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HomeMy WebLinkAboutGolf Board - Minutes - 10/13/2021 Golf Board TYPE OF MEETING – (REGULAR) October 13, 2021 6:00 PM Zoom Meeting 10/13/21– 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 James Penland o Jon Schmunk o John Litel o Kathy Meyer o Michael Hardisty o Patrick Dawson o Ross Liggett  Staff Present o Dawn Worth o Scott Phelps 3. AGENDA REVIEW Scott would like to discuss the Player Assistant program. 4. CITIZEN PARTICIPATION Rory Heath introduced himself. He mentioned that he is amazed by the quality staff we have at our golf courses. Rory informed the Board that he is a Player Assistant at Collindale and has thoroughly enjoyed the experience. Rory stated that he has interest in becoming a Golf Board Member. Scott encouraged him to apply & mentioned that the deadline is soon. Dawn said she would send Rory the link to apply. Scott mentioned that the Board meets the second Wednesday of the month however, we will not be meeting in November. The next meeting will be held at 6:00 p.m. on Wednesday, December 8. 5. APPROVAL OF MINUTES On a motion by Kathy Meyer, seconded by Ross Liggett, the Board voted (7:0) to approve the May 12, 2021 Minutes. BOARD NAME TYPE OF MEETING – (REGULAR) 10/13/21 – MINUTES Page 2  6. UNFINISHED BUSINESS  Youth Scholarships Scott mentioned that we are still working through the logistics to rename the Youth Golf Scholarship Fund, in recognition of Wilbur & Marguerite Garfield. He informed the Board that Council still needs to approve appropriation of the funds, but he doesn’t for see any issues with this. He reminded the Board that the renaming of the scholarship will be for 2 years. Scott said Nina is preparing the scholarship application form. Once everything is finalized, the subcommittee will need to meet again to discuss awarding scholarships. Scott said we are planning to start awarding scholarships in April. He informed the Board that we currently have around $10,000 in the fund. Scott stated that we received $600 from the Collins Cup event. James suggested that we post a graph on the website to show our goal tracking. Scott mentioned that we have sent the information out in the Newsletter, but he can suggest this to Marketing.  Irrigation RFP Update Scott said the RFP is scheduled to go out on Friday. He is anticipating that the bids will be higher than what we had initially anticipated, due to the increase in prices. Finance is still trying to determine our best bonding options  BFO Update Scott reviewed the BFO offers for Golf. He mentioned that we had the first reading of the BFO & didn’t receive any negative feedback, so he is anticipating that we won’t have any issues with the second reading.  Concessionaire Golf Pro Contract Extension Scott stated that he is currently working with the Purchasing Department to review & make amendments to the contracts. Kathy said it would be beneficial to make the contracts more uniform. Scott explained that Potts pays monthly, but Rob pays bi- annually.  Fireworks Scott mentioned that the event was a lot of work but was very successful. He said he heard great feedback. Scott informed the Board that Potts had around $20,000 in sales that day. He mentioned that we notified the neighbors through Next Door and posted the information on social media. Scott said it was great seeing families at the event. He mentioned that some people did leave immediately after the fireworks show. Scott stated that it was a great way to celebrate Collindale’s 50th Anniversary but we’re not certain that we will make this an annual event. Pat mentioned that he spoke to individuals that weren’t aware of the event. Scott mentioned that Potts did do more advertising than the city did. They posted the information on Social Media, the radio, BOARD NAME TYPE OF MEETING – (REGULAR) 10/13/21 – MINUTES Page 3  printed posters & mentioned it during their CSU Coaches Show. However, with the uncertainty of this being our first year we were trying to keep the participation at a manageable level. Scott said we weren’t initially anticipating the Railroad to close access to Horsetooth, but it ended up working out. He mentioned that our only main concern was how busy the bar was, and that we might end up being over capacity without modifying in the future. Patrick thought it was a great event but suggested that we incorporate golf, if we decide to make it an annual event. He understands that Potts was celebrating the CSU Homecoming, but there didn’t seem to be enough focus on golf & that it was Collindale’s 50th Anniversary. Scott said it would be nice to switch the event to other courses, but the neighbor’s at Southridge are closer & City Park Nine has less space. Ross stated that this type of event still brings awareness to the course. He thought it would have been a good opportunity to raise funds for the Youth Scholarship Fund. Scott said he wasn’t sure about the handling of funds & how it would fit in with the city’s cash handling policy.  POS/Tee Sheet Scott mentioned that we have started our training sessions with Lightspeed. He is still a little concerned about the way the system will handle Premier Cards. Ross stated that that it should work through credit book. Scott said it might be beneficial for Ross to discuss this with Jared. We are hoping to go live with the system in November. Michael asked if we would be charging for no shows. Scott said we aren’t certain, since this likely doesn’t follow the city’s policy. He mentioned that we are hoping to have better tracking capability though the new system. Scott said the system has email capabilities so we will be able to reach out to individuals that way. Michael asked if the system has dynamic pricing capabilities. Scott said the system does have the capabilities, but we haven’t reviewed that in the system yet with Lightspeed. 7. NEW BUSINESS  Review Draft Policy & Procedure Updates Scott provided the Board with a copy of the manual prior to the meeting. He is still trying to determine if we need two separate manuals since it doesn’t make sense to have course history with the policies. He briefly reviewed the sections that were updated. Scott reminded them that this is a working document that we are constantly updating.  Periodic Review The Board reviewed the Periodic Review form. On a motion by Kathy Meyer, seconded by Jon Litel, the Board voted (7:0) to approve the 2021 Golf Board Periodic Review. BOARD NAME TYPE OF MEETING – (REGULAR) 10/13/21 – MINUTES Page 4   2022 Golf Fees & Charges The Board reviewed the 2022 fees & charges. Scott reminded the Board that we will be back to a bi-annual budget after this year. Ross asked if the fees are already approved, is dynamic pricing still an option. Scott said we may have to review the option with the City Manager. He explained that we don’t have to go to Council for rate approvals, just the City Manager. 8. FINANCIAL UPDATE/ROUNDS REPORT Scott reviewed the financial report. He mentioned that we are continuing to do well, and our revenues are up from this time last year. He explained that the lower misc. revenue is due to no sponsorship revenue for range balls in 2021. However, we are currently working with Nina for 2022 sponsorships. The negative variance reflects unrealized loss during most of 2021 on investments; Accounting determines interest earnings/loss. Scott also explained that we had higher raw water costs & the Collindale clubhouse costs were higher due to CAM expenses as well as higher banking fees due to more sales activity. Scott said our Annual Pass sales increased from last year. In 2020 we sold 398 passes & this year we sold 492, which is a 23.6% increase. He mentioned that our rounds are up as well. Last year we had 75,595 18-hole equivalent rounds and this month we have 85,862. Scott said we are hoping to reach 90,000.  BOARD MEMBER REPORTS None  OTHER BUSINESS James asked if we were still thinking about implementing a reduced fee program. Scott said we’re not exploring that option at this time. Our focus right now is getting the Youth Golf Scholarship Program fully underway, but we may look into that possibility at a later time. 9. ADJOURNMENT On a motion by Kathy Meyer, seconded by James Penland, the Board adjourned at 8:30. BOARD NAME TYPE OF MEETING – (REGULAR) 10/13/21 – MINUTES Page 5