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HomeMy WebLinkAboutGolf Board - Minutes - 09/08/2021 Golf Board TYPE OF MEETING – (REGULAR) September 8, 2021 6:00 PM Zoom Meeting 0 9 /08/21– 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 James Penland o Jon Schmunk o Kathy Meyer o Michael Hardisty o Patrick Dawson • Staff Present o Dawn Worth o Scott Phelps o Seve Ghose • Staff Absent o John Litel o Ross Liggett 3. AGENDA REVIEW Scott would like to discuss the Player Assistant program. 4. CITIZEN PARTICIPATION Scott introduced Seve Ghose, Community Services Director. Seve stated that he enjoys golf & has been playing since he was young. He informed the Board that he has been involved in the Parks & Recreation industry for over 30 years, including golf. Seve stated that golf did very well during the pandemic & we hope to retain that interest. 5. APPROVAL OF MINUTES On a motion by Kathy Meyer, seconded by Patrick Dawson, the Board voted (5:0) to approve the May 12, 2021 Minutes. 6. UNFINISHED BUSINESS • Youth Scholarships Scott mentioned that the subcommittee met last week. He said the next step will be BOARD NAME TYPE OF MEETING – (REGULAR) 09/08/21 – MINUTES Page 2 putting together the application. Scott reminded the Board that we will start accepting applications in January, with scholarships being awarded in the spring. He stated that the fund is doing very well so far. Scott explained that Nina collects & deposits the funds. He mentioned that we are discussing renaming the fund in honor of the Garfield family, for a two-year period. Scott is hoping that the leagues will continue to donate to the fund. Patrick asked if we have any plans to promote the fund through the off season. Scott said we are still hoping to have the option for donations through the new point of sale system. He said we will still promote it though the newsletter, social media & the website. James asked if City Gives invested the funds. Scott explained that the funds are in a holding account until we issue the scholarships & these funds are solely used for the scholarship program. James thought it might be beneficial for the funds to be in an account that gains interest. • Irrigation RFP Update Scott stated that we have multiple financing options, as far as bonds. He said one option is that we can tie in with the Senior Center. If we chose to do this, we have the option of a 12 or 20-year option. Scott said we also have the option to tie in with Civic Center next year, which would be a 30year bond. He explained that we are looking into these options because tying with other city divisions creates better collateral & we get better bond ratings. Scott said he & Victoria Shaw, FP&A Manager, met & they are leaning more towards a 20-year bond. One reason is that we wouldn’t have to wait until next year to start construction, like we would with the Civic Center. Scott said if we wait, costs of material will likely go up and the bond rates could increase as well. Scott mentioned that Victoria is going to further discuss this with Blaine Dunn, Director of Accounting. He explained that we do not want to put out the RFP until we have things finalized. Jon asked if City Park Nine would have to wait until the bond for the Southridge system was paid off. Scott said it doesn’t necessarily mean we will need to wait 20years to get a new system at City Park Nine, it all depends on financing. • BFO Update Scott stated that as of now, the Golf offers are above the cut platform. So, unless there is a major issue, it looks like our offers will be approved. Scott informed the Board that they will be holding discussions with Council next week. • Concessionaire Golf Pro Contract Extension Scott mentioned that the Golf Professional contract extensions were on consent & there weren’t any issues. Since it’s an Ordinance, last night was the first reading & the second reading will take place in two weeks. Scott doesn’t foresee any issues. BOARD NAME TYPE OF MEETING – (REGULAR) 09/08/21 – MINUTES Page 3 • Fireworks Scott remined the Board that we are holding a CSU Homecoming/Collindale’s 50th Anniversary celebration at Collindale Golf Course on October 8th. He mentioned that we had to get a special event permit for this event & he is working through those logistics. Scott said marketing staff is working on the promotional material. We will also have a live band & fireworks. Scott mentioned that we will be updating the neighbors to let them know that we will have fireworks. He informed the Board that CSU will also have their own events that night, so we aren’t expecting a huge turnout; however we are hoping that it’s successful enough to explore making the CSU Homecoming celebration an annual event at Collindale. He mentioned that Kevin Sheesley is a big supporter of CSU. Patrick suggested that we have a Youth Golf Scholarship donation box available for the participants to see. Michael thinks we could be utilizing the funds we spent on this event towards maintenance needs or the Youth Scholarship program. Scott stated that this event is also to celebrate Collindale’s 50th Anniversary. He said we are also exploring creative ways to connect more with the residents of Fort Collins & to strengthen our partnership with CSU. Kathy asked who would be cleaning up after the event. Scott stated that Brent &his maintenance staff will be cleaning up the course in the morning. Kathy stated that Council has also given us the direction to focus on the community as well. Scott mentioned that he hopes the Board can attend & we will provide an update at the October meeting. • POS/Tee Sheet Scott informed the Board that we are in the process of getting signatures. He said we are still anticipating a go live date of November 1st. We will be holding training through the month of October. Scott said we want to inform golfers of this transition, so Marketing staff is preparing to promote this. He said we believe this system is going to be much more user friendly & our reporting will be better. James asked if Scott could provide an overview of the system. Scott said he could provide the Board with a copy of the Lightspeed proposal. 7. NEW BUSINESS • Season Review Scott stated that the golf fund is doing well & our rounds are looking great. He mentioned that he continued to provide the financials to the Board during our outing months. Scott said the junior programs are doing very well. He reviewed the youth rounds & said these programs are doing very well. Scott mentioned that we have been very impressed with how well the Youth Scholarship program is doing. Seve asked what the scholarships can be used for. Scott said they will be allowed to use them for play, lessons equipment etc. He stated that they could even pay for a Junior Pass. Scott said we feel fortunate that golf has done so well during the pandemic & so far that BOARD NAME TYPE OF MEETING – (REGULAR) 09/08/21 – MINUTES Page 4 has continued. We continue to hope for good weather & and continue to attract new golfers. • 2022 Work Plan After review, the Board voted (5:0) to approve the 2022 Work Plan & Meeting Schedule. • Periodic Review After a brief discussion, the Board felt it was best for staff to fill out the form & bring it back to the Board at their October meeting. Scott said he will discuss this with Mike Calhoon, Director of Parks. Once he has completed the form, he will review it with Kathy Meyer, Board Chairperson, at their monthly meeting & the Board at the October 13 meeting for final review & approval. 8. FINANCIAL UPDATE/ROUNDS REPORT Scott mentioned that we do not have the August financials because of timing, but we will send that out as soon as we receive them. He mentioned that there has been a delay with invoicing for CB & Potts, but they are now caught up. Scott said we also received a $20,000 payment from Rob. He explained that Rob only pays twice a year. Scott reminded the Board that we didn’t receive payment for scorecard & range ball advertising last year. Because of COVID we told our sponsors we would make it a two-year sponsorship. Scott said this was obviously prior to knowing that golf would benefit from the pandemic. He reviewed the pass sales & said we are up in each category, with the exception of the 60+ pass holders. He said we are hoping to keep our revenues up & continue with our marketing efforts. Scott reviewed the rounds report. He mentioned that we will likely hit our goal of 80,000 rounds, despite being closed due to the pandemic. If we continue to do well, we will likely surpass that number. Scott said our youth rounds are looking good, which we have been striving to increase. • BOARD MEMBER REPORTS None • OTHER BUSINESS Scott reviewed the Player Assistant program with the Board. He mentioned that the Attorney’s Office is reviewing the program to determine that we are meeting legal requirements. Scott said they have asked him to gather information from other courses to see what their programs entail. Scott will update the Board when he has more information. BOARD NAME TYPE OF MEETING – (REGULAR) 09/08/21 – MINUTES Page 5 9. ADJOURNMENT On a motion by Kathy Meyer, seconded by John Litel, the Board adjourned at 8:00