City Council Study Session Agenda and Packet 2016 04 12

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SUBJECT: ANNUAL REPORT — GOLF COURSE ADVISORY BOARD DATE: APRIL 12, 2016 PAGE2OF4 are written and approved at every meeting. Meetings are `run' according to Robert's Rules of Order to the best of our abilities and we have contributions from all Board members in sub - groups as well as in all meeting topics. 5. DOES YOUR BOARD HAVE PROBLEMS OR CONCERNS REGARDING MEMBER ABSENCES AT MEETINGS? • No. Board meetings are well- attended (83% attendance in 2015) and productive. 6. DOES YOUR BOARD HAVE AN INFORMAL POLICY ABOUT ABSENCES FROM MEETINGS? • Yes. We ask Board members, as a courtesy, to alert the chairman if they cannot make it to a meeting and minute that notification as an `excused absence'. 7. DO YOU HAVE QUESTIONS FOR THE CITY COUNCIL? GCAB charter redefined and affirmed in Resolution No. 64 Series 2014 states that `GCAB is to serve in an advisory capacity to City Council and staff on matters of interest to the City Council concerning Coal Creek Golf Course.' City Council reaffirmed GCAB direction and duties during a City Council annual update on August 25, 2015. As part of GCAB role we will continue to review monthly financial business results as soon as available and provide insights and comments to staff on how to improve revenue attainment through new program offerings, marketing efforts, etc. GCAB also is a sounding board for golfers and community members on issues with the golf course operation and maintenance and provides feedback directly to golf course management through GCAB meetings and other contacts. CAPITAL IMPROVEMENTS GOING FORWARD The GCAB is fully aware of the competition for capital funding and realizes that the golf course must try to fund their capital needs going forward. Once the golf course revenue and operation is stable and providing dollars into the enterprise golf fund, discussions on future capital needs can be entertained. GCAB believes that the planning needs to be done now and requests that Council direct staff to collaborate with GCAB and begin to create the business cases and analyses for any investments needed in the future. The fact that we had a golf course strategic requirements document ready prior to the flood of 2013 allowed the City Council to move forward quickly in setting the direction for recovery of the golf course. We need to keep that level of planning going so we can continue to grow the revenue and utilization of the Coal Creek Golf Course. • Maintenance facility rehabilitation. The number one priority for the golf course in 2016 is the rehabilitation and repair of the maintenance facility. This effort was identified in the strategic planning process but was set aside after the flood in order to focus attention and skills on recovering the golf course. Carry- forward appropriations from 2015 are available but additional funding needed to complete this necessary work in 2016. CITY COUNCIL COMMUNICATION 27