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HomeMy WebLinkAboutGolf Board - Minutes - 11/11/2020 Golf Board TYPE OF MEETING – (REGULAR) November 11, 2020 6:00 PM Zoom Meeting 1 1/11/20 – MINUTES Page 1 1. CALL TO ORDER • Kathy Meyer called the meeting to order at 6:00 PM 2. ROLL CALL • Board Members Present o o Michael Hardisty o Ross Liggett o Kathy Meyer o James Penland • Board Members Absent o Jon Schmunk • Staff Members Present o Scott Phelps o Dawn Worth 3. AGENDA REVIEW • No changes to the Agenda 4. CITIZEN PARTICIPATION • No citizen participation 5. APPROVAL OF MINUTES On a motion by James Penland, seconded by Ross Liggett, the Board voted (4:0) to approve the October 14, 2020 Minutes. 6. UNFINISHED BUSINESS • New Board Member Updates Scott reminded the Board that appointments are scheduled to take place in December. • Point of Sale & Tee Sheet Proposals Scott mentioned that Purchasing will be posting the RFP soon. Michael asked if the Board would be invited to participate in the process. If so, he would strongly recommend that Ross sit on the interview panel, unless there is a conflict of interest. BOARD NAME TYPE OF MEETING – (REGULAR) 1 1 /1 1 /20 – MINUTES Page 2 Ross said he is not certain at this time if he will be submitting a proposal. He stated that he needs to review the RFP to determine the structure & goals. Scott mentioned that Jared Soares, Software Analyst, will be on the panel as well. Scott is hoping to hold interviews in December & have the new system in place early 2021. James asked if the city was paying for the new system & Scott informed them that the Golf Division will be paying for it. He said it is going to cost more since we will no longer receive a discounted rate like we did with GolfTrac, however GolfTrac is not providing the support & reporting that we need. • Golf Cart GPS Trackers Scott informed the Board that we have decided not to install the GPS Trackers in the carts. We have determined they will not be a beneficial investment. • Golf Promotions Scott mentioned that we are looking into the Avid Golfer & Green Saver promotions. He explained that the Avid Golfer Golf Passport provides a discount at more than 60 courses & private clubs. He said Green Saver is a book & mobile program. They offer discounted golf throughout Colorado. Scott hopes that our new point of sale system will have better tracking capabilities for promotions & specials. Ross stated that we may be able to negotiate advertising costs since the golf industry is doing so well. • CB & Potts Tents & Tailgates Scott said that this has been a successful event for CB & Potts. He said they are still operating at 50%, however they do not feel it will be beneficial to put up the tents if they are required to go down to 25%. Scott stated that Marketing has been promoting this on Social Media as well. He mentioned that the courses & restaurants will be open for a few hours on Thanksgiving. Scott reminded the Board that Potts has their coaches show at Collindale on Monday nights. Michael asked if the city will be adjusting the Concessionaire’s contracts if they are required to decrease their number of occupants or close again due to COVID. Scott said we would be looking into adjustments if that were to happen again. • Disc Golf Scott informed the Board that we will be hosting 4 18-hole disc golf events at City Park Nine November-February. He said they will be paying the same green fees as golfers & will have carts available if there is not snow on the course. Scott mentioned that we held successful disc golf events last year & we are hoping to continue this during the winter months. 7. NEW BUSINESS BOARD NAME TYPE OF MEETING – (REGULAR) 1 1 /1 1 /20 – MINUTES Page 3 • Jim Higgins Retirement Scott informed the Board that Jim Higgins announced his retirement. Jim has been with the city for 43 years. We are hoping to have a small gathering to celebrate, but we’re not certain we will be authorized for a variance. Scott will update the Board on the City Park Nine staff structure at their December meeting. • Survey Summary Scott briefly reviewed the survey results and mentioned that Marketing will review them in more detail in December when they present their 2020 Marketing summary to the Board. Scott informed them that he reviews the results weekly & follows up with those wanting a response. He reminded the Board that we used to do surveys every other year. Scott feels it is beneficial to have an ongoing survey to help address issues sooner rather than later. He said they are a good guide for improvements. • Student Scholarships Michael mentioned that we currently have great youth programs at our courses and suggests that we look into implementing a scholarship program. He said this could assist youth in need with their fees. Michael suggested using Marketing funds to pay for the program since we don’t have much need for Marketing at this time. Another possibility would be to increase green fees by a $1.00 and to put that additional revenue towards this program. Michael thinks this could be a good way to grow the game as well as provide funding for youth golfers that wouldn’t otherwise have the opportunity to play. Scott mentioned that Ross had suggested dynamic pricing as a way of funding this type of program or a First Tee Program. Unfortunately, with our current system dynamic pricing isn’t really an option. He informed the Board that this capability is in the RFP for the new point of sale system. James said he agrees with the idea and suggested making the contribution optional if a mandatory fee increase isn’t approved. Michael suggested involving the Pro Staff & their instructors to get their feedback. Ross mentioned that it might be beneficial for the courses to run a tournament to support the fund or perhaps the city could contribute a portion of the proceeds from the city tournaments. Scott said this is something that he would definitely like to pursue. He stated that we need to outline how we would perceive the program to work. The Board will further discuss this during future meetings. • Ash Borer Scott stated that there is no cost to the Golf Division for this program. He said it includes treatment, removal & replacement. Scott informed the Board that they are treating 43 trees at City Park Nine, 34 at Collindale and at Southridge they are treating 32. He mentioned that the treatment lasts for 3 years. Scott said Forestry is breaking the city into 3 parts, which will be north, central & then south. BOARD NAME TYPE OF MEETING – (REGULAR) 1 1 /1 1 /20 – MINUTES Page 4 8. FINANCIAL UPDATE/ROUNDS REPORT Scott said we are currently 4% above in rounds from where we were last year. Scott stated that we are striving for at least 80,000 rounds for 2020. We just continue to hope for good weather to help us achieve this goal. Scott reviewed the financial report. We are ahead $212,000 from where we were last year. He said despite being closed most of January- April, we are doing well. Scott mentioned that we may pay for the hardware expenses for the new point of sale system this year since we currently have the funding. He stated that we are also looking into a few more projects to fund as well. Michael suggested using some of the funds for cart paths at Southridge. 9. ADJOURNMENT On a motion by Ross Liggett, seconded by James Penland, the Board adjourned at 8:00.