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HomeMy WebLinkAboutGolf Board Minutes - November 05 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 and Mike Farnworth Chairman John Watson asked to be excused. 1. Review Prior Meeting Minutes and approve (Action Item): - Action Item a. September 10, 2019 b. October 1, 2019 – Meeting Canceled Board Member Johnson moved to approve the Golf Board Meeting Minutes for September 10th, 2019; Board Member Farnworth seconded the motion; Board Member Taylor asked for a vote: Those voting aye Those voting nay Board Member Jon Johnson Board Member Eva Wright Board Member Derik Taylor Board Member Mike Farnworth The motion carried 2. Financial Report: (10 Minutes) a. Review Budget Report Noah Phethean Staff Accountant reviewed the budget Report. The Muni Share of Dual Course Pass showed a decrease of about $5,000. The forecasted revenue amount for the Dual Course Pass was $17,300 the actual amount collected was $12,300. The Daily Fees at Teton Lakes saw an increase of about $5,000. There was an increase in revenues in the Cart/Club Rentals at Teton Lakes. He said over all Teton Lakes revenues did well because of the bundling options. He said the decreases in revenue were attributed to the weather. 35 North 1st East Rexburg, ID 83440 Phone: 208.359.3020 x2301 Fax: 208.359.3022 Fav.intern.michael@rexburg.org www.rexburg.org Golf Board Meeting Minutes Novemer 05, 2019 2 Staff Accountant Phethean explained the bundling options will be available in November. The Range Season Passes had an increase in revenue higher than passed years. There has been an increase in convenience fees that means more people are using credit cards compared to previous years. The Water Contribution fund has an increase of about $74,700 due to the irrigation pump system at the Legacy Golf Course. He mentioned the Fund Balance Carryover of $13,700 some of those funds will be used for the irrigation pump system. Staff Accountant Phethean reviewed the Golf Operations Expenses. The Part-time Wages-Ground Maintenance was over budget by about $6,000. The Total Personnel expenses were over budget by about $20,000. 3 Staff Accountant Phethean continued to review the Operation Expenses. The supplies account was over budget due to several items. The small tools account is also over budget due to some tools that were purchased from Grounds Keeper McFarland. He owned the tools and was lending them to the golf course for use. There was an increase in the computer program maintenance account. In years past each golf course employee did not have to have their own email account with the new computer program they are required to have their own. The software fees also increased. Board Member Johnson asked if the software fees were a onetime charge or will they continue to increase in cost each year. Staff Accountant Phethean replied the fees will continue to be about the same cost; however, may increase in the future. 4 Staff Accountant Phethean said there is a carryover of $91,800 the majority of the carryover funds will used for the Legacy Golf Course water pump station. He said there will actually only be about $11,000 in carryover. Council Member Mann expressed his concerns regarding the overage in the supplies and tools expenses. Staff Accountant Phethean explained the reason why the tools account was over budget. The golf course did not budget the cost to pay for Grounds Keeper McFarland’s personal tools he was using at the golf course to maintain the golf course and make the labors more efficient. Board Member Johnson said the forecasted budget for next year is $15,000. He questioned why the increase in budget. Staff Accountant Phethean said the amount of funds spent in supplies last year drove the forecasted amount. 5 County Commissioner Smith asked Cameron Garn if the caluclated number of hours for personnel aligned with contractor’s calculations. Mr. Garn replied the number of personnel hours were off from the contracted amount because one of the employees had not recorded their hours correctly. The contractor was under the impression there were more hours available than there really was. Board Member Wright asked if the caluclated number of hours this year will average out so both the city’s calculation and the contractor’s calculation align. Mr. Garn replied yes he believes the number of personnel hours will align better this year than last year. i. Look at FY219 Year End Forecast ii. Legacy Pump Station Update-to complete in spring. Water will make its contribution in Fiscal Year 2020 6 iii. Review Capital projects in Fiscal Year 2020 3. City or County Input/issues (10 minutes) a. Update on Projects i. Review golf hole flyovers City Employee Jon Faldmo explained he recorded the golf holes using a drone. He has not uploaded the video onto the city’s website because he is waiting for the Golf Board’s approval. Discussion regarding redoing some of the video footage before uploading to the city’s website. Council Member Mann questioned if the video will only be available on the city’s website. Staff Accountant Phethean said Mr. Faldmo has other marketing avenues such as Facebook and other social media outlets that the video will be available for viewing. ii. Donation of new drinking fountain at clubhouse location 1. Beehive interested in paying for this if they can wrap it with their logo a. Proposal b. Minimum Donation amount? Staff Accountant Phethean mentioned Beehive Credit Union is interested in donating a new drinking fountain at the clubhouse. He asked the Golf Board Members if Beehive Credit Union should be charged for the advertising on the drinking fountain. Board Member Taylor explained, the following items: rocks, bridges, benches, tea boxes and now drinking fountains have business advertisements. He questioned the aesthetic impression these advertisements would give the golf course. Council Member Mann asked for the cost of a new drinking fountain. Staff Accountant Phethean replied the drinking fountain could cost up to about $2,000. County Commissioner Smith asked for the location of where the new drinking fountain will be installed. Grounds Keeper McFarland replied the drinking fountain will be installed by the club house near the putting greens. Board Member Wright asked if it was Beehive Credit Union’s idea to purchase the drinking fountain or were they approached by the city. Staff Accountant Phethean said the Beehive Credit Union approached the city to ask if they can donate the fountain. Discussion regarding the design of the advertisement for the drinking fountain. The Golf Board Members said the design should be approved before it place on the drinking fountain. Board Member Farnworth asked if there are plans to replace the other three drinking fountains on the golf course. County Commissioner Smith asked how many benches have been sold for advertisement. Discussion: it was determined three benches have been sold. 4. Golf Pro’s update of issues/concerns/problems/projects (5 minutes) a. Review Clubhouse Labor Hours b. Other Items as brought forward by Golf Pro Cameron Garn said they expect a busy week this week. They have plans to stay open for the month of November. They are working on scheduling the tournaments for next year. They received an email from the Junior Golf they would like Teton Lakes to host their district tournament. County Commissioner Smith asked if the patrons are season pass holders or if there are other patrons. Mr. Garn said they still have non pass holders using the golf course. 5. Golf Grounds Manager update of issues/concerns/problems/projects (10 minutes) a. Update on hiring new employees b. Other items as brought forward by Golf Grounds Manager Grounds Keeper Seth McFarland reported they will be starting the work on the water pump station for the Legacy Golf Course. Staff Accountant Phethean asked about the hiring process for the new golf course mechanic. Grounds Keeper Seth McFarland said a job offer has been extended. 6. Board Business/issues/problems/events (5 minutes) 7 a. Review Bundle Discount for November and thru next April Discussion regarding the end date for the bundling options. The Board Members would prefer the bundling options be available until the end of December. b. Review Appointment List i. Eva Wright 4/2/19-Can extend term another 5 years ii. Mike Farnworth 12/8/19-Can extend term another 5years Board Member Taylor asked Board Member Eva Wright about extending he term on the Golf Board for another 5 years. Board Member Wright replied yes she would extend her term. Board Member Farnworth stated there is a vole issue at the golf course around the ditch. They discussed using poison to get rid of the voles. The voles multiply at a high rate. A solution to get rid of the voles needs to be implemented immediately. c. Other items as brought forward by Board Members 7. Determine Next Board Meeting Date/Time a. Suggestion for December 3rd and include executive session to discuss Golf Pro Employment Option Discussion regarding the time for the December 3rd Golf Board meeting. They decided the meeting will begin at 9:30 a.m. 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) 8 Board Member Farnworth moved to adjourn the meeting; Board Member Johnson seconded the motion; Board Member Taylor asked for a vote: Those voting aye Those voting nay Board Member Jon Johnson Board Member Eva Wright Board Member Derik Taylor Board Member Mike Farnworth The motion carried Adjourned at 5:20 P.M.