Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Minutes of NGCA monthly meeting of February 27, 2013 Members Present Bernard Caulfield Charles Whitty Richard Podurgiel Michael Driscoll Richard Strouse David DiBattista Others Present Mike Svab, Pro Manager Glenn Meadows, Member’s Club Call to Order  Chairman Caulfield called the meeting to order at 7:01 p.m. Minutes  A motion was made by Mr. DiBattista to approve the minutes of the January 23, 2013 meeting with the correction that a motion made in response to a request by the Pro Manager that more powerful fans be installed in the first floor restroom be corrected by changing the amount of the appropriation expenditure from $7,000 to $700 for the installation of such fans. This motion was seconded by Mr. Podurgiel and approved unanimously. Financial Report In the absence of Mr. Madeira, Mr. Driscoll presented the Financial Report. Mr. Madeira has prepared a restated 2012 final report reflecting additional charges received after January 1, 2013 but properly includable in the 2012 budget. These charges raise the total expenses for 2012 to $1,225,659.14. This reduces the profit after transfer’s entry to $9,497.23 for the year. Mr. Madeira also noted that there is approximately $6,000 in slow billings still outstanding from the 2012 budget. He will need to restate the 2012 final budget again to include these. Revenues in January 2013 were $1,004.82. Expenses totaled $85,501.70, an increase of $28,162 over January of 2012. The most significant increase was in the general budget with an insurance charge of $15,644 in January vs. no charge for the same in January of 2012, and an increase of approximately $1,200 in the repairs and maintenance line. The Pro Shop account is up approximately $3,700, the bulk of that is expense for the website  development most which will be transferred to the advertising line item. The maintenance department budget shows an increase of approximately $3,100 for repairs and maintenance over January 2012. As of the end of January 2013 the cash balance is $94,875. A motion to accept the financial report was made by Mr. DiBattista, seconded by Mr. Strouse and approved unanimously. Correspondence A request has been received from Mr. Kevin Burke on behalf of the Eastern Connecticut Conference for permission to hold its annual cross country championships at the course on October 17, 2013. A motion to approve this request was made by Mr. Strouse, seconded by Mr. DiBattista and approved unanimously. COMMITTEE REPORTS  Caddy Shack Mr. Podurgiel reported that a lease has been signed with the Caddy Shack II for the year 2013 with an option for the year 2014. Mr. Podurgiel further reviewed the rent receipts from the restaurant operation and reported on conversations he and Chairman Caulfield had had with Mr. Jason Bromley of the Caddy Shack. Discussions ensued as to obtaining a stock of gift cards from the Caddy Shack to be used in support of the Authority’s Golf Special Program. These are replenished during the year as the cards are used and it may be useful to start the program with a supply.  Chairman’s Report Chairman Caulfield reported that he and Mr. Podurgiel will meet with the Pro, the Superintendent and Jason Bromley of the Caddy Shack on the first Monday of March to determine what might be an appropriate opening date for the course and the readiness of each for opening. The heavy snows have put off some planned winter course maintenance and also caused there to be a number of broken limbs and branches on the course which will need to be dealt with as conditions improve.  Clubhouse Committee Chairman Caulfield reported on his conversations with Jeff Brining and Fawn Walker of Norwich Public Utilities about installing solar panels on the clubhouse at the Norwich  Golf Course. If approved, the Authority would arrange to install the panels and initially pay for them to be reimbursed through Norwich Public Utilities. NPU will assist in preparing the specifications. If there is damage or breakage of the panels after the warranty period Norwich Public Utilities will assist in making repairs but the ultimate responsibility, should panels be damaged beyond repair, would rest with the Authority. The panels have a life expectancy of 25 years and it is estimated that they could be insured against weather and accidental damages at a cost of approximately $200-300 per year. Mr. Strouse recommends that the portion on the roof on which the panels are likely to be installed be re-roofed before installation, anticipating that we would face re-roofing of that portion of the roof in about 8 years in any event. Chairman Caulfield estimated it would require 13 squares of roofing material with an estimated cost of $8,000. The labor would take 2-3 days. Mr. Whitty questioned whether one contractor should be responsible for both the re- roofing and the solar installation to avoid arguments as to who is responsible should leaking or other problems develop foreseeing coordination issues. A motion to approve the acquisition of solar panels as suggested by Norwich Public Utilities and after receiving three prices for the roofing work to be coordinated with the work of the solar installer, having been made by Mr. Strouse and seconded by Mr. Driscoll, was defeated by a vote of 2-4, Whitty, Podurgiel, Caulfield and DiBattista opposing. Chairman Caulfield reported on conversations he had had with Norwich Public Utilities regarding an extension of gas service down New London Turnpike and the potential to run a gas line to the clubhouse. He also discussed replacing some existing lights in the parking lot with LED’s.  Greens Committee  No report presented.  Planning Committee Mr. DiBattista has investigated building storage bins in the lower parking area. The proposal calls for 7 bins utilizing 82 blocks available from Tilcon at $42 a block. Having also received 2 bids, to move, grade and install the blocks, and taking the lower bid, the project would come in at just under $6,500. It would be necessary to improve the flooring of the bins to avoid contamination of the stored material. Mr. DiBattista suggested asphalt paving at this time. Discussion was somewhat favorable to the concept of improving the storage, which presently is open air, but no money has been budgeted for the project at this time and maintenance would need to move existing materials to build the bins. Mr. Whitty suggested it might be a good project for the Fall assuming revenues permit. Mr. DiBattista made, then withdrew, a motion to appropriate funds to install the bins at this time. Having withdrawn his motion he volunteered to speak with Tilcon to see if it would hold its prices until the Fall.  Marketing Committee  Mr. Podurgiel reported that the new website is live and has replaced the old website. Slot cards advertising the golf course for use at hotels and area attractions have been ordered and a new sign is up announcing the upcoming 2013 season.  Beautification Committee  No report presented.  Budget Committee  No report presented.  Superintendant’s Report  No report presented as Mr. Morse was unable to attend the meeting.  Pro Manager’s Report Mr. Svab reported on 2 additional golf outings planned for the 2013 year, one by the Norwich Rotary on September 4, 2013, the Wednesday after Labor Day and one for St. Patrick’s School to be held May 17, 2013. Mr. Svab also reported that there are new mounted signs in the Pro Shop setting out the rates for the different options available at the golf course. In developing the signs he recognized an anomalous situation in which the sum of the parts would prove to be less than the whole; the Authority having approved an 18 hole twilight rate at $45 and a 9 hole twilight rate at $22. He suggested the 9 hole twilight rate be increased to $25 as there is normally some premium charge for 9 hole play. On motion by Mr. Driscoll, seconded by Mr. DiBattista the Authority voted to increase the 9 hole twilight rate to $25. Mr. Svab reported that he had received an inquiry from members at another club who were dissatisfied with their present situation. They are considering joining Norwich. The consensus of the Authority was that such members would be welcome and made welcome but that we would not offer a discounted membership.  Member’s Club Mr. Meadows reported that the Member’s Club had adopted a definition of “winter rules” and the relief afforded under winter rules for use in Member’s Club tournaments. Mr. Meadows also requested that the Authority establish pricing for 4 events sponsored by the Member’s Club, the Norwich Invitational, the Ladies Invitational, the Senior  Invitational and the Member Guest Tournament. On motion by Mr. Strouse, seconded by Mr. Podurgiel it was agreed to establish the following price schedule for non-members participant in the events:  Norwich Invitational - $41.00 as greens fee for the duration of the tournament, regular cart rates.  Senior Invitational - $32.00 greens fee, $16.00 cart rate.  Ladies Invitational - $26.00 greens fee, $16.00 cart rate.  Member Guest Tournament - $32.00 greens fee, $16.00 cart rate. The motion was approved unanimously. Led by Chairman Caulfield, the Authority offered its thanks and appreciation to Mike Svab and Jeff Doerr for their work in renovating and repainting the Authority meeting room. Its appearance is much improved. Chairman Caulfield commented on the green highlighting, the paint possibly having been selected to match that of the left field wall of a certain baseball stadium. Adjournment A motion to adjourn was made at 8:14 p.m. by Mr. DiBattista, seconded by Mr. Podurgiel and approved unanimously.