THE CLUB AT SONTERRA BOARD OF GOVERNORS MINUTES ...

THE CLUB AT SONTERRABOARD OF GOVERNORSMINUTESDate: Wednesday, March 11, 2008Grant Morris, ChairmanSusan Crouch, STAMarian Dyer, SWGAMickey Gayler, Chairman EmeritusMilt King, Vice-ChairpersonRosalie Hallenberger, HistorianCathy Lay, SWARichard Tisdale, MGA & Ambassador CouncilMEMBERS AT-LARGEArthur AbelmanJulius GermanoJordan HannaGary NedwedBecky SpearsAbsent: Marian Dyer and Rosalie Hallenberger.Club Representatives: Ross Thornbrugh, Jeff Hunter, Barry Carter, Michelle Dodier and George Rojas.Chairman Morris called the meeting to order.COMMITTEE REPORTS:MEMBERSHIP COMMITTEE/AMBASSADOR COUNCIL: Richard Tisdale stated that we are currently at1096 full privilege golf members. He further explained that Ken Story was recently in town and met with theBoard and Ambassador Council to give them an update on what is happening at the Club and to ask foreveryone’s help in reaching our new goal of 1,150 full privilege members. Part of the agreement for therestoration of the South Course was that the Club would accept 50 more members on top of our 1,100 full witha wait list count and we really need the help of every member, through nominations, to attain this goal.Currently, our tennis membership is sitting at 442, with a goal of 500, and the social is sitting at 566. Mr.Tisdale explained to the Board that on March 27 we are having a “Connection” Mixer for all our new membersand the Board and their spouses are invited to attend. This mixer is to help introduce the new members to boththe Board and each other as a way of getting them “connected” into the Club. In addition, our next Cocktailswith the Council is on Thursday, March 20.Mr. Abelman asked that at our next Board meeting we have the attrition and new member counts, as well as thetotal member counts. Mr. Thornbrugh stated that we would have this information. He further explained that thetennis count of 442 does include the tennis upgrade count. Chairman Morris asked how many nominations formembership have we obtained since Mr. Story’s visit? Mr. Thornbrugh stated that we have received 63 at thistime. It’s definitely a start, but we do need more. Mrs. Spears stated that Ms. Dyer emailed the SWGA askingfor their nominations. In addition, Mr. Tisdale also sent out a notice to all MGA members requesting at leastone nomination from each member. Mr. King commented that at one of the committee meetings one of themembers commented that they felt it was the Club’s responsibility to obtain new members, and not that of thecurrent members of the Club. Mr. King and Chairman Morris both feel that all members need to understandthat we are in a partnership with Arnold Palmer Golf Management (APGM) to help support the Club throughnominations. It is because of these nominations and new member growth that the improvements such as theliners in the lakes, the tennis court lights, the restoration of the South Course, etc. have occurred. It is vital thatwe continue to receive these nominations. Mr. Gayler reminded the Board that we are “Membership ByInvitation Only,” which means the only way new members can join the Club is through sponsorship by acurrent member.1 of 5

THE CLUB AT SONTERRABOARD OF GOVERNORSMINUTESDate: Wednesday, March 11, 2008Mrs. Spears asked about the initiation fee increase we discussed previously. Mr. Thornbrugh explained thatwith USAA returning their memberships to the Club, due to their corporate structure changes, we have had toadjust our plans. Mr. Nedwed asked exactly what happened with USAA. Mr. Thornbrugh stated that USAAmade a decision that they were no longer go to pay the dues as part of their benefits packages at any of thecountry clubs in San Antonio, and since Sonterra was one of their largest clubs, we had approximately 80memberships they returned to the Club. The membership department has done an incredible job getting thesememberships filled, but in doing so we have seriously depleted our database of membership nominations, whichis why Mr. Story came to speak with the Board and Ambassador Council to ask for their support and help inobtaining more nominations.GOLF & GREENS COMMITTEE: Co-Chairs Marian Dyer and Richard Tisdale (see report for details). Mrs.Spears reported for Ms. Dyer who was unable to attend the meeting. At the committee meeting they discussedat length the staffing in the golf shop. We have hired a new pro for the shop. Mr. Carter has provided adetailed turf report. Mrs. Spears asked about the leak in the big pond. Mr. Carter stated that we are looking intoit.Mrs. Spears stated that the ladies have their first guest day on Wednesday and the Interclub team play is startingup again. The Hill Country Stableford starts at the end of the month.Mr. Tisdale reported that the MGA had their third tournament and had a full field of 144 players. The MGAcurrently has 825 players, so they have been doing whatever they can to increase play.Mr. Thornbrugh explained that we have had to make some adjustments to our new weekend tee time schedule.Instead of starting at 7:30 AM to 9:00 AM start on #1 & #10, and then after that 11:30 AM to 1:00 PM forsecond start and then tee times at 3:30 PM, with it still dark at 7:30 AM, we have adjusted the time to 8:00 AMfor now.Mr. Carter reminded the Board that we are aerifying the North Course front nine greens next Tuesday and theback nine on Thursday. He asked that the Board to please take a few moments to read the report about what ishappening on the South Course since we have officially begun the restoration this week. Mr. Carter explainedabout some of the initial tree work that was begun. Mr. Thornbrugh assured the Board that we do have all thenecessary permitting for the reduction of the tree canopy on the South Course, should anyone be questionedabout what we are doing on the course.Mr. Germano mentioned that he had several complaints from members who could not get tee times for Saturdaymorning and that he did not receive an answer from the pro shop on where they could go play. Mr. Thornbrughexplained that we did not intend to set-up anything at the other courses while we still have nine holes availableon the South Course; arrangements have been made once the course is completely shut down. Mr. Germano feltthat we should have something in place so that members can get the tee times they want for Saturday morning,but more importantly he feels that the golf shop should know exactly what is happening so that they cancommunicate effectively when asked. Mr. Thornbrugh commented that whether we have just nine holes or 18holes open on the South Course, there are only so many tee times available on a Saturday morning and there isgoing to need to be some give and take while the restoration is occurring. Everyone needs to understand that ifwe have available tee times at Sonterra, we are going to fill those times first before we begin booking tee timesat other properties. In addition, in our informational email and letter to the membership, we were very clear that2 of 5

THE CLUB AT SONTERRABOARD OF GOVERNORSMINUTESDate: Wednesday, March 11, 2008these arrangements at other facilities would not go into effect until the South Course was completely closed.Mr. Thornbrugh did stated that if we discover that we do not have enough tee times to take care of everyone,then we will re-visit using other courses, but that is only if our tee sheets are completed filled. Mr. Germanostated that he understood the reasoning behind this decision and emphasized that his biggest concern was thatwe communicate with the staff, so that they can inform the members what is happening and that we activelycontinue to communicate with the members. Mrs. Lay asked if we were going to limit the number of rounds amember can play during the week. Chairman Morris did not feel that something like this would be necessarysince tee times have to be made. Chairman Morris closed the discussion and stated that we are going to getthrough this the best way we can, and that if everyone can be patient it will be well worth the wait.TENNIS ASSOCIATION: Susan Crouch (see report for details). Mrs. Crouch said that members are veryexcited about the lights being started. Leagues are still week to week while the lights are being completed.During spring break there are lots of new activities for juniors. We have a Junior Grand Prix Tournamentcoming up. They are awaiting the new menus for the Sports Grill. Tennis memberships are going well. Mr.Gayler asked about the turnout for the FILA tournament? Mrs. Crouch stated that it was not as good as in theprior year, but the weather had a lot to do with it, since it was raining and cold. Mrs. Spears asked about thediscrepancy in the Tennis Committee Minutes and the Food & Beverage Committee Minutes regarding the delicase in the Sports Grill. Mr. Rojas explained that between meetings we found out that we were going aheadwith the deli case sooner than we anticipated. Mrs. Crouch asked if we are going to renovate the Sports Grillkitchen when we install the deli case. Mr. Thornbrugh stated that we will be making some adjustments, but nota complete renovation. Mr. Rojas further explained that it will be a more workable space in the kitchen. Mr.Gayler asked when the sign up sheets would go out for the Grand Slam Member guest. Ms. Dodier stated theywould be out on April 1. He further asked how many people will be able to participate. Ms. Dodier informedhim that 128 players can participate, 64 ladies and 64 men.HOUSE COMMITTEE: (Sub-Committee reports below.)FOOD & BEVERAGE: Cathy Lay (see report for details). Mrs. Lay mentioned new menu items in the 19 thHole and the successful items will be implemented in the Sports Grill. Mr. Gayler would like to see a deadlinedate set for the new menus, so that they know what to expect. Mr. Rojas felt that we should have something inplace by March 31. Mrs. Lay reported that there will be a Tequila Dinner in April, as well as a Fiesta Party,which will be sponsored by the Food & Beverage Committee and the Vintners Club. In addition, the Food &Beverage Committee came up with some adult venues for membership events, like a luau and a disco night (asexamples).Mrs. Lay addressed a question regarding whether the beverage cart personnel receive the 15% service fee onitems that they sell. She explained that they are not part of the tip pool, but instead receive a much higherhourly wage. If you do wish to tip them directly, you can add additional tip dollars onto your ticket and thatbeverage cart person will receive it. Mr. Hanna asked why it is set-up this way. Chairman Morris explainedthat a tip pool is set-up so that we can staff appropriately throughout the day, so that everyone can receive theirshare of the tips, without feeling like certain parts of the day someone will work and receive more tips thanothers working during slower times. Mr. Tisdale suggested having a sign on the cart letting members know thatthey don’t participate in the tip pool, so that members know to tip. There was a great deal of discussion on theservice fee and how it operates. Ultimately, the Board acknowledged that it is at the Club’s discretion on howthey pay the employees and it is really not a Board function.3 of 5

THE CLUB AT SONTERRABOARD OF GOVERNORSMINUTESDate: Wednesday, March 11, 2008trips and various other outside activities. They are up to 123 members in the SWA. The President of the SWAwill also now serve a 2 year term, so that it will work in conjunction with the terms for the Board of Governors.Mr. Abelman asked if anyone had information about the Investment Club? Mr. Thornbrugh stated it has notbegun yet, but Mrs. Hallenberger is working to get them started and she would be the best one to contact forfurther information.HISTORIAN/CLUBS WITHIN A CLUB: Rosalie Hallenberger was unable to attend the meeting.NEW BUSINESS:DRESS CODE: Chairman Morris asked that we send the dress codes we’ve obtained from other clubs to theentire Board. Mr. Thornbrugh stated we would make sure to do so.OLD BUSINESS:SOUTH COURSE RESTORATION: Chairman Morris asked the South Course Committee to get together tofigure out the best ways to get information out to the members.TENNIS COURT LIGHTING: Mr. Abelman stated that the project has officially begun and gave a briefexplanation of the process for installing the light poles.GUEST PLAY POLICY: Chairman Morris stated that before the committees spend time figuring out a policythey would like to get the Club’s input and some type of guidelines so that the committees will know the bestway to proceed. Mr. Thornbrugh felt that we should be able to put something together. Chairman Morris feltthat we need to have something in place by the time the South Course opens. It is important that we are readyby the time the course re-opens.With no further business to discuss, the meeting was adjourned at 7:37 PM.Grant MorrisChairman, Board of GovernorsMinutes Approved By Email Ratification on March 28, 2008.Minutes Compiled by: Jeannette H. Walker, Administrative Assistant5 of 5