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HomeMy WebLinkAboutGolf Board - Minutes - 05/12/2021 Golf Board TYPE OF MEETING – (REGULAR) May 12, 2021 6:00 PM Zoom Meeting 05/12/21– 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 Patrick Dawson o Ross Liggett o John Litel o Kathy Meyer o James Penland  Staff Present o Scott Phelps o Dawn Worth 3. AGENDA REVIEW 4. APPROVAL OF MINUTES On a motion by Kathy Meyer, seconded by Patrick Dawson, the Board voted (5:0) to approve the April 14, 2021 Minutes. 5. UNFINISHED BUSINESS  Youth Scholarships Scott mentioned that the Youth Scholarship Subcommittee met yesterday. He said Nina approved the initial outline, and Marketing staff is working on the printed materials, as well as the webpage. Scott reminded the Board that we need to collect $1,000 for the program before we can start issuing the scholarships. We are hoping to start issuing scholarships early 2022. Scott said we have received the donation boxes for the courses, and we are hoping to be able to take donations through the new point of sale system. John asked if the donations were tax deductible. Scott stated that Nina said the donations would be tax deductible. John suggested the Marketing team prepare a mini marketing strategy plan. Scott said they will be posting the information in the newsletter, on social media and the website. We will also have the information at the counters. Scott stated that we will do additional marketing once we start issuing the scholarships, Kathy asked if the leagues would receive the information. Scott said we plan to get the information to all leagues. The subcommittee will update the Board at their September BOARD NAME TYPE OF MEETING – (REGULAR) 05/12/21 – MINUTES Page 2  meeting.  Irrigation RFP Update Scott mentioned that the RFP process is going slow. Everything is complete, except for the dredging & lining of the lakes on #12 & #5. He said we have hired an architect to assist with the project. We aren’t worried about the lake on #5, but the lake on #12 has never been dredged so we are worried there will be ground water coming into that lake. Scott said we have also received a proposal from an engineering firm for test holes to see if we have ground water coming in. He mentioned that we did hit ground water on #9 so we are anticipating the same thing for #12. If that happens, it will require additional work to be done. Once everything is determined we can send out the RFP.  POS/Tee Sheet Update Scott informed the Board that we are working on finalizing the contract with Lightspeed. He said staff has been reviewing it & providing feedback. Scott mentioned that it is a month-to-month contract so we can add options if we feel it’s necessary. He stated that we have determined it would be best to continue utilizing the city’s website until we become more familiar with the product. Kathy asked if we were still planning to go live on October 1st. Scott said that is what we are hoping for. We would be starting training in September, with a live date of October 1st. He will update the Board again at their September meeting. 6. NEW BUSINESS  Equipment Purchases  Scott said we have received multiple complaints about the carts in our survey responses. He mentioned that the entire fleet at City Park Nine is going to be replaced & half of the fleet will be replaced at Southridge. Scott stated that we are also ordering equipment for Maintenance staff. He said everything should be ordered soon & we are hoping that we don’t have any delays.  Netting Repair  Scott said Judge Netting was at Collindale & Southridge last week repairing the netting damage that we received from the last storm. He said this was around $15,000 in repairs. 7. ROUNDS REPORT/FINANCIAL UPDATE Scott reviewed the rounds report. He informed the Board that we did determine there was a calculation error that was corrected. Scott mentioned that we are ahead of where we were this time last year. Scott mentioned that we are still determining the best BOARD NAME TYPE OF MEETING – (REGULAR) 05/12/21 – MINUTES Page 3  placement in the rounds count spreadsheet for rounds, especially the Junior rounds. We are hoping to reach our goal of 80,000 rounds this year. Scott reviewed the May financial report. He said we are still looking positive compared to this time last year. The negative interest reflects unrealized loss investments, Accounting determines interest earnings/loss. We have lower miscellaneous revenue due to no sponsorship revenue for range ball advertising in 2021. Scott stated that we also had higher raw water costs, the Clubhouse costs are higher due to CAM expenses & our banking fees are higher due to more sales activity. Scott reviewed the Annual Pass sales. We have sold 57.99% more than last year. Kathy asked how the Concessionaires were doing. Scott said Potts is doing really well & Southridge is more dependent on the leagues. He mentioned that Potts is trying to come up with new creative events.  BOARD MEMBER REPORTS The Board briefly discussed marketing of course events. Kathy suggested that we market all events taking place at the courses, even if they aren’t city events. Scott said it has been somewhat of an issue receiving the information from the Golf Pros. He mentioned that Marketing staff reviews this at our Golf Pro meetings. John suggested that the Marketing staff put together a calendar of events for the courses. Scott said we have been adding events to the Outlook Calendar & City Event Calendar. Kathy said this might be something to review during their contract renewals.  OTHER BUSINESS Scott reminded the Board that we are holding the outings in June, July & August so our next regular meeting will take place in September. He mentioned that he would like to have lunch prior. Scott informed the Board that we will be inviting the mayor as well. Kathy asked if we will be allowed to meet in person by September. Scott is hoping that we will be able to by then, but we will likely continue with the Zoom option for those who are unable to attend the meeting in person. 8. ADJOURNMENT On a motion by Kathy Meyer, seconded by John Litel, the Board adjourned at 8:00 BOARD NAME TYPE OF MEETING – (REGULAR) 05/12/21 – MINUTES Page 4