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HomeMy WebLinkAboutGolf Board Minutes - November 09 2021 (AutoRecovered) 1 Board Members: Chairman Wright Jon Johnson Paul Sorensen Karl Boehm 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, Karl Boehm, and Eva Wright. 1. Review Prior Meeting Minutes and approve (Action Item): - Action Item a. October 14th, 2021 Board Member Johnson moved to approve the Golf Board Meeting Minutes for October 14th, 2021; Board Member Boehm 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 The motion carried 2. City or County Input/issues (5 minutes) a. New Sign Update i. Completed-Needs to be picked up 1. Discuss install and pickup ii. Finance Department submitted sign application Finance Officer Nielson said the new sign for Teton Lakes is complete. The sign will need to be picked up from Premier Powder Coating and installed. Grounds Manager McFarland said he will pick up the sign 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 November 09, 2021 2 and have his crew install the sign. Board Member Wright asked if the crew members are qualified to install the sign. b. Further Discuss Range Lighting Options Finance Officer Nielson reviewed the costs to add lights on the golf range. Discussion regarding possilbly using the a solar option for the lights. Board Member Wright suggested staring with only adding lights by the tee box with the possiblity of additonal lights. Board Member Sorensen said by adding two light poles a net could be attached to the poles to keep the range balls off the golf course. Board Member Sorensen questioned if the light poles will be suffienantly strong enough to hold the net. Discussion regarding protecing the light heads from damage. Finance Officer Nielson said he will leave the Range Lights on agenda until a more definite cost to install the lights is calcuataled by the city engineers. Finance Officer Nielson asked County Commissioner Smith if the county would be willing to pay for half of the costs to install the lights. County Commissioner Smith said he can not give an answer at this time. c. Further Discuss Range Dispenser Options-finalize in November or December to order Finance Officer Nielson reviewed the quotes he received for the range ball dispenser. RM Range Mart 3 Range Servant American, Inc. Range Servant American, Inc. Finance Officer Nielson said the second quote from Range Servant American, Inc. for $8,347 doesn’t have the option to pay with a credit card; however, the feature could be added. He said the credit card option would be beneficial. He asked if the board felt comfortable moving forward with purchase of the machine if they stay within a six to eight thousand range. Discussion regarding the token verse the credit card feature on the range ball machine. Board Chairman Wright said if the range is planning on being staffed during the evening hours when and if the lights are installed then a machine with a credit card option would not be needed. Golf Pro Garn said some of the reasons he would prefer to have a staff member during the evening hours is to make sure people aren’t taking the range balls or in case of an emergency. Finance Officer Nielson asked Golf Pro Garn to send him three summarized options of range ball machines via email so he can send the options to the Golf Board Members. 4 d. Update on Range Ball Donor Campaign i. Balls not available per Cam Gran-may need to pay for without logo sponsor next year e. Bundle Discount-Start in December Finance Officer Nielson said he sent the range ball donor proposal to Idaho Central Credit Union. Golf Pro Garn said the range ball vendors said there is a shortage of range balls and are not adding company logos to the range balls due to time constraints. He wondered if a plaque of sign could be made to put on the range ball dispenser informing patrons of the sponsor. Finance Officer Nielson said he may propose to Idaho Central Credit Union to purchase the range ball machine and have it wrapped with their company logo. Finance Officer Nielson asked Golf Pro Garn how many range balls need to be purchased. It was determined 10,000 ranges need to be ordered at a cost of about 8,000. Golf Pro Garn said the Titleist band is about $8 to $10 dollars a dozen. There are cheaper brands at about $6 a dozen. Board Member Boehm asked if there is a shortage of golf balls because there have been patrons using range balls to play on the course. He wondered if there is sufficient signage stating range balls cannot be used on the course. Golf Pro Garn said he is having additional signs made to inform patrons that range balls can not be used on the course. Finance Officer Nielson reviewed the Bundle Discounts starting in December. 5 Chairman Wright asked where patrons can purchase the season passes and the bundle discount items when the club house is closed for the season. Finance Officer Neilson said the passes and bundled itmes can be purcased at city hall. There may be an online option at a later time. f. Other Items as brought forward Staff or Elected Officials 3. Financial Report (5 Minutes) Matt Nielson or Noah Phethean a. FY21 Budget Report i. Just a few YE adjustments left to do Finance Officer Nielson reviewed the Golf Operations excluding revenue subsidies, carryover and capital expenses. Finance Officer Nielson reviewed the Fiscal Year Budge Report. He placed an arrow to indicate if the revenues have increased or decreased. 6 Finance Officer Nielson said there will be a total of 30 new golf carts for the next season. Chairman Wright asked how many golf carts will be kept at Teton Lakes. Golf Pro Garn said the majority of the golf carts will remain at Teton Lakes and about 25 carts for the Legacy Golf Course. Grounds Manager McFarland said he could use two of the golf carts for grounds maintenance personnel to get to job sites. Board Member Boehm said Golf Pro Garn how often would they run out of carts at Teton Lakes. Golf Pro Garn said at the Legacy Golf Course they were out of carts every day and at Teton Lakes they would run out during Tournaments and weekends. Finance Officer Nielson said the funds for the new golf carts come from the city/county each paying 50% and each receiving interest from the loan. Finance Officer Nielson mentioned the Fund Balance Carryover. By the end of the year the city and the county would have prospectively paid $142,700 into the golf fund the majority of the funds will be carried over to cover the costs of the deck. 7 Finance Officer Nielson reviewed the expenses for the Legacy Golf Course. The personnel expenses were slightly below budget. The expenses were well managed considering how busy the golf course has been. Finance Officer Nielson reviewed the Teton Lakes Golf Course expenses. There was a lot of increase on the expense and revenue side of the budget. The total personnel expenses are at about $392,800. The operation expenses were also higher then budgeted. The amount spend over budget on average was of about $60,000. Finance Officer Nielson said he spoke with Lemon’s Housing Moving Company about moving the shop to Teton Lakes. They hope to have it moved by December. There may be some adjustments that will change the captial totals slightly. 8 9 4. Golf Pro’s update of issues/concerns/problems/projects (5 minutes) a. Golf Pro Shop to provide update on options of rental clubs and push carts for Owners to purchase try to finalize b. Other Items as brought forward Golf Pro Garn reported on purchasing rental clubs ranging from about $200 to $270 per set which is a good price; however, the quality isn’t the best. Cleveland Golf has a two-year rental program where he can sell back the sets of golf clubs. He said 10 sets with Cleveland range from $1000 to $1400 deposit. He plans on charging more to rent the Cleveland golf club sets. Golf Pro Garn said he also desires to purchase additional pull golf carts to rent. There is golf course that is purchasing new pull carts and said they would give the old pull carts to him. Finance Officer Nielson asked Golf Pro Garn to determine how much to charge to rent the new golf club sets and pull carts. After, the rental prices are determined he will complete an analysis of the forecast in revenues. Golf Pro Garn said he is contacting the representatives of the golf tournaments to have them on the schedule for next year. The 9 Iron Grill owner asked for lights to be installed in the parking lot. Discussion regarding installing a light on the building to shine onto the parking lot. Finance Officer Nielson said a decorative light pole cost between eight to ten thousand dollars. 5. Golf Grounds Manager update of issues/concerns/problems/projects (15 minutes) a. Deck Project Update b. Storage Shop Update-City Crews to measure up and pour in sono-tube concrete with metal bracket to weld to prior to moving in November time frame c. Provide update on Capital Projects d. Other items as brought forward by Golf Grounds Manager Ground Manager McFarland reported he is preparing two trench lines in front of the entryways. He will be spraying fungicide at the end of this week. Board Member Sorensen asked how much of the main water line at the Legacy Course has been completed. Grounds Mangar McFarland replied about 25% or 12 acres. He hopes the price of pipe will decrease. 6. Board Business/issues/problems/events (5 minutes) a. Other items as brought forward by Board Members 10 Board Member Boehm asked how difficult it would be to have the golf hole flags installed with GPS. There is an application you can download to your phone that informs you of where the flags are located on the course and the distance. Board Member Johnson asked about the Pro Shop profit sharing. When it was proposed, it was determined to give it a year before reviewing the profit margins. He asked for a report to be giving at the next meeting. Finance Officer Nielson said the profit margin is in line with what the analysis indicated. Golf Pro Garn has a line of credit at a low interest rate from the owners of Teton Lakes. The most he will pay in interest this year is about $400. Finance Officer Nielson said he will review the analysis with the Golf Board Members. Discussion regarding the amount of golf players using the golf course this year. They are looking forward to another busy season. Board Member Sorensen said Teton Lakes is a great asset to the community and an economic driver. 7. Determine Next Board Meeting Date/Time a. Suggestion of February 8th , 2021, at 4:30 P.M. 8. Winter Agenda Items a. Corporate pass b. Scoreboards c. Season Trail Pass for Carts 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 5:42 P.M.