Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Minutes of NGCA monthly meeting of August 20, 2014 Members Present Bernard Caulfield Charles Whitty JP Mereen Richard Strouse Michael Driscoll David DiBattista Others Present Mike Svab, Pro Manager Bruce Morse, Superintendent Tony Madeira, Finance Department Glenn Meadows, Member’s Club John Paty, Mechanic (until 7:40 p.m.) Call to Order  Chairman Caulfield called the August 20, 2014 meeting of the Norwich Golf Course Authority to order at 7:05 p.m. Minutes  A motion to approve the minutes of the July 16, 2014 meeting was made by Mr. Whitty, seconded by Mr. DiBattista, and approved with a vote of 5-0, Mereen abstaining. Financial Report Mr. Madeira presented the financial report. Revenues for July 2014 were $130,910.91, down approximately $3,000 over July of 2013 and $15,000 under the budgeted amount. The year to date revenue figure was $768,816.21, down $3,000 over the similar figure for 2013 and down approximately $76,700 over the budgeted figure through the end of July. Analyzed by categories, outing fees are up approximately $18,000, member’s dues up $3,000 and weekend and weekday greens fees both down. Cart rental fees are also down. Expenses for July were $105,653.89, approximately $11,000 under the budgeted figure but $16,000 more than in July of 2013. Year to date expenses are $710,380.22, approximately $20,000 below the budgeted figure and $5,000 below the year to date figure for 2013. Expenses are down for each major budget category. With respect to the Pro Shop, a payment for cart rentals for July was held back due to a service issue and a double payment will be made in August. The differential, revenues over expenses, is $58,435.99 at the end of July 2014 on pace with prior years. Cash on hand is $199,708.  A motion to accept the treasurer’s report was made by Mr. Mereen, seconded by Mr. Strouse, and approved unanimously. Caddy Shack Mr. Madeira reported that the Caddy Shack owes $8,454 as of August 2. Mr. Svab noted that it is to receive a credit for $4,000 for the special food vouchers it provides in connection with green fee specials, category 71033, the credit to be made on August 22, 2014. A motion to accept the report was made by Mr. Whitty, seconded by Mr. Strouse, and approved unanimously.  Chairman Caulfield requested a motion to suspend the rules for a presentation of an oral report on the condition of course maintenance equipment. A motion to suspend the rules for this purpose was made by Mr. Driscoll, seconded by Mr. DiBattista and approved unanimously. Mr. Paty reported on several breakdowns of equipment which have occurred this season. He also discussed the repairs which had been made to the equipment, the age and condition of equipment and his efforts to keep the equipment in usable and good condition. The work cart is 13 years old and has a broken frame. It has been welded twice, once by him and once by a service off site. It has really outlived its usefulness and will require replacement. The Triplex which we have had since 1990 has a broken frame. It has been welded but it cannot provide frontline service as a reliable unit. The rough mower is a year old. Earlier this season a pin attaching it to the tractor failed and the rough mower disconnected suffering damage which took about a week to repair as he had to wait for parts. Course maintenance was able to survive its absence, but with difficulty. Similarly the large blower unit came loose on another occasion with damage to its hoses. The sprayer is 17 years old and the rear end has essentially fallen off due to corrosion or rust. The 28 year old John Deere tractor which is used as a loader had a fan blade fall off probably from metal fatigue. Some of the equipment we have is used periodically or infrequently. While old it remains in good shape and can be used for some time to come. Other equipment is used every day. Mr. Morse noted that 7 years is the average life of regularly used equipment in New England given the length of seasons, weather conditions, terrain, and other factors. There are continual improvements in the technology of such equipment and after 5 years or less cutting equipment is usually outdated. Much better maintenance and cutting can be achieved with more up to date equipment. The cost of replacing or updating equipment, however, is considerable. Mr. Paty was thanked for his efforts in maintaining the equipment and requested to provide a more formal report on the status of the equipment with recommendations as to the priorities for replacing equipment based on need, use, age, condition, disruption to golf course operations caused by temporary or permanent loss, and the cost to repair or replace individual items. Correspondence Chairman Caulfield reported that he had received a thank you letter from SCADD regarding its tournament held at the Norwich Golf Course. Chairman Caulfield reported that he had received a letter from Mr. Leon Couture requesting to apply the dues he paid in the 2014 year towards his dues in 2015. For reasons mentioned by Chairman Caulfield Mr. Couture was able to play golf during 2014 for only approximately one month and is unlikely to play until next year. A motion that 20% of the dues paid by Mr. Couture for 2014 be treated as being due for the 2014 season with the rest to be applied towards his dues for the 2015 season was made by Mr. DiBattista, seconded by Mr. Strouse, and approved unanimously. COMMITTEE REPORTS  Chairman’s Report Chairman Caulfield reported that Norwich Public Utilities had done a great job in bringing in gas lines to the clubhouse and to the maintenance building. There was minimal disruption of golf activities during the work, no water or other vital lines damaged or interrupted when crossed, and the property restored promptly to pre-work conditions. The Authority thanks Norwich Public Utilities and those who worked on the project for it.  Clubhouse Committee  No report presented.  Greens Committee Mr. Meadows asked to be able to address the Committee about the need for a sign near the 10th green directing golfers to the 11th and 16th tees. At one time there was such a sign or signs. Mr. Strouse indicated this would be taken care of.  Planning Committee  No report presented.  Marketing Committee  No report presented.  Beautification Committee  No report presented.   Budget Committee  No report presented.  Superintendent’s Report Mr. Morse indicated that the water bill for July was $18,420.42 and he expects a comparable bill in August. For the most part the summer has been dry and while that condition has been conducive to play it increases the costs of maintaining the course in good condition. Mr. Morse also reported that he will be aerating on or about September 29, 2014.  Pro Manager’s Report Mr. Svab noted that railings have been installed on the steps to the 1st tee. Some finish work and additional securing of the right railing remains to be done.  Member’s Club Mr. Meadows, having addressed the question of signs earlier in the meeting, indicated that he had nothing to request or report in addition. Adjournment A motion to adjourn the meeting was made at 8:00 p.m. by Mr. DiBattista, seconded by Mr. Mereen, and approved unanimously.