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Minutes 06-21-06 MINUTES OF THE GOLF COURSE ADVISORY COMMITTEE HELD ON THURSDAY, JUNE 21, 2006 AT 3:00 P.M. IN THE CITY COMMISSION CHAMBERS, CITY OF BOYNTON BEACH, FLORIDA Present: Arthur L. Matthews, Jr. Chair Herb Suss Lynda Frederick Corrado Giangreco, Alternate Arthur Gabler, Alternate Dan Hager, Manager of Golf Operations Scott Wahlin, Manager of Golf Maintenance Freda DeFosse, Manager of Golf Administration Absent: James Smith, Vice Chair William McCarty Dan Winters, County Alternate Kurt Bressner, Non Voting Member I. Openings A. Call to Order Chair Matthews called the meeting to order at 3:00 p.m. Assistant City Manager, Wilfred Hawkins was present for the meeting. B. Aaenda Approval 1. Additions, Deletions, Corrections There were no additions, deletions or corrections to the agenda. 2. Adoption Motion A motion was made by Mr. Suss to adopt the agenda. Mr. Giangreco seconded the motion that unanimously passed. 3. Selection of Officers Chair Matthews announced the selection of officers should have taken place sooner. Motion Mr. Suss moved to nominate Mr. Matthews for the position of Chair. Ms. Frederick seconded the motion that unanimously passed. 1 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 Motion Mr. Suss moved to nominated Ms. Frederick for the position of Vice Chair. Mr. Giangreco seconded the motion that unanimously carried. C. Announcements Chair Matthews congratulated Freda DeFosse and Sue Phillips on their retirement. He praised them for their service and complimented them for their attentiveness and responsiveness to the committee. Chair Matthews also thanked Mr. Suss for the brunch held yesterday. Mr. Suss echoed the sentiments of Chair Matthews regarding Ms. DeFosse and Ms. Phillips for their service and praised the entire staff at the golf course. He indicated he did not have the words to express this thanks, but wished them God Speed and a happy retirement. Mr. Suss also welcomed the new staff members, Danielle Crissinger and Sam Reep. Mr. Giangreco expressed his best wishes to Ms. De Fosse and Ms. Phillips for a long and happy retirement. He indicated he has always enjoyed working with them. Ms. Frederick agreed with the prior compliments. II. Minutes A. Minutes of the Golf Course Advisory Committee Meeting, January 12, 2006 Motion Mr. Giangreco moved to accept the minutes as presented. Mr. Suss seconded the motion that unanimously carried. III. Reports A. Manager of Golf Operations Report 1. Business Report Dan Hager, Golf Course Manager, announced for the months of February through May, the golf course revenues were up $52,000 over last year, and $48,000 of those monies were due to the implementation of Afternoon Rates. The Afternoon Rates were a new policy, which is in place at other golf courses and was instituted to fill "dead" afternoon time. There is an after 2 p.m. rate and an after 3 p.m. rate. 2. Introduction of New Administrative Assistants Mr. Hager introduced Danielle Crissinger, who has been with the City for nine years and was a Records Specialist from Human Resources. He indicated there was a lot of talent to select from in filling the positions. He introduced Sam Reep, who has been employed by the City for 11 years and was a Customer Service Supervisor with the Utilities Department. He announced the new employees already fit right in. Mr. Hager expressed his sadness that Ms. Phillips and Ms. DeFosse were leaving the City. He announced all the years of his employment were with Ms. DeFosse. Ms. Phillips had been with 2 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 the City for 25 years. Mr. Hager indicated they will be sorely missed and he wished both Mr. and Mrs. Phillips, and Ms. De Fosse well. 3. Advertising Mr. Hager reported they have been advertising in the movie theater with good results. The ad is seen by 56,000 people per month in the busiest movie theater in town. Currently the advertising contract is extended through November and they are looking to renew the contract while the theater is still the busiest movie theater in town. He noted the plans to build Muvico were pushed back one year. He indicated there was a new golf commercial being filmed on Saturday, which would air on the Golf Channel in Boca Raton and West Palm Beach. The cost was $6 per slot and the grand total was $4,592. The commercial would be a 30 second commercial, opening with 10 seconds of humor, the topic of pace of play, and then go on to tell about the 4'/2 star rating and why the course earned it. The commercial would be shown exclusively on the Golf Channel Thursday through Sunday. Mr. Hager noted the City will be having its own government channel soon, and thought having the advertisement played on that channel would be helpful. The total production cost of making the commercial was $750. The City owns the commercial and great care was taken to make the commercial one that was not time sensitive. Chair Matthew indicated he was at the movies when the commercial was shown, and he heard a movie patron remark the golf course was a wonderful place to play. Mr. Hager reported advertising is difficult to quantify, so he appreciates hearing when comments are made. Chair Matthews also elaborated the golf course has a great reputation. He indicated the people he plays golf with have commented on how well the program is run, how good the greens are, and how the enforcement of the time adds to the experience. 4. 2006/2007 Annual Budget Mr. Hager indicated the only increases for the budget are from a reduction in the discount amount a Links Club Card holder receives during the high season months of January, February and March. The discount was previously $10. The new discount amount is $7. Mr. Hager also announced Club storage fees will be increased from $55 to $65 per year, which is still under the fee other golf courses charge. 5. Events Held and Scheduled Since 1/12/06 Mr. Hager reported the Valentines Day event resulted in a full field and was a great time. The price included a couples dinner. The Play for Pink event, which raises money for breast cancer research, raised $7,800. Staff was able to hold that function without closing the golf course down and still had a good day. The South Florida PGA Senior Junior Pro-ProChampionship was well received. He reported they were ecstatic about the course, the operation of it, and everything. Mr. Hager indicated this was a big event, not only because he is a classic golf professional, but when golfers from the other side of the state want to play somewhere, they usually asked the pro where to go, and it 3 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 had to be a public course. Mr. Hager announced he knows the course is known on the west side of the state and up and down the east coast. Mr. Hager reported the Adult Child 5th Annual Championship provided a good time for all. The U.S. Golf Association Women's Amateur Public Links Championship was held again at the Links and was the qualifying site for the entire state, the largest golf section in the U.S., and was the only site for the state of Florida. He indicated the golf course is especially friendly to women; the USGA raved about the conditions and the event went very well. They want to hold the event again next year. There were approximately 48 female participants that did not belong to a private club or have access to anywhere but a public golf course. There were a lot of college girls there, and some of the best players in the state. He announced the winning score was 65. The May Free Lesson Month had 88 free ten-minute lessons given by staff. Mr. Hager expressed this was a good opportunity to grow the game. 6. Golf Digest 4~ Star Rating Again Mr. Hager explained the Golf Digest advertisement and indicated there will be scenes shown to correspond with the text. He read part of the script for the commercial: "Good Condition, Excellent Greens, Great Service, Best Value and Speed of Play, the best regulated in the state. These reader comments generated the 4 ~ star rating and prompted Golf Digest Magazine to declare the Links at Boynton Beach as the best public golf course in Palm Beach County." Mr. Hager indicated when you perused the book, it was exciting because those were the comments that generated the rating they received. He pointed out the book publishes information about any public golf course. The 4~ star rating was earned for the second time, and the rating is good for two years. Abacoa, Boca Raton Hotel and Resort, and Emerald Dunes received 4 stars. Delray Beach received 2 Stars and West Palm Beach Country Club received 3 Stars. He announced there were some pretty high-end golf clubs that did not receive the 4~ stars. The Family Course rated 4~ stars. Mr. Hager obtained a rating scale on pace of play for both the golf courses from the Florida State Golf Association. He measured the distance from each green to each tee. It came back at 1 hour 38 minutes for the family course and 3.46 minutes for the championship. These were set by the Florida State Golf Association. 7. Park Vista Autistic Unit Mr. Hager announced the unit increased from six participants to eight this year. One of the players who participated in the event for the last two years was Sebastian Pasapane. Mr. Pasapane graduated from high school this year. A party was given for the participants and they received trophies with their names on them and the supervisors received trophies with little clocks in them. Mr. Hager sent a letter commending the supervisors for their efforts and indicating the success of the program was largely due to their participation. 4 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 8. Automated Tee-Time System They will be receiving some equipment for the automated tee-time system. The cost of the system was $2,500 for the entire year and a contract would go before the City Commission by the 20th. They would like to be online by September or October at the latest. ITS will be setting up a phone menu which would expedite service. Mr. Suss inquired if the automated system would utilize an eight-day advance reservation program. Mr. Hager responded it would and it would be an interactive voice response with a short menu. Mr. Hager further added the program would end a 22-year complaint, which was the difficulty in securing a starting time. This would make the process as painless as possible and could be done via telephone or online. Also, it would eliminate a $6,000 expense for a phone operator in the winter months and the load on the lines in the pro-shop would be alleviated. Mr. Suss gave kudos to Mr. Scott Wahlin, Manager of Golf Maintenance, and his crew for keeping the greens in great condition. Mr. Suss inquired about the new golf course Mr. Wahlin saw and asked whether it would create competition. Mr. Scott Walhin responded he went to Park Ridge, where the county was constructing a golf course on the landfill in Lantana. Mr. Wahlin indicated the golf course has been planted and should be ready in October. There was 60 acres of turf on the golf course that would be about 6,500 yards and par 72. It would be target golf. He indicated he did not think it would be competition for the Links and further indicated players would need to be pretty good players to finish that course. Mr. Wahlin indicated the players at the new county course would be single figure handicappers and better players. The course, which would have "No Mow Zones," would be managed by a management company and will only manage the 60 acres on the course. All the other areas not listed in the contract scope of services will not be attended to. Mr. Wahlin thought the course had great views from the landfill, but had some tough holes and the carts needed automatic braking systems. Otherwise, if the cart got away from the players, it could roll down the hill. The course will be a player's course. 9. Update on the 40-Acre Parcel Assistant City Manager, Wilfred Hawkins was present and gave an update on the 40-acre parcel issue that will go before the Commission. Mr. Hawkins explained he had been employed by the City for 13 years, and prior to that, he served in an ombudsman capacity. Before that, he was a law enforcement officer for the City. He brings years of experience in public management with him and one of his areas of leadership within the City organization is the golf course. Mr. Hawkins commended Ms. DeFosse for her service to the City. Mr. Hawkins explained this item had been up for discussion regarding potential for development opportunities to include the golf course itself. He indicated the Commission had been offered opportunities from the private sector and the Commission wanted to look at them. The process of reviewing what could occur at the site, in light of the 40-acres formerly being a landfill, becomes paramount to the development of the property. It has environmental implications attached to it that must be considered. The City Commission had to determine how to look at that piece in conjunction with some type of development on the existing golf course and surrounding area. The law requires development reviews be conducted on parcels that had formerly been used as landfills, dumps, etc. This parcel had been monitored over the last 10 to 15 years, and reports 5 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 have been sent regularly to the Department of Environmental Protection. With that history already in place, it would be easier to conduct studies on the properties. The Commission determined that they wanted to have the studies completed before any determination or consideration of an adaptive reuse was made. They are moving forward with filing grant applications to the State Department of Environmental Protection, (DEP) and the funding would come from the United States Environmental Protection Agency. The funding trickles down from the federal level to the local jurisdictions. The grant will allow for a study to be conducted at no cost to local government. Applications for grant funds were filed with DEP the week of June 5th. The study will be conducted on the landfill, and, on the recommendation of DEP, a study would be done on the golf course as well. The application, if approved, would fund a Phase I and Phase II study for those sites. Word on whether the grants will be awarded from DEP should be received in late July and the City's consultant, who assisted with the grant application, has indicated it appears, preliminarily, the application will be approved. Adaptive reuses are fairly typical and these studies are conducted frequently, and in every municipality. Assuming the application is approved, the study would be initiated no earlier than October and could continue through to the end of the year before receiving the final results of the assessments. Mr. Hawkins explained the type of recommendations given. Phase I has five steps and involves a site reconnaissance of the property and adjoining properties. The history of the property for approximately the last twenty or more years is reviewed during this step. They will also review local, state and federal government records on file for this time period. It involves interviews of past and present owners and anyone with knowledge about the site, preparation of a written report summarizing all the information obtained about the property for an extended period of time, and how the property was transmitted and used. Phase II considers the results of Phase I and further initiates scientific analysis of contaminant levels at the sites. The review assesses any situation that may result from any contaminants found and then a report will be prepared detailing what is necessary to make the site worthy of use. A recommendation will be given on how and if anything could be done with the sites from an environmental perspective. Phase III was a feasibility study that would examine what kind of development or uses would be appropriate for the site and then give those recommendations. Mr. Hawkins reiterated these studies are required by law, and would have to take place either by a government or private owner. The Commission agreed that by government taking the lead, that is their contribution to any future development potential, as well as keeping the process transparent and giving a level of understanding and education to the public as to what is out there at the site. Mr. Suss asked if the results of the study would have to be disclosed to the public if a private developer held the sites. Mr. Hawkins responded it was the City Commission's intent to keep the study in the public domain. Chair Matthews thanked Mr. Hawkins for the presentation. B. Manager of Golf Maintenance Report 1. Audubon Cooperative Sanctuary Program 6 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 Golf Course Manager, Scott Wahlin, gave an update and announced he learned the golf course has been certified in Water Conservation. So far, the golf course has received certification in four of the six areas needed to obtain the designation. The other two areas are Wildlife Habitat Management and Outreach and Education. He hoped to have those two areas completed within six weeks. 2. Summer Aerification Procedures Mr. Wahlin reported he had anticipated having the procedure completed three times, but to date it has only been done once. On July 10, 2006 through July 12, 2006, the second aerification will take place and on August 21, 2006 through August 23, 2006 the third and final aerification will take place. A schedule was set up showing the Wednesday, after the Monday aerification, on championship course greens, so they could come back and do more work to get those leveled off. The top dressing gets covered up and over the span of a day or two, it falls down into the holes and the surface gets bumpy. They will use the time to get other areas aerified while the course was closed and the holes were filled, so that by Thursday, the area was completely done. 3. Greenskeeper Certification Mr. Wahlin indicated there are a number of areas where certification will be completed. The other areas are Safety Basics, CPR AED Certification, Crew Etiquette, Chain Saw Safety, Green Mowing, Tractor Operation and Safety, Course Set Up and Pruning Procedures. He clarified there are other areas, but they will start with these certifications. 4. Tree Replacement Fifteen thousand dollars per year over the next four years has been budgeted for tree replacement. They are compiling a list of wind resistant trees. The Sabal Palms and various oaks seem to be the best selection at this time. 5. Greens Resurfacing There was a meeting and Mr. Wahlin indicated the Champion Bermuda Grass is not a good alternative for them. The grass is inexpensive and is on the family course. It is a type of Bermuda Grass and it is a bit more problematic than the Tip Dwarf, but with the amount of utilization of the course they have, it would be too expensive to try to stop tee times and tell people they could not play. They will continue with the grass they presently have on the championship course. They have about three or four years before they have to do anything, and they will accrue funds in the reserve accounts to have additional options to chose from. Right now the Tip Dwarf is the best alternative when they re-grass those greens. The price will be in the $300,000 range to do the championship course greens. 6. Irrigation Update Since the last meeting, a decision was made to renovate the existing control system at the golf course. It is an old electro mechanical system for irrigation. They invested $2,800 and brought in a proficient technician who changed all the control boxes, reset and re-Ieveled them, inspected internal parts, and those needing replacement were replaced. This delays, for about five years, the purchase of a $65,000 system that could go as high as $500,000 if heads 7 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 were included. In the interim, this would allow for funds to accrue and could allow for more options to be available. Mr. Wahlin clarified the investment was $2,800 and another $5,000 for parts. The piping system was considered outdated; however, some golf courses have used their systems for 30 to 35 years and this system has 25 years on it. Mr. Wahlin would like to replace the irrigation system without borrowing the funds. He thought this was feasible if they managed things properly. If the entire sprinkler system were replaced, all the parts, pipes, fittings, and materials would be about $500,000 and the installation another $500,000. Mr. Suss asked how much money was in the reserve account. Mr. Wahlin responded there was about $500,000. Mr. Hager indicated there was about $830,000 in retained cash and about $300,000 in liquid cash. Mr. Suss asked if they could access the $300,000 to add to the $500,000. Mr. Hager explained they could not and that it was in a reserve account. Mr. Wahlin explained they have an equipment reserve account that each year they deposit $75,000. Mr. Suss agreed the longer the golf course builds up the reserve, the more money is saved. Mr. Wahlin Mr. Suss indicated he would like to see 27 holes at the golf course, similar to Okeechobee (meant to be Okaheelee) with three, nine hole championship courses. Mr. Wahlin explained a golf course architect would need to make the determination whether it is feasible. Mr. Suss indicated he was no longer pushing for an Executive or Family Course, rather if they could be converted and upgraded, because they would still have seniors and family courses play from red and black tees. Mr. Giangreco inquired how many reserve accounts existed. Mr. Wahlin explained the staff tracks the internal accounts themselves, as opposed to them being a dedicated fund in the budget. Mr. Giangreco questioned whether, if a need arose where more money was needed for irrigation, funds from the other reserve accounts could be used. Mr. Wahlin explained they would look at all options, but would try to avoid taking funds out of reserve accounts. He elaborated they look at the $500,000 as a disaster fund. Mr. Suss mentioned a City Commissioner had mentioned getting the golf course some recognition, and in the loop for advertising and publicity. He thought when the full Audubon recognition was received, through his contacts at the Sun Sentinel or the Post, or perhaps through Mr. Hawkins, they could advertise it. Mr. Suss indicated Commissioner McCray would be very happy to see the golf course receive recognition. Mr. Wahlin declared he received his Greenskeeper Certification. This was the fourth time he took the test due to certification only being valid for five years. He recently took the six-hour test and passed it again. Mr. Wahlin explained the water permit with the Water Management District needs be renewed by June 2007 and he wants the permit completed by March of 2007. He reported the golf course had also budgeted for an immediate hurricane response, which means they will be able to put someone on retainer, or under contract, immediately after a hurricane event to assist in readying the course for play. He added a lot of the work could be done on the side, but the contracted individual could address safety issues resulting in the course reopening in a day or two, as opposed to a few weeks. Mr. Wahlin explained with Hurricane Wilma, the golf course had no electricity and water for the greens was an issue. He reported they were fortunate that the power came back on, but they began to investigate options to address this concern and 8 Meeting Minutes Golf Course Advisory Committee Boynton Beach, Florida June 21, 2006 came up with obtaining a 1,000 gallon water tanker with a high capacity centrifugal pump on it. This tanker would, within a sixteen-hour period, circulate a third of an inch of water on the greens. The cost is $3,000 and the tanker would serve a dual purpose, such as spraying large areas of the course with certain herbicides. He explained with this system they would not need to worry about the greens dying off. Mr. Hager announced the golf course was looking for ways to keep cool during the summer months and investigated misting systems. He announced he was told one could be put together that would plug into a 110 volt regular socket and a hose be hooked up to a spigot. Mr. Hager will start with one mister and then expand from there. He elaborated the misters lower temperatures anywhere from 10 to 20 degrees and would be button operated. The misters could set a standard and Mr. Hager explained the offer was to put one mister in each golf cart. He announced the equipment retails for $565 each, but they could purchase them for $300 apiece. The equipment would be a $30,000 commitment with the idea being to have them in a few key spots. Mr. Wahlin announced they have budgeted for a roller to smooth greens after aerification but the rollers can also be used to true up greens and add speed to the greens. Chuck Hodis, Assistant Mechanic at the golf course is at Club Car School in Augusta this week and should return to work as a fully certified Club Car Mechanic. This would save about $800 per month. Mr. Suss thanked Mr. Wahlin and Mr. Hager, and again, he thanked Ms. DeFosse and Ms. Phillips for all their hard work. IV. New Business There was no new business. V. Old Business There was no Old Business. VI. Adjournment There being no further business, the meeting adjourned by consensus at 4:01 p.m. Respectfully submitted, CC)HMf~ Catherine Ch rry-Guberman Recording Secretary 062206 9