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HomeMy WebLinkAboutGolf Board Minutes - September 10 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 1. Review Prior Meeting Minutes: - Action Item a. August 10, 2019 Board Member Taylor questioned the $150.00 tournament fee discussion at the last Golf Board meeting, he was unable to attend. Board Member Wright asked for clarification is the $150.00 a league fee or a tournament fee. Board Member Taylor said there are three tournaments tied to three leagues. The league tournaments don’t utilize the same resources the regular tournament use. He questioned if there are stipulations for the league tournaments. Finance Officer Nielson said the fee covers the exclusive reservation nine holes for the golf tournaments. When there is a group of about 10 people desiring to golf without an exclusive 9 hole reservation, they will not be charged the $150 fee. The leagues will not be charged the fee because they don’t require an exclusive reservation of nine holes. Finance Officer Nielson explained he will make the verbiage more clear regarding the $150 fee. Board Member Wright indicated the fee is for the exclusive reservation is calculated per nine holes being reserved and per each day the nine holes are being reserved. Board Member Taylor expressed his concerns with waiving 50% of the green fees to then turn around and charge the exclusive reservation fee for some of the tournaments the cost is about $600 per day. Discussion regarding the tournaments held at the golf course and the amount of days each tournament operates. Board Member Johnson moved to approve the Golf Board Meeting Minutes for August 10th, 2019; Board Member Wright seconded the motion; Board Member 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) 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 September 10, 2019 2 a. Review Budget Report Finance Officer Nielson reviewed the Legacy Golf Course Operations Revenue Budget Report. The Daily Fees are forecasted at $41,000. The cart club rentals are forecasted at $11,500. Last year the cart/club rentals were at $17,800 during this time. The punch cards increased significantly this year. The Legacy Golf Course sold more muni-only passes this year. The total revenue forecasted for fiscal year 2019 is about 73,000. He said the total revenue is better than the budgeted amount; however, not as good as last year. Finance Officer Nielson reviewed the Teton Lakes Golf Course Operations Revenue Budget Report. The forecasted amount for the daily fees is about $170,000 which is higher than last year’s total of $144,173. The range daily fees and cart/club rental have increased compared to last year’s totals. The total passes and cards are forecasted at $219,500 at a significate increase from last year’s totals. He believes the increase in the revenue collected from passes and cards is due to a number of reasons: including the bundling promotion and the increase in all of the of passes categories. Finance Officer Nielson reviewed the revenues from the other fees. The Capital Improvement Fees generated an increase in revenues higher than ever before. The Contribution Water Fund has a total of $66,200. Those funds are for the new water pump system for the Legacy Golf Course. The County Contribution for the water pump system is about $67,900 the city will match that amount. The amount budget was for $59,600. 3 Finance Officer Nielson reviewed the Contributions-Bridge/Benches fund. The amount budgeted was $8,000 and the forecasted amount was $5,000; however, a person or business to sponsor the bridge was not obtained. He removed the funds for the bridge out of the forecast. A business has purchased one of the benches to advertise their business for $1000. There is another business interested in purchasing a bench. The Carryover Balance Fund is $13,700 with a city trasfer of $67,900 making the fund over budget. The over budget funds are $8,300 from both the city and county; however, total includes the expenses for the water pump system for the Legacy Golf Course. Finance Officer Nielson mentioned the total revenues for Teton Lakes are forecasted at $761,900. There is an increase in the total revenues after factoring out the contributions. Finance Officer Nielson reviewed Legacy Golf Course Operations Expenses. The total personnel expenses are forecasted at $69,500. The personnel totals for last year were about $56,636; however, that total doesn’t include the first three months of the fiscal year because those months were under the contract. The Part-Time Grounds Maintenance is also higher than anticipated. Finance Officer Nielson reviewed the other operations expenses. The operation expenses last year were at $58,283 this year they are forecasted at about $47,900. He said the golf cart repairs were high this year. 4 Finance Officer Nielson reviwed the Capital expenses. The water pump station is budgeted at $119,600. The Total Legacy Course expenses are forecasted at $237,700 he subtracted $73,000 in total revenue collected and subtracted $66,200 for the Water Department Contribution leaving a loss of $98,400. Finance Officer Nielson reviewed the personnel expenditures. The Part-Time Wages- Grounds Maintenance was budgeted at $70,000 the forecasted about is $74,000. The Part-Time Wages for Clubhouse only expense is forecasted at $18,000 less then the amount budget at $27,000. He said last year the wages for clubhouse only were $21,430. Finance Officer Nielson reviwed the Operations Expenditures and believes the expenditures will be over budget. The Supplies account is over budget due to some of the following purchases range balls, benches and turf. The Small Tools account is also over budget because of the purchase of the blower and sprayer. 5 Finance Officer Nielson reviewed the Capital expenditures and questioned Grounds Keeper McFarland about the lean to shed. Mr. McFarland said city staff would build the lean to shed; however, they will not be able to start building the shed until spring of next year. The shed will be used to store the golf carts. Discussion on regarding the need for a greens mower and another Cushman Utility Truckster. Mr. McFarland said if the city is able to save money on the equipment already budget. The money being saved could be used to purchase other equimpment needed at the golf course. The Golf Board Members said they are in favor of using the saved funds to go towards the purchase of the other equipment need at the golf course. Finance Officer Nielson reviewed the Handicap Ramp account. Council Member Mann questioned the plans for the handicap ramp and if another ramp is needed to allow access to the downstairs restrooms. City Attorney Zollinger explained the city is under the compliance requirement for access into the facility; however, is not under the requirement for access into the restrooms at this time. Finance Officer Nielson reviewed the cost for the dethacher. The Parks would pay for half of the costs of the dethacher and golf course would be the other half. He also reviewed the cost of the 750 feet of line from the canal to the pond at Teton Lakes. The line could potentional cost more then the budget $30,000. Golf Board Member Johnson questioned if the line would run under the parking lot. Finance Officer Nielson said it would be less expensive to not have to install the line under the parking lot. Discussion of how and when the line will be installed. Finance Officer Nielson said the design for the line should be complete in the spring before there is water in the canal. 6 3. City or County Input/issues (5 minutes) a. Update on Projects i. Air Conditioning Unit at Legacy-Window to arrive this Friday 1. Decide which window to use-support beam in the way ii. Legacy Pump Station Update Finance Officer Nielson explained there are two windows where the air conditioning unit can be installed. He asked if there was a preference in which window to use. Discussion regarding which window would be preferred. County Commissioner Smith said he would prefer the window where the support beam would not be necessary. Finance Officer Nielson gave an update on the Legacy Golf Pump Station and reviewed the costs each sub-contractor will bill the city. Grounds Keeper McFarland will need to lay about 270 feet pipe and Golden West Irrigation will do the pipe connections. Grounds Keeper McFarland explained the backup plan when there isn’t water in the canal to water the greens at the Legacy Golf Pump he will trench a 60 foot line from the pond at the Nature Park to the golf course to run one or two sprinklers. 7 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 he did not have any issues to report. They will be holding the last golf tournament for the season on September 27th. Season’s Medical approached Teton Lakes about a buy one get one free range pass for about 3,000 women to promote breast cancer awareness. There was an RV Travel Club that also approached Teton Lakes about advertising. There wouldn’t be a cost to the golf course to advertise on the club’s website. Golf Board Member Taylor asked the Golf Board Members if they had any concerns with allowing Season’s Medical to do the two for one range pass. There were no concerns expressed from the board members. Finance Officer Nielson said he would contact Staff Account Noah Phethean to set up the two for one range pass. Finance Officer Nielson reported on the clubhouse labor hours, through August 16th 75% of the 3,424 hours have been used. If the labor hours continue at this rate until the end of the calendar year, they are going to be short 136 that could have been used. County Commissioner Smith questioned when the Legacy Golf Course closes for the season. City Attorney Zollinger said on October 1st is when staffing stops at the Legacy Golf Course. 5. Golf Grounds Manager update of issues/concerns/problems/projects (5 minutes) a. Update on Fiscal Year 2020 Capital Projects and Purchases b. Update on testing of Legacy Irrigation to assess mainline replacement c. Other items as brought forward by Golf Grounds Manager Grounds Keeper Seth McFarland reported he has treated the moss issue at the golf courses and the treatment is working to get rid of the moss. City Attorney Zollinger asked if there has been discussion about informing Mr. McFarland about the golf tournaments taking place at the courses to avoid interfering with the grounds maintenance scheduled. Mr. McFarland said he has spoken with Cameron Garn about better scheduling between both maintenance and tournament use of the grounds. 6. Board Business/issues/problems/events (10 minutes) a. Review Proposed New Fee on Tournaments and seek final recommendation from the Golf Board b. Other Items as brought forward by Board Members 8 Finance Officer Nielson proposed the Guest Golf Pass for $149 this pass would allow the pass holder to bring a guest to golf with for free all season at the Legacy Golf Course from April to September and for an additional $50, they would get club rentals for them and their guest for the season. This pass is to encourage more golfing at the Legacy Golf Course. Discussion regarding the sales of passes at the Legacy Golf Course this season. Golf Board Member Wright questioned how the pass will be advertised. Finance Officer Nielson indicated city staff will work on a marketing plan which will include social media and an ad in Scroll Newspaper. Finance Officer Nielson said he will add the Guest Golf Pass to the city fee schedule. The City Fee Schedule will be reviewed on September 25th at the City Council Meeting. The public hearing for the proposed fees will be on October 16th. Golf Board Member Farnworth expressed concerns with the Guest Golf Pass. Discussion regarding the pass being issued to one person and someone else trying to use the pass to golf. A picture of the person who purchased the pass can be taken to avoid someone else using the pass for free. 7. Determine Next Board Meeting Date/Time i. October 1st at 4:30 p.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) Board Member Taylor moved to go into Executive Session per Idaho State Statute 74-206 (j) To consider labor contract matters authorized under section 74-206A (1) (a) and (b), Idaho Code; Board Member Farnworth seconded the motion; Board Member Taylor asked for a roll call 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 Executive Session Started 5:30 P.M. Executive Session Ended 6:15 P.M. Adjourned at 6:15 P.M.