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HomeMy WebLinkAboutGolf Board Minutes - July 12 2022 1 Board Members: Chairman Wright Jon Johnson Paul Sorensen Karl Boehm Brian Parkinson Non-Voting Members: Matthew Nielson – City Finance Officer Brad Wolfe – City Council Member Doug Smith – County Commissioner Spencer Rammell – Attorney Cameron Garn – Golf Pro Seth McFarland – Golf Grounds Greg McInnes – City Parks Manager Justin Beard – City Engineer 4:30 P.M. Golf Board Meeting Roll Call of Board Members: Attending: Paul Sorensen, Jon Johnson, Brian Parkinson, Karl Boehm (via phone) and Eva Wright. 1. Review Prior Meeting Minutes and approve (Action Item): a. June 14, 2022 Board Member Sorensen moved to approve the Golf Board Meeting Minutes for June 14th, 2022; Board Member Parkinson seconded the motion; Chairman Wright asked for a vote: Those voting aye Those voting nay Board Chairman Wright Board Member Johnson Board Member Sorensen Board Member Boehm Board Member Parkinson The motion carried 2. City or County Input/issues (5 minutes) a. Finalize Locker Policy and Rates (Action Item) Discussion regarding the Locker Rates. The rate is $100 if it’s purchased with a bundle or $120 without the bundle option. City Attorney Zollinger said the cost may come as a shock to some of the patrons especially if they were only paying $25 for a lock and even more of a shock if the locker use was free. 35 North 1st East Rexburg, ID 83440 Phone: 208.359.3020 x2301 Fax: 208.359.3022 Marianna.gonzalez@rexburg.org www.rexburg.org Golf Board Meeting Minutes July 12, 2022 2 Finance Officer Nielson reviewed the Locker Policy and the other fees. These rates will not go into effect until next year. The club rental fee was increased to give Golf Pro Gran more discretion. The deck rental would have to include the buyout of the restaurant space. The tent rental fee is $300 and does not include the setup. After, the new rates are recommended to City Council a public hearing will be held for the proposed rate increase. Discussion regarding using permanent tie downs to hold the tents down in case of high winds. Board Chairman Wight asked if someone is interested in renting the deck this year. City Attorney Zollinger said there is a market for venues to host weddings if the price is right. There is also the question of how booking out the deck for an event will affect the golf patrons. The vehicle parking availability will also affect the golf patrons when an event is being held. Golf Pro Garn said he does not have the desire to be an event host; however, the deck would make a great venue to rent and bring in revenues. City Attorney Zollinger said a contract could be made to indicate what services are included in the $1000 rental fee. As far as the parking concerns the wedding guest could park in the lower parking lot. City Attorney Zollinger reported on the stairs. He spoke with a contract who is willing to build the stairs; however, they have been postponing the installation of the stairs because the surface up top needs to be finalized. The stairs will be concrete. Golf Pro Garn asked how steep the ramp is going to be. The contractor suggested reconfiguring which led to several possible options. The first options would be to purchase a six-foot-long travertine and seven and a half foot slabs and stack the travertine to form a set of stairs down the middle which leaves three or four feet of grass on both sides , it would create a 45-degree grass scape. He said mowing the sections where the stairs will be located may cause a mowing issue for Grounds Manager McFarland. Council Member Johnson suggested artificial turf along the stairs avoiding the issue with mowing that section. Discussion regarding a solution for the hand railing costs. Finance Officer Nielson said the hard cost for the railing is $24,000 without labor costs. One alternative is to use two layers of blocks to build a stop wall to keep carts from driving over; however, it is not going to stop a child from crawling up on the wall and failing over. Discussion regarding the abuse of the golf carts. The police department is handling the situation 3 with the teenagers using the golf carts as bumper cars and the incident where the golf cart was driven into the pond. b. Finalize Deck Rental Rate (Action Item) c. Review Legacy Sidewalk Project Estimates-based on current year bids- Justin Beard Finance Officer Nielson reviewed the Legacy sidewalk project and costs for the project. Finance Officer Nielson said the sidewalk is neeeded to walk safely from the club house to the parking lot. The design would be sidewalk, curb and gutter all the way to the parking lot. A drop off slash parking space section. He reviewed the line items in the bid. The area becomes dangerous when buses are pulling in to drop off kids for the junior golf lessons. 4 Board Member Sorensen suggested the space near the nine be used as a drop off location instead of the current location. Discussion regarding using the parking lot that the INL employees use to park during the day. Finance Officer Nielson said signs could be installed limiting the number of INL employee using the lot so that it could be used as a drop off location instead. Discussion regarding alternatives for some of the items in the bid to lower the costs. d. Review Parking Lot Lighting Options Finance Officer Nielson reviewed the proposed lighting for the parking lot at Teton Lakes. Option one and two Options three and four. Board Member Johnson said he prefers option number four. The oval objects indicate how far the light illuminates. Finance Officer Nielson said the decorative lights do not illuminate as far as the cobra head lights. Chairman Wright said the cobra head lights will work better than the decorative lights. Discussion regarding 12 decorative light poles and having to plow snow in the winter. Chairman Wright asked if the light poles that were donated from BYU-Idaho be used instead of purchasing decorative poles. They discussed the locations of where to lay the conduit. The conduit lines need to be installed before the paving of the parking lot begins. Finance Officer Nielson said he will inform the city engineers of the board members decision to use the four donated poles and the engineers will update the drawings of the lights. 5 e. Other Items as brought forward Staff or Elected Officials 3. Financial Report (15 Minutes) a. Finance Report Review i. Electrical Service Upgrade at shop area update – If available Finance Officer Nielson reviewed the budget report for the golf courses. There will be a decrease in the Daily Play revenues. 6 7 Finance Officer Nielson said there is an increase in Capital Improvements. There have been some contributions received in the form of the score cards and funds for the bridge. The supplies at Teton Lakes have seen an increase in expenses and same with fuel and oil. The small tools account is also high. The power bill was high. Board Member Johnson when the solar panels are going to be connected. Finance Officer Nielson said the solar company said the siding needs to be installed before the solar panels are connected. The siding contractor is 60 days out. There will be three different options for the vinyl siding. One of the options will be to redo the entire club house siding. The fourth option is to remove the old rock and replace it with new rock. Finance Officer Nielson reviewed the final costs for the deck at Teton Lakes. The costs are $60,000 more than the original bid amount. The Legacy Golf Course is projected to lose about $55,000 and Teton Lakes is projected to lose about $145,000 these amounts include capital. The carryover is about $147,600. 4. Golf Pro’s update of issues/concerns/problems/projects (5 minutes) a. Scoreboards/TV (Cam to work on) b. Tournament Update Golf Pro Garn reported the McDonalds Golf Tournament was a held. He mainly utilized the deck to set-up items. The tent was set up to play games. The smaller tournaments will be held until the large Taylor Chevrolet tournament is held. Finance Officer Nielson asked if the tables that were ordered for the deck are sufficient. Golf Pro Garn replied yes, there is enough tables. Discussion regarding using the windows as scoreboards. Golf Pro Garn suggested purchasing large whiteboards on rollers to be used as scoreboards. They could be used inside the club house or be rolled outside when needed. Golf Pro Garn mentioned Lady’s and Men’s best ball, Senor Club Championship, King of the Lakes, DARE Night Golf and High School State Golf Tournament are some of the golf tournaments that will be held. Discussion regarding the girl that got hit on the driving range. A group of people came to clean up debris after the Fourth of July Fireworks. A man came and asked the people using the driving range to stop until they cleaned up the area along the range. As they were cleaning up a man that was not there when the announcement was made started to hit golf balls and one of the balls hit the girl. Attorney Rammell said a policy needs to be set in place to shut down the driving range when clean up the area. 8 c. All Other Items as brought forward by Golf Pro 5. Golf Grounds Manager update of issues/concerns/problems/projects (15 minutes) a. Deck Project Update i. Blocks and Landscaping vs Rails b. Range Lights at Tee Box (Greg and Seth to coordinate in house when weather allows) c. Provide update on Capital Projects d. Other items as brought forward by Golf Grounds Manager Grounds Manager McFarland reported the ice skating rink area and retaining wall block has been ordered. The work on the main line crossing the south fork from hole 14 over to hole 16 will begin. They will also begin the work of supplying water to both shops and installing the drinking fountain on hole 16 so in the next couple of weeks these locations will have water. 6. Board Business/issues/problems/events (5 minutes) a. Other Items as brought forward by Board Members 7. Determine Next Board Meeting Date/Time a. Suggestion of August 9th, 2022, at 4:30 P.M. 8. Tabled Agenda Items to Consider a. Review and discuss potential future options i. Siding Options-Fall/Winter 2022 ii. Discussion 3/8/22-not offer a season pass cart option iii. Discussion 3/8/22-consider a trial fee cart season pass, but table to 2023 season 1. Suggested a cost of somewhere between $500 to $800 a. Limit to immediate family members only b. Teton Lakes Trails-Review Potential trail connectivity at Teton Lakes 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. (Only if necessary) Adjourned at 5:58 P.M.