Golf scramble draws concern over $12,000 course fee; committee weighs sponsors, price and smaller alternatives

Committee members flagged the golf scramble as a high-cost item and discussed alternatives after reviewing a vendor contract that requires a $3,000 nonrefundable deposit and a $12,000 course fee. Staff said the deposit is due by Feb. 21 and that full payment is due later; cancellation within 60 days carries substantial liquidated damage penalties, meaning the committee could be charged a percentage of reserved tee times and anticipated food and beverage costs.

Committee members discussed several options to reduce financial exposure: (1) secure a lead sponsor to cover the course fee or major portion (members named local business contacts they planned to approach); (2) switch to a less expensive course with lower fees and possibly no nonrefundable deposit; or (3) replace the scramble with a lower-cost community alternative (for example, a —mini-golf scramble— at a local family course) aimed at higher participation and less financial risk.

Price scenarios raised in committee discussion included: a $500-per-team target (four-person teams) and higher options such as $600 or $700 per team if sponsorships are sparse. Staff stressed the need for a sign-up and sponsorship commitment before placing or finalizing the vendor deposit, and members asked staff to gauge interest via a simple online post to estimate whether 20—25 teams are realistic for the April event.

The committee deferred signing or paying the deposit until they have clearer sponsorship commitments or an alternate course quote; staff agreed to solicit comparative quotes and report back.