Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Minutes of NGCA monthly meeting of November 15, 2017 Members Present Bernard Caulfield Charles Whitty Richard Strouse Angelo Yeitz JP Mereen Bob Malouf Richard Podurgiel David DiBattista Michael Driscoll Others Present Mike Svab, Head Professional Bruce Morse, Superintendent Sandra Kuchta, Finance Department Ray Lathrop, Member’s Club Call to Order • Chairman Caulfield called the November 15, 2017 meeting of the Norwich Golf Course Authority to order at 7:00 p.m. Minutes • A motion to approve the minutes of the October 18, 2017 Norwich Golf Course Authority meeting was made by Mr. Mereen, seconded by Mr. Podurgiel, and approved unanimously. Financial Report Ms. Kuchta presented the financial report. Revenues for the month of October 2017 were $63,080.49 compared to budgeted revenues of $69,329.48, $6,248.99 under budgeted revenues and $728.76 over October 2016 revenues. Revenues year to date October 2017 were $986,572.54 compared to budgeted revenues of $1,112,927.75, $126,355.21 under budgeted revenues and $87,966.06 under year to date October 2016. Expenses for the month of October 2017 were $79,256.54 compared to budgeted expenses of $78,252.63, $1,003.91 over budgeted expenses and $8,820.66 over October 2016 expenses.  Expenses year to date October 2017 were $954,910.69 compared to budgeted expenses of $984,039.39, $29,128.70 under budget and $14,999.02 under year to date October 2016 expenses. Expenses exceeded revenues for the month of October 2017 by $16,176.05 which was under budget by $7,252.90. Revenues exceeded expenses year to date October 2017 by $31,661.85 which was under budget by $97,226.51. The cash balance at the end of October 2017 was $62,228.85. This is $77,407 less than October 2016 cash balance. There are accounts payable at the end of October of $20,282.82 leaving $41,946.03 in actual cash balance. The October bills were accounted for in the October expenses but were not paid until November. The Caddy Shack lease is current through the end of November 2017. A motion to accept the financial report was made by Mr. Malouf, seconded by Mr. Yeitz, and approved unanimously. CORRESPONDENCE Chairman Caulfield provided the Authority with a letter dated November 15, 2017 from Mike Svab, Head Golf Professional, summarizing the installation of a Verdin four-sided Howard Replica / Seth Thomas 24 inch dial clock on a 12 foot tower located in the bag drop circle in front of the clubhouse. This was acquired and installed using funds Mr. Svab raised in two tournaments conducted at the Norwich Golf Course in 2016 & 2017. The letter gifts the clock with accompanying landscaping to the Norwich Golf Course and the City of Norwich. The Norwich Golf Course Authority extends its thanks and appreciation to Mike Svab for his efforts and generosity. A motion to receive and accept the letter was made by Mr. DiBattista, seconded by Mr. Mereen and approved unanimously. Chairman Caulfield presented a letter from Mr. Kevin Burke, Athletic Director of Bacon Academy, thanking Mr. Svab and the Norwich Golf Course for allowing the Eastern Connecticut Conference Cross Country Championships to be again held at the Norwich Golf Course. The event occurred on October 19, 2017 and involved over 500 student athletes and more than 1,500 spectators. Chairman Caulfield reported that the Authority had received three bids to complete the final decommissioning of the fuel oil tank located in front of the clubhouse; prices being $4,265 from Service Station Equipment, $5,290 from Kropp and $8,755 from Environmental Services. A motion to accept the bid of $4,265 from Service Station Equipment was made by Mr. Mereen, seconded by Mr. DiBattista, and approved unanimously. The tank will be filled with stable materials and appropriate testing performed. COMMITTEE REPORTS • Chairman’s Report There was brief discussion of the decommissioning of the heating oil tank. • Water Conservation and Irrigation Committee Mr. Mereen noted that the contract has been signed and we were waiting for the consultant to commence work. • Greens Committee No report presented. • Clubhouse Committee Mr. Svab reported that the HVAC system was working well as are the other utility systems at the clubhouse. • Planning Committee No reported presented. • Marketing Report No report presented. • Beautification Committee No report presented. • Budget Committee Mr. Whitty, Chair of the Budget Committee, presented the proposed Operating and Capital Budget and Revenue Projections for the year 2018 and information regarding the same. He requested Ms. Kuchta discuss and explain the assumptions she had used in calculating a number of the line items, then asked Mr. Svab to report on the new season pass rate structure and daily fees proposed for 2018. Mr. Svab noted that there will be five categories of season pass rates and the distinction between resident and non-resident will be eliminated with respect to all season pass rate categories. This distinction will remain, however, with respect to daily fee rates. A significant change is the introduction of a new  economy season pass rate of $550 but with limitation of the number of rounds of golf to be played pursuant to it. All season passes will entitle a player to obtain a handicap through submission of scores. Mr. Whitty discussed changes which will be made at the golf course imposed by reduced revenues. The Authority will make greater use of seasonal employees in the maintenance department as well as in the Pro Shop. There will also be changes in the insurance offerings to individuals employed at the golf course. These changes will result in the elimination of some full time positions. Copies of the expense budget, the proposed membership or season pass rates for 2018, and the proposed daily fee rates for 2018 were presented and reviewed. The expense budget for 2018 as proposed is $1,041,360. This will include an initial repayment to the city towards the 2017 deficient, an amount expected to increase as the irrigation project is completed and the water costs at the course diminish. A motion to adopt the proposed 2018 Operating and Capital Budget and Revenue Projections in the amount of $1,041,360 was made by Mr. DiBattista, seconded by Mr. Podurgiel, and approved unanimously. A copy of this budget is attached to the minutes as an exhibit. A motion to approve the season pass rates with five categories as proposed and the daily fee rates as proposed for the 2018 season was made by Mr. DiBattista, seconded by Mr. Yeitz and approved unanimously. Copies of these rates are attached to the minutes as exhibits. • Superintendent’s Report Mr. Morse noted that the irrigation system had been winterized and that the work by seasonal employees during 2017 has been completed. He suggested closing the course at the end of November or early December to allow proper preparation for winter conditions including aeration of the fairways. Mr. Svab recommended closing 9 holes for aeration, expected to take a few days and then repeating the process. This will permit play to continue a the golf course without interfering with aeration. There was discussion as to whether there should be temporary greens during the winter and after discussion there was a consensus decision that there would be temporary greens so long as they did not interfere with the winterization process. The decision will be left to Mr. Morse to recommend a date to convert to temporary greens and close the regular greens based on weather conditions and the availability of staff to do necessary work. • Pro Manager’s Report Mr. Svab thanked a number of individuals for their support and efforts in the clock project.  Mr. Svab reported on the discussion we have had with the city treasurer concerning the inclusion of Norwich Golf Course Authority mailers with the tax bills to be sent out in December for January 2018. Estimated cost for the inclusion in the mailings is $1,200. A motion was made by Mr. Podurgiel, seconded by Mr. DiBattista to expend up to $1,200 for the inclusion of promotional mailers regarding the Norwich Golf Course Authority in the city tax bills and was approved unanimously. • Member’s Club Mr. Lathrop reported that the member’s club had held a recent full membership meeting at which time Mike Svab presented his proposed membership rates for the 2018 season. The proposals were well received by majority of the members. Adjournment A motion to adjourn the meeting was made at 8:00 p.m. by Mr. Malouf, seconded by Mr. DiBattista, and approved unanimously.