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HomeMy WebLinkAbout10/11/2023 - Golf Board - Agenda - Regular Meeting10/11/23 Agenda Page 1 7/12/23 Golf Board SUMMARY AGENDA October 11, 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 October 11, 2023 6:00PM – 8:00PM Online via Zoom or in person at 413 South Bryan Avenue 10/11/23 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: September 13, 2023 6. YOUTH SCHOLARSHIP PROGRAM 7. NEW BUSINESS · Review 2024 Golf Fees & Charges · Review Policy & Procedure Updates · Contract Renewal – Matt Magley · Review Draft 2023 Annual Report · Prepare Survey for Constituents · Recap Collindale Firework Event 8. FINANCIAL UPDATE/ROUNDS 9. ADJOURNMENT Golf Board TYPE OF MEETING – (REGULAR) September 13, 2023 6:00 PM Hybrid Meeting 09/13/23 – 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 Dawn Worth o Scott Phelps 3. AGENDA REVIEW · No updates 4. PUBLIC PARTICIPATION · No citizen participation 5. APPROVAL OF MINUTES On a motion by Melissa, seconded by Ross, the Board Voted (4:0) to approve the Minutes of April 13 & July 12 meetings. 6. YOUTH SCHOLARSHIP PROGRAM Scott reminded the Board that a meeting was scheduled with Nina Bodenhamer, Director of City Give, last month to discuss the implementation of a citizen committee. Ross attended the meeting. He explained that City Give and the new committee will be taking the lead. Valerie and her team will continue to assist with promoting and marketing materials. Scott and Dawn will be assisting as needed. We will reconvene after the Collindale Firework event later this month. Scott suggested that we adjust the committee meeting time. At the Firework event we will accept donations for the fund and will provide a flyer to recruit committee members. BOARD NAME TYPE OF MEETING – (REGULAR) 9/13/23 – MINUTES Page 2 7. NEW BUSINESS · 2023 Season Review Scott reviewed the 2023 season with the Board. He mentioned that the courses are aerating this month. Marketing has posted the information on our website and through social media. During this time, we will be offering a discounted rate. They have also continued to push play at Southridge. Though play is still down a bit, it is starting to increase. 2023 was also one of the highest years for precipitation. Scott explained that we pay for our water upfront for the year, so the financials don’t reflect the savings. He mentioned that Ken Smith, Assistant Superintendent at Southridge, is retiring at the end of this month. Ken has been with Southridge since the beginning. We will be recruiting for this position soon. We have started a beta test for Dynamic Pricing at Southridge. Scott will be meeting with Kristin and Victoria to determine the final 2024 rates, that will be submitted to the City Manger for approval. He will review these rates with the Board at their October meeting. We are hoping to offer the 2024 passes at this year’s rate. The last time we did this it was successful. Marketing is planning to start promoting this later in October or early November. Scott said he will be reaching out to the Concessionaires regarding contract renewals. He doesn’t foresee any issue, but he would appreciate any feedback that the Board might have. · Status of the Golf Board Scott informed the Board that Council did vote to absorb the Golf Board into the Parks & Recreation Board. So far, Patrick is the only member who has expressed his interest. Scott informed the Board that the P&R Board will expand to accommodate the additional member. However once Patrick’s term expires, he will be required to reapply for a position on the P&R Board. This will then take the Board back down to its original number of members. Scott mentioned that the P&R Board currently has members that play in leagues at our courses, so we will still have good representation. · Collindale Fireworks Event The Board is planning to run the Glow Golf course again at the event. Scott mentioned that Kevin Sheesley, Collindale Food and Beverage Concessionaire, would appreciate if the Board would put together a team for the tournament. He informed them that we only have 8 teams left, the max is 144 players. Ross said he would try to get a team together. He also agreed to speak at the event. We will also ask Mr. Garfield if he would like to speak again this year, to promote the Youth Scholarship program. Scott mentioned that the Marketing staff has really been promoting the event. He said Nutrien is sponsoring a team that the Superintendents will be playing with. Pott’s staff also started their public outreach sooner this year. So far, we haven’t received any concerns BOARD NAME TYPE OF MEETING – (REGULAR) 9/13/23 – MINUTES Page 3 about the event. · Review Golf Board 2023 Work Plan The Board reviewed their 2023 Work Plan. Davina Lau, Public Engagement Specialist, said the Board isn’t required to submit a 2024 Work Plan since they are being absorbed into the P&R Board. The Board agreed that it is still necessary for them to gain feedback from constituents in November, for Patrick to take to the P&R Board. Dawn will reach out to Davina to determine if there is a need to post this gathering. 8. FINANCIAL UPDATE · Scott reviewed the financial report with the Board. He mentioned that he needs to clarify some of the information with Kristin. Cart revenue is down, likely due to rain and the courses being walking only. The Concessionaire payments are down, but it doesn’t seem to include the most recent payments that have been made. Range revenue is also up. Scott reminded the Board that we increased our rates this year and usage has increased as well. He informed the Board that we have been having issues with our alarms at Collindale, and this led up to other unexpected expenses. Not only do we have to purchase a new fire panel, but we also need to update our vent system and new sensors. 9. ROUNDS REPORT · City Park Nine is up a bit this month, but Collindale & Southridge are down some. However overall, we are up 1.35%. We are hoping to surpass last year’s rounds of 94,641. Scott mentioned that we had to pay for a range monitor because a golf ball hit someone at Warren Park. We are determining the best approach to prevent situations like the from occurring. He reminded the Boad that our policy states that the golfer is responsible for errant balls, but we want to do our best to prevent things like this from happening. Scott said we are also considering limited flight balls. 10. ADJOURNMENT On a motion by Jon, seconded by Melissa, the Board adjourned at 7:30. Golf Board 2023 Annual Report December 13, 2023 413 South Bryan Avenue 2023 ANNUAL REPORT Page 1 The Golf Board advises and makes recommendations to the Director of Community Services and the City Council as to rules, regulations, policies, administrative and budgetary matters pertaining to the operation and maintenance of all City owned golf courses; City Park Nine, Collindale and SouthRidge. The City of Fort Collins Golf Board held 6 Regular meetings and a Course Outing in May. Board Members were Patrick Dawson, John Litel, Melissa King & Ross Liggett. John resigned from the Board in February. The Board elected officers were Ross Liggett, Board Chairperson, along with Melissa King, as Board Vice Chairperson and Jon Schmunk as Board Secretary. Jeni Arndt served as City Council Liaison to the Board. Mike Calhoon, Director of Parks, along with Scott Phelps, Manager of Golf, Kristin Flower, Finance Analyst, and Dawn Worth, Business Support, provided staff support to the Board. Liz Danzig, Valerie Van Ryn & Emily Haukeness provided Marketing support. 1. GOLF BOARD STRUCTURE AND GOALS · Continued to be advocates for City of Fort Collins Golf Division. · Advocates for sustainable improvements. · The Board advocated for the Youth Scholarship Fund. o It was determined that a citizen committee, with guidance from City Give, would be taking over the Scholarship Fund after this year. · In September the City Council voted to absorb the Golf Board into the Parks & Recreation Board. Golf Board Members had the opportunity to transfer to the P&R Board. o Patrick Dawson was the only member who chose to do so. o He will take feedback from the golf constituents to the P&R Board. 2. BUDGET/FEES · The Board was updated regarding the financial status of the Golf Division. · Reviewed the 2024 fees in April & October. 3. ROUNDS/ANNUAL PASS SALES · In 2023 we had ___18-hole rounds, ___ rounds more than 2022. · We sold 563 annual passes. o This is 14% down from 2022, youth passes being the largest decrease. o There were more Youth on Course rounds, than youth pass rounds in BOARD NAME 2023 Annual Report 2023 ANNUAL REPORT Page 2 2023. o 2024 passes were sold at the 2023 rates, in hopes of increasing sales. 4. NEW POINT OF SALE SYSTEM · Staff continued to learn the reporting features of the system. · Continued marketing through Pitch. o Lightspeed marketing tool 5. MARKETING · Regional Partnerships o Continued to research opportunities for partnerships. o The Birdie Alliance program continued, with the cities of Boulder, Este Park & Greeley, exchanging complementary rounds that were used to incentivize the Super Pass value and for Marketing Promotions. · Social Media o Created consistent social media presence. o Staff recruitment o Continued monthly newsletter. o Live League & Tournament posts · Golf Specials & Course Promotions o Green Saver o Holiday Promotion o Veteran’s Day o League Promotions o Event Rental Space Promotion o Non-PT & Off-Season Rates · Tournament Kits o Updated with 2023 fee increases. o Given out with donation requests. · Junior Golf o Awarded a total of $8,050 to 119 Youth Scholarship applicants. o Updated website to better highlight Junior golf. o 5th graders golf for free golf program o Junior golf camps o Youth on Course o Promoted Junior Passes o No per play fee BOARD NAME 2023 Annual Report 2023 ANNUAL REPORT Page 3 o 6 additional buddy visits · Digital & Print o Cart Plaquards o Materials for annual pass vs. premier card comparison o Fee sheets o Facility television monitor ads o Advertisements at CSU games. · Partnerships o Continued our partnership with CSU Athletics & Poudre School District · Sponsorships o Elevations o Scorecards & 4th of July Tournament at City Park Nine. o Dellenbach o Scorecards o Pedersen Toyota o Sponsored the range balls. 6. COURSE UPDATES/EVENTS · The Golf Professionals presented to the Board in February · The City Championship was held at all three courses. · CSU intermural leagues played at all three courses. · The Women’s Open was held at Collindale & Southridge. · City Park Nine o Updated signs at the course. o Contract extension for Matt Magley, City Park Nine, Golf Professional, was discussed in October. o Groomed the course for cross country skiing. · Collindale o Rebuilt diversion structure. o Held the 2nd Annual Fireworks event in celebration in September. o A portion of the proceeds went to the Youth Scholarship Fund. o Completed concrete cart path widening. o Replaced refrigeration unit in the restaurant at Collindale. o HVAC updates took place in the clubhouse. o ADA restroom improvements. o Irrigation ditch diversion. o Bids for concrete expansion. BOARD NAME 2023 Annual Report 2023 ANNUAL REPORT Page 4 o Fuel tanks replaced. · Southridge o The irrigation project was completed in May. o Installed pond lining & wet well on hole #5. o Dredged pond on #11 & #12. o Replaced safety netting along Lemay. o ADA restroom improvements. o Repaired flooding in clubhouse. 7. SUSTAINABLE PRACTICES · The Board was strong advocates for the Southridge irrigation & native grass project. · Continued integration of electric and hybrid equipment at all courses. 8. POLICIES & PROCEDURES · The Board reviewed policy updates in October. 9. STAFF UPDATES · City Park Nine o Nate Blackwell was hired as a Technician. · Southridge o Ken Smith retired after 30+ years of service. · Collindale o Tim Miller completed QS pesticide applicator & Toro Mechanic training in Minneapolis.