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HomeMy WebLinkAboutGolf Board Minutes - April 02 2019 1 Board Members: Chairman John Watson Eva Wright Jon Johnson Derik Taylor Mike Farnworth Non-Voting Members: Matthew Nielson – City Finance Officer Christopher Mann – City Council Member Todd Smith – County Commissioner Rob Wood – Attorney Duffy McFarland – 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: Eva Wright, Jon Johnson, Derik Taylor, Mike Farnworth and Chairman John Watson 1. Review Prior Meeting Minutes: - Action Item a. March 5th, 2019 Board Member Jon Johnson moved to approve the Golf Board Meeting Minutes for March 5th, 2019; Board Member Eva Wright seconded the motion; Chairman John Watson asked for a vote: Those voting aye Those voting nay Board Member Derik Taylor Board Member Jon Johnson Board Member Mike Farnworth Board Member Eva Wright The motion carried 2. Financial Report: (8 Minutes) a. Review Budget Report Finance Office Nielson reviewed the Fiscal Year 2019 Forecast Budget Report for the golf courses. He asked the Board Members to keep in mind there were rate changes. The Legacy Golf Course is forecasted to bring in about $84,000. The most fees collected are in daily fees. Finance Officer Nielson reviewed the daily fees forecast for Teton Lakes. The forecasted amount for Teton Lakes in daily fees is about $174,200. The reason why there was a revenue drop last year in the daily fees was because the Drigg’s golf course opened the same day as the Teton Lakes. There 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 April 03, 2019 2 were three weeks that people from Jackson and the surrounding areas did not come to golf at Teton Lakes. Finance Officer Nielson said the passes and cards total forecasted amount is at about $187,900. The senior golf pass will see a larger increase in revenues because of the rate change. The other passes will see an increase as well because they were all increased by about 6%. They are hoping to collect more revenues with the bundling options. The golf courses brought in about $27,000 last week. Finance Officer Nielson reviewed the golf course expenses. The part-time wages for the club house and ground maintenance is budget at $21,500 it will exceed that amount. Finance Officer Nielson said the fuel and oil costs for the golf carts are higher this year and so is the golf cart maintenance. Grounds Manager McFarland said the cost includes fixing the damage to the golf carts. Board Member Johnson asked if the golf cart maintenance will be higher during the beginning of the season because that is when the maintenance is completed on the carts. Grounds Manager McFarland indicated that the repairs on the golf carts are done during the winter months. Finance Officer Nielson reviewed the costs for the irrigation pump station. There is going to be a loss of about $67,000 to pay for the pump station. 3 Finance Officer Nielson reivewed the personnel expenditures. Golf Pro. McFarland said he hopes he doesn’t have to payback personnel wages this year. 4 Finance Officer Nielson reviewed the costs for supplies are high due to the benches that were purchased for the golf courses. The benches are going to be sold to businesses that want to advertise their business on the benches. Finance Officer Nielson said the small tools account is high too because of the purchase of the blower and sprayer. The equipment repair fund will also be higher this year. There are a lot of capital projects as well. He reviewed the cart transfer account each year a $51,100 county/city needs to pay on the golf cart account. Discussion regarding the purchase of a trailer that can haul six golf carts. 3. City or County Input/issues (15 minutes) a. Discuss Option for Parks/Golf Mechanic Update Finance Officer Nielson reviewed the option of hiring a mechanic to work in the streets/parks and golf course. He split the cost between the three departments based on the amount of equipment each department uses. Grounds Manager McFarland is working with about 100 pieces of equipment and Greg McInnes the Parks Foreman is working with about 50 pieces of equipment. The cost for the mechanic position will cost $75,000 for the first year. Council Member Mann asked if the new mechanic position is approved who would that person’s report to. Finance Officer Nielson said the mechanic would report to Greg McInnes because that is who Grounds Manager McFarland reports to. Council Member Mann expressed his concerns with hiring additional personel. Grounds Manager McFarland explained there is work available to keep the mechanic position busy all year round. i. Feedback from County as to whether they want to participate ii. Plan is to move forward with pump station at Legacy per elected officials. iii. Handicap Ramp-Discussion with Attorneys City Attorney Zollinger indicated a notice from a group out of Boise that does ADA audits determined the club house at Teton Lakes Golf Course was out of compliance. The notice was received about 12 years ago. He, Finance Officer Nielson and Chairman Watson reviewed the options of bringing the club house to be ADA accessible. The funds are in the budget to begin the process. There were two options that were reviewed. The first option is to add a lift that would carry 5 a wheel chair. The issue with the lift option is that a significant amount of remodeling to the landing area would need to be done. The other options would be a ramp to gain access to the club house. The club house is going to need ADA accessibility to the restaurant and restrooms. City Attorney Zollinger explained ADA violations are enforced privately and prosecuted by the state. He said anyone can file an ADA complaint. The offenders would be prosecuted and a finder’s fee would be awarded to the individual that pointed out the violation. It takes about 10 years to receive the finder’s fee. City Attorney Zollinger said the proposal is to complete the process of making the club house ADA accessible in two phases. The first phase would include the building of the ramp. Phase two would take a couple of years to complete because it could include the remodeling of the women’s locker room area. They have also discussed remodeling the upstairs section and removing the restrooms in that upstairs area. City Attorney Zollinger explained the urgency of having the ramp built. Finance Officer Nielson said the ramp costs were in the budget for fiscal year 2018; however, the cost are not in the 2019 budget if the ramp is built this year a budget adjustment will be needed. Discussion regarding the metal ramp at the tabernacle. Board Member Johnson questioned if the reason for the club house needing to be ADA accessibility is due to the restaurant located in the club house. City Attorney Zollinger replied no that is not the only reason why the club house needs to be ADA accessible. A golf course club house should be ADA accessible. Discussion regarding the design of the ramp - the different remodeling options of the downstairs locker room and making the restrooms ADA compliant. Finance Officer Nielson said he would be able to obtain bids for a metal ramp. City Attorney Zollinger said the costs could be more then what was original in the budget. Board Member Wright questioned the remodeling of the upstairs restrooms. City Attorney Zollinger said he is encouraging the board to authorize the women’s golf league to remodel the women’s locker room. City Attorney Zollinger clarified building the ramp would be a part of phase one allowing access into the club house and the remodel would be phase two. Discussion regarding the restroom features needing to be ADA, including sinks, stalls, toilets, etc. They discussed the number of women restrooms in the downstairs area. City Attorney Zollinger indicated the size of the stall to make it ADA accessible. Board Member Taylor asked City Zollinger if he knew the costs for ADA violations. City Attorney Zollinger replied he doesn’t know the costs of the penalties; however, he is aware that they will close down the facility until it becomes ADA compliant. Discussion regarding the modifications needed at the club house to make it ADA compliant and the estimated costs. 4. Golf Pro’s update of issues/concerns/problems/projects (10 minutes) a. Marketing Update-usually reported in March Cameron Garn reviewed some of the plans for the 2019 Teton Lakes/Legacy marketing ideas. A marketing student from BYU-Idaho University is going to help implement the ideas as an internship. Their goal is to promote the golf courses and help gain publicity for golf tournaments. Chairman Watson asked if they will be holding golf lesson at the golf course. Mr. Garn replied yes they will hold lesson through the City Recreation Program sign-ups. Council Member Mann said anytime the game of golf can be introduced to families benefits the golf courses with future participation. 6 b. Other Items as brought forward by Golf Pro 5. Golf Grounds Manager update of issues/concerns/problems/projects (10 minutes) a. Update on Fiscal Year 2019 Capital Projects and Purchases i. Testing of Legacy Irrigation to assess mainline replacement 1. Recommendation- Do on Sundays from 6pm to dark ii. Bridge Update from Seth McFarland Grounds Manager McFarland reported the greens at the golf courses made it through another winter. The north bridge on number five the concrete foundation was replaced because it was broken up and washing out. The bridge foundation on number 6 was fortified with riprap and the wood boards have been reattached so they don’t rattle when someone drives over them. They will be replacing a bridge and the sod will cost about $1000. Discussion regarding the grade of the new bridge and how they will be applying the concrete. Grounds Manager McFarland said the cart pin will be made more secure and adding more room to avoid damage to the golf carts. Currently, the cart pin is really narrow and when the carts are being put in and pulled out causes scuff marks on the carts. 1. Further discuss potential donors iii. Trailer purchases update iv. Will review 2020 CIP in May meeting v. Other items as brought forward by Golf Grounds Manager 6. Board Business/issues/problems/events (10 minutes) a. Further discussion on tracking cart rentals with Golf Pro input Golf Pro McFarland said he is concerned with the amount of time it will take to check in and check out the golf carts. One of the golf carts was damaged and the golf course camera wasn’t working so they couldn’t tell who caused the damage. There will be more labor and costs involved with having to manage the golf carts. Board Member Johnson explained the reason why he brought up the issue of not checking in and out the golf carts. First, how do you know if someone paid to use the golf cart or how do they know who caused the damage to the golf course. Discussion regarding several cameras near the golf carts and adding numbered stickers to the golf carts. b. Discuss potential later start time of 5 PM for Board Meeting for a few months 7 Discussion regarding the time change of the Golf Board Meeting for the months of June and July. c. Calendar feature on web-site Discussion regarding adding a better Calendar Feature on the web-site. Board Member Farnworth asked if there is a way to direct beginners to the Legacy Golf Course and market that golf course as a family golf course. 7. Next Board Meeting on May 7th, 2018 at 4:30 8. 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.