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2003GOLF COURSE ADVISORY COMMITTEE AGENDA Wednesday December 10, 2003 5:30 P.M. GOLF COURSE CLUBHOUSE Call To Order and Roll Call 1. Call to Order 2. Roll Call Staff Reports New Business 4. 2004 Season Rates Old Business Call For Additional Items Adjournment GOLF COURSE ADVISORY COMMITTEE MINUTES November 12th, 2003 Attending: Dan Pillard Bob Giles Marc Rhoades Hank McCauley Public Request or Comment: None Staff Reports: Dan Pillard mentioned the greens were in good shape. He mentioned many trees were removed, wetland areas on cedar #3 and #7 were seeded and complete, the cartpath paving project was complete with the section on aspen #6 green and the trash dumpster area which will be completed in the spring. Dan mentioned he authorized payment to Valley Paving for work completed. New Business: Dan Pillard reported the following: • All 27 greens, including the practice green were covered with turf covers. • Year-end fertility programs included increased potassium levels, especially on greens. The overall fertility of the golf course was increased to enhance recovery in the spring. • All greens were aerated and topdressed to enhance drainage. • Fairways were aerated. The committee would like to see increased involvement with committee members. Dan Pillard read the by laws to the committee. Bob Giles mentioned he would like to see the removal of stumps, Hank McCauley mentioned the stump removal was low on the priority list. Old Business: The committee discussed golf operations. Marc Rhoades presented a draft letter based on the recommendations from the October 8th GCAC Meeting. It moved and seconded, all in favor to include the letter with corrections with the minutes. The committee would like to have input on the structuring of golf fees and will have Dan Pillard mention that to Robert Strope, City Manager. Adjournment Respectfully Su essppectfullySu b m itte (I) Marc Rhoades, Chairman November 12, 2003 Dear McCall City Council, The McCall Golf Course Advisory Committee is aware of the tenuous financial situation of McCall's municipal golf course and some of the proposed solutions. We would like to address the proposition of an individual, group of individuals, or company contracting the full operation of the McCall Golf Course with the Council in this forum. The McCall G.C. Advisory Committee feels that the golf course's operational structure, as it currently exists, is a viable one. With this in mind, we also realize that the current structure is not the only viable operational system available to the city of McCall and its citizens. We recogni7r there has been a proposed option submitted to the city of McCall that would eliminate the financial burden of the golf course on the city in the short term and place full responsibility with the contractor with annual payments going to the city. The McCall G.C. Advisory Committee would recommend that the McCall City Council and the city staff take sufficient time to study any legalities involved with a transfer of this type. If the Council decides a fully contracted golf course is the proper course of action, we also strongly recommend opening the proposition to a Request for Proposal process rather than immediately accepting the first submission. Although the currently submitted proposal may be the best option for the city of McCall, we feel it is owed to the citizens of McCall to open the search in order to secure the most beneficial contract. We feel this will give the city ample time to study the impact of a transfer on bond structures, worth of proposed capital improvement repayment, and other items such as these. These are difficult times for the McCall G.C. The golf course and its profitability has had many challenges in recent years and the Golf Course Advisory Committee hopes the Council will thoroughly look at all aspects when making their decisions on how to proceed. Sincerely, Marc Rhoades McCall G.C. Advisory Committee Chairman GOLF COURSE ADVISORY COMMITTEE AGENDA WEDNESDAY, November 12th, 2003 5:30 PM CLUBHOUSE Call To Order and Roll Call Call To Order Roll Call Public Requests or Comments Staff Reports Allan Morrison, PGA Professional Dan Pillard, Director of Golf Operations New Business Report on Ice Damage Control Golf Operations Old Business Call For Additional Items Adjournment GOLF COURSE ADVISORY COMMITTEE MINUTES October 8th, 2003 Attending: Bob Giles Roger Snodgrass Marc Rhoades Dari McKim Dan Pillard Hank McCauley Public Request or Comment: Dari McKim mentioned the following was discussed during the Ladies Golf Association Awards Luncheon on September 17th: • Request for OB stakes on the south side. • Ladies Golf Association will help on the golf course once a month during a workday format. • The ladies requested a rules sheet for tournaments. • The Ladies would like to see all 27 holes utilized for the two -lady best ball tournament due to slow play using 18 holes. Marc Rhoades mentioned he would like to see yardage stakes along with yardage bricks. New Business: The committee discussed the golf proposal from Allan Morrison as well as the privatization issue. The committee decided the best way to approach privatization would be to go through the public bid process. This process will assure review of other offers. The committee will prepare a written recommendation to be presented to City Council for the November 13`h meeting concerning the future operations of the McCall Municipal Golf Course. Old Business: Staff Reports: Dan Pillard reported that preparations for winterizing the course were under way. Preparations began for the seeding of the wetland areas on Cedar #3 and #7. Dan mentioned that he would seek an extension of the 404 permit to complete the practice area at a future date. Adjournment Submitted By: / ° � �/%�% U W , Marc Rhoades, Chairman GOLF COURSE ADVISORY COMMITTEE AGENDA WEDNESDAY, October 8th, 2003 5:30 P.M. CLUBHOUSE Call To Order and Roll Call 1.Ca11 To Order 2. Roll Call Public Requests or Comments Staff Reports 3. Dan Pillard, Director of Golf Operations 4. Allan Morrison, Golf Professional New Business 5. Golf Proposals Old Business 6. SMR Improvements Call For Additional Items Staff Reports Adjournment GOLF COURSE ADVISORY COMMITTEE AGENDA Wednesday, September loth, 2003 5:30 P.M. CLUBHOUSE Call To Order and Roll Call Call To Order Roll Call Minutes of Previous Meeting Minutes of August 13, 2003 Public Requests or Comments Staff Reports Dan Pillard, Golf Course Superintendent Allan Morrison, Golf Professional New Business Year to Date Budget Report Old Business Cedar Golf Course Improvements Call For Additional Items Adjournment GOLF COURSE ADVISORY COMMITTEE MINUTES August 13th, 2003 Attending: Dari McKim Max Williamson Dan Pillard • Roger Snodgrass Allan Morrison Minutes: Motion was made and seconded to approve the minutes of the June 11h and the July 9th meetings as written, motion carried unanimously. Staff Reports: Dan Pillard reported he has a staff of 9 employees, 4 full-time and 5 seasonal. The temporary greens on #1-4 birch will be open on Friday August 15. Dan reported that there would be a temporary green on aspen #4 for about two weeks for recovery. The green is recovering quickly. Allan Morrison reported that he learned a lot about the McCall Amateur and the traditions associated with it. He is happy with the restaurant operation and the with the pro shop staff. Allan commented the season was on track. Allan reported the golf meeting was held at the Holiday Inn, citizens worked in groups to create solutions to golf course problems. Public Request or Comments: New Business: Dan Pillard also reported the year to date figures for the golf course: • $266,536 Golf Operations Revenue $449,052 Estimated Year End Revenue • $ 3,414 Other Revenue $ 3,414 Estimated Other Revenue • $ 89,957 Clubhouse Revenue $172,072 Estimated Clubhouse Revenue • $359,907 Total YTD Revenue $ 28,763 Parks Transfer $653,301 Estimated Total Year End Revenue $740,560 Estimated Year -End Expenses ($ 87,259) Estimated Year End Loss Dan Pillard reported on some golf course perspectives. He mentioned that a letter was sent to the city rating the golf course a 1 on a scale of 1-10, with 1 being the worst. Dan reported that these comments are derived from the condition of the greens and since the greens were bad everything else gets a bad rating. Dan said the reality is that the tees and fairways are improved over last year. The driving range tee is better. The approaches are improved. Areas lacking are trim work and mowing of rough is infrequent, due to diverting crew maintenance time to grow -in and other projects. Dan Pillard reported complaints were filed for the maintenance crew breaking the noise ordinance. Dan mentioned it is hard to prepare the course for 6:20 am tee times without starting early. Old Business: Dan Pillard mentioned the irrigation and drainage would be installed on cedar #3 and #7 fairways by mid -September. Submitted By, Marc Rhoades, Chairman Date GOLF COURSE ADVISORY COMMITTEE AGENDA AUGUST 13, 2003 5:30 P.M. CLUBHOUSE Call To Order and Roll Call Call To Order Roll Call Minutes of Previous Meeting Minutes of June 1 ls' Meeting Minutes of July 9s' Meeting Staff Reports Dan Pillard, Superintendent Allan Morrison, Golf Professional Public Requests or Comments New Business Golf Course Report Old Business Cedar Golf Course Improvements Call For Additional Items Adjournment GOLF COURSE ADVISORY COMMITTEE MINUTES July 9th, 2003 Attending: Roger Snodgrass Marc Rhoades Dari McKim Allan Morrison Dan Pi!lard Max Williamson Public Requests or Comments: None Staff Report: Allan Morrison — reported the importance of obtaining a feasibility study from an accredited organization like the National Golf Foundation. The study will help show the need for a tax ballot to benefit the golf course: Allan feels the city should provide an additional $100,000 annually. New Business: Roger Snodgrass mentioned that there should be a room tax for the golf course. Max Williamson recommended that the city give the golf course $100,000 annually. After discussion the committee feels that an economic impact study was of vital importance to the City of McCall. It was moved, seconded, passed unanimously to recommend completing an economic impact study of the McCall Golf Course and the committee is proceeding to obtain such. Dari McKim presented a list of requests from the McCall Women's Golf Association: • Install signs directing golfers to stay out of wetland and construction areas. • Install vertical yardage markers at 100,150 and 200 yards. • Not to dump grass clippings in the ditches, it slows up play. • Install boxes on tees to collect broken tees. • Paint the sign at the old clubhouse sight. Old Business: Submitted By: Marc Rhoades, Chairman GOLF COURSE ADVISORY COMMITTEE Special Meeting MINUTES Attending: Todd McKenna Roger Snodgrass Dan Pillard June 11th, 2003 Marc Rhodes . Allan Morrison Public Requests or Comments: None New Business: Dan Pillard reported the maintenance department spent $27,000 on green covers and $5,000 on a seeding machine. That left a balance of $18,000 in the budget for equipment and a total of $53,000 left for capital improvement from the city. Staff Report: • Dan Pillard reported all greens are seeded except #2 and #6 on Aspen. Cedar is open seeding of #4,8,9,1,7. #2,3,5,6 were ok. • Currently there are 4 full-time and 4 part-time seasonal employees. • The parks and recreation departments are to be combined with parks taken away from golf. • The golf course superintendent will still continue as the city arborist. Allan Morrison reported that the restaurant was scheduled to provide a seafood dinner on Friday Nights. Allan mentioned that he received compliments on having the best food in McCall. Allan reported the advertising budget was on track. Submitted By: , Marc Rhoades, Chairman GOLF COURSE ADVISORY COMMITTEE AGENDA Wednesday June 11, 2003 GOLF COURSE CLUBHOUSE Call To Order and Roll Call 1. Call to Order 2. Roll Call Staff Reports Minutes of Previous Meeting New Business 3. Golf Course Report Old Business 4. Cedar Wetland Improvements Call For Additional Items Adjournment Report on Ice Damage at the McCall GC By Dan Pillard, CGCS, CA Director of Golf and Parks Operations City of McCall Annually we monitor the turfgrass conditions undemeath the snowpack. This is done annually around Mid March. This year we checked on March 10`h. At that time we discovered a 4" to 6" layer of ice under two feet of snow. For the last five years we were able to dig down all the way to the turf through soft snow. Each year we discovered the turf was in excellent shape with good green color. During the last five years we allowed the snow to melt naturally which occurred around the end of May. After discovering the ice layer, several test holes were dug on several different greens. We determined the ice layer was consistent throughout the golf course, mainly on green surfaces. Within these test areas, we broke the ice to examine the condition of the turf. The turf produced a strong odor which indicated the presence of trapped gases, limiting gas exchanges between the turf canopy and the surrounding atmosphere. Shortly after this discovery research was done to determine the effects of extended ice covers and its relationship to the survival of creeping bentgrass. Expert opinion vaned from 127 days to 60 days for the ice to create permanent damage on bentgrass, and 60 to 40 days for damage to annual bluegrass. Our greens contain 30-40% annual bluegrass. The following contacts were made: • Dr. Joseph Dipaola, Ohio State University Syngenta Corporation • Dr. Rock Gaussion, University of Nebraska • Dr. Tony Koski, Colorado State University • Dr. Joe Vargas, Michigan State University • Dr. Mike Stafford, United Horticultural Supply • Charles Golob, Research Specialist, Washington State University • Jeff Spangler, Director of Agronomy, Troon Corporation • Jeff Jackson, Technical Representative, Simplot Turf • Matt Nelson, USGA Agronomist, Northwest Region • Bob Vareck, USGA Agronomist, Northcentral Region • Steve McCarley, Superintendent, Meadowcreek Resort, New Meadows, ID • Rick Moony, Superintendent, Whitetail Club, McCall, ID • Steve Maas, CGCS, The Valley Club, Haley, ID • Ken Zimmerman, Superintendent, Sun Valley Resort, Sun Valley, ID After contacts were made and the gathering of information completed, the course of action was determined. First we had to determine when the ice was formed and how long it has been there. We checked the local weather records and observations. Last year, during the first two weeks of November the McCall Area experienced a very hard freeze with little snowfall. This continued through the month. At that time the ground was frozen near the surface at significantly higher than normal levels. A following period of snowfall combined with alternate freezing and thawing periods led to a buildup of an ice layer on the surface. Our greens were built like most greens, constructed and located in a way to hold moisture more efficiently than a fairway or tee area. The surrounding mounding, collars and controlled perched water tables contributed to a virtual ice rink on our green surfaces. We believe the ice formed late in November or in Early December. After concluding when the formation of the ice cover occurred, we determined that when the ice was discovered on March 10t, we were approaching critical levels for the survival of creeping bentgrass and annual bentgrass. We continued to check the underlying turf daily from March 10-24t . The turf showed some decline in color and odor during this time. The consensus of the experts was that the ice would kill a significant portion or the entire green surface if we leave it until natural melt off in early May. The main cause of death due to ice covers is the excess accumulation of toxic gasses, mainly carbon dioxide, cyanide and oxygen. Another consideration was the exposure of the turf to freezing and thawing conditions after the removal of the ice. Winterkill or crown hydration will occur to the exposed turf without protection. During these alternate freezing and thawing conditions, ice crystals form inside cell walls and expand due to freezing. The expansion ruptures the membranes and draw moisture from the cell causing death. The decision was made to remove the ice and take a chance on saving as many crowns as possible. With crowns, the turfgrass will recover, even if the leaf blades are dead. The survival of the crowns can be enhanced significantly with synthetic greens covers. These specially designed covers keep heat in during daylight and help protect the plant from frost and ice at night. At the McCall Golf Course we removed over two feet of snow over the ice layer. We removed the snow on 6 greens on March 21 st, 8 greens on March 22"d, 7 greens on March 23`d, and 7 greens on March 24`h The first greens exposed showed some color which led us to expect them to be saved. During the last two weeks we have had multiple freeze/thaw periods that have damaged the many green crowns we had two weeks ago. We took a trip to Meadowcreek Resort, where they are using green covers. They looked at our greens and commented that their greens looked like ours before they covered them. Some of the greens we looked at were completely grown in. New meadows is about three to four weeks ahead of us with weather. At this point we recommend covering the greens along with an extensive overseeding program designed to enhance as much growth before Memorial Day. The following measures can be made to minimize damage under similar conditions, the McCall Area experiences these conditions about every 15 years. Steps to manage greens in the McCall Area. • Monitor ice forming conditions beginning at two week intervals after significant snowfall. • Determine the average natural melt off date and use that as a reference for acceptable durations of ice cover. • If significant ice forms prior to January, remove the ice and recover before any thaw periods. • Utilize green covers as a tool for cold weather turf management. • Do not expose turf before Late April, Early May or until low temperatures are above freezing. • Increase carbohydrate levels prior to dormancy. Steps made in 2003 • March 21-24, removal of snow to facilitate ice removal. • March 24-31, warming trend melted ice. • Greens show promise with color, color may have been preserved with ice cover, masking damage. • April 1-15, alternate freeze/thaw periods turn greens off color. • Staff recommends overseeding the greens when soil temperatures reach 59 degrees. • Staff recommends using covers to speed up the recovery process before opening in late May. Summary In summary, staff supports the decision to remove the ice. Staff decided to leave areas to test by leading untouched sections on some greens. These test areas will help reinforce our decision. While it is always easy to second-guess decisions, no one can predict exact weather conditions or environmental stresses. The best thing one can do is to take experiences like this, learn as much as possible, do research and formulate a plan to enhance our ability to manage turf in this unique climate. Staff recommends the use of turf covers as a valuable tool in the management of bentgrass, in this climate. Staff recommends utilizing the above procedures to aid in the prevention of future occurrences. Special Meeting GOLF COURSE ADVISORY COMMITTEE AGENDA Thursday, April 24th, 2003 5:00 PM CLUBHOUSE Call To Order and Roll Call Call To Order Roll Call Public Requests or Comments Staff Reports Allan Morrison, PGA Professional Dan Pillard CGCS New Business Report on Ice Damage -Greens Recovery Program Old Business Equipment Replacement Program Update Call For Additional Items Adjournment RESOLUTION NO. 04-02 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MCCALL, IDAHO, RELATING TO THE FEES TO BE CHARGED AT THE CITY OF MCCALL'S GOLF COURSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of McCall's Golf Course provides services and use of the golf course to the community; and WHEREAS, the City of McCall's Golf Course charges a fee for services and use of the golf course; and WHEREAS, the fee schedule for the golf course requires updating; NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF MCCALL, Valley County, Idaho that: Section 1: Refer to McCall City Code 8-15-1 for definitions. Section 2: Fees: ANNUAL SEASON PASSES: Regular $525.00 College Students (under age 25) $190.00 Junior (under age 18) $ 75.00 Al - TN Lao. 00 9 HOLE RATES: Junior $ 10.00 Weekend/Holiday* $ 25.00 Weekday $ 18.00 18 HOLE RATES: Junior $ 20.00 Weekend/Holiday* $ 35.00 Weekday $ 29.00 *Weekend denotes Friday through Sunday SPECIAL RATES: Unlimited Weekend (after 2 pm) Twilight Weekend (after 5 pm) Friday and Saturday (after 2pm) League Play with Discount Unlimited Weekday (after 2pm) Twilight Weekday (after 5pm) Jmw rAn"1L-N $ 30.00 $ 26.00 $ 26.00 $ 12.00 $ 25.00 $ 20.00 Resolution No. 04-02 Adopted by Council April 8, 2004 Page 1 of 2 TRAIL FEES: Trail fee --season Trail fee --day LOCKERS: Season $225.00 $ 25.00 $ 35.00 DISCOUNTS**: Local Discounts (Advertised Specials) Up to 25% Groups 12-24 Up to 10% Groups of 25 or more Up to 15% **Discounts at the discretion of the Head Professional The Head Professional, with the concurrence of the Director of Golf Operations or City Manager, may offer additional discounts as follows: Additional 5% group discount if the group schedules a meal with their outing. Greens fee discounts up to 50% from the start of the season until June 15th and after September 15th. The City Manager may approve requests made by the Head Professional for additional reductions in fees at any time during the season to encourage additional play. Section 3: Refer to McCall City Code 8-15-1 through 8-15-2 for policies. Section 4: That this resolution shall be in full force and effect upon its passage and approval. Passed and approved this 8th day of April 2004. CITY OF MCCALL Valley County, Idaho Kirk Eimers Mayor ATTEST: Tina Clark Deputy City Clerk Resolution No, 04-02 Adopted by Council April 8, 2004 Page 2 of 2 City of McCall Date: March 10, 2003 To: City Council Cc: Dan Pillard, Golf Course Advisory Committee From: Robe rope, City Manager RE: Rates At a special meeting of the Golf Course Advisory Committee, the GCAC moved to recommend the revised rate structure attached to this memorandum. The structure streamlines the rates and is fully supported by staff. The recommendation includes some significant changes from previous years' rates, to include a $50 reduction in the season pass to the 2001 season amount of $450. The hope is that we will encourage more people to purchase the season pass and provide a solid support base for the course. The creation of a special weekday rate of $15 after 2 pm is a great incentive for local golfers to play more rounds. One of the hopes of the GCAC proposed local rate was to increase play by local golfers and to foster more of a sense of ownership and loyalty. This new rate should be very attractive to the target group, achieving some of the objectives of the local rate. In an effort to encourage more play by families and young people the season pass rates for juniors was cut to $60 for those 18 and under, with a rate of $1.00 per hole for all play by juniors who do not have a season pass. The end result is a rate structure of 9 rates, as opposed to the 19 variations last year and 11 for previous years. The GCAC will work with staff and the new head pro on establishing base line data for use in analyzing fee proposals in the future. They will also renew discussions on the merits of a more family friendly course. The GCAC remains committed to the concept of a local rate, and will continue refining their position for possible implementation in the 2004 season. They are also still interested in an early pass purchase, potentially implanting it late this season for the 2004 season. We will develop a press release and have the new rates published prior to the public hearing in March. The last page shows the original committee and staff recommendations for comparison purposes. City of McCall GCAC Recommended Rate Structure: 9 HOLE RATES: Junior $ 9.00 Weekend/Holiday* $ 20.00 Weekday $ 15.00 18 HOLE RATES: Junior $ 18.00 Weekend/Holiday* $ 32.00 Weekday $ 28.00 SPECIAL RATES: Friday and Saturday after 2 pm $ 26.00 League Play with Discount $ 11.00 Monday through Thursday After 2 pm $ 15.00 PASSES: SEASON $ 450.00 COLLEGE STUDENT UNDER 25 $175.00 JUNIOR (18 AND UNDER) $ 60.00 OTHER RATES: Trail fee --season $ 200.00 Trail fee --day $ 20.00 Locker rental --season $ 30.00 *Weekend=Friday through Sunday 2 City of McCall Date: March 5, 2003 To: Golf Course Advisory Committee (GCAC) Cc: Dan Pillard, Director of Golf and Parks Operations From: Robert Strope, City Manager RE: Golf Course Fees —follow up In an effort to help focus our discussion today, I would ask that we first confirm our agreement on the following points: 1. It would have been better to meet with the GCAC prior to the Council meeting to discuss the different views on fee structure in more detail. 2. We all support giving the head pro the ability to provide discounts to increase play. 3. We all share the goal of increasing revenues. With that said, I hope we can plan on answering the following questions before the end of the meeting in this order: a. Did we miss any fees in the structure that should be added? b. Does the GCAC still intend to recommend a discount for early purchase of season passes? (staff remains committed to opposing this for the reasons presented) c. Should we decrease the cost for student/junior passes significantly in an effort to encourage play by youth, perhaps to $60 as one member of the City Council suggested? (staff supports a reduction, to somewhere between $60 and $80 without regard to residence) d. Does the GCAC still intend to recommend a local rate? (staff remains committed to establishing baseline data and not creating a local rate without the ability to track impacts; staff supports working with the head pro to gather information on our golfers to help quantify the groups that would be affected; staff supports the concept of a card used to identify those eligible as the best method for implementing this type of program in future seasons, assuming information collected indicates merit in making the change and the cost of the card pays for the labor and materials to make it happen; City Manager supports reductions in off-peak M-Th 18 hole rates and M-Th 9 hole rates in an effort to provide incentive for locals to increase play) City of McCall On a related note, I will continue to work on getting as much data from Mike Buss to aid in our efforts to determine who our golfers are so we can better market the course. Regardless of what we do with rates, the key to success is to get the word out so people can vote with their wallets on the rate structure. This means a marketing plan. The first step is a press release outlining the changes, specifically we should make a big deal about cutting the season pass rate. If we make changes in the M-Th rates, we tout that as a way to acknowledge the importance of our local golfers. I believe we can say with confidence that the majority of our patrons during the afternoons those days, as well as the majority of 9 hole patrons, are locals. With that in mind, it would be a fair statement to say that changing those rates is intended to benefit that key group. Equally important is the fact that we have data on the number of rounds played last year during those times, and it was a small percentage of the greens fee rounds. By reducing prices we can measure the impact over the coming season to see if it worked. I am confident we will increase rounds across the board, but if we show a higher percentage of increase for those times, we can declare success. I have brought equipment along that will allow us to input different rates and assumptions to see the impacts on total revenues, a number of you have already seen some of the data. I asked our City Attorney if we can include in the resolution on fees that I have the authority to reduce fees at any time during the golf season by up to 50% to encourage additional play, she confirmed that we can. This would be in addition to the discounting the GCAC recommends. I am confident the Council would approve this recommendation. This could be huge in terms of reacting to changing situations, providing a level of flexibility that we haven't had in the past. The other thing that we need to do some work on is answering the question of how we make the course more friendly to families that Mayor Colton has asked a number of times. There are several aspects to this, so it may be something the GCAC should take up at a later time. One idea would be to make Wednesday afternoons family day —reduced rates, no requirement that kids pay or play. This would require a change in City Ordinance I believe, given the prohibition of non -players on the course. I think the first questions to answer are do we want to make it more family friendly, what does family friendly mean, and then how do we do that. 2 Year 18 Holes 9 Hales Twilight Greens Fee Rounds Pass Rounds Toumey Rounds Total Rounds 92 12191 3650 15841 16280 3944 36065 93 11513 3239 14752 13910 3698 32360 94 10335 3401 13736 14405 3878 32019 95 9758 2562 12320 10933 4178 27431 96 9671 4465 14136 11817 3986 29939 .. 97 8652 4214 12866 10409 3090 26365 98 8460 3760 1978 14198 11190 3888 29276 99 9556 6215 533 16304 12198 3972 32474 2000 9156 4863 2482 16501 13824 4090 34415 2002 8564 4527 2638 15729 7048 2906 25683 Averages: 9921 4041 1664 15627 12774 3858 30603 Average Percent of Total: 32% 13% 5% 42 % 13 • Golf Course Season Pass Analysis 1999-2002 High Law Staff Recommended Rates HighStaff Revenue Low Staff Revenue GCAC local Revenue GCAC Non -Local Revenue Total Pass Sales FY 1999 FY 2000 FY 2001 est FY 2002 FY 2003 est FY 2003 est Regular 243 277 260 171 299 270 $ 450 S 134,550 $ 121,500 M-F 21 24 23 MDSD 90 98 94 53 80 60 $ 85 S 6,800 $ 5,100 College 22 46 25 24 31 24 $ 175 $ 5,425 S 4,200 _ Junior 7 12 12 17 12 30 S 150 $ 1,800 $ 1,500 $99 Discount 266 Total Projected Pass Revenues: $ 148,575 $ 132,300 Historical Revenues From Pass Sales: Regular $97,200 $114,955 $117,000 S85,500 $134,550 $121,500 M-F $6,300 $7,200 $3,795 MDSD $6,750 $7,350 S7,990 $4,770 $7,200 $5,400 College S3,410 $7,130 $4,125 $4,200 $5,115 $3,960 Junior S1,050 $1,800 $1,920 $2,890 $1,800 S1,500 S99 Discount $26,334 $99 Discount lacl Rounds $29,007 Totals $114,710 $138,435 $134,830 $152,701 S148,665 $132,360 Tournament Round Income Projections: $ 38,582 $ 38,582 GCAC Non- Local Rate GCAC Local Rate Regular $400 $415 S450 $500 $450 S425 450 Early Purchase $425 $400 M-F S300 S300 $165 _ MDSD $75 $75 $85 $90 85 College $155 $155 $165 $175 $165 175 Junior $150 $150 $160 $170 $150 $80 150 $99 Discount $99 $99 Discount Ind Rounds 50 percent GCAC Non- Local Rate GCAC Local Rate Staff Recommended Rates: Staff Revenue Anticipated Percent of rounds by times Green Fen 1999 2000 2001 2002 2003 2003 2003 9 hale M-TH S13 $13 $15 $16 S16 S 14 $16 $34,748.45 14 9 hole (after 5pm) M-TH S9 $10 SH $ 11.00 $6,852.13 4 18 Hole M-TH 524 524 $26 $28 $28 S 24 $ 28.00 $79586.82 18 18 Hole after 2pm M-TH $18 $18 $24 $20 $20 $ 16 S 20.00 $15,458.77 5 Twilight after 6pm SU- TH $17 S24 $11 S31 S 9 $11 $21,977.08 13% Junior 9 hole M-TH $10 Junior 18 hole M-TH $15 18 Hale FSU $28 $28 $30 S32 $32 S 28 $32 $131,745/5 26 9 hole F-SU/Holidays S15 S35 $18 S20 $20 S 18 $20 546,51539 15 9 holes (after 5pm FSA) $11 $12 S20 9 holes (after 5pm SU) 59 S10 18 hole after 2pm F- SU/Holidays $22 522 $24 S26 $26 S 22 526 $20,173.89 5 Junior 9 holes F- SUBolidays $14 S14 Junior 18 holes F- SU/Holidays $20 $20 Personal Carts (Trail Fees) Season $175 $175 $195 $200 $200 $ 200 $200 18 Hole S14 $14 $14 $14 S14 $ 14 $14 9 Hole $8 $8 S8 $8 $8 S 8 $8 Locker Rental (Season) $30 S30 $30 S30 $30 S 30 S30 High Law Projected Greens Fee Revenues: $357,057.76 $357,057.76 Projected Tournament Rounds Revenues: S 38,582 $ 38,58E Projected Pass Sales Revenues: S 148,575 S 132,300 Projected Total Revenues: $544,214.98 $527,939.98 Golf Course Season Pass Analysis 1999-2002 High Low Total Pass Sales FY 1999 FY 2000 FY 2001 FY 2002 FY 2003 est FY 2003 est Regular 243 277 171 299 270 M-F 21 24 MDSD 90 98 53 80 60 College 22 46 24 31 24 Junior 7 12 17 12 10 $99 Discount 266 Total Pass Revenue Regular $ 97,200 $ 114,955 $ 85,500 $ 134,550 $ 121,500 M-F $ 6,300 $ 7,200 MDSD $ 6,750 $ 7,350 $ 4,770 $ 7,200 $ 5,400 College $ 3,410 $ 7,130 $ 4,200 $ 5,115 $ 3,960 Junior $ 1,050 $ 1,800 $ 2,890 $ 1,800 $ 1,500 $99 Discount $ 26,334 $99 Discount Incl Rounds $ 29,007 Totals $ 114,710 $ 138,435 $ 152,701 $ 148,665 $ 132,360 Total Pass Cost Regular $ 400 $ 415 $ 450 $ 500 $ 450 M-F $ 300 $ 300 $ 165 MDSD $ ' 75 $ 75 $ 85 $ 90 $ 90 College $ 155 $ 155 $ 165 $ 175 $ 165 Junior $ 150 $ 150 $ 160 $ 170 $ 150 $99 Discount $ 99 $99 Discount Incl Rounds 50 percent Golf Revenues Rate Projections ! ! | | |� ! ! § ; � ! | ! ! F. ! | 24 | | ) } | ! | ; ! | ; } | | � \ p, . 30.311, 111,1111 Mind )§Bj , | § A §i ............. . , ! )1 .... ............. . . ....... . . ) al „ .. . . !t \l .. .. _ . � | § . !;! ) I ! !!; . / . ... . 1 , •,, )! . ... / gj \§ . •,• ! ... . : n'a A! ig ,01,lir -,.,4a; J !] aP ) §§ A .j ! ;| 1,f j /| § P. !! | � R. a; § , ! e , � , tfb ) � ! !• � } \ | 4, | { ! § � {! ! � 4! |� �i !• Special Meeting GOLF COURSE ADVISORY COMMITTEE AGENDA WEDNESDAY, March 5th, 2003 12:00 Noon CLUBHOUSE Call To Order and Roll Call Call To Order Roll Call Public Requests or Comments Old Business 2003 Season Rate Structure Call For Additional Items Adjournment City of McCall Date: February 27, 2003 To: Roger Snodgrass, GCAC Member Cc: Todd McKenna, Chairman, GCAC, Robert Strope, City Manager From: Dan Pillard, Director of Golf and Parks Operations RE: Golf Course Rates Roger, please be informed that I am 100% behind the City of McCall with our new golf course rate proposal. Recently Robert Strope, City Manager, Allan Morrison, Golf Professional and I had reviewed the recommended rate schedule from the GCAC. Although I believe our committee has shared previous success in our assumptions with discounted season pass rates, our City Management Team feels that without solid statistical data we are not willing to take risks with creative discounting. We opted to give local incentives and discounts through advertising in lieu of a local rate schedule. With Allan Morrison on board there are many transitional problems he has to deal with. At this time we feel the need to minimize any distractions to him, such as the ones he will experience while trying to establish a local rate program. We desperately need to replace equipment and to complete some course improvements. If we do not meet our revenue expectations, we will not be able to improve the golf course, which ultimately is our best marketing tool. Allan and I are committed to compiling the support data needed for future reference material. I value your input as a member of the GCAC and will need your assistance in the future as we will be assessing the equipment modernization plan and the many capital improvement projects. We will need to continue to provide a desirable product for our customers and to compete with the growth of golf in Valley County. Please refer to the attached memo and rate sheet for further information. We are going to schedule a public hearing for discussing golf course rates. Please feel free to attend this public hearing. If you would like to review public records, please contact the City Finance Director, Barbara Bauer, she will give you a public records request form to fill out. February 27.2003 To: Dan PiBard, Director of Golf and Parks Operations cc: McCall City Council Members, Robert Strope, City Manager, Todd McKenna, GCAC Chairman, GCAC members From: Roger Snodgrass, Concerned Golfer Dan: Thanks for the memo dated February 27, 2003 addressing some of my concerns related to the Golf Course Advisory Committee's 2003 rate schedule recommendations to the City CounciL However, I still have some questions relating to the Golf Course Rates memo dated February 21, 2003 that you allegedly wrote to the City Council Paragraph one: States that "I must make the best recommendation to the Council based on good business practices, and that only with good data can you make good decisions." What happened to the data that Mike Buss was required to provide to the City according that Professional's contract with the City of MCCaIL Is it a good business practice for the City to pay the entire amount of the contract before getting all of the data listed in the contract. Is it good business practice for the City to accept the data without checking the data for accuracy and completeness. H this had been done, the City would have more data to make sound business decisions. Paragraph two: At the GCAC meeting on February 19, 2003, Allen Morrison, the new Golf Course Professional said he could handle the new local rates as propose. Paragraph three: Mike Buss also had a Point of Sale System, but the City does not have adequate data to make good business decisions. The City will have to implement contractual controls to ensure that the data is accurate and complete, no matter who is providing the data. Paragraph four: Please explain why it would be a good business practice to REQUIRE the purchase of season passes the prior September. Why would you be risking $15,000 in season pass revenues if an early purchase discount program were to be adopted. Dan, I will continue to support you, the GCAC, and the McCall Golf Course in any way possible. Thanks, Roger City of McCall Date: February 21, 2003 To: City Council Cc: Golf Course Advisory Committee, City Manager From: Dan Pillard, Director, Golf and Parks Operations RE: Golf Course Rates After carefully considering the Golf Course Advisory Committee's recommendation, I am recommending the City Council not adopt the Committee's recommended fee structure. Ultimately I am the person most responsible for the success of the City's Golf Course and feel that I must make the best recommendation to Council based on good business practices, and that only with good data can you make good decisions. Listed below are my reasons: We are about to enter a season with a new professional, the second in two years, and any additional changes that will create distractions should be avoided. The major change the Committee seeks is the establishment of a local rate. While I agree that attempting to increase play and a sense of ownership of the McCall Golf Course are important to our continued success, doing so at this time is not in our best interest. We have no data to evaluate the impacts, or projected impacts of such a change. We do not know how many of our golfers are local and how many are not. Allan Morrison, our new professional, will have a Point of Sale system that tracks the level of detail we need to have good data to make sound decisions. Until we are able to establish the baseline data that answers these questions, we will not be able to measure success when we do make changes in rates that differentiate between locals and non -locals. I would recommend we defer implementation of this type of rate structure until at least the end of the coming season to allow for the creation of baseline data so we can measure success in the future. City of McCall Early Purchase Discount: we sell less than 300 season passes, and to reduce the fee as the GCAC recommends, we would have to sell an additional 40 passes to recoup the lost revenues. If we were able to use the funds for several months, as Brundage Mountain does with their $199 season pass, perhaps it would make sense. However, the short period between the date the season opens and the date the GCAC wants to use for the discount, we would certainly lose money. If we were able to require purchase in September for the following season, it could be a viable option. I am unwilling to risk over $15,000 in season pass revenues at this time. When we sold season passes for $450, we had 299 sales. Last year the $500 pass, coupled with the $99 discount, resulted in lower season pass revenues. Given the number of rounds played was down significantly across the industry, we are unable to draw any definitive conclusions about the success or failure of the $99 pass. I do not think we need to reduce the pass cost lower than $450, but do think that reverting to the $450 pass would be a prudent change. I think it is vital to allow the new professional to offer discounts during off peak times to generate play that we would otherwise lose. I support the Golf Committee's recommendation regarding discounts, with the added provision that either I or the City Manager approve the discounts in advance. I believe this will address some of the GCAC's desire to give the locals more incentive to play while filling off peak times, allowing everyone to benefit. I have included for Council review the rates from the last two years, the Golf Advisory Committee's proposed rates, and my alternative proposal. I will inform the Chair of the Golf Advisory Committee of my decision and ask him to attend the Council meeting to respond to questions Council may have on the different structures. It is my hope that I will be able to continue to work effectively with the members of the Golf Committee, despite our different views on this subject. I will also support Council's decision on the fee structure. Given there are new fees proposed, we will schedule a public hearing for formal adoption. 2 Committee proposed Committee Proposed Staff Proposed Actual Actual Regular Local Rate Greens Fee 2001 2002 2003 2003 2003 9 hole M-TH $ 15 $ 16 $ 16 $ 14 $ 16 9 hole (after 5pm) M-TH $ 10 $ 11 18 Hole M-TH $ 26 $ 28 $ 28 $ 24 ? 18 Hole after 2pm M-TH $ 24 $ 20 $ 20 $ 16 ? Twilight after 6pm SU-TH $ 24 $ 11 $ 11 $ 9 $ 11 Junior 9 hole M-TH $ 10 Junior 18 hole M-TH $ 15 18 Hole F-SU $ 30 $ 32 $ 32 $ 28 $ 32 9 hole F-SU/Holidays $ 18 $ 20 $ 20 $ 18 $ 20 9 holes (after 5pm F-SA) $ 12 $ 20 9 holes (after 5pm SU) $ 10 18 hole after 2pm F- SU/Holidays $ 24 $ 26 $ 26 $ 22 $ 26 Junior 9 holes F- SU/Holidays $ 14 $ 14 Junior 18 holes F- SU/Holidays $ 20 $ 20 Season Passes Regular $ 450 $ 500 $ 450 $ 425 $ 450 If purchased prior to 4/1/03 $ 425 $ 400 eliminate College Student (Age 19 to 25) $ 172 $ 175 I _ a 14 J • Junior (Age 18 & Under) $ 170 $ 150 $ 80 $ 150 M-TH (excluding Holidays) MDSD Student $ 85 $ 90 5cimidAT(s $ 90 Students -Out of Area $ 160 if, Discount (1/2 off green fees) $ 99 eliminate eliminate eliminate Personal Carts (Trail Fees) Season $ 195 $ 195 $ 200 $ 200 $ 200 18 Hole $ 14 $ 14 $ 14 $ 14 $ 14 9 Hole $ 8$ 8$ 8$ 8$ 8 Locker Rental (Season) $ 30 $ 30 $ 30 $ 30 $ 30 GOLF COURSE ADVISORY COMMITTEE AGENDA Wednesday February 19, 2003 5:30 P.M. GOLF COURSE CLUBHOUSE Call To Order and Roll Call 1. Call to Order 2. Roll Call Staff Reports Minutes of Previous Meeting 3. Minutes of January 8th, 2003 Meeting New Business 4. FY 03 Season Rate Structure Old Business Call For Additional Items Adjournment GOLF COURSE ADVISORY COMMITTEE MINUTES January 8u', 2003 Attending: Lynn Edwards -Swanson Roger Snodgrass Dan Pillard Robert Strope Dari McKim • Marc Rhoades Bob Giles Max Williamson Minutes: It was moved and seconded, passed unanimously to approve the minutes of the December 11'h, 2002 meeting as written. Public Requests or Comments: Lem Malone — Commented that the Yacht Club is interested in sponsoring a golf tournament for the Sabala Foundation to be used to fund the new ice rink. Staff Reports: Dan Pillard reported: • Staff is completing equipment repairs on cutting units and golf course equipment fleet. • A plan is being developed for the replacement of equipment. New Business: Robert Strope reported: • Golf professional candidates were selected from the short list of candidates received during the selection process last year. The final candidates were: Kevin Burton, Allan Morrison, and Ray Center. • The final candidates will give a presentation to City Council. • Assumptions on the last contract were $200,000 for food/beverage sales. In FY 02 the City received $146,000 in revenue. The city will look at lowering the contract amounts based on the FY 02 figures. The city lost money plus paid bonuses. When the revenue threshold is under $175,000 there is no reward for the city. • Would like to see the Golf Professional recommend the fee structure to the Golf Course Advisory Committee. This due to his operation being tied into profits and day to day control. • Recommended a local rate instead of a resident rate because of the issue of city limits and taxes. • Requested the committee to sponsor a new pro welcome party. Old Business: • Roger Snodgrass would like to see the development of tools needed to market the golf course. • Requested that when reviewing the rates to not discount the prime -tee times that are already filled. Submitted By: 1 or» in14—