MINUTES OF THE BOBBY JONES GOLF CLUB ADVISORY BOARD March 23, 2011 at 3:00 P.M. PRESENT: Charles Mericle, Darwin Perry, Dick Roehr, Millie Small, George Spector, and Alan Woodle ABSENT: Francis Schroeder and Doris Snare STAFF ADVISORS: Susan J. Martin, Manager, Golf and Recreation Christian Martin, Assistant Manager, BJGC PRESIDING: Alan Woodle, Chairperson CITY COMMISSIONERS: Suzanne Atwell OTHER CITY OFFICIALS: None RECORDING: Linda Needs, Administrative Assistant Meeting was called to order at approximately 3 p.m. in the Bobby Jones Golf Club Conference Room. Roll Call Board member Francis Schroeder and Doris Snare notified Chair Woodle and Manager Sue Martin in advance of their absence today. Board member Mericle motioned to approve both absences and the motion was seconded by Board member Perry. Motion carried unanimously. Vice-Chair Debby Miedema was also absent. Chair Woodle told us of her resignation. Approval of Minutes from January 26, 2011 Board member Mericle motioned to approve minutes as written and Board member Spector seconded. Motion passed unanimously. Presentation: IT Department = Email Accounts Director Chance Craig reviewed the City's email and internet use policy a copy of which he gave to each member to review and sign and made a part of these minutes. Each will be given a City email address to use when communicating Board related items only. OneSource Report (J. Bache) Superintendant Bache said now that it is warming up they are planting seed. We are transitioning the Bermuda grass in and the blue grass out. Aerification dates will be coming up after the Men's City Championship. All courses will be aerified between May 9 and the end of September. He explained the aerification process. Only reclaimed water is used and it is done mostly at night. They will also be working on the tees. Election of Vice Chairperson Chair Woodle acknowledged his appreciation of Vice Chair Miedema's time and devotion. Manager Sue Martin said Board member Darwin Perry has offered to take this position. He acknowledged his interest. 1 A motion was made by Board member Spector and seconded by Board member Mericle to appoint Board member Perry to the Vice-Chair position. Motion carried unanimously. Public Input = Kim Giancardo He questioned, with Mayor Kelly Kirschner leaving, will Commissioner Atwell become our liaison. Commissioner Atwell said she cannot guarantee, but will certainly recommend that to the new Commission once it is seated. He would still like to see more advertising in the paper and on SNN6. He also thought that maybe some special arrangement could be made with the Baltimore Orioles where we can advertise at Ed Smith Stadium and they here. Financial Report Manager Sue Martin submitted the report for the first four months of the current fiscal year, a copy which is attached hereto and made a part of these minutes. We are going through a transition with our financial update since Board member Henning left. Golf Shop Manager Joe Fuger created the ability to take information from two (2) separate financial spreadsheets and create the Board's Financial Report. The only thing he could not do was bring individual items that might change from Board meeting to Board meeting. Commissioner Atwell said we need to include a well-written narrative incorporating the figures into a summary. Chair Woodle commented maybe management would find it worthwhile to do quarterly and have our PIO do a release. His concern is it falling on deaf ears. Manager's Report (Sue Martin) Recognition Banquet April 5, 2011 at Van Wezel She asked if everyone received their invitation from the City's Auditor's and Clerk's office. She ençourages all to attend. Volunteer Program This program mainly consists of those who do our rangering for us. After 40 volunteer hours they get an award card of golf and cart, but there are some restrictions. It has come to her attention that the rules are not being strictly adhered to. She believes in the program, but maybe there is a better way. She is bringing it to the Board to think about. We will put on the agenda for the next meeting. Rates: March Special, April and May She has received permission to try a "Rise and Swing" special on Saturday and Sunday through March as weekends are slow. It is $5 off the morning rack rate of $49.50 making it $44.50. She always lets Mark Cardon of Golf Ledger and our PIO know of any specials and we do email blasts. Chair Woodle said maybe it is time to consider working on a rate structure to award local players in some way. Chair said we could add to our list of goals. On April 1 our prices start going down. Our Daily Twilight Special will move to 4 p.m. as there are still four (4) hours of daylight left. In May we replace it with the Some Like It Hot special and our BJ summer card returns. 2 Recording Secretary Cost At the last meeting she was asked to find out what it would cost to hire a company to do Board minutes, etc. The two (2) boards that use to do this found it wasn't cost effective plus the difficulty they encountered getting the notes into our system. Assistant Manager's Report (Christian Martin) Golf Lessons Update We are in our first 50 days and he has given 100 lessons on his time as a contract employee, not on the City's time. The club retains 20% of lesson fees. We are way ahead of projections. His goal was 150 lessons in a year. He is doubling that. He doesn't have figures yet but will report back when he gets them. These lessons have a positive effect on everything we do at BJGC. He said probably 65- 70% are existing players and 35-40% are new players. Laser Links Update In his professional opinion most of the devices are expensive and do not fall into our clienteles' budget. New products are coming out all the time. He does not plan on buying any time soon. He is still looking into multiple other options. Tournaments Assistant Manager Christian Martin passed out preliminary individual budgets based on the past few years of participation. The only variable here is the exact number of players. It will probably be close. The Women's Better Ball on April 2 and 3 has 17 teams (24 golfers) signed sO far. Last year at this time, 9 days before the tournament, we had 15. Traditionally we held in March, but in an effort to increase play we moved to April SO we could offer a better rate. The Men's Senior Championship on April 9 & 10 has 16 golfers. Registration was just opened on Monday. Last year, 16 days before the tournament, we had 22 signed up, sO we are right on the same page as we were last year. He included that the Men's City Championship is being held on April 30 & May 1 and May 7 & 8 even though it isn't on the agenda. Agenda Items 2011 Board Goals Chair Woodle said perhaps we can discuss these goals at the next meeting as we are getting long here today. > Yardage Markings - Sprinkler Heads (Woodle) > Local Player Rate (Woodle) > Senior Rate (Woodle) > Annual Fees (Mericle) > Special Day for those over 80 (Small) > Inconsistency of the sand at BJ. > Cell Tower Funds - Minutes of Glen Oaks meetings 3 Chair and Board agreed since no official City Commission minutes can be found regarding cell tower funds, that this subject could be dropped. New Business - None Public Input - None Board Member Comments > Board member Spector - Would like to see financial breakout of Executive play (revenue only). Manager Sue Martin will discuss with Joe Fuger to see if he can insert room for. A Board member Mericle - He likes the new financial report format. We finally have something to review. > Commissioner Atwell - She wanted to let us know she is going to be working with everyone involved with sports in the County to have an annual Sarasota Olympic-type games, headquartered at Payne Park starting next March during spring break. BJ could very well be involved at some level. > Board member Perry - nothing > Board member Roehr - nothing > Board member Small = She suggests holding a golf tournament between Tampa Bay Rays and Baltimore Orioles. Commissioner Atwell will see Orioles owner John Angelos Thursday night and will mention. Next Meeting: May 25, 2011 @ 3 p.m. Meeting adjourned at 4:39 p.m. 4 CITY OF SARASOA Workplace E-mail and Internet Use Policy Electronic mail, Internet access and other electronic media and equipment are business tools that are provided by the City of Sarasota ("The City") to its employees to facilitate timely and efficient conduct of business. To help ensure that these tools are used appropriately, the City has developed the following acceptable use policy. This policy addresses access, use and disclosure of electronic mail and Internet messages and material created, sent or received by the City's employees using the City's workplace e-mail and internet system ("The System"). The City intends to honor the policies set forth below, but reserves the right to change them at any time as may be required under the circumstances. The system is primarily for business use, but limited personal use shall be permitted, sO long as such use is not excessive and does not interfere with business needs or operations; The e-mail system is the property of the City and all e-mail messages composed, sent, or received are the property of the City. The mere deletion of a message or file by an employee may not eliminate it from the system. Incoming and outgoing messages and attachments are subject to monitoring at the sole discretion of the City, at any time, with or without notice, and notwithstanding any password; The City has the capability and reserves the right to track and monitor employee use of the Internet, including web sites visited and files downloaded by the employee; Employees must not consider any information on the system including e-mail messages and web sites visited to be private; The system must not be used to communicate improper messages or material (such as those that are defamatory, derogatory, obscene or otherwise inappropriate, including sexually harassing or other offensive messages); E-Mail signature lines are to contain the sender's name and contact information only; The system must not be used to visit sexually explicit or other offensive or inappropriate websites; The system must not be used to violate any law, regulation, or City policy; The system must not be used to send (upload) or receive (download) copyrighted materiais, trade secrets, proprietary financial information, or similar materials without prior management authorization; Employee passwords are confidential and employees shall be held accountable for all usage under their password on the City's computer system; Confidential or privileged information should not be sent over the Internet unless they are sent with appropriate warnings, safeguards or encryption; Encrypted messages shall be read only by authorized employees using City approved encryption methods; Employees with Internet access must take particular care to comply with and understand the copyright, trademark, libel, slander and public speech control laws of other government and non-government agencies with which our City maintains business relationships; Executable files may not be downloaded without prior authorization; Employees should make clear when they are or are not representing the City in their e-mail or Internet communications; Employees must not send or forward "chain letter" e-mails; Employees should not open e-mail or attachments unless they are confident of the identity of the sender; Employees must not access other employees' e-mail without prior mangement authorization. A violation of the City's Workplace E-mail and Internet Use Policies may result in disciplinary action ranging from a verbal warning up to discharge from employment. I have reviewed and agree with the Workplace Email and Internet Use Policies Advisory Board: Member Name: User Signature Date Note: You may return this form by email and type your signature on the User Signature and Date lines. By Doing this, you indicate that you agree to the terms of the policy. Financial and Activity Report October 1 through February 28. 2011 Activity report for five months of the current fiscal year are as follows: A Combined players for the current five months : 56,239 Last year this time period: 50,896 5,343 10.50% B Combined players for Feb. 2011: : 14,504 Last year this time period: 12,020 2,484 17,13% Changes by category for the current five months are as follows: 1 Annual Fee Holders (A & B) -454 2 Greens Fees (A & 8) 4,186 3 Executive Course (AFH & Daily) 1,152 Power cart rentals for the current five months : 34,499 Last year this time period: 31,958 2,541 7.37% E Power cart rental for Feb. 2011: : 9,297 Last year this time period: 7,720 1,577 16.96% II Financial results for the five months of fiscal year 2011 are as follows: 1 Net cash flow for the current five months : 207,389 Last year this same period 88,725 118,664 57.22% 2 Net Cash flow for Feb. 2011 : 161,408 Last year this time period: 129,810 31,598 19.58% 3 Total revenues for the current five months : 1,376,459 Last year this time period: 1,317,584 58,875 4.28% 4 Expenditures for the current five months : 1,169,070 Last year this time period: 1,228,859 -59,789 -5.11% II The Capital improvement fund as of Feb. 28, 2011: : 1,124,629 BOBBY JONES GOLF COURSE REVENUEFEAPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 &: 2011 February 28, 2011 S SOEERI3 5 AS SS 75 PRIOR YEAR CURRENT YEAR Actuat YTD Actual Actual YTD. Actual Budget Variance 2010 2010 Current 2011 2011 Favorable Month 5 Months Month 5 Months 5 Months Unfavorable) REVENUES: ANNUAL GREEN FEES $ $ 145,189 $ $ 121,224 $ 125,365 $ (4,141 CART RENTAL 116,521 470,763 140,157 503,502 527,947 (24,445) CONTRIBUTIONS & SPONSORSHIPS 9,695 EQUIPMENT RENTALS 2,275 10,047 3,384 10,538 10,322 216 GOLF CLINICS 535 535 GOLF HANDICAP TRACKING 78 2,228 120 2,247 2,295 (48) GOLF LESSONS 2,775 2,775 2,775 GREEN FEES 202,285 577,825 251,517 637,701 679,463 (41,762) LOCKER RENTAL 35 3,683 82 4,446 3,434 1,012 MERCHANDISE SALES 13,002 54,588 13,042 48,712 57,578 (8,866) OTHER GOLF COURSE REVENUE 367 3,171 371 1,765 2,993 (1,228) OTHER MISCELLANEOUS REVENUES 30 150 30 237 65 172 OTHER SALES 10,570 (10,570) POSTAGE AND HANDLING CHARGES 1 19 19 RANGE FEES 3,706 15,411 4,771 16,057 17.411 (1,354) RESTAURANT RENTAL 839 4,449 884 4,416 3,513 903 SURPLUS FURNITURE, FIXTURES 8 8 TENNIS COURTS TICKETS 33 114 33 125 (92) TOURNAMENT, AND UNIFORM SALES 2,640 2,265 2,512 (247) TOURNAMENT FEES 2,463 2,086 2,937 (851) UTILITIES 2,568 8,043 2,962 10,483 8,648 1,835 INVESTMENT EARNINGS 1,896 7,124 2,609 7,413 8,331 $ (918) TOTAL $ 343,636 $ 1,317,584 $ 422,705 $ 1,376,459 $ 1,463,509 $ (87,050) PRIOR YEAR CURRENT YEAR Actual YTD. Actual Actual YTD Actual Budgot Varlance 2010 2010 Current 2011 2011 Favorable Month 5 Months Month 61 Months 6 Months (Unfavorable) EXPENDITURES: PERSONAL SERVICES $ 58,403 $ 310,685 $ 57,834 $ 319,246 $ 352,320 $ 33,074 MERCHANDISE FOR RESALE 6,433 30,730 8,624 26,530 35,967 9,437 AOVERTISING 4,174 13,485 2,218 11,767 16,328 4,561 AIR CONDITONNGNEATHOMN 450 4,510 815 5,013 3,374 (1,639) AUTOLIABILITY 9,522 6,391 6,491 100 BUILDING INSURANCE 11,364 536 10,457 10,228 (229) BUILDING MAINTENANCE 450 2,075 265 2,205 3,440 1,235 BUILDING MATERIALS 334 1,384 41 404 2,923 2,519 CARALLOWANCE 14 72 310 310 CASHOVERISHORT 23 (142) (8) (97) 97 CELL PHONE ALLOWANCE 20 98 27 128 315 188 CELLULAR CHARGES 283 1,412 1,134 1,440 306 CHARGE CARD/BANK FEES 5,089 18,171 5,968 18,552 19,393 842 COMPUTER EQUIPMENT <: $500 419 419 COMPUTER! HARDWR & SOFTWR 4,489 225 4,676 12,662 7,986 COMPUTER REPAIR PARTS 210 210 DUES ANDI MEMBERSHIPS 649 555 715 160 DUPLICATING AND PRINTING 465 772 772 733 (39) ELECTRICAL EQUIPMENTMAINT (160) 210 370 EQUIPMENT < $500 142 176 21 394 373 EQUIPMENT AND PROPERTY REI 2,559 5,534 2,476 5,289 6,251 962 FURNITURE < $500 58 59 1 GENERAL SUPPLIES 952 4,454 677 6,653 5,713 (940) HORTICULTURAL 173 173 JANITORIAL 1,583 3,560 490 2,301 4,708 2,405 LAND MAINTENANCE 85,217 543,719 101,131 545,307 552,770 7,463 LEGALI AND JUDICIAL 80 80 529 303 (226) LOSS ON FIXED ASSETS (2,247) MACHINERY, AND TOOL MAINTEN 570 616 5,530 5,530 MECMANCAUELECTRICAL SUPP 220 750 750 MEDICAL & CHEMICAL SUPPLIES 2 (2) MERCHANDISE FOR RESALE-OTI 1,328 414 3,177 5,208 2,031 MOTOR VEHICLE MAINTENANCE 295 799 913 114 MOTOR! VEHICLE SUPPLIESIPAR 467 999 604 1,248 1,740 492 OFFICE SUPPLIES 167 1,086 74 621 2,087 1,466 PARKING LOTS AND DRIVEWAYS 268 214 174 (40) PC SOFTWARE UNDER: $500 102 165 165 628 463 PEST CONTROL 32 280 32 285 423 138 POSTAGEIDELIVERY SERVICE 110 84 112 168 56 PROVISIONS 2,490 2,051 3,331 1,280 SEWERS 85 85 SPECIAL SERVICES 1,738 6,603 2,109 4,246 6,099 1,853 TECHNOLOGY CHARGES 3,218 16,090 3,328 16,641 16,642 1 TELECOMMUNICATONS 2,089 5,336 983 4,899 5,720 821 TITLE RECORDINGIFILING FEES 36 74 50 (24) TRAINING, TRAVEL & CONFEREN 119 156 48 237 540 303 UTILITY SERVICE 5,629 24,760 5,894 28,837 32,153 3,316 COST ALLOCATION 12,580 62,899 12,836 64,182 64,185 3 DEBT-SERVICE 838 4,190 836 4,180 4,180 TRANSFER - CIP FUND 13,750 68,750 TRANSFER TO GENERAL FUND 6,423 65,756 54,046 69,373 51,250 (18,123) TOTAL $ 213,826 $ 1,228,859 $ 261,298 $ 1,189,070 $ 1,239,467 $ 70,397 INCREASE (DECREASE) IN FUND BALANCE $ 129,810 $ 88,725 $ 161,408 $ 207,389 $ 224,042 FUND BALANCE $ 631,601 $ 675,826 BOBBY JONES GOLF COURSE CAPITAL MPROVEMENT PLAN REVENUEEAPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 & 2011 February 28, 2011 PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD Actual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 5 Months Month 51 Months Annual (Unfavorable) REVENUES: TRANSFER CIP FUND $ 13,750 $ 68,750 $ $ $ $ OTHER SALES 5,000 (5,000) INVESTMENT EARNINGS 3,250 12,152 3,717 3,806 22,000 $ (18,194) TOTAL $ 17,000 $ 80,902 5 3,717 > 3,806 $ 27,000 $ (23,194) PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD. Actual Budget Variance 2010 2010 Current 2011 2011 Favorable Month 5! Months Month 51 Months Annual (Unfavorable) EXPENDITURES: CAPITAL OUTLAY-APPRASALS $ $ $ $ $ 10,000 $ 10,000 BUILDING AND STRUCTURES 450 39,690 68,571 28,881 BRIDGES/PIERS 3,000 3,000 STREETS, ANDI HIGHWAYS 11,000 11,000 LAND IMPROVEMENT 20,000 201,931 181,931 PC AND RELATEDHARDWARE 42,834 42,834 NSTRUMENTS AND. APPARATUS 11,677 11,677 14,503 14,503 MOTOR VEHICLE 103,739 103,739 113,693 113,704 11 SPECIAL SERVICES 2,300 2.300 TOTAL 115,418 $ 116,868 $ 173,383 $ 467,843 $ 294,460 INCREASE (DECREASE) IN FUND BALANCE $ (98,416) $ (34,964) $ 3,717 $ (169,577) $ (440,843) FUND BALANCE $ 1,391,924 $ 1,124,629 9 S 5 - - $ 9 6 8 8 : : - - E E E E - E E - E la - E E - - - - E 3 A 3 8 B 3 E e 8 s E E 3 9 E 8 3 3 E S 5 E 5 E - & a a 5 E S E 5 8 B - 3 E 6 9 9 - I E - 3 3 8 3 5 3 E 9 5 9 8 8 E 3 3 8 5 s E E B E 8 B 8 6 S - - - - 3 - E G E E 5 oojo o o o o 3 5 - E S - - - 8 & a 00 - 8 & 3 S S 9 - - - : a - 5 5 5 : - : E 5 - - - : E E - - E - 1 : E E E - - I 3 8 6 8388 g E s 3 5343 s 4 88s E E 6 R - E 3 8 b aa9 638Re KN e F - s 5 6 8 3 s 5 E 6 5 a 8 - 5 3 5 3 9 E 8 3 8 - 3 8 3 8 - E 3 3 e 9 Fe E 11 0o 6 F e - s F P F P 1 E 5 3 3 6 8 > 5 E 3 8 9 E 6 S S 8 3 8 F a E a 3 3 8 I E 3 E 3 S o I - I à 8 9 o - - a 8 3 E a - € - - - - 5 - - E 8 5 : : B - - * - - - E - E E E E E E - - - : 9 I I & > & 8 3 8 3 3 8 s 3 3 3 3 8 a 9 3 9 9 e e o o o o D o B - s Da E 8 8 8 E e 9 3 - E a 3 B S E a 9 8 5 a 3 3 a 3 : 8 S 8 B 9 5 3 E a 8 E E a S 9 8 3 Ni a 8 - - E 3 3 & 8 & 3 R 8 - 5 9? E e a 38 8 E 3 E R # 8 R 6 E : E 3 E 9 a € a - 3 3 3 3 3 5 @ 8 S B E 8 e à 1 a E s - 3 8 8 s & s33 a s F a 3SR8 E 5 E 5 - E 3 3 3 8 8 a 3 S 8 s E B 3 3 3 E 9 8 4 - e 6 9 3 8 : 8 e 1 E - 1 8 à 2 a 4 a . a - 6 a $ € € 3 8 % 6 - - € 3 % - - S 8 5 9 6 8 $ e 8