Golf Commission Minutes - January 2005
(08-09-2005)

CITY OF ROSEBURG

GOLF COURSE COMMISSION MEETING

JANUARY 18, 2005

MINUTES

CALL TO ORDER: The City of Roseburg Golf Course Commission met at the Stewart Park Golf Course on Tuesday, January 18, 2005. Chairman Rick Coen called the meeting to order at 12:02 p.m.

ROLL CALL: Present: Chairman Rick Coen, Commissioners Leila Heislein (left at 12:10 pm.), Jeff Bright, John Dunn, and Larry Oatney.

Absent: None

Attending Staff: Parks & Golf Director Jim Dowd, Golf Course Superintendent Mel Ganger, and Secretaries Vicki Tower and Chanelle Rogers .

Others Present: Women’s Golf Association President Darlene Sconce and Concessionaire Pat Huffer.

APPROVAL OF MINUTES: Oatney moved to approve the minutes of the November 16, 2004, meeting. Motion was seconded by Bright. Motion carried unanimously.

Heislein called for a discussion regarding the change of the meeting date from Monday to Tuesday. She informed that she has an obligation on Tuesday at that time that she has had for the past 25 years. She requested that the meeting be changed from Tuesday to another day of the week. Heislein stated she has been on the Commission for seven years and would like to continue. Discussion ensued. The Commission agreed to hold the meeting on the 3rd Thursday of each month rather than the 3rd Tuesday.

A motion was made by Heislein to change the meeting to the 3rd Thursday of the month. Motion was seconded by Oatney. Motion was unanimous.

DIRECTOR’S REPORT:

Golf Department Financial Report:

Dowd presented the financial report. He discussed in detail the report submitted by the Finance Department that was included in the Commission’s packet. He handed out an expense report. Dowd informed that Ganger has been identifying fuel purchases in the Golf Department so they can do an actual carried forward. Dowd reported they want to pay actual costs for fuel rather than the 50/50 split with the Parks Department. He will then be making recommendations to the City Manager and then City Council that more accurately reflects what costs have been incurred. Discussion ensued regarding the 8 hours paid a caretaker for work on the weekends. Should they put that person back in the parks budget and hire a seasonal to do those tasks at a lower wage?

Dowd informed he should be able to bring a quarterly report in February.

INFORMATIONAL:

Maintenance Report:

Ganger provided the following maintenance report:

 Mowing times cut down because of wet weather

 Storm debris was cleaned up; they lost willow tree on #5

 Topped couple of poplar trees that needed cleaned up

 More tree pruning and cleaning out of storm drains

 Annual servicing on irrigation pump

 Put heat lamps on side of pump wells

 Put fungicides down and applied fertilizer

Ganger requested the Commission consider going to soft spikes as a rule on the course. A lot of damage has been done from the steel spikes; people are dragging and tearing sod. Dowd suggested they allow a certain period of time to enforce the rule.

Dunn made a motion that a new rule be imposed that no metal spikes will be allowed on the course effective June 1, 2005. Bright seconded the motion. Coen stated the new rule needs to be posted. Motion was unanimous.

Dunn questioned Huffer about the credit card fees every month. Dunn stated they are not paying 3% at the fairgrounds. Dunn asked if Huffer could get a lower rate. Dunn suggested they not allow payment of annual fees with a credit card. He asked Dowd and Huffer to get together to discuss this issue. Coen suggested they also talk with Municipal Court and see what they are paying since they are the only City Department that allows a credit card for payment of fines.

AUDIENCE PARTICIPATION: None.

GOOD OF THE ORDER:

Oatney asked if there is funding available through grant money for an irrigation system. Dowd said the only one he is aware of is Land & Water. Oatney suggested they talk with the Ford Family Foundation regarding funding. Dowd stated we are going to want a 100% grant as the City does not have funding for a match. Coen said they want to do a master golf plan for the whole course, and this would be an ideal time to bring this to the forefront.

Dowd reported that he and Jim Johnson, Interim City Manager, visited with George Marnell, Director of the Department of Veteran's Affair, a few months back regarding the potential of joining courses. Dowd stated the VA had an interest, and timing is better now than it was three or four years ago. He said he would speak with Johnson and see if he wants to pursue that. He stated Johnson wanted a feasibility study.

Huffer brought up the driving range fence. Dunn reported it was raised a couple of months ago. Dowd informed it is a sue issue and is going to be for medical and attorney fees. He stated the City has $5,000 deductible and a $7200 claim. Dowd suggested that be split between Golf & Parks.

Huffer is doing the 5-year contract as concessionaire again. Discussion ensued regarding how this will affect him if they merge with VA. Dunn informed that in the past year there was discussion regarding privatizing the maintenance of the golf course. At that time Dowd informed that Huffer had submitted a written request asking the City of Roseburg to consider the possibility of privatizing the maintenance of Stewart Park Golf Course. During that meeting (February 23, 2004), Dowd suggested to Huffer that he submit a complete proposal to the City for consideration of the request. Huffer said he had not had this body request that; Coen provided minutes from that meeting discussing the issue and stating that Huffer was in attendance at that meeting. Dowd suggested this be put on the agenda for the next month’s meeting. He informed that it needs to be advertised for public input.

Huffer suggested they raise the cart rental fees from $11.00 for 9 holes and $18.00 for 18 holes to $12.00 for 9 holes and $20 for 18 holes. Dowd said he would check with other cities and see what they charge. Huffer informed that they need new flag stakes for the putting green. They do not have a matched set; he requested they purchase those. Huffer reported that on the driving range they have had 2 people hit on the walking path. There are 5 signs around the course, per Dowd. One alternative is to close the walking path close to the net. Huffer stated he is going to place a sign that they are liable for injuries.

ADJOURNMENT: Meeting adjourned at 1:25 p.m.

Vicki Tower, Secretary

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