Coral Gables Golf and Country Club Advisory Board

Coral Gables Country Club

Agenda — 18 items

1. 1 CALLED TO ORDER
2. 2 ROLL CALL
3. 2 The meeting was called to order at 4:04 p.m.
4. 3 APPROVAL OF THE MINUTES
5. 4 DIRECTOR'S REPORT
6. 4 Present: - Pedro F. Andollo - Pedro A. Izaguirre - Isis Arenas - Don D. Slesnick III - Sherry Celesia Absent: - Albert Sanchez: Excused - Yamilet Rodriguez: Excused
7. 5 a. Athletic Club - Survey results Manager Gilman reviewed the recent Country Club member survey with the Board. A total of 52 responses were received from approximately 1,739 members. The Board acknowledged that the response represented a small portion of the overall membership and discussed methods to improve participation in future surveys. The Board discussed the survey distribution process and noted that some members experienced difficulty because they were initially required to create an account to participate. Manager Gilman advised that adjustments were made to address the issue. The Board also discussed whether distributing the survey primarily through the newsletter may have contributed to the limited participation, as members may not always read the entire newsletter or notice the survey information. Manager Gilman advised that future surveys could be distributed through several communication methods, including Constant Contact, RecConnect and QR codes posted throughout the facility. The Board supported utilizing multiple communication methods and recommended monitoring the number of responses throughout the survey period. If participation remains low, additional reminders could then be distributed before the survey closes. The Board proceeded to review several areas identified through the survey, including Athletic Club usage, fitness programming and pool operations. Manager Gilman noted that, while the sample size was limited, the responses still provided information that could be used to identify trends and areas requiring additional review. The Board discussed member feedback regarding the availability of group fitness classes. Body Tone, Spinning and Zumba were identified among the classes experiencing the highest demand, with members reporting difficulty registering before classes reached capacity. Discussion was held regarding Body Tone, as members indicated that certain sessions fill very quickly once registration becomes available. The Board also discussed situations in which members successfully register for a class but subsequently do not attend, leaving individuals on the waiting list unable to participate despite space ultimately becoming available. Manager Gilman confirmed that members have the ability to cancel their reservations; however, Board Members indicated that the cancellation process may not always work as expected or may not be sufficiently clear to members. Manager Gilman advised that the issue would be reviewed and that additional instructions could be developed to make members more aware of the proper cancellation procedure. Manager Gilman reported that attendance for each fitness class was being tracked throughout the month of August. The information would provide a clearer understanding of which classes are consistently being utilized and which classes may require scheduling or instructor adjustments. Manager Gilman explained that the information could ultimately be used to revamp the fitness class schedule. Classes experiencing lower participation could potentially be moved to another time, reassigned to another instructor or replaced with programming demonstrating greater demand. The Board discussed the possibility of adding another Spinning class due to its popularity. Manager Gilman advised that one option under consideration was adding a Spinning class during the existing 11:00 a.m. Tai Chi time slot and relocating another class. No final schedule changes were approved during the meeting. The Board also discussed the duration of group fitness classes. Concerns were raised regarding some classes ending significantly earlier than the scheduled time. Manager Gilman advised that instructors had been reminded that classes are expected to operate for substantially the full scheduled period regardless of the number of participants in attendance. A reasonable transition period at the beginning and end of the class may be appropriate to accommodate participants and allow the following class to begin on time; however, instructors should not substantially shorten a scheduled class. Discussion followed regarding instructor experience and qualifications. Board Members emphasized the importance of ensuring instructors have the appropriate knowledge and experience for the programs they are teaching, particularly because improper instruction could result in injury. Manager Gilman advised that instructor performance would continue to be monitored and that conversations had already taken place with instructors where concerns had been identified. The Board agreed to revisit the survey results at the next meeting to allow additional time for review and to provide absent Board Members an opportunity to participate in the discussion. Manager Gilman reported that summer programming at the Country Club was very successful, with the Golf Academy and Kids Club Lounge operating near capacity throughout much of the summer. The Kids Club Lounge remained a half-day program, while the Golf Academy was expanded from a half-day to a full-day program. The Golf Academy also increased its capacity from 10 to 16 participants. Manager Gilman advised that the expansion resulted in increased participation and additional revenue for the facility. The Board discussed pool operating hours and requests received from members to extend weekend hours. Manager Gilman explained that the existing weekend schedule is part of the established facility operating schedule and is based on several considerations, including staffing and operational costs. Manager Gilman advised that the current schedule would remain in place at this time but expressed willingness to continue evaluating potential opportunities for adjustments in the future. The Board also discussed early pool closures associated with private events. Manager Gilman advised that notices regarding anticipated early closures are generally distributed approximately one month in advance and requested feedback from the Board regarding whether the advance communications have been effective. Discussion followed regarding the impact private events held in the Atrium may have on pool operations. The Board discussed whether curtains, privacy screening or another type of visual barrier could be installed between the Atrium and pool area to reduce the need for pool closures during certain private events. Manager Pinon explained that the room’s high ceilings and floor-to-ceiling glass windows are key features that contribute to its appeal for private events. She noted that installing privacy screening or visual barriers could diminish these features and potentially impact future rentals of the space. Manager Pinon further advised that the installation of any permanent screening or visual barrier would require a significant capital investment. The Board discussed whether more consistent pool operating hours could be maintained throughout the year, as well as opportunities to expand lap-swimming periods. A request was made to consider purchasing an additional lane line that could provide two additional lap-swimming lanes during designated periods. Manager Gilman advised that the request appeared feasible and would be reviewed. Additional discussion was held regarding opening the pool earlier on weekends and extending evening hours. Manager Gilman explained that lifeguard availability is a significant factor, particularly following the summer season when seasonal staffing decreases. Lifeguards are also required to participate in mandatory in-service training to maintain their certifications. The Board additionally discussed pool lighting and whether improvements could support expanded evening use. Manager Gilman advised that additional lighting would likely require a capital invest and further review. Manager Gilman reported that recent tracking showed approximately 19 swimmers using the pool daily, with 21 swimmers recorded on the day of the meeting. Manager Gilman advised that a facility maintenance week was tentatively scheduled for September 14 through September 18. The purpose of the closure would be to complete several larger maintenance projects at one time rather than requiring multiple individual closures. Planned work included repairs within the aerobics room, addressing a mirror that required attention, repairing damaged glass near the squat rack, painting walls, addressing restroom fixtures and completing other general facility maintenance. Manager Gilman also planned to move fitness equipment to allow the flooring underneath the equipment to be thoroughly cleaned. Equipment would then be reorganized and redistributed appropriately throughout the fitness area. The Board discussed cleanliness within the aerobics room, including the condition of the flooring and exercise mats. Manager Gilman agreed to address the concerns with the maintenance team and noted that more extensive cleaning would occur during maintenance week. The Board also discussed members entering the aerobics room during scheduled classes to retrieve weights. Manager Gilman advised that signage is already posted directing members to request assistance from a Guest Services Representative rather than entering the room while a class is underway. Board Members expressed concern that entering the room while participants are exercising could create a safety hazard and disrupt classes. Manager Gilman agreed to reinforce the procedure with employees and members. Manager Gilman provided an update regarding the men’s sauna and advised that significant repairs had recently been completed. Internal components had been replaced and additional sauna rocks installed. The sauna was reported to be operating properly following the repairs. The Board discussed towel availability after large towels had temporarily been unavailable. Manager Gilman explained that towel inventory has also been affected by some members utilizing several towels during a single visit, particularly when using the sauna and shower facilities. Manager Gilman advised that the towel supply was currently under control but that usage would continue to be monitored. The Board discussed whether additional signage could encourage members to return towels and use them responsibly. Manager Gilman also advised that disinfecting wipes had temporarily been unavailable because of an unexpected delay in delivery. The wipes had since been restocked. The Board requested that the dumbbell rack be labeled to assist members in returning weights to their appropriate locations. Manager Gilman agreed to review options for durable and professional labeling. A Board Member also requested consideration of replacing the existing pull-up equipment with an assisted pull-up machine. Manager Gilman advised that the current equipment had already required servicing and agreed to explore replacement options. Manager Gilman identified the Cybex cable pulley machine as another piece of equipment that may need to be prioritized for replacement because it had required repeated repairs during the previous month and a half. Manager Gilman explained that much of the fitness equipment is currently provided under a lease arrangement, while certain pieces of equipment are owned by the City. Equipment needs and replacement opportunities would continue to be evaluated. b. Venue - Members' Mixer: Mixology Master Class – Thursday, August 27, 2026, from 7:00 p.m. to 9:00 p.m. in the Grand Ballroom. Manager Pinon reported that approximately 192 attendees had registered for the Member Mixer, including approximately 87 members and 106 guests. Manager Gilman clarified that several individuals registered as guests were also Country Club members attending as the guest of another individual within a couple or family membership. Manager Pinon expressed excitement regarding the level of participation and advised that the registration roster would be updated again prior to the event. Board Members were encouraged to attend and recognize the event sponsors. - Miami Whiskey Mash – Saturday, September 12, 2026. Coral Gables Golf and Country Club members may receive 50% off admission by using promotional code CGCC. Manager Pinon advised that the promotional discount had been communicated to members and encouraged continued promotion of the event. Manager Pinon reported that venue operations continued to perform well and noted that a full facility buyout was taking place on the day of the meeting. Manager Pinon discussed continued efforts to generate additional venue sales and increase utilization of the Country Club for private events. Manager Pinon also announced that the Coral Gables Golf and Country Club had been nominated in the Miami-Dade Favorites competition for Best Wedding Venue. Additional venue marketing opportunities and upcoming wedding-related promotional activities were discussed. Manager Pinon advised that the agreement for event staffing and cleaning services had been approved by the City Commission for a one-year extension. c. Le Parc Cafe Director Sliva reported that Le Parc Café continued to perform well. Summer is traditionally a slower period for the café; however, operations remained positive, and activity was expected to increase beginning in September as the facility entered its higher-volume season. Director Sliva noted that the additional operating hour had been beneficial and that the café was preparing for increased activity during the upcoming season. The Board discussed maintenance and cleanliness around the outdoor café area. Director Sliva advised that they had been working with Le Parc Café to ensure the surrounding areas, tables and outdoor spaces were properly maintained. Additional improvements to the area remained under consideration. The Board also discussed the discount available to Country Club members. Director Sliva advised that Le Parc Café provides a discount to Country Club members and that the benefit had been discussed directly with the operator. The Board discussed the importance of ensuring members are aware of the available benefit. Board Members also discussed the possibility of establishing a loyalty or rewards program for frequent customers, such as a punch-card system. Director Sliva advised that the request had previously been discussed and would continue to be raised with the café operator. Director Sliva also advised that improvements involving the Le Parc windows remained in progress; however, the work was not anticipated to be completed within the next several months. A potential completion time frame of January or February was discussed. d. General Community Recreation Updates Administrative Operations Manager Rodriguez provided the Board with updates on several Community Recreation capital improvement projects and upcoming departmental events. Phillips Park Phase 1 was nearing completion, with a soft opening anticipated in September. The improvements include a new playground and turf field, with a formal ribbon-cutting to be scheduled following completion of the remaining project items. Administrative Operations Manager Rodriguez reported that the contracts for improvements at Cooper Park and Rotary Centennial Park had been awarded by the City Commission, allowing both projects to move forward. An update was also provided on the Granada Golf Course rain shelters. Materials for the project were being ordered, with construction anticipated to begin within approximately 30 days. Project materials would be staged behind the Boy Scout House during construction. Administrative Operations Manager Rodriguez also advised that improvements to the Country Club pool deck were scheduled to begin in November. In addition to the capital improvement projects, Administrative Operations Manager Rodriguez highlighted upcoming Community Recreation events. Pollinator Palooza was scheduled to take place at the Youth Center and would include the installation of a butterfly garden in front of the facility. The Board was also provided with an update on preparations for the City's upcoming holiday season. Planning was underway for the annual tree lighting and Holiday Park. A new contractor had been selected for Holiday Park, which would feature a new gingerbread-themed design while continuing to incorporate traditional elements of the City's annual holiday programming.
8. 6 NEW BUSINESS
9. 6 A MOTION TO APPROVE THE JUNE MEETING MINUTES WAS MADE BY BOARD MEMBER ISIS ARENAS AND SECONDED BY BOARD MEMBER PEDRO IZAGUIRRE. ALL IN FAVOR; PASSED UNANIMOUSLY.
10. 7 OLD BUSINESS
11. 8 DISCUSSION ITEMS
12. 8 Director Sliva provided the Board with an update regarding recent staffing changes within the department. She advised that Administrative Analyst De Valle had accepted another opportunity and was no longer with the department. The recruitment process was underway to fill the vacant position. During the transition, Administrative Operations Manager Rodriguez would assist with coordinating Country Club-related administrative matters and ensuring continuity while the position remained vacant. Director Sliva also advised that the third-quarter report would be deferred until the next meeting. The report would be presented at that time to allow additional Board Members the opportunity to participate in the discussion and review the information. Following the Director’s Report, the Board proceeded with updates related to the Athletic Club, Venue, Le Parc Café, and general Community Recreation updates.
13. 9 PUBLIC COMMENT
14. 10 ITEMS FOR THE SECRETARY Next Meeting Date is September 23, 2026.
15. 11 The next meeting is scheduled for Wednesday, September 23rd at 4:00 p.m.
16. 11 a. Maintenance and operational concerns regarding the Athletic Club The Board discussed concerns regarding misuse of the water fountain within the Athletic Club. Members noted that the fountain was being used in ways other than its intended purpose, creating concerns regarding cleanliness and proper use of the amenity. Discussion followed regarding the need to discourage the behavior and ensure the fountain remains sanitary and available for its intended use. Manager Gilman advised that the concern would be addressed and monitored.
17. 12 ADJOURNMENT
18. 15 Country Club Member Mauricio Franco recognized Jose from the maintenance team for his continued assistance and responsiveness to facility needs. The Board Member acknowledged his willingness to address concerns brought to his attention and the assistance he regularly provides throughout the facility. The Board discussed the importance of recognizing employees who consistently provide quality service and contribute positively to the overall member experience. Members noted that employees working behind the scenes are not always recognized for their efforts and discussed opportunities to acknowledge staff members who demonstrate exceptional service.

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