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HomeMy WebLinkAboutGolf Board Minutes - November 12, 2025 1 (208) 359-3020 35 North 1st East Rexburg, ID 83440 Rexburg.org | Engage.Rexburg.org Golf Board Minutes – November 12, 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. October 14, 2025 Board Member Wright moved to approve the Golf Board Meeting Minutes for October 14, 2025; Board Member Parkinson seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Wright Board Member Parkinson Board Chairman Johnson The motion carried. Board Member Sorensen and Board Member Boehm arrived late at the meeting. 2. Financial Report a. Not provided for this meeting 3. Board Business/issues/problems/events a. Business Proposal for Mobile Beverage Cart Service-See Proposal-Quinn Nelson (Action Item) Quinn Nelson explained that he, Dakota Foster and Wyatt Bryan are all residents and wanted to present their idea of selling beer at the Teton Lakes Golf Course since many courses commonly offer alcohol. He said he noticed that at Teton Lakes, where tournaments and other events are held, alcohol was frequently brought onto the course. They observed that a lot of “bring your own beer” occurred. They proposed operating what they call a beer cart. Mr. Nelson explained that they would provide insurance, fund it, stock it, and handle all associated responsibilities themselves pertaining to the beer cart. There would be no expense to the city or county. They would provide the cart and staff to drive around and make sales. The patrons could choose whether to or not to buy the alcohol. He proposed giving 15 percent of the gross earnings back to the county, or to the course depending on how revenue is divided. Finance Officer Nielson clarified that the revenue would return to the city, which handles the accounting for both owners. 2 Mr. Foster added that they did not intend to sell only beer and seltzers; they also want to offer other drinks, food, and snack items. He emphasized that they did not want to compete directly with the clubhouse and were aware of that concern. They want the venture to be profitable for them, the city, county and the golf course. If snacks created too much overlap with clubhouse sales, they would adjust our business plan. Mr. Bryan explained their proposal is preliminary, if the project were to move forward, they would provide specific dates, operating hours, and other detailed information. If the city and county decided they were not interested, then they would take that as the answer. He acknowledged that this idea had come up in past years and that others, such as previous Golf Pro Duffy McFarland, had considered it before. He also recognized that Rexburg was a family-oriented community, which might raise concerns. However, he pointed out that the city could assign the work to a third-party contractor, meaning the responsibility would fall on them, not the city. Finance Officer Nielson explained the proposal for consideration would be recommended by the Golf Board to the City Council and County Commissioners. If approved the opportunity would need to be advertised formally through a request for proposals (RFP), so that it was open to other bidders. City Attorney Rammell clarified that if the arrangement involved sharing revenue, it would likely require an RFP, like previous agreements with restaurant vendors . The proposal would be published in the newspaper for a set period. Parks Director McInnes asked whether the city would have any liability if someone drove home drunk. City Attorney Rammell explained that dram shop liability, noting that in Idaho it applied only in two specific situations: providing alcohol to minors or to visibly intoxicated individuals. Liability would apply to the provider, not the city, unless the city itself supplied alcohol. He explained that servers were expected to follow protocols to identify intoxication and track consumption. Liability would not fall on the city but could fall on the person or company providing the alcohol. He added that he informs the city if something is legal or not, and he refers matters of potential political fallout to the City Council. Discussion regarding Liability with serving alcohol. Mr. Foster explained that he researched these requirements by speaking with people in Idaho Falls and Boise. He understood that it was the company's responsibility to monitor customers and avoid overserving. For example, he mentioned that Homestead Bowling Alley allowed one beer every forty-five minutes. He stated that they would set rules, establish protocols, and provide proper training to ensure responsible service. He emphasized that no one wanted intoxicated individuals disrupting the game of golf. Discussion: • Concerns About Alcohol Use: There had already been issues with “hotheads” and multiple fistfights in the past year. Some believed having a beverage cart might reduce people bringing their own alcohol. • Impact on Pro Shop Sales: Staff were concerned that offering snacks or treats on the cart might reduce counter sales at the pro shop. • Flexibility on Cart Offerings: The cart vendor was flexible, willing to limit offerings to alcohol and water if needed—but ideally wanted to offer additional snacks. They emphasized wanting a cooperative, mutually beneficial relationship with the city and county. • Safety Considerations: Offering snacks was seen to help absorb alcohol and promote safer consumption. • Financial Arrangements: The city and county could receive 10% back, and part of that could potentially be shared with Golf Pro Garn to manage the contract. Some felt the suggested 30% was generous. • Existing Beverage Vendor: Pepsi provided fridge and supplied drinks, though there was no formal contract. • Pace of Play Concerns: Past discussions noted that alcohol can slow downplay. Courses that removed alcohol saw rounds played 10–20% faster. There was worry that a beverage cart might slow down pace of play at Teton Lakes. 3 • Proposed Operating Times for the Cart: The beverage cart would operate mainly on weekends, evenings, and major holidays when the course was busiest. Board Member Sorensen explained that selling alcohol at golf courses outside the area is considered normal and it did not distract from play. People who wanted to drink did so, and people who did not want to drink simply did not. Alcohol had already been allowed on the course; the only difference was that the course did not sell it, which is a significant loss of revenue because the course could make money selling beer at the clubhouse and from a cart. Board Member Sorensen compared the situation to when Applebee’s came to town, and some people were concerned that it would be a bar because it served alcohol. He stated that they did not know of a single problem that had ever occurred at Applebee’s. They said that Rexburg was an anomaly in that golfers could not buy beer at the course, even though this was normal everywhere else. City Attorney Rammell clarified that there is an important distinction regarding revenue loss. There is a difference between allowing an outside vendor to sell alcohol and having city or county employees apply for a beer license and be responsible for serving alcohol themselves. This issue had been discussed previously, and county commissioners over the past five years had taken issue with the idea of Rexburg or Madison County employees being responsible for serving alcohol. They have wanted to avoid that responsibility. Board Member Wright explained that having a cart going around selling water and soda as an amenity. She said she did not see an issue with allowing the vendor to sell alcohol and other snacks. Council Member Johnson stated she does not believe the proposal fits the community. The amount of income being discussed is essentially pocket change compared to the overall budget, and the hassle ; it would not be worth it monetarily. Council Member Johnson described an incident when at the golf course a sloshed man had said inappropriate things to her. When she tried to get into her car to leave, he followed her and slammed the side of her vehicle. She also mentioned that she needed to call Golf Pro Garn because some intoxicated people were not waiting for patrons to be out of hitting range. In the past year, there have been two incidents at the golf course that involved alcohol and had resulted in criminal charges due to fistfights . Council Member Johnson reiterated that she did not feel the proposal fit the community and that she does not think it is worth pursuing. She said she feels the projected revenue was overly ambitious for what would be realistically sold. She questioned whether others were referring to the same community because they did not see how the proposed volume of alcoholic drink sales would be possible. Grounds Manager McFarland stated that, as someone who empties the garbage cans, he can confirm that the potential for revenue is significant. He said he believes that if the city could make money from alcohol sales without increasing the likelihood of additional issues, it would be worthwhile. Board Member Wright mentioned that at courses in Boise, signs were posted stating that outside alcohol was not allowed, whereas at this course it is allowed. City Attorney Rammell responded that, while that was possible in theory, enforcement would be difficult because Golf Pro Garn would have to be checking bags. Discussion: • Preference for No Outside Alcohol: Vendors stated that ideally outside alcohol would not be allowed on the course. • Incidents Already Occurring: Intoxication-related problems had been happening regardless of whether alcohol was being sold on-site. • Controlled Sales Could Regulate Drinking: Vendors argued that selling alcohol through a monitored cart could help regulate consumption and reduce over-serving. 4 • Ability to Limit Alcohol Strength: Vendors were willing to offer only low-proof beverages and allow the city/county to approve or reject items on the menu. • Current Lack of Enforcement: The course currently had no enforcement of alcohol rules, creating a “free-for-all” environment even if signage were added. • Community and Demographic Factors: A vendor representative felt concerns about community fit were overstated, noting many golfers were from outside the area and that fee structures had recently been adjusted to reflect residency. • Potential to Reduce Outside Alcohol Use: Some believed that if alcohol were available for purchase on the course, players might be less likely to bring large coolers and might drink more moderately. • Liability and Monitoring Benefits: Controlled alcohol sales could improve oversight and reduce liability by allowing staff to monitor consumption more effectively. City Attorney Rammell explained that, to avoid any issues with the RFP process or procurement requirements, the motion needed to be framed not as an approval of the specific group’s proposal but as a motion to issue an RFP. The RFP would include language allowing the city to explore proposals for a cart, alcohol sales, or an alcohol cart on the golf course. Board Member Parkinson clarified that it is a beverage cart service. He pointed out that beverages included more than just alcohol, reminding the group that non-alcoholic items would also be part of the service. The vendor would operate based on whatever was approved through the appropriate process. Board Member Wright moved to approve the proposal for a beverage cart to sale non-alcoholic drinks and alcoholic drinks and other snack items through Request for Proposal (RFP); contingent upon City Council and the County Commission approval; Board Member Sorensen seconded the motion; Board Chairman Johnson asked for a vote: Those voting aye Those voting nay Board Member Wright Board Member Parkinson Board Member Boehm Board Chairman Johnson Board Member Sorensen The motion carried. b. Frisby Golf Tournament Request for early season before Teton Lakes Opens-Jon Lewis (Action Item) City Recreation Director Lewis proposed holding a disc golf tournament at Teton Lakes. He explained that he had run a couple of tournaments the previous year, for which he is certified by the professional governing body of the Disc Golf Association, and those events went well and generated a lot of interest for Teton Lakes. He said he understands holding a tournament during the regular golf season is not something they would necessarily have been interested in, so they tried to find a window before the course opened so that they could hold the event and then be out of the way, allowing the course to operate normally. Frisby Golf Tournament Request: • March 14th was proposed as the tournament date, with flexibility to move to March 7th if needed. • A similar recent event at the Legacy Golf Course went well and required minimal setup using the city’s 18 mobile baskets. • The preferred course areas were the middle and southern sections of Teton Lakes, with multiple layout options depending on weather. • Weather concerns were minimal because the event involved walking only; similar tournaments had been held successfully even in snow. • Scouting for hole placement would occur before course closure; longer hole lengths were possible. • The event could fit 18 holes within nine golf holes. • The southern section was preferred due to trees, water, and later spring opening. • No course-use fee was expected because the event was scheduled before normal operations. • The clubhouse would be needed only on the event day; practice baskets would be set up the day before. 5 • The group agreed to the March 14th date pending coordination with Grounds Manager McFarland and Golf Pro Garn. c. Review Draft Letter to be sent to Pinebrook Subdivision Properties -Spencer Rammell (Action Item) Discussion: Board Member Boehm moved to approve to send the letters to the Pinebrook Subdivision Properties; Board Member Parkinson 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. d. Review Draft waiver for those with a stroller or not Golfing-Spencer Rammell (Action Item) Discussion: Board Members discussed: handling waivers, considering printed hard copies as the simplest option, though digitizing them with photos or QR codes was also suggested. Concerns were raised about verifying online submissions and potential software costs. • It was noted that waiver volume could be high, possibly up to fifty per day, due to parents bringing infant children and toddler children. Annual waivers, like other recreational facilities, were considered as a possible solution. • The wording of the waiver forms was debated. One participant suggested using “non-playing guest” instead of “use of strollers on the golf course” to cover all non -playing individuals. • The group discussed whether to have one combined form or separate forms for strollers. Separate stroller waivers were favored by some due to unique safety and liability concerns, including rolling strollers on hills and unattended strollers. • Incidents with non-players, like someone riding an electric scooter on the course, highlighted additional safety concerns. • Participants acknowledged that stroller policies were an unexpected issue and introduced liability considerations, comparable to other hazards on the course. Board Members discussed: whether there should be a fee for non-players on the golf course, like policies at other recreational facilities like Rexburg Rapids. Non -players could be charged a small amount, even if they weren’t golfing. • Charging non-players could impact liability because paying participants have an implied assumption of risk, potentially eliminating the need for a waiver. • Practical concerns were raised about enforcing a non-player fee, particularly for children or companions who are not actively golfing. Some participants noted that many people might not honestly report non - players. • Historical practices at the course were referenced, including “golf course rangers” and past systems for ensuring cart returns, which had enforcement and revenue implications. • Examples were given of common non-player scenarios, such as spouses riding in carts while their partner golfs, or parents accompanying children. Decisions about charging fees were often handled on a case -by- case basis. • The conversation concluded that a non-player fee could generate some revenue, but enforcement challenges and special cases would need to be considered. 6 City Attorney Rammell said he would edit and review the waiver forms to determine if he can combine the two forms into one. He said his goal is to simplify the process while still covering all the necessary scenarios, including non-playing guests and strollers. Finance Officer Nielson suggested including a separate stroller waiver. The Board Members will review the finalized changes and consider approval at the next Golf Board meeting in February. e. Review of sign idea options to order for parking lot area-Cam Garn i. 3-5 signs -Ie. “Slow down-high traffic area “and” watch for pedestrians” (Action Item) Golf Pro Garn reviewed the options for safety signage for the parking lot and areas where golf carts and pedestrians interact, due to recent incidents. • Discussion: where signs should be posted, suggesting locations such as: • the end of each nine holes, • the transition from the course to the staging area, • and the main entrance area. • They reviewed several sample sign designs. Preferences varied, but several members favored signs that were simple, noticeable, and cost-effective to replace. • Some liked the bright green sign because it would catch attention; others liked signs that said, “drive slowly,” “golf cart crossing,” or humorous options, though some joked certain designs would never get approved. • Board Chairman Johnson suggested using a neon background for greater visibility, though it might be more expensive. • One member commented that signs alone might not be effective, emphasizing common sense and suggesting additional measures like installing speed bumps. • The group briefly discussed speed bumps—some supported adding more, noting they slowed people down effectively, even if occasionally causing minor issues for certain carts. • Ultimately, the group agreed on keeping the signs simple and selected the “caution / drive slowly” style as the preferred option. • Golf Pro Garn agreed to take responsibility for ordering the signs or coordinating the ordering process. f. Other Items as brought forward by Board Members 4. City or County Input/Issues a. 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) Golf Pro Garn reported that the free simulator offered to them would have required too much work and cost because it was designed for a permanent built-in structure. • Instead, he purchased a new simulator from Full Swing for $13,400, noting it is comparable to Trackman but cheaper. • The simulator includes a subscription for courses costing about $250 per year, significantly cheaper than Trackman's $1,000 annual subscription. • It can also be used outdoors. • Setup is scheduled for Friday, with some rearranging needed in the pro shop. b. Look at new rental push carts & rentals clubs Golf Pro Garn reported on the Rental Equipment Needs. • He is recommending the purchase of new rental clubs, as the current ones have lasted two years and are heavily worn. • He also proposed buying additional rental push carts, which are used frequently and often damaged. • Cheaper push-cart options may be available through T-Mo; even expensive models tend to get abused. • He will research options and bring back information. 7 • Tournaments • Golf Pro Garn said he plans to prepare a full tournament schedule with the same events as previous years. • He is considering adding an amateur individual event. • Current Course Use & Weather • Despite it being late in the season, many players are still golfing. • On the most recent Saturday, every cart was in use. Golf Pro Garn reported that weather temperatures and lack of snow have kept patrons playing golf longer than usual, with expectations that tee times will fill again before weather shifts c. All Other Items as brought forward by Golf Pro 6. 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 on irrigation project a Legacy c. Other items as brought forward by Golf Grounds Manager Grounds Manager McFarland reported on the maintenance projects he and the grounds crew are working on. Main Line Installation & Drainage Work • The main irrigation line for the new tee expansion at the municipal course had already been installed. • Lateral lines would be added in the spring. • Crews were currently digging out the drainage line that services Holes 17 and 18, which helps with runoff during summer and high-water periods. • Work involved avoiding trees and maneuvering around soft ground to prevent equipment from getting stuck. Tree & Stump Removal • Staff had been clearing trees and burning debris as part of the project. • They were also removing stumps accumulated from tree work over the past year. Hole 17 Tee Box Expansion • The plan was to reroute the cart path around a pine tree, shifting it to create room for a significantly larger tee box. • The entire area between the current path and the new alignment would become the new tee surface. • Blue tees would remain farther back in their current or improved position. • Grading and dirt work were ongoing using soil from drainage digs and from removing a four -foot mound that served no purpose. • Sod installation would wait until spring. • Their goal was to complete the earthwork within the next two weeks. North Tee Box (Near Hole 15 Area) • If budget allowed, staff hoped to improve the north tee box by removing overgrown Russian olive vegetation and squaring off and enlarging the teeing area. Other Tees Needing Improvement • Hole 5’s tee box was identified as extremely hard, uneven, and too small likened to “concrete.” • It remained on the improvement list. Bridge Upgrade • The bridge near the project area had been rebuilt with a steel platform. • This upgrade now allowed equipment to cross the bridge safely, avoiding long detours around the course. Overall • Progress on tee expansions, drainage improvements, grading, and vegetation removal was continuing steadily. • Major earthwork would be completed soon, with finishing work scheduled for spring. 8 7. Determine Next Board Meeting Date/Time a. 02/10/25 at 4:30 pm or sooner if needed 8. Tabled Agenda Items to Consider: a. Consider landscaped items at the service shop area after completing main parking lot/clubhouse improvements. Adjournment 6:03 P.M.