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HomeMy WebLinkAboutGolf Board Minutes - October 14, 2025 1 (208) 359-3020 35 North 1st East Rexburg, ID 83440 Rexburg.org | Engage.Rexburg.org Golf Board Minutes – October 14, 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. September 9, 2025 Board Member Boehm moved to approve the Golf Board Meeting Minutes for September 9, 2025; Board Member Wright 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 and 9 Hole rounds played report – Matt Finance Officer Nielson explained that a new report has been created for the nine-hole rounds played. Previously, the data had been tracked based on punch passes and season pass holder utilization. However, Noah had been asked to revise the report to include all nine-hole rounds played, particularly since there had been an increase in daily golfers paying regular rates. At the top of the report, they observed a column labeled “9-hole rounds,” which listed Teton Lakes and Legacy. Finance Officer Nielson noted that the Buddy Pass rounds were not included in the Legacy totals. The report showed 948 season pass rounds at Legacy, which represented players who could play at either course but chose Legacy. Teton Lakes had approximately 14,400 rounds, bringing the total number of patrons with season pass holders nine-hole rounds play to about 15,400. Below that, Legacy recorded an additional 18,359 rounds, which included Buddy Pass and other nine-hole rounds. It was noted that there were around 6,000 rounds paid outside of the Buddy Pass. 2 Discussion regarding the number of years, the Buddy Pass program had been designed to encourage play among those who might not otherwise come out, and there had been concern that it might reduce daily play. However, that concern proved unfounded, as the data showed that daily play had remained strong. At Teton Lakes, there were about 43,682 total rounds. Overall, the total rounds played in fiscal year 2025 were approximately 77,000, representing about an 8% increase over the prior year’s total of 72,000. The year before that had been slightly higher than fiscal year 2024. All data has been pulled directly from the Four Up system. The report provided an interesting overview, especially since many people often asked how many rounds were played. The chart was considered informative, even if it contained more detail than necessary, and it gave a clear picture of the courses’ performance. Board Chairman Johnson mentioned that the report reflected people who walked in and paid for nine holes, though he noted that not everyone was consistently recorded, especially during busy times when staff recognized passholders and allowed them to play without formally checking them in. Discussion regarding the estimated number of players that did not check in could increase the total numbers reported to about 25% higher, however, Golf Pro Garn felt it was probably less than that. He acknowledged that some morning players occasionally missed checking in. The report data was pulled from logged entries, so it might not reflect every round played. Finance Officer Nielson said it was interesting to see the comparison between the total number of rounds played by passholders . Finance Officer Nielson noted that it was now the fiscal year-end and mentioned that many of the year-end adjustments had already been completed, though some accruals still needed to be processed. Finance Officer Nielson reviewed the monthly financials. He noted that the report date had not been updated — it should have read September 30, 2025, rather than July 31. Despite that, the financial trends remained consistent with the previous few months. 3 4 5 Finance Officer Nielson reviewed the Legacy Golf Course revenues, which reached approximately $349,000, which represented impressive growth compared to the previous two years. At Teton Lakes, the rental revenue in the locker fund has increased slightly due to the rental of the table and chair. Although it would take some time to recover the cost of that investment, the convenience to patrons is worthwhile. Daily play continued to perform strongly, with projected year-end revenues around $486,000 — significantly higher than the previous peak of $383,000. Capital improvement fees reached an all-time high of about $55,000, up from a previous record of $48,000. Finance Officer Nielson reported that Teton Lakes had started the fiscal year with $602,000 in carryover funds, and the report showed that while revenues had grown, expenses had also increased. Software costs, particularly for the 4UP system, have risen considerably. He mentioned that the 4UP software is now charging 6 based on online tee times booked, and the total cost for the system reached nearly $20,000. Although other software options such as Club Profit were explored, they were determined to be equally or more expensive once installation costs were factored in. He said sticking with 4UP makes sense for now but will be monitored in the coming years as more online booking features were added. Finance Officer Nielson noted that at Teton Lakes, several expenses also increased. Part-time wages and benefits rose in line with course activity levels, and supply costs reached about $36,000. Credit card processing fees also increased due to higher revenues and more customers paying with cards, though the city had switched to a lower-fee processor the previous year. Computer program maintenance at Teton Lakes totaled $29,000, much of which was attributed to 4UP, along with other necessary software such as Windows and Barracuda. Board Member Sorensen mentioned that software expenses had risen industry-wide but emphasized the importance of maintaining quality systems. The discussion turned to credit card fees. Board Member Sorensen suggested looking into Clover, a processor that charges transaction fees to cardholders instead of the facility. Finance Officer Nielson noted that the golf courses already collected a 3.5% convenience fee to offset processing costs. Finance Officer Nielson reviewed the final pages of the Financial Report. He began by highlighting the remodel of the clubhouse, noting that the total cost came in under $138,000. He said that the project was impressive given how much had been accomplished for that amount. The profit and loss summary showed that Legacy Golf Course ended the year with a profit of about $55,000, which could be transferred to the capital fund. Teton Lakes, on the other hand, showed a loss of roughly $50,000 once capital expenses were included. City Attorney Rammell asked how well the clubhouse remodel is held up after six months. He mentioned that the steps appeared to be showing some wear. Golf Pro Garn noted that the carpet would likely need more frequent cleaning, though it was made of heavy-duty commercial material. City Attorney Rammell suggested placing a textured rubber mat on the steps where most of the foot traffic occurred to prevent further wear. Finance Officer Nielson continued to review the financial report. He stated that the carryover for the next fiscal year was expected to increase by approximately $4,000. However, based on the new budget, they anticipated dipping into that amount by a couple hundred thousand dollars during the following year. He reminded everyone that the upcoming budget had been created with conservative revenue estimates. Board Member Parkinson asked whether the budget accounted for the recent price increase for non -residents. Finance Officer Nielson confirmed that it should provide a slight boost since rates for season pass holders had increased from around a 20% discount to about 24–25%, and daily fees had also risen slightly. 3. Board Business/issues/problems/events a. Update on New Golf Rates i. Discuss follow up or feedback from sign Cam was to post to let golf patrons know of changes for 2026 Season Discussion regarding the upcoming changes for the 2026 golf season. Board Chairman Johnson asked whether there was a sign posted to inform patrons about the new updates. Golf Pro Garn confirmed that signs had already been put up, and an email announcement is planned to go out through the 4UP system soon. Board Chairman Johnson mentioned that several people had been asking whether they would need to provide proof of residency each time they came into play, particularly for season pass holders. It was clarified that proof of residency would only be required at the time of purchasing the pass, not during each visit . Golf Pro Garn noted that while this clarification might not have been explicitly stated on the signs, it was an important detail to communicate, since some players had already begun to ask questions about the new policy. b. Continued discussion on potential policy regarding babies and kids not playing golf on the golf course for signing of a potential waiver – Spencer Rammell (Action Item). Discussion about allowing babies and young children on the golf course — a topic that had been postponed several times before. Board Chairman Johnson asked whether it should be addressed now or tabled again until winter, and the group agreed to talk through it briefly. 7 Board Member Boehm emphasized the importance of encouraging families and getting children interested in golf from a young age but also stressed the need to ensure safety. They noted that errant golf balls can pose serious risks, especially to small children, and that the issue was becoming more common as families brought strollers and multiple kids onto the course. Golf Pro Garn explained that the course currently charges a full cart rate when parents bring children or spouses along. However, many guests claim their kids aren’t golfing even though they often are. While most parents follow the rules and pay the junior rate when appropriate, some do not. The concern wasn’t only about fairness but also about liability and safety, since non-golfing children and spectators often don’t know where to stand and could easily get hit. Board Chairman Johnson asked about potential legal protections. City Attorney Rammell explained that waivers have limited power under Idaho law but can serve as an acknowledgment of risk, helping patrons understand that golf can be dangerous and potentially reducing claims against the city. He also cautioned that municipalities cannot fully waive liability for certain situations but that requiring acknowledgment forms or signage could help manage expectations. Discussion whether to implement an age limit for children, but consensus leaned toward focusing on strollers and very young kids rather than specific ages. He said that strollers posed a significant safety hazard and slowed the pace of play. He mentioned that strollers are not part of a “typical golf course activity” and therefore fall outside the normal assumed risks of playing golf. Examples were shared of parents bringing infants in car carriers or multiple children in a single cart, highlighting how unsafe those situations can be. Others noted that while they wanted to maintain a family-friendly environment, the course had grown busier, and the risks were increasing. After extended discussion, they agreed that, at a minimum, the city should require parents or guardians bringing children — especially those in strollers or not golfing — to sign a liability acknowledgment form. They also suggested posting signs to make the policy clear and limiting large family groups on the course. They concluded by noting that the waiver approach would be a good first step and could be revisited in the future if further restrictions or policies were needed. c. 2 Recommendations from Shirely Walters to Consider: i. Post 5 MPH signs for parking lot for safety concerns with speeding (Action Item) ii. Consider adding an additional bathroom on middle 9 near hole 4 or 5 (Action Item) Discussion regarding recommendations from Shirley Walters regarding safety in the parking lot. Mrs. Walters had recently been involved in a minor incident with a cart and shared a video showing that both parties had some responsibility, though no one was driving recklessly. This sparked conversation about how to prevent future incidents. The Board Members debated whether to post speed limit signs or caution signs, with most agreeing that a general “Caution: Watch for Pedestrians” message would be more effective than enforcing a specific speed limit, since signs alone rarely control behavior. They considered placement at key locations: entrances to the parking lot, and areas where carts exit after holes 9 and 18. Ultimately, the plan was to draft a few sign options, involve a graphic designer to create attention-catching visuals, and then review them with the group before installation. Discussion about adding an additional restroom on the course, particularly near holes 4 or 5. Mayor Merrill said a patron had mentioned that it was a long walk to the nearest facility, especially while crossing active tee areas. Several ideas were considered: • Board Member Sorensen said building a permanent restroom, which raised concerns about cost, aesthetics, and sewer access (requiring a lift pump). • Using portable toilets with camouflage, murals, or decorative coverings to blend them into the course environment. • Board Chairman Johnson said considering logistical issues like service trucks needing access without interfering with play. • Indicating restroom locations at key points, such as near hole 4, with directions across bridges to minimize crossing active holes. • Mayor Merrill said “Next restroom” type signage, like freeway signage, to guide players. 8 The consensus leaned toward maintaining the current number of facilities, improving their appearance, and adding clear signage, since this complaint was isolated and the logistical challenges of adding more restrooms were significant. d. Discuss Closure Date for Legacy Golf Course The discussion concluded that Legacy would tentatively close for the season around November 1st, pending weather conditions. A couple of exceptions were noted: • Golf Pro Garn said the course will remain open for scheduled events just before that date, including a cross-country meet and a Frisbee golf tournament on October 24–25. • If weather or other circumstances require, the closure date could be adjusted slightly earlier, around October 23rd. So essentially, November 1st is the target seasonal closure, with a few event-specific adjustments beforehand. e. Other Items as brought forward by Board Members 4. City or County Input/Issues a. Green Fee Waivers i. Make Final Recommendation on 50% green fee waiver for following applicants 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, or work with Cam 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 1. Requesting to reserve up to 18 holes Discussion regarding the 50% green fee waivers. Board Chairman Johnson noted that there were two requests: one from Sephlin Foundation and one from Madison Athletic Club. Sephlin Foundation received the green fee waiver last year, but Madison Athletic Club did not. He said he is in favor of awarding the waiver to Madison Athletic Club for the following year and then revisit the topic later. Board Member Boehm moved to approve the 50% Green Fee waiver to the Madison Athletic Club; Board Member Wright 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. Golf Pro Garn explained that scheduling for Sephlin Foundation’s tournament, which was requested for July 18th. He reviewed the previous years’ experience, noting that while the club had anticipated 28 teams, only 10 teams attended. Adjustments had been made to tee times and course management to accommodate the smaller turnout, and the weather also influenced the pace of play. Board Chairman Johnson mentioned that the criteria for granting waivers should include contributions to the community and the organization of the tournament. He suggested reviewing the performance of both tournaments that year to guide future decisions. b. Other Items as brought forward Staff or Elected Officials 5. Golf Pro’s update of issues/concerns/problems/projects a. Update on purchase of Golf Simulator to order in FY 26 for use this Fall/Winter (Action Item) 9 Golf Pro Garn explained that the golf simulator had been secured at no cost. The only issue is that it is in El Paso. The owner was supposed to send pictures, and he explained that his enclosure was built directly into the wall, meaning a new enclosure would be required. Depending on the type chosen, the enclosure would cost between $2,000 and $5,000. Additionally, a touch screen monitor was needed because someone had damaged the original screen. The owner agreed to provide all components not attached to the existing enclosure to avoid any demolition costs. The simulator was a Full Swing model, endorsed by professional golfers such as Tiger Woods and Jon Rahm. While it was not a Trackman, it was a high-quality simulator available for free, representing significant cost savings. Board Member Boehm said that this was a good opportunity to “test the waters” without making a large investment. Golf Pro Garn said the pickup of the simulator would be manageable, as the equipment would fit in a standard pickup truck, although the enclosure itself could not be taken. The simulator’s screen measured approximately 13 feet wide by 11 feet high. He plans to install the simulator in the northwest corner of the clubhouse, where bags and merchandise were currently stored, and then move those items to make room. A small annual subscription fee of $500 would be required, which was much lower than the $2,000 fee for Trackman. b. Consider discontinuing the Idaho Falls Reciprocal Rate and Channel 8 Discount Card (Action Item) Golf Pro Garn discussed the golf play and reciprocal card program with Idaho Falls, explaining that it had originally been created because Idaho Falls was so busy. The card allowed passholders to play at each other’s courses but explained that Idaho Falls had stopped accepting the reciprocal card halfway through the season. He added that, even on weekends, the card was rarely used because players could not book tee times until after the local Sunday rounds, and most visiting players were not pass holders. Golf Pro Garn further mentioned that he had discussed the matter with the person overseeing all the courses in Idaho Falls, who agreed that it likely would not continue. He also compared it to the Channel 8 discount program, which had proven profitable only for Channel 8 and not for the golf course. He suggested that they could create their own program to retain revenue while still offering promotions. Board Member Boehm agreed that the reciprocal and discount programs were no longer necessary because the course was busy enough to maintain revenue without them. They discussed ending the Channel 8 promotion by notifying the organization that the course would no longer participate in 2026. Golf Pro Garn concluded that discontinuing reciprocal and discount programs would not negatively impact the course and would simplify operations. c. All Other Items as brought forward by Golf Pro 6. Golf Grounds Manager update of issues/concerns/problems/projects a. Discussion of recent survey and fence along North side of Golf Course -seeking input and recommendation from Board (Action Item) b. A map of the location of where the fence is located was viewed on the overhead screen. c. 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 d. Update regarding new signs that are being ordered for Legacy parking -Streets Department has and is going to install them e. Other items as brought forward by Golf Grounds Manager 7. Determine Next Board Meeting Date/Time a. 11/11/25 at 4:30 pm or 2/10/25 at 4:30 pm 8. Tabled Agenda Items to Consider: a. Consider landscaped items at the service shop area after completing main parking lot/clubhouse improvements. Adjournment 5:31 P.M.