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HomeMy WebLinkAbout09/13/2023 - Golf Board - Agenda - Regular Meeting9/13/23 Agenda Page 1 7/12/23 Golf Board SUMMARY AGENDA September 13, 2023 6:00PM – 8:00PM Online via Zoom or in person at 413 South Bryan Avenue This hybrid Golf Board meeting will be available online via Zoom, by phone, or in person at 413 South Bryan Avenue. The meeting will be available to join beginning at 5:30 p.m. Participants should join at least 15 minutes prior to the 6:00 p.m. start time. ONLINE PUBLIC PARTICIPATION: You will need an internet connection on a laptop, computer, or smartphone, and may join the meeting through Zoom at https://fcgov.zoom.us/j/96313238428?pwd=eFc1QnhpRUh6Wm5vWVJNZXhURjA2UT09 Webinar ID: 963 1323 8428 (Using earphones with a microphone will greatly improve your audio). Keep yourself on muted status. For public comments, the Chairperson will ask participants to click the “Raise Hand” button to indicate you would like to speak at that time. Staff will moderate the Zoom session to ensure all participants have an opportunity to comment. PUBLIC PARTICIPATION BY PHONE: Please dial +1720 928 9299 US (Denver) and enter Webinar ID 963 1323 8428 Keep yourself on muted status. For public comments, when the Chair asks participants to click the “Raise Hand” button if they wish to speak, phone participants will need to press *9 to do this. Staff will be moderating the Zoom session to ensure all participants have an opportunity to address the Golf Board When you are called, press *6 to unmute yourself. PUBLIC PARTICIPATION IN PERSON: To participate in person, individuals should come to 413 South Bryan Avenue, and be prepared to follow strict social distancing guidelines. There may be needs to limit the number of individuals in the meeting room, and thus staging for individuals to speak may need to occur in the lobby or outside (weather permitting). Individuals who wish to speak will line up along the northern wall, maintaining physical distancing. The chairperson will call upon each participant to speak. Golf Board SUMMARY AGENDA September 13, 2023 6:00PM – 8:00PM Online via Zoom or in person at 413 South Bryan Avenue 9/13/23 Agenda Page 2 Documents to Share: Any document or presentation a member of the public wishes to provide to the Golf Board for its consideration must be emailed to sphelps@fcgov.com at least 24 hours before the meeting. Provide Comments via Email: Individuals who are uncomfortable or unable to access the Zoom platform or participate by phone are encouraged to participate by emailing comments to sphelps@fcgov.com at least 24 hours prior to the meeting. If your comments are specific to any of the discussion items on the agenda, please indicate that in the subject line of your email. Staff will ensure your comments are provided to the Golf Board. 1. CALL TO ORDER: 6:00 PM 2. ROLL CALL 3. AGENDA REVIEW 4. COMMUNITY PARTICIPATION (20 Minutes) 5. APPROVAL OF MINUTES: April 13, July 12 6. YOUTH SCHOLARSHIP PROGRAM • Youth Scholarship Committee 7. NEW BUSINESS • 2023 Season Review • Status of the Golf Board • Review Golf Board 2023 Work Plan 8. FINANCIAL UPDATE/ROUNDS 9. ADJOURNMENT Golf Board TYPE OF MEETING – (REGULAR) April 13, 2023 6:00 PM Hybrid Meeting 4/13/23 – 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 Jon Schmunk o Melissa King o Patrick Dawson (remotely) o Ross Liggett • 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 Melissa, seconded by Patrick, the Board voted (4:0) to approve the February 8, 2023 Minutes. 6. YOUTH SCHOLARSHIP PROGRAM • Scott provided a scoring matrix & a list of applications for each Board member, to score prior to the meeting. He explained the City Give appropriation process for donations. The Board reviewed the summary & ranking. After a brief discussion, they decided to issue more to Fort Collins residents. Residents ages 9-17 will receive $100 & residents ages 5-8 will receive $50. Non-residents ages 9-17 will receive $50 & non-residents ages 5-8 will receive $25. Dawn will start issuing the donations over the next couple of weeks. 7. NEW BUSINESS • Election of Officers BOARD NAME TYPE OF MEETING – (REGULAR) 4/13/23 – MINUTES Page 2 After a brief discussion, the Board voted (4:0) to elect Ross Liggett as Board Chairperson, Melissa King as Board Vice Chairperson & Jon Schmunk as Board Secretary. • Review 2024 fees & charges Scott reviewed the proposed fees & charges, as well as the rate comparison spreadsheet Dawn prepared. We will be increasing the Annual passes & Greens Fees in 2024. He reminded the Board that we are on a biannual budget. Scott mentioned that we would like to run a test for Dynamic pricing at Collindale. Ross mentioned that we need to make sure we are not underpricing ourselves & he suggested we consider increasing the Prime-Time rates. Patrick said we need to make sure we are also keeping up with inflation. Jon stated that it’s also important that we don’t overprice ourselves. The Board Voted (3:1 – Ross) to approve the 2024 rates as submitted by staff. • Collindale Outing The Board decided they would like to just play 9-holes. They would also like to show staff their appreciation by grilling for them, prior to the outing. • Golf Board Status Update Scott mentioned that the Council Ad Hoc Committee has been reviewing the various Boards & Commissions & they are considering rolling the Golf Board into the P&R Board. We will know more over the next few months. Scott would like to invite Davina to further discuss this with the Board. • Future Board Meeting Schedule Patrick mentioned that he has a conflict with the July meeting. The Board agreed to look at an alternate date, should that work for everybody. 8. OLD BUSINESS • Irrigation System Update – Southridge Scott said May 8th is the target date for significant completion of the project. We will be offering Non-PT rates through the end of the month, possibly into May. • Safety Netting Update – Southridge Scott said we will be replacing the netting at Southridge, along Lemay. • Cart Path Expansion Update – Collindale Scott informed the Board that we will be working on cart path expansion at Colindale. BOARD NAME TYPE OF MEETING – (REGULAR) 4/13/23 – MINUTES Page 3 • Refrigeration Equipment Update – Collindale We will be replacing the refrigeration unit in the restaurant at Collindale. • HVAC Replacement Update – Collindale Scott mentioned that we will be making some HVAC updates at Collindale. 9. ROUNDS REPORT/FINANCIAL UPDATE • We don’t have a financial report available at this time. Scott stated that our Youth pass sales have decreased, however our Youth on Course rounds have increased. Overall, we are up 12.58% from this time last year. Southridge is still down, due to the irrigation system project. We had a tough winter & we hope play continues to increase. 10. ADJOURNMENT On a motion by Melissa King, seconded by Jon Schmunk, the Board adjourned at 8:00. Golf Board TYPE OF MEETING – (REGULAR) July 12, 2023 6:00 PM Hybrid Meeting 0 7 /12/23 – 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 Jon Schmunk o Melissa King o Ross Liggett • Staff Members Present o Davina Lau o Dawn Worth o Nina Bodenhamer o Scott Phelps 3. AGENDA REVIEW • No updates were made to the Agenda. 4. PUBLIC PARTICIPATION • No citizen participation 5. APPROVAL OF MINUTES Due to a lack of quorum, the Board was unable to approve the March 13, 2023 Minutes. 6. NEW BUSINESS • Youth Scholarship Program Davina informed the Board that Council will be marking a determination to keep the Golf Board as is or absorb it into the Parks & Recreation Board. This would provide current Board Members the opportunity to serve on the P&R Board. Jon asked if they would have the opportunity to serve on other Boards. Davina stated that they would have the option to apply for other Boards but will automatically be given the opportunity to serve on the P&R Board. Ross asked what factors led up to this decision. She said Council has been reviewing the various Board & Commissions and determining if they have met their original intent and have achieved their purpose. Davina also mentioned that the Golf Board & P&R Board overlap with their intent. Scott stated that the Board BOARD NAME TYPE OF MEETING – (REGULAR) 07/12/23 – MINUTES Page 2 was heavily involved during some major projects, like the purchase of Southridge & building of the Colindale Clubhouse. He mentioned that Council has been looking into simplifying the Boards & Commissions for a while. Ross is concerned that this might affect the representation & transparency of the Golf Division. Melissa stated that she applied for the Golf Board with the intent of serving on this Board, she will not be applying for the P&R Board. Scott said he had a previous discussion with Patrick Dawson & he said he would like to continue his term on the P&R Board. Jon mentioned that he doesn’t agree with this direction & will need to think about continuing his term on the P&R Board. Scott stated that Board Members also have the opportunity to serve on the Youth Scholarship Committee, if they feel this is more in line with their goals. Scott asked the Board to contact him directly to let him know if they would like to continue their term on the P&R Board. Davin will need to take this information to Council. • Youth Scholarship Committee Nina stated that we appreciate the passion & effort the Golf Board has put towards the Youth Scholarship Fund. This is an incredible program that we want to continue. She stated that we encourage current members to serve on this citizen committee. This committee with will resume under Nina & the City Give Program. Nina said this will be similar to the Friends of the Garden Committee. Since City Give will be overseeing this committee, there is no need for a 501 C3. Nina briefly described the function of this committee. Ross and Jon stated that they would be interested in serving on this committee. Scott said Patrick mentioned he would like to serve as well. Nina said it would be ideal to have around 6-7 people. Scott mentioned that this would be less formalized than a Board. Nina suggested that we meet next month to further discuss the details. • Collindale Fireworks Event Scott said overall, the event will be the same, with a few modifications. The Board agreed that they would do the glow golf event again this year. Scott reminded them that the event will be September 29, during Ag week. Potts didn’t want to compete with the CSU Homecoming events. Ross said he still has equipment from last year. There will be follow up at the September 13 meeting. 7. ROUNDS REPORT/FINANCIAL UPDATE • Rounds are ahead, compared to this time last year, with the exception of Southridge. We are hoping their rounds will increase by next month. Scott said he has asked Marketing to start pushing paly to Southridge. • Scott stated that he should be receiving the June financials by the end of next week. He mentioned that the Youth on Course rounds have increased quite a bit, which has likely contributed to the decrease in Junior Pass sales. He reminded the Board that we will be BOARD NAME TYPE OF MEETING – (REGULAR) 07/12/23 – MINUTES Page 3 raising fees next year. He will be meeting with Kristin & Victoria prior to the September meeting. Scott said they will be reviewing the fee comparison sheet that Dawn prepared, to assure that our fees are inline with other courses. 8. ADJOURNMENT On a motion by Kathy Meyer, seconded by Ross Liggett, the Board adjourned at 7:30.