Golf Commission - Regular Meeting

Commission meeting the board just let the record show that meeting and post it to the city's YouTube channel. First item on the agenda is approve the minutes from the September 15th meeting review of minutes and set a second. All in favor say I. Anybody opposed? Next item under business is the building feasibility study. Um, let's continue the discussion and see what the feeling of the committee is. So, you got your information and do you have any questions on it? Did you ask about how it was going to get paid?

Yeah. So, I don't have information. How is How is it? I just gave it to you. Who pays this money though? Well, it's going to be 8020, right? Yeah. Yeah. So, we The city pays 8020. How does that work? Is the is the city council vote on it? How does that and so if they do then it comes from the general fund? Is that the idea that come from a Yeah, there' be a portion in the general fund of our debt service uh line item that we already have set aside in the budget for all the loans that we carry and then the enterprise would also have to take a certain portion of it.

So does the the city doesn't go on at all? of the city council and that's when they decided to spend that money on that one. Yep. The only time that the city would vote on the item is if it was outside a regular budgeting service. So we wanted to raise taxes just for this. That's not something we'd be looking at doing for this. So since it's not that debt exclusion vote, it would stay with the city council, not go to the public for Okay. And then who's who's managing that office? The uh the project itself. Oh, the project itself. Yeah. who's who manages that in this this

uh so because of the cost of this anything over a million and a half has to have an owners project manager that we' hire through that process that go through the purchasing office uh is basically just similar how we did all the other buildings with the the uh police station the school uh some other stuff we'd basically hire construction consultant who oversee that and that's our go-to between the contract of the subs and the city so if my if I understand this is 260 we pay 1% of that as the golf commission 80% gets paid from um out of fund we pay 20% of the principal and the interest. Yeah. So you'll see the last column is the fiscal year total so it's 620 that' be the first year.

Yeah. And I should say too sheet one is the 30-year sheet two is the 25 year because we were asked to look at both of those numbers. It looks like too the rates have changed five and a quart% and a half%. Yeah, that's that's what we got from the bond council. So So be a cheaper rate. Yeah. Okay. Can I interject something? Is there any doubt that the council will not approve this 8020 split as far as that I don't I'm not up in city politics that much. So you ask you're asking

they certainly don't have to. I think without the study being done to see what would happen, what the actual number would be moving forward because this is just an estimate based off of comparable projects. But the project that's actually before the commission today as to whether or not to fund the $32,000 study,

I think without that information, I wouldn't even vote for it if I was on the city council because you need that backup information to see what the actual business plan is moving forward. show how we'll be able to pay it off in the long term with revenue and other things like that. Because just because we're saying this is coming from the general fund in the 80 8020 split with the enterprise, there's going to be revenue that comes at some point in time from either lease agreement or often different fees or things of that nature that then falls to general fund revenue uh and then could be used to offset some of those costs there too. But we won't know the full financial impact of everything unless this gets done. So, we really can't move forward with this going to the council until this first step is done by law. That's not even my preferences. This has to be done by law first in order to move on to this next step.

Will the council be appraised of that we're doing um feasibility study and just Oh, yeah. And the cost of feasibility study comes from the make sure I'm just trying to myself split on cost that mean split on revenues that come in as well. That's all dictated by statute. So that would fall to the general fund and we divide that out however the regulations fall from there and then just take that in on the loan repayment side of things. You can that's basically more of an accounting bookkeeping tracking thing more than it is a what account does that fall in

our current lease agreements go to the general fund and not to the enterprise

that's part of the miscellaneous income you're wouldn't go to the enterprise. No, I'm saying it would go to the enterprise, but we'd have to mark that when it goes into the enterprise saying this portion of it came from this. So, when we budget for it, go into that essentially. It'd be a line item in the golf department's budget. Okay. That that's makes more sense. And now this thing gets built, it gets approved, and we have to operate day one. Who's operating it? We put that up to bid presumably, and we hope that somebody says, "Yes, I want to do this for x amount of dollars."

Yeah. And that bid is also governed by state law too in terms of we have to go have a market rate study done on what a uh bid would be for that. The council would have to vote to say that that would go out. I think the enterprise because it's the enterprise be the golf commission that would have to do it. It has to go out for fair market value. Um and so the minimum amount for that bid would have to be set for when it goes out to bid. If no one came in, then we'd have to go back and reevaluate that bid and document basically why we went less than fair markets value, but it has to be a fair market value lease. So, for instance, when we leased out space in the uh Waterford Street Community Center, uh we had a study done of what comparable leases for that type of a nonprofit community center would be. The study came back and said $15 a square foot. So, we had to go out and say, "All right, for a minimum of $15 a square foot, what who would be interested in these spaces?" And we took the bids out that way. I think they could have been higher, but they couldn't have been any lower than the $15 by the state law. Um, so that'd be something that would have to be done in a facility like this, too. So, we did this feasibility study done. They say, "Hey, we can do this. We then found the general contractor sort of real prices before this ever goes anywhere." Um, how are we designing the kitchen? How does that whole thing work? Like how who decides what

out of those four options that they're going to give us? Yeah. Depending on size and whatever.

So they'll come up with a conceptual plan and then when we go out like before it goes out to bid, the commission would look at those four different conceptual plans, say this is the one we want to do. And then when it goes up to bid, it'll be a design and construction bid that'll basically say um you know this is the project that we want you to design. They'll do all the engineering work, design work and everything that based on the feedback of the commission and then from that design will go out to bid for construction and then that construction will happen there to build what they've designed in the first part of it. But that's included in this cost. And when we had initially met, we decided that there would be a a separate team that would planning team that would oversee the feasibility stage with two representatives from the B commission. Um and and then um the city auditor, the purchasing director, um myself, the mayor, and we at that point we thought of um mentoring Mark. Um, so that's I mean that's what we're looking to get a very well-rounded team to look at all options. Um,

which do says is the best practice when you're building buildings or dealing with anything construction sit for municipal uh is to make sure you have that oversight committee just to make sure nothing falls the cracks and have a breath of different expertise and opinions on it. Um, where actually we've done it with every building project that we have uh in the city in terms of construction, reconstruction, anything like that. Um it basically makes it so that it's a committee that then would report to the commission to be like this is what's going on so far, this is what's happening. Just updating it that way, but it makes it so that that the contractor who's given both the design uh engineering portion of it and then the construction portion of it does have a group of people overseeing them to make sure everything's getting done the right way with the right input going into the design and the construction and everything. Yeah,

they did ask that that the planning team go out and visit a variety of different ones and come up with um you know ideas so that when they start their conceptual plans it's coming from from our vision and what we want for for our project. So historically we had a lot of bidding on the current location for our squad. Will this feasibility study include an assessment of whether it might not be able to market this building?

It's it's part of your the the planning stage was it's they're going to do a they're going to look at you know how much revenue and everything that would for him. Um I mean it's it's no secret that the the restaurant situation hasn't worked out well for for many many years at the golf course. Um but that's that was on one of the pages is to bring in and do revenue um revenue uh survey for us as well.

Yeah. And just I guess my ears at the shop all the time you know I know this is just $38,000. There's already there's already for the conceptual plans there's already talk about complaints about that at the course you know if this golf course is going to spend x millions of dollars why aren't we putting it into the golf course the product it's tough for me to grant a great building would be awesome I I just don't think it's going to increase you know at this point at this point bare bones like no information on my shoulders like how is it going to increase our our revenue

just I'm going to just play devil's advocate um the 33,000 is about 4% I believe of your enterprise fund and you have an enterprise fund so you've had the time to use it to reinvest back into the golf course you can do that at any time that you want to so it just that's what the money's there for I

and it just h that you know it just hasn't you know happened but I just think that um you know you can just then you can just have a golf course because that's basically you know is the other things that would attract people. I think you have to look at what the vision is for the golf course as a whole. But I do agree that obviously money needs to be invested back into the course. But that's that's a total separate conversation from this that the golf commission needs to have.

I think the upside going to is not doing this and then suddenly we don't have a restaurant at all and then people aren't coming to the golf course. So then you have to detract it's detracting from drawing anyone there because we have an issue in the future. This issue isn't um it's a long no doubt about it. But this issue isn't going away. It's just going to get progressively worse and the longer we wait the more expensive things are going to be um to not see what this would look like. Get plans get an idea of what kind of revenue it could generate. Um I think at least needs to be looked at and see what kind of plans come back and if it's something something feasible. I know $33,000 is is a significant amount of money to spend and then maybe not do something, but it is the first step to see if we could do something. We have the ability to to try it. I know there's things there's things I'd love to see golf course as well. I we've talked about Carfest um that we've talked about um you know some other other projects as well. Um this is I believe this is one that we need to doing some of the other projects that would necessarily bring more people in either. Um I think this is has the opportunity to generate some revenue um get a good facility keep hopefully keep more people on site um and um just improve improve the product.

Yeah. You got to look at another side another side of it too is trying to bring some of the general public into the restaurant. I mean, you know, they're the ones who really get a market to try to bring some more people in that paid, you know, the monthly fee attorney. So, and so any that the restaurant makes above lease is there not we're not managing a restaurant. That's it. What's that? We're not going to manage a restaurant. No. So, I don't think we should. How you doing? You know, not even a little The construction scares me.

Yeah. If we're not trying to make money and we know that this is going to cost the city $650,000 every year. Um, it's not every year. Okay. Going down. So 650 down to 300 in 2015. Um that's a lot of money according to me every year. Um that's just an estimate based on a $7 million building you're saying. Right. Mhm. Is there any rational thinking that we can do this for 4 million? I have no idea. Right. Say again. We wouldn't know that unless they wouldn't know unless you understood it. While we have money in the fund, it took 12 years to accumulate that million dollar, didn't it?

No, it wasn't that long. Probably eight. Started before I get the motion in the last meeting that we spend the money and make the motion now that we proceed with planning and then we stop that go further. will fraternity wasn't we consider this again my motion motion we accept the plan was proposed and spend the money second any further discussion hearing none all in favor say I I oppose

I motion carries and the the proposal from the architect if he actually expires tomorrow. That was our 90day date. I didn't it didn't matter there, but the mayor can sign it for that. We still had a locked into the price they gave us. So, it will not increase, but we had to ironically figure it out yesterday that the deadline was tomorrow. [Applause] Thank you. Thank you. [Music]

Any new business? update Dan. Um I really went on the walk tournament schedule is pretty much about done. Um couple little things the rest of the year. Still getting a couple memberships here and there for this fall special which is good. They have another total members but um it's a good start to get into next year every year. Um, other than that, you know, just kind of green feeds the rest of the way and dealing with the iration schedule and everybody's very accepting of the iration schedule and understanding um October. We're not losing about this, right? Which is great. Uh, I do want to uh bring up and I don't know this, but um I want to uh give Bill a lot of accolades and staff a lot of accolades for dealing with the water situation that has been a terror. I'm sure I'm here for these guys. Um, and you know, I hear the complaints on both sides. You know, things don't get done. They don't understand that. He's got guys out there 4 hours a day watering greens.

Um, it's frustrating on my point. I'm sure he's tired of hearing it as well. Um, but they did an outstanding job saving that golf course. Okay. In a drought with no water. Um, so I want to really, you know, give them applause in public forum, you know, for all those guys that are up there free morning lugging hoses around to save the teams and greens. So I personally thank you guys for that. Appreciate it. I'll pass along. Thank you. That's it. That's all that's all I got.

Finish aation bag nine done. We're going to wait until it's dry. Probably Thursday, Friday. Try to pick away the rest of them. Um what we don't finish we're going to do next week is it gets cold. I see nighttime cold. So we're talking that freeze thaw thing which is the absolute worst. Um but somehow we will finish grains next week. Um which is really all that matters right now this time of year. Um I got to get you some numbers for the equipment package. We're talking about doing four or five pieces of equipment. It's going to be to the tune of about a4 million dollars spread out over five years. one annual payment, buy it all for a dollar at the end of five years. So, it's a lease package, but it's a lease home. Um, and kind of the same way we've identified the last package we did, we picked items that will last us a long time. You know, we're buying pieces of equipment for 15, 20 years. Um, sprayers, not things like greens mowers that get turned over every five, six, seven years. Um, utility vehicles that can last a long time. Um, so we'll get some numbers on that here. Hopefully we can take our time with that and do it over the winter. Um but get it into the

Hey, cuz I noticed you had to do it. We bought that with that track machine. Oh, you bought Yeah. Yeah. Um and we were looking at another one of those machines cuz they're versatile. They do a lot of different things. Um and then we were finally given permission to fix the inlet pipe on October. Really? Yeah. October 24th. We can do it. Problem is the contractors don't really want to do it right now because they've lined up all their work to get to snow basically. So like I don't know what I'm talking we told them that we can do it and they said we'll call you back. So tell me right now we're good going forward. We have to do this certain by a certain time. Don't know.

Don't know but the the engineer we've been dealing with and because I asked that right away is there a window uh because we don't want to do this again. So, we'll follow up with the engineer and then the guys who did um all the site analysis work, those were the guys who who have that information or should have that information. So, um we're a go. We just need to figure out how to get the guys to come back and talk to us. And then that obviously needs to go back to purchasing, fine-tune the numbers, um and see what they're going to charge for that. So, spending some money. All right. Any questions? question.

I just had a question. No, it's just the uh the grains um getting airated. Do the fairways get airated? I would love to. It's just we didn't even do TE's this year cuz the water we usually do TE's when I have all the high school kids. Okay. We usually come right behind and we can throw it absolute delusion of water on it. We didn't even do TE's this year. So, we went out when we remember I talked about that machine that we demoed and we solid time a lot of the fairways to throw some seed in. Um it would take a lot to be able to airate overseed and and water these fairways right now. So we're going to try to do greens. And if we can do TE's, we're doing TE's and whenever it snows, we stop.

Any other questions? There's no correspondence. Uh commission comments. Um just all the staff for pretty much the season's kind of closing up now. Pro shop staff, the ground screw staff of course guys were tough situation as Dan said. You guys did a great job and the tournament tournament was great success this year the weather but uh it was actually better than could have been I think um we finished. We had a good turnout. Thank you. We had a lot of fun. I want to thank you for putting together the flyers and the new it looks sharp. Um really good.

So appreciate that. Um, that's all I have. Thanks. Um, I just wanted to circle um back on um what Dan brought up last month was the uh tournament committee and the handicap committee and it's really great that we have um you know people designated to um take on that role. Um my question is will we getting any kind of status reports or what once we start I'll I'll keep you guys updated. Um you know We as a shop want to put technically some posting policies in place and um you know how we're going to deal with um handicap issues

and how long you know what kind of and will that be communicated to the members? Oh 100%. Yeah% yeah formally something formal and you know this is what we're doing this is why we're doing it. is how it um to try. It's a great addition. You get somebody to do it for the for the handicap student. Does the shop still accept the money or is it run? It goes all online. It's all mascul and then you turn around pay the golf course. Yeah. What? There used to be I would collect money run through my business and I would write mask off. Yeah,

that was I know Iard it online and we get paid by mask off. I said I know some do it but some obviously build it into their membership fees. Yeah. Um and I didn't know how that was working going forward. I think it's going to go all five bucks next year from 50 to 55 and it was a way we could not like force people to incorporate it into our sheet where like you could check box as part of it that doesn't seem really feasible.

No, I just trying to get more more people but I don't think that's quite work. But I mean with them doing online it actually helps us out because we've got people that rarely golf course that list us as a whole course and we get that 15 25 bucks whatever it is.

Simple. Thank you. Okay. Anything Mike?

Yes. One is should have asked you do you have volunteers helping you with the iteration? Uh, we're actually good because we're only doing a few greens at a time. Yeah. Back in the old days when we did nine greens all at once, you needed more people. But the the hours for the sand to actually try any greens, it's so short right now. For me to try to get nine greens done, it's it's literally impossible cuz that sand goes on at 7:30 in the morning and by 1:00 we're hoping to drag it. We can get four or five greens done, but if I had to do nine, then I'd have to bring in more guys. So, we're good with that eventually. Not good. Thank you. Everybody else offered a great job this year. The other thing is I I some working on budgets and money for next year determining what our our plan expenses are alone any increases. I just want to advocate for seniors that the cola hasn't come out yet because CPI has been delayed till 28th this month, but that for seniors if we do have to increase that we keep it at cola and not beyond that possible. Doesn'tbody have

all right so the revenue is $481,000 at this sure this is probably couple of weeks I want to say [Music] total expens expenses are at $367,000. [Music] So right now we're at a net sess,000. Also that will get wiped out once the indirect cost goes through and once we get the water bill and it looks like you know some of these other categories I don't budget any determination.

Yeah but I thought we calculated that about 15,000 closer to 20 is that 26 closer to 26. He gets what he gets. Anyways, it's just numbers on a sheet. We'll have to cover that by the end of the year. Any questions on the financial aotion to accept move? Second. All in say I.

Anybody opposed? Next meeting date will be November. Is that is that a rates meeting? Probably a rates meeting probably. Um I would do the 17th that good. I won't be around. All right. Convention. Yep. [Music] Is it good for everybody else?

Yes. Yes. A motion to make a motion to second. All in favor say I.