5:00 pm
Just prior to the meeting, The Fawn Lake Veterans Group presented a check to the FLCC Board of Directors. The
check was a $1,350 donation to the FLCC Employee Holiday Fund.
2021 Operational Budget (Don Pressley & Bret Shifflett)
• The Finance Committee reviewed the 2021 Operational Budget, had minor questions, and recommended the
Board of Directors accept the budget, as proposed.
• A Motion to Approve the 2021 Operational Budget was made by John Statler, seconded by Ron Ball, and
approved by a unanimous vote, 7-0.
Finance (Don Pressley)
• Net Operating Income for November, including dues & initiation fees was a negative 30K. This is a
disappointing result as we enter the winter months, but the more stringent event restrictions forced us to
cancel several private events by members as well as outside events. Fortunately, “regular” restaurant
operations have been allowed to continue and member use is a great positive for F&B operations.
• The cash balance remains strong, and we are hopeful that this will enable us to push through the months of
traditionally lower usage into spring by taking advantage of our existing cash accounts.
• Harbor Club COGS was just over our targeted percentage of 39%. We are budgeting a decrease in F&B COGS
to 37% and expect that increased private events and increased stability among the kitchen staff will enable
us to achieve this goal.
• Despite the COVID-19 pandemic, the club had its strongest year in its 10-year history, going over $3 million in
revenue and earning over $300,000 in net operating income. Thank you to all who helped make this happen
and congratulations to our club management and staff for such a great result!
Employee Appreciation Fund (John Statler)
• The Employee Appreciation Fund for 2020 was disbursed to 84 employees on Dec. 11.
• The fund had an increase of $4,096 as compared to 2019. This included the generous donation from the
Veteran’s group of approximately $1,350! The same formula was used from previous years which was
directly related to the hours worked by each employee. The per employee amount was slightly down with
the addition of more eligible employees.
Build Virginia Grant (John Statler)
• The grant money was exhausted and the FLCC did not receive any of the funds. We are hopeful that the
federal government will provide additional money to the states. We are receiving email updates from the
Commonwealth of Virginia should they receive additional funds. We are not certain if we keep our place in
line or if we would have to resubmit.
Marketing (John Statler)
• We are actively researching and analyzing our entire marketing and communications procedures for both the
FLCC and “The Cove.” This includes both website interactions and Social Media Channels for both
entities. More meetings are planned and we expect to make a decision before the end of the year.FLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
GM Report (Bret Shifflett)
• Expansion
o Fence completed
o Remaining issues with LED lighting, list TBD
• Financial
o 2021 Operational Budget Presented
o Dashboard – November – lost $30K in Net Income. $41K worse than budget. $19K expenses for Tree
Violation.
o Golf led budget profit by $18K. Mtn spent $3k over, F&B missed by $26K, Tennis lost $2K.
o YTD we have a whopping net income of $446K ($337K from memberships, $185K in retention credit)
o December Forecast – December always one of the worst months for us. We lost 40K in December of
2019. In 2020 we are budgeted to lose $10k in December. We are forecasting to lose another $20K
to a lack of event revenues to Covid, then subtract another $53K in Expansion loan interest.
December looks to be our worst month of the year and a loss of around $85k.
o Cash Flow Forecast is good. 3 pay days will hit in Dec 2020 which will hurt.
• Membership
o Report – 641 memberships (+3) in November
o At 256 members with Full Golf privileges. We have the most golf members in club history.
o Promotion – Beat the Sleet for winter, Join from November – January no dues for 3 months.
o We have 1 current Initiation Fee refund request. Hope to refund by years end.
• Golf
o Rounds report on pace to break 20,000 for the year.
o Player management adjustments for 2021
o Member event calendar for 2021 under progress
o Golf outing report for 2020 complete. 2021 golf outing sales plan of action to be created.
o We hope to open course and golf shop for New Year’s Day if weather is conducive
• Maintenance
o Bridge work continues
o Off season course maintenance duties continue.
• Tennis
o Courts will be closing soon. All programs halted for year
o TBD on the choice of vendor for lighting install. Need to get dates set for early 2020.
• F&B:
o Covid Restrictions - Reduction in social gatherings: All social gatherings must be limited to 10
individuals, down from the current cap of 25 people. Social gatherings include, but are not limited to,
parties, celebrations, or other social events, regardless of whether they occur indoors or outdoors.
Restaurants and retail stores are already governed by strict social distancing requirements and are
not included in this limit.
o Feedback – Comment card report
o Harbor Club usage Plan for December discussed
o Lakeside Grille Hours of Operation for Winter. Dinner only?
o Electrician being called in to run electricity to new Mixer & Booster Heater for Dishwasher
o Trash service moved back to once per week in winter
• Social Events
o Wine Society Schedule for 2021 in worksFLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
o New Year’s Eve plan set for dining only.
• Private Events
o Event Report - $298K booked for 2021
o 23 Weddings booked for 2021
• Marketing & Communications
o Marketing meeting held with Simpatico to discuss 2020 results and plans for 2021.
o PPC ads
o Social media posts
o Fawn Lake Connect Facebook Group
o A second meeting is being scheduled.
Tennis (Phil Basso)
• No committee meeting this month.
• Tennis winding down.
• Grandmasters moved indoors, playing at Fredericksburg CC.
• Still receiving proposals for lights. Some of the proposals are above the initial estimates. There is a risk to
damaging the irrigation bladders from installing the poles and burring the power lines in the center of the
court, which is resulting in increased cost by possibly requiring hand digging.
Harbor Club, Food & Beverage (Leslie Hummel)
• Club Holiday Closures
o We will close on Christmas Eve, Christmas Day and New Year’s Day. Historically the club does not
make money on these days.
• Harbor Club Restaurant/Lakeside Grille
o The menu has been very well received thanks to the outstanding work of the staff. Saturday nights
seem to be more crowded. We are proposing opening the HC on Saturday nights and potentially
changing the menu weekly.
o Closing the HC to specialty dining on Friday nights will also help the over-flow dining of the Lakeside
Grille with the new Covid restrictions.
o Lakeside Grille still operating same hours. This may change depending on 2021 budget.
• Club Member Events:
o New Year’s Eve dinner in the HC. In house menu only. Flyer has already been circulated. The
Lakeside Grille will be opened for dining and take out. Our members will have plenty of options on
NYE.
o After the new year, the HC will host specialty dinner nights. Just bouncing ideas. Seafood night,
prime rib night, etc.
• Private Events:
o 50/50/50 has run its course especially will new Covid restrictions. In Jan/Feb timeframe we will have
a marketing campaign in the hopes of booking summer weddings.
Membership, Social, Wine Society (Ron Ball)
• Membership:
o We didn’t have a membership meeting this month. Instead, we did an update via email.
o Our membership numbers are still strong.
o At the November meeting, the Board did approve a fall/winter promo, “Beat the Sleet.” The offer is
for three months of free dues. The promo runs through January 31. We’re getting some signups.
• Social:FLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
o The Social Committee is working with the Club staff on events for the remainder of 2020.
o There will be a reservation only dinner for New Year’s Eve with two seating’s, one at 5 pm and one at
8 pm.
• Wine Society:
o The WS tastings and dinners continue to be postponed because of COVID19.
o We want to add more WS benefits.
o The Club has a Holiday Wine Sale going on offering discounted pricing for WS members.
• Grand Opening Commemorative Brochure: As announced on the November Annual Member meeting on
video, we did complete the Grand Opening Commemorative Brochure. Amy Simpson did a great job
designing it. It’s an excellent marketing piece. As usual, Jenelle has been superb at executing the following
distribution plan:
o The first thing in our distribution plan was to send out a link to the online version to all FLCC
members. That was done in the December 5 Country Club Communique via email. Members can also
see it here: https://tinyurl.com/FLCC-Grand-Opening
o Members were encouraged to also get a copy of the printed brochure too. Availability is at the
Lakeside Grille and Harbor Club, or from the tennis pro or golf pro shop.
o We sent a letter and three brochure samples via postal mail to all sponsors.
o Jenelle also sent an email “letter” with a link to the online version to all real estate agents who have
sold a home in Fawn Lake in the past two years. Also, we informed agents that they can get printed
copies on request from Jenelle.
o Jenelle has a supply to use for recruiting new members. She has put these in the prospective
member packages.
o The Private Events Manager has a quantity for weddings and other events prospects. These are down
at the club for Jessica to use as needed.
o As soon as the new HOA company is installed, we want to request that the HOA provide a link to the
online brochure to all Fawn Lake residents. We are also asking the HOA board if they would be willing
to include a printed copy with new Homeowner packets.
Green (Jim Bost)
• Unseasonably mild weather has extended the golf season a few weeks. We’ve been more focused on routine
golf related maintenance than normal for this time of year. The extra play is great, but it requires more input
which we didn’t anticipate when budgeting. With the exception of a few frigid days, we’ve continued to prep
bunkers, change hole locations, mow or roll to remove dew from greens, etc. This is just based on the high
demand for golf and corresponding expectations for course conditions. When the cold weather sets in for
good we’ll shift our focus to projects.
• What’s happening/will be happening:
o Cleaning and staining bridges has been ongoing in and around play. We still need to complete the
bridges on holes 8,9,16,17,18. We’ve completed just over half the total bridge area so far. Weather
is the biggest factor. This week is out due to weather. Hopefully we can wrap up over the next 2-3
nice days.
o Leaf clean up continues to be the primary drain on labor. We are close to the end of that process.
o We began a very minimally invasive greens aeration a couple of weeks ago, but a day of frozen
ground followed by some extremely busy days for golf put that on hold. We are using ¼” coring tines
to open the surfaces a little bit and remove some of the excess organic layer on top. I am hopeful we
can finish this up soon. It’s a process that we may try to repeat several more times throughout the
year. We use similar size tines that are solid, but the coring tine would be a better option if we can
master the art of clean up and efficiency. We can do about 10 holes in a normal day. There is noFLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
sand involved in this as the holes are too small to fill. Greens are declining at an increasing rate over
the past few years. Anything we can do to help pump the brakes would be wise. Solid tines are a
good short term band aid, but small coring tines would provide a bigger benefit.
o We have identified 57 dead trees on the course. We can remove most of these ourselves and will
begin that process over the next couple of weeks.
o The tree contractor will be used for a few trees that are hanging over other property. They will also
be used to remove the trees along the cart paths on holes 5, 6, and 7.
o Cart path work is planned for April 19-30 on holes 3-7. We are fine-tuning the count for what to
remove and hope to do 200 sections if the money works out. This may not complete all the work on
those holes. Logistics of getting holes 6 and 7 will be tricky as access is difficult. Ideally we would do
all of those two holes in one session so we can repair the access point one time. Doing it in separate
stages would require a lot of extra clean up and recovery work to hide the road created from the
trucks. We’d like to not have to do that twice. We will have a better idea later this week once we
get an official quote.
o Bunker quotes are rolling in. Renovation to include liners is around $750K. It’s gone up a lot in the
past 5 years due to sand costs and labor costs. We have to do something to the 15 bunkers that we
consider to be virtually unplayable. We can only afford to “top off” and we are putting together that
price tag now. Hosting a big VSGA event next fall will require that we do something. We can’t have
“lift clean and place” in bunkers for a “major” event and our Club Championships if we can help it.
Golf (Brett DeGallery)
• The Golf Committee met on December 11. The most recent meeting was on Oct 9. All Committee business
since was discussed via email and published in golf updates.
• The Committee was briefed on the Membership Report as of the end of November:
o Total Membership: 642 (279 Golf)
o As a comparison, end of June 2020 we had 217 Golf Members (28% increase in 3 months)
• The Committee was briefed on the Golf Rounds Report:
o November 2020: 1,574 (November 2019: 820)
o End Nov 2020: 18,926 rounds (End Nov 2019: 13,553); +40% from record high in 2019
o The Committee received some questions from members regarding the “Golf Rounds Report.” A “Golf
Rounds Q&A” was posted on the blog.
• Tee sheet & player management for 2021 was discussed. With good weather in December, we will be very
close to 20,ooo rounds of golf in Fawn Lake. The staff, in conjunction with a working group, will review our
current policies then make recommendations to the Board.
• The FLCC Rules & Handicap Committee did not meet in November. Information was published for members
regarding the GHIN digital profile update. All players must establish a digital profile to be able to log scores
after January 1.
• Ladies’, Junior, and Men’s Golf Subcommittee’s each provided a briefing to the Golf Committee on their
respective area.
• The 2021 Golf Calendar was discussed. We anticipate the calendar being finalized and presented to the
Board of Directors for approval in January.
• The 2021 Golf Committee structure and committee members were discussed.
• The 2019-2020 Golf Committee members were: Becki Davis, Jerry Watson, Chad Bell, Terry Thompson, Keith
Armstrong, and Brett DeGallery. THANK YOU FOR 2 YEARS OF VOLUNTEER SERVICE! Our Club is strong and
our golf program is in great shape thanks to your efforts!
• Detailed information on the above is available on our blog: flccgolf.com.FLCC Board of Directors Meeting Minutes
Tuesday, December 15, 2020 @ 5:00 pm
2021 Board of Directors
• The schedule for the 2021 Board of Directors Meetings was reviewed.
• 2021 Committee Chair assignments were discussed.
• We are very fortunate to have 2 great additions to our Board for 2021 and beyond, but that also means we
are losing 2 very important parts of our team.
• John Statler and Ron Ball have both served 3 years on our Board, from 2018-2020.
o Some detail on what’s happened on their watch:
o Membership:
§ 2017 = sold 36 memberships; 2018-2020 = 295 (98/year vs 36 in 2017)
§ When they started the club was at the lowest total number of memberships since 2006
(477). Now 641, highest in club history.
o Revenue: Our club went from revenue of 2.6 million in 2017 to almost 3.8 million in 2020. Next year
we are budgeting to break the $4M mark.
o Cash on hand to operate: when John and Ron came on the Board, we only had $86,000 cash on
hand, now we have $547,000. We spend $250,000 per month in expenses. Healthy clubs should
have 2-3 months of expenses in cash and we have been able to accomplish this.
o Lastly, and maybe most importantly for the future of our Club, when they started, we had no Grille
and no Cove.
o They didn’t do it by themselves but we can safely say that without them, we would not be where we
are today. On behalf of not just the FLCC, but an entire community that benefitted from you
volunteer service, we thank you!
Meeting adjourned at 7:35 pm
Next meeting: Monday, January 4 @ 5:00 pmYou can also read
