Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Draft Minutes of NGCA monthly meeting of February 22, 2012 Members Present Barney Caulfield Charles Whitty Richard Podurgiel Michael Driscoll Richard Strouse John Paul Mereen David DiBattista Others Present Mike Svab, Pro Manager Bruce Morse, Superintendent Glenn Meadows, Member’s Club Call to Order  Chairman Caulfield called the meeting to order at 7:00 p.m. Minutes  A motion was made by Mr. Podurgiel and seconded by Mr. Mereen to approve the minutes of the January meeting with the correction that the reference to the Eastern Connecticut Chamber of Commerce in Item 2 of the Pro Manager’s Report should be changed to the Norwich Chamber of Commerce. This motion was approved unanimously. Treasurer’s Report  In January of 2012 the Authority had cash basis income of $29.35 and expenses of $54,871.13. The cash balance at the end of January 2012 was $127,061. Mr. Podurgiel questioned an entry in the general budget at line 80056 “Debt Service” which showed a $25,000 year to date cash basis charge to Debt Service from the full appropriation of $31,975, leaving a balance of $6,975. The December 2011 year end budget had shown a cash basis expense of $32,725 for debt service in December of 2011, essentially the same line item. In the absence of the Treasurer, no one on the Authority was able to explain why two large Debt Service payments would have been made so close together nor how a $25,000 payment could be reflected in 2012 as a year-end entry basis but not appear as a monthly basis charge in January of 2012. Such apparent anomalies occasionally occur in reconciling figures between the Authority calendar year and the city’s fiscal year, or as a  difference between a cash vs. an accrued entry and inquiries will be made at the Finance Department. Mr. Driscoll noted that the Authority had made adjustments to the 2012 adopted budget to reflect the salary to be paid the Head Professional and the discontinuance of the position of Assistant Professional. Mr. Driscoll made a motion to adjust the adopted 2012 budget to add the sum of $49,000 to line item 80011, the Professional Contract; to reduce line item 80012, the Assistant Professional wages, by $32,300; to reduce line item 80033 Telephone, by $1,000; and to reduce Fringes, line item 89999, by $3,500, adding a total of $12,200 to the Pro Shop budget. The contingency account in the general budget line, item 80054, is to be reduced by $12,200 to offset the increases. This motion was seconded by Mr. DiBattista and approved unanimously. A motion to approve the Treasurer’s Report as presented was moved by Mr. Mereen, seconded by Mr. DiBattista and approved unanimously. COMMITTEE REPORTS  Chairman’s Report Chairman Caulfield reported that he had received a letter from a longtime member of the Norwich Golf Course Authority who typically paid his dues on the installment plan. The member anticipates undergoing surgery in the near future with a convalescence expected to last from 6-10 weeks. He requested the Authority allow him to defer paying his membership on the installment plan until he has recovered from surgery, essentially delaying the anticipated first payment from March 1 to May 1. Recognizing he might be able to play in March, he offered to pay for that play as a greens fee player but asked that his payments be credited towards his membership if he is able to join this year, but be treated as greens fees if his convalescence is protracted. The Authority extended its wishes for his speedy recovery and on motion by Mr. Mereen, seconded by Mr. Podurgiel, approved the request unanimously. Chairman Caulfield reported on a meeting he had had with Mr. Ron Fortuna, a loss control representative for the Acadia Insurance Company. The meeting concerned the risks associated with errant golf shots, particularly those which left the course and efforts which the Authority could take to lessen these risks. Particular attention was paid to the first hole as it abuts the Norwich-New London Turnpike. The Superintendent will adjust the positioning of the tee markers. If further measures are required, the Authority will consult with the Professional and the Superintendent for suggestions. A number of individuals have stopped by the renovated Pro Shop to greet the new Pro Manager.   Clubhouse Committee Chairman Caulfield and Mr. DiBattista presented a status report on the resurfacing of the stairway to the lower floor. Although funds were appropriated at the last meeting to have the stairs resurfaced, discussions with experienced individuals have led them to consider having the stairs wrapped, a process more extensive than only replacing the materials on top of the treads. They have received an estimate for this work but the estimator based the estimate on fewer stairs than need to be covered. The Clubhouse Committee will continue to pursue this project to completion.  Green’s Committee As a result of the unusually good weather the Superintendent has been able to plug the fairways on ten holes to date. This will give us a good start on this project.  Planning Committee  No report presented.  Marketing Committee The Marketing Committee has met with representatives of Norwich Bulletin as well as the Microtel Inn and Suites. The Bulletin has proposed running a series of ads strategically placed in the paper, the program to run through the end of February 2013. The Committee will work with the Bulletin to fine tune this. The Microtel Inn and Suites have a guest room book in which local vendors may advertise. It will offer the Golf Course Authority a half page ad to run for one year for $350, half the usual price. The Authority would be the only golf course advertising in the booklet. Mr. Podurgiel made a motion to expand up to $3,500 from the Marketing Committee budget to pay for the advertising in the Bulletin and in the Microtel Inn and Suite guest room book. This was seconded by Mr. Mereen and approved unanimously.  Budget Committee The Budget Committee noted that the necessary changes to the adopted 2012 budget had been made by motion made earlier in the meeting.  Superintendent’s Report 1. Superintendent Morris reported further on the aeration which has been done and which will continue noting he was taking advantage of the weather, the opportunity being unprecedented in his experience.  2. He recommends opening the course on March 7 or March 8, 2012. He recognizes we are likely to get at least one further cold snap and possibly snow in the month of March but any snow at this time would not be long lasting. This opening date will be approximately two weeks sooner than we have previously opened the greens on the golf course. He further reported that for the first time in 22 years he has not seen frost on the ground which has allowed him to do the aeration. 3. Mr. Morse will be going to the Annual Golf Course Superintendent’s Trade Show next week.  Pro Manager’s Report 1. Mr. Svab presented a schedule of events for 2012 listing both those that are committed and those that are proposed or potential. 2. The public address system will be updated and we presently have alternatives to the existing public address system. 3. We have relatively minimal payroll costs to date in the Pro Shop.  Member’s Club 1. A schedule of member events for 2012 is being printed. 2. The Member’s Club request the Authority set rates for the Norwich Invitational, the Member Guest Tournament, the Senior Invitational and the Women’s Invitational, all of which are Member’s Club event. Mr. Meadows reported on the participation in these events during the preceding year noting that the Norwich Invitational and the Women’s Invitational both had lower rates of participation. Ninety-one non-members participated in the Norwich Invitational. The entry fee is $125, $41 of which goes towards each non- member player’s greens fees. The Authority had raised the rate $5 in 2011, the cost of which had been absorbed by the Member’s Club. On motion by Mr. Driscoll, seconded by Mr. Mereen it was agreed to keep the greens fees rates for these tournaments at the same level as in 2011. New Business  Chairman Caulfield proposed the Authority consider some vehicle to introduce Mike Svab to the course membership. Mr. Meadows indicated the Member’s Club would have a first meeting on Sunday, March 11, 2012 and an ABCD in mid- April. Mr. Podurgiel opined it would be appropriate for the Authority to arrange a reception at one of these events. There was consensus that the ABCD would be too late in the season and that the March 11 event was really a business meeting and perhaps insufficiently conducive to socializing. Given the anticipated early  opening of the course, Saturday March 10 might be an appropriate date. A motion was made by Mr. Podurgiel, seconded by Mr. DiBattista directing the Authority work with the Caddy Shack to arrange a reception with a cash bar to be held at 2:00 p.m. Saturday March 10, 2012 to welcome Mike Svab as the new Pro Manager and to introduce him to those members attending. Mr. Whitty made a motion to go into Executive Session to discuss the proposed lease of the Caddy Shack restaurant facility and Gopher Hole snack facility at the golf course noting the public discussion and publicity about the same at this time would likely cause an increase in price to the golf course. He requested that Mike Svab be asked to participate during parts of the discussion at the request of the Authority. This was seconded by Mr. Podurgiel and approved unanimously at 8:12 p.m. Mr. Svab was asked to join the Authority for the discussions at 8:38 p.m. Mr. Mereen moved to return to regular session at 8:50 p.m. and Chairman Caulfield noted that no votes were taken during the executive session. This motion was seconded by Mr. Podurgiel and approved unanimously. Adjournment  A motion to adjourn the meeting was made at 8:51 p.m. by Mr. DiBattista, seconded by Mr. Podurgiel and approved unanimously.