Culture, Parks and Recreation Commission Minutes - 02/06/2013
Culture, Parks, and Recreation Commission
& Simsbury Farms Complex Committee
Special Meeting
Wednesday, February 6, 2013 at 7:15 p.m. in the Simsbury Farms Apple Barn
MINUTES
I. Call to Order
The meeting was called to order at 7:20 p.m. by chairman, David Bush. C., P. & R. Commission members who were present included: Harry Ryan, Gerry Wetjen, Kelly Kearney, Bill Mullen, and Gerry Post, who is also a SFCC member. SFCC members who were present included: Ron Patterson, Dennis Fallon, David Dell, and Sarah Cramer. Gerry Toner, C. P. & R. director and John Verrengia, the head golf professional at Simsbury Farms, were also present.
II. Discussion and Recommendation – 2013 Golf Course Fees and Surcharge Proposal
Two handouts were distributed. One was titled “Rationale for Rate Modifications and Capital Improvement Surcharge,” and the other was titled, “Simsbury Farms Golf Course Annual Fee Schedule.” The last 4 columns of this fee schedule showed how rates and income would be affected if a single rate card plan was used with a 25% or a 20% discount. These rates were compared to the original rates recommended by the SFCC under the current multi-rate system.
Golf Course Fees
The C., P. & R. Commission and the SFCC are jointly considering a single rate plan for the coming golf season to simplify a cumbersome rate structure and to make check-in easier and speedier for the staff and the golfers. A card system, like the one used for pool passes, would be used instead of golfers being asked to prove their residency with a driver’s license. Mr. Verrengia mentioned that other local public courses had converted successfully to a single rate card system, most notably Stanley in New Britain, and Hunter in Meriden. Mr. Toner added that whatever rate system was decided upon, it had to cover costs while not compromising the existing FY2013-2014 C., P. & R. budget projection.
A long discussion followed, which included the following points:
1. The cost of making the cards would be minimal. The same equipment used to make swim passes
could be used to make golf cards. Each card would have a photo, name and a swipe strip. The same
card could be used from year to year, with date stickers attached for renewals. A nominal fee would
be charged to make a new card if the original card is lost or destroyed.
2. Everyone would need a card to play golf at Simsbury Farms.
3. The new card system would still be giving the best rates and tee times to tax-paying town residents.
4. New cards would be tied in to the existing rewards program for frequent golfers.
5. From a marketing point of view, a card system would provide the Simsbury Farms Golf Course staff
with more accurate data about golf course usage, rentals, and Pro Shop purchases. This would help
them create “Special Offers” to increase revenue for non-peak days and tee times.
6. The idea that Simsbury Farms pool passes and golf course cards could eventually be combined
into a universal card was talked about.
7. Many commission/committee members felt strongly that residents should not have to pay a fee for
a card to play on their hometown golf course. All agreed that residents would have to be educated
about the new system through local newspaper articles and TV spots.
8. Commission/committee members talked about how a 25% discount single rate resident plan would
bring in less income than last season, compromising the existing FY2013-2014 C., P. & R. budget
projection. They felt that the extra 5% discount should be reserved for senior and junior resident
golfers, while a 20% single rate resident discount plan should be used overall. Non-residents would
be charged 30% above resident rates across all categories. By the fall, the C., P. & R. Commission
would have a better idea how the new rate plan worked, and could meet again to make appropriate
changes to the next season’s budget.
As a result of this discussion, the following motions were made:
Mr. Wetjen made a motion to approve a single rate card system for FY2013-2014 in which senior and junior resident players will receive a 25% discount, and all other resident players will receive a 20% discount. The motion was seconded by Mr. Mullen. All were in favor. The motion was unanimously approved.
Mr. Kearney made a motion that residents will not be charged for a card in the first year of the new single-rate card system. Mr. Lubetkin seconded the motion. All were in favor. The motion was unanimously approved.
Mr. Ryan made a motion to approve the SFCC- recommended “Non-Resident Charge to Pay Resident Rates” of $45 for senior citizens and $70 for non-senior citizens. Mr. Mullen seconded the motion. A discussion followed which clarified that non-residents will only be allowed to play during non-resident tee times. One member was not in favor of the motion. The majority was in favor, however, and the motion was passed.
Surcharge Proposal
Commission/committee members considered whether charging golfers a capital improvement surcharge would be a good way to fund safety and routine maintenance issues for the course. Currently, there is no long term plan in place to cover capital expenses. Money has been appropriated from the town budget by the BoS and the BoF, based on available funds. Many issues have been deferred. Recent submissions for the golf course master plan RFP have highlighted safety issues that need to be addressed soon.
Mr. Toner reported that he has met with the First Selectman, and she has recommended that instead of creating a new fund, the department should create a separate line item in the Special Revenue Fund. Money accrued could be disbursed as issues come up. Any left over balance, however, would be used to cover any shortfalls in the Special Revenue Fund.
Commission/committee members felt uneasy about any of the collected money being used to cover a budget shortfall, especially since golfers would be told that the surcharge would explicitly fund course improvements. Another long discussion ensued. At the end of it, commission/committee members decided to defer a motion about a surcharge until a future meeting. They wanted to do more research into the urgency of the safety issues highlighted in the RFPs. They also felt that a comprehensive Parks and Rec-wide maintenance plan for the next 5 to 15 years should be created to determine direction and priorities.
III. New Business
Mr. Ryan requested that the per-person golf cart fee be reviewed. While it makes sense for adults who play together, it seems excessive for families with several children or grandchildren.
VI. Adjournment
Mr. Wetjen made a motion to adjourn the meeting. Mr. Mullen seconded the motion. All were in favor.
The motion passed. The meeting was adjourned at 9:10 p.m.
Respectfully submitted,
Lorrie McElligott, Commission Clerk