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HomeMy WebLinkAboutGolf Board - Minutes - 08/10/2016Golf Board - Minutes Page 1 of 3 Call Meeting to Order: James Snyder called the meeting to order at 6:00 pm. Agenda Review & Items of Note: None Citizen Participation: None Approval of Minutes: On a motion by James Penland, seconded by John Lyttle, the Board unanimously (6:0) approved the Minutes of April 13, 2016. Meeting Summary Board Discussion: Periodic Review Mike Calhoon introduced Councilmember Gino Campana to the Board. Gino reviewed the Periodic Review questionnaire the Board had prepared. The Board mentioned that they would like to garner more public input. James Penland asked whether or not staff has considered comment boxes. Mike reminded the Board that we will be implementing a survey, which will give golfers the opportunity to provide input. James Snyder mentioned that the board members do have regular contact with the public on the courses; however we rarely have public input at our meetings. He suggested that we post the Agendas at each course. Ashley mentioned that we should also post our annual meeting schedule. Gino suggested that we look into printing the meeting schedule on the scorecards. Mike informed Gino that the scorecards are preprinted and there is always a chance that the schedule could change; however we could probably post the meeting schedule in the carts. James Penland mentioned that we would need to make it available to walkers as well. Gino stated that the public might be more engaged if they have more opportunities to do so. The Board mentioned that the Minutes are their primary communication tool with the Council Liaison; however it would be helpful if the liaison could attend more meetings and/or communicated in writing back to the Board. Gino stated that he hasn’t been receiving all of the Minutes for the Golf Board. Mike stated that Dawn will assure that the Minutes are being submitted to the City Manager’s Office as well. Gino also mentioned that if there is a particular meeting the Board feels would be beneficial for him to attend to please send him an invite. The Board inquired as to whether or not it’s a requirement for Board Members to play golf. Gino said he doesn’t believe it is a requirement. Kathy mentioned Golf Board Regular Meeting Wednesday, August 10, 2016 6:00 p.m. Board Chair: Johnny Hodges Council Liaison: Gino Campana Staff Liaisons: Mike Calhoon, mcalhoon@fcgov.com Dawn Worth, dworth@fcgov.com Golf Board - Minutes Page 2 of 3 that it would beneficial for members to have a general interest in golf. Gino explained that he enjoys golf himself; however he doesn’t have much opportunity to golf these days. The Board mentioned that they would like Gino to participate in one of their outings next season. Mike explained that the Board changed their Work Plan to accommodate outings to each course. He stated that this was an opportunity for staff and the Golf Board to interact. Gino said he was open to the opportunity and ask that the Board inform him of when the outings are scheduled next season. The Board then discussed BFO offer 14.3: SouthRidge Irrigation System Replacement. Gino said that he did review the letter the Board submitted. James Snyder explained that staff has to spend a great deal of time fixing issues with the current system. He said this also creates an issue with not being able to water properly. Mike mentioned that they had to purchase a backhoe to address the continuous repairs they are faced with. Gino asked if we could do the replacement is phases. Mike said it would be beneficial if we were able to access our reserves. Gino suggested the Board look into fund raising as well. James stated that it seems like it’s always a competition for funds between the irrigation system and the need for new equipment. He said staff is continuing to do their best with what they’ve got. Gino asked if the Golf Division had a Capital Improvement Plan in place. Mike said that we do, but we need to refine it. Gino said there are a lot of competitive offers. Mike said implementing a new system would create a savings of 20%. James Snyder mentioned that it would also save on electricity. Gino said it’s beneficial to explain your carbon footprint. He encouraged the Board to put together some bullets points, attend a meeting and really sell this offer so everyone fully understands. James Snyder said it would also be beneficial if the Golf Division were able to utilize the tax revenue they bring in; like we used to. Mike mentioned that he would like to meet with Operation Services to further discuss them taking over the maintenance of the Collindale clubhouse since it’s considered a City building. James Snyder mentioned that not everyone golfs so they don’t view it as a means of exercise or that it also brings people into town. Gino stated that it’s imperative to tell your story. The Board thanked Gino for his time. 2017 Work Plan and Meeting Schedule Mike asked if the Board enjoyed the outings. They agreed that it was a good opportunity to interact with staff therefore they would like to continue next season. Kathy commented that it would be beneficial for everyone to play either 9 or 18 holes. John Lyttle said he would like the groups to be more mixed up. Mike said that next year we will contact the Pro staff to assure they are rotating individuals. Tom Rock stated that it was also beneficial for him to get to know the other Board Members. The Golf Board reviewed the Draft 2017 Work Plan and Meeting Schedule. John Lyttle mentioned that he was having difficulty committing to the second Wednesday of the month and asked if the Board would be open to switching to the first or third Wednesday. Kathy mentioned that she has a prior commitment on the fist Wednesday. Mike mentioned that he is unable to meet the third Wednesday due to the Parks and Recreation Board. The Board approved the 2017 Work Plan and Meeting schedule, with further discussion regarding the meeting dates at their September meeting. Other Business James Snyder suggested that we promote the new logos by putting them on the tee markers. James Penland mentioned that the beverage cart drivers need to learn golf etiquette. Mike said we are starting to make progress with the Range machines. John Lyttle asked if we were able to clear up the issue with the machine not working with our financial system. Mike said that Jared Soares is addressing the issues. We are hoping to have the machines online soon. John Lyttle asked which contracts were up this year. Mike said that both Dale and Rob Dahl’s expire this year. Mike said that we would like to include a couple of Board members on the panel. Financials Mike reviewed the Financial Report with the Board. He explained that Dawna had been out of town so we asked Lisa Alexander to update the report. Dawna reviewed the report upon her return and mentioned that we Golf Board - Minutes Page 3 of 3 hadn’t received the check for CB & Potts which was around $14,000 so that is not included in this report. Mike also mentioned that the rounds are down for the month so he is going to look into this further. James Snyder mentioned that we need to consider how raising prices negatively affects our rounds. Kathy said that it has been a very hot summer, which affects play as well. James Snyder feels it would be beneficial for us to allow the Annual Pass players to utilize their passes more often. He also stated that staff should consider aerating when it has less impact on golfers. James mentioned that City Park Nine used to aerate around April or May, Collindale is typically in August and SouthRidge in September. This year City Park Nine aerated in September shortly after SouthRidge did. Tom mentioned that the Board should keep in mind that the Maintenance staff has a lot of experience and we should trust that they know what’s best for the course. James said his concern is how this affects golfers. Kathy said we can offer our opinions, but not try to manage what staff does. Mike said if we begin to feel this negatively affects golfing we will reevaluate the process. Adjournment: On a motion by James Penland, seconded by Kathy Meyer, the Board adjourned at 7:45 pm. Respectfully submitted, Dawn Worth Administrative Assistance, Golf Division Board Attendance Board Members: Ashley Gruber, John Lyttle, Kathy Meyer, James Penland, Tom Rock, James Snyder Staff: Mike Calhoon, Dawn Worth