December Meeting Notes

Transcription

1 December Meeting Notes Golf Joint Advisory Committee Meeting Agenda Wednesday, December 13, 2017, 8:30 am at Riordan Hall **Save your Paper ** Pages 1-4 are notes, Pages 5-26 are copies of the meeting handouts Important Outcomes / Announcements: New Course Superintendents: Kyle Soller-Scotsdale, Scott Hanson-Dogwood New POA website debuts January 8, 2018 Golf Expo scheduled for Thursday, March 1 Friends of Dogwood Practice Area & Beautification Plans Approved Next meeting: Wednesday, January 10, :30 am at Country Club Attendees: Bill Barr, Rex Butler, Leia Christeson, Dean Collins, Keith Ihms, Tom Judson, Jason Loyd, Darryl Muldoon, Susan Nuttall, Bruce Portillo, Terry Predl, Mary Riorden, Phillip Wright Absent: Ruth Hatcher, David Whelchel Notes: Call to Order Bill Barr called the meeting to order at 8:30 am. Today is Terry Predl's last meeting. We wish him well! Staff /Board/Management Reports: Marketing-Kim Carlson The new POA website was demonstrated. Features of the new website include: designed for mobile 55% of users are on the phone easy access to course phone numbers with one click dial maps integrated into google maps calendars integrated with popular calendaring software easy access to Tournament entry forms by clicking on the Tournament from the Calendar or Tournament pages New feature to Book a Tournament Golf Course Maintenance Keith Ihms Larry Shepherd, the Superintendent at Scotsdale is retiring this week. There is a going away party at 2:00 pm on Friday at Lakepoint. Course Superintendent Positions Keith introduced the Course Superintendents. There have been a number of recent changes Greg Jones Highlands, no change Kyle Soller Scotsdale new hire Rob Dreesen - Country Club, formerly at Dogwood Reed Holly Berksdale/Kingswood, no change Scott Hanson -Dogwood/Brittany, internal promotion Golf Course Enhancement Process Page 1 of 26

2 December Meeting Notes The Golf Course Enhancement Process and policy on memorials was discussed (Appendix 1) The purpose of the document is to clarify process and procedure for those who want to add enhancements to the course or donate for memorials. The Volunteer Waiver was presented. This form is required for anyone volunteering on POA property. Forms are available at the Superintendent's offices. Forms will be filed in the POA office. The Corporate Secretary, Leia Christensen, will keep the documents. Golf Course Closures The Golf Course Weather Closure Standard was handed out. See Appendix 2. It is on the POA Website. Courses will be closed if the high temperature is not expected to exceed 35 degrees. This is posted daily on the Frost Line. Once the new website is live, the Superintendents will be posting more information on cold weather and other course related topics. Winter Projects Kingswood Cart Path repair will be complete in CC #8 green is being tarped during cold spells. This keeps the grass from going dormant so we can still get root growth during the winter. Mary Riorden asked about the fairway conditions at Scotsdale. Per Keith, the common Bermuda we have in our fairways is not ideal for cold weather. Other items that impact the current condition of these fairways include a 33% increase in play at Scotsdale, the pump station was down for a few weeks and this impacted the grass in the fall and an early hard freeze. The conditions are typical for winter, it just happened a few weeks earlier this year. Dogwood Bunker project scheduled from Jan 2 through Feb 28. The same contractor that did Country Club was selected. Golf Operations Phillip Wright/Darryl Muldoon Golf Financials See Appendix Golf Expo currently reserved at Riordan Hall, would like to move it to Country Club Expo scheduled for Thursday March 1st 3:30pm Group Leader Meeting 4pm-6pm Expo 2018 Golf Fest scheduled for Saturday April 14th, 10am-3pm; 4 of 6 suppliers from last year have committed New for Spring and Fall Golf Group revised shotgun starts April 1st-30th 9am and 2pm start times th May 1st - Sept. 30 8am and 1pm start times October 1st-Nov. 4th 9am and 2pm Nov 5th-March 30th 11am shotgun start times Revised 2018 POA Tournament Schedule See Appendix 4 Tournament Tee s for POA events Tees: Men: Blue Tees - 59 or younger; White Tees ; Red Tees Women: Red Tees - 74 or younger; Gold Tees -75+ Rounds by Tee Page 2 of 26

3 December Meeting Notes # of rounds played by tee by course was distributed. Board Liaisons Ruth Hatcher, Bruce Portillo General Operations Tom Judson Hydrology Study Community meetings related to the Hydrology Study are planned for March and March Location TBD. The report has been delayed due to time to gather additional cross section survey data. Country Club Yesterday's tour had people in attendance. Finishes such as carpet and lighting are starting to be installed. Next tour is the 2nd Tuesday of January at 4:00 pm. Opening tentatively planned for late January/early February. Branchwood: Tour this evening at 4pm Lakepoint is doing well. Excellent response to the Christmas Eve dinner. A New Year Eve dinner is also planned. Parking Lots- Most parking lots including Metfield and Highlands are scheduled for parking lot repair including crack repair, seal and stripe. Kingsdale will be striped. Golf Assurance Program GAP Mailer will be sent to ~1000 members about this program. The target audience is AGGF members, players over 40 rounds and members with a Seat Lease. The price of $145 is a one time fee. It is good until you use it. This feature was modified based on the feedback from a focus group. Play More Pay Less was very successful. It will be repeated next year. Open Forum: Members of the community are welcome to speak. 3 minute limit. Discussion limited to clarifying questions. Question about what is happening to the Couples Thursday Group? Answer: It is being replaced by the monthly 9 and Dine. Old Business: none New Business Proposal for Friends of Dogwood Practice Area and Proposal for Friends of Dogwood Beautification Plan priorities Susan Nuttall presented the proposals (Appendix 5) The committee approved the proposals Brainstorm ideas on how to have groups involved in routine maintenance Phillip suggested a program called Sand and Suds. A group gathers on an evening, Golf Maintenance Carts are filled with sand, the beverage cart is nearby. Each helper gets 2 free drinks. Starting at a specific location, the group walks down the course filling divots, repairing ball marks, etc. It's a party. Could be a general community event or targeted at groups Suggested there may be teams of 'specialists' such as tee boxes, greens, fairways Sounds like fun! Page 3 of 26

4 December Meeting Notes Jason suggested that a short video be produced on fixing ball marks, filling divots and posted on line. Could be distributed to Golf Groups Susan suggested focus on just a few key messages: Repair Ball Marks, Fill Divots, Drive 90 degrees. Create a pervasive campaign on these themes. Bruce suggested the Play managers help to enforce/encourage these activities. Reports on Golf Course status Committee Members Nothing significant to report Action Items from Prior Meeting - Susan none Review New Action Items - Follow up on Sands & Suds and other ideas Phillip/Keith Reminder of next Meeting The next meeting is January 10, 2018, 8:30 am Riordan Hall Adjourn the meeting was adjourned at 9:55 am Page 4 of 26

5 Appendix 1 Bella Vista Golf Course Volunteer and Donation Process Contact: Keith Ihms, Director of Golf Course Maintenance December Purpose of this Document The purpose of this document is to outline guidelines and processes to help streamline project approval, scheduling and completion of projects that involve member volunteer labor and donations on Bella Vista Golf Courses. Overview Volunteers and donations are an important to the maintenance of the beautiful courses we enjoy in Bella Vista. These activities range from help to clean up flood damage, maintaining flowerbeds, providing amenities at the courses such as holders for cold water and benches to monetary donations in remembrance of loved ones. The POA has a deep appreciation for the donation of time, materials and money that our members are willing to give. The processes outlined below help ensure that a project can be proposed, reviewed, planned and executed in a timely manner to the satisfaction of the donating group or member. Process for Course Enhancement Projects Course Enhancement projects include anything that will be placed, planted, erected or moved on golf course property outside of the club houses. These projects are the responsibility of the Golf Maintenance Department. The donor group presents suggestion to specific course superintendent and Keith Ihms, Director of Golf Course Maintenance, for preliminary review. All suggested designs must consider future maintainability. In the presentation: Describe the project Prepare list of materials and costs Prepare drawings or other visual aids of project as it will be when completed Describe who does what; Golf Maintenance, MAC, Donor Group, etc. Recruit volunteers, if possible, to help complete required work See Appendix 1 for a sample Golf Course Enhancement Request After preliminary approval, the donor group presents the project to the Joint Advisory Committee for Golf, POA Board liaisons, and Management liaisons for approval. The JAC -Golf meets the second Wednesday of the month at 8:30 am from November through March and 5:00 pm April-October. The Course Superintendent can assist with scheduling this meeting. If work is to be performed by outside contractor, General Manager Tom Judson must give Page 5 of 26

6 final approval. Memorials Memorials on Bella Vista Golf Courses Adopted by Golf Joint Advisory Committee July 10, 2013 No new memorial beds will be approved Existing memorial beds will be cared for by volunteers or individuals responsible for memorial. If memorials are not cared for they will be removed. Memorial trees and shrubs will be acceptable but no plaques will be placed around trees or shrubs and existing plaques may be removed at discretion of maintenance manager. Memorial benches will be a style set by golf committee. Any new bench must replace an existing bench identified by the maintenance manager. Plaques will be acceptable on benches. Plantings in ANY landscape on golf courses will need to be approved by golf course maintenance manager. A memorial book will be maintained in each pro-shop identifying memorial trees and shrubs planted on the associated course. Memorial Benches The POA has a standard bench that will be used throughout the village. The bench is a sturdy metal bench with a back featuring weather resistant paint and a 4 x8 plaque. Benches are installed with concrete footings. The same benches will be used on golf courses, parks and trails. Style and procedure for 'Memorial Benches' is established by the POA Recreation Department. Donating a memorial bench If you would like to donate a memorial bench: Coordinate the donation through the Golf Course Superintendent for the course where you want the bench. The cost is $950 which includes the bench, installation and a plaque Make checks payable to the Bella Vista POA Include the messaging you would like to have included on the plaque. The plaque is 4 x8 The donation is not tax deductible Page 6 of 26

7 Other ways to donate There are several active volunteer groups whose mission is to enhance the golf courses in Bella Vista. You may want to consider donating in your loved one's name to these groups. Your contribution would be very helpful in extending planned projects. The groups are: Friends of the Highlands- Highlands Golf Course, Lads and Lassies-Scotsdale Golf Course and Friends of Dogwood-Dogwood/Brittany Golf Courses. The Golf Office can provide contact information. Volunteer Release Forms All individuals working on POA property must sign a Volunteer Release Form. Forms are available from the Course Superintendents, Pro Shops or the Golf Office. Forms must be signed before work starts. Appendix 2 is a copy of the form. Page 7 of 26

8 Appendix 1: Golf Course Enhancement Request Golf Course: Name of Golf Course Presented by: Donor Group Name Contact Information: Contact name, , phone number Proposal Name Description of the Project: Describe an overview of the project. Typically 1-4 paragraphs. Include a concept drawing or other visual aid. Construction Details: Describe plans, specifications or other details about the project. Drawings or pictures are very helpful. Materials List: Referenc e # needed Description Cost Each Total Cost (Rounded) Total Price $xxx.xx Who Does What: Donor Group Name Bullet points of what donor group will do Example: Purchase materials, assemble widget POA (MAC, Golf Maintenance or other department) List what is expected of the POA Example: Pour concrete footings for scoreboard Outside Vendor Describe what an outside vendor will do If you are using an outside vendor, the POA Chief Operating Officer must approve the project Schedule: provide a brief description of the schedule expectations Supporting Information: Include topics such as web addresses for materials to be purchased, additional pictures, etc. Appendix 2: Volunteer Release Form Page 8 of 26

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10 Appendix 2 Golf Course Weather Closure Standard Page 10 of 26

11 Appendix 3 Golf Financials YTD through November Page 11 of 26

12 Appendix 4 Revised Tournament Schedules POA Tournaments, Community Tournaments Page 12 of 26

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14 Appendix 5 Friends of Dogwood Proposals (approved) Friends of Dogwood December 11, 2017 Contact: Kevin McGee, kevinmcgee6@gmail.com, Prepared by: Susan Nuttall, susanvnuttall@gmail.com, Proposal to provide a warm up area at the Dogwood Golf Course Introduction: Many of the golfers at the Metfield Complex would like to have an area to warm up prior to their round. Space is limited so a full driving range area similar to Scotsdale is not feasible. Working with Paul Gomez, there is an area east of the cart barn that is relatively flat and has enough space to set up 3 positions using Hitting Nets in a Golf Cage. The Friends of Dogwood earned enough money at our tournament last fall to provide most of the materials and cost for the practice area. The budget for the project is $3,500. Overview of Practice Area: The practice area consists of a cage 30'wide and 20' deep. 1 steel conduit is used to construct the cage. There are 3 hitting areas 10'x10' with nets on top, back and sides. Additional side nets, 10'h x 10'w, are installed to protect other golfers from wayward shots. The front of the cage is open. The cage would be set up so the golfers would be hitting towards the cart barn. The netting on the back is high density and also has a target baffle for double protection. Illustration 1: 30' x 20' Practice Area Page 14 of 26 Illustration 2: Duro Pro 10x10 cage

15 DRAFT AS OF 12/11/2017 Flat Hitting Surface A flat hitting surface would be needed to provide a good experience to the golfers. Ideally, the ground would be leveled and a hard surface (concrete or asphalt) applied so there is a specific place to have the hitting mats located. This area would be approximately 3' x 30'. The POA Golf Maintenance team will level the area and an outside firm would install and finish the concrete. FOD will provide additional volunteer labor as needed. The area is 10' from the current cart path and would run parallel. The hitting mats and ball trays would be placed on the flat area.

16 DRAFT AS OF 12/11/2017 Pole Installation to manage wind events To secure the cages, we plan to install footings for the vertical poles rather than a bar along the bottom of the cage. The footings with sleeves would need to be about 2' into the ground. These would help hold the cages in place on windy days and still provide flexibility to remove the cage if necessary. For the area between the back of the cage and the flat area, we plan to install heavy duty landscape fabric and top it with mulch. The mulch may be bark or rubber depending on budget constraints. Responsibilities Friends of Dogwood: Conduct joint review of project with POA Purchase the cages, nets, mats, ball trays/baskets, landscape fabric and mulch Assemble the cage and net Assist POA with layout, grading Assist with footings Install mulch using volunteer labor Work with POA Marketing on signage and golfer information POA (MAC and or Golf Course Maintenance Team) Provide site approval (MAC) Participate in joint review of project with FOD Level the ground for flat area Dig hole and install footings Outside vendor Cooper Concrete - Provide Concrete Open question Who will build forms and finish concrete? Schedule We would like to have the practice area ready to debut about the same time the bunker work is to be completed in early spring. We could be ready to start as early as December 15th if needed.

17 DRAFT AS OF 12/11/2017 Order Information Ref # needed Description each 10x10 Dura Pro Golf Cage Golf Net KitDWQuail each 9x10 impact panel (sides)-dwquail Each Total (rounded) $ $ $85.00 $ each 1 flat side FF4BW-Yuma Warehouse $6.25 $ each 1 5 way FF5BW-Yuma Warehouse $6.75 $ Commercial Grade Golf Mats with baskets and tees $ $ ' Conduit for frame $7.40 $ c yd Concrete for flat area $ $ Pallet of Rubber Mulch 75 cu ft. incl shipping $ $ Misc Supplies $ Buffer for concrete work (Forms/Labor) $ Total with artificial turf $3, Ref Web Reference & None -available at hardware or plumbing supplyhttps:// 7 Cooper Concrete 8

18 DRAFT AS OF 12/11/2017 Web Descriptions Best overall pricing as of 11/7/2017. Additional research may be needed once project is approved. Item 1: 10x10x10 Golf Cage Golf Net from DWQuail Item 2: Side Impact Panels from from DWQuail

19 DRAFT AS OF 12/11/2017 Item 3&4: Additional hardware to connect 3 bays together from Yuma's Bargin Warehouse Item 5: Golf Mats from DWQuail Item 8: Rubber Mulch from Lowe's in store pickup

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22 DRAFT AS OF 12/11/2017 Friends of Dogwood December 6, 2017 Contact: Kevin McGee, Prepared by: Susan Nuttall, Projects Overview and Long Range Beautification Summary Projects Overview: The 2017 Friends of Dogwood Tournament raised $4,600 to improve and beautify Dogwood and Brittany Golf Courses. To prioritize projects, the Beautification Committee reviewed Dogwood and suggested additional plantings that would provide interest and color. The FOD Board approved the following projects for 2017/ Priorities 1. Practice Area: Install a practice hitting area near the cart barn 2. Water Stations: Build 4 water stations (3 for Dogwood, 1 for Brittany) using volunteer labor 3. Beautification: Focus on refreshing existing beds with some enhancements Remove bed at entrance to Hole #7, Enhance bed at the green of #7 Rebuild flowerbed at #5 Rebuild flower bed at 14 Plant Iris and rose at #9

23 DRAFT AS OF 12/11/2017 Budget Plant wildflower seeds behind #13 green Add privet shrubs, junipers and burning bushes behind #17 green Add iris and a red bud near #12 Clear area by #18 pump house, plant screening plants Remainder of Beautification list as budget allows. Practice Area Water Stations Beautification Total $3,500 $ 500 (expect some donated materials) $1,000 $5,000

24 DRAFT AS OF 12/11/2017 Long Range Beautification Summary Decision criteria for Plantings Goal: Enhance the beauty of the course by adding color, texture and interest through the use of natural plantings, wildflowers and trees. Maintenance: Planting should require no routine maintenance. Flowering plants will be selected if they are no maintenance. The Friends of Dogwood will maintain the plantings and work with the Maintenance Staff. Placement: Materials will mostly be placed outside of the mowing line. Dogwoods and Redbuds will be tucked into the current forested areas. Plantings will be of the type and scale so as not to shade greens or impact air flow on the greens. Approval: Placement and type of plantings will be approved by the Golf Operations Department and the Course Superintendent. Timing: Fall 2017, Early Spring 2018

25 DRAFT AS OF 12/11/2017 Dogwood Beautification Summary by Hole Bold indicates 2018 priorities Priority Hole blooming shrubs, 1 red bud tree red bud trees, 1 dogwood tree blooming shrubs, 1 red bud tree, 1 dogwood tree red bud tree, 1 dogwood tree 2 5 Rebuild flower bed Rhododendrons, 1 large crepe myrtle Encore azalea's, 5 Forsythias' flowerbed rebuilding blooming shrubs, rebuild flowerbed, 3 Eastern red cedars Knock-out rose, 1 bunch Louisiana Iris Iris is about 42 tall and will be placed at lake's edge native trees Use Tree City donations if possible dogwood tree, 3 Eastern Red Cedars Cedars provide color in winter bunch Louisiana Iris, 1 bunch Siberian Iris, 1 red bud tree Iris near lake lbs mixed wildflower seeds Wildflowers behind #13 green 3 14 Rebuild flowerbed May use recycled stones from # red bud trees, 3 Eastern red cedars Behind the green area dogwood tree privet shrubs (variegated if possible) Plantings 2 junipers, 3 burning bushes 18 4 large growing hollies Notes May used recycled stones from #7 Remove the flowerbed to add visual focus on the green May be able to take privets cuttings and nursery over winter to use as screening, Junipers & burning bushes to add to those recently planted Densa Lukberry Holly, to hide the pump house. Need to be positioned to not interfere with pump maintenance activities Hundreds of mixed Daffodils planted along the forests need lots of volunteer labor.

26 DRAFT AS OF 12/11/2017 Breakdown by Plant Type 5 Native trees 2 bunches of Louisiana iris 12 Redbud trees 1 bunch of Siberian iris 6 Dogwood trees 4 Privet shrubs 1 large crepe myrtle 2 Juniper 12 Eastern red cedars 3 Burning bush shrubs 13 Flowering shrubs 4 large hollies 5 Rhododendrons' 10 lbs. Mixed wildflower seed 5 Encore Azaleas Hundreds of mixed daffodil bulbs 5 Forsythias' 1 Know-out rose Labor Breakdown Through priority #9 Rebuild flower beds POA assistance to remove #7 flower bed FOD to rebuild 3 others Hole 7 planting FOD to plant Rhododendrons and Azaleas Hole 10 Native Trees POA assistance to plant trees Hole 9 Iris and Rose FOD Hole 13 Wildflowers POA assistance to prepare meadow for seeds Hole 17 Privets FOD volunteer to take cuttings and grow over winter, FOD will plant Hole 12 Iris & Tree FOD to plant Iris, may need help on tree, so at the same time as #10 Daffodils FOD to buy daffodils, have a work party of volunteers to plant them Water Stations FOD to Build water stations, POA to help with concrete and installation