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HomeMy WebLinkAboutGolf Board Minutes - October 8, 2024 1 (208) 359-3020 35 North 1st East Rexburg, ID 83440 Rexburg.org | Engage.Rexburg.org Golf Board Minutes – October 8, 2024 Council Members: Karl Boehm Paul Sorensen Brian Parkinson Eva Wright Non-Voting Members: Board Chairman Johnson Matt Nielson – City Finance Officer Colin Erickson – City Council Member Brent Mendenhall – County Commissioner Spencer Rammell – Attorney Cameron Garn – Golf Pro Seth McFarland – Golf Ground Greg McInnes – City Parks Manager Justin Beard – City Engineer 4:30 P.M. Golf Board Meeting Roll Call of Board Members: Attending: Karl Boehm, Paul Sorensen, Brian Parkinson, Eva Wright and Chairman Jon Johnson. Absent: Brian Parkinson 1. Review Prior Meeting Minutes and approval (Action Item): a. September 10, 2024 Board Member Boehm moved to approve the Golf Board Meeting Minutes for September 10, 2024; Board Member Wright seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Boehm Board Member Sorensen Board Member Wright Board Chairman Johnson The motion carried. 2. City or County Input Issues a. Review Trailer Options with not to exceed price 1. Order tables, chairs and trailer this winter Finance Officer Nielson reviewed the trailer options. He was not able to find an used dual axle trailer for four to six thousand dollars. The dual axle t railer is needed because of the weight of the tables and chairs. They are also going to need to spend money to add signage to the trailer. He believes the total cost of the trailer with signage is going to cost about $8,500. Discussion regarding the color of the logo. There is the gray logo color or the white with green logo. Finance Officer Nielson recommended they wait until spring to purchase these items so that they are not sitting outside for six months during the winter. Board Member Boehm suggested they purchase a tow lock so that nobody can back up to the trailer and drive away with it. Board Member Wright said with some of the new trailers the hitch is detachable so that someone can’t drive away with it, they just need to keep track of the hitch. 2 Board Member Boehm moved to approve the purchase of a trailer for $7,500 and about $1,000 for signage for the trailer; Board Chairman Johnson seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Boehm Board Member Sorensen Board Member Wright Board Chairman Johnson The motion carried. b. Discuss storm drain options to address large water puddles in front of Teton Lakes Clubhouse (Action Item) Finance Officer Nielson reviewed the email he received regarding the storm drain options. 3 Finance Officer Nielson explained the estimated cost to fix the drain at Teton Lakes is $4,240; however, he believes it will be less because they will not need to use the vac truck for the full day so that should lower the cost. Board Member Sorensen moved to approve the cost to fix the drainage issue in the parking lot up to the estimated cost of $4,240; Board Member Wright seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Boehm Board Member Sorensen Board Member Wright Board Chairman Johnson The motion carried. c. Discuss Design Floor Plan for downstairs and upstairs bathrooms and remodel Finance Officer Nielson reviewed the Teton Lakes Clubhouse floor plan sketch for the women’s bathroom downstairs. Finance Officer Nielson explained they are building three unisex bathrooms with urinals downstairs and two ADA bathrooms upstairs, so a total of five bathrooms. They are using minimal footprint for the bathrooms. The city Building Department said there is enough capacity for those facilities. He believes this is the best approach because its at a minimal cost and it would provide sufficient bathrooms for the facility. Golf Pro Garn suggested adding lights to the inside of the storage closet. Discussion regarding painting that area similar to the rest of the downstairs. Finance Officer Nielson asked the Board Members if they were ok with having concrete floors in the club house basement. Finance Officer Nielson reviewed the floor plan sketch for the upstairs ADA bathrooms. After working with the city Building Department, they determined they can fit two ADA bathrooms with sink, toilet, and urinal. Golf Pro Garn said they can get rid of the handicapped computer area, it is not needed anymore. Finance Officer Nielson mentioned if they get rid of the co mputer space, they could use some of that space to make the bathrooms a foot longer if needed. 4 Discussion regarding removal of the old rock in the entryway and if the stairs should be carpeted. Golf Pro Garn said he would perfer to have carpet on the stairs so there less slippery. Board Member Wright said she is concerned about keeping the downstairs landing area concrete because it could be slippery. She asked about adding floor mats to the downstairs. Discussion regarding having a rough concrete surface so that the floor is not so slippery. Board Member Wright said a floor mat at the bottom of the stairs would be sufficient. Finance Officer Nielson reviewed the additonal remodel items to consider. He recommended adding metal railing. The amount in the budget to remodel the club house is only about $160,000 and he hopes not to use all of the funds in that budget. Board Member Boehm asked when the remodeling of the clubhouse would begin. Finance Officer Nielson replied, after the Request for Proposals are received they hope to start the remodel during the winter. The only issue might be cordinating the remodel with Blisters BBQ because they want to remain open during the remodel. 5 Discussion regarding the restaurant space at the Teton Lakes Club House. The space would need equipment such as hood, exhaust and other HVAC items. Golf Pro Garn expressed his concerns with Blisters BBQ preparing their smoked meat at the club house restaurant. Finance Officer Nielson said Blisters BBQ contract with the Teton Lakes states they can operate during the winter and they are under contract until March 31st. Attorney Rammell said the contract would need to be rewritten if the owner of Blisters decides and the golf course agrees for them to prepare their food at the club house rest aurant. Council Member C. Erickson expressed his concerns with the Blisters restaurant taking away from the golf patrons such as parking, or loss of merchandise because of the smell of the smoked meat. Board Member Boehm suggested they smoke and cook the meat at a different location and it be brought into the restaurant area of the club house. Attorney Rammell suggested having a rotation of mobile food trailers serve food at the Teton Lakes Club house. Finance Officer Nielson said a decision regarding Blisters BBQ fully operating at Teton Lakes should not be determined until Blisters BBQ presents their proposal to the Golf Board. d. Review and Discuss Proposal from Sephlin Hepworth regarding the Sephlin Foundation green fee waiver for 2025 (Action Item) Finance Officer Nielson explained he met with Sephlin Hepworth with the Sephlin Foundation. He gave her a copy of the Tournament Sponsors policy that the Golf Board put in place many years ago with a limit of only three nonprofit golf tournaments a year would receive a 50% discount on their greens fee. The three nonprofit golf tournaments were the Development Workshop, the Chamber of Commerce and the Madison Hospital Foundation. The Development Workshop stopped holding their tournaments, so it has only been the Chamber of Commerce, and the Madison Hospital Foundation that have been holding their nonprofit golf tournaments. Finance Officer Nielson said the Sephlin Foundation has written a letter to request a 50% off the green fees to hold their nonprofit golf tournament. 6 Board Chairman Johnson moved to approve the Sephlin Foundation’s request for the 50% off green fees for one tournament in 2025 according to the policy in place; Board Member Boehm seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Boehm Board Member Sorensen Board Member Wright Board Chairman Johnson The motion carried. e. Work with Engineers to address spauling on deck f. Other Items as brought forward Staff or Elected Officials Finance Officer Nielson mentioned the spauling on the deck at Teton Lakes. Teton lakes employees claim that they never put salt on the deck to melt snow/ice in the winter; however, the stair area is struggling compared to the rest of the deck. He suggested contacting companies that could reseal the area of the deck that is spauling. Discussion regarding how often concrete needs to be sealed. Board Member Sorensen suggested using an epoxy seal. The Board Members agreed to move forward with the repair of the deck and the funds come from the maintenance account. 3. Finance Report a. Review of Golf Report through 9/30/24 Finance Officer Nielson reviewed the Budget Report for the golf courses. The Legacy Golf Course is going to hit about $281,000 in revenues, which is higher than he had forecasted. Then at Teton Lakes, they will finish stronger on the daily play than he had forecasted at about $380,000. 7 Finance Officer Nielson compared the growth in revenues between 2022 and 2025. One of the major items is the contribution from the city/county into the operating fund, they will not have next year. Those contributions was shifted into Fund 51 to save for the irrigation instead of subsidizing the replacement of the irrigation system. 8 Finance Officer Nielson reviewed the Legacy expenses, overall they did well. Board Chairman Johnson commended Grounds Manager McFarland for his work on the main water line rebuild. 9 Finance Officer Nielson mentioned the pump house at the Legacy will need to be worked on because some of the neighbors are complaining about the noise. He said making the pump house bigger and adding insulation could help decrease the noise level. Grounds Manager McFarland suggested the neighbor complaining about the noise submit their plan for what they want. Finance Officer Nielson said the city is working with the neighbor on some other negotiations on easements for a path and suggested they wait until those negotiations are complete before they work on minimizing the noise coming from the pump house. Finance Officer Nielson reviewed the total expenses and total revenues for the golf courses. 4. Golf Pro’s update of issues/concerns/problems/projects a. All Other Items as brought forward by Golf Pro Golf Pro Garn reported they hosted the Queen of the Lakes tournament; it was the last tournament of the season, and the weekend golf is starting to slow down . Golf Pro Garn asked for a closing date for the Legacy Golf Course. Finance Officer Nielson mentioned the city Recreation Department is hosting a Disc Golf Tournament on October 19th at the Legacy golf course. 10 Board Chairman Johnson asked how the profit sharing is working out. Golf Pro Garn said he feels like he is losing money; however, he has not gone through all of his bills. He said he also feels like they are way behind on paying him. 5. Golf Grounds Manager update of issues/concerns/problems/projects a. Tee Box, netting, and Range Lights at Tee Box (Seth and Cam to come back with design proposal) b. Update on mapping with GIS and our City Works Coordinator mark the location of all irrigation lines and equipment on a map with coordinates. i. More work to be done here with marking sprinkler heads and noting pipe size. c. Other items as brought forward by Golf Grounds Manager Ground Manager McFarland reported the new pump intake and assembly is installed. They installed a second pump so it should help with the water quality. The dip on number 11 was repaired as well as other fairways sections that were all worn out. The trench on 18 has been completed, which lowered the water in that section by at least a foot in some places so it should help with drainage issues next year. They need gravel for the crossing near 14 to the lady’s tee that tee is going to double in size and will be similar in size to 18 . They are hauling dirt to increase the size of that tee this year and will sod the tee in early summer. Ground Manager McFarland reported the flagpole is back up. They will complete the south fork aerating tomorrow and start on the north fork. The utility vehicle has been ordered and it will take about a year before they get the vehicle. They are almost done applying herbicide at the Legacy to get rid of the dandelions. 6. Board Business/issues/problems/events a. Other Items as brought forward by Board Members 7. Determine Next Board Meeting Date/Time a. 11/12/24 at 4:30 pm 8. Tabled Agenda Items to Consider: a. Consider landscaping items in the service shop area after completing main parking lot/clubhouse improvements. 9. Executive Session (Statute 74-206)-Only held if necessary, and subsection authorizing the executive session must be stated-Generally held after regular meeting to discuss labor contract matters. (If necessary) (j) To consider labor contract matters authorized under section 67-2345A (74-206A) (1) (a) and (b), Idaho Code. Adjournment 5:56 P.M.