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Golf 2004/12/02GOLF COMMISSION MINUTES December 2, 2004 — 4:00 p.m. COMMISSIONERS PRESENT: CITY STAFF PRESENT: VALLEY CREST GOLF: CALL TO ORDER Chairman Gaby Vice -Chairman Wright Commissioner Kresal Commissioner Raab Commissioner Schultz Michael Lautenbach, Bob Johns, and Gail Barruga Craig Morrison, Superintendent Chairman Gaby called the meeting to order at 4:00 p.m. APPROVAL OF THE MINUTES Commissioner Schultz asked for clarification of the first sentence under First Quarter Financial Summaries. Michael Lautenbach provided the missing information. Vice -Chairman Wright stated in the discussion about having a fashion show at the clubhouse, that staff stated it had been 15 years since the last show. Commissioner Schultz made a Motion, seconded by Vice -Chairman Wright to accept the Golf Commission Meeting Minutes of October 28, 2004 as amended. Motion passed. ACTIVITY REPORTS A. Golf Operations Manager Update Michael Lautenbach stated there were no additional items. Commissioner Schultz asked about the delays from the company providing the drinking fountain? Michael Lautenbach stated it is difficult to find a company that provides a drinking fountains with a bottle filler attachment. The company we ordered it from stated that the fountain is on its way, however, it will not include the spigot for the refilling water bottles. When the bottle filler is delivered, Valley Crest will attached to the drinking fountain. Chairman Gaby asked about the two-way communication system at the Snack Bar. Michael Lautenbach stated the current window is tempered glass and not easy to drill a hole in it for two- way communication. Estimates to replace the window are approximately $5,000 or more. Another option is to have a microphone on both the outside/inside. GOLF COMMISSION MINUTES DECEMBER 2, 2004 Page Two Chairman Gaby asked about the condiment counter for use at Anaheim Hills Snack Bar during the hot summer months. Michael Lautenbach stated he requested a quote from U.S. Foods, the company that provided all the food service equipment, for a stainless steel counter or other counter material that will not become hot in the summer. Commissioner Schultz asked to remind the maintenance staff to be more aware and considerate of the golfers in performing their tasks (i.e. mowing and the use of blowers). Michael Lautenbach stated this issue is discussed at all weekly meetings at both courses. Michael Lautenbach stated to resolve several issues brought to the City by the Nohl Villas residents, a new hedge and irrigation system was installed at the south end of the Anaheim Hills parking lot and the Nohl Villas. B. Course Condition Report Michael Lautenbach reported the unseasonable heavy frosts had not helped the appearance of the golf courses. It has affected the scheduling of the helicopter fly over at Anaheim Hills of the golf course for the 30 minute video will be rescheduled. However, the video company will go ahead and film the clubhouse and an outdoor wedding/holiday party. Chairman Gaby asked if the golfers waited until the frost melted or left? Bob Johns stated earlier in the week the course opened at 8:00 a.m.; about 90% of the golfers stayed. Yesterday, the #1 and #10 greens were frozen even after sunrise, when it would normally warm up, the air temperature remained very cold. About 75% of the golfers stayed. C. Director of Golf's Report Bob Johns reported at Dad Miller's Driving Range construction crew has moved into about 40% of the area which has been fenced off. The staffs at both courses continued training on the new POS system. The 2005 golf tournaments bookings at Dad Miller are at 55 and 110 at Anaheim Hills. FINANCIAL REPORTS A. October Financial Summary Michael Lautenbach reported the rains and frost contributed to the lower rounds at both courses. At Dad Miller 10 days were affected by the rains and closed holes. Commissioner Schultz asked what is included in the combined gross revenue? Michael Lautenbach stated in addition to the golf revenue food and beverage revenues are included. GOLF COMMISSION MINUTES DECEMBER 2, 2004 Page Three OLD BUSINESS A. Dad Miller Golf Course Modifications 0 Michael Lautenbach reported the colder weather may affect the grow -in period of the overseeded Rye grass. The main concern is opening the new holes before they are truly ready. Many of the areas look ready to play, however, a closer inspection reveals they may not be ready. Staff takes into account the amount of traffic the course will receive. Michael stated he has already received emails from golfers wanting to use the new holes Michael stated he doesn't want to open the holes too early, then have to close it again because of damaged turf. Michael Lautenbach reported the grading has begun on the driving range, trees and part of the fence was been removed. B. Future Improvement Projects at Course Michael Lautenbach collected the Commissioners lists and stated this is on an on-going project that will be continued to the next meeting. Commissioner Schultz provided to each of the Commissioners a copy of his prioritized list. Chairman Gaby asked if the irrigation system issue at Dad Miller was related to the new pump? Michael Lautenbach stated the pump was a separate issue. The irrigation project listed is to replace the 35 year old system and reported on the numerous types of repairs and irreparable portions of the system. Chairman Gaby asked if this type of project would disrupt play at the course. Michael Lautenbach stated it would, but every effort would be made to minimize it. NEW BUSINESS Commissioner Schultz reported on the botts dots project at Anaheim Hills Golf Course seemed to be lost in the striping on the cart paths. Michael Lautenbach stated re -striping is done once a year. However, it has been added to the monthly course review, and if needed, the frequency will be changed. Commissioner Schultz stated at Anaheim Hills, the area on the ladies tee on #2 is very exposed. Is it possible for a hedge to be planted in this area? Michael Lautenbach stated it would be added to the capital projects list. GOLF COMMISSION MINUTES DECEMBER 2, 2004 Page Four Chairman Gaby asked for a clarification of the trees item on the capital projects list. Michael Lautenbach reported at Anaheim Hills on #16, a large branch from the Oak tree had broken off which could have been caused by a disease. He has contracted with an arborist to provide a thorough inspection of all the Oaks. If there is a safety issue from root rot, etc. then they will have to be removed. At a future date, to provide a thorough report on the status of the trees an inspection, categorizing and trimming of all trees at both golf courses needs to be conducted. This is a very extensive project. Tree trimming is a very small portion of the current maintenance contract. Once this project is completed, then a more extensive tree maintenance program can be included in the contract. Commissioner Schultz stated several golfers have expressed their concerns about the loss of trees on the courses and the non -replacement of the trees. It is his understanding the City has a tree planting program for residents, and wondered if these trees could be requested by City residents and donated to the golf courses? Michael Lautenbach stated he agrees if a tree is removed it needs to be replaced. He will contact the Parks Superintendent for clarification of the tree program and report his findings at the next meeting. Commissioner Schultz stated with aging golf courses, there should be a reserve set up to pay for these types of issues. Commissioner Schultz asked if status boards could be installed at each course for projects and/or changes at each course? Michael Lautenbach stated at Dad Miller the updates will be placed on the counter's bulletin board and one of the two bulletin boards behind the counter at Anaheim Hills. Commissioner Schultz stated his concerns about marketing the Anaheim Hills Monday Night Football events to make it more successful. Michael Lautenbach stated that there are specials available and will discuss with the concessionaire future marketing strategies. Commissioner Schultz asked if an additional sand box could be placed on hole #13 at Anaheim Hills? Craig Morrison stated it would be better at #14, because it would be too close to a residence on #13. ADJOURNMENT Commissioner Schultz made a Motion, seconded by Commissioner Raab to adjourn the meeting to January 27, 2005, City Hall East, 200 S. Anaheim Blvd., 4th Floor, Conference Room #1. The Motion passed. There being no further business the meeting adjourned at 5:10 p.m.