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Minutes - 01/04/2024 - Sports Core Advisory Committee Sports Core Advisory Committee Meeting January 4, 2024 6:00pm Call to Order The January 4, 2024 Sports Core Advisory Committee Meeting held in the Upper Level Conference Room of Village Hall, was called to order by Trustee Mike Manzo at 6:00 pm PRESENT: In Person - John Anos, Jim DePhillips, Christy Dolan, Frank Scarpiniti, and Lara Barber ABSENT: Mike Stevens, Kathy Miller and Mike Jerich IN ATTENDANCE: Assistant Village Manager, Joe Mitchell; Executive Assistant, Connie Reid; Sports Core Director, Art Segura and Trustee Mike Manzo Approval of Minutes a. October 19, 2023 Motion to approve the October 19, 2023, meeting minutes made by John Anos seconded by Frank Scarpiniti. All in favor, no one opposes. Minutes approved. Public Comments No Public Comments Active Business Introduction of Art Segura, new Sports Core Director Art Segura gives a brief bio of his experience, shares his vision for the Club, and is enthusiastic for the opportunity. Head Golf Pro Search Status Claudine Boettger has been offered the Head Golf Pro Position. It was decided not to fill the Assistant Golf Pro position, citing that since the Sports Core Director and Head Golf Pro won’t have food and beverage responsibilities, they will be able to handle the golf workload. 2024 Sports Core Budget and Fees There is a consensus to raise the surcharge fee to $5 per round, providing that the green fees are raised by more than the $2 increase to account for the surcharge and rate increase. AVM Mitchell informed the committee that driving range fees will MINUTES OF THE JANUARY 4, 2024, MEETING OF THE SPORTS CORE ADVISORY COMMITTEE OF THE VILLAGE OF OAK BROOK HELD IN THE UPPER LEVEL CONFERENCE ROOM OF VILLAGE HALL APPROVED AS WRITTEN ON MARCH 20, 2024 be raised from $6 per bucket to $8 and cart fees will be raised to $20 for ½ cart for 18 holes. He further went on to say that the Member Guest Fee will be eliminated and the discount for Juniors and Seniors playing on Fridays after noon, Saturdays and Sundays will be removed. A lengthy conversation ensued regarding the Limited Non-Resident Membership, currently the membership allows for a member to play three times per week, any day, this causes issues because there is no easy way to track the rounds played and many members are taking advantage and playing more than the allowed three times. It was agreed to restrict Limited memberships and discounted play to off-peak times, which would be Monday through Friday before noon, excluding Fridays after noon, Saturdays, Sundays, and Holidays. Art Segura explained his plan to transition to using GolfNow for all operations and move away from using Jonas. He touched upon the cost savings and efficiencies. Golf Clubhouse Interior and Exterior Improvements Update AVM Mitchell shared that 17 new cameras have been installed inside and outside of the golf clubhouse. And for additional security electronic access to sensitive areas has been completed and the glass doors separating the Café from the Pro- Shop is slated for the second week in January. He continued by saying that the new roof has been installed and the gutters are being installed today. He also stated that the vendor contracted to install the acoustic panels was found to be inferior, having tiles fall from the ceiling and walls. A new vendor has been contracted and work will begin in mid-February. New Policies AVM Mitchell began with an update on the Inventory Policy and Procedure stating that it is currently in draft form and is waiting for training and approval. A cash- handling policy is also in the works. He shared a link to a PGA Golf Operations Policy and promised the development of an annual report on the Sports Core starting with the 2024 season. Food & Beverage Operations Update AVM Mitchell spoke of the agreement with Chic Chef for the Bath & Tennis Club Banquet Operation; Chic Chef will be paying $10,000 per month beginning February 2024. The agreement goes on to say that they must host 50 events at the B&T in 2024 and not less than 100 events per year starting in year two of the agreement. Chic Chef will be responsible for 50% of utilities that exceed $20,000 and pay sales tax for all events they cater from the B&T. They also agree to pay 15% of the gross food and beverage sales for events at the B&T. Fig Boz LLC will be providing food and beverage service at the Golf Club and at the Poolside Café. They have a graduated agreement which starts with payments to the Village of $3,000 per month rent and 11% of the gross food and beverage sales. The termination clause guarantees gross sales of $800,000 per season. 2024 Pool Season AVM Mitchell outlined the plan for the pool, starting with hiring two part-time assistant sports core managers to oversee daily pool operations; CPM will again be contracted to manage the pool including lifeguards; meetings are planned with CPM, Fig Boz, and Premier Aquatics in the coming days. The main objective for the pool this season is to increase member satisfaction by making the pool more fun; a slide will be installed, and there are planned theme nights, parent events, drink specials, and beach activities. In closing AVM Mitchell touches upon some of the challenges facing the B&T this year, such as parking. He informed the committee that a parking lot of 80 spots will be constructed. Adjournment Motion to adjourn the January 4, 2024 Sports Core Advisory Committee meeting made by Frank Scarpiniti, seconded by Lara Barber, All in favor, no one opposed, adjourned at 8:00 pm. ATTEST: ________________________ _____________________ Connie Reid Date Executive Assistant Village of Oak Brook .