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HomeMy WebLinkAboutGolf Board Minutes - February 04, 2020 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 McKenzie Cole – 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 Chairman Watson City Attorney Zollinger explained there has been a realignment with the City Deputy Attorney position. Rob Wood has been appointed the county attorney so his deputy attorney responsibilities will be shared between McKenzie Cole and Spencer Rammell. McKenzie will be advising the Golf Board on any legal matters. She has been an attorney for about 11 years and she has been prosecuting for the county for the last serval years. 1. Review Prior Meeting Minutes and approve (Action Item): - Action Item a. November 05, 2019 Board Member Taylor moved to approve the Golf Board Meeting Minutes for December 3rd, 2019; Board Member Wright seconded the motion; Board Chairman Watson asked for a vote: Those voting aye Those voting nay Board Member Jon Johnson Board Member Eva Wright Board Member Derik Taylor Board Chairman Watson The motion carried 2. Financial Report: (20 Minutes) a. Review Budget Report Finance Officer Nielson explained the outline of the Financial Reports for the golf courses to Deputy Attorney Cole. Finance Officer Nielson reviewed the Buddy Pass options and the cost for the pass. There will be marketing in place to advertise the pass. The pass will be marketed to people who may not golf as much as a season pass holders. The pass will allow them to bring a friend and the friend will be able to golf for free with the Buddy Pass holder. 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 February 04, 2020 2 Finance Officer Nielson said the forecast indicates an increase for golf cart rentals. The forecast for Daily Play at Teton Lakes is at $180,000. The Range Daily Fees and Cart/Club rentals increased in revenues last year. He said mirrored the forecast for the range and cart rentals for this Fiscal Year. The forecast indicates a decrease in revenues for Season Passes even though the revenues had a significant increase last year. He pointed out the Madison County contributions. The carryover amount will be used to complete the irrigation project at the Legacy Golf Course. Finance Officer Nielson reviewed the expenditures for the golf courses. The forecasted amount in personnel includes the cost of a new hire and the expense for the golf/parks mechanic as of March 3 1st. County Commissioner Smith questioned when Duffy McFarland’s contact ends. Finance Officer Nielson replied Duffy McFarland’s contract will end as of December of 2020. The Benefits Fund will increase because of the three positions. Finance Officer Nielson reveiwed Teton Lakes Golf Course Personnel Expenses. 4 Board Member Wright asked when the need to replace the golf carts will arise. Finance Officer Nielson replied the golf carts have about a six year life span and the carts were purchased last year. Grounds Keeper McFarland said there are some golf carts that are 14 years old. He believes the carts will need to be replaced every 10 years. Finance Offier Nielson said $50,000 should remain the amount budgeted to replace the golf carts. i. Review Rounds Played Report for Prior Fiscal Year 5 3. City or County Input/issues (10 minutes) i. Donations of new drinking fountain at clubhouse location 1. Beehive interested in paying for this if they can wrap the drinking fountain with their logo a. Have not seen their proposal yet, but they are working on it. Finance Officer Nielson said Beehive is still determining the type of fountain they would prefer to donate to Teton Lakes. They will be back with a proposal. ii. Discussion on New Locker Room with rental of spots as revenue source and to open up to all golfers 1. Annual Cost to store clubs? Finance Officer Nielson explained most golf courses collect revenue from renting out lockers. Currently, patrons at Teton Lakes bring in lockers for storage at the club house. Board Member Johnson said he would prefer outside access to the lockers. Board Member Taylor said he stores his golf clubs most of the summer; however, there are patrons that also store a push cart. He questioned how the lockers will be set up. The set up will determine if there will be sufficient room to store a push cart and clubs. He said there is limited space and the set up will need to be efficient to collect revenue. He believes the locker rooms are a thing of the past and are not as utilized as much. Board Member Taylor suggested there be discussion with the patrons currently using the storage area to determine where or not it would be feasible to build a locker room. He said club storage would be a better name then locker room. Board Member Johnson said it may be difficult to collect revenue from patrons who are using the storage room for free. iii. Buddy Pass Marketing input discussion (action item) Finance Officer Nielson said he asked Jon Faldmo to contact a BYU-Idaho group called Soapbox. The Soapbox group creates marketing commercials for businesses. They charge around $1,000 for the commercial. He would like a funny video made to advertise the Buddy Pass. The video could be used for many years. A colorful sign to hang on the fence at the Legacy Golf Course could be purchased to advertise the pass as well. The Buddy Pass will not be advertised to students only, it will be marketed to everyone. The video will be used to market more to the BYU-Idaho students. Board Member Johnson asked if the Buddy Pass could be advertised on one of the benches at the golf course. Finance Officer Nielson replied yes that is an option for advertising. Finance Officer Nielson asked the board members if they would be comfortable with spending $1200. to advertise the Buddy Pass. Discussion regarding the cost of the Buddy Pass and the options included in the pass. Finance Officer Nielson said he will bring a proposal of the actual costs for the commercial and sign to the next meeting. 4. Golf Pro’s update of issues/concerns/problems/projects (5 minutes) a. BYUI Group Tournament-Rent whole course for 5 hours from 8 to 1 ok? i. Day to be determined- Want 300 plus people ii. $150 per 9 holes ($450 tournament fee) 6 iii. $12.50 (18 hole) /$6.25 (9hole) per cart per person iv. $20.96 (18 hole) /$13.96 (9 hole) per person green fee v. Unlimited Range $150 Finance Officer Nielson asked the board members about closing Teton Lakes from 8 a.m. to 1 p.m. for the BYU-I tournament, it could take place on a weekday or weekend. Board Member Wright said the Women’s Golf League use the golf course on Thursdays so she would prefer the tournament not to take place that day. b. Other Items as brought forward by Golf Pro 5. Golf Grounds Manager update of issues/concerns/problems/projects (10 minutes) a. Provide update on Capital Projects i. Conversion of storage area to shop ii. Cart Storage Option at clubhouse discussion b. Other items as brought forward by Golf Grounds Manager Grounds Keeper Seth McFarland reported on the conversion of the storage area to a shop. The inside of the storage unit has been gutted. He had an electrician look at the electrical wires going out to the storage unit. The electrician said the wires will need to be updated. They will not be able to dig the electrical work out until spring. Ground Keeper Seth McFarland said there may be an issue with moving the lean-to up to the deck by the pro-shop. Discussion regarding the location of the lean-to. 6. Board Business/issues/problems/events (10 minutes) a. Review Appointment List i. Discuss County Appointment of a new Board Member 1. Cam Garn suggested Trent Cichos and Scott Staker as possibilities in addition to recommendations from Board from last meeting (Shawn Dorman/Brian Parkinson). County Commissioner Smith said Paul Sorensen has shown interest in serving on the Golf Board; however, he is a county employee. He questioned if there would be an issue with having a county employee serve on the board. Deputy Attorney Cole said she did not see an issue with having a county employee serve on the Golf Boarding. Commissioner Smith said the appointment of Mr. Sorensen will be ratified at the next County Commissioner’s meeting. b. Other Items as brought forward by Board Members 7. Determine Next Board Meeting Date/Time a. Suggestion of March 3rd 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) o include executive session to discuss Golf Pro Employment Option for both 2020 and going forward. Board Member Wright moved to go into Executive Session per State Statute 74-206 (j) to consider labor contract matters authorized under section 67-2345A (74-206A) (1) (a) and (b), Idaho Code; Board Member Johnson seconded the motion; Board Chairman Watson 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 Chairman Watson The motion carried 7 Board Member Johnson moved to recommend to City Council the addendum to Duffy McFarland’s contract and hire Cameron Garn with the changes being effective on March 1st, 2020 thru December 31st, 2020 in the amount of $47,500.; Board Member Wright seconded the motion; Board Chairman Watson asked for vote: Those voting aye Those voting nay Board Member Jon Johnson Board Member Eva Wright Board Member Derik Taylor Board Chairman Watson The motion carried 9. Make recommendation to elected bodies after executive session ends (action item) and End Meeting by 5:30 P.M. if possible. Adjourned at 5:20 P.M.