GOLF BOARD
MINUTES
WEDNESDAY, APRIL 13, 2011
6:00 P.M.
CHARLIE WARD ROOM, BRANTFORD CITY HALL
Bill Austin, Co-Chair in the Chair
ROLL CALL
PRESENT: Bill Austin, Charles Warner, John Smith, Councillor Utley, Chris Smith,
Ted Donald, Christina DeVries
REGRETS: Dave Searle, Mike Waterhouse
STAFF:
Greg Dworak, Jeff Moore, Jeannette Leblanc, Wanda Harding, Virginia
Kershaw
1.
WELCOME AND INTRODUCTION
1.1
Introduction of New Members
New members – Chris Smith and Ted Donald were introduced to all members of the
Committee and staff.
1.2
Introduction of New Manager, Golf Operations
Jeff Moore was introduced as the new Manager, Golf Operations and was welcomed
by the Committee. The Board thanked J. LeBlanc for her temporary assignment as
Manager of Golf Operations.
2.
ELECTION OF CHAIR
2.1
Election of Chair
Councillor Utley nominated Bill Austin and Dave Searle as Co-Chairs of the Golf Board.
With no further nominations, B. Austin and D. Searle were appointed to serve as CoChairs.
3.
DECLARATION OF CONFLICTS OF INTEREST
GOLF BOARD
Minutes – April 13, 2011
Page 2
C. Smith declared a Conflict of Interest on Item 5.2 as he is an employee of the
Brantford Expositor. He refrained from all voting and discussion on this item.
4.
DELEGATIONS AND PRESENTATIONS
None
5.
CONSENT ITEMS
5.1
Minutes
Moved by Councillor Utley
Seconded by J. Smith
THAT the following minutes BE ADOPTED:
5.1.1 Golf Board – March 9, 2011
CARRIED
5.2
Monthly Financial Status Report – Golf Operations
Moved by Councillor Utley
Seconded by C. Warner
THAT the Monthly Financial Status Report, for the period ending March 31,
2011 BE RECEIVED.
CARRIED
C. Smith declared a Conflict of Interest on Item 5.2 as he is an employee of the
Brantford Expositor. He refrained from all voting and discussion on this item.
W. Harding reviewed the financial statements, noting how the 5 memberships that
were donated to the Expositor are being treated in the financial system. The
promotional coupons will be handled through the proper accounting system, and be
categorized to determine which promotions are more popular. W. Harding requested
that an up-to-date inventory be done so that it can be reconciled with the Jencess
System program. J. Moore indicated that concerns were raised by the assistant-pros
on when the promotional lessons must be given. Agreement was reached to ensure
that the pros provide these lessons during their normal 40 hour work week. J. Moore
further advised that an arrangement has been made which would ensure that any
private lessons will be processed through a point of sale with monthly reports provided.
There will be 20% royalty returned to the City for these lessons.
J. Moore was requested to develop a report on point of sale terminals and replacement
of the Jencess System including costs associated with implementing a new web-based
GOLF BOARD
Minutes – April 13, 2011
Page 3
terminals, potential timelines for implementation, and enhanced features that they may
offer to Golf customers. It was noted that a receipt should be issued and provided to
the starter before the customer starts playing golf.
5.3
Update from Golf Operations (EN2011-049)
Moved by Councillor Utley
Seconded by J. Smith
THAT Report EN2011-049 Update from Golf Operations, for the period ending
March 31, 2011 BE RECEIVED.
CARRIED
J. LeBlanc reviewed Report EN2011-049 – Update from Golf Operations. Committee
members were advised that Ashton Wood will be leaving the employ of Golf
Operations. The Chair will send a letter of thanks to Ashton on behalf of the
Committee.
5.4
Northridge Master Plan Update – Dave Searle
G. Dworak reviewed the issues relating to the need for GRCA approval for the changes
being done on Hole #3. The appropriate permit has now been applied for and is
expected to be approved in the near future.
C. Warner referred to the irrigation system, noting that he has obtained a quote of
$3500 for a replacement part, which is normally approximately $7000, however there
are no funds available at present time. It was noted that the discounted cost would
save the City considerable monies, however a decision needs to be made in short
order. It was noted that Golf has received a capital allocation that could be utilized for
this expenditure. G. Dworak will have a discussion with Purchasing Department to
ensure that Purchasing Policy is followed and advise further.
J. Smith noted that there may be opportunities for funding from distributors that the
Board should be pursuing. It was noted that City Staff will make contact with the
various distributors to determine monies they may have available, noting that Staff are
already in contact with distributors for various other initiatives and they would have to
ensure that contact is controlled.
5.5
Capital Plan Update – Charles Warner
C. Warner indicated that the carry-all machine has not been received as yet, but has
been promised within 2 weeks.
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Minutes – April 13, 2011
5.6
Page 4
Junior Golf Program at Arrowdale Update
J. Moore indicated that he has met with Expositor to do an information piece on the
himself and the junior golf program. J. Moore noted that this program will be launched
this weekend. He noted that with his proposed program, there will not be a need for a
Junior Flex Program. J. Moore reviewed the various programs he would like to
implement at the Golf Courses, including a Take Your Kid to the Golf Course initiative.
5.7
Marketing Plan – Christina DeVries
C. DeVries indicated that she has inquired about opportunities to utilize WagJag to
offer golf incentives which would generate revenue and promote the courses.
J. LeBlanc indicated that there are still advertising opportunities available at Northridge
and she requested Board members to forward potential prospects for her to follow-up
with.
C. DeVries noted that there is a need to identify the users of the courses to ensure
proper targeting of needs is done with the clientele. Various ways to capture marketing
data were discussed, including having the starter collect relevant data (age range,
postal code, email address, golf patterns, etc).
5.8
Arrowdale Update – Mike Waterhouse
M. Waterhouse was not in attendance, however he provided an email report which
indicated that mens and ladies schedules for 2011 have been set. Arrowdale’s Charity
Invitational has been set for June 11th supporting Camp Trillium. Information has been
posted at Northridge as well.
5.9
Fleet Charges for Equipment – Mike Bradley
Not available at this time, but will be scheduled for the May meeting.
5.10
Correspondence from Mike Iorio re. Golf Memberships notification
(attached)
Councillor Utley reviewed the correspondence received by M. Iorio. It was noted that
in future members will receive notices on promotions as early as possible. J. LeBlanc
will provide numbers on those persons who paid for memberships between December
17th and 31st, January 1st to 15th and determine when Mr. Iorio paid for his
2011membership. This matter will be deferred until the next meeting for consideration.
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Minutes – April 13, 2011
Page 5
6.
ITEMS FOR CONSIDERATION
6.1
Control of League Play at Both Courses – Draft Proposal from Ed Long that
was presented at the March 2011 Golf Board meeting
J. Moore was requested to look at the league scheduling at the golf courses to become
familiar with the policies.
7.
RESOLUTIONS
None
8.
NOTICES OF MOTION
None
9.
PRIVATE AND CONFIDENTIAL ITEMS
None
10.
NEXT MEETING
Next meeting will be held on Wednesday, May 11, 2011 at 6:00 p.m. at Northridge
Golf Course.
11.
ADJOURNMENT
The meeting adjourned at 7:55 p.m.
______________________________
__________________________
Bill Austin
Co-Chair
V. Kershaw, Council &
Committee Services Co-ordinator