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HomeMy WebLinkAboutGolf Board Minutes - September 9, 2025 1 (208) 359-3020 35 North 1st East Rexburg, ID 83440 Rexburg.org | Engage.Rexburg.org Golf Board Minutes – September 9, 2025 Board Members: Karl Boehm Paul Sorensen Brian Parkinson Eva Wright Non-Voting Members: Board Chairman Johnson Matt Nielson – City Finance Officer Colin Erickson – City Council Member Brent Mendenhall – County Commissioner Spencer Rammell – Attorney Cameron Garn – Golf Pro Seth McFarland – Golf Ground Greg McInnes – City Parks Manager Justin Beard – City Engineer 4:30 P.M. Golf Board Meeting Roll Call of Board Members: Attending: Eva Wright, Karl Boehm, Paul Sorensen, Brian Parkinson and Chairman Jon Johnson. Absent: 1. Review Prior Meeting Minutes and approval (Action Item): a. July 8, 2025 b. August 12, 2025 – Meeting Canceled Board Member Wright moved to approve the Golf Board Meeting Minutes for June 10, 2025; Board Member Sorensen seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Wright Board Member Boehm Board Member Sorensen Board Member Parkinson Board Chairman Johnson The motion carried. 2. Financial Report a. Review Financials – Matt Finance Officer Nielson said the City Council and County Commissioners have adopted the new fee changes. Two new accounts were created at both Legacy and Teton Lakes courses: a 10% discount for resident green fees and a 20% discount for resident season pass green fees. The customers are required to pay the standard rate unless proof of Madison County residency is provided. Accepted forms of proof included a driver’s license, property tax statement, utility bill, or rental agreement. A City of Rexburg Recreation Department resident card was also planned, valid countywide allowing discounts at Rexburg Rapids. The burden of proof rested with the customer. Finance Officer Nielson reviewed the Financial Reports showing strong performance. At Legacy, daily play revenue is projected at $140,000 (up from $90,000 two years ago), club rentals at $86,000 (up from $66,000), and buddy pass revenue at $76,000 (up from $46,000). Projected overall revenue stood at $340,000. At Teton 2 Lakes, daily fees reached record levels with a forecast of $460,000 compared to the previous high of $383,000. Modest increases in fees and cart rentals were implemented, yet both courses continued to experience significant growth. Finance Officer Nielson continued to review the Financial Report. On page two, where the simulator is highlighted. Income from the simulator would be tracked separately. The carryover at the end of fiscal year 2024 was about $602,000. Based on conservative revenue projections, approximately $200,000 in that carryover will be used next year for operations and capital expenses. On page three, expenses were reviewed. Discussion of new hires was deferred to a later agenda item. At Legacy, expenses exceeded the $253,000 budget, ending at 3 approximately $283,000, largely due to $35,000 in main line rebuild costs. Despite this, Legacy was still projected to show a solid operating profit. 4 5 Finance Officer Nielson reviewed the final page of the Financial Reports, projections showed that the golf simulator is budgeted at $30,000, with proposals pending for additional options. Legacy was projected to generate a $56,000 profit, while Teton Lakes was projected to have an $84,000 loss, resulting in a net loss of approximately $27,000. This outcome reflected significant capital spending, including the clubhouse remodel. The ending balance is projected at about $575,000, with a budgeted carryover of $370,000 for the next year. Early indications suggested the carryover might exceed that amount. Board Business/issues/problems/events b. Update on New Golf Rates i. Review sign to post to let golf patrons know of changes for 2026 Season Finance Officer Nielson reviewed the two versions of a draft notice for golfers. Both explained the resident discount program (10% and 20%) and listed what it did not apply to, as well as residency proof requirements. The second version also included new information for next season: daily and punch pass trail fees would no longer be available. Instead, golfers could purchase season trail passes or bring private carts and pay the daily rental fee. Board Chairman Johnson noted the importance of being transparent with golfers. Finance Officer Nielson said he would highlight the trail pass information to ensure visibility. Golf Pro Garn noted that most golfers already purchased full season passes, so only a small number would be affected by the change. The committee agreed the new policy made sense, as it would reduce maintenance costs and protect revenue . Board Chairman Johnson said he witnessed on two separate occasions where someone with a season trail pass gave constant rides to another person, not just quick rides between holes. Their clubs were loaded on the cart, and they were riding throughout the course. Discussion regarding Trail Pass Usage • It was suggested that, beginning next year, purchasers should be clearly informed that the trail pass is for the pass holder and their immediate family, not for friends. 6 • Some Board Members asked whether violations could be ticketed for revenue purposes. Others clarified that the trail pass was tied to the cart and intended for the pass holder and one rider, typically a family member. It was noted that the pass was not intended for use by others or for groups beyond two riders. • Concerns were raised about oversized carts capable of carrying four to six riders, which were not consistent with standard club carts. • It was clarified that the pass holder must be present when the cart is used. A single-device pass ($150) applied to scooters and similar vehicles, which had become more common. Members agreed the policy could be reviewed if excessive use was observed. • Plans were made to highlight trail fee rules, post signage at Legacy, and distribute a digital notice via email. • Additional signage at Legacy was planned to replace deteriorating signs. c. Discussion on what other course rules are regarding bringing babies and kids not playing golf to the golf course Spencer Rammell (Action Item) City Attorney Rammell presented the following information regarding patrons bringing babies and kids not playing golf to the golf course. Discussion on Children and Infants on the Golf Course • The committee reviewed concerns regarding toddlers and infants on the course. • Three policy approaches from other municipalities were presented: o Strict policy (Minnesota example): Prohibited children under six, required ages 6 –9 to be accompanied, age 18 to rent carts, and age 16 to drive carts. o Minimal restriction policy: Allowed youth with a signed liability waiver. o Middle-ground policy: Allowed children under seven with a waiver, prohibited infants and toddlers unable to walk, banned strollers and carriers, and required non -golfing children to remain in carts or with parents. • Safety risks were discussed, including past accidents at other courses. • Board Members raised concerns about oversized carts, unaccompanied minors, and unlicensed youth driving golf carts. • Support was expressed for requiring driver’s licenses to operate carts and for ensuring each golfer had their own set of clubs. • Golf Pro Garn mentioned the issue of parents avoiding junior green fees. • Digital waivers were considered a possible solution for recordkeeping and liability awareness. • Board Members expressed differing views, with some favoring stricter policies and others preferring more flexibility. Action Taken • The committee agreed that additional review was needed and tabled the matter for discussion at a future meeting. d. Discussion on course policies regarding golf carts and group sizes with all staff, signage or additional staff presence to address group merging and slow play, and communication strategies for educating new players on course etiquette and tee time expectations – Spencer Rammell (Action Item) Board Member Sorensen said a complaint was brought forward regarding increasing group sizes on the golf course. The complainant reported that in the evenings, play was frequently delayed because groups of six or seven caused standstills. It was noted that this issue was often exacerbated when players joined rounds after they had already started. The complainant also suggested that 10-minute tee times were too close together, creating backups, and recommended extending the intervals between tee times. When asked about peak times, the complainant stated that the course appeared busy throughout the day. A third concern was raised regarding staff procedures, specifically that players were only being started on the front or middle nine, and not on the back nine, even when the course was empty. The complainant suggested that players who had paid for 18 holes and were looping should have priority, but if the back nine was unoccupied, others should be allowed to start there. The individual also noted frustration when attempting to play nine holes after work. 7 Golf Pro Garn explained that the problem is that if no one came, such as in the evenings, there was usually nobody playing, so they sometimes sent off all three groups. His philosophy is that, because the course had two par fives in the first five holes and two par threes, play was slower. It always gets bunched up, and he dislikes sending people out on the south course. He is not saying that he would never do it, but he prefers not to. Occasionally, when the course frees up, patrons start playing on the back nine. Board Member Sorensen said this patron was not talking about the entire round. In his opinion, there was nobody coming on either the front or the middle nine, and he could never get on the back nine, even though nobody was playing there. He only wanted to play nine holes, and he preferred to do so after work. Walk-ons sometimes moved from the middle to the south as well. He did not have a problem with people rounding, but he felt that if the course was empty, he should be allowed to start on the back nine. Golf Pro Garn stated that he did not want to ruin the experience for the players who followed the rules, because nothing was worse than when someone was making a turn and others were sent off inappropriately. Board Member Sorensen agreed that common sense usually applied when managing play, but it seemed that some staff are hesitant to allow players to start on the back nine. This was an issue that might require further consideration. Discussion regarding tee times, the Board Members discussed these concerns. Some felt that 10-minute tee times were adequate, with delays typically resulting from late arrivals or high expectations of slower play. It was acknowledged that once the course reached capacity, some slowdowns were inevitable. Observations were made that players accustomed to busier courses often expected slower play. Board Member Parkinson proposed, installing cameras or visual indicators at tee boxes to help players gauge spacing and the use of GPS technology on carts to manage pace. Board Member Sorensen noted that most players have been reasonable. Complaints were limited to a small minority. No immediate changes were made, but the suggestions were recorded for future consideration. e. Other Items as brought forward by Board Members 3. City or County Input/Issues a. Green Fee Waivers i. Review/Discuss 50% green fee waiver policies ii. Request and Application received from Sephlin Foundation for 50% green fee waiver (Action Item) 1. Requesting to reserve course for Saturday July 18th, 2026 2. Requesting to reserve 18 holes for up to 30 teams iii. Request and Application received from Madison Athletic Club for 50% green fee waiver (Action Item) 1. Requesting to reserve up to 18 holes Finance Officer Nielson reviewed the Green Fee Waiver policy. The policy allows waiving half off the green fees for up to three nonprofits per year. In that motion, it was stated that until more applications were received, the city would continue to support the Chamber, the Hospital Foundation, and DARE. DARE was allowed to hold its tournament at night with a 100% waiver since the course was owned by the owners. Finance Officer Neilson explained there is an application process in place. Typically, applications are received through the winter and then brought back in March so the Board Members can decide who will receive a waiver. Because there had not been more than three requests for several years, the waivers had usually been handled one at a time. Last year, the Sephlin Foundation applied for the waiver of half off the green fees, which the Golf Board approved. The Foundation held its tournament that summer. This year, Sephlin submitted another application with a specific date to reserve the course. Brett Stoddard also attended the meeting representing the Madison Athletic Club (MAC), which had submitted a letter included in the packet. Both representatives were present to speak about their foundations and their hopes for future tournaments. 8 Sephlin Hepworth representing the foundation explained that they had started the foundation over a year ago, focusing on children aged three to eighteen and providing opportunities for them to play golf. Their goal was to support underserved families by offering lessons, equipment, and clothing. They also offered programs in health, wellness, and skill building with the help of volunteers. Mrs. Hepworth reported that their tournament had been very successful, with sponsors from Idaho Falls, Salt Lake City, and other areas. The event was held as a scramble with a shotgun start. Eleven four-person teams participated, and about 50 people in total played. The tournament included breakfast, lunch, and an awards ceremony. Some of the children helped as volunteers during the event, while others participated in outside tournaments such as those held in Idaho Falls. Many of the children won awards, and the program regularly involved about 30 kids, with roughly 15 participating consistently. The Foundation also participated in the local parade and was working on getting into schools to provide free instruction through after-school programs or PE sessions. One of the representatives shared that their daughter had joined the Madison High School golf team as a freshman and was already playing at the varsity level. Brett Stoddard explained that the Madison Athletic Club (MAC) was established in 2007 as a nonprofit organization not directly affiliated with the school. Its purpose was to provide funding for all athletic programs, including cheerleading, golf, baseball, football, soccer, and others. MAC was created to bring in funding so that athletic programs could obtain items the school could not provide. Over the years, MAC has provided numerous items to multiple sports programs, such as knee braces for football, nets for volleyball, soccer balls, golf bags, and cheerleading supplies. The organization funded a wide variety of needs as allowed under its bylaws, which covered any athletic activity. In the current year, MAC organized a golf tournament for the football team that included 18 teams, with plans to expand to 23 teams the following year. MAC has not used the waiver for this event, but it applied to use it for future tournaments. Their goal is to organize a golf tournament not only for the football team but for all Madison High School athletics by channeling the golf tournament proceeds into the MAC’s general fund. The organization was overseen by a five-person volunteer board and operated as a 501(c)(3). Athletic programs regularly submitted funding requests to MAC, and the board determined which requests to approve. For 9 example, MAC consistently provided support for teams that reached state tournaments, covering meals or giving each athlete a small allowance for food. The group had been providing this type of support since its establishment. It ha s more than 100 boosters in the community contributing to the fund. The bylaws, along with 501(c)(3) regulations, prohibit MAC from paying coaches, staff, or adults. Only students directly involved in athletics could benefit from the funding. When MAC organized tournaments, they were run as fundraisers like those of the Chamber or the Hospital Foundation. Community members, not just students, could participate by signing up to play. Proceeds were used to cover athletic needs such as new lockers or equipment, or to help offset costs for students who could not afford to participate in sports. All requests for funding—such as nets, balls, bats, or other equipment—were submitted to the board, which made decisions much like the Golf Board does when considering applications. Board Member Johnson asked whether the Golf Board needed to wait for a request from Madison Memorial. Finance Officer Nielson suggested the Golf Board waits for the requests from Madison Memorial, D.A.R.E. and Chamber of Commerce. In past years, the hospital had simply planned on the arrangement as part of the status quo. At that time, the active requests included the Chamber of Commerce, Madison Memorial, DARE. He clarified that DARE was not considered one of the three requests because it was supported by the city and county. Discussion whether the hospital should be counted as one of the three. With the Chamber and the hospital, plus the two new requests, there would be four requests total. McDonald’s was mentioned, but it was clarified that McDonald’s was a for-profit entity that did not receive a discount, even though they donated heavily to the community. The discussion then turned to long-standing tournaments. These were categorized separately as “core tournaments” that had been held for decades, such as McDonald’s, the Taylors, and formerly Erickson’s, which later became Cooper Norman. In addition to those, there were nonprofit tournaments and many other events that received no discount, such as college or city tournaments. Finance Officer Nielson noted that the Golf Board has options: amend the policy and approve both new requests, wait a month and choose one, or address parts of the requests separately, for example, Sephlin’s request to reserve a specific date. Discussion: The Golf Board agreed to discuss the matter further and decide at the next meeting. Sephlin’s requested date was July 18, a Saturday. A person attending the meeting asked how much the course lost on nonprofit tournaments. It was explained that the course typically waived half of the green fees. When asked whether there was an actual dollar figure, Golf Pro Garn clarified that the amount varied depending on the day and time. Saturdays were identified as the busiest and most costly days to waive fees. Mrs. Sephlin noted that their event needed to be held on a Saturday because many of their participants traveled from out of town, but they were willing to pay more if necessary. It was confirmed that the Chamber of Commerce and Madison Memorial both received the 50% discount as well. That level of support had been established because those groups were viewed as community partners with whom the city regularly collaborates. b. Update on Hiring of New Golf Employee in FY 26 in December i. Asst Groundskeeper – 75% Golf/25% City Recreation ii. Asst Golf Professional – 83% Golf/17% City Recreation c. Other Items as brought forward Staff or Elected Officials Finance Officer Nielson reported that they had met earlier that day to review plans for the grounds full -time position. The intent was to bring that position in by late December or early January. Instead of using a flat 75/25 budget split between the golf course and recreation, they planned to track actual hours worked. Time spent on activities such as winter recreation, grooming or basketball would be charged to recreation, while golf -related work would remain under the golf course budget. 10 Golf Pro Garn explained that through the winter, the two existing assistants would be used for 20 –30 hours per week rather than hiring a full-salary employee. The possibility of posting for a more qualified assistant in the future was also considered. Golf Pro Garn explained that while he appreciated the assistants currently working on the course, he did not feel they were fully ready to take on all the responsibilities of an assistant pro. He planned to continue utilizing them on an hourly basis year-round, rather than committing to one of them in a full-time position. Originally, the search for a new assistant had been planned for October, but he indicated he would likely wait until spring to revisit the hiring process. Finance Officer Nielson said for the winter sports park, Golf Pro Garn would handle scheduling to simplify operations and avoid running two separate sales systems. He discussed adding activity codes so that when employees assisted with both golf and winter sports, their hours could be tracked and assigned appropriately. If someone worked on golf-related tasks, those hours would be billed to golf; if they worked at the winter sports park, the time would be assigned to recreation. Parks Director McInness explained that the grooming of winter trails at Teton Lake was completed by Doug, a longtime volunteer, he had expressed uncertainty about stepping back from that role. Board Member Sorensen acknowledged that Doug had provided years of service by donating his time and equipment, often grooming trails as early as 3:00 a.m. They agreed he had done a great job and that it had been difficult to give directions when the work was performed entirely by volunteers. The group considered presenting him with a gift in recognition of his service. Finance Officer Nielson noted that conditions had changed, with more city resources now available and staff present onsite during the winter. Grounds Manager McFarland confirmed equipment used for grooming the trails is in working order, including the side-by-side with tracks, a roller, and additional groomers for smaller paths. He felt the city was in a good position to take the grooming back in -house and provide more consistent service. Board Chairman Johnson explained that one of the most significant changes would be extending clubhouse hours. In the past, the facility closed at sunset, around 5:00 p.m. in winter, but the plan was to keep it open until 7:00 p.m., with the option of later hours one evening per week for youth groups. Finance Officer Nielson said they plan to intentionally schedule such groups on specific nights to maximize efficiency and avoid staffing costs when the facility was not in use. 4. Golf Pro’s update of issues/concerns/problems/projects a. Seeking approval to purchase Golf Simulator to order in FY 26 for use this Fall/Winter (Action Item) b. All Other Items as brought forward Golf Pro Golf Pro Garn reviewed options for adding a golf simulator. He presented quotes he has gathered, noting that TrackMan was considered the industry leader but also the most expensive. One bid ranged as high as $77,000, which included full installation and setup by TrackMan’s contractors. Golf Pro Garn explained that such a cost seemed excessive, but a scaled-down package could be brought closer to the $30,000 range. He described a sample package estimate from Idaho Falls that included: • TrackMan unit – $26,000 • Screen and do-it-yourself enclosure – $2,200 • Hitting mat – $700 • Projector – $6,000 • Computer – $2,500 This totaled about $37,000, though Golf Pro Garn believes costs could be reduced by using a less expensive projector and working with IT staff to build a custom computer. • Golf Pro Garn emphasized the benefits of choosing a TrackMan unit that worked both indoors and outdoors, allowing it to be used for winter fittings, lessons, and leagues, and then moved outside for demo days and summer programs. He noted that competitors in Idaho Falls had already installed a simulator and were building vendor accounts, which increased the importance of moving quickly to capture local demand. 11 Golf Pro Garn agreed that an indoor/outdoor unit offered the most value, ensuring the equipment would not sit idle during the summer months. He mentioned opportunities to offset costs through fittings, lessons, and league play, as simulators were growing in popularity. Golf Pro Garn noted that fittings were often offered at lesson rates, with fees credited back if participants purchased equipment through the course. Finance Officer Nielson said he had been looking at the Trackman before and the last time he checked, he found a good deal at Costco. He could no longer locate the deal despite repeated searches. Golf Pro Garn said he asked a Trackman representative if gently used units were available, but the response was that used ones were given to college athletes through a program. Board Member Boehm concluded that if the difference was only a couple of thousand dollars, then it would be worth purchasing what is needed. Golf Pro Garn noted that some places had tried the idea, built it out the enclosure, and later abandoned it, suggesting that surplus opportunities might exist. Golf Pro Garn also mentioned that the enclosure should not be overdone since it was only a temporary structure, and only the screen was necessary. Further checking would be done to find a more solid option and make the project feasible. Golf Pro Garn reported that there are a couple of tournaments left in the season. The Teton Challenge tournament had to be moved to the 19th and 20th of September. He also mentioned the final two rounds of King of the Lakes, left. Golf Chairman Johnson said the fairways look great on the middle this year, it has taken years to get them to that condition. Ground Manager McFarland said he is Verti cutting, to get rid of the thatch. There was a lot, and that work is expected to continue for the next two weeks. The piles of grass were large and noticeable, and it was striking to see the grass shoot out of the machine. Board Member Sorensen said the person had previously complained about the slow play admitted that the course had been busier than ever and looked better than it ever has, which was considered a compliment. He said the course looks great, and many patrons agree it has been well taken care of and run very well. Discussion regarding the Sephlin Foundation and Mac non-profit tournaments. The MAC football tournament they had organized was put together at the last minute but had a lot more community support because it was tied to the high school. The Sephlin Foundation tournament the organizer had originally said there would be over 20 teams, but the day before the event, there were only 11, and those teams consisted mostly of her kids rather than other participants. Because of this, the event started on the south course and then moved to the north. It ended up being just a block of tee times, so it did not become excessive, and normal play was able to continue right after them. If the scheduling had not been adjusted, it would have caused significant delays. They were charged only about $2,000, which was considered minimal. Since it had been their first year, it was understandable, though there were still issues. For example, the organizers told employees at the course that they would receive free carts and free green fees, which was not true. Employees questioned this, but the misunderstanding was clarified. Situations like that happened often, but overall, the tournament ran smoothly for being their first one. 5. Golf Grounds Manager update of issues/concerns/problems/projects a. Update on mapping with GIS and our City Works Coordinator to mark the location of all the irrigation lines and equipment on a map with coordinates i. More work to be done here with marking sprinkler heads and noting pipe sizes b. Update regarding new signs that are being ordered for Legacy Parking c. Other items as brought forward by Golf Grounds 6. Determine Next Board Meeting Date/Time a. 10/14/25 at 4:30 pm 7. Tabled Agenda Items to Consider: a. Consider landscaped items at the service shop area after completing main parking lot/clubhouse improvements. Adjournment 6:01 P.M.