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HomeMy WebLinkAboutGolf Board - Minutes - 01/10/2018Golf Board - Minutes Page 1 of 5 Call Meeting to Order: James Penland called the meeting to order at 6:00. Agenda Review No changes to the Agenda Items of Note: Mike mentioned that Ashley Gruber was unable to attend the meeting, but would be conference calling into the meeting. The Board welcomed Michael Hardisty and Jon Schmunk. Michael started visiting Fort Collins in the mid 80’s and decided to move here in 2009. After leasing a house around SouthRidge he decided to get back into golf. Michael was in the hotel & resort industry for 40 years, which was centered a lot around golf. He is looking forward to contributing to the Golf Board. Jon moved here 14 years ago to open a new Whole Foods. He has been enjoying golf since his 20’s. Jon has been working with Doug Perry in the Pro Shop. Golf is a passion of his and he plays as often as possible. Jon is eager to be on the Board. Citizen Participation: No citizen participation Approval of Minutes: On a motion by Kathy Meyer, seconded by Ross Liggett, the Board unanimously (7:0) approved the Minutes for December 13, 2017. Meeting Summary Board Discussion: Superintendent Presentations Ken Smith, Interim Superintendent at SouthRidge, introduced Josh Evans, Parks and Grounds Technician. He mentioned that Josh does an amazing job with the sprinkler repairs. Ken stated that Steve Wallace, Parks and Ground Technician, is a great mechanic. Ken believes SouthRidge has a great staff that works very well 0BGolf Board Regular Meeting Wednesday, January 10, 2018 6:00 p.m. Board Chair: Kathy Meyer 1BCouncil Liaison: 2BBob Overbeck 3BStaff Liaisons: 4BMike Calhoon, mcalhoon@fcgov.com Dawn Worth, dworth@fcgov.com Golf Board - Minutes Page 2 of 5 together. He believes our courses are a destination for public golf in Colorado that offers premier value and a continual commitment to quality and stewardship. Ken reviewed their 2017 projects. • Relocated irrigation satellite on #5 and #6 • Added irrigation to #6 tee • #9 pond dredge/trap renovation • Audubon Sanctuary re-certification Ken stated that they take pride in the Audubon program. It shows that SouthRidge is helping to protect the environment and staff enjoys seeing the wildlife. He reviewed their 2018 planned projects. • Concrete cart path installation • #3 and #4 irrigation ditch leak repair • Driving range wet area • #16 tee wildflower area Ken stated that Mike has been working diligently on the ditch leak repair. There was a lot of settling water on the course at the back of driving range and they weren’t certain as to where it is coming from. Josh stated that it could have possibly been the siphon from the Rail Road tracks. The water has since dried up. Ken said they are considering putting up a bee hive by the wildflower patch. He mentioned that their bees didn’t make it this year, however they did produce some honey. Ken stated that he really enjoys having bees on the course. Ken feels the concrete cart path will be a great improvement, it will really enhance the area. He commented on the wear and tear of the netting. Ken said at times employees get a little too close to the netting which also contributes to the damage. He feels the wildflower patch will really enhance the looks of that area. Ken reviewed their ongoing projects. • Safety and wellness • Irrigation System maintenance • Cart path maintenance • Trap enhancement • Volunteer program • Environmental stewardship and sustainability Ken said they had a great year for safety and wellness. They contribute this to assuring they are training staff well. They continue to spend a great deal of time repairing the irrigation system. He feels they are very fortunate to have skilled staff to address these ongoing issues. Ken said they have really been focusing on fixing the potholes on the cart paths. With the wind blowing the way it does at times, there’s an issue with sand blowing out of the traps. Ken stated that he really appreciates their volunteers and feels they are a real benefit to the course, they take pride in the course as well. The SouthRidge staff understands the importance of stewardship and sustainability. They are trying to assure the best quality with the least amount of pesticide possible. Ken said they recognize that the course has been wet for many years. They plan to firm up the course and are going to utilize the irrigation system the way it should be. He believes it would be beneficial for them to strengthen their relationship with the Clubhouse staff. Ken appreciates the other courses sharing their knowledge and assisting them when needed. He informed the Board that Jim Higgins assisted them with the pump house this fall. Ken said they will be clearly marking the course this year. Ken informed the Board that they are going to assure that staff is more engaged. We need to encourage and allow staff to take classes they are interested in as well as classes that will assist them in their career. Ken stated that the SouthRidge staff takes pride in what they do and they do it because they love it. He thanked the Board for their time. Golf Board - Minutes Page 3 of 5 Jim Higgins, City Park Nine Superintendent, believes he and his staff are very lucky to do what they love and fortunate to enjoy the beauty of nature while doing it. Jim worked with the City’s signage shop to update their course signs. He informed the Board that they were able to incorporate some of his photographs in the background to make the signs more engaging. Jim reviewed a couple examples with the Board. He reviewed their 2017 projects and challenges. • Maintenance Shop driveway • # 6 tee cart path • Start #3 tee cart path Jim stated that they don’t have the funding for a lot of concrete so they were fortunate to have the Streets Department assist them with the project at the front of the Maintenance Shop. They started on #3 and plan to work on several more in 2018. The Streets Department roto milled the old cart path out of the way. Jim reviewed photos of their projects. He said fairways and tees continue to be a high priority. Jim mentioned that they were able to aerate fairways in 2017. Worms on the course continue to be a challenge because there isn’t a product labeled specifically for the treatment of worms. He stated that Tea Tree oil in the fertilizer appears to have a positive effect. Though it’s a bit more expensive, they have been able to find the funds for it. He mentioned that there has been an issue with portions of the fairways getting wet and mucky due to shading until spring. They were able to get a conversion unit irrigation head that fit into the body of the irrigation springs on those holes that greatly benefited this issue. Jim informed the Board that they also have bee hives on their course and unfortunately their hives failed as well. This year he is hoping to refill their hives by applying lemon grass oil. He mentioned that they have also renewed their Audubon Certification. They installed a butterfly garden by the ladies #6 tee, which came to maturity this year. He said overall they had a great year and they are looking forward to the 2018 season. Jim thanked the Board for their contribution to Fort Collins and the Golf Division. Doug Evans, Collindale Superintendent, mentioned that he has been the Superintendent at Collindale for 27 years and he also worked at Collindale while attending CSU. Doug reviewed his full-time staff. Mike Enright, Assistant Superintendent, Brent Johnson, Parks and Grounds Technician, and Dennis Smith, Parks and Grounds Technician. He stated that he is fortunate to have such great staff that takes pride in what they do as well as striving for the best, they are like a family. Doug feels that the City of Fort Collins has three great course. He reviewed their 2017 projects. • # 8 cart path installation • Installation of new tee markers • Installed water line Doug mentioned they encountered some issues with the new tee markers. There were damaged signs that they were unaware of. He said despite the issues they had everyone came together and the project was a success. Doug showed the Board the new location of #16. He mentioned that they kept some where they were currently location, but felt it was best to relocate others. Doug informed the Board that the fresh water line from the clubhouse to the residence, residence to the cart shed and cart shed to the maintenance building was replaced. He mentioned that the old pipe was 50 years old. Prior to the installation they had 4 major leaks on the existing line that were difficult to repair and took a great deal of time. He reviewed photos of the project and explained the boring process. Doug reviewed their 2018 projects. • Enlargement of #8 • Ornamental Bed installation around #1 and #10 tee box signs Golf Board - Minutes Page 4 of 5 • #17 bunker renovation Doug mentioned that the Warren Lake Ditch created a sinkhole on Lemay in 2017. Streets had to temporarily patch it. They’re planning to install a concrete culvert under Lemay Avenue as well as the Dixon Ditch. This will close lanes for about 3 weeks, however it will be nice once it’s done. During this project they are going to backfill and bring the area up to a grade which will be an extension of the #8 tee. Doug stated that his staff takes great pride in what they do. He also mentioned how much he appreciates the relationships he has with the other courses as well as other departments in the City. Doug thanked the Board for their hard work and dedication to the Golf Division. Policy and Procedures The Board reviewed Article 4 Section 2 of the Bylaws regarding election of officers. On a motion by Kathy, seconded by James, the Board unanimously voted (7:0) to amend the Bylaws Article 4 Section 2 to change the election of officers to take place in January rather than March. The Board reviewed the Policy updates. Mike mentioned that he amended the table of contents and highlighted all updates in red. He stated that we are going to be more diligent about updating this document annually. Mike informed the Board that he added the updated Cash handling policy. Finance is requiring those handling City funds to review the policy and sign the acknowledgement, which will include those in the Pro Shops. He also mentioned that we have added the updated Organization Chart. He reminded the Board that Kevin Williams is the only Parks Supervisor that oversees the Maintenance staff. James Penland suggested we include the use of Premier Cards for Tournaments and that Non-Fort Collins residents can purchase Premier Card as well. Mike suggested eliminating the section regarding the Non-Fort Collins residents. James mentioned not being aware of the Golf Division issuing donations and feels that’s a great benefit to organizations. James asked how things have been going with PSD. Mike stated that his meetings with them have gone well and he is hoping they will assist us in promoting our 5th grade program. He also informed the Board that they will be meeting again with CSU to review the Parks and Recreation contract. Mike mentioned that we will be installing security cameras in the Pro Shop by April 1st . Michael feels it’s prudent to have a Core Standard of Performance for the Maintenance Staff. Mike said he can incorporate that during their annual reviews. On a motion by Kathy, seconded by Tom, the Board unanimously voted (6:0) to approve the Policy and Procedure updates as amended. Ashley’s call was dropped at this time, which reflects in the voting numbers. 2017 Annual Report After review and a brief discussion, on a motion by Ross, seconded by Kathy, the Board unanimously voted (6:0) to approve the 2017 Annual Report. Election of Officers The Board had a brief discussion regarding the election of officers. On a motion by James, seconded by Ross, the Board unanimously voted (6:0) Kathy Meyer Board as Chairperson. On a motion by Ross, seconded by Kathy, the Board unanimously voted (6:0) James Penland as Vice Chairperson. On a motion by Kathy, seconded by James, the Board unanimously voted (6:0) Tom Rock as Board Secretary. Other Business Mike informed the Board that Doug Perry’s contract expires the end of 2018. This is his second, five-year term so we will be going out to bit. He reminded the Board that we typically have two Board members sit on the Golf Board - Minutes Page 5 of 5 panel. Kathy and Ross expressed their interest. Kathy asked when the process would start. Mike stated that we would start the process around September. Board Members and Staff Comments Mike mentioned that we will be starting the BFO process again in about a month and he will continue to update them throughout the process. Financials Mike is pleased that we are doing well despite losing 2 weeks in May as well as August. He mentioned that we haven’t received the Potts payment for November or December which is $16,250.29 in revenue that hasn’t been posted as well as $9,450 for the final rental payment for SouthRidge. Mike hopes Finance will post those funds back to 2017. He reviewed the increase in Admin services. He stated that we saved $20,000 on irrigation supplies. Mike reminded the Board that we will retire one of the bonds this year. Tom stated that it’s disappointing not having the option to offer hourly employees healthcare. Mike mentioned that this is an over estimation from the Budget Manual of what we should put in the budget. Michael asked what the policy states. Mike informed the Board that any employee working under 30 hours a week you are not eligible for health care. He mentioned that they have year round seasonal and have been informed that by 2022 that will no longer be an option. The Golf Division won’t be affected by this as they don’t have year round seasonal employees. Mike reviewed the number of passes we sold and mentioned he was disappointed that there was a decrease in the 17 & under category. He is hoping the 5th grade problem will help address this. The 18-59 is slipping a bit; however the older age ranges are going up. Mike reviewed the rounds report. He stated that staff has done a great job getting the courses prepared for any opportunity we have for the courses to be open. Adjournment: On a motion by Kathy Meyer, seconded by Ross Liggett, the Board adjourned at 8:00. Respectfully submitted, Dawn Worth Administrative Assistance, Golf Division Board Attendance Board Members: Ashley Gruber (conferenced called), Michael Hardisty, Ross Liggett, Kathy Meyer, James Penland, Tom Rock, John Schmunk Staff: Mike Calhoon, Doug Evans, Josh Evans, James Higgins, Doug Perry, Ken Smith, Kevin Williams, Dawn Worth