Loading...
HomeMy WebLinkAboutGolf Board - Minutes - 04/14/2021 Golf Board TYPE OF MEETING – (REGULAR) April 14, 2021 6:00 PM Zoom Meeting 03/10/21 – 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 Patrick Dawson o Michael Hardisty o Ross Liggett o John Litel o Kathy Meyer o James Penland o Jon Schmunk  Staff Present o Scott Phelps o Dawn Worth 3. AGENDA REVIEW  The wireless facility presentation will be moved to the first item on the Agenda. 4. APPROVAL OF MINUTES On a motion by James Penland, seconded by Ross Liggett, the Board voted (7:0) to approve the March 10, 2021 Minutes. 5. WIRELESS FACILITY Will Lindsey, City Planning Specialist, presented the Wireless Telecommunication Master Plan to the Board. He reviewed the project purpose & goals.  Complete a comprehensive analysis of wireless telecommunication opportunities, issues, service gaps, and constraints.  Develop a new strategy and process for siting wireless telecommunication infrastructure.  Revise the Land Use Code to reflect community priorities and best practices. Will mentioned that there are several design options available & the most common one is the evergreen tree. He stated that he is aware there was a plan previously presented to BOARD NAME TYPE OF MEETING – (REGULAR) 4/14/21 – MINUTES Page 2  have a cell tower placed on the netting poles at Southridge, but the neighbors opposed. Will stated that the prior policy created some challenges. He informed the Board that they anticipate the plan to be adopted by summer 2021. Will said there are 4 phases.  EXISTING CONDITIONS o Prepare inventory of facilities, identify community impacts.  DEVELOP & DESIGN ALTERNATIVES o Confirm plan vision, develop policy framework, and analyze strategies.  DRAFT PLAN o Evaluate different community scenarios to achieve vision, present Plan to various 3 Boards and City Council.  UPDATE LAND USE CODE o Revise Land Use Code to align with guidance of the adopted Plan. Will mentioned that in phase 3 there is a Community Preference Survey. Will mentioned that from a land use perspective, golf courses are wide open areas that provide distancing. Scott mentioned that there wasn’t much community involvement at the public meetings he attended & he is wondering if there won’t be much involvement & concerns until the public hears where the locations will be. Will explained that the public outreach started in March of last year & the pandemic effected those efforts. He is encouraged by the fact that they received almost 300 responses to the survey. Will understands that this isn’t a representation of the community as a whole, but it’s enough to get a feel of how a large portion of our community feels about it. Kathy feels that having emergency personnel members as well as members of the medical community present to address any concerns that the public might have would be beneficial. Scott stated that Golf could benefit from the financial aspects of it. He asked Will to let the Board know if there is anything they can do to provide support. The Board thanked Will for his time. 6. UNFINISHED BUSINESS  Youth Scholarships Scott reviewed the program outline that the subcommittee prepared. He mentioned that he sent a copy to Nine Bodenhamer, City Give Director. He said they haven’t received a response yet but will update the Board at their May meeting. Scott said we are hoping to collect funds as soon as possible to get the program started.  Southridge Pond Update Scott said they still have some sod work to complete as well as seeding a mound with native grass, but other than that the project is completed. He explained that the sod isn’t as green as our grass so it will take a while for it to establish. Scott mentioned that Josh will still need to fill the pond but doesn’t have a water source at this time. He stated that they will be sending out some photos and possibly some drone footage of BOARD NAME TYPE OF MEETING – (REGULAR) 4/14/21 – MINUTES Page 3  the project.  POS/Tee Sheet Update Scott reminded the Board that there was an issue with our top two choices not being able to work with the city’s new credit card vendor, however after further discussion NCR has now agreed to work with Chronogolf’s credit card processor. We are glad to have the opportunity to be working with the vendor the panel selected. Scott said the new system will be in place this fall.  Irrigation RFP Update Scott said we are expecting the final drawings & specifications to be completed by the end of the week so we can send out the RFP. As of now, things aren’t looking promising for City Park Nine, so we are currently focusing on the Southridge bid. Scott said they are anticipating the costs for Southridge to be between 3.8 – 4 million dollars. Once this is determined, we will have more details on the bonding. He mentioned that this amount would be around $230,000 in annually. Scott said our goal is to not maximize our payments, so we have funds available for other projects. Michael asked what the cost was for City Park Nine. Scott stated that it will be between 1.4-1.7 million. He informed the Board that the city is looking at different bond terms.  Joint Meeting with Loveland Golf Board After discussing it with their City Clerk’s office, Loveland determined it would be best not to hold a joint meeting with us this year. We are hoping to revisit this again next year. 7. NEW BUSINESS  Review & Feedback BFO Offers  Scott mentioned that he’s not aware of how the Board has done this in the past, but Mike Calhoon doesn’t feel it is necessary to have the Board draft a letter to the review panel because there isn’t anything highly controversial. However, if something changes, he will let the Board know. Scott reviewed the BFO offers with the Board. He explained that the irrigation system isn’t part of the BFO, but that is where we will need the Board’s support. He stated that we will likely be going to Council in the fall to appropriate the $800,000 we have in reserves & to get approval of the bonding. Kathy explained that in the past, the Board didn’t provide feedback regarding the general operating expense, however they did write a letter in support of the Golf Manager & Irrigation systems. Scott mentioned that they did have a bonding meeting the other day & they are hoping to have the bond secured the end of this year. Once this takes place, we will determine the best start date for construction. BOARD NAME TYPE OF MEETING – (REGULAR) 4/14/21 – MINUTES Page 4   Policy & Procedure Updates  Scott discussed some of the updates with the Board. He mentioned that we did a major update of the staff play privileges. Scott stated that the previous policy was a little confusing. He informed the Board that the CSU agreement was updated as well. He didn’t feel that it was fair for us to be charging Poudre School District, but not the CSU golf team. Scott mentioned that this is a working document that we will continue to update annually. We still need to compare it to the city codes to assure that we are including the most recent version. He also stated that we haven’t received any information from the City Clerk’s office regarding changes to Boards & Commissions. Kathy said it might make more sense to write a generic overview rather than site specific and to use titles rather than specific names. Scott said it might be beneficial for certain areas. Kathy said it might make it easier since personnel come & go, which then requires updates. She suggested that Scott include the Maintenance standards he created. Michael thinks the document could definitely be condensed. Ross suggested we add information regarding the Concessionaires as well. Scott said it references the Concessionaires but spells out their standards in their individual contracts. Ross thinks it would be a good idea to add their general standards in the policy manual as well. Scott asked the Board if they would like to further review this document & discuss it at the May meeting. The Board recommended further reviewing the updates in September.  Firework Proposal  Scott informed the Board that CB & Potts is holding a CSU homecoming event October 9th. He said they are planning a day of fun events, including a firework display. Scott mentioned that there are several ideas being talked about including Vince might hold a demo day, CSU golf team holding clinics, night glow ball golf, live music and others. Scott said that Potts is currently looking for sponsorships. He informed them that the city will be contributing $4,000 in Premier Cards to help sponsor & Kevin is working on the rest of the sponsorships. Kevin is also in the process of applying for a special events permit. We are working on potential noise level concerns with the neighbors, traffic and parking. We are planning to submit the application by next week, but first we need to determine all the details. Michael stated that the Golf Division seems to have more important issues to address at this time. Scott stated that this is a good opportunity for community engagement. He informed the Board that the city won’t be hosting the 4th of July fireworks again this year. They will be held at the Ranch, in conjunction with Loveland. Scott said they would like any suggestions & we are hoping to possibly make this an BOARD NAME TYPE OF MEETING – (REGULAR) 4/14/21 – MINUTES Page 5  annual event.  Storm damage and winter recovery  Scott explained the courses winter recovery process. He mentioned that all of the course sustained some tree damage, but City Park Nine was hit the worst. Scott said we rely heavily on the Forestry Department to assist with this process, but they are still busy with cleanup from our last snowstorm. He informed that Board that they have estimated that it will take Forestry 9 months to complete the cleanup. Scott said the courses will be aerifying soon. Collindale needs to be healed in time to host the US Open Qualifying event. He explained that City Park Nine sees a great deal of traffic for being a 9-hole course so they tend to have more recovery, but it’s coming along well. The Superintendents have started hiring & all crews are expected to be back to a full staff. Scott reminded them that being fully staffed, wasn’t the case last year due to COVID. He mentioned that Casey Anderson was hired at City Park Nine. Casey has worked for us in the past, first at City Park Nine & then at Collindale. Casey moved to Missouri and he and his family determined it would be best to move back to Fort Collins. We are excited to have Casey back on our team. Staff is eager for the season & we are hoping for another successful year. 8. ROUNDS REPORT/FINANCIAL UPDATE The Board reviewed the April rounds report. Scott mentioned that we needed to make a revision because the 4-year average wasn’t computing correctly. He mentioned that we are doing well with pass sales, 32.50% higher than this time last year. Scott stated that we are thankful to have had such a great season last year despite having been closed most of January & February and the pandemic causing us to close the courses on March 16. He explained that the negative interest on the financial report reflects unrealized loss on investments, which Accounting determines. We had $14,000 payout of retired employees’ vacation as well as a $9,000 vacancy savings. Unfortunately, the Southridge Pro contract payment was posted twice, but this will be corrected in April. We had a $5,000 increase in clubhouse costs due to an increase in CAM expenses. We hope to have great weather & another great season.  BOARD MEMBER REPORTS  OTHER BUSINESS Scott reminded the Board that communication between 3 or more members is considered a meeting & requires posting for the public. He asked that all communication take place at the meetings or through him. BOARD NAME TYPE OF MEETING – (REGULAR) 4/14/21 – MINUTES Page 6  9. ADJOURNMENT On a motion by Kathy Meyer, seconded by James Penland, the Board adjourned at 8:30.