Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Draft Minutes of NGCA monthly meeting of May 23, 2012 Members Present Bernard Caulfield Charles Whitty Richard Podurgiel Michael Driscoll Richard Strouse David DiBattista J.P. Mereen Others Present Mike Svab, Pro Manager Bruce Morse, Superintendent Glenn Meadows, Member’s Club Tony Madeira, Finance Department Alderman Charles Jaskiewicz Bob Vinziano Call to Order  The meeting was called to order at 7:05 p.m. by Chairman Caulfield. Minutes  A motion to approve the minutes of the April meeting as printed was made by Mr. Podurgiel, seconded by Mr. Mereen and approved unanimously. Treasurer’s Report Mr. Madeira reported on the insurance policy with Arcadia. The total renewable premium was $35,542. Three payments had been made to USI towards the policy and forwarded to Arcadia. These total $18,886.84. A direct payment was also made to Arcadia in the amount of $17,750 for a total payment of $36,661.84. The Authority has a credit of $1,119.84. This credit is reported late as a result of a misapplication of the credit through USI which had applied it to another city account. Mr. Madeira received confirming information on this from Ms. Rachel Merritt, Client Manager for Public Entities of USI Connecticut. Course revenues for April are $153,405, up approximately $31,000 over April of 2011. Year to date revenues through the end of April 2012 are approximately $69,000 greater than revenues for the same period in 2011.  Expenses are also up, $112,696 in April of 2012 vs. $81,393 in April 2011. The increase in revenues and increase in expenses during this period may be the result of the early start to the season and the unusually good weather in March and April. Net revenues, year to date through the end of April, were up $38,000 in 2012 over 2011. The Authority’s cash position at the end of April 2012 is good, $265,833. This is the best end of April cash position since 2006. Mr. Madeira discussed issues with respect to the proper crediting of expenses to the appropriate line items on the Authority budget. He explained problems which have occurred to date and the need to restate certain April line items so that they are appropriately expensed. He suggested allowing Mike Svab and Bruce Morse to expense to account 30400, Club House Improvements, may be helpful, since some of the expense items should have been applied to that account. Mr. Madeira also noted that the renovations made to the Pro Shop, at a cost of approximately $3,700, appear in the Pro Shop accounts but are not broken out as a Pro Shop improvement line item. Mr. Madeira reported that Account 71034 on the revenue portion of the financial report had been reduced by $2,000 to $0. This correction was made due to a change in the system for accounting for gift card redemptions. As a result of the change this sum will be freed up. Mr. Madeira reported on payments from the Caddy Shack. It was noted that the Authority entered into a $4,000 card swap with Caddy Shack on May 22, 2001 leaving a balance owed by the Caddy Shack towards the 2011 rental of $600. Messrs. Podurgiel and Caulfield reported that Mr. Bromley had delivered to them two checks totaling $5,000 during their meeting with him on May 23, 2012. These will be applied toward rent. A motion to accept the financial report was made by Mr. Mereen, seconded by Mr. DiBattista and approved unanimously. Correspondence 1) A letter was received from Alderman Charles Jaskiewicz requesting permission to address the Authority on the AED program he is developing for the Authority with the assistance of Mike Svab. The Authority welcomed Mr. Jaskiewicz who reported that he and another had conducted a program, attended by members of the Pro Shop, maintenance and Caddy Shack staff, on the proper use of the AED device and the procedures to follow in an emergency. Those attending found the program to be quite helpful and he has been requested to repeat the program for a number of staff who were unable to attend. He plans to do so utilizing the Authority room. Mr. Jaskiewicz suggested that the Authority adopt procedures for an Emergency Response Team and he provided the Authority with a draft of an Internal Response Procedure and an Emergency Response Plan. He also suggested the Authority post  notices on all carts giving information about emergency response procedures for those using the carts. He recommended the Authority purchase a small trauma bag and a CPR board for use in emergencies. These would be maintained in the Pro Shop. The approximate cost is $250. A motion was made by Mr. DiBattista, seconded by Mr. Mereen, to approve an expenditure of up to $300 for the purchase of a CPR board, a trauma bag kit and a protective mask and approved unanimously. Alderman Jaskiewicz was thanked by the Golf Authority for his efforts on behalf of the Authority, its staff, and course members and patrons. 2) The Authority received a thank you letter from the Connecticut Association of Golf Course Superintendents for allowing its tournament to take place at the course in April. Chairman’s Report  No report presented. COMMITTEE REPORTS  Clubhouse Committee The needed painting of portions of the clubhouse is about finished. The maintenance staff has trimmed and mulched the ornamental plantings located at the entry to the clubhouse.  Greens Committee Mr. Morse will address a project during his report.  Planning Committee  No report presented.  Marketing Committee A golf course ad appeared in the Mystic Country magazine which is circulated to approximately 25,000 homes. The Living Social promotion resulted in the sale of 60 rounds of golf at $30 each, most of which had been successfully leveraged with an estimation that this resulted in an additional 180 rounds at the full rate.  Beautification Committee The committee recognized the efforts of the maintenance staff in improving the ornamental area at the entrance to the clubhouse but indicated it had further suggestions. Mr. Morse reported that the perennials are filling in well throughout the course with annuals planted on some tees. Mr. Morse also indicated there was a need to replace trees on the course which were dead or damaged noting that a number of trees were damaged in Hurricane Irene.  Budget Committee  No report presented.  Superintendant’s Report Mr. Morse reported that the maintenance staff continued plugging the course including the 7th. The plug holes were filled aggressively using approximately 1 ½ times as much fill as usual. They experimented with a new brush device which was not particularly satisfactory but the overall results were good. Mr. Morse suggested we consider installing drains on the wet area to the left of the 3rd green on the hill. He communicated with a representative of XGD Drainage, the representative having been involved in the prior drainage project at the corner of the 3rd hole, and learned that this company was performing work in New England and would be available, probably next week, to do work at the Norwich Golf Course. Because of the proximity of its equipment it was able to give a good price. A motion was made by Mr. DiBattista, seconded by Mr. Podurgiel to approve an expenditure not to exceed $3,000 to have XGD Drainage perform work on the slope below the 3rd green. It is thought this work will dry out the hillside but it may not make appreciable difference to the wet area on the flat area of the valley to the left of the 3rd green.  Pro Manager’s Report May revenues are holding up despite a rather rainy May, it having rained on 14 of the first 22 days of the month. Mr. Svab has arranged to have signs made with respect to the prohibition of open containers containing alcohol beverages on the course, unless purchased by the permitee, which prohibition is provided for pursuant to Norwich Ordinance No. 13-14.2. Mr. Svab discussed the Authority’s policy with respect to donating playing time.   Member’s Club Mr. Meadows reported that 96 individuals had participated in the tournament on Sunday. Adjournment  A motion to adjourn was made at 8:15 p.m. by Mr. DiBattista, seconded by Mr. Mereen and approved unanimously.