 Well, thank you folks good to see all here this evening. Hope everybody is doing well We have a quorum want to call the meeting to order Second other Are you other than our roll call which I think Erica basically went through here Prove of the agenda Do we have a motion to approve the agenda of what we currently have I? Move to approve Second second very good. We have approval of the previous month's minutes. Do we have a motion? I move to approve the previous month's minutes Marshall thank you Marshall very good on to our fourth agenda item Update from our golf professionals Who wants to be lucky person to go first this week? I guess I can start All right, Sam. Hi. Thank you for speaking up. Howdy folks Hello, oh Sam. Hey there. Okay, so Looking at your board packets. You will see that in the month of January we got an open 11 days 919 rounds Prior year we're open 19 days 1688 so we're about 45 percent behind in round And as that relates into revenues, you'll see that 42,040 dollars in revenue compared to the prior year 74,0882 Again about 40 44 percent down in revenues, which Really is insignificant this time here. It's just kind of a typical winter January month But I gotta tell you when we're open we're busy Today, I'm just closing up now. We had about 85 players today tomorrow We're booked and tell 230 every tea time is filled So I'm very encouraged getting in the next season. It seems like when the weather's good. We're filling up so Looking very much forward to this year. I think it's gonna be good Any questions for you, Greek? For all three pros in general, is there a way to get maybe better notification of when you're open and when you're closed? I mean like for example today, I looked and I saw that you Creek was booking tea times with Twin Peaks wasn't I mean, how did you get it? Did you get an email from you Creek? Yeah, I did I've been confirming my tea time for tomorrow but today so today I looked and I saw that you was taking tea times but Twin Peaks didn't have any and usually when one's open they're both open So just we sent out an email yesterday Notifying that we're gonna be open. I you need to get on our email list. That would be the best way I'm not sure how you go about doing so you book online through golf now or through our website Well, I look there to see if there's tea times and then I call because I've seen you have booked through them as well Haven't you I have sometimes yes because I I think that automatically puts you on the email list, but I can look into that for you I mean, it was more generally that is how we notify folks and I gotta tell you when we send those emails out We fill up fast. Yeah I think I belong to like all three and all three have my email and I'm not just speaking for me in general Just it would be nice to know. Hey, we're gonna be we're gonna be open tomorrow because this week was odd, right? It was cold and snowing and then it warmed up. We weren't sure, you know for myself I wasn't sure if to be open today. I mean, I knew tomorrow. I have a time for tomorrow and others do so I just wondering about the Maybe it's a website thing right the websites could say a we're gonna we're open or closed Well, I can speak to a little bit of that at Twin Peaks We with a snow didn't melt off So we needed today to melt us off So we didn't send out an email saying that we were gonna be open because I knew we wouldn't be open today all of our greens were covered going into today and Another way of finding out would be to call the golf course And if we don't answer our answering service answers and they know the status of the course when they call when you call Okay, thank you. So that's and I had I had let them know that today that we would be closed today open tomorrow Very good Is is Ryan on? Yep, I see Ryan on yeah, yeah on can you hear me? Sure can yes, sir. I guess I'll go since I'll go next For some time. All right, Ryan go for it So looking at looking at the packet there for sunset Kind of trailing what Sam mentioned. It's Winter But projected for 375 rounds we actually did 584 rounds Although the revenue side of it doesn't show the increase there. It was projected for $9,000 in revenue We actually came in at 8,000 and revenue now the skew you see there with the round side of it A lot of it's for membership a lot of membership holder players that have their annual member Memberships they pay they come out no matter the weather so The of the 10 days that we were open majority of them tend to be a lot of the the guys that have $660 memberships or the $990 elite memberships But again like again like Sam said when we're open it is fairly busy tomorrow I'm I'm gonna be booked about 85% right now Weren't you doing a lot of tree trimming to in January? Yeah, we did do a lot of tree trimming that really didn't hinder the play in a sense. They they stayed away from everybody Off the edge of the fairway like borderline on the property line of the golf course. I should say Didn't cause any issues and and anything there And all the customers when they were playing they were notified that they just so you're aware be aware If you hit a ball that way don't chase it right guys take it out to you. All right for Twin Peaks We were open that lucky number 11 days as well as you Creek played 1047 rounds and kind of like what Ryan said we had a lot of Annual pass play, you know that when you when you buy that pass you will play on every opportunity you get and Membership play and that that obviously drives down the price of the past or the price of the round as you go throughout the year So we had a lot of that play and we were you know again very busy I would agree with Sam on that. We were very busy on the days that we were open 11 days 42,000 That's you know close to a $4,000 a day in January It was also really good because as we talked about at our last meeting we extended everyone's expiration dates the expiration dates for the annual passes used to be December 31st and people would all come in in January and buy a new one So if everybody had come in and bought a new one in January, we would have had a much huge your Obviously revenue number, but because all those memberships were extended into February All the folks are coming in and buying them in February. So hopefully of course We've missed most of the month of February for weather too. So Anyway ended up with $42,000 in revenue and like I said once all that annual all that annual pass purchase price Backfills in that's gonna help us out a lot and I would agree with Sam when we're open. We are busy and that definitely hasn't changed and Apologies to Al for not letting everyone know that we were gonna be closed today But we did get it open. I heard from my maintenance crew late in the afternoon They had to go out and move snow just to get us open for tomorrow But I knew it would be a good day for us to be open. So we're gonna be open tomorrow and Al we appreciate your thoughts on that. We'll try to do a better job of getting the word out to everybody As as we get closer. It's just kind of hard to tell from one day to the next This time of year. So any questions for Twin Peaks? I have a question Maybe this pipe directed to Jeff. I noticed that the 2021 projected revenues stayed the same year over year Yeah, and and that was because We really don't know what to expect this year if if things are gonna go Crazy or if they'll be back to normal. So we just kept them the same way like the pros have said the way things have started out and With the look of where we are with vaccinations. It looks like things should be Pretty busy at least through mid-summer But I think the projections will be alright and as we get a little further into the year I can adjust those based on what we're experiencing Okay, interesting. All right. All right. Thank you gentlemen. Appreciate that. There's nothing else. We'll move on to the next item Public to be heard understand that there's no public today Old business Item six doesn't seem as though that there's any old business there unless I'm missing something Jeff. Nope. No old business new business Yep Electronic participation policy for boards and commissions designation Yes, the clerk's office has worked with the city legal team to define policies during emergencies like we're in right now with the pandemic and What they've asked us to do is have everybody Review these policies and again it kind of talks about how we'll we'll hold meetings through zoom it talks about making sure that If board members don't have access that we can help with that and that we always make sure that We have access for the public to be a part of our meeting if they so choose One of the things that I did verify based on questions I had at the parks and recreation advisory board is that once the emergency designation goes away We will start having Meetings in person at that time all the board members that can participate will have to come to the meeting We can't do some in person and some in zoom. It's it's really not allowed to keep Joining virtually that everybody would need to come to the meeting Some some of the board members felt like they could still join the meeting if they were on vacation and that would not be allowed So I can answer any questions you might have and if there are any questions, we'll need to passion pass a motion to accept these policies Open to the floor for questions. I move they may approve Second all those in favor Motion pass next item of this structured golf services and enterprise fund Yep, Eric. If you're there if you could put that power point up for us Alrighty, let me just a sec. All right. Can you all see that? Thank you? so each each year in January or February, I like to try to do a review of the structure of of Golf and to cover a little bit with budgets and how the CIP project process works If you could go to the next slide so golf is is Part of an enterprise fund within the city structure, which means all of the Revenues generated by the golf course stay within the golf fund the only Tax revenue that golf receives at this point time is to pay the debt off on the bond projects that were passed in 2018 so these revenues help pay for the maintenance of the course pays for the contracts with the golf pros and it also pays for the ongoing Capital projects that we do to try to help improve the golf courses next slide In golf we have what I will say is somewhat of a unique situation as Compared to a lot of other of the divisions and apartments within the city Golf does two different things we have staff that are actually paid for by the city and we have right around 11 employees that work for the city that maintain the golf courses We also have contracts with the three golf pros and many of the people that you see that work in the club houses Actually our employees of the pros not of the city of Longmont So those people maintaining the courses again are our city employees We also have a unique situation going on at this time We have two acting Supervisors and they will speak here in in just a few minutes Brian Hennings and Dan Reese are both acting supervisors that took the place of Jeff Andreessen and Jeff weed who retired This last December and then last week. We were also notified of another Retirement that will take place in early April great mall who has been at sunset golf course for many years as one of our senior Browns maintenance techs will be retiring. So we are in the process of reviewing how best to replace these positions and As we start making determinations will make those presentation presentations to the board Next slide, please so one of the newest things that occurred in golf is when we went to the dynamic pricing philosophy that philosophy is best explained like when you rent or Get a hotel room when you reserve it online and as you're where hotel rooms based on time of year time of day events going on in those communities that the prices Of those hotel hotels go up or down. We're using that same type of formula to set fees for golf So based on our weather time of year You can get fees that range for from What may be above our rack rates to as low as 50% off depending on what's going on and how busy the golf courses have been and again, we haven't over the last year. We haven't done a lot of Dynamic pricing because we've been so busy that we're really offering or Only accepting our our rack rates and everybody seems to be willing to pay for that Those rates if you could skip two slides Erica So the operations of the golf course. So this is What it costs and what we expect to bring in in revenue for 2021 revenue of just a little over 2.8 million and we're looking at expenditures of Right at 2.8 million Each year we tend to bring in a little bit more revenue than we anticipate and Usually spend a little bit more or a little bit less than we intended We have a goal of trying to Bring in between 250 and $300,000 over our expenses every year in an effort to try to start setting money aside for large capital projects and We'll talk a little bit more a Couple slides from now, but I did want to talk a little bit about the budget process so The budget process it seems like anymore is a year-round activity we will start making our budget requests for 2022 sometime in late April and early May and Those have to be submitted The city manager and the budget staff then review those requests and then they invite us to what they call as budget meetings and we are asked as staff to present our need of why we're asking for Either pieces of equipment additional staff that sort of thing from there The city manager and the budget staff pull together a budget that's presented to city council in August City council then conducts meetings with staff where staff come in and do somewhat of the same thing present Why we're asking for the things we're asking for Council ask many questions during those processes and then during October they hold two different public hearings where the public can go in and and Talk to the council about what's being proposed in the budget the pros cons Disadvantages and advantages of that and then the council Generally approves the overall budget sometime in late November so if any of the board ever has any questions about what we're requesting or Why we're doing things like we're doing we're happy to talk about that as as staff And try to answer any questions that you might have next slide, please Just a reminder that we have a little over five point seven million dollars in in bond Projects that we are currently working on the Eucreic Maintenance facility being the number one priority and I think I had mentioned that last month's meeting that Sometime later this spring. We'll start the process of hiring Design firm to design the irrigation projects at Twin Peaks and Sunset Next slide So this is our capital projects. We have three primary projects that generally have some type of funding each year the Gulf course paths Gulf buildings rehab and Gulf irrigation rehab projects We requested $70,000 for new projects and we're carrying over $680,000 right now in Money's from past years And one of the reasons that those dollars are so high is that in 2020 all the projects were Frozen because we didn't know what was going to happen with with the budget and that was across the city that all capital projects had to be placed on hold towards September those projects we were allowed to start spending on those we did at the end of the year do some of the rehab of the ponds out at Eucreic and are continuing to work on projects for 2021 and Dan and Ryan will share Those here in a few minutes 2022 capital project requests will start late March early April and those Project proposals are due to the budget office by the end of April and we will be presenting what we have in mind for 22 not in March. We don't have a meeting in March, but we will present those ideas at our April meeting so Next slide That's kind of a quick summary. Does anyone have excuse me have any questions about budget or structure or how things are organized in golf Marsha. Yeah My aunt yeah So you had quite a bit of extra revenue last year due to the uptick in golf Is that part of that carryover number? No that that's a separate number. We have Just a little over two million dollars in in carryover From 20 to 21 again, we're looking at somewhere around the number of five million dollars to replace the irrigation projects at The irrigation at Eucreic, which we will not be able to go to a bond election Any time in the future because we've got debt for 20 years, so we need to start planning for that and then any other Projects that we wanted you to make improvements on the golf course and that runs from irrigation to Replacing roofs on the clubhouses Got it Okay Hey, Jeff, it's Austin. Justin Drake being new to the board I don't know if this has ever been done in the past, but if we ever looked at Basically forms of labor like internships things like that with surrounding colleges where we could potentially pull in Help with marketing help with other things that potentially drive some more revenue from there, too Has that been done in the past or it has not been done in golf that I'm aware of but it's certainly something we could entertain we've done that in recreation for many years and We can put some feelers out to the surrounding colleges to See if anybody's interested in that Erica who is leading our meeting tonight is the marketing person for Recreation golf and senior services and I'm sure Erica would be happy to work with Marketing person to take some of the pressure off of her because she's also doing things for the city manager's office now as well I'm always happy to entertain good partnerships So great idea though, Justin. Thanks for bringing that up Jeff John speaking. I have a silly silly question Why did we get charged the one cent? When we when we for for rounds of golf The one cent Yeah, at the we've always you know like it's supposed to be seven I'm just picks up seven dollars is the charge and we get charged seven dollars and one cent And I just wonder why that's there The one cent at least for me what I noticed at Sunset When it's when we're charging the the the golf cart tax so the green fees are Believe correct Jeff. That's correct. So the green the cart fees They're a tax number. So when we put that into the system nine point two two plus the tax rate for the city Comes out in least in my computer every single time as ten point zero one and I've tried adjusting it It's I've gone to nine point two one takes it down to nine dollars and ninety nine cents so I've left it at the what it's supposed to be nine point two two or yeah nine dollars and twenty two cents To get to that ten dollar mark. I don't know if anyone else has that problem but I've it's been like that at Sunset for At least a year and a half now Ethan Sam. Do you have that same issue? We we do at Eud Creek as well it happens to us whenever we ring in two players at one time because Cart fees fifteen dollars and you can back the tax out of that because what we do John is we we back the tax out so that the cart fee comes up to an even dollar amount for the customer So you're not paying Like for instance the fifteen dollars a person here for 18 holes or you're not paying 15 plus tax We basically are eating the tax for you But to get that number to come out exactly right It only works for one player you do it for two than it than the tax rolls up by a penny Same at Twin Peaks, it's just the rounding of the tax and the software I'm just curious Are you not extra penny? Collected every time from him We don't want our books to be off Any other questions great. Thank you. Yeah, next item is the Capital improvement program and Ryan and Dan will lead this Erica if you could put the next PowerPoint up. Oh Well, I think I only have one in the teams folder I'm just a sec Actually, is that the It's named projects 2021 projects. Oh, okay PDF. I think it's the PDF got it. Hold on just a sec And I will Does it look like this? It's there we go. Okay. Yep. Yeah, that's it Just before Dan before you start what we wanted to do is kind of give a representation of the projects we're looking at doing for 2021 during the months when the pros and Ryan or Dan Do their full presentation of each of the golf courses They'll give you a little bit more detail But we just want to do a quick summary of what we're looking at for this year. All right So I'll go ahead and start So this is the like it says there are the west side stairs go at you Creek These are the original stairs that were built back in I guess 96 or 97 whenever the clubhouse was put together and It's probably many of you have been out there these this middle picture All the boards are just warped kind of in the middle and they're getting They're just getting wore out this landing picture. We're here with the yellow Step there the boards are actually starting to rot out in the back corner. So that's turning into a safety hazard So we're going to address that this year with a Metal type staircase here with a it has a pan in it and then concrete So the stairs should last a long time. We should get 25 to 35 years out of them So that'll be good. We won't have to deal with those in the future. So Okay, next slide, please There you go. Perfect. So this area here, this is number 11 on the left That's number 11 green there and I'm talking where that red circle is that's the crossover going there And as if you guys play out there, you know that car path is really starting to show there There's getting to be a two three inch maybe almost four inch gap there and it's causing a major bump So what we're gonna do this probably late spring early summer when we get enough help there We're gonna cut all that out with the sod cutter get it down to a Good grade surface grade and then come in a top soil fill it off So it's level with the car path and then just blend it back into that whole dirt area And then we'll come and re-sod it and then there a new product that we found I found it at the GCSA show that they did virtually this year. It's called track mats and what it is It's a it's kind of like a plastic honeycomb Material that will absorb the cart traffic and will not wear out as fast They say it won't they say you can get should be able to get five years to seven years out of it The last material that we had in there. We were lucky to get two years out of it So I'm hoping this will will last and we'll be able to use it in other spots around the course if it if it helps so Then the next one on the right there is the car. Oh go yep. They're perfect is the car path coming from 10 T To 10 green and then the little y there that we're gonna do about 15 feet going towards 11 there But that's gonna be a new car path done in crusher finds kind of like I think it's number seven at sunset They have theirs done in red, but we're gonna do ours in gray just to kind of match the the concrete That's out there. So hopefully that'll be get going here the end of March whenever the ground ground of thaws out We have that scheduled so should look good and then we'll resod All the edges so the cart path will be about a good eight foot width and be able to fix up those edges that have gotten worn out over the years next slide please and Then This isn't necessarily a CFP fighter, but we're gonna try to add a lot of not a lot of some irrigation out on the course Starting with number 17 along the car path there our irrigation heads are not on the edge So when it gets hot in July We don't have backup coverage there So that's why you see some of those edges getting really thin and really burnt out so we're gonna add some Irrigation along those whole edges and hopefully the lake banks on 11 and 13 to and we are also hoping to get a new ball dispenser at you create here very soon That's it for you Craig. I think oh at Twin Peaks or Like Jeff mentioned we're gonna be doing a lot of the projects that we weren't able to do in 2020 due to the pandemic and The major project at Twin Peaks was redoing the car path along number 5 t-box That used to be in a lot better shape and over the years. It's gotten worn out worn down So with this new plan, we're gonna be going from the restroom we have on the course and building a car path that goes between four green and 13 green and Connecting the existing car path on number 5 along with I guess Rejuvenating or rebuilding that car path in the footprint that it currently is We're gonna be using a gold crusher finds with a stalock material a lot like what sunset has in red and Dan mentioned will be put down at you Creek and that material will help compact those crusher finds so they'll deal and Hold up with their cart traffic and then the irrigation water Then also during that process will be laying sod around the edges Help keep the new path Contained in a decent footprint and then redoing the Sod and some irrigation on the south He bank on number 5 t. That's always been kind of poor due to irrigation coverage Next slide please Then another one of these projects we're doing is redoing the remodel of the Portion the men's portion of the restroom on the golf course For this we're going to be replacing the plastic FRP board that's on the one Wall that the sinks are mounted to This over the years. It's gotten discolored and cracked and full of holes due to numerous items items being drilled in it along with the partitions will be removed and repainted a new color to Freshen them up a little bit along with replacing the crack then missing baseboard along the Walls and floor that are now tile will be putting down a rubber material that will last a lot longer and the work a lot better with the Shifts in temperature and water that ends up in the bathrooms Then another part of that would be reinforcing these the stainless steel sinks We have that now if anyone's ever golfed at Twin Peaks knows that those Sinks are a little loose hanging on the walls for people sitting on them leaning autumn and this being there for numerous years and part of that will be a Um Putting those a little tighter up against the wall so they no longer rattle when people try to use them then Next slide please so now So yeah now at sunset One of the main projects there will be leveling number 5t a lot like what was done at Twin Peaks in previous years to remove some of the crown that has occurred over the years due to pop dressing seeding being Divots taken out in general maintenance practices So the front T will have the crown dis removed and flattened out and then resotted but the Yellow the white and blue T will be stripped down and then it will be flattened into one One big level So it'd be one big T that will share the white and the blue T boxes instead of two separate T boxes as they are now So once that done the saddle will be removed The grade will be reshaped going back into the flat part of the golf courses and then also This turnaround that the wear spot that's seen around the tree and in front of the bunker from four green cart path out of red crusher finds with the stalock material Will be installed there to help alleviate this wear pattern that we usually get from this high traffic area and then Next slide please and then along the same Project we're doing the same thing on the back T of number nine where the sod will be removed To remove the crown that's in the back Mainly the blue T area of This T box and then will be resotted after it's flattened out With no regrading need to be done on the sides of that T box Then a red crusher find with stalock material cart path will be done on the cart path seen here on number nine that will go from About where the asphalt ends around the T complex Down to somewhere around where the asphalt starts going up the hills up the hill towards the clubhouse on number nine And that one will have Sod placed around the sides of the cart path to give it a to keep it in place And then we'll redo the landscaping around that sod on the cart path to keep it in place And then next slide please And then a current project that we're working on and Ryan has a big hand in is we are moving the starters counter at sunset pro shop on The left is the current old counter that is there and now we're moving it more towards the partition wall that's by Ryan's office and Going up to this will have the two computers all the and everything else that he needs at starters desk at a more convenient area in the clubhouse for him and then this will also allow us to Increase a better flow in the sun in the sunset pro shop to have a definite area that's pro shop and Towards where the old counter was to be a restaurant area with more seating and And different sitting spots for the restaurant portion of the clubhouse where right now it is kind of Mix and mashed around where it's one area for the two different uses and this will help Improve the flow of the golf course and get a definite better feel for pro shop side and restaurant side And I believe that's it there may be one more slide And then one other thing I forgot to mention on here that We'll be trying to do this year too as we're going to try to plant some trees at both sunset and Twin Peaks Either Purchasing them themselves and installing them or through the force help of the forestry department Since both courses over the past couple years have had a lot of trees removed just from The trees being old and being deemed unsafe We just need to replace some trees before we start getting big wide open spots in the golf courses to help To help keep the characteristics of each golf course I'm a great tree proponent. I think that's a wonderful idea Just can you keep them out of the fairway because they don't do me any good I don't know have to sweet talk Ryan and Keith because they'll be Part of this planning of where the trees will go also to help improve the characteristics of the golf courses Good job. Thank you If I have any questions projects Doesn't look like it. Thank you Ryan. Thank you Dan appreciate it. All right Jeff. We're on to 7b advisory board bylaws It's been a while since the board had reviewed bylaws. So We had sent those out a week or so ago based on your bylaws you have to have them at least five days in advance I I haven't I'm not planning on going through every part of the bylaws I can answer any questions. We do have two changes The first one is in section three We now are meeting at six o'clock p.m. So we will need to make that change and Then the next one is in section 12 and it refers to The golf operations manager that should now read the Recreation and golf manager. We don't have an operations manager when Recreation and golf was combined that fell under my role It does talk about how we handle vacancies. It talks about absenteeism and Again about how we amend the bylaws and I can answer any questions that anyone might have Doesn't look like we have any questions We can we can vote on What we have now With the provision that accepting the two changes. Is that correct? Yes? That's correct. I'll move. They're ready. There's a changes as noted Second already All in favor I All against the eyes have it Any other items from the staff item number eight I Don't have anything else. I don't know if You Yeah, I have one one item I'm sort of I'm sort of new here, but I I wanted to say that I think that We should feel very lucky to have the quality of the head golf professionals that we have our courses Last year I was ready to quit because my golf game was so awful really I Decided to go to Keith and as a result of his instructions. I added over 50 yards to my tee shot and Dramatically improved my chipping on a good day, you know at Twin Peaks at high 80s low 90s More importantly Keith you brought back a fun to my golf game and for that I'm very very appreciative So thank you. Thank you very much Very kind of you to say that thank you John's my pleasure and you're just your you're fun to work with We have a good time doing it too. So works out. Well Plus we can talk about the Red Sox This is this is Marshall John if I were to come to you would you charge less than Keith? Appreciate that. Thank you. Good words John. Yep. Thank you Keith Keith Ryan Sam. They all do a great job course Definitely definitely agree Any other items from the board Hearing now I'm Yep, motion to adjourn second Very good folks. Thank you so much for your time here this evening Thank you everybody for what you do. Thank you Jeff. All right. Thank you Thank you Good night. Thank you