HomeMy WebLinkAboutGolf Board - Minutes - 04/13/2022
Golf Board
TYPE OF MEETING – (REGULAR)
April 13, 2022 6:00 PM
Hybrid Meeting
04/12/22 – MINUTES Page 1
1. CALL TO ORDER
• Ross Liggett called the meeting to order at 6:00 PM
2. ROLL CALL
• Board Members Present
o Patrick Dawson (Remotely)
o Rory Heath
o Melissa King
o Ross Liggett
o John Litel
o Kathy Meyer
o Devon Petersen
• Board Members Absent
o All members were present.
• Staff Members Present
o Mike Calhoon
o Scott Phelps
o Dawn Worth
3. AGENDA REVIEW
• No updates were made to the Agenda.
4. PUBLIC PARTICIPATION
• No citizen participation
5. APPROVAL OF MINUTES
On a motion by Kathy, seconded by Devon, the Board voted (7:0) to approve the March 9,
2022 Minutes.
6. UNFINISHED BUSINESS
• Addressing Boards/Committees and updates
Mike Calhoon, Director of Parks, explained the reimagining Board’s and Commissions
process. City Council adopted Ordinance 049, 2021, repealing and reenacting Chapter
2, Article III of the City Code relating to Boards and Commissions. This Ordinance, in
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addition to other things, eliminated bylaws except for type 2 advisory boards and quasi-
judicial commissions. Mike mentioned that the Golf Board does not fall under either of
these. He said this is somewhat confusing because the definition of all advisory boards
is exactly what our Bylaws had stated. Devon agrees that this has caused some
confusion and he appreciates Mike taking the time to explain things. The Golf Board
description also states that the Board advises and makes recommendations to the
Director of Community Services. Mike explained that Directors typically delegate staff to
the Board Liaison roles. Rory said he would appreciate Seve and Mike attending more
of the Golf Board meetings. Mike stated that he is currently the staff Liaison to the
Parks and Recreation Board, so Seve delegated Scott to be the Liaison to the Golf
Board. He explained that this makes more sense with Scott’s extensive background in
Golf, and his position as the Manager of Golf. Scott stated that this isn’t his Board, he’s
here to inform them of what is taking place in the Golf Division and to receive the
Board’s input and suggestions. It is then Scott’s role as the Liaison to inform Mike and
Seve. Ross stated that it’s important for the Board to follow this chain of command.
Scott reminded the Board that Council is informed through the documents that the City
Clerk’s office requires including the meeting minutes, annual work plan, and annual
report.
• POS/Tee Sheet update
The new system went live March 25. We had an issue with the credit card gateway
going down, but this issue has been resolved in about 18 hours. The Community
Services IT lead is currently working on the range machine integration. The range
software has some new features, that we are hoping to utilize. Rory suggested that we
allow more time for booking tee times before the system times out. Ross explained that
this would clog up the booking system. We would likely have people selecting several
tee times and sitting on them, which would have a negative impact on others trying to
book. Scott mentioned that we are hoping to implement the Marketing features soon.
He would like to start utilizing the email and texting features. Scott is eager to see how
this system compares to GolfTrac. We have hopes that the reporting will be more
accurate.
• Irrigation Systems
Scott said there hasn’t been any issues with the BFO offer for the new Southridge
Irrigation system. He informed the Board that we will be working with the USGA to
identify where golfers are travelling on the course. We will provide golfers with a GPS
logger, to create a heat map. This will help us determine where we can reduce high
maintenance turf and how to better utilize natural resources better. Scott reminded the
Board that we can’t finalize the irrigation construction contract until we have the funds in
hand. We are hoping to finalize everything in July and start construction in the fall.
Golfers will be updated throughout construction. We will post updates and maps on the
website, social media and in the Pro Shops. John suggested that Marketing prepare a
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timeline.
• Youth Scholarship Application
Since we have started accepting applications, the subcommittee feels they have fulfilled
their responsibilities and think that it would be best for the Board to assist with selecting
scholarships and end the subcommittee. The subcommittee also felt it was best to
increase the scholarship amount up to $165, to cover the amount of a Junior annual
Pass fee. The Board agreed to these changes. Scholarships will be awarded at the May
meeting. Scott asked the Board to also review the matrix and provide any feedback that
they have at the May meeting as well.
7. NEW BUSINESS
• Review of BFO Offers
Scott reviewed the BFO process. He said each department is required to link their
offers to the Strategic Plan. We went to a 1-year budget during COVID however, we are
now back to a 2-year budget cycle. Offers are due later this month.
8. FINANCIALS
• Revenues are down due to no play in January and February. March revenues artificially
appear to be down due to the Pros not making a deposit since March 25 and because
historical league income at Collindale is now being appropriated in the month the
golfers play instead of up front. Staff is currently working on the financial reporting in the
new system. Scott mentioned that Victoria is also working on the February and March
invoicing for Potts. Scott reviewed the Annual Pass sales. We have brought in more
2022 annual pass revenue and sold more passes. However, the funds are reflected in
2021, since we held a promotion that sold them at a discounted rate the end of last
year.
9. ROUNDS REPORT/FINANCIAL UPDATE
• We didn’t have any rounds in January and February. March rounds seem down from
this time last year for Collindale because they aren’t showing the prepaid league
rounds. The way these rounds are recorded in the new system is different from
GolfTrac. We continue to hope for good weather and another successful year.
10. OTHER BUSINESS
• Rory discussed Hyland Hills’ Twilight program with the Board. Around sunset they start
allowing an all you can play option, including a cart. Rory said the cart allowed players
to get through their rounds quicker. He stated that this is a great opportunity to fill the
course during that time. Rory suggests that we implement a similar type of program.
Ross suggested that we discuss this in the fall once we have more data in the new
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system.
• Rory mentioned that the switching of the 9’s has caused some difficulty. He suggested
that we get input from golfers prior to making decisions like this. Devon said he likes the
change; you don’t have golfers crossing over. Rory asked if it has had a negative effect
on Potts. Scott said Potts just developed their grab and go menu, so it shouldn’t have
an effect on them. He said we will review it at the end of the season and reevaluate
things if needed.
• Melissa mentioned that it’s confusing getting to City Park Nine Golf Course, due to the
construction, and asked if we could add more signage. Scott said he has worked with
Streets to get more signage and Marketing is going to update the map to make it more
understandable.
11. ADJOURNMENT
On a motion by Kathy Meyer, seconded by Ross Liggett, the Board adjourned at 8:40.