Members Present Bernard Caulfield Charles Whitty Richard Podurgiel Michael Driscoll Richard Strouse J.P. Mereen David DiBattista

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1 To: From: NGCA Members Barney Caulfield, Chairman NGCA Re: Minutes of NGCA monthly meeting of November 28, 2012 Call to Order Members Present Bernard Caulfield Charles Whitty Richard Podurgiel Michael Driscoll Richard Strouse J.P. Mereen David DiBattista Others Present Mike Svab, Pro Manager Bruce Morse, Superintendent Glenn Meadows, Member s Club Jeff Brining, Norwich Public Utilities Chairman Caulfield called the meeting of the Norwich Golf Course Authority to order at 7:05 p.m. Minutes A motion to approve the minutes of the October 24, 2012 meeting was made by Mr. DiBattista, seconded by Mereen and approved unanimously. A motion to suspend the order of business to permit Jeff Brining of Norwich Public Utilities to discuss a proposal to install solar panels on the Clubhouse as part of a Solar Photovoltaic project was made by Mr. Podurgiel, seconded by Mr. Mereen and approved unanimously. Norwich Public Utilities Solar Panels Mr. Brining presented information on a proposed Solar (PV) project for the Norwich Golf Course to use the southerly facing portion of the roof at the Clubhouse, the area outside the Pro Shop. This would entail installing solar photovoltaic panels and a mounting system on the roof. The proposed system would have a 9 kw capacity with the cost of planning, acquisition and installation estimated at $39,220. Norwich Public Utilities would pay for the entire cost of the system using a grant and the initial golf course contribution to the system would be $0. There would be metering at the course and the estimated total annual production is 11,600 kwh. Given the production, it is unlikely the golf course will be able to produce excess power. All photovoltaic systems of less than 10 kw are net metered at the retail rate. Given estimated annual production and current flat

2 costs Mr. Brining projects an annual savings to the course of $1,856. The system would have a gross meter to record total system production. Using a life expectancy of 25 years, the lifetime savings would $46,400. Mr. Brining suggested that Norwich Public Utilities prepare bid specifications but that procurement be handled by the city. Installation, coordination and oversight would be done by Norwich Public Utilities. Norwich Public Utilities would prepare the interconnection agreement and the requirements and would oversee the interconnection safety equipment testing. Operation and maintenance would be performed by Norwich Public Utilities and the Authority with the equipment owned by the City of Norwich through the Norwich Golf Course Authority. The Authority would be expected to pay for all of the costs upfront and be reimbursed for the same by Norwich Public Utilities. The Authority will take this proposal under advisement and thanked Mr. Brining for his willingness to work with the Authority and for his informative presentation. Financial Report As he was unable to attend the meeting, Mr. Madeira had delivered a written financial report including financial highlights. Revenues for October were $64,587, up $2,133 over Total year to date revenues through the end of October 2012 were $1,201,899, up $77, 871 over the same period. Through the end of October 2012 the Authority had exceeded 2012 budget and revenue projections by $44,128. Expenses for October were $64,787, down $4,774 from Year to date expenses however, are $1,012,926, up $59,284 from Course supplies, utilities, repair and maintenance in the maintenance budget account for much of the increase. The Authority remains in a good cash position going into the winter months. A motion to receive the Treasurer s Report was made by Mr. DiBattista, seconded by Mr. Mereen and approved unanimously. Correspondence The Authority received a letter from Mr. Jason Bromley of the Caddy Shack II. Caddy Shack Mr. Jason Bromley by letter advised that he will agree to new rental terms for the Authority s fiscal year 2013 (calendar year 2013) with an option for His letter did not indicate any option price. The total rent for 2013 will be $48,000 which he requests be due as $1,000 per month in January and February, $5,000 per month for March through November, and $1,000 per month in December. He will also agree to arrange extra garbage pick-up during the summer months at his expense.

3 COMMITTEE REPORTS Clubhouse Committee Mr. Caulfield reported that the Clubhouse Committee will follow-up on a Solar Photovoltaic project. Since this would be installed on a roof there is a question about the condition of the shingles particularly given the project s expected life of 25 years. It may be prudent to re-shingle that portion of the roof if the Authority agrees to accept the Solar PV project. Greens Committee The approved paving work has been completed including cart paths on the 5 th and 16 th holes, improvement of an apron where carts cross New London Turnpike from the 15 th hole to the 16 th hole and the installation of an asphalt floor in the in the wash area of the maintenance building. Costs came to $8,350 to Webster Paving and $9,285 to New England Blacktop. The Greens Committee and Course Superintendent have examined the wall on the elevated tee on the 11 th hole and believe replacing the railroad ties with stone and brick can be done at a cost of less than $4,000. Planning Committee Mr. DiBattista reported that he, Mr. Morse, Mr. Kendall and Mr. Svab had inspected the course on November 26, 2012 to determine areas of improvement and to classify the work as being capable of being done in house, to be done in connection with short range planning or long range planning. As part of the evaluation a good deal of tree work was discussed and it was recognized that it could take at least a decade and significant expenses to complete the tree work. Consequently, the tree work was prioritized from the standpoint of course playability. As a result of the evaluation a report was prepared with the work divided into the following categories: 1. Parking lot and clubhouse. 2. Practice area. 3. First tee. 4. Holes Marketing Committee The Marketing Committee reported that it had spent $6,756 of its budgeted $10,000. For 2013 it requests a budget of $8,000 projecting that it expects to spend $8,134. This would include $3,497 for an update of the website to include a mobile app update and the capability to allow selling off the website, that is the printing of coupons, etc. Mr. Podurgiel, for the Marketing Committee, presented exemplars of a sign to be displayed at the course for the holiday season and for the early months of 2013.

4 Mr. Podurgiel and Mr. Svab explained a proposed Community Giveback Program which the Marketing Committee proposes establishing at the golf course in In summary the Authority would permit public service, educational and charitable organizations to participate in the program to run from 11AM to 3PM on Sundays during the season. These organizations would be provided with handouts which they could give to golfers to be turned in when paying full greens fees. The organizations would then be credited with 20% of the greens fees for participants and receive a check in this amount from the Authority. The Finance Department had been consulted about the feasibility of this and would coordinate with Mr. Svab in arranging for such payments. A motion to approve these recommendations, specifically the signage, the website update and the Community Giveback Program was made by Mr. Strouse, seconded by Mr. Mereen and approved unanimously. Mr. Svab reported that Golf Magazine had featured the Norwich Golf Course in its fall New England edition. Beautification Committee No report presented. Budget Committee Mr. Whitty thanked Mr., Madeira, Mr. Svab and Mr. Morse for their efforts to assist the budget committee in preparing the 2013 budget. He proposed a budget for 2013 with line item expenses of $1,232,111 as set out in a proposed budget. This budget also includes revenues by line item in the same amount, $1,232,111. A motion to adopt the budget was made by Mr. DiBattista, seconded by Mr. Mereen and approved unanimously. At Mr. Whitty s request Mr. Svab reported on changes in various fee categories to reach the adopted revenue figure. These proposed changes included an increase in the twilight rate by $2.00, an increase in all greens fees before 4PM of $1.00, an increase of $3,000 in the annual rent paid by the Caddy Shack II, expected increases in the number of outings and an increase in the Special Rate without food card from $40 to $45 and the S pecial Rate with a food card from $45 to $48. The budget does not include any proposed increases or changes in the dues structure or in cart fees. A daily fee schedule incorporating these changes was presented and a motion to adopt the same was made by Mr. Mereen, seconded by Mr. Podurgiel and approved unanimously. A motion was then made to adopt the 2012 dues structure and cart fee rates as the 2013 dues structure and cart fee rates. This motion was made by Mr. Podurgiel, seconded by Mr. Mereen and approved unanimously. Superintendant s Report Mr. Morse reported that the original estimate for work to be done on the 11 th tee wall was $3,900 but that the amount of wall to be involved has been shortened. Consequently, the

5 estimate is less. A motion to allocate up to $3,000 from the course improvements line for bricks and stone to be used in the wall was made by Mr. Strouse, seconded by Mr. Podurgiel and approved unanimously. Mr. Morse reported that the rain shelter lightening improvements will be done on Friday. He also reported that the new rough mower has arrived and appears satisfactory. Mr. Morse noted that the Massey Ferguson tractor has been returned and that the repair cost was significantly less than initially feared. It was repaired at a cost of $ The Authority also paid $2,000 for a rental tractor during the time it was unavailable. In response to an inquiry, Mr. Morse indicated he would close the greens when they were frozen and the cups could not be removed or when snow had fallen and remained on the ground for a sustained period of time. Pro Manager s Report Mr. Svab reported year to date revenues through November 28, 2012 were approximately $1,236,000. Mr. Svab noted that there is an employee discount in memberships of 30%. He proposed raising this to 50% which he indicated would cost the Authority $1,387 in Mr. Svab also discussed the new scoreboard to be constructed closer to the Pro Shop, essentially on the slope outside the Pro Shop. He estimated that the materials to construct the same would cost $1,000. Member s Club Mr. Meadows reported club elections had taken place and he identified the slate of officers elected. He presented a proposed Member s Club Event Schedule for There followed discussion on the number of tournaments and the request that the course be closed during certain events. The Authority took no action on the proposed tournaments in order to review the schedule. Adjournment A motion to adjourn was made at 9:00 p.m. by Mr. DiBattista, seconded by Mr. Mereen and approved unanimously.