Golf Course Authority

To: NGCA Members From: Barney Caulfield, Chairman NGCA Re: Minutes of NGCA monthly meeting of November 20, 2019 Members Present Bernard Caulfield Charles Whitty Bob Malouf Richard Strouse Michael Driscoll David DiBattista J.P. Mereen Richard Podurgiel Others Present Mike Svab, Pro Manager Ray Lathrop, Member’s Club Tim Menard, Guest Call to Order • Chairman Caulfield called the November 20, 2019 meeting of the Norwich Golf Course Authority to order at 7:00p.m. Minutes • A motion to approve the minutes of the October 16, 2019 regular meeting of the Norwich Golf Course Authority was made by Mr. Malouf, seconded by Mr. DiBattista, and approved unanimously. • A motion to approve the minutes of the November 6, 2019 special meeting of the Norwich Golf Course Authority was made by Mr. Podurgiel, seconded by Mr. DiBattista and approved unanimously. Financial Report • In Ms. Kutcha’s absence Mr. Driscoll presented the Financial Report with the assistance of Mr. Svab. Revenues for the month of October 2019 were $57,421.64 compared to budgeted Revenues of $67,102.45, $9,680.81 under budgeted Revenues and $4,779.78 over October 2018 Revenues. YTD Revenues for October 2019 were $1,000,016,936.95, compared to budgeted Revenues of $978,836.45, $38,100.50 over budgeted Revenues and $124,233.84 over YTD October 2018 Revenues. Expenses for the month of October 2019 were $67,323.30 compared to budgeted Expenses of $59,716.42, $7,606.88 over budgeted Expenses and $1,701.42 over October 2018 Expenses. YTD Expenses for October 2019 were $880,535.94 compared to budgeted Expenses of $889,273.90, $737.96 under budgeted Expenses and $4,138.20 over YTD October 2018 Expenses. Expenses exceeded Revenues in the month of October 2019 by $9,901.66, which is under budget by $17,287.69. Revenues exceeded Expenses YTD October 2019 by $128,401.01, which is over budget by $38,838.46. On a Cash Basis, YTD Revenues exceeded YTD Expenses as of October 2019 by $172,169.59, which is over budget by $40,461.76. This takes into consideration adding back depreciation expenses and subtracting out the payments for the Dime Bank financed lighting project and the ongoing water supply and irrigation project. Some items of interest on the Balance Sheet are: a. There are accounts receivable as of October 31, 2019 in the amount of $1,514.48. GolfNow owes $1,628.94 for the month of October while the restaurant lease payment was overpaid by $114.46 through the end of October. b. Total balance in the Interfund Loan Obligations at the end of October 2019 is $247,856.01 per WSP invoices that were paid through October 2019. c. The monthly payment was made in October of 2019 resulting in a reduction in the amount due on the Dime Bank loan for the lighting project. Four more monthly installments remain due. d. The Due from General Fund is the NGCA’s Cash Balance as of October 31, 2019. An amount listed in the Asset Section indicates the cash balance is positive. e. The balance in Accounts Payable (Products/Services that have been received but not been paid for as of October 31, 2019) is $8,543.22. f. As membership fees are collected there is an amount due to the Member’s Club. At the end of October 2019, the amount owed was $55. Cash balance at the end of October 2019 was $350.89.  Mr. Svab advised that the Caddy Shack has made payments in full on its lease through the end of November 2019. A remaining payment of $1,000 is due for December 2019. A motion to receive the financial report was made by Mr. Whitty, seconded by Mr. Malouf and approved unanimously. Correspondence • Chairman Caulfield reported that a letter had been received from Jason Bromley for the Caddy Shack advising he wishes to continue operations in 2020, his arrangement to include a rental of a new beverage cart to be provided through the Authority for an annual fee of $1,500. He requested this fee be made payable in the month of July. A motion was made by Mr. Mereen, seconded by Mr. DiBattista to receive the letter and to proceed with the preparation of a new lease. COMMITTEE REPORTS • Chairman’s Report Chairman Caulfield advised that he has appointed Bob Malouf to the Budget Committee, the appointment to commence immediately. • Water Supply and Irrigation Project Mr. Mereen distributed a copy of an e-mail dated November 20, 2019 sent to Mr. Svab by Michael Kapareiko, Lead Hydrologist for WSP on the irrigation project. This noted that the CT DEEP IWDP application was submitted on November 8, 2019 and WSP is working on plotting the final plan for endorsement by the Chairman on the Commission on the City Plan. The special permit for this project has specific conditions requiring certain plotting and stamping requirements. These will be filed on the city land records after endorsement. WSP is obtaining final quotes for the submersible pump for the irrigation well, the pond liner, the electrical installation and other items. The pond liner details will be necessary in the bid package to be distributed to excavation/installation contractors as there will likely be specific requirements for anchoring, coverage, etc. It may be necessary to have a separate contract for the liner installation. The bid meeting is now targeted for mid-December. Mr. Kapareiko concluded his e-mail by stating that WSP does not advise starting construction without receiving CT DEEP approval, or at least preliminary  correspondence indicating the diversion permit will be approved and whether conditions will be required which could impact construction. In his opinion proceeding with construction prematurely would be at a significant risk. The Authority directed that a copy of Mr. Kapareiko’s e-mail be posted and thus made available to the members and the public. • Clubhouse Committee Mr. Caulfield thanked Mr. Malouf, Mr. Podurgiel, and Mr. Ray Lathrop for attending the council meeting with him on Monday, November 18, 2019. • Greens Committee No report. • Planning Committee No report. • Marketing Committee No report. • Beautification Committee No report. • Budget Committee Mr. Whitty noted that the Norwich City Council approved the 2020 budget for the Norwich Golf Course Authority at the council’s November 18, 2019 meeting. The Authority had previously approved the same at its November 6, 2019 special meeting. • Pro Shop Subcommittee No report. • Maintenance Subcommittee Mr. Malouf and Mr. Podurgiel reported for the Maintenance Subcommittee and noted that it had met with Mr. Svab and Mr. Kundahl on November 18, 2019.  Current staffing consists of two full-time and two part-time employees. The need to prepare contracts for Mr. Svab and Mr. Kundahl was raised at the meeting. As part of this report Mr. Svab described damage which had occurred to a control box located near the first green. This had been struck by an employee in the course of blowing leaves off the course. As a result of the damage the control box needed to be replaced and an insurance claim was filed. A new control box has been installed at a cost of approximately $7,000 towards which the Authority’s share will be its $500 deductible. Mr. Svab also reported that a tree to be used for the holiday season had been cut by Norwich Public Works. • Pro Manager’s Report Mr. Svab indicated the season is winding down and he expects there are about two weeks left to the season. He noted that carts provided under the expiring lease are being removed from the course, but 46 carts will remain for at least the next few weeks to be removed once golf operations wind down sufficiently. Replacement carts under the new lease will be delivered in the spring of 2020, the exact time determined primarily by weather conditions. Mr. Caulfield noted that certain old and mostly inoperative machinery replaced this year is being removed by the supplier of the new equipment. • Member’s Club Mr. Lathrop indicated the season is basically over from the standpoint of the Member’s Club except for the Christmas party, and that it had been one of the most successful years yet. The members have been pleased with the condition of the course and very pleased with the condition of the greens. Their main area of concern is the sand traps, some of which have excessive stones in them. Mr. Lathrop inquired about the use of the course this winter anticipating the excavation work to be performed between the 11th and 15th hole as well as other work to be performed in that area. At Mr. Svab’s suggestion, winter golf will be permitted on the front nine and on hole 16th-18th but will not be permitted on holes 10th-15th once work commences on the excavation project. Adjournment A motion to adjourn the meeting was made at 7:40 p.m. by Mr. DiBattista, seconded by Mr. Malouf, and approved unanimously.