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HomeMy WebLinkAboutGolf Board - Minutes - 05/12/2022 Golf Board TYPE OF MEETING – (REGULAR) May 12, 2022 6:00 PM Hybrid Meeting 0 5 /11 /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 Kathy Meyer • Board Members Absent o Devon Petersen o John Litel • Staff Members Present 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 Patrick, the Board voted (4:0) to approve the April 13, 2022 Minutes. Rory wasn’t present for voting. 6. UNFINISHED BUSINESS • No Unfinished Business 7. NEW BUSINESS • Golf Board Outings The Work Plan was updated to reflect the outing dates. June – Southridge, July – City BOARD NAME TYPE OF MEETING – (REGULAR) 05/11/22 – MINUTES Page 2 Park Nine and August – Collindale. The Board would like to meet with Maintenance staff prior, to review their course projects. Dawn will send out the invites soon. • Youth Scholarship – Application Review The Board briefly discussed the matrix rating. Melissa proposed an update to amend the age range from 8 and under to 5-8, for this round of scholarship awards. Kathy agrees that we should set the minimum age requirement to 5. Their concern is that a child younger than 5 likely wouldn’t be able to prepare the application themselves. The application asks parents to assist, not to complete the application for their child. Scott’s concern is the possibility of parents using the funds for themselves. Patrick stated that the Board shouldn’t be determining the minimum age that a child can apply, that should be up to the parents. Rory expressed his concern with this amendment, since it does not reflect what was on the application or what was posted by Marketing. Ross reviewed the website and mentioned that our golf lessons do start at age 5. On a motion by Melissa, seconded by Kathy the board voted regarding the amendment of the matrix to update the minimum age of 5 for 2022 awards. The Board voted (3:2) not in favor of amending the 8 and under matrix, to exclude applicants under the age of 5, for this round of scholarship awards. On a motion by Ross, seconded by Patrick, the Board voted (5:0) to approve the matrix for the 9-17 age range. On a motion by Rory, seconded by Ross the Board voted (3:2) to approve the 8 and under matrix as it stands. The Board was provided copies of the 56 scholarship applications prior to the meeting for review. Ross stated that we have the opportunity to give up to $165 for each recipient. However, we also have the opportunity to provide each applicant a scholarship, at a lesser amount. Ross reminded the Board that we have to keep $1,000 in the account, however he feels it is necessary to have more than that in the account. We can continue to fundraise until we award scholarships next year, but this will help assure that we will have funds available moving forward. On a motion by Ross, seconded by Melissa the Board voted (4:1) to cap the scholarship awards for distribution at this meeting at $6,500. On a motion by Ross, seconded by Rory the Board voted to award $116 to all 56 applicants. Kathy stated that we have the opportunity to better define things moving forward. After a brief discussion, on a motion by Rory, seconded by Ross the Board voted (4:1) to change all marketing material, application and matrix to have a minimum age of 5. Scott said he would like to get a photo with the recipients and the Garfield family at the awards ceremony. He will reach out to the Board once we have a date set. Ross will be the speaker for the event. We will have Marketing remove all application materials. However, we will continue to accept donations and determine fundraising opportunities throughout the remainder of the year. 8. FINANCIALS • Scott reviewed the financial report. Our finances are off due to the March 25-April 30 BOARD NAME TYPE OF MEETING – (REGULAR) 05/11/22 – MINUTES Page 3 deposits not coming in until May. Contractual Services have increased due to player assistant stipends being added to Pro reimbursements. Scott mentioned that we have to make an adjustment to our sponsorship agreement with Pedersen, since Callaway messed up the range balls. The Board would appreciate an updated report reflecting the true numbers. Their concern is that it is going to continue to skew the reporting. 9. ROUNDS REPORT • Rounds are up from this time last year. However, Collindale’s numbers look down a bit due to them not recording the prepaid league rounds like they use to. This should be reconciled as play is actually recorded in the months they play in going forward. 10. OTHER BUSINESS • Rory asked if all 3 courses received their new range balls. Scott explained that Callaway made a mistake with the logo printing. They have reduced the price and next season we will have the correct logos. Had we sent them back, we wouldn’t have new range balls for this season until September. • Ross informed the Board that he will be preparing a letter to Council in support of the BFO offer in support of the Southridge Irrigation installation. • Scott explained that Southridge is experiencing dry conditions due to the irrigation ditch not receiving water yet. He reminded them that Southridge does not own water rights. He will be meeting with city staff to discuss the possibility of installing a well. 11. ADJOURNMENT On a motion by Ross Liggett, seconded by Kathy Meyer, the Board adjourned at 8:10.