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GAC Minutes 1997 03/12GOLF COURSE ADVISORY COMMITTEE MINUTES March 12, 1997 Attending: Rick VanNoy Max Williamson Jeff Goodman Bill McMurray Jeannie Campbell Phil Gillman (Not Present) Minutes: Bill made a motion to approve the minutes of the February 4t meeting. Jeannie 2nd the motion and it carried unanimously. New Business: Policy on Building Rental Mary informed the committee about the benefit for Jim McFadden and that she would like this policy to be retroactive to that date. The Committee agreed with Mary. • Jeannie made a motion to recommend to City Council to approve the Building Rental Proposal (attached) and have Ted Burton write up a Rental form protecting the Golf Course and the City from damages that may occur. Bill 2nd the motion and it carried unanimously. Old Business: Fee Prices Mike Combs and Max Williamson presented the Committee with two fee increase proposals for discussion. Mike and Max explained that these were based on averages of rounds played over the last five years. The Committee discussed both and also talked about going to a punch card system. Going with something like this would require some restrictions, such as who could or couldn't use them. The card would have to used by the person purchasing the card unless other wise specified. • Bill made a motion to recommend to City Council to approve the rate change to $400.00 for regular season passes and approve Mikes' Green Fee, Trail Fee and Locker Rental Increases as listed. This also includes making Friday a weekend green fee day. Max 2nd the motion and it carried unanimously. The reasoning for this fee structure was based on the Green Fee and Pass Holder rounds played and the operational costs to of the Golf Course. Mike mentioned a raise was needed on Tournament Entry fees received by the City to at least $10.00 per player, because the City looses to much money on those weekends. Mike explained the brake down to the Committee. On an $80.00 entry the City gets $5.00, Mary gets $10.00 (meals served) and the Pro Shop (Carl) gets the remaining $65.00. The Committee agreed with Mike that the fees needed increased ,but it would have to wait until next year and do it prior to Carl sending out Tournament dates and entry forms. Advertising and Marketing Bill mentioned the media was interested in a Media Day golf outing in McCall. Bill said, the Chamber of Commerce was excited and willing to help if they could. Jeannie said the local accomidators would donate rooms for the media to stay. The Committee is looking at the 12th of June for this event. Additional Items: Jeannie mentioned a possible Good Samaritan Golf Tournament that might take a full day. She said they have attempted to reach Carl but he was unavailable. The Committee suggested to Jeannie to have them write a letter to Carl requesting the date they are interested in. The Committee wants Carl to write a Policy on how to handle tee time no shows and cancellations for Green Fees and Pass Holders. Also give a figure on how many No Shows there are in a season. Staff Report: Mike Combs * Mike presented to the Committee an equipment package that would save $139,723.79 over he next three years on Capital Equipment Purchases. Mike said, this figure was based on his planned purchases for the next three seasons. The Committee approved of Mikes' proposal and liked John Deeres' package price the best. They requested that Mike meet with Gary and Jim to determine the best plan for purchasing this equipment. Mary Clemmer Mary said, that her last catering date was April 24th. She also mentioned that the Club House was going to be open for breakfast and lunch in attempt to generate some income. The Committee thought that was great. Carl Hoss Not Present Location Unknown *Requires City Council Action BUILDING RENTAL PROPOSAL `Non Profit" or 'Benefits* including any City of McCall functions shall be charged a flat rate of $100.00. All other rentals remain the same / per Management Contract A Proposal for Day Use Rentals: Breakfast or Luncheon Meetings. This would be half day use only. $50.00 for groups of 30 or under, any additional $1.50 per head. A form should be written. Stating that the party renting the building be responsible for any damages to the building during the party. PROPOSED PASS and other FEE INCREASES SEASON PASSES EARLY BIRD PASSES $360.00 approx. 200 = $72,000 REGULAR PASSES $375.00 approx. 200= $75,000 TOTAL $145, 000 GREEN FEES 18 HOLE WEEKEND approx. 18 HOLE WEEKDAY approx. 9 HOLE WEEKEND approx. 9 HOLE WEEKDAY approx. 5,000rnds.@ $30.00 = $150,000 5,000rnds.@ $20.00 = $100,000 2,000rnds.@ $17.00 = $ 34,000 2,000rnds.@ $11.00 = $ 22,000 TOTAL $ 306,000 TRAIL FEES INCREASE $45.00= approx. $16,450 LOCKER RENTAL INCREASE $5.00= approx. $2,000 TOURNAMENT FEES RATES @ $5.00 PER ENTRY= $8,200 NO INCREASE FOR 97 SEASON WITH INCREASES GRAND TOTAL = $479,650.00