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GAC Minutes 1999 02/17GOLF COURSE ADVISORY COMMITTEE MINUTES February 17, 1999 Attending: Harry Simpson Jeff Goodman Dari McKim Max Williamson Mary Clemmer Carl Floss Dan Pillard Minutes: Motion was made and seconded to approve the minutes of the January 15°1,1999 meeting. The motion carried unanimously. New Business: • Mr. David Eaton, representing his Mountain Air 101 Radio Station, presented a golf promotion, called golf 101. After discussion it was decided to add the proposal to the agenda at the next meeting for review. • The marketing proposal from In Idaho Vacations was reviewed. It was moved and seconded and unanimously passed that the attached "golf proposal" be approved. Note: only In Idaho and vacation services are allowed the 14% commission. • Dan Pillard presented a variety of brochures from the Certified Display Co. as another marketing idea for discussion. These brochures would be displayed in 43,000 different locations. The idea was to increase the awareness of McCall and the Golf Course to various locations throughout the west. Dan Pillard will continue to research various marketing techniques and requested advice on attending a marketing conference in Phoenix. Dan offered to pay all expenses, except the conference fee. It was moved and seconded and passed unanimously that the city should pay the conference fee and air fare for Dan Pillard to attend the marketing conference in Phoenix, Arizona, March 7-10, 1999, if there is enough money in the budget. Old Business: • Mary Clemmer reported that after meeting with Cada Donica, that two separate, renewable, seasonal contracts were to be combined under one format. Both copies were sent to the city attorney for review. Mary is working under the provisions of the old contract until the new contract is approved. The committee directed Mary to bill the city for expenses incurred while setting up meetings and for building rent. Staff Reports: • Dan Pi!lard presented a rough draft of a Long range and golf course operations guide. Dan requested a copy of the project priority list for the aspen course. The list is to be added to the manual. Next Meeting - Wednesday March 17, 1999, 5:00 P.M., at the clubhouse. 3� 17-q4 92 Golf Proposal In Idaho Vacation Services is requesting the ability to make tee -times in advance for our lodging guests. This will allow In Idaho to market and promote golf packages to our visitors. Currently, the community does not have the ability to advertise and attract groups to the McCall Area or golf course because we cannot guarantee tee times. Golfers are hesitant to choose a golf destination where they cannot have their primary activity reserved Proposal Allow both IN Idaho Vacation Services and the lodging properties to make tee -times, beginning April 1st. * * in advance providing the following: 1. Golfer has a confirmed reservation at one of the McCall Area Hotels, Motels, Bed and Breakfasts and Condominium or home rental. 2. Golfer pre pays for their golf. 3. Tee -times requested are after 11:00 am. Deposits and Cancellations: In order for golfers to make a lodging tee time they must pre -pay for their golf. Full refunds will be allowed if cancelled outside of the lodging properties cancellation policy or outside of 48 hours days weekday, whichever is greatest. Process: In Idaho Vacation Services will make the reservation through the golf course and send payment prior to the guests tee -time. Commissions: In Idaho Vacation Services is asking for a 14% commission on all golf activities. This is their standard commission rate for activity bookings. Payment to the golf course for tee times will be made with the commission net. * * Date will be established between In Idaho Vacation Services and the golf pro. Note: effective for 1999; will be reviewed after 1999 to see if it is continued, modified or dropped Accepted by Golf Course Advisory Committee 2-17-99, Max Williamson, Chairman