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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 BOARD NAME TYPE OF MEETING – (REGULAR) 4/13/22 – MINUTES Page 2 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 BOARD NAME TYPE OF MEETING – (REGULAR) 4/13/22 – MINUTES Page 3 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 BOARD NAME TYPE OF MEETING – (REGULAR) 4/13/22 – MINUTES Page 4 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.