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HomeMy WebLinkAboutGolf Board - Minutes - 10/16/2013Golf Board Meeting – October 16, 2013 Page 1 of 5 Call Meeting to Order: Shane Houska called the meeting to order 6:00 pm. Agenda Review:  Introduce fee structure  State-data on Golfing  Tree removal memo Items of Note: Shane asked if there would be discussion regarding the National Golf Foundation’s Report. J.R. explained that we currently have a draft report; however when the final is available he will review it with the Board. He mentioned that the discussion regarding the rate structure is at the direction of the NGF. Jim voiced his concern that the Board’s opinions regarding pass structure and course maintenance wasn’t represented in the September Minutes, due to the recorder not working properly. The Board felt the Minutes should be amended to include these items. Citizen Participation: None at this time Approval of Minutes: On a motion by Shane, seconded by Don the Board approved the Minutes of September 18, 2013 with amendments. Minutes approved (4:1- Jim) Meeting Summary Tree Plan update J.R. introduced LeaAnn Haish, Park Supervisor. LeaAnn oversees both SouthRidge and Collindale. He informed the Board that Mike Calhoon, Park Supervisor, oversees City Park Nine. J.R. stated that LeaAnn will administer the tree inventory process for Collindale. Once the Collindale program is complete we will then move onto City Park Nine and SouthRidge. LeaAnn mentioned that we would like to implement a Tree Master Golf Board Special Meeting Wednesday, October 16, 2013 6:00 p.m. Board Chair: Shane Houska Council Liaison: Lisa Poppaw – lpoppaw@fcgov.com Staff Liaisons: J.R. Schnelzer 970-221-6301 – jrschnelzer@fcgov.com Dawn Worth 970-416-2265 – dworth@fcgov.com Golf Board Meeting – October 16, 2013 Page 2 of 5 Plan at all three courses. She informed the Board that there is a group of staff from Golf, Parks and Forestry working on the plan. She stated that currently they have only conducted one meeting. She reviewed the Mission Statement: Develop a comprehensive Tree Management Plan for Collindale that will insure that the course will be fair, playable and enjoyable for golfers of all skill levels and to ensure that the design characteristics endure for the enjoyment of future generations. The team consists of LeaAnn, Parks Supervisor, Doug Evans, Colindale Superintendent, Tim Buchanan, City Forester, Ralph Zentz, Assistant City Forester, Del Bernhardt, Forestry Supervisor, Denae Cameron, Forestry Field Worker, Bill Whirty, Manager of Parks, and Mike Calhoon, Parks Supervisor. LeaAnn mentioned that Denae has provided a GPS inventory of the trees. Don asked if any of the individuals on the team golf and if any are directly involved in the operation of the golf course. J.R. said all Golf and Park staff is directly involved and Forestry assists in course projects. Don explained that he was specifically inquiring about Dale Smigelsky, Collidale Golf Professional. LeaAnn mentioned that they did involve Dale with the tree removal that already occurred. They didn’t include him at the meeting, but she feels it would be a good idea and will bring it up with the team. Don stated that in the letter that he drafted on the Board’s behalf there was mention of Board Members being interested in being involved in the process. Don stated that the majority of the Board Members are pretty enthusiastic golfers so it might be beneficial to include them. Kevin feels it is good that they are including different levels of staff to cover every aspect, including Doug Evan to assure follow-up of the turf. Jim feels that root exposure should be covered under safety concerns. Shane stated that all levels of safety should be covered. J.R. said he doesn’t feel concerns regarding roots should be in the mission statement. LeaAnn said staff has taken inventory of the trees which includes species, common name, condition, location and diameter. J.R. said all of this information was input into the GPS system. LeaAnn reviewed the slid and explained that each species of tree was assigned a specific color that the system has the capability to search one specific tree species at a time. She mentioned that this inventory was done prior to the first tree removal so every tree that was on the course this spring is in the system. LeaAnn explained that one of the goals was to help increase revenue. She informed the Board that last year SouthRidge had more rounds than Collindale and now that gap is closing so we are trying to determine if this is due to the tree removal. She said are also hoping to improve pace of play. Shane stated that pace of play is always an issue, but the tree removal did benefit playability. LeaAnn reminded the Board that we removed 72 trees in the first phase. She mentioned that staff has reviewed Mark Miller’s plan and he felt tree removal would be beneficial for the course. JR informed the Board that Emerald Ash Borer has been located in Boulder which has caused concern for Forestry. He said if it reaches Fort Collins it can wipe out all of our Ash trees. Kevin explained that old trees can easily be easily affected by this. Shane asked how many Ash trees were on the course and LeaAnn said Collindale has 74 Green Ash trees. JR mentioned that the CSU Forestry Department and the State Forestry Service are currently looking into this. He said that there isn’t a lot that can be done to prevent this occurrence so we are hoping this remains an isolated incident. J.R. mentioned that it affects the canopy of the trees and they create a d-shaped entry. Kevin said it might be beneficial for Doug Evans to attend the Rocky Mountain Regional Golf Superintendents Association meeting in December because they will likely discuss this. J.R. assured the Board that Forestry is very involved. He informed the Board that this could affect 15% of the city trees, which is roughly between 75,000 to 90,000 trees. Jim asked if we were contracting Mark Miller to assist with the Master Tree Plan. J.R. stated that we haven’t discussed that at this point. Jim asked if a decision was made to do so if the Board would be involved in the process. Shane stated that the Board would make a recommendation. J.R. clarified that the Board would provide input, but they wouldn’t have to vote on it. Jim stated the responsibilities of the Golf Board as stated in the City Code: The Board advises and makes recommendations to the Director concerning the terms and conditions of any agreements to be entered into with golf professionals and other concessionaires in connection with City-owned golf courses, as well as other agreements which may affect the management, operation, maintenance, construction or acquisition of City- owned golf courses; assists in the procurement of goods and services for City-owned golf courses, including the Golf Board Meeting – October 16, 2013 Page 3 of 5 selection of golf professionals, concessionaires and other contractors, as defined; and advises and makes recommendations to the City Manager concerning approval of annual fees and charges at City-owned golf courses. J.R. said if we decide to contact Mark Miller, or any other contractor, two Board Members will sit on the panel just like has occurred during the selection of Concessionaires. LeaAnn stated that she has looked at tree managements plans at other courses and typically the recommendation is that you use an architect. Jim asked if staff knew what Mark’s background was and if Mark being a friend of Mike Enright, Assistant Superintendent, was a conflict of interest. J.R. informed the Board that we have to go out to bid if the amount is over $50,000 we have to bid and if it comes to hiring a contractor the Board will be involved in the process. Shane mentioned that Mark provided his design service at no cost. LeaAnn stated that Mark graduated from CSU and used to live in Fort Collins. Tim stated that he hasn’t reviewed the plan and would like a copy. Jim feels that we should be aware of Mark’s credentials. J.R. said the plan is more entailed, but we took a look at what was doable now that would be most beneficial for the course. J.R. reminded the Board that staff is just getting started with the process and will continue to update the Board. Don feels the plan need to also cover tree planting, not just the removal of trees. LeaAnn said that is part of our goal. J.R. said we are identifying what needs to be done to enhance the golfing experience. He stated that Tim very well-known and has a great reputation. LeaAnn mentioned again that she felt Dale would be a valuable asset to the team. J.R. said we are hoping to have a draft plan completed by March 1st and would like to review it with the Board at their March 5th meeting. Shane said he would like for the plan to address maintenance of the trees as well. Kevin stated he would like for it to include follow-up from the maintenance staff relating to turf issues. Kevin mentioned that he feels that the maintenance staff at SouthRidge does a good job of assuring that the turf is repaired after a project. LeaAnn said we took precautions because we weren’t sure how the first round would affect playability; however it seems to have helped. Shane feels this is a good start and that he believes I was beneficial for the course. Tim likes the idea of the plan; he just wants to assure that it doesn’t affect the challenge of the course. J.R. said the plan will be in place before any further tree maintenance is conducted. Don feels a periodic updated would be beneficial to let other golfers know what is going on. J.R. agreed and mentioned that the Board is the advocate for Golf the community. Jim feels having the Board updated on what is taking place at the courses is beneficial for customer service. He said he enjoys talking to people from out of town and discussing their opinions of the courses. The Board thanked LeaAnn for her time. 2014 work Plan and Meeting Schedule J.R. Board reviewed the Draft 2014 Work Plan and Meeting Schedule. He mentioned that we can amend this throughout the year. Shane suggested that tree removal be added. J.R. said we are hoping to have the draft available in March for the Board to review. Jim asked if we would be contracting the tree removal and J.R. explained that Forestry will be assisting in the process, if time is permitted. He explained that Forestry’s main priority is public trees and if the Emerald Ash Borer reaches Fort Collins that will have to be their priority. On a motion by Shane, seconded by Kevin the Board approved the 2014 Work Plan and meeting schedule with the addition of the Tree Removal Plan. Approved (5:0) Other Business The Board agreed on a Veteran’s rate of $12.00 per 9-holes for November 9-10. He said this rate is for Veteran’s only, but we will not ask for an I.D. J.R. stated that we will market this on line as well as at the courses. J.R. reminded the Golf Board that the 2013 Annual Report will be on the November Agenda for review and approval. Golf Board Meeting – October 16, 2013 Page 4 of 5 J.R. stated that Board elections are typically held in February; however since the Board doesn’t meet again until March after their November meeting they will need to hold the elections in November. Jim mentioned that he felt the current officers are doing a good job and suggested that they remain. On a motion by Jim, seconded by Tim, the Board voted (5:0) to reappoint the following: Shane Houska, Board Chairperson, Johnny Hodges, Board Vice Chairperson and Don Sinnar as Board Secretary. J.R. reminded the Board that we currently have a Draft report from the NGF. He stated that it was determined that our overall operations are good; however Richard felt that we are under-valued and should consider a fee increase. He suggested considering raising it as much as $3.00. He also felt it would be beneficial to create more stability with our Golf Professionals by extending their contracts. J.R. informed the Board that he met with Marty Heffernan, Executive Director of Community Services and Gerry Paul, Director of Purchasing and Risk Management, to discuss the structure of the Golf Professional’s contracts. He also spoke with the City Attorney’s office to determine if we could legally extend the number of years and this appears to be a possibility that we are considering. J.R. said Richard also expressed his concern that our fee structure is somewhat complicated, particularly the carts. He suggested we consider implementing one single rider rate. Staff then met to review the current structure and is considering raising green fees and implementing one single rider rate $9.00 for 9-holes and $15.00 for 18-holes. We fill that it will be less confusing if we simplify things Jim is concerned that seniors may have an issue with the cost. Don stated that they will still receive a discount on green fees. J.R. said Richard mentioned that a lot of courses have abolished Annual Passes. This is something that we are taking a look at, but we haven’t made any decisions. He said if this happens we will direct golfers to purchase a Premier Cards because they will receive a discount on green fees and carts. Tim asked if you can currently purchase an Annual Pass with a Premier Card and J.R. explained that we don’t allow that because both are already discounted items. Tim mentioned that he enjoys having an Annual Pass because it makes you feel that you are a part of something. J.R. stated that if we abolish Annual Passes we would allow people to purchase them for that year and they would then be grandfathered in; however if the opt to not purchase a pass that year they will no longer be allowed to do so. Tim suggested that staff consider charging private cart holder the single rider rate as well instead of the current $20.00 rate. Jim suggested that we charge $400.00 for the use of all three courses instead of the current $250.00 and $150.00/additional course. J.R. mentioned that most people only utilize one or two of the courses. Tim said his primary course is Collindale and he pays the additional $250.00 for SouthRidge, but if he plays a tournament at City Park Nine he has to pay more than someone renting a cart from the course. J.R. said that he would take discuss these suggestions with staff. Tim asked if the half-year passes were going to be abolished and J.R. said that we are considering this. Richard also felt this wasn’t a beneficial for the Golf Division. Don asked if Dawna could prepare a comparison of who much a golfer would pay for 18-hole and a cart this year to what they will be paying next year with the suggested fee increases. J.R. said we would inform Dawna of his request. J.R. stated that we will discuss the memo regarding the tree removal plan and state-data in November. Financials J.R. mentioned that we are behind in rounds from this time last year which is likely due to weather. However; are up in revenue and should make budget for the year. J.R. mentioned that the Premier Card has done very well and our junior pass sales increased this year. Jim mentioned that he appreciates Dawna’s detailed rounds reports. J.R. stated that we are down at SouthRidge and we will be taking a good look at that. He stated that we are trying to determine if it has to do with the increase in rounds at Collindale, perhaps due to the tree removal. Shane stated that hopefully we have better weather to help us determine this more accurately. Golf Board Meeting – October 16, 2013 Page 5 of 5 On a motion by Kevin, seconded by Shane the Board adjourned at 7:40 p.m. Respectfully submitted, WtãÇ jÉÜà{ Administrative Assistant, Golf Division Attendance Board Members: Kevin Gallagher, Shane Houska, Tim Martinez, Don Sinnar, Jim Snyder, Staff: J.R. Schnelzer