Golf Course Authority

To: NGCA Members From: Bernard Caulfield, Chairman NGCA Re: Minutes of NGCA regular meeting of March 20, 2024 Members Present Bernard Caulfield Susan Dutilly (remotely by phone) David DiBattista Richard Podurgiel Todd Postler Richard Strouse Bob Malouf Ray Lathrop Michael Driscoll Others Present Mike Svab, Pro Manager Eric Kundahl, Superintendent Micky Busca, Member’s Club CALL TO ORDER Chairman Malouf called the March 20, 2024 meeting of the Norwich Golf Course Authority to order at 6:00PM. MINUTES A motion to approve the minutes of the January 17, 2024 meeting of the Norwich Golf Course Authority was made by Mr. DiBattista, seconded by Mr. Lathrop, and approved by a vote of 8-0, Mr. Podurgiel abstaining as he had not participated in the meeting. Chairman Malouf noted that no meeting of the Authority had been held in February 2024. Members of Authority received a revised December 2023 (end of year) Financial Statement and Narrative, a January 2024 Financial Statement and Narrative and a February 2024 Financial Statement and Narrative. Chairman Malouf summarized the December 2023 revised Financial Report included adjustments to revenues and expenditures. The December cash balance was $83,225 with accounts payable of $3,747 equaling cash of $79,478. The December 2023 Financial Narrative as revised is attached. 1 Chairman Malouf similarly reviewed the January 2024 Financial Report Narrative and Financial Statement noting that the total revenues were less than expenses in January of 2024 by $74,431 which figure is over budget by $2,654 and [$35,794] over year-to-date January 2023. The January cash balance was $47,130 with accounts payable in the sum of $30,648 leaving cash figure of $16,482. The January 2024 Financial Narrative is attached. Chairman Malouf likewise reviewed the Financial Report Narrative and Financial Statement for February 2024. Total revenues in February 2024 were less than expenses by $112,751 which is over budget by $31,023 and [$50,614], over year-to-date February 2023. The February cash balance was $15,489 with accounts payable of $14,781 leading to a cash figure of $708. In response to a question from Mr. Podurgiel, Mr. Svab reported revenues from season passes through March 20, 2024 exceed $300,000. The February 2024 Financial Narrative is attached. A motion to accept the December, January, and February Financial Report and Narrative was made by Mr. DiBattista, seconded by Mr. Lathrop, and approved by a vote of 9-0. CORRESPONDENCE Chairman Malouf and Mr. Svab both stated no correspondence had been received. CADDY SHACK The Caddy Shack lease is paid through the month of March. SUPERINTENDENT’S REPORT Mr. Kundahl reported that he and his crew have been cleaning up the course and any damage or conditions caused during the winter season. Questions were raised with respect to the sand placed in the new traps being constructed on the 2nd hole. The sand being installed is finer than its predecessor. Mr. Kundahl indicated he would put tarps in the traps over the sand in place and as placed until the work is completed, and explained that the concrete application at the bottom of the trap can only be placed when night time temperatures will not go below 40° for three consecutive nights. In response to a question, Mr. Kundahl responded that the course had come through the winter well and he would describe the conditions at the course as generally good. With regard to staffing, Mr. Kundahl and Mr. Svab noted that there is no full-time assistant at this point, the individual who had been hired for the position having left 2 voluntarily. Mr. Kundahl has added employees staggering their first day starting times to allow some to start earlier in the season and some to work later in the season. Mr. Kundahl reported that the gasoline had been spilled on the 12th green. This resulted in some damage to the green which is being dealt with. The cause of this spill was an improperly secured gas tank cover. Chairman Malouf inquired with respect to additional work on the course sand traps. He suggested we obtain costs to address the traps on the front nine to include removing or downsizing certain traps, and rebuilding others. Since no funds are set aside in the budget for a major overhaul of the traps at the course, Chairman Malouf discussed potential methods of obtaining sufficient funds. Mr. Svab asked the Authority to consider the effect on revenue of any major work. When such work is done revenues from green fees fall as many golfers will not come to a course while such work is conducted or for a period of time after it is completed, preferring to play on courses fully playable. In 2024, the replacement of the bridge between the 9th and 10th hole will result in some revenue being lost while the work goes on. After discussion Mr. Kundahl said that he would take the head of the crew presently doing the work on the 2nd hole sand traps through the entire front nine to get a sense from him of how best to approach any revision, reworking, or removal of traps on the front nine. Mr. Svab raised an issue regarding the automatic door openers at the maintenance building. New door openers have been installed on two of the four doors at a cost of $3,886. These are working well and appreciated by the staff. The installer will do the same work on the two remaining doors for the same price. Mr. Malouf made a motion, seconded by Mr. Postler, that the Authority approve an expenditure of up to $4,000 for the installation of new automatic door openers on the two remaining doors. Mr. Kundahl noted that he has picked up two seasonal workers who have had prior experience and he believes this may compensate for the loss of the intended assistant superintendent. In discussion some of the expenditures which may be required by the Authority, Mr. Kundahl noted that the Authority had authorized $50,000 to be used to purchase a new greens mower which has been ordered at that price. He has now been advised by the vendor that the delivery is unlikely to take place in 2024 unless another course cancels a purchase. He has also been advised that the earliest time that he can expect it absent a cancellation is February 2025. Presently we have two greens mowers, one serving as the front-line mower and the other a back-up. Mr. Svab and Mr. Kundahl both discussed the aeration project which is planned to take place on April 29, 2024. The work of resurfacing the parking lot will also start on April 29, 2024 and is expected to take two days. The Caddy Shack will be closed on April 29, 3 2024 when the work near it will take place. A significant order of sand dropped off at the other end of the parking lot is to be removed prior to the work planned for April 30, 2024. Chairman Malouf brought to the Authority’s attention an ongoing issue with respect to water pressure at the clubhouse. It currently is approximately 110 pounds which is close the maximum allowable limit of 120 pounds and is likely causing functional damage to the flushing systems in the toilets in the clubhouse. It may be necessary to utilize a reducing valve. Chairman Malouf will speak with representatives of NPU regarding the same. A motion to approve an expense of up to $5,000 for the installation of a pressure reducing valve if required was made by Mr. DiBattista, seconded by Mr. Postler and approved by a vote of 9-0. PRO MANAGER REPORT Mr. Svab presented a number of items during his report. 1) Tee markers using the proceeds of the Svab Tournament are on order and he passed out a copy of a representation of how the finished product will look to a golfer. 2) The new cleaning company is working out well. 3) To date 19 individuals have joined the Young Professionals category at the golf course. 4) The course website has been updated. 5) The course has received a full complement of requests for tournaments which will require the course to be closed to general play and use a shot gun start. No more can or will be accepted. In response to a question, he noted that any tournament which seeks a booking of consecutive tee times can still hold an event at the course, depending on scheduling and timing. 6) Mr. Svab reviewed the GolfNow booking at the Norwich Golf Course which last year exceeded $300,000. The Norwich Golf Course currently enjoys first place status with GolfNow in terms of its services being used for those seeking to play at the course. He received a personal phone call from an executive at GolfNow advising him of Norwich’s status. As of consequence, Norwich is listed first on certain materials GolfNow provides. Mr. Svab noted that when septic tank was pumped out the smell which had been noted in parts of the building disappeared. This may suggest that some traps had insufficient water in their traps to block smell back-up particularly during the winter season and Chairman Malouf made a suggestion as to how that could be avoided. 4  MEMBER’S CLUB Mr. Busca reported the Member’s Club held its kickoff event on March 10, 2024. It plans three events during the year with food provided to participants. The decision to increase the cost in each such event from $15 to $20 per participant was approved by the Member’s Club. Mr. Busca also indicated that there would changes to the handicap rules requiring the format to be used by those who plan less than 18 holes. NEW BUSINESS Chairman Malouf brought up the issue of CPR training of employees at the golf course. He has spoken with one of the athletic trainers at NFA who performs such training conducting courses which lead to individual certification at a charge of $80 per participant. He will get more details, but the consensus was strongly in favor of having Pro Shop and maintenance employees and potentially employees of the Caddy Shack be offered such training. Chairman Malouf also described work that has been done with respect to flooding following the heavy rain storms which occurred this past winter. He has spoken with the Montville town engineer who indicates that Montville does not plan any work addressing flooding on New London Turnpike. Chairman Malouf reported that the Norwich Department of Public Works had cleared limbs and debris partially blocking the flow of Trading Cove Brook where the brook flows under the bridge on New London Turnpike. The Norwich Public Works’ crews also removed a beaver damaged tree which threatened to fall into the brook with possible damage to structures on the Montville side of the brook. In response to questions regarding the installation of the bridge across Trading Cove Brook between the 9th and 10th hole, Chairman Malouf indicated he did not have a delivery date, but the bridge is in the process of being domestically constructed for delivery and the total time anticipated for the clearing work, the setting of foundation, and the installation of the bridge remains 4-6 weeks. When asked about heavy water flow conditions, Mr. Strouse indicated that the contractor could use coffer dams to allow the work to proceed although the water level is otherwise high. ADJOURNMENT A motion to adjourn the March 2024 meeting of the Norwich Golf Authority was made at 6:52 PM by Mr. DiBattista, seconded by Mr. Lathrop and approved by a vote of 9-0. 5