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Golf 2007/08/23COMMISSIONERS PRESENT: COMMISSIONERS ABSENT: CITY STAFF PRESENT: STAFF ABSENT: VALLEY CREST PRESENT: CALL TO ORDER GOLF COMMISSION MINUTES August 23, 2007 — 5:00 p.m. 4th Floor, Conference Room 1 Chairman John McCulloch Vice Chairman Bud Schultz Commissioner Kathy Wright Commissioner Patty Gaby Commissioner Skip Keys Michael Lautenbach, Dave Johansen, and Linda Harrah Bob Johns Kevin Neal, Golf Course Superintendent Chairman McCulloch called the meeting to order at 5:01 p.m. PUBLIC COMMENTS — None APPROVAL OF THE MINUTES Vice Chairman Schultz made a Motion to approve the July 26, 2007 Minutes with the following correction to the June 28, 2007 Minutes under New Business, B. It should read as follows: "Vice Chairman Schultz requested a formal review of setting up a Golf Course Capital Reserve Funding instead of "contingency funds" for capital improvements at both golf courses." The Motion was seconded by Commissioner Gaby. ACTIVITY REPORTS A. Golf Superintendent Michael Lautenbach stated the specifications and plans for the restroom at Dad Miller are in Purchasing for review and then will go out to bid. Vice Chairman Schultz asked about the type of floor. Originally rubber tile with seams was selected and the consultant said there might be a problem with the Building Department. Michael stated it was changed to seamless vinyl material with a cove around the edges. Vice Chairman Schultz stated the vinyl floors don't last very long. He requested staff to research poured epoxy flooring rather than the vinyl material. Michael Lautenbach stated he will review this matter. The bid for tree trimming at Dad Miller will go out next week with the due date in four to six weeks. The bid will include a renewal option for two additional years. EZ -GO is recharging the batteries in the golf cars at Anaheim Hills Golf Course. Michael Lautenbach stated EZ -GO will be required to replace all the batteries in January 2008, per the contract. GOLF COMMISSION MINUTES August 23, 2007 Page Two Vice Chairman Schultz reported the advertising in the golf cars at Anaheim Hills Golf Course gets stuck and prevents the golfers from viewing yardage of their next shot. Michael Lautenbach stated he would check into this. Vice Chairman Schultz asked if staff would look into loyalty programs for other customers but Anaheim residents. Michael Lautenbach reported he has been working on the Loyalty Program verifying that the points were all correct from the transition to the new system. Once, this has been completed staff will explore more options. B. Golf Course Superintendent Dave Johansen stated the golf courses are in very good condition this summer. Michael Lautenbach reported the agreement with Tanner Consulting Group was completed. The contractor will soon begin work. Commissioner Gaby reported on a situation about a very irate customer at Anaheim Hills. Michael Lautenbach said he would discuss this with the Player Assistants. Commissioner Wright asked if there was a policy about Commissioners being absent from meetings. Michael Lautenbach stated there is a rule stating how many times you can be absent from a meeting. C. Director of Golf - No report. FINANCIAL REPORT Michael Lautenbach reported that July was a very good month again. Rounds and revenues increased for both golf courses. OLD BUSINESS A. Golf Course Improvement Update Michael Lautenbach stated after final review of the Anaheim Hills remodel project and the Tiger Woods Learning Center project, a balance of $30,000 is available for projects at the courses. Michael provided the Commissioners with a list of potential projects. Upon review the Commissioners agreed to the following projects: 1) Cover for the new pump station; 2) Cart path by the 15th green. The area between the bunker and the lake is very narrow. Michael would like to rope off this area completely and change the cart path to go around the other side of the bunker; and 3) Landscaping by the driving range. GOLF COMMISSION MINUTES August 23, 2007 Page Three B. Dad Miller Senior Rate Michael Lautenbach provided an update on the Senior Rates stating if any changes are to be made they will have to wait until the next Fee Resolution as only the City Council has the authority to approve a new green fee. Vice Chairman Schultz stated that instead of a new rate, golf shop staff needs to inform customers about the difference of the walk-in rate for seniors, when they call to make a reservation. All Commissioners agreed that this would be the best solution. Michael Lautenbach stated he will address this issue with Bob Johns. NEW BUSINESS A. Capital Reserve Fund Michael Lautenbach provided a report on the Life Expectancy of Golf Course Items. The next step would be to prepare a spreadsheet indicating all the assets at both golf courses and when they need to be replaced. Michael stated that staff is working on the RFP for a Master Plan at Anaheim Hills. This master plan will include two concepts for improvements. Vice Chairman Schultz stated he wants to make sure the City Council is informed that Golf Operations has a deteriorating asset that has been somewhat neglected. ADJOURNMENT Commissioner Wright made a Motion, seconded by Chairman John McCulloch, to adjourn the meeting to September 27, 2007 at 5:00 p.m., at City Hall East. The Motion passed. There being no further business the meeting adjourned at 6:00 p.m.