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2018-03-01 . ' TOWN OF BERLIN Timberlin Golf Commission 230 Kensington Road • Berlin, CT 06037 Thursday, March 1, 2018 6:30 p.m. Timberlin Golf Course- Par Fore the Course Restaurant ATTENDANCE: Commissioners Present: Nancy Berger, Jim Bugella, Peter DeFazio, Gale Lemieux, Richard Nappi, Jim Norton, Seb Senia Staff Present: Jon Zuk—Golf Course Director Marc Bayram—Golf Pro Chairman DeFazio called the meeting to order at 6:44 pm. 1. Audience of Citizens Rich O'Donnell, 109 Stony Mill Lane, East Berlin—Appeared to propose a partial-season pass. Mr. O'Donnell has been a Berlin resident and a season pass holder for 8 years, and suggested creating a partial season pass (opening—July) for people like himself who won't spend the entire season in Connecticut. He also proposed breaking out payments into installments (whether 2 installments or monthly) to make it more affordable for someone who couldn't pay for the entire season pass up front. Paul Zisk, 199 Stillmeadow Lane—Appeared to propose a limited/restricted season pass for people under the age of 62. Mr. Zisk has bought a season pass in the past, but doesn't usually play on w-eekends and doesn't want to pay for something he doesn't fully utilize. He is available on weekdays and it seems like the course is available as well. Mr. Zisk stated no other local courses offer this type of pass (for under 62), and it may help fill the course through the week. Mr. Jack Healy, Acting Town Manager—Thanlced the Commissioners for volunteering, and wanted to give some broad communication guidelines. He stated that Commissioners should be careful about their manner of correspondence. Correspondence and Town business should be conducted at a meeting. A mix of democratic and republican Commissioners attending an event may be considered to be at a meeting. Mr. Healy also stated that Mr. Bayram and Mr. Zuk have worked very hard and achieved a lot for the course. He began having regular meetings with them, and were able to coordinate work. Mr. Healy looks forward to input from the Commission. Commissioner Lemieux clarified to the Audience members that the commission can make a recommendation, but Town Council and/or Board of Finance will have to approve any changes. 2. Approval of Minutes: Feb 1, 2018 Commissioner Senia moved to approve the 2/1/2018 minutes, which was seconded by Commissioner Berger. The motion passed unanimously. 3. Donation request- The Commission discussed the current financial climate, and the potential impact of granting/denying requests for donation. It was agreed that most requests are �vorthy in their nature, but the Commission must carefully weigh the benefits to the Town/ course against the potential cost. The Commissioners agreed that general guidelines for any donation are: it should benefit a Berlin school or organization; benefit loyal patrons of Timberlin; bring visibility and potential future revenue to Timberlin; bring visibility and potential future revenue to Berlin business(es). Mr. Bayram reported that 5 or 6 donated gift certificates are typically redeemed per year (about 50% of the 10 or 12 issued each year). The Commissioners discussed restricting any donated certificates for redemption Monday—Friday, or after 1:00 pm on weekends (when there is usually availability). It was agreed that while there is a monetary value to the donations, there is no direct associated cost, and the marketing value is great. Chances are high that the person�vho redeems the certificate and golfs at Timberlin will return as a paying customer. Commissioner Senia moved that any donation certificates issued must be restricted to Monday—Friday, or after 1 on�veekends. The motion was seconded by Commissioner Berger and passed unanimously. A. Friends of Scouting Boy Scout Troop 44 in Berlin—requested a foursome with 2 carts. Commissioner Lemieuh moved to approve the request for donation from Friends of Scouting, which was seconded by Commissioner Norton. The motion passed unanimously. B. Multiple Sclerosis Society Commissioner Lemieux moved to approve the Multiple Sclerosis Society request for donation, ���hich was seconded by Commissioner Senia. The event is not being held in Berlin, nor is the requesting party from Berlin. The motion was defeated by a vote of 1-6. C. American Liver Foundation-Connecticut division Commissioner Lemieux moved to approve the American Liver Foundation request for donation, which was seconded by Commissioner Nappi. The event is not being held in Berlin, nor is the requesting party from Berlin. The motion was defeated unanimously. D. Rally for Ryan Golf Tournament Commissioner Lemieux moved to approve the Rally For Ryan Golf Tournament request for donation, which was seconded by Commissioner Bugella. The event is not being held in Berlin (will be at Hawk's Landing), nor is the requesting party from Berlin. The Commissioners discussed the fact that there are Berlin ties to the requesting party, and that given the proximity, a new repeat customer may well result. It was also discussed that other local golf courses donate foursomes for tournaments held at Timberlin. The motion passed unanimously. E. Xavier high school-26th annual Black and White Auction Commissioner Nappi moved to approve the Xavier Black and White Auction request for donation, �vhich was seconded by Commissioner Berger. While Xavier is not located in Berlin, several local Xavier students play at Timberlin. The motion passed unanimously. 4. Go1fNo�v Proposal - discussion and vote The Commission reviewed the options and asked Mr. Bayram for his vie�v of the pros and cons. His opinion is that option 2 is a better fit, since it would allow Timberlin to remain a grandfathered paying customer for the POS system. Timberlin currently pays $2,250 annually for the POS system, and comparable service (�vithout the grandfathered status) could cost upwards of$l OK annually. Mr. Ellis from Golf Now is excited to train the staff on ho�v to use the ne�v algorithm program if/when Timberlin decides to utilize it. The Commission commented that bartering 2 tee times after 12:00 noon is not a hardship, and the e�posure to new customers is great. Commissioner Nappi moved to approve option 2, which was seconded by Commissioner Lemieux. The motion passed unanimously. Mr. Zuk reported that the item will ne�t be presented to Town Council for approval. 5. Policies discussion The Commission reviewed the proposed policies and discussed some verbiage and term definitions. Mr. Zuk will coordinate �vith the Town Clerk's office and Tax Collector's office to define what proof-of-ownership documentation will be required for the Non- Resident Taxpayer season pass applications. (Secretary of State documentation, K-1, income tax return��vith Schedule-C, etc.) Chairman DeFazio brought up the issue of cart damage. Last year, about $SK in damages was caused to carts (above and beyond normal wear-and-tear), as much as $7K in years past. Windshields have been cracked, tie-rods damaged from driving over rough terrain/ curbs, body panels dented from collisions. Timberlin had a practice of Mr, Zuk contacting the responsible party, escalation to Town Manager for contact, and finally correspondence from Corporation CounseL Most times, legal action ���as not pursued and damages were not collected. Mr. Zuk will coordinate ���ith the Acting To�vn Manager to revamp the policy/ practice. The cart lease includes a maintenance agreement for normal wear and tear, but it does not cover any vandalism. Commissioner Norton asked if the service agreement might be expanded to cover a certain amount of non-wear-and-tear damage. Mr. Zuk will investigate. Mr. Bayram has reviewed some pace of play policies for other courses and is reading a pace of play best practice book. He hopes to have a draft policy for the next Commission meeting. Commissioner Norton recognized that rangers must enforce the policy or it will be for nothing. Mr. Bayram replied that there are best practices to follow, and he is looking at tee time intervals— 8 minute intervals may clog the course. Commissioner Senia added that all representatives of the clubs/leagues have an obligation to talk to their members re pace of play. There need to be some consequences for violation (verbal warning by ranger, verbal warning by pro, move to neat hole). Commissioner Senia moved to approve the policies as discussed, which was seconded by Commissioner Lemieuh. The motion passed unanimously. 6. Tee sign proposal-update The proposal will be presented to Town Council on 3/6/18. Mr. Edge is prepared to begin selling the tee sign sponsorships as soon as approval is granted. Chairman DeFazio has made 6 new distance signs for the driving range. They will be delivered to Sign Pro for decal installation and will be staggered left and right along the range. 7. Discussion on project deli��erables-short/long term The Commission would like to see a running list that shows the short- and long-term deliverables, and the progress thereo£ It will be a valuable tool for communication��-ith the golfers to sho��what is completed, what is in progress, what has been delayed and why. Mr. Zuk and Mr. Salvio will prioritize the long-term list and discuss at the next Commission meeting. 8. New Items Chairman DeFazio moved to add a Men's Club Donation to the agenda, which was seconded by Commissioner Nappi. The motion passed unanimously. Chairman DeFazio informed the group that the Men's Club is prepared to donate $1,500 to the Town for the purchase of new sand rakes. The new�rakes have coated fiberglass handles and black tapered blades with short tines. Commissioner Lemieu� moved to accept the donation, which was seconded by Commissioner Nappi. The motion passed unanimously. Commissioner Nappi moved to add a proposal to add banner stands along Don Bates Drive. Commissioner Lemieux seconded, and the motion passed unanimously. Commissioner Nappi observed that everybody is �vorking to improve Timberlin and make it into a high-end destination. He agrees with Mr. Salvio's prior comment that the course can and should make a better first impression. The Timberlin sign is beautiful, but is hidden in shrubbery. Commissioner Nappi proposes installation of banners along Don Bates Drive, which cost about $400 each, including the pole. The Timberlin logo �vould be on the banners, maybe adding messages on the "coming" and "going" sides. The poles are 12' high and install in a sleeve in the ground so they can be removed in ��inter. The banners themselves cost about $50. Perhaps Eversource would agree for Timberlin to mount the banners on the utility poles, which would lower the cost further. Even at $600 per installation, it's not a huge expense and could be funded by CIP. Chairman DeFazio will show the proposed signage to Sign Pro and ask for a quote, and Commissioner Nappi will also obtain some quotes. Mr. Zuk told the Commission that the view coming into the course will be further improved by addressing the stand of��-hite pines on the left side which are overgrown and starting to encroach on the road. Removal of the trees will open up the view to 8 and 9 on the drive in. Commissioner Nappi asked if it made sense to remove lo���er branches interfering with the view but leave the trees themselves. Mr. Zuk �vill obtain pricing to trim the bottom limbs and tops of the trees, as well as for removal. 7. Reports a. Assistant Director of Golf monthly report b. Golf Pro monthly report Mr. Bayram reviewed the major points: • Open date TBD—it w-ould be great if any commissioners could be there and hit a tee shot ceremony. • Need lightening alert system at beginning of season—has been a challenge in years past. The current system is obsolete—company was sold, and new vendor does not know�how to service it. The new system is on the capital plan. He would also like to develop a lightning policy. • Scheduled Play Golf America day—May 19. Pro staff will offer free 10 minute lessons • Do�vnloaded new app on phone—can post on 3 social media sites through one app - basically free advertising. • He received a request from the Senior Men's Club—they currently play Monday and Tuesday 7:00 - 8:45. They have too many players and need extra 15 minutes. Mr. Bayram proposes to start tee sheet at 6:45 on the 9- hole side. The onl}� impact may be that the golfers see the fairways being mowed. • Working on a customer satisfaction survey • Made job descriptions for a fe�v positions to discuss in the future • Investigating a tv scoreboard in tent for outings • Look into uniforms for staff—thinks that a logo golf shirt with nametags will have a professional look, making recognition of staff easier for the golfers. Mr. Bayram is willing to split some cost to get golf shop employees in same uniform shirt, and will try to source a good discount for nice shirts. Timberlin would also need to contribute—about 30 staff members, 2 or 3 shirts each. The Commission suggested that employees share the cost��ith Mr. Bayram /Timberlin, encouraging them to treat the shirts with care • Mr. Bayram attended a symposium where a speaker addressed generational attributes and how to target each generation. Commissioner Senia asked for a list of starters, rangers, etc. for the Commissioners. Chairman DeFazio addressed the existing phone system with the Commission. He stated that everybody is focusing on improving the overall esperience, and something has to be done about the phone system soon. He feels that when the phones are open for business, there must be an automated directory—currently callers get a busy� signal, which is just turning customers away. Commissioner Nappi �vondered if once-monthly meetings were sufficient for the first year of the Golf Commission, particularly with the season opening rapidly approaching and several key items up in the air. Mr. Zuk offered to schedule a special meeting in March, but cautioned that agendas for special meetings must be submitted 24-hours in advance of the meeting and cannot be added onto once published. Commissioner Norton moved to schedule a special meeting on 3/15/18, which was seconded by Commissioner Senia. The motion passed unanimously. c. P&L-January 2018 —move to 3/15/18 agenda d. CIP Report—move to 3/15/18 agenda Chairman DeFazio commented that potential incoming commissioners could have attended meetings prior to appointment, and would have had an opportunity to observe and participate. This Commission would have invited the input and participation, and an incoming Commissioner would ha��e been able to hit the ground running once appointed. Commissioner Nappi thanked Mr. Zuk for all of his hard �vork around the course, and observed that he has done an admirable job. 7. Adjournment Commissioner Nappi moved to adjourn the meeting at 8:57 pm, which was seconded by Chairman DeFazio. RECEIYED FQR RECORD B�RLiN TOWti CLERK Submitted by, 1016 MAR -6 PM 3� 33 Dana Borges /� a�sC. BERltN,CT., Assistant Golf Director's Report As of February 27, 2018, the golf course continues to fair extremely well culturally speaking. Greens, tees and fairways are looking disease free and show no evidence of winter kill. Optimistically, the preventive maintenance performed in late fall carries us through the rest of the winter. Below, please find Lists for the following: • Winter Season To Do List � • Long Term Project List G WINTER SEASON TO DO Description Status Snow Removal, as required Begin Cleanup on course of downed limbs (many large pine limbs) Ongoing, weather permitting. Remove Cedars on right side Hole 14 green Tentative completion date March 15, weather permitting. Work with Distinctive Tree to remove trees behind Hole 14 green and Hole 15 tee Done. Continue maintenance on equipment, below is a fraction/examples Ongoing, approYimately 80% complete. of required maintenance: • Sharpen Reels ❑ • Rebuild Reel Heads I� • Change all fluids and tilters �I Construct and paint wooden trash receptacles (�6) Tentative completion date March 9. Repair/ Replace all bunker rakes (100+) Men's Club donation $1,500 to purchase new rakes. Done. Continue tree work on Hole 17 —Cedars (weather permitting) Tentative completion date March 1. Schedule winter service for golf carts Done. Work with Jon to secure bids for golf cart contract/replacement Done. Work with Marc and Peter to install yardage markers for driving Tentative completion date March 15. range Work with Chris Edge and Marc to obtain materials and bids for Ongoing. tee signs Construct leaf box for dump truck Tentative completion date April I 5. Work with Eversource to clear power lines from Southington Road Scheduled for late winter. to Irrigation Pump House. Cleanup Clubhouse area to include pruning of shrubs and removal Tentative completion date April l, weather permitting. of(2) Kousa trees. Remove Taxus and old wooden sign at driving range. Tentative completion date April 15, weather permitting. LONG TCRM PROJECTS Front Entrance: Redesign including tree and brush removal, landscape hill and remove pine trees on left side of driveway and remove Austrian Pine on right side of driveway�lBridge Reconstructions (All) as per Town specificationsClRemove trees between Holes 5 and 6. Bring in till, grade and hydroseed. Remove trees on left side of Hole 2�I Dredge Hole 12 Pond. Keep material taken out to construct mounds on right side of pond.❑Pro Shop: Redesign front of Pro Shop, add new sign, pave, and construct patioClRebuild and enlarge Hole 12 Senior Tee, right sidel�.Construct cart paths for Holes 17 (new tee), 13 and l7 (along fairway) with reclaimed material from tennis court❑Cart path construction (as budget permits)I_I Remove pines behind Hole 4 green. Reroute cart path to other side of Hole 5 tee and curb.❑Remove pines Holes 10 green and Hole 11 tee❑Relocate asphalt ramp to restaurant❑Landscape around Club House and Tent to include Cooler Area�I Construct concrete sidewalk from upper lot to Pro Shop by Cart Corral❑Remove remaining plant material Hole 11 and Hole 15 bed. Bring in fill, grade and hydroseed. Drainage work, Holes 8, l 1, 131-1Redesign Driving Range Tee area�lRepave Cart Path Hole 10 Tee/Make wider at entrance❑Landscape around all Ball Washers, Monuments and Trash Receptacles❑Re-landscape Beds at Hole 1 and Hole 10 Teesf�lConstruct block stone wall along upper Tee for Hole 2, Fill, Grade, and Landscape❑Remove trees behind Hole 14 green and Hole ]5 tee (diseased) by Distinctive Trees (Done) Respectfully Submitted Jerrv Salvio