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GAC Minutes 2005 01/12GOLF COURSE ADVISORY COMMITTEE MINUTES January 12th, 2005 Attending: Hank McCauley Roger Snodgrass Marc Rhoades Minutes: Judy Van Komen Bob Giles Allan Morrison Lindley Kirkpatrick Bill Robertson Dan Pillard It was moved and seconded, passed unanimously to approve the minutes of the December 8th, 2004 meeting as written. Staff Reports: Allan Morrison reported: all tournaments will be grandfathered into next season during the same respective weekends and there will be minor increases within the restaurant operation, such as the price of cigarettes and small ticket items. Dan Pillard reported: over 35 cuttings were sharpened. Staff will submit a requisition for the purchase of two rough mowers for a total of $28,000, incurring a budgeted lease payment of $6,816 annually. New Business: Dan Pillard provided a copy of the rate structure used to prepare the city budget along with an analysis of revenues, season passes (see attachment) the committee discussed the increased rates and the consensus was: • Lower rounds were due to fall -out from 2002 service, increased competition with more courses and course conditioning with emphasis on greens quality. • Dan Pillard emphasized greens quality should be a priority for the 2005 season and over the last eight years the infrastructure improvements should start to pay-off; the project schedule will be less off thus allowing a more efficient use of the crew for course maintenance with improvements in place. • Dan Pillard mentioned that due to the ice damage, an increase in greens aerification along with a topdressing program will help manage the layered structure of the under lying soil. Marc Rhoades mentioned that scheduling and informing the public will help lessen disappointment while the greens are aerated. • After reviewing the rate structure the committee would like to utilize the discount pass that was successful during the 2002 season. Criteria involved; discounting rounds all of the time or from Monday -Thursday, or on weekends after 1pm as to not discount prime tee -times that might be filled at full price. Dan Pillard mentioned that the discount pass in 2002 was a Monday -Thursday and calculations were based on that. • Committee decided on recommending the discount pass is utilized at all times. It was moved and seconded to recommend to the City Council the proposed rate structure (see attachment). Old Business: Dan Pi!lard presented a copy of the GCAC Mission Statement, committee decided to table the review of the mission statement until the March GCAC Meeting. Adjournment GCAC Recommended Rates* 9 HOLE RATES: 2004 2005* Junior $10.00 $12.00 Weekend/Holiday* $25.00 $28.00 Weekday $18.00 $20.00 Family Night - Sunday After 5 pm** $10.00 $15.00 Additional 9 $12.00 18 HOLE RATES: Junior $20.00 $22.00 Weekend/Holiday* $35.00 $38.00 Weekday $29.00 $32.00 SPECIAL RATES: Unlimited Weekend After 2 pm $30.00 $32.00 Twilight Weekend After 5 pm $26.00 $28.00 League Play with Discount $12.00 $15.00 Unlimited Weekday After 2pm $25.00 $26.00 Twilight Weekday After 5pm $20.00 $22.00 PASSES: SEASON $525.00 $580.00 DISCOUNT PASS (1/2 off Green Fees) $199.00 MONDAY - THURSDAY $400.00 $450.00 COLLEGE STUDENT UNDER 25 $190.00 $195.00 JUNIOR (18 AND UNDER) $75.00 $75.00 OTHER RATES: Trail fee --season $225.00 $250.00 Trail fee --day $25.00 $25.00 Locker rental --season $35.00 $38.00 City of McCall Preliminary Budgeted Rates 9 HOLE RATES: 2004 2005 Junior $10.00 $12.00 Weekend/Holiday* $25.00 $28.00 Weekday $18.00 $20.00 Family Night - Sunday After 6 pm** $10.00 $15.00 18 HOLE RATES: Junior $20.00 $22.00 Weekend/Holiday* $35.00 $38.00 Weekday $29.00 $32.00 SPECIAL RATES: Unlimited Weekend After 2 pm $30.00 $32.00 Twilight Weekend After 5 pm $26.00 $28.00 League Play with Discount $12.00 $15.00 Unlimited Weekday After 2pm $25.00 $26.00 Twilight Weekday After 5pm $20.00 $22.00 PASSES: SEASON $525.00 $600.00 MONDAY - THURSDAY $400.00 $450.00 COLLEGE STUDENT UNDER 25 $190.00 $195.00 JUNIOR (18 AND UNDER) $75.00 $80.00 OTHER RATES: Trail fee --season $225.00 $300.00 Trail fee --day $25.00 $30.00 Locker rental --season $35.00 $38.00 MEMO: From: Dan Pi!lard, CGCS, CA Director of Golf Operations To: GCAC Members, Management Committee Members and Staff Members RE: 2005 McCALL GOLF COURSE RATES Attached are: • Historical Revenue • Historical Rounds • Season Pass Analysis • Rates Analysis • 2004 Rounds • 2004 Rates Notes: a majority of the 18-hole rounds were lumped together to include discounts, weekends and weekdays. Given that, I created a formula to calculate an estimate of revenue by averaging the rates then applying a multiplier. Many rounds were discounted, ADD 9 is discounted 9-half rounds at $10. In the season pass analysis, the discount pass option is $199, with 1/2 off green fees, using the same volumes received in 2002 when the $99 pass was offered. Season Pass Analysis has 4 scenario's 1. Leaving everything the same as last year 2. Slight increase 3. Full Increase 4. Full increase with a discount pass option and 1/2 off green fees Rate Analysis has increases are across the board Please email or bring opinions/ideas to the next GCAC Meeting on 1/12/05, 5:30 PM at the GC Clubhouse. The rate structure has to be set by Thursday, January 20th in order to meet the deadline for the January 27th City Council Meeting. Note: a public hearing process may be required as well as a new green fee resolution. 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Z661. 1a101 Aewnol ssad 1u6111m1 salmi 6 salmi 81, aaaA uno� leopols!H Gam° IIaoon Golf Course Season Pass Analysis 1909-2004 Total Pass Sales Regular 1/2 regular 5/1-7/1 1/2 regular 8/2-11/1 243 1/2College 8M-11n Junior $990ocount 21 QO 22 7 Est 2005-1 277 24 QB 260 23 94 171 B 233 210 3 25 19 21 2 1 46 13 24 16 24 17 266 9 SB %2 1 59 2 5 Total Pass Revenue 383 457 416 531 311 338 33 $97,200 1/2 regular 5/1-7/1 1/2 regular 8/2-11 /1 $114,955 $117,000 $85,500 $110,250 $90Oisnount $26,334 $4,18 $4/42 Total Pass Cost Regular 1/2 regular 5/1-7/1 1/2 regular 8/2-11 /1 $99Oiscount $99 Discount Incl Rounds $155 $150 $525 *172 $175 $190 $190 50 percent Est2005-2 Est 2005-3 Est 2005-4 / 210 210 171 ? 2 � 5 25 25 ) 10 19 ! 22 22 22 | 1 1 ) 59 59 59 266 � 338 338 518 ) $118.880 $126.000 $102.600 ) $566 $GUU / $7.075 $7.600 > $8.075 $8.550 / s4.290 s4.290 $4.290 . $97 $07 � $4.720 $4.720 $4.720 $52,934 $31,889 $143,683 $151.757 $196,433 $566 $GOO $600 $283 $300 *300 $283 $300 o300 $425 $450 *195 o195 $195 $80 $80 *80 $199 5Upancent Golf Course Rate Analysis 2004-2005 9 HOLE RATES: 2004 Quantity 2004 Total 2005 est Quantity 2005 Total Junior $10.00 489 $4,863 $12.00 489 $5,868 Weekend/Holiday* $25.00 181 $4,263 $28.00 181 $5,068 Weekday $18.00 $20.00 Average Weekend + Weekday $21.50 high rate + low rate/2 x .98013767441 = factor xgty 3859 $81,321 $24.00 3,859 $90,776 Family Night - Sunday After 6 pm $10.00 $15.00 Add 9 $10.00 289 $2,888 $12.00 289 $3,468 18 HOLE RATES: Junior $20.00 244 $4,855 $22.00 244 $5,368 Weekend/Holiday* $35.00 452 $15,201 $38.00 452 $17,176 Weekday $29.00 $32.00 Average Weekend + Weekday $32.00 high rate + low rate/2 x .9598965625 = factor x qty 6887 $211,546 $35.00 6,887 $231,378 SPECIAL RATES: Unlimited Weekend After 2 pm $30.00 64 $1,883 $32.00 64 $2,046 Twilight Weekend After 5 pm $26.00 38 $988 $28.00 38 $1,064 League Play with Discount $12.00 80 $960 $15.00 80 $1,200 Unlimited Weekday After 2pm $25.00 34 $850 $26.00 34 $884 Twilight Weekday After 5pm $20.00 73 $1,460 $22.00 73 $1,606 PASSES: Season $525.00 210 $110,250 $600.00 171 $102,600 1/2 Season Pass $275.00 27 $7,425 $300.00 Monday -Thursday $400.00 19 $7,600 $450.00 College Student Under 25 $190.00 22 $4,180 $195.00 22 $4,290 1/2 College Student Pass $95.00 1 $95 Junior (18 and under) $75.00 59 $4,425 $80.00 59 $4,720 Discount (1/2 off Green Fees) $199.00 266 $52,934 Discount Pass Rounds $11.55 2,761 $31,889 OTHER RATES: Trail fee --season $225.00 80 $17,750 $275.00 80 $22,000 Trail fee --day $25.00 32 $725 $30.00 32 $960 Locker rental --season $35.00 34 $1,190 $38.00 34 $1,292 Tournament (city) $10.00 2,724 $25,687 $10.00 2,724 $27,240 Member 18 8 $105 Totals $510,508 $613,827 20.2% Increase 2004 Rounds 9 HOLE RATES: Quantity Junior 489 Weekend/Holiday 181 Weekday Average Weekend + Weekday 3,859 Family Night - Sunday After 6 pm Add 9 289 18 HOLE RATES: Junior 244 Weekend/Holiday 452 Weekday Average Weekend + Weekday 6,887 SPECIAL RATES: Unlimited Weekend After 2 pm 64 Twilight Weekend After 5 pm 38 League Play with Discount 80 Unlimited Weekday After 2pm 34 Twilight Weekday After 5pm 73 PASSES: Season 6,573 1 /2 Season Pass Monday -Thursday 354 College Student Under 25 1 /2 College Student Pass Junior (18 and under) 59 Discount (1/2 off Green Fees) Discount Pass Rounds OTHER RATES: Trail fee --season Trail fee --day Locker rental --season Tournament (city) 2,724 Member 18 8 Totals 22,408 * $510,508/$22,408 = $22.78/Round 9 HOLE RATES: 2004 2004 Total Junior $10.00 489 $4,863.00 Weekend/Holiday* $25.00 181 $4,262.50 Weekday $18.00 Average Weekend + Weekday $21.50 high rate + low rate/2 x .98013767441 = factor x qty 3859 $81,320.55 Family Night - Sunday After 6 pm** $10.00 Add 9 $10.00 289 $2,888.00 18 HOLE RATES: Junior $20.00 244 $4,854.72 Weekend/Holiday* $35.00 452 $15,200.50 Weekday $29.00 Average Weekend + Weekday $32.00 high rate + low rate/2 x .9598965625 = factor x qty 6887 $211,545.85 SPECIAL RATES: Unlimited Weekend After 2 pm $30.00 64 $1,883.00 Twilight Weekend After 5 pm $26.00 38 $988.00 League Play with Discount $12.00 80 $960.00 Unlimited Weekday After 2pm $25.00 34 $850.00 Twilight Weekday After 5pm $20.00 73 $1,460.00 PASSES: SEASON $525.00 210 $110,250.00 1/2 SEASON PASS $275.00 27 $7,425.00 MONDAY - THURSDAY $400.00 19 $7,600.00 COLLEGE STUDENT UNDER 25 $190.00 22 $4,180.00 1/2 COLLEGE STUDENT PASS $95.00 1 $95.00 JUNIOR (18 AND UNDER) $75.00 59 $4,425.00 OTHER RATES: Trail fee --season $225.00 80 $17,750.00 Trail fee --day $25.00 32 $725.00 Locker rental --season $35.00 34 $1,190.00 Tournament (city) $10.00 2,724 $25,687.32 Member 18 8 $105.00 Total 2004 $510,508.44 Revised 11/13/96 as approved by City Council MISSION STATEMENT GOLF COURSE ADVISORY COMMITTEE PURPOSE: The Golf Course Advisory Committee is established to advise and make recommendations to the McCall City Council on matters pertaining to the operation and maintenance of the McCall Municipal Golf Course. DUTIES: THE COMMITTEE SHALL: 1. At least annually, review the fee schedule for golf activities and make recommendations to the City Council for each year's fees not later than January 10 of each year; 2. At least an annual review of the golf course marketing plan, prepared by the Golf Course Pro; for the subsequent year and make a recommendation on that plan to the City Council; 3. At least annually, review the Golf Course Rules and Regulations and make recommendations to the City Council should changes be necessary in the rules; 4. Review and make proposals for the development of physical facilities, major course alterations, and other permanent improvements to the Golf Course; 5. Shall review prior to Council consideration, the Golf Course Superintendent's annual budget request and annual work plan and make recommendations to the City Council for changes, additions or deletions; 6. Review the Golf Pro contract provisions and such other policy advisory tasks as may be deemed appropriate by the City Manager and City Council. STAFF: The Golf Course Superintendent shall serve as the staff to this committee. He will prepare committee minutes and have those minutes signed and entered in the City Council agenda in a timely fashion. Only following City Council action, will the City Manager authorize execution of committee recommendations. Staff shall assume responsibility for notifications and reminders of meetings and assisting the committee by undertaking research providing information and corresponding as necessary to develop the best possible recommendation for the City Council. MEETINGS TIMES/PLACES ETC.: The Committee shall meet not less than once a month, in a regular fashion on a specified day, time and place. Such day, time and place shall be recorded on the City calendar and otherwise published. CONDUCT OF MEETINGS: All meetings shall be open to the public and meetings shall not be held in any place to which the public is denied access. OFFICERS AND DUTIES OF OFFICERS: The Committee shall elect among themselves in March of each year, a Chairman and Vice Chairman. TERMS OF OFFICE: 1. The Committee shall consist of six (6) members. Appointments to the Committee shall be made by the Mayor with the concurrence and approval of the City Council and removed in the same manner. 2. MEMBERSHIP OF COMMITTEE, TERMS OF OFFICE The Golf Course Advisory Committee shall consist of six (6) members as follows: a. Two members representing the men's and women's Golf Associations respectively. Each Association shall select, elect or appoint an individual for nomination and convey that name in writing to the Mayor for submittal to City Council. Each Association will define the term for which their representative is to be appointed to the Committee. b. Three members at large: That these members be residents but not be limited to the City Limits of McCall; Requirements be year around residency and one of the following; Season or Life Time Pass Holder and or have an established I.G.A. Handicap at the McCall Golf Course. c. One designated representative from Spring Mountain Ranch by agreement with the City of McCall.