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HomeMy WebLinkAboutGolf Board - Minutes - 01/13/2021 Golf Board TYPE OF MEETING – (REGULAR) January 13, 2021 6:00 PM Zoom Meeting 01/13/21 – MINUTES Page 1 1. CALL TO ORDER • Kathy Meyer called the meeting to order at 6:00 PM 2. ROLL CALL • Board Members Present o Michael Hardisty o Ross Liggett o Kathy Meyer o James Penland o Jon Schmunk • Board Members Absent o All members were present • Staff Members Present o Matt Magley o Patrick McGowan o Ralph Miller o Scott Phelps o Dawn Worth • Welcome New Board Member – Patrick Dawson o The Board welcomed Patrick Dawson. Patrick was recently appointed to the Golf Board. He gave an overview of his background. Patrick mentioned that he was a seasonal employee for Collindale for several years. He will be able to officially participate at the February meeting. 3. AGENDA REVIEW • No changes to the Agenda 4. CITIZEN PARTICIPATION • No citizen participation 5. APPROVAL OF MINUTES On a motion by James Penland, seconded by Ross Liggett, the Board voted (5:0) to approve the December 9, 2020 Minutes. BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 2 6. UNFINISHED BUSINESS • New Board Member Updates Scott informed the Board that John Litel has also been unofficially appointed to the Golf Board. He remined the Board that John was the lead Marketing Specialist for Recreation. John also assisted Golf with their Marketing needs so he is familiar with what we are trying to achieve. John is also an active player at our courses. Scott said John will be officially appointed prior to our February meeting & able to participate in the meeting. • Approval of the 2020 Annual Report Scott informed the Board that we will need to update the Financial portion once Dawna Gorkowski is able to provide them. She is hoping to have the final numbers by our next meeting. On a motion by James Penland, seconded by Ross Liggett, the Board voted (5:0) to approve the 2020 Golf Board Annual Report. • POS/Tee Sheet update Scott informed the Board that we will be holding our interviews January 19 & 20. He mentioned that the review committee in place, including Ross. Scott was hoping to have Valerie Van Ryn participate in the interviews. He spoke with Purchasing & she can review the proposals but can’t rate them. Ross stated that we have some good vendors to choose from & he is confident that we will be much more pleased with the new system. Scott said we are still hoping to have the new system fully in place by April. • Southridge Pond Expansion Scott mentioned that the permitting materials have been submitted. We will be expanding the pond about 6,000 sq. feet, which will require some tree removal. When trees are removed, it is the city’s policy to plant replacement trees. He said this pond expansion project will allow us to store more water. Scott reminded the Board that it was previously dredged, however they failed to line the pond. He reminded the Board that they shut off the New Mercer water this year sooner than anticipated, without forewarning us. This cause great concern for us as well as the homeowners so having the ability to store more water onsite will be very beneficial. • Junior Golf Scholarships & Under Privileged program. Scott mentioned that he would like to have a subcommittee meet & report back to the Board at their monthly meetings regarding a scholarship program going forward. He reminded the board that Recreation has a reduced fee program in place that we can hopefully tie into this year. Scott said he has also asked the Golf Professionals to meet to determine how they can contribute to the programs. He understands that they don’t feel comfortable asking Earl & Kathy to reduce their teaching fees. Scott said we can BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 3 look into increasing the cost of the City Championship, the capability of golfers adding a donation to their receipts, and other funding options once our new system is in place. He stated that he would like to have these programs in place in 2022. After a brief discussion, Ross Liggett, James Penland & Jon Schmunk volunteered for the subcommittee. Scott said he would prefer to hold their meetings at the beginning of the month to be able to report back to the Board at their meetings and that he wanted to keep them to an hour or less in observance of everyone’s time. • Irrigation System Renovation Scott said he & Dawna met with Travis Storin, Accounting Director, & Blaine Dunn, Senior Analyst, to discuss the different financing options for the new irrigation systems at City Park Nine & Southridge. He stated that they reviewed the cost estimates & different bond options. Scott mentioned that they felt very optimistic that we will be able to get the financing we need to complete both systems. Scott said Travis & Blaine will further discuss this with the consulting company the city uses for bonds. Michael asked what the total cost were. Scott said the initial bids we received were around 4.9-5.5 million dollars for both courses. He mentioned that after discussing this with our irrigation designer, it could potentially be less. Scott said this all depends on the cost of pipe. He stated that material costs depend on oil & gas prices. Scott mentioned that we may be able to start this project this fall. 7. NEW BUSINESS • City Park Nine Pro Shop Matt Magley, City Park Nine Golf Professional, reviewed the 2020 rounds & course revenue from 2016-2020. They had the most rounds in 2020 despite being closed during COVID. He mentioned that golf is one of the only industries that thrived from COVID & we are hoping to maintain the momentum into 2021. He mentioned that it was challenging for staff & the public to wear masks through the summer. Matt mentioned that they will have the same staff in 2021 & he us hoping to hire a female teaching professional. He stated that Taylor Barstad, his beverage cart worker, has teaching experience & would like to assist with their kid’s clinics. Matt reviewed their Junior Golf: • In 2018, 60 kids attended last year at city park 9 o Peter did a good job, and there was lots of good feedback from parents, but it was just he and 1 other instructor. • Matt will bring over the very successful junior golf academy format that he used at Southridge. • This means that he going to increase the number of instructors to allow for more kids to attend our clinics. BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 4 o 83 actual attendees in 2019 o 95 actual attendees in 2020 (105 is my goal for 2021) o My end goal is to have 150 kids per year attend the summer camps. Poudre Schools Golf Season: • Matt is going to plan course events, so they do not interfere with junior high and high school practices, matches and tournaments. Matt said they were disappointed that they were unable to go into the schools this year. He is hoping that they will be able to in 2022, since it likely won’t be allowed this year. Matt informed the Board that in 2020 he was the Captain & League Director for the PGA Junior League. He had 4 assistant coaches that were key to keeping the program affordable. Golf Lessons: • In 2019 Matt’s focus was on junior golfers • In 2020 Matt’s focus is on women golfers o Women group lessons o Started laid back lessons (group lessons for women) o Beginner and intermediate golfers o Must be 21 or older o Drinks are part of the fun o Offered a 10am class on Sundays in September o 4 classes total o Cost $100 per person including drinks o 18 students was the maximum number for the class o Matt had 26 people register and had to add another class to make room for the extra students. o Matt is going to add a spring series in 2021. His goal is to double last years numbers, to 52 women, by adding the class in the spring. Leagues: • Leagues that are coming back o Tuesday Morning Group (80 players weekly) ○ Missed 9 weeks of play in 2020 (60% attendance) ○ Tuesday Afternoon Steakout League (120 players weekly) ○ Lost 4 weeks of league in 2020 (85% attendance) • Wednesday Morning Womens League (30 players weekly) ○ Lost 4 weeks of league play in 2020 (90% attendance) • Thursday Afternoon Men’s League (72 players weekly) ○ Lost 8 weeks of league play in 2020 (90% attendance) • Total League players each week during the peak season (300-320 league players) • New League for 2020 (Open to Everyone, choose your flight league) ○ League to be run by the pro shop, Monday afternoon BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 5 ○ I am not sure how popular this league will be but hope to get 20 league members this season Tournaments & Events: • Putting Championship (Cancelled in 2020) • City Championship ○ The event played on its scheduled days and was a full tournament • Pink at the Park ○ This event has been merged into the very last day of the women's league, over $650 was raised for cancer support this year. • Stars and Stripes 4th of July Tournament (Cancelled) • Men's Club Championship ○ We changed the format this year to entice more or our club members to participate. It worked we had 24 players, doubling last years total. My goal is to have 30 participants in 2021. ○ Mike Hiatt, Champion • Women's Club Championship ○ Wendy Nakao, Champion • Discmania Events ○ 3 events, 261-disc golf rounds in 2020 ○ The plan is to host 4 events in 2021 o Matt’s goal is to have 300 rounds in 2021 • New events, lessons, and leagues for 2021 ○ Southridge Gorillas League Annual Homecoming Tournament o Monday afternoons, pick you flight league o Laid back lesson Spring session Food Service: • Very well received from our customers • Matt was told many times that the golf course needs food. • Customers liked having a food truck but the times the truck was at the course was limited, so golfers could not depend on it to be open when they were going to golf. • Good Food from Chiefs Chicken Shack • It did not make financial sense for the food truck to continue. • Food needs to be a long-term plan that has consistent hours at the course • A review of why it is so difficult to get a sustainable food service at City Park Nine o The kitchen does not have vents BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 6 o Estimated expenses to put vents into the kitchen are $50,000 o Matt doesn’t know how much revenue will come from a full-service food operation, so he has to be wise with his initial investment. Matt said he felt the investment didn’t make sense at this time, especially with the uncertainty of COVID. • Matt’s long term plan for food for 2021 ○ His long term plan for food is intact but it is going to be delayed. He started investing in getting the restaurant open before COVID. ○ He has paused work towards the restaurant, because after consulting with his family they have come to the conclusion that he needs to pay off his long term debt before starting a project with a lot of unknowns. ○ Also, COVID could have been much worse if golf courses were shut down for longer periods. Being a contractor, he didn’t qualify for unemployment benefits, so he also needs to have a significant savings built up for a worst case scenario, before starting the restaurant. ○ Before this year, he never thought the whole world would be shut down like this. Matt’s plan to pay off his debt was much different and much more long term. Matt stated that his realistic goal for the restaurant start date is now Spring of 2023 Pro Shop Investments: • Purchased ○ 5 new televisions, tv mounts, HDMI splitters and long HDMI cords ($1200) ○ A new Safe ($200) ○ A new Vacuum Sealer ($500) ○ Additional fridge and freezer for food and drink storage ($150) ○ A beverage cart ($8000) ○ Professional removal of the kitchen cabinets to make room for the pizza prep table. Also, refinishing the space so it is ready for use ($1,000) ○ Large blowup Hippo target for junior camps, golf in schools, league events, etc. ($2700) ○ Upgraded my clothing racks ($100) ○ Total investments ($5250) ○ Vent less pizza oven ($600) ○ Pizza preparation table and cooler ($850) Matt mentioned that the blowup Hippo was a very well received investment. BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 7 • 2021 Pro Shop Investments: o Stainless steel table for the pizza oven o Storage areas 3 high quality store racks ($150 each), clips for hanging golf clubs, Matt said there are some additional items that he would like to purchase, but he thinks it would be best to postpone them for the time being. o Large dough mixer o All of the necessary pizza making supplies. o Umbrellas for outside tables o Food application process o Dishwasher City Park Nine Maintenance: Scott reviewed the 2020 Maintenance information. He mentioned that there was a citywide hiring freeze so staff size was 60% of prior years. This forced the course to cut back on some standard practices, including mowing the greens with Triplex mowers instead of walking mowers. COVID effects: • Grass bunkers were mowed with the same mowers that we mowed rough with. • Rakes, trash cans, ball washers, sand and seed bottles, and water coolers were removed from the course for sanitation as well as reducing labor hours. • Hand watering was limited because we didn’t have staff to pull hoses. • Highest amount of rounds since 2015. The result of this is more ball marks, more divots, more compaction and more difficult for the crew to efficiently work around. Scott said, “Don’t get me wrong this is a good problem to have just difficult with less crew”. Water Became Tight in August: • No notice was given by the New Mercer Ditch Company prior to shutting off ditches several weeks earlier than they historically have. Fires and HOP • We had to do some rationing, some trading and some paying for extra water to fill Sheldon pond and ensure we had enough water in the spring. Scott also mentioned that the smoke from the forest fires was an issue as well. Completed Projects: Scott reviewed some of the completed projects. BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 8 • Tree removal due to storms & tree health by forestry • Snowmobile grooming of Cross-Country Trails • City Park Nine also renewed their Audubon Certification. • Pin Placement sheets were used for the first time. Jim Higgins Retirement: After 43 years of service, Jim Higgins retired. Scott reminded the Board that after discussion with Mike Calhoon, they felt it would be best to hire two Assistant Superintendents and Scott will oversee the high-level projects. Plans for 2021: • Focus on water management. • Clear out & purge any unneeded items. • Irrigation renovation preparation. • Emerald ash Borer treatment. • Continue to promote City Park Nine as a multi-use course. Scott said the Maintenance Crew is excited & looking forward to a great 2021 season. 8. ROUNDS REPORT/FINANCIAL UPDATE The Board reviewed the rounds report. We are excited to have reached 80,000 rounds. This is the first year that we have reached this goal since 2012. Scott mentioned that we are waiting for all the 2020 revenue to post. He said Dawna is hoping to have a report for the February meeting. 9. OTHER BUSINESS There was no other business to report. 10. ADJOURNMENT On a motion by Kathy Meyer, seconded by Jon Schmunk, the Board adjourned at 8:15. BOARD NAME TYPE OF MEETING – (REGULAR) 01/13/21 – MINUTES Page 9