MINUTES OF THE BOBBY JONES GOLF CLUB ADVISORY BOARD November 17, 2010 at 3:00 P.M. PRESENT: Charles Henning, Charles Mericle, Debby Miedema, Francis Schroeder, Millie Small, George Spector, and Alan Woodle ABSENT: None STAFF ADVISORS: Susan J. Martin, Manager, Golf and Recreation Christian Martin, Assistant Manager, BJGC PRESIDING: Alan Woodle, Chairperson CITY COMMISSIONERS: None OTHER CITY OFFICIALS: None RECORDING: Linda Needs, Administrative Assistant The meeting was called to order at approximately 3 p.m. in the Bobby Jones Golf Club Conference Room. Roll Call All members were present for Roll Call except for Debby Miedema who arrived at 3:04 and noted for the record by Chair Woodle. New Member Appointments There are two (2) seats open; Board member Fink's and Henning's terms have expired. Board member Henning agreed to attend this meeting to give us our Financial Report as his replacement had not been selected by the CAC's office yet. No one applied with a financial background. Public Input - None Approval of Minutes from September 22, 2010 The following commentscianifications were requested to be added to the September 22 minutes: Page 1: Richard Santore attended to listen, not was attended to listen. Page 3: Assistant Manager Christian Martin did not have figures yet. Page 5: Board member Spector would like to clarify he meant to say that the trend is not good now and BJGC was doing comparably worse not substantially on local, regional and national levels. Board member Small moved to approve minutes as corrected and Board member Miedema seconded. Motion carried unanimously. OneSource Report (J. Bache) Superintendant Bache has 24 employees staggering their hours from 5 a.m. to 1:30 p.m. daily with a % hour lunch break covering their 7 day-a-week, 365 days a year operation. He proceeded to go over their schedule of duties and equipment used. 1 A pack of fox was seen on the Executive Course. Mr. Bache asked for suggestions as to how to remove foxes. He has called Animal Control and everyone else he could think of without success. Last year a professional trapper was hired without success. Manager's Report (Sue Martin) EZ Links POS System Manager Sue Martin was hoping to report the new POS was being installed, but unfortunately the credit card processing contract was not worked out. Two sticking points are: The company has to be registered to do business in Florida and automatic renewal clause must be removed. The vendor agreed to take out the Indemnity Clause. The current agreement which was signed in 2001 by former Finance Director Gib Mitchell, probably would not hold up today, as laws have changed. AMS is our current processor, but is not ntegrated with EZ Links' POS. A "Gateway" vendor could be used at an additional cost. BJGC spends approximately $45-50,000 annually on credit card fees, but for what we get in return, it is the normal cost of doing business. As of July 1, Federal law changed. A minimal purchase limit of $10 may be set. Board member Spector questioned convenience fees and exemption; discount for paying cash as opposed to using a credit card. A penalty cannot be charged for using a credit card, but a discount for paying cash is okay. Rate Structure and Change Previously rates went up November 16 for two (2) weeks and then go up again. Instead of those two (2) irritating weeks were eliminated. Manager Sue Martin read BJGC rates and range of dates. $49.50 is the most expensive from January 2 through March 31. April Fool's Day rates go back down to $36.00. Board member Henning said BJGC needs to stay in line with competition. Manager Sue Martin pointed out that BJGC year is already planned. BJGC doesn't have the advantage privately owned courses do to change rates on a day-to day basis. For instance, if it looks like it is going to be a rainy day, reduce rate. BJGC does not have this flexibility. Rates can be changed relatively quickly by requesting permission from the City Manager's office, just not day-to-day. Turkey Shoot The Turkey Shoot returns again this year on Thanksgiving Day for $21.50 with a 9 a.m. shotgun start, 18 holes including cart. A hot buffet breakfast will be offered for $9.00 with $3.00 off for golfers with Turkey Shoot receipts. Mark Cardin of the Sarasota Herald Tribune did an article and Jan Thornburg, the City's PIO, also did a press release on the Turkey Shoot. Board member Spector asked if BJGC has any control over Mary's Mulligan's) prices; We do not. He thought this was another disadvantage as to what is going on and to let the minutes show this. Reindeer Games On Christmas Day BJGC will be holding Reindeer Games again, $26.50 special with a 9 a.m. shotgun start for all 18 hole players. This is not a tournament, just a fun round of golf. Also offered is a $3.00 discount off a hot breakfast with Reindeer Game receipt. Nine hole play will be allowed until 11 a.m. 2 Assistant Manager's Report (Christian Martin) October 2010 Tournament Recap Assistant Manager Christian Martin passed around a handout showing a little breakdown of major and outside events held at BJGC in September, October and November, 2010. > The 13th Annual City Junior Tournament - October 9 & 10 - 44 players generated $1,760. It is now nationally ranked, sO juniors will get credit nationally and this will help with their college entry. In the long run, this should increase participation. > 39!h Annual Men's Better Ball Partner Championship - October 23 & 24 = 104 players @ $90 per generated $9,360. Seven outside events were held totaling 552 rounds generating another $11,000 approximately. We anticipate these numbers growing in years to come. Manager Sue Martin believes there is a direct correlation between these 552 rounds on these outings and BJGC being up 600 rounds from the same time last year. Assistant Manager Christian Martin comes in on his days off for a couple of hours to set up tournaments. Christian has been an asset to BJGC and he is doing it right. Board member Small asked if any thought had been given to contacting the Orioles trainers or players. Manager Sue Martin said in the past BJGC did advertise with the Cincinnati Reds, but since the tee sheets are full in March, during spring training, there is no need to attract by giving a discount. We do have contacts with the Orioles should we feel advertising in their publication would be cost effective. Discussions of combining BJGC advertising with Payne Park. Auditorium and Municipal Auditorium were held. Board member Spector thanked Assistant Manager Christian Martin for the tournament financial analysis, but would like to see an expense column; No offense, but this is typical government accounting" only showing revenue. There is a little bit of a range in fees, what do you attribute that to? Assistant Manager Christian Martin explained that different time of year and different time of day affect rates, but moving forward there is going to be an established tournament rates. Manager Sue Martin clarified that Christian wasn't just shooting from the hip as he said, but there is already a set discount policy and Christian did stay within that policy. Another thing we take into consideration is if the outing's prizes are going to be gift cards from our Golf Shop, which will bring money back. Laser Links Status Reflector used on flags used with laser display, sO people can get exact yardage in the interest of speeding up play. There is a company Assistant Manager Christian Martin contacted who would provide the reflectors if BJGC sells their product. He asked for a copy of their contract to see if it falls within our Rules & Regulations. If not, it costs $30 per flag with 45 holes the cost is over $1,300. The ideal situation is to get the reflectors donated. December Youth Clinic BJGC is going to have the first 3-day clinic for children ages 6-18 over the Christmas holidays. The cost will be $55 per child and space is limited. The minimum would be four (4). 3 Financial Report Board member Henning submitted his report for the FY '10 year-end figures and Manager Sue Martin reported on the budget for the FY 11. Agenda tems Lifetime AFH Requests for Henry Holden and Sherman Schrock Manager Sue Martin was asked to present this to the Board to vote on. Both men have had passes for at least 10 years and have passed the magic age of 90. Henry Holden walks the British and/or American every day. Sherman Shrock is a walker using the Executive only. Currently there are 15 Lifetime Annual Fee Holders. Board member Small motioned and Board member Schroeder seconded for Holden to be given a pass for the American & British. After some discussion, Board member Small asked to amend her motion to give him a pass for all three (3) courses. Board member Schroeder seconded and Board passed unanimously. Board member Schroeder motioned to give a pass to Schrock for the Executive Course exclusively. Board member Mericle seconded. Board voted and passed unanimously. Annual Board Report to City Commission Chair Woodle briefly went over the format for the annual report. November was the last time it was given. The topics he would like to include in the draft are facts, no projections. > Cover activity we talked about today, basically the Financial report > Show what the Summer Special did in the off-season > Hope to increase our revenue through lessons, tournaments, and clinics. > Fact that the Clubhouse project is on hold, remind commissioners there was penny sales tax allocated > Upgrades to courses and clubhouse this last fiscal year > Throw in accommodation for staff because they are doing a great job trying to save money and come up with new ideas If any board member wanted to add anything, let him know before the end of the meeting or email Manager Sue Martin and he will incorporate it into the draft. He wants to include what everyone is comfortable with and will try his best to cover. Board members agreed to review the draft report at the January 26 meeting. Youth Grant Chair Woodle brought up the Suncoast Driving Range at last meeting solely for the reason of trying to think of creative ways to get youth involved. He didn't really intend for it to be part of the agenda: 4 Tournament Break Even Point Since the last meeting, Manager Sue Martin said she had been trying to figure out how to come up with the type of figures wanted by the Board. "I'm at a loss for exactly what was wanted because BJGC is going to be open whether or not there is a tournament". Extra paid staff is not brought in for tournaments. Board member Spector would like to see any additional cost somehow attributed to tournaments; anything additional. No one has ever figured this out sO just trying to show an expense and revenue column for ndividual tournaments. You have to add them both up. That is how you figure out your break even. 3 Board member Miedema asked, for the record, if the Board could possibly postpone the discussion on financial clarification for tournaments Board member Spector wanted until the next meeting, as the meeting was running late. Practice Mats They were replaced the day of the meeting New Business - None Public Input - None Board Member Comments > Board member Miedema I see what is happening in Sarasota. live on Siesta Key and I see a lot of action out there. I am very optimistic about this coming year. > Board member Henning am also very optimistic. I see the activity at my Church and at the Bridge Club I belong to. > Board member Schroeder Thanked Assistant Manager Christian Martin for something he did after the tournament last month, that he hasn't seen done in his 25 years here. He went out of his way to thank the guys in the cart barn. > Board member Mericle As a brand new member, I have my nandbook and in the 3rd paragraph it says the purpose of the Board is to give assistance and advice to the City Commission. So far, I haven't seen this. - would like to see windshields on the carts. Should we ask the commission in the form of a letter or do something else in order to take money out of one of our pots to finance windshields. Manager Sue Martin said Mayor Kirschner the BJGC Advisory Board liaison and she did not know why he did not attend, possibly a conflict with his time. Chair Woodle said any member could attend one of the City Commission meetings and ask this question. Maybe he could just call the Mayor informally to ask what the situation is, as the Board is concerned. My goal is to get out of here within 1 % hours. Today we had the Board report to go over among other business. Manager Sue Martin asked if she was putting too much on the agenda. Does the Board need to start meeting every month? 5 Board member Small - mentioned before but - would like to mention again that - think it would be a good idea for Manager Sue Martin and Assistant Manager Christian Martin to attend a meeting of the Coalition of Neighborhoods to make a presentation. They are a very influential group of 20 + people that represent neighborhoods in the City. They meet the first Saturday of each month at Waldemere Fire Station. She would be happy to make the arrangements once a date is decided. Chair Woodie acknowledged the appreciation he personally had for Board member Henning for his years and years of dedicated service and the hard work by both Board member Henning and Board member Fink. Next Meeting: January 26, 2011 @ 3 p.m. Meeting adjourned at 5:29 p.m. 6