As most of you are aware, the community club has an opening for the general manager position. Harvey Hoffman, our former General Manager, is no longer with the community club. He has been with the club since 2002, and has provided many years of guidance and leadership. I wish him well in his future endeavors. The general manager position is being filled on an interim basis by our Controller, Regina Welch. The board is looking into the process of how we will begin the awesome task of replacing Harvey.
Many members are not aware of the structure of our club, so that is the subject of my article this month. The club has seven directors, all elected by club members. Five of these directors (called directors at large) are members of the club who ran for the office, and who received the most votes in the annual election in the year they ran. If there were two positions open, the two candidates who received the most votes were elected. To be placed on the ballot for director at large, any club member who meets the requirements may submit a request to the club at the proper time and, if all things are in order, they will be placed on the ballot. The other two directors (called declarant director and interval owner director) are also listed on the ballot, and voted on by the membership, but the requirements to be put on the ballot are different. All of the directors serve for a three-year term. The directors at large may be re-elected to a second three-year term, but may not be re-elected to a third consecutive term. The board elects a president at the annual meeting, who is charged with running all the meetings and other functions, but is given no special privileges. All the board members receive no financial compensation for their work, but do receive some club amenities such as golf, pool and tennis.
The board of directors meets at least twice a month. The first meeting is called a “pre-board” meeting or “the workshop”. This is the meeting where almost all of the work gets done. It starts at 8:30 a.m., and runs till the work is finished, which usually is about 2 p.m., although some workshops have ended much later that that! That meeting is followed by the monthly board meeting (the fourth Thursday of the month in most cases) where most of the final reports are given. Let’s talk about voting at the workshop and the board meeting! Each board member is allowed one vote. However, if you read "Robert’s Rules of Order", they specifically mention that the chairperson of a meeting can only vote if the vote is by ballot, or to make or break a tie. Some of the presidents have elected to vote all the time, and our Covenants & Restrictions (C&Rs) specifically allow this. I have elected to only vote as "Robert’s Rules" provides. What this means is that while most people hold the president responsible, (and this is proper) and voice their opinion to him, he may have had very little to do with the final decision. A board vote of three to three is rare and, to this point, I have not voted many times in the past six months.
One matter that we are very concerned about is spending your money. When we need something that requires a purchase for the club, and is above a minimum amount, we ask for bids. When we receive these bids, our responsibilities increase. We would like to receive at least three bids with our preference being to accept the lowest bidder. However, there are cases where we would be doing a disservice to our members if we did. Sometimes the lowest bidder is not the best source to provide something as their inferior workmanship, and/or quality has proved to be a problem in the past. We have seen cases where a vendor may form a company intentionally created to go out of business in a few years knowing their guarantee would not be available if their product or service was inferior. In other cases, they have friends in the business, who submit higher bids to make their bid look low. We have also seen cases when new companies, trying to establish themselves in the business world, submit bids too low and later have trouble living up to the specifications we have requested. We try in all cases to research the bidders to eliminate these situations. We take the time to look for these things, to protect your money.
I trust that each of you will develop a confidence in both your board of directors and the Fairfield Glade Community Club Senior Management Team as we strive to manage the club with professionalism and ethics that are equal to the task. Thank you all for your support as we search for the general manager who will best protect all of our assets in the club and provide the leadership necessary for future development.
Last, but not least, Fairfield Glade members have no special parking or check-out lane privileges anywhere!