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GAC Minutes 1998 12/09MINUTES Golf Course Advisory Committee Meeting Wednesday — December 9, 1998 Committee Members: Max Williamson, Chairman Harry Simpson Craig Collins Staff Members: Mary Clemmer Dan Pillard Carl Hoss (absent) Bill McMurray Jeff Goodman (absent) Jeanne Campbell (absent) The minutes of the October 14, 1998 meeting were reviewed and approved as written. New Business: Mr. Mike Deboer from In Idaho Vacation Services gave a presentation on marketing services available. His proposal includes the following: Fee is a 14% commission. Sell advance tee time reservations. Sell local hotel/motel golf packages. Advertise and market target destinations, such as Dallas and Phoenix. Golf group, corporate discounts and trade show advertisement. Webpage-internet reservations. Program could be in place in late April. The committee members discussed with Mr. Deboer their desires and issues. The committee voted its main goal was to increase revenues by using vacant capacities and not increasing prices. The period of time for reserving tee times, when those times could be utilized and various other questions were discussed. After the discussion, Chairman Max Williamson asked Bill McMurray to draft a Possible proposal as discussed for consideration at the January 99 meeting. Mr. McMurray agreed. Dan Pillard presented a review of a sketch and a long-range program. The program will include a hole by hole description of improvements and an operations manual, as well as a near scale drawing of each hole. Old Business: Dan Pillard reported that the new well project was nearly completed. Final electrical wiring needed to be completed. Well output was tested to be 500 gallons per minute with a 20 horsepower pump installed. Max Williamson agreed to remain on as chairman until the spring meeting and Jeanne Campbell will remain as vice chairman. Golf Course Projects Update: Dan Pillard reported that several trees have been removed. These trees present a ha7ar4 to the golfers. Currently work is being done to start into the permit process in order to make design changes to the cedar golf course. Several drain lines were installed on the golf course and much needed equipment repair is being completed. Staff Reports: Mary Clemmer reported that it would be beneficial that a year round contract be prepared to avoid re -negotiation every winter. Committee discussed Mary's Contract; it was moved and seconded that it included both winter and summers. By unanimous vote and passed, committee recommended that Dan Pillard and Mary Clemmer prepare a draft copy of a year round contract with renewable mechanisms and a separate fee schedule proposal for the committee to review at the next meeting. The committee moved, seconded and passed by unanimous vote that Mary will operate under provisions of last year's contract until a. new one is approved by the committee and the city, council and the fee structure for the building use/rental will remain the same as last year's, until the committee and city council approve a change. Dan Pillard's report was covered under new and old business. Next meeting will be held on January 13's at 5pm, at the golf course clubhouse. Max Williamson, Chairman