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Golf 2004/10/28�I COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: CITY STAFF PRESENT: VALLEY CREST GOLF: CALL TO ORDER 0 GOLF COMMISSION MINUTES October 28, 2004 — 4:00 p.m. Chairman Gaby Vice -Chairman Wright Commissioner Kresal Commissioner Schultz Commissioner Raab Michael Lautenbach, Bob Johns, Dave Johansen, Gail Barruga Craig Morrison, Superintendent Chairman Gaby called the meeting to order at 4:00 p.m. APPROVAL OF THE MINUTES Commissioner Schultz made a Motion, seconded by Vice -Chairman Wright to accept the Golf Commission Meeting Minutes of September 23, 2004. Motion passed. ACTIVITY REPORTS A. Golf Operations Manager Update Michael Lautenbach stated there were no additional items to add to the Activity Report. Chairman Gaby asked what were the miscellaneous patio furniture issues that were resolved. Michael stated the umbrellas received did not fit into the holders, tops to the umbrellas were missing and scratches on the furniture. The delay was due to warranty information to be received. All issues have been resolved. Chairman Gaby asked about the aluminum reflectors on the exterior lights. Michael reviewed the complaints about the brightness, several kits were installed but in the end did not work. Aluminum reflectors were installed on each light. The complainant called to compliment the staff on the "newer" lights that were installed as the brightness is lower. Also, Orin has the ability to lower and/or turn off lights that are not needed in the evening unless there is a function at the clubhouse. B. Course Condition Report Dave Johansen reported that both courses have had the greens aerified and top dressed. The tees at Dad Miller were aerified and overseeded. The rainstorms caused three floods at Dad Miller. At Anaheim Hills, due to the heavy rains, the lake on #7 is filling up with silt. Although, this is the purpose of the lake, when there is a lot of water coming down the channel then the silt accumulates quicker. It is getting to a critical level. To clean it out requires diverting the water that comes into the lake by installing pipes from the lake to the creek, letting the lake dry, and then bringing in the equipment to remove the silt. GOLF COMMISSION MINUTES October 28, 2004 Page Two Commissioner Schultz asked if there is anything staff can to do to remediate the problem in the future? Dave stated a study was completed 18 months ago regarding solutions upstream, but are also costly. Michael Lautenbach stated although there were no final figures provided, the estimates were in the $300,000 range due to the lack of accessibility upstream. Staff believes there may be another area, from the #9 tee up the fairway, across the bridge to the left there is an area for a drop station. However, this would require mitigation due to the cattails and other plants in the area. Michael stated it costs $25,000 to dredge the lake and if the weather continues (we have already had three storms) dredging may have to be done more than once per year. Michael Lautenbach stated this is an item on the Capital Improvement list to address and decide on a plan to resolve the issue. Commissioner Schultz asked whose silt is coming into the lake? Michael stated that it comes from all the hillsides. Michael stated he will involve other city departments in the project. Commissioner Schultz asked when the lake fills up with silt and the water overflows, downstream at the bottom of the #2, there is a pipe that is covered up, where does the water from that pipe end up? Dave stated it flows into the storms drains that flow past the tennis club. Commission Schultz asked if there is any problem with the silt build up in the storm drains or does the lake stop the flow of the silt? Dave stated that is why the lake is there with the rocks and pool to filter out the silt and allows the water to flow down stream. Craig Morrison stated an area needs to be built where staff can get in a cost effectively remove the silt without interrupting play on the course, such as near the pump station near #8 or next to the bridge. C. Director of Golf's Report Bob Johns reported there is a new course rating for Anaheim Hills. The new course rating from the blue tees is 71.4 and the slope is 124; from the white tees it is 71.2 and the slope 121. The new ratings will take effect November 1, 2004. Commissioner Schultz asked if the scores that are currently in the system needed to be readjusted or start from November 1, 2004. Bob Johns the scores in the computer system remain. Vice -Chairman Wright asked about the ladies tees. Michael Lautenbach stated they are not rated by the USGA, but rater Women's Publinks. Bob Johns stated the USGA reviewed Dad Miller, however, they will not change the rating until the new lake is completed. Bob Johns stated with the installation of the new POS systems, a detailed inventory is being taken and the information entered on the system. This should be completed by the end of the month and then staff will be trained on the new system. GOLF COMMISSION MINUTES October 28, 2004 Page Three Chairman Gaby asked about the merchandise sales if there has been an increase of neighbors coming it to purchase items. Bob Johns stated there has not been an increase of non -golfers shopping at the golf course although there may be an increase during the upcoming holidays. Michael Lautenbach stated the golf shops are in competition with the larger chain stores. In the future there will be golf equipment demonstration days at the course with concurrent sales in the golf shops to attract everyone. Vice - Chairman Wright asked if a fashion show had been ever held. Bob Johns stated it had been 15 years. Commissioner Wright suggested having a fashion show during a demonstration day event. FINANCIAL REPORTS A. September Financial Summary Michael Lautenbach reported the ongoing trend of increased rounds at Anaheim Hills and a decline in rounds at Dad Miller. Merchandise, GPS and restaurant revenues are doing well while the range revenue is down. Chairman Gaby asked if the marketing coupons used during the construction of the clubhouse at Anaheim Hills could be used at Dad Miller during the course construction? Michael Lautenbach stated no coupons promotions have been done. Michael stated the opening will be in January 2005 at which time there will be ads and promotions mailed welcoming the golfers to the "newly designed" Dad Miller Golf Course. Commissioner Schultz asked about the installation of another ball dispensing machine at Anaheim Hills or is that a capital item? Michael Lautenbach stated staff if researching ball machines that track sales better, using a credit card system. The City would be responsible for the purchase. The ball machine at Dad Miller is in the range building that is serviced by a staff member who tracks the number of sales at the beginning and end of their shift. Reports are done daily and audited. This system is not at Anaheim Hills. B. First Quarter Financial Summaries Michael Lautenbach stated revenues overall are up due to lower water costs ($35,000) when the pump was not working and the purchase of the pump. All the other expenses are in line with the budget. Chairman Gaby asked if the City or the concessionaire receives more revenue now that he has reached the City's projected amount earlier than anticipated? Michael Lautenbach stated per the contract with the concessionaire, the revenue the City receives is a graduated percentage of the concessionaire revenues. Chairman Gaby asked if the concessionaire is booked through the end of the year? Michael Lautenbach stated he has several large parties booked for the holidays including the clubhouse construction company who will have an event for 200+ guests. Also, there is another company that has booked three days, each with 200+ guests in attendance each day. GOLF COMMISSION MINUTES October 28, 2004 Page Four OLD BUSINESS A. Dad Miller Golf Course Modifications Michael Lautenbach reported a walk-through has been scheduled with staff from Tiger Woods Foundation, Valley Crest, and the City of Anaheim. A concern is the grow in of the turf with the colder weather which will delay the growth of the seed. Over seeding with Rye may have to be done. This would mean in the Spring overseeding with Bermuda would be reuqired. Plans for Phase R of the project should be available in early December. B. Future Improvement Projects at Course Michael Lautenbach distributed a list for the Commissioners to review and prioritize the various projects at each golf course. Michael asked the Commissioners to rate the projects in an ABC order with "A" representing the highest priority, `B" medium priority and "C" representing projects if there are funds available. Then within each letter category prioritizing the projects by 1, 2, 3 method. . Commissioner Schultz stated some of the items listed are maintenance issues and should not be included on the list. Michael Lautenbach stated the list represents all major expense items, and the Commissioners may add and/or delete items as needed. Chairman Gaby noted that not all items have a dollar amount listed. Michael stated that staff will meet with Valley Crest to determine the costs for those items. Commissioner Schultz suggested the items be evaluated based on the need at the golf course and then by the costs. C. Capital Improvement Reserves Status Michael stated regarding the life expectancy of each item, he is doing research with the National Golf Owners Association who did not provide much information. IRS has some asset value information which is very generic. Michael is developing a spreadsheet on a hole by hole basis and listing items associated with the hole. Commissioner Schultz stated he has access to some information that can be used in finalizing this information. D. Botts Dots Michael Lautenbach stated the dots have been received and will be installed the following week. Commissioner Schultz suggested they be installed at hole mid -course. Michael stated the dots (white, blue and green) were $5.00 each plus the cost of the glue. NEW BUSINESS Commissioner Schultz asked about the status of the Oak tree at Anaheim Hills Golf Course. Michael Lautenbach reported a new California Pepper tree was planted on October 27, 2004. Commissioner Schultz asked about the status of the drinking fountains at Anaheim Hills? Michael Lautenbach reported everything is ready to go, all that is needed is the delivery of the drinking fountain. Michael also reported that the parking lot lights for Anaheim Hills Golf Course have been delayed due to the hurricanes in Florida where the manufacturer is located. The facility had all but one wall destroyed by the hurricanes. GOLF COMMISSION MINUTES October 28, 2004 Page Five Commissioner Schultz commented on the USGA reports for each of the golf courses. The items that are suggested for improvement have been discussed during the meetings. Commissioner Schultz asked when the current contract expires with Valley Crest. Michael stated in October 2005. Michael stated that in the coming weeks a detailed tour of each course will be conducted by staff from the City and Valley Crest to make note of the changes that have occurred since the start of their contract, i.e. the clubhouse at Anaheim Hills. Also, Valley Crest will incorporate the recommendations made in the USGA reports. Chairman Gaby asked about the status of the golf video. Michael stated the company needs to provide insurance certificates before the project can move forward. Commissioner Schultz asked about the parking lot resurfacing at Anaheim Hills. Michael stated it is for the replacement of the curbs that have been damaged by the tree roots. ADJOURNMENT Vice -Chairman Wright made a Motion, seconded by Commissioner Kresal to adjourn the meeting to December 2, 2004, City Hall East, 200 S. Anaheim Blvd., 4`1' Floor, Conference Room #1. The Motion passed. There being no further business the meeting adjourned at 5:10 p.m.