MINUTES OF THE BOBBY JONES GOLF CLUB ADVISORY BOARD July 27, 2011 at 3:00 P.M. PRESENT: Charles Mericle, Darwin Perry, Dick Roehr, Francis Schroeder, Doris Snare, Millie Small, George Spector, and Alan Woodie ABSENT: None STAFF ADVISORS: Susan J. Martin, Manager, Golf Christian Martin, Assistant Manager, Golf PRESIDING: Alan Woodle, Chairperson CITY COMMISSIONERS: None OTHER CITY OFFICIALS: None RECORDING: Linda Needs, Administrative Assistant Meeting was called to order at approximately 3 p.m. in the Bobby Jones Golf Club Conference Room. Roll Call All Board members were present. Board member Perry explained why he was absent from the May 25, 2011 meeting. The Board voted unanimously to excuse his absence. Public Input None Approval of Minutes from May 25, 2011 Board member Mericle motioned to approve minutes as written and Board member Spector seconded. Motion passed unanimously. OneSource Report (J. Bache) Superintendant Jerry Bache informed the board of his retirement effective August 1, 2011. His replacement was yet to be named. Aerification on the American and British Courses is complete. The Executive Course will be finished today. The bid went out for a new Executive Course irrigation control system as the current one is 30 years old and dilapidated. It is being paid for through BJGC capital improvement fund. Manager's Report (Sue Martin) First Tee Update Board member Schroeder asked about at the last meeting. Nothing has happened. We tossed around the idea of putting their office in the annex (trailer). Talks stopped when it was decided that the proposal needed to go out for competitive bids because there may be other companies or non-profit organizations interested. Putter His/her stay here brought us a lot of FREE marketing from across the country and national coverage by Brian Williams and USA Today. Putter's new home is at Jungle Gardens' Prairie Dog Habitat with Bob and Pork Chop, current residents. June Special Report It did not go over too well. It was probably the price. Board member Snare said Sarasota Golf Club was offering the same deal for $15. It was not advertised in the paper, but was posted on their wall. 1 EZ Links Installation and training is scheduled for the week of August 8. Everything looks good right now. Once in, it will be a much better system. EZ Links provide phone reservations 24/7 through their staffed call center in Chicago. This frees up BJGC staff during business hours. They capture email addresses and their tee time system is better than Chelsea (current system). With Chelsea, all golfers' tee time reservations are open to the public. EZLinks will know as much information as we provide them to relay; for instance a delay in play for some reason. If the call center cannot answer a question, we have a "back door" phone number that EZ Links can use to call the office. Cancelations/No-shows can be recorded. Capturing marketing information is a new feature. BJGC give EZ Links eight (8) tee times a day and if not sold 24 hours in advance they open for public play. They are not supposed to undercut our rates for their spots and the center staff cannot see EZ Links tee times, sO staff cannot give priority to their time. EZLinks tee times are prepaid. Municipal Golf institute Manager Sue Martin will be attending for four (4) days in Wheeling, WV. It is specifically geared toward municipal golf course management. Assistant Manager's Report (Christian Martin) Junior Golf Camps There is one going on this week. The cost is $100 and includes lunch at Mulligan's. Being the only teacher, he limited the camp to seven (7) kids. He has learned his lesson that 12 are just too many to handle at one time and for safety reasons, too. Plus, we didn't want to monopolize the entire facility. Junior Clinic for Christmas break and 2012 spring break are in the plans. Financial Report and New Business The Board agreed to combine the Financial Report and New Business at this meeting. Manager Sue Martin submitted the financial report for the first nine months of the current fiscal year, a copy which is attached hereto and made a part of these minutes. FY'12 Budget The following are proposals in the budget that have been presented to the City Manager. The City Commission still has to review and vote. > Raise riding cart fee by $1 for 18 holes and $0.50 for 9 holes. They have not been raised in three (3) years. > Raise greens fees by 3.4% in the winter time to make it a nice package number. Actually during season there is a drop in just18 holes because when packaged with a golf cart it would push the fee over the $50 mark. That is the maximum people are willing to pay these days. > Raise Afternoon Special by $1.00 > Range balls which are now $2 and $3 are going to be $3 and $4 with a little larger basket. This will generate about $30,000. > Locker Rental rates will be prorated encouraging more seasonal rentals. Only about % are rented now. A 3-month rate will be $45; 6-month $72; and 12 month $120. The longer rented, the lower the per month fee. A lengthy discussion ensued regarding the value of Bobby Jones' 326 acres of land and how much revenue it could provide the City if used for another purpose. Chair Woodle said the discussion was nearing the 15 minute rule to spend on a single topic and asked members if they wanted this subject to continue or get back to the actual budget. They could certainly vote on if wanting to discuss further. It could be made a goal or a future agenda item. The Board didn't feel they needed to discuss any further at this point. 2 Agenda Items Alternative to AFH Rates Staff did the numbers as Board member Mericle suggested and came up with a proposal to alter the program a little. The prices will be the same as this year except the value is not as high. Still not open to general public, a basic annual fee from January thru March will not be valid before 1 p.m. A premium pass will be valid anytime but there will be a fee increase. It will be up to the individual to choose depending if he/she wishes to golf before 1 p.m. in the winter. Chair Woodle asked if any previously made major promises to annual fee holders were being violated. Manager Martin said they are being offered an option & nothing was being violated. An across the board fee increase could be instituted instead. This way they have options. Board member Schroeder brought up the question as to how to handle Lifetime members. Can they play in the morning? Manager Martin asked how Board members wanted to handle. Chair Woodle suggested putting on next agenda. Penny Sales Tax - Who are "they" Manager Sue Martin said they were mainly different department heads or representatives of City departments. Our representative is Doug Jeffcoat. He made the first presentation on May 18 at the City Commission workshop. It is a multiple meeting process. BJGC's portion of the budget coming up is going towards architectural drawings and designs for a new clubhouse amounting to $150-175,000. It is still in front of the Commission. Chair Woodle said he will call the City Auditors and Clerk's office as what is going on is a concern to him. Handicap Golfers Manager Sue Martin had a note to put on the agenda. Board member Schroeder said it was in regards to handicap cart which BJ no longer had. A new ADA golf cart is in the FY 12 budget. Possible legislation may force BJGC to buy additional ADA carts. Right now we have 48 hours to get one on the course once the special needs person gives notice. Adaptive Golf let us use theirs while here but when they moved to a different course, they took with them. Tennis Courts Manager Sue Martin asked how Board members felt about turning the tennis courts into a parking lot for the Executive Course. It would get away from people backing onto Circus Boulevard. Chair Woodle asked if she talked to the surrounding homeowners. That is one reason why she brought to the Board. Old Business - 2011 Board Goals (Manager Sue Martin put on because she didn't know if the Board wanted to discuss further) Yardage Markings Sprinkler Heads Chair Woodle and Board member Mericle are willing to pass on. Local Player and Senior Rate Chair Woodle said we will pass on this for now if the Board does not mind. Annual Fees Board members presented staff different ideas and views regarding pros and cons and how to come up with a realistic fee structure. Manager Sue Martin said it was too late to change for the FY '12 budget. Possibly use it as a trial and propose next year. Chair Woodle suggested making a proposal for management to research if it would be worthwhile to add 50 additional slots, singles only, just as it is now. If their bosses say okay we will discuss at the next meeting. Manager Sue Martin suggested maybe 3 charging people $10 to get into lottery. If his/her name is drawn, the $10 goes towards the annual fee. More research has to be done on this. Special Day for those over 80 Put on the agenda for the next meeting. Public Input = None Board Member Comments and Items for Next Agenda > Board member Spector read in the morning about abolishing the BJ Board and creating a Friends of Bobby Jones and asked for more information. Manager Sue Martin said the City Commission asked that every advisory board be looked at to see if any could be combined with another board. Now that the City is getting back into recreation, it was suggested BJ's be combined with the Parks, Recreation and Environmental Protection Board (PREP) because of staff time, commission time, resources, and there are just too many boards. It was proposed that at least one member on the PREP board represent BJGC. > Board member Perry Will be absent at next meeting due to more surgery on his knees > Board member Mericle He is disappointed a commissioner had not been assigned to the board yet. It could be because of the late installation. > Board member Small spoke with Mayor Atwell this morning regarding what Board member Spector mentioned. They are considering putting a group together having to do with recreation. It wouldn't involve the sunshine law. It would be groups of people who meet and make recommendations to the commission. The Boards we have now do not have a lot of input into the City's budget. Just to notify people takes a lot of staff time. Manager Sue added we have a unique board here in that everyone does participate, but a lot of the boards cannot find members. > Manager Sue Martin Thank you. This was a very productive meeting > Chair Woodle He clarified, as a fairly long-term advisory board member, he can say, unequivocally, this advisory board as a profit making operation no matter how you want to define has been instrumental into informing City Commissions of factual information that has been less than forthright and not been presented to them through appropriate management, not necessarily at lower levels. For example, $1.5 million penny sales tax initially approved by them was initially not even allowed to be considered by City and City Manager at that time. The bottom line was that as BJGC is a moneymaking operation, it was more important to have an Advisory Board versus perhaps someplace where it is not sO complicated. Board member Small added that the City will be looking for more volunteers and maybe some at this table would want to volunteer. Chair Woodle pointed out that some of the nets along the driving range are looking kind of sloppy. Could staff take a look at and we can talk about at next meeting. Assistant Christian Martin replied he was already moving forward on. Next Meeting: September 28, 2011 @ 3 p.m. Meeting adjourned at 4:53 p.m. 4 Financial and Activity Report October 1 through lune 30. 2011 Activity report for nine months of current fiscal year are as follows: A Combined players for current nine months: : 102,371 Last year this time period: 96,586 5,785 5.99% B Combined players for June, 2011 : 7,185 Last year this time period: 7,976 -791 -11.01% Changes by category for current nine months are as follows: 1 Annual Fee Holders (A & B) -1,388 2 Greens Fees (A & B) 10,998 3 Executive Course (AFH) -91 4 Executive Course (Daily) 733 5 Cards, Waived, Specials -4,467 5,785 Power cart rentais for current nine months: 66,750 Last year this time period: 64,135 2,615 3.92% E Power cart rental for June 2011: : 5,625 Last year this time period: 6,396 -771 -13.71% II Financial results for the nine months of fiscal year 2011 are as follows: 1 Net cash flow for the current nine months: 311,367 Last year this same period 128,359 183,008 58.78% 2 Cash flow for June 2011 : 64,030 Last year this time period: -99,016 34,986 -54.64% 3 Total revenues for current nine months: 2,412,811 Last year this time period: 2,359,956 52,855 2.19% Most significant changes are: a Cart Rentals -76,256 b Daily Green Fees -133,427 - Merchandise Sales 16,779 4 Expenditures for current nine months: -2,101,444 Last year this time period: -2,231,597 130,153 -6.19% Most significant changes are: a Personal Services 29,327 0 Merchandise for resale -10,094 Advertising -14,036 d Utility Service 8,468 e Transfer CIP -123,750 I Transfer General Fund -13,869 5 Executive Course Revenue for current nine months a Greens Fees 145,351 b Cart Fees 42,808 188,159 III The Capital Improvement fund as of, June 30, 2011 : 1,127,455 > a / 8 3 4 0 6 N 3 Ni a a 3 : 3 - 3 N a 8 a - 8 a a & : - : € : E 1 : - 8 3 8 B E a E 9 8 8 R 3 9 E 3 3 S 3 8 8 8 9 8 3 6 B - I E 3 E E E E 3 E 8 3 E E E 8 a 5 5 5 5 8 8 8 E E E E 5 - 3 8 8 4 3 s E 8 9 9 8 3 E 3 E 8 S 8 E E 9 8 8 E 3 E d0 & 8 e 3 8 a E E E E 8 E E E 3 o o o E 3 - 3 E I E 5 - € - - E E E E E 3 - 8 5 E 8 8 & a S S E E 8 G 8 8 3 3 3 E $ E 5 : 3 E S S E 8 € a 6 a a - 1 - ! - - 8 8 6 8 8 g F8 9 Ds E3 s 848 G 9 8 88 E 8 F8 & R 8 e NN 6 > A 6 - , E a S 9 3 8 6 R 8 9 E 8 8 R 9 a N De E E s B 5 5 8 8848 B s 3 E E N 8 E 8 2 8 3 8 8 8 1 3 a 5 3 8 S 3 E 3 - - 3 9 a 3 8 8 9 E S 3 de e F - V E E 7 - d C F P - a 3 E P c 6 F E F o - 3 6 - 22 E de 3 8 5 a 8 8 5 8 N 8 8 8 E a e 5 8 3 8 8 3 8 8 - S 8 9 e 2 DE 3 8 8 I T : 8 8 3 3 3 - 3 a 8 I E E E $ a 3 3 E E - - 3 - € 6 € € I - - : 1 * - : : 1 1 - 11 I I a à 8 8 a 8 3 8 3 S 3 8 3 & 3 a 5 3 3 8 R 9 8 8 & a o o o 8 a 8 E 5 - 8 3 8 8 9 e 9 B B a E a 3 B S E E 9 8 7 s E R 8 B 8 8 8 D6 A b & E € 8 1 & S 8 8 8 8 3 9 3 8 E 8 1 5 E 8 9 8 S a € : 9 E 3 5 3 4 8 E - 3 % h 3 à 8 8 8 S 3 3 a 8 N 3 7 $ 9 E A 3 8 8 8 8 E 5 E3 8 E 8 9 8 à # 8 2 - - - 8 S E € 8 8 8 a A 3 3 8 8 E E 9 E B E 3 8 - 8 8 - - E 6 : R - E 1 E E à 3 8 8 43 f 8S S P E 8 S 4 a 8 8 4 & F a R & 1 8 & - 3 à 1 B a a E 8 8 3 8 8 8 8 E 3 8 8 S E B 3 8 8 8 8 E a 8 9 3 8 o - > 9 5 3 00 9 0 00 - - 1 * - / 3 5 8 1 S : à E a € E 8 @ 8 1 à a - 1 5 3 a 8 8 3 - I I & S 6 BOBBY JONES GOLF COURSE REVENUE/EXPEXPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 & 2011 June 30, 2011 PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD Aclual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 91 Months Month 9 Months 91 Months (Unfavorable) REVENUES: ANNUAL GREEN FEES $ (344) $ 144,766 $ $ 121,224 $ 125,000 $ (3,776) CART RENTAL 77,817 916,039 67,619 961,052 1,027,308 (76,256) CONTRIBUTIONS & SPONSORSHIPS 9,695 EQUIPMENT RENTALS 1,584 20,796 1,439 22,328 21,359 969 FOOD SALES 106 106 106 GOLF CLINICS 140 875 675 GOLF HANDICAP TRACKING 25 2,367 24 2,475 2,438 37 GOLF LESSONS 650 8,005 8,005 GREEN FEES 32,369 1,057,978 30,933 1,110,636 1,244,063 (133,427) LOCKER RENTAL 176 4,281 70 4,809 3,991 818 MERCHANDISE SALES 13,723 118,695 12,014 108,409 125,188 (16,779) OTHER GOLF COURSE REVENUE 376 4,261 45 2,975 4,005 (1,030) OTHER! MISCELLANEOUS REVENUES 30 270 30 367 114 253 OTHER SALES 19,026 (19,026) POSTAGE. AND HANDLING CHARGES 19 42 42 RANGE FEES 2,017 28,810 1,343 28,942 32,543 (3,601) RESTAURANT RENTAL 839 7,900 883 7,947 6,231 1,716 SURPLUS FURNITURE, FIXTURES 8 8 TENNIS COURTS TICKETS 137 49 150 (101) TOURNAMENT AND UNIFORM SALES 6,312 6,398 6,000 398 TOURNAMENT FEES 6,795 6,979 8,100 (2,121) UTILITIES 3,124 17,103 4,182 20,680 18,360 2,300 INVESTMENT EARNINGS 2,007 13,761 511 9,706 16,092 $ (6,386) TOTAL $ 133,746 $ 2,359,956 $ 119,908 $ 2,412,811 $ 2,659,988 $ (247,177) PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD Actual Budgot Varlance 2010 2010 Current 2011 2011 Favorable Month 9 Months Month 9N Months 9 Months (Unfavorable) EXPENDITURES: PERSONAL SERVICES $ 53,973 $ 542,604 $ 61,382 $ 571,931 $ 622,866 $ 50,935 MERCHANDISE FOR RESALE 9,935 74,793 7,736 64,699 92,795 28,098 ADVERTISING 6,205 32,783 2,785 18,747 30,678 AIR CONDITIONINOMEATING MAINT 450 8,310 2,196 9,309 11,931 310 AUTOLIABILITY 9,619 9,522 6,391 6,491 100 BASIC MATERIALS 37 68 130 219 89 BUILDING INSURANCE 20,001 16,156 18,000 1,844 BUILDING MAINTENANCE 450 3,875 265 2,999 6,421 2,422 BUILDING MATERIALS 247 1,962 656 4,139 3,483 CARALLOWANCE 14 129 555 555 CASH OVER/SHORT (20) (325) 7 (166) 166 CELLI PHONE ALLOWANCE 20 176 27 236 332 CELLULAR CHARGES 330 2,308 228 2,198 567 CHARGE CARD/BANK: FEES 2,351 153 2,972 43,907 2,991 46,020 46,858 838 COMPUTER EQUIPMENT < $500 251 251 COMPUTERHARDWR & SOFTWRMAINT 2,057 8,346 1,888 8,902 23,541 COMPUTER REPAIR PARTS 14,639 DUES AND MEMBERSHIPS (123) (123) 649 461 1,016 1,015 DUPLICATING AND PRINTING 465 772 (1) 733 ELECTRICAL EQUIPMENTMAINT (39) (160) 417 577 EQUIPMENT < $500 449 21 8 EQUIPMENT AND PROPERTY RENTAL 136 9,231 136 10,091 (15) FURNITURE < $500 10,262 171 58 59 1 GENERAL SUPPLIES 367 7,335 263 8,690 9,404 714 HORTICULTURAL JANITORIAL (123) (123) 439 6,103 381 4,542 8,057 3,515 LAND MAINTENANCE 108,339 987,081 108,340 985,886 1,003,509 17,623 LEGAL ANDJUDICIAL 128 46 574 484 (90) MACHINERY, AND TOOL MAINTENANCE 615 3,390 3,390 MECHANICAUELECTRICALSUPPLIES 220 189 250 61 MEDICAL & CHEMICAL SUPPLIES 4 4 6 100 94 MERCHANDISE FOR RESALE 60 60 1,000 940 MOTOR VEHICLE MAINTENANCE 189 485 67 1,209 1,498 289 MOTOR VEHICLE SUPPLIESIPARTS 373 1,911 2,088 3,329 1,261 OFFICE SUPPLIES 317 1,856 176 1,446 3,565 PARKING LOTS AND DRIVEWAYS 374 1,336 214 2,119 863 649 PC SOFTWARE UNDER $500 81 165 500 335 PEST CONTROL 32 408 32 413 614 201 POSTAGE/DELIVERY SERVICE 75 220 32 187 322 155 PROVISIONS 6,533 5,976 8,350 2,375 SEWERS 152 152 SPECIAL SERVICES 966 10,095 497 6,279 9,017 2,738. TECHNOLOGY CHARGES 3,218 28,963 3,328 29,954 29,954 TELECOMMUNICATONS 1,218 8,884 1,090 8,099 9,517 1,418 TITLE RECORDINOIFILING FEES 73 75 62 (13) TRAINING, TRAVEL. & CONFERENCES 124 444 60 623 1,741 1,218 UTILITY SERVICE 6,102 49,212 6,889 57,680 63,903 6,223 WATER SYSTEMS MAINTENANCE 219 180 386 1,000 814 CAPITAL OUTLAY 9,000 9,000 COST. ALLOCATION 12,580 113,218 12,836 115,528 116,529 1 DEBT-SERVICE 838 7,543 836 7,523 7,524 1 TRANSFER CIP FUND 13,750 123,750 TRANSFER TO GENERAL FUND 8,687 117,658 (21,344) 103,789 51,250 (52,639) TOTAL * 232,761 $ 2,231,597 183,938 $ 2,101,444 $ 2,220,308 $ 118,864 INCREASE (DECREASE) IN FUND BALANCE $ (99,016) $ 128,359 $ (64,030) $ 311,367 $ 439,680 FUND BALANCE $ 671,236 $ 680,069 BOBBY JONES GOLF COURSE CAPITAL IMPROVEMENT PLAN REVENUEEAPENDITURE ANALYSIS COMPARISON OF FISCAL YEARS 2010 & 2011 June 30, 2011 PRIOR YEAR CURRENT YEAR Actual YTD Actual Aclual YTD Actual Budget Varlance 2010 2010 Current 2011 2011 Favorable Month 91 Months Month 9 Months Annual (Unfavorable) REVENUES: TRANSFER - CIP FUND $ 13,750 $ 123,750 $ $ $ $ OTHER SALES 6,000 (6,000) INVESTMENT EARNINGS 3,094 20,996 723 6,632 22,000 $ (15,368) TOTAL. 16,844 $ 144,746 $ 723 $ 6,632 > 27,000 $ (20,368) PRIOR YEAR CURRENT YEAR Actual YTD Actual Actual YTD Actual Budget Variance 2010 2010 Current 2011 2011 Favorable Month 91 Months Month 9 Months Annual (Unfavorable) EXPENDITURES: CAPITAL OUTLAY-APPRAISALS $ $ $ $ $ 10,000 $ 10,000 BUILDING AND STRUCTURES 30,763 36,327 39,690 68,671 28,881 BRIDGES/PIERS 3,000 3,000 STREETS, AND HIGHWAYS 11,000 11,000 LAND IMPROVEMENT 20,000 201,931 181,931 PC AND RELATED! HARDWARE 42,834 42,834 INSTRUMENTS AND. APPARATUS 11,677 14,503 14,503 MOTOR' VEHICLE 103,739 113,693 113,704 11 SPECIAL SERVICES 2,300 2.300 TOTAL 30,763 2 161,743 $ 173,383 $ 467,843 $ 294,460 INCREASE (DECREASE) FN FUND BALANCE $ (13,919) $ (6,996) $ 723 $ (166,761) $ (440,843) FUND BALANCE $ 1,419,891 $ 1,127,455 CITY OF SARASOTA, FLORIDA BOBBY JONES GOLF CLUB OPERATING ACCOUNT Amended Actual Budget Budget Estimated Budget 2009-10 2010-11 2010-11 2010-11 2011-12 Available Fund Balance $ 552,572 $ 438,377 $ 368,437 $ 368,437 $ 363,820 Revenues Green fees 1,126,810 1,325,000 1,325,000 1,200,000 1,400,000 Cart rental 1,078,947 1,210,000 1,210,000 1,100,000 1,300,000 Annual green fees 144,766 125,000 125,000 121,500 120,000 Restaurant lease 13,450 10,600 10,600 10,596 11,141 Pro shop 153,277 161,000 161,000 131,500 157,500 Range Fees 32,315 36,500 36,500 35,000 55,000 Tournament Fees 6,794 8,100 8,100 8,100 8,100 Utilities 24,199 26,000 26,000 24,000 26,000 Equipment rental 24,344 25,000 25,000 25,000 30,000 Other fees 4,970 12,550 12,550 19,000 27,000 Investment Inçome 11,132 18,000 18,000 11,000 15,000 Miscellaneous revenue 8,521 25,518 25,518 393 10,560 Total Revenue 2,629,525 2,983,268 2,983,268 2,686,089 3,160,301 Estimated Funds Available 3,182,097 3,421,645 3,351,705 3,054,526 3,524,121 Expenditures Personnel 768,066 797,867 797,867 776,517 797,569 Operating 1,802,396 1,899,906 1,902,436 1,806,689 1,907,790 Merchandise for resale 96,181 107,500 107,500 107,500 107,500 Transfer to Capital Account 129,500 Return on investment 131,853 51,250 51,250 86,861 Total Expenditures 2,798,496 2,856,523 2,859,053 2,690,706 3,029,220 Projected Ending Balance 383,601 $ 565,122 $ 492,652 $ 363,820 $ 494,901 Fund Balance Adjustment (15,164) $ 368,437 14-1 CITY OF SARASOTA, FLORIDA BOBBY JONES GOLF CLUB CAPITAL IMPROVEMENT ACCOUNT Amended Actual Budget Budget Estimated Budget 2009-10 2010-11 2010-11 2010-11 2011-12 Available Fund Balance $ 1,426,887 $ 1,287,317 $ 1,294,205 $ 1,294,205 $ 1,101,822 Revenues Investment Income 24,933 22,000 22,000 6,000 10,000 Transfer from Operating 129,500 Miscellaneous revenue 5,000 5,000 Total Revenue 24,933 27,000 27,000 6,000 139,500 Estimated Funds Available 1,451,820 1,314,317 1,321,205 1,300,205 1,241,322 Expenditures Operating 5,571 Capital 152,044 137,000 467,843 198,383 139,500 Total Expenditures 157,615 137,000 467,843 198,383 139,500 Projected Ending Balance $ 1,294,205 $1,177,317 $ 853,362 $ 1,101,822 $ 1,101,822 - Budgeted Expenditures for 2011-12 Renovate Course Restrooms $ 3,000 Replace Course Benches 2,000 Renovate Maintenance Bldg. 5,000 Renovate British/American Cart Paths 5,000 Drainage Improvements 5,000 Replace Golf Carts/ADA Cart 18,500 Upgrade Computer Components - EZ Links 12,000 Curb British/American Tees/Greens 5,000 Soil and Sod for Curbs 2,000 Renovate Executive Bunkers 5,000 Renovate British Tees 5,000 Renovate American Bridges 5,000 Renovate British Bridges 5,000 Course Irrigation Renovation 8,000 Rebuild American Greens 40,000 Renovate Executive Bridges 2,000 Restripe/Seal Parking Lot 2,000 Rebuild British Greens 10,000 Total $ 139,500 14-2 Bobby Jones Golf Club Mission Statement To provide an enjoyable golfing experience on well-maintained courses in a price range that is affordable to all residents and visitors ofthe City of Sarasota and is a financially self sustaining enterprise account operation. Description of Operations Bobby Jones Golf Club (BJGC) is Sarasota's own piece of paradise in paradise. The 45-hole, 325 acre green space is the only golf course located entirely within the City limits of Sarasota. This historic gem, initially designed by Donald Ross in 1926 and dediçated by Bobby Tyre Jones, Jr. on February 13, 1927, has grown to include two 18-hole championship courses and a 9-hole executive course. Additional amenities offered include a 12-station driving range, three putting greens, a pitching area, continuous concrete cart paths, a quaint golf shop and a full service restaurant/bar. Other activities available include organized men's and women's golf! leagues and numerous tournaments/outings. Walking is permitted all year. Over 130,000 golfers annually escape to this southwest Florida paradise and comingle with numerous species of animals, birds, reptiles, fish, trees and plants while engaging in the ever popular and always humbling game of golf. Volunteers perform many activities supporting the golf course and log an average of 750 hours a month while Community Service workers contribute another 700 hours a month. BJGC partners with contracted vendors for the restaurant/bar services and the course maintenance. Promoting youth golf at BJGC continues to be a high priority. This often overlooked age group is the future of golf. Local school and college golf teams use the BJGC facility as their home course as fees are waived for match play and practice. The Florida Junior Golf Association holds tournaments at BJGC and the BJGC Junior tournament is held annually. Providing the best possible golfing conditions for the best possible recreational value while maintaining self-sufficiency (no General Fund subsidy) is always the primary goal ofBJGC management, staff, volunteers and vendors. Success is neasured by being voted First Place for the 2010 Herald Tribune Readers' Choice Award for Best Public/Semi Private GolfCourse, the fifteenth consecutive First Place Award since 1994, CITYWIDE PRIORITIES PRIORITY - OPERATIONAL FOCUS Strategy To make repairs and improvements to the Golf Club that are environmentally sustainable and positively impacts both the quality ofthe operation and overall revenues. Objective - Complete all scheduled capital improvements in each year ofthe long term Capital Improvement Plan. - Modify and update the Capital Improvement Plan (CIP) annually to maximize fund usage and ensure environmental sustainability. PERFORMANCE MEASURES Description Unit FY 2009 FY 2010 FY2 2011 FY: 2012 Effectiveness Measure Completion ofCIP projects Percent 83% 100% 100% 100% PRIORITY - OPERATIONAL FOCUS Strategy To generate sufficient revenue to cover all expenses including the requirements oft the Capital Improvement Plan (CIP), 14-3 Bobby Jones Golf Club OPEB, return on investment to the General Fund and cost allocation. Objective To maintain a 1 to 13 ratio of annual fee play to daily fee play throughout FY 2012. Tor maintain a 1 to 3 ratio of walkers to cart users for FY 2012. To continually assess the rate structure for possible increases/decreases that will keep the facility competitive in the local market yet absorb necessary cost increases of the ongoing operation. To increase the May through October volume of play by attracting additional leagues, groups, outings, golf schools, and offering creative specials. To increase pro shop, practice range and rental equipment gross sales by 10%. To utilize a minimum of 13,000 community service and volunteer hours annually for ongoing services and customer relations. Increase revenue and promote customer loyalty through offering professional golf lessons and clinics PERFORMANCE MEASURES Description Unit FY 2009 FY: 2010 FY 2011 FY2 2012 Output Measure Annual fee holders Number 141 114 87 65 Annual fee holder round-Britisl/Americea Number 12,112 9,145 7,500 5,500 Daily fee roumds-Britislv/American Number 73,588 45,235 56,500 65,000 Greens fee discount cards and specials Number 23,556 39,188 35,000 38,000 Annual fee holder rounds Executive Number 3,577 3,795 3,800 4,000 Daily fee rounds - Executive Number 20,737 16,958 19,000 20,000 Community service & volunteer hours completed Number 13,300 13,800 14,000 14,500 Effectiveness Measure Ratio ofa annual fee play to daily play Ratio 1 to 8.0 1 to 8.6 1:11.6 1:13 Ratio ofwalking players to cart users Ratio 1 to3 3.0 I to2 2.9 1:2.8 1:3 Department Expenditures by Cost Center FY 2010 FY 2011 FY2012 FY 2012 FY 2012 Actual Budget Continuation Issues Totals 113000 Bobby Jones Golf Club 2,792,050 2,848,423 3,021,120 0 3,021,120 114000 Bobby Jones Tournaments 6,443 8,100 8,100 0 8,100 115000 Bobby Jones Capital Improvement Plan 157,616 137,000 139,500 0 139,500 Totals $2,956,109 $2,993,523 3,168,720 0 $3,168,720 Department Expenditures By Category FY 2010 FY: 2011 FY 2012 FY 2012 FY 2012 Actual Budget Continuation Issues Totals Personnel 768,067 797,867 797,569 0 797,569 Operating Expenditures 1,743,131 1,843,338 1,867,209 1,867,209 Capital Expenditures 152,044 137,000 133,500 133,500 Transfer Expenditures 292,867 215,318 370,442 370,442 Totals $2,956,109 $2,993,523 3,168,720 0 $3,168,720 Personnel Summary Actual Positions 7.80 7.80 0.00 7.80 14-4 Bobby Jones Golf Club Revenue Summary FY 2010 FY 2011 FY 2012 FY 2012 FY: 2012 Actual Budget Continuation Issues Totals Charges for Services 2,618,034 2,970,118 3,134,941 0 3,134,941 Interest 36,065 40,000 25,000 0 25,000 Other Miscellaneous Revenues 10,055 150 10,360 10,360 Transfers 0 0 129,500 J 129,500 $2,664,154 $3,010,268 $3,299,801 $0 $3,299,801 14-5 Bobby Jones Golf Course Capital Improvement Plan Reappro- Project Name & Description priation 2011-12 2012-13 2013-14 2014-15 5Year Total CLUBI HOUSE Chubhouse Renoyation/Rebuild $ 12,300 $ $ $ $ $ 12,300 Renovate Maintenance Building 5,000 5,000 5,000 5,000 20,000 Renovate Executive Course Building 3,300 3,300 Renovate Locker Building 500 500 Renovate Golf-Shop 637 637 Repair Cart Barn 1,000 1,000 Renovate Clubhouse Kitchen 314 314 Replace Course Tables & Chairs 1,091 1,091 Renovate Course Restrooms 12,226 3,000 3,000 3,000 3,000 24,226 Main Entrance Canopies 1,000 1,000 Upgrade Computer Components-EZ Links 37,834 12,000 6,000 6,000 6,000 67,834 Telecommunications: System 14,503 14,503 Clubhouse! Subtotal 84,705 20,000 14,000 14,000 14,000 146,705 GOLF COURSE Drainage Improvements 32,669 5,000 5,000 5,000 5,000 52,669 Irrigation Renovation 1,045 8,000 8,000 8,000 8,000 33,045 Irrigation Replacement 6,993 6,993 Vertica!" Turbine Pump & Station 665 665 Restripe/Seal Parking Lot 11,000 2,000 2,000 2,000 2,000 19,000 Renovate Course Shelters 1,000 1,000 Replace Course Benches 5,000 2,000 2,000 2,000 2,000 13,000 Renovate Tennis Courts 2,000 2,000 Replace Golf Carts/ADA Cart/Windshields II 18,500 120,000 120,000 120,000 378,511 Renovate British/American Cart Paths 14,393 5,000 5,000 5,000 5,000 34,393 Curb Britislv/American Tees & Greens 11,753 5,000 5,000 5,000 5,000 31,753 Soil & Sod for Curbs 9,651 2,000 2,000 2,000 2,000 17,651 Renovate British Course Tees 2,680 5,000 5,000 5,000 5,000 22,680 Rebuild British Course Greens 17,566 10,000 10,000 10,000 10,000 57,566 Renovate British Course Bridges 1,000 5,000 5,000 5,000 5,000 21,000 Renovate British Course Bunkers 60 60 Rebuild American Course Greens 51,110 40,000 40,000 40,000 40,000 211,110 Brick American Course #9 Green 1,500 1,500 Renovate American Course Bridges 2,948 5,000 5,000 5,000 5,000 22,948 Renovate American Course Bunkers 7,700 7,700 Enlarge Executive Course Tees 965 - 965 Renovate Executive Course Bridges 3,000 2,000 2,000 2,000 2,000 11,000 Renovate Executive Course Bunkers 5,000 5,000 5,000 5,000 20,000 Tree Replacement 46 46 Golf Course Subtotal 184,755 119,500 221,000 221,000 221,000 967,255 Total - BJGC Capital Improvement Plan S 269,460 S 139,500 $ 235,000 $ 235,000 S 235,000 $ 1,113,960 Capital Projects funded by Penny Sales Tax Phase III Clubhouse Renoyation/Rehuild $ $ 150,000 - $ $ 1,000,000 $ $1 1,150,000 14-6