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Pryor Creek golf course posts roughly $850,000 in revenue; board seeks quotes for new carts and discusses purchasing policy
Summary
Golf course manager reported strong play and revenue, bridge replacements and signage funded by a $12,000 healthy‑living grant; the board directed staff to solicit quotes for a new golf‑cart fleet and to return with lease/finance details and separate bids for GPS units under a new purchasing manual framework.
Mister Bowman, the Pryor Creek golf course manager, reported to the board on June 23 that the course is having a strong year, with roughly $850,000 in revenue for the year so far and several tournaments driving play. Bowman said the course expects to finish ahead of last year and estimated a preliminary margin in the neighborhood of $270,000 (final numbers pending August financials).
Bowman listed recent and planned capital work: replacement of multiple cart bridges (new concrete and embankments installed; additional bridges scheduled for delivery), bunker sand replacement (three of eight bunkers fixed, five remain), tree work and plans to address restroom and pro‑shop maintenance. He said the board received a $12,000 healthy‑living grant from the Tobacco Settlement Endowment Trust to fund new trail and wayfinding signage, including artwork by local artist Tracy Rabbit.
A central discussion examined procurement of a new golf‑cart fleet. Under a draft city purchasing manual presented at the meeting, purchases over $25,000 normally require sealed bids, but the manual includes a council‑approved exception that allows quotes in lieu of bids for vehicles where that is in the city’s best interest. Board members and staff agreed to seek multiple quotes for carts (Yamaha, E‑Z‑Go and others) rather than proceed immediately to sealed bids; the GPS units and software will be bid separately because they are a distinct vendor and may not fall under the vehicle exception.
Staff and council members discussed financing options. The board heard that municipalities commonly use lease‑purchase arrangements for fleet procurement rather than consumer‑style leases; lease‑purchase language, maintenance responsibilities, and residual trade‑in or auction values will affect the city’s long‑term costs. Staff noted several approaches under review: - Solicit multiple quotes for new carts and separate bids for GPS units. - Analyze lease‑purchase versus outright purchase and determine monthly payments and impacts on future capital budgets. - Consider selling older carts through auction services such as Purple Wave or as trade‑ins and place any proceeds in a designated account for future fleet purchases.
Board members asked staff to return with firm quotes, estimated monthly payments under a lease‑purchase, and the likely resale values for the current fleet (the existing carts are 2020 models, roughly four to five years old). The board emphasized that quotes should include all substitutions and deletions and that staff should present fiscal‑impact explanations before council approval.
On restrooms and the pro shop, Bowman suggested consolidating two small restroom buildings into one larger unit between holes 5 and 6 to improve maintenance and cleanliness; he estimated a ballpark cost near $100,000 but said scope and exact pricing must be developed. Bowman and the board also prioritized bunker renovation and continued tree work for the fall.
No purchase contracts were approved at the meeting. The board directed staff to gather quotes, coordinate with the city purchasing agent (Darlin/Darla) and the mayor, and return to the board with a recommended procurement approach and financing details for council consideration.
