• The Board approved Dave Ahearn’s appointment to fill the seat vacated by Paula Sherlock. His term will expire in 2023. Paula resigned from the Board to avoid potential conflicts of interest as she begins her new role as Southern Shores councilwoman.
  • Financial conditions remain favorable. Though total operating expenses for November exceeded budget, year-to-date expenses are 4% below budget. Net income for the month was $4,000 and totals $467,000 year-to-date. The latter includes payroll tax credits from federal Covid relief programs.
  • The Board approved the 2022 operating budget. With expenses totaling $2.9 million, a net income of $192,000 is projected. The Board thanked Natallia, Patrick, and the Finance Committee for the careful attention to details and for achieving expenses that balance with projected income.
  • The Board approved the 2022 capital budget with projected spending of $273,500. Included are refurbishment of the pool complex, new treadmill for the fitness center, greens and grounds equipment, golf range improvements, food and beverage supplies and equipment, clubhouse carpet replacement in select areas and two replacement workstation computers. The budget also includes reserves for unexpected and discretionary capital expenses.

Betsy McCaughey

  • With a majority of the Board in favor, a motion to end mandatory mask wearing indoors at DWCC was approved. With high vaccination rates among members and a significant level of noncompliance with the mask requirement policy, mask wearing is now optional at the Club. Members who wish to continue using masks indoors are encouraged to do so.
  • The Board expressed appreciation for the staff as we all continue to deal with the effects of the pandemic. Maintaining a safe, welcoming and friendly environment is important to the ongoing health of our Club. As a reminder, the Policy and Procedures Manual (available on the private website or by request in the office) includes expectations for staff and member behavior. Specifically, Section 13.11 states: “Employees are expected to render efficient and courteous service, it is neither the duty nor the privilege of members to discipline, reprimand, or direct the work of employees. Complaints or suggestions shall be made orally or in writing to the General Manager. The General Manager will make the President aware of any situation that warrants his/her attention. Members who are dissatisfied or in disagreement with a staff member, should present their grievance to the General Manager for review and resolution. Members should refrain from confronting staff members.”
  • Negotiations are underway with a single contractor for construction of the new pickleball courts. The target date for completion is Spring 2022.

Betsy McCaughey

  • Patrick O’Keefe, GM, provided an update on construction of the approved pickleball courts in the area adjacent to the existing tennis courts. Since both of the two bids submitted by general contractors exceeded the Club’s cost goal, work is underway to deal directly with subcontractors to prepare the area and construct the courts. The targeted completion date for the project is April 2022.
  • The financial condition of the Club remains strong with positive net income for the month of September and year-to-date. The total number of members is 482, which is unchanged from the prior month; membership has increased by 48 since the beginning of the year. The Board will meet on November 3rd and 4th to discuss the business plan and budget for 2022 as well as the 5-year capital plan.
  • In a closed session, the Board unanimously approved a 3-year employment contract for our general manager beginning January 1, 2022. Patrick and the Board look forward to meeting the challenges of maintaining and enhancing the membership experience while exercising good financial management.

Betsy McCaughey

  • By unanimous approval, the Board voted to eliminate the Pickleball membership class. Members currently enrolled as Pickleball members will be upgraded to the Racquet Sports class when the new pickleball facility opens.
  • Amendments to Part 9: Finance section of the DWCC Policies and Procedures Manual were approved. The revision provides a detailed and disciplined approach to avoid using capital funds to support operations costs and includes a formalized annual capital improvement budget process.
  • A capital expenditure up to $4,000 to clear the pond and repair the fountain near the green on the 18th hole was approved.
  • Net operating income continued on a positive trend. While operating expenses are above budgeted levels, increased income outpaced cost growth.
  • It was agreed that DWCC pursue acquisition of an additional liquor license to allow sales of spirituous liquor at the Racquet Sports facility. Currently only beer and wine are available. The Racquet Sports Committee will consider necessary equipment and procedures.

Here are the highlights from our meeting on August 18th:

  • Net income for the year continued to trend upwards in July. A net increase of 5 members along with strong tourist golf and restaurant sales contributed to the increase. Capital expenditures in July included repairs to the pool diving board and the clubhouse roof soffit.
  • The Board agreed with a recommendation by the Membership Committee to eliminate the Pickleball membership class and will vote on the proposal at our September 15th meeting. Details of the recommended change are published separately in this newsletter for your review.
  • A Membership Committee recommendation to revise the initiation fee for golf memberships from the current $6,000 to $4,000 was approved. The lower amount aligns more closely with comparable clubs in the region.
  • As we deal with the surge of Covid cases in Dare County due to the Delta variant, the Board endorsed the recently instituted mask requirement for indoor activities, except when seated for dining or drinking. A cash incentive for employees to be vaccinated was also supported.

PICKLEBALL REVISION
Duck Woods’ four new pickleball courts are scheduled to be completed in early Spring 2022. When completed, maintenance and usage of these courts will be similar to the existing tennis facilities and there will be no economical or marketing benefits of having a separate pickleball membership class. Therefore the following revision to the bylaws has been proposed which, if unanimously approved by the Board of Directors at its September 15th meeting, will eliminate the pickleball class of membership. Current pickleball class members will move to the Racquet Sports membership class at the higher dues level when the new pickleball complex is completed.

*Proposed Change to By Laws (changes shown in red)

ARTICLE II
MEMBERSHIP

Sec. 2-1. Classes of Membership: DWCC membership shall be confined to individuals at least 21 years of age, and shall consist of the separate classes specified hereinafter. Members of all classes are entitled to participate in DWCC sponsored social activities, however only the Golf, Racquet Sports and Pickleball classes of membership, and Social Members who joined prior to May 1, 2010, have voting rights.

From time to time, memberships of a distinct and singular nature may be allowed by unanimous consent of the Board and will generally be utilized to explore the potential of new Membership categories. The Board will specify a defined period of use for each such category.

Sec. 2-1.1. Classes Specified
(a) Golf: Such members are entitled to use all club facilities.
(b) Racquet Sports: Such members are entitled to use racquet sports, swimming, dining and clubhouse facilities.
(c) Pickleball: Such members are entitled to use pickleball, swimming, dining and clubhouse facilities.
(d) Social: Such members are entitled to use of the swimming pool and clubhouse facilities such as dining, fitness center, concrete pad pickle ball court, and bocce ball court.

ARTICLE VI
STANDING COMMITTEES

Sec. 6-1 Organization:
(d) The Racquet Sports Committee shall include representation from the Ladies’ Tennis Association and the Men’s Tennis Association.

ARTICLE II
MEMBERSHIP

Sec. 2-1. Classes of Membership: DWCC membership shall be confined to individuals at least 21 years of age, and shall consist of the separate classes specified herein after. Members of all classes are entitled to participate in DWCC sponsored social activities, however only the Golf and, Racquet Sports and Pickleball classes of membership, and Social Members who joined prior to May 1, 2010, have voting rights.

From time to time, memberships of a distinct and singular nature may be allowed by unanimous consent of the Board and will generally be utilized to explore the potential of new Membership categories. The Board will specify a defined period of use for each such category.

Sec. 2-1.1. Classes Specified
(a) Golf: Such members are entitled to use all club facilities.
(b) Racquet Sports: Such members are entitled to use racquet sports (consisting of tennis and pickleball), swimming, dining and clubhouse facilities.
(c) Pickleball: Such members are entitled to use pickleball, swimming, dining and clubhouse facilities.
(dc) Social: Such members are entitled to use of the swimming pool and clubhouse facilities such as dining, fitness center, the concrete pad pickleball court, and the bocce ball court.

ARTICLE VI
STANDING COMMITTEES

Sec. 6-1 Organization:
(d) The Racquet Sports Committee shall include representation from the Ladies’ Tennis Association, and the Men’s Tennis Association and the DW Pickleball Association.

Here are the highlights from the July 21st Board meeting:

  • The Ad Hoc Committee to develop a plan for refurbishing the pool facility was established on July 12th. Jan Collins is the chair with members Dave Ahearn, Lynda Burek, Pete Collins, Matt Neal, Connie Serafin and Nancy Whaley. There was substantial support for and interest in the committee’s work. The group will provide opportunities for all members to offer input as the project progresses.
  • With an increase of 44 members since the beginning of the year and federal government assistance in the form of tax credits for salaried employees (which has now ended), the financials for our club in the first half of the year show a net income increase over budget.
  • In preparation for the 2022 capital budgeting process, the Finance Committee is initiating work to do a reserve study. The group will do a full asset inventory, including life expectancy and value of the components, in order to determine the level of reserves needed to support upkeep, maintenance and replacement. The target date for completion is October 2021.

The elected members of the Board of Directors are working hard on your behalf and appreciate the input and support offered by membership. This new feature in the monthly newsletter is intended to provide updates on recent Board decisions and other important topics.

  • At the May meeting, the Board approved moving forward to solicit bids for adding four pickleball courts to our racquet sports facility. Working with our engineering consultant, Jim Groff, Curt Baskette and Patrick O’Keefe are reviewing the bid package and identifying potential vendors for the project. Bid requests will go out shortly.
  • At the June meeting, the Board approved my request to form an ad hoc committee to develop a plan for refurbishing the pool facility. The DWCC long-range plan contemplated replacing the current bath house with a new multi-purpose building. The committee will develop a vision for a re-designed facility and a project plan for the effort.
  • As you know, our computer system was the victim of a malware attack in March. Not only were our current records erased, but access to our off-site backup files was also blocked. The staff, particularly Natallia Auramenka, has been working tirelessly since then to reconstruct accounts and rebuild the POS and billing systems. To fortify our defenses against future cyber-attacks, we have engaged a new IT vendor, Shoshin IT. In addition to providing enhanced system administration and maintenance, Shoshin IT is monitoring DWCC workstations to ensure patches and reboots are conducted expeditiously, providing next generation anti-virus software, and offering unlimited help desk support and guidance for the Club’s information technology systems.