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Home My WebLink About03/06/2014City of March 6, 2014 Meeting Location: Municipal Center 7100 147th Street West Apple Valley, Minnesota 55124 PARKS AND RECREATION ADVISORY COMMITTEE INFORMAL MEETING TENTATIVE DISCUSSION ITEMS 6:00 p.m. 1. Introduction of New Committee Member Boyd Montgomery 2. Committee Discussion Items 3. Legion Baseball Field Update 4. Cobblestone South Park Construction Update 5. Valleywood 2013 Recap 6. Staffing Update 7. Committee Notebooks 8. Adjourn PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING TENTATIVE AGENDA 7:00 p.m. 1. Call to Order 2. Approval of the Agenda 3. Audience —10 Minutes Total Time Limit— For Items Not on this Agenda 4. Approval of the January 2014 Minutes 5. Agenda Items A. Introduction of New Committee Member Boyd Montgomery B. Cobblestone Lake Pier C. Election of Committee Officers 6. Adjourn 5 minutes 10 minutes 10 minutes 5 minutes 5 minutes 5 minutes 5 minutes 10 minutes 5 minutes 5 minutes 15 minutes 10 minutes NEXT REGULARLY SCHEDULED MEETINGS - Tentative: Thursday May 1, 2014 6:00 p.m. (Informal) " " 7:00 p.m. (Regular) Thursday July 31, 2014 6:00 p.m. (Informal) — Park Tour " 7:00 p.m. (Regular) Regular meetings are broadcast, live, on Charter Communications Cable Channel 16. (Agendas and meeting minutes are also available on the City's Internet Web Site www. ci tyofapplevalley. org) 3/6/2014 Valleywood Golf Course l Parks & Recreation Advisory -Committee. Meeting_ .\p March 6,2014 r` Overall Golf Division Revenue 1200000 1000000 r 800000 + s a s00000 00000 2 000ao I -2007 2008 -2009 2010 - 2011 2012 2013 Rounds of Golf 40000 35000 Z 'I,,-y'�JJ3 3?6j2 i� 30000 93B ~32Q)g 3l T'l65 25000 20000 15000 10000 5000 0 2007 2009 2009 2010 2011 2012 2013 1 Revenue evenue Non -Golf Events 1*12 = $148,428 2013 z 44 Mik 2014_ 46 3/6/2014 y_QkFF RELATED�NT # of Guests: 55 • Pre -booked Revenue: $646.00 • Bar Sales from Event $312.00 • laborcost $232.00 • Profit: $439.00 • Golf Revenue: $2,500.00 Valle wood Corporate Events Nm Guests: 60 Pre -booked revenue: $1,620.00 Bar Sales from Even $500.00 Labor Cost: $163.00 Pmf t: $1,3II.00 SNeddines # of Guests: 110 Prebooked Revenue: $5,464.40 ear Sales from Even: $2,200.00 latmrcost: $1,548.00 Profit: $4,984.00 Golf Revenue: $400.00 Events Special Events # of Guests: 85 Pre -booked Revenue: $2,325.00 Bar Sales from Event: $1,950.00 Wborcost: $528.00 Profit: $2,892.00 Valleywood Events Non -Profit Events # of Guests: 55 Pre -booked Revenue: $1,06400 Bar Sales from Event: $250.00 Laborcost $262.00 Profit: $779.50 City Events #of Guests: Pre booked revenue: $500.00 Bar Sales from Event: $2000,00 LaborCost: $819.00 Profit: $1,031.00 3/6/2014 0 b0f •6ff eeb •oa City of Apple Valley MEMO Valleywood Golf Course 4851 -McAndrews Road Apple Valley, MN 55124 952 / 953-2323 TO: Barry Bernstein, Director of Parks and Recreation Parks and Recreation Advisory Committee FROM: Jim Zinck, Valleywood Manager DATE: February 25, 2014 SUBJECT: Year-end Valleywood summary Below is some summary information of the 2013 season as well as our goals for the 2014 season. The 2013 season saw a confluence of seemingly unrelated events all of which negatively impacted the golf operation. Throughout the course of planning for the new clubhouse the stated intent was to limit the number of outside events and to limit the food service operation to almost exclusively servicing the golf community. As construction of the new clubhouse began it was obvious to a number of the task force members that the demand for use of the building was going to be much greater than anticipated. As we progressed through the process we started to get inundated with requests for outside events using and renting the building. We incurred a number of one-time costs associated with outfitting the new clubhouse that were not included in the construction budget; from $2,000 in office equipment to over $25,000 in food & beverage supplies such as plates, glasses, flatware and their storage racks. We also paid $42,817 in lease costs on our new fleet of electric golf cars. The biggest cost issue was clearly staffing, particularly in the Food & Beverage department. We spent March and April training a new staff and developing a new menu in coordination with a newly hired chef, using approximately 250 staff hours training the servers and 200 staff hours for the cooks. Unfortunately, when the course didn't open in April the majority of these servers, and virtually all of the newly hired ones, left employment here and found work elsewhere. We in turn hired new serving staff and went through the training process all over again. Then in late June, literally the day before we launched his/our menu, the Chef abruptly left our employment and we were forced to start once again from scratch to develop a menu and educate a service staff. We spent another couple hundred hours working through this challenge. We also hired a part-time Food & Beverage Coordinator and spent $22,000 in payroll to her as she developed various menus, training programs and policy and procedure manuals. As for revenue in the combined operation, we took a major hit by losing the first 5-8 weeks of the season. As of May 1, 2013 we were $86,916 behind in overall revenue from 2012. On the positive side, some of our numbers from the 2013 season were very encouraging and total revenues for the combined operation up for the year approximately $20,000. While we had record overall revenue in July and August it was simply a matter of too little too late to make up for the horrible spring, although we did manage to end the year with record revenue for the golf division. Golf Operations The season started late for the golf operations because of the spring weather but recovered a good portion of the deficit by the end of the year. After starting May 1" $81,600 behind on the golf side of the operation, the end of the year ended up $35,000 behind 2012 for golf operations. Food & Beveraae We finished the year up over $50,000 in food and beverage sales and facility rentals, a nearly 30% increase from the previous year. These are very positive signs of where the revenue numbers are heading. I anticipate Valleywood growing revenue to the $1,400,000 range by 2016. This will allow us to more than make up for the staggeringly difficult 2013 season. Cummulative Monthly Revenue - Valleywood 1,400,000 - -- — 1,200,000 - 1,000,000 --MEN- 800,000 -- -- -- ----- 600,000 400,000 - r - zoo,0000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ■ 2012 ■ 2013 Cummulative Monthly Revenue Golf 1,200,000 ---------------- 1,000,000 800,000 --- -- 600,000 400,000 200,0000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ■ 2012 ■ 2013 Cummulative Monthly Revenue - Food & Beverage / Clubhouse 250,000 -- 200,000 --. -- — 150,000 --- — -- 100,000 50,000o Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec ■ 2012 0 2013 Revenue Overall revenue has dramatically increased since the 2006 season ($836,177). Totals for the last 7 years: 2007: $ 922,652 2008: $1,049,835 2009: $1,083,245 Total Rounds of Golf: 2010: $1,118,263 2011: $1,023,864 2012: $1,146,002 2013: 1,166,806 2005: 25,470 2008: 31,500 2011: 31,123 2006: 27,001 2009: 32,478 2012: 33,612 2007: 29,384 2010: 33,113 2013: 30,165 Season Passes: 143 total season passes (112 in 2012) 95 Junior/Senior Passes 20 Regular Passes 28 Executive Passes Patron Cards: 2012: 274 2013: 293 Executive Pass While total season pass holders have increased, the majority of the increases have occurred in the Junior/Senior pass categories. Many of our long term pass holders have simply migrated to senior status. With some local courses closing we continue to be very popular with the area's junior golfers. The Executive pass is for players age 18-29. This particular group is a hard market to tap into. However, we have found that this age group tends to spend a lot of additional dollars on food and beverage and other amenities. We also feel we are building brand loyalty among this age group and hoping they see Valleywood as their home course. As they age and begin to have children they will continue to see Valleywood as their home course whether they continue to purchase a season pass or not. I would like to note; these revenue increases have been achieved without any increases in our daily fee prices. Due to mid -season sales tax increases in 2008 and 2009 and the fact that our fees include taxes our `real' green fees actually decreased in both 2008 and 2009 and were held flat since 2010. The new clubhouse will provide many opportunities to increase daily as well as outing revenue. For this reason we have no increases on our 2014 fee schedule. We also anticipate additional revenue through building rentals and food and beverage opportunities to those rentals. 2013 Accomplishments: • Implemented additional food and beverage options to make it easier for golfers to purchase additional as well as higher margin items. • Purchased/Leased a full fleet of electric golf cars for the 2013 season. • Made progress on incorporating food and beverage into some of our promotional programs and outing and event business. • Continued outreach to local businesses and community organizations targeting both golf opportunities as well as non -golf related uses of the new clubhouse • Continued construction on the sixth fairway to assist with conditioning, pace of play and course safety by widening landing area. 2014 Goals: • Continue to grow the outreach to local businesses for both rental opportunities as well as golf outings/events. • Work towards attracting larger outings and helping to grow those outings we have already been working with. • Implement comprehensive employee training program which has been under development for the last 6 months. • Continue/complete staff re -organization. Food and Beverage Goals for 2014 The new clubhouse presented a myriad of both opportunity and challenge for the 2013 season. Many challenges awaited us in this business unit as we transitioned into a full service kitchen and full bar in the new clubhouse. We also anticipate incorporating some additional higher quality items in our new facility which will have many more preparation options than in our previous snack bar set-up. We have already experienced groups coming to the clubhouse for lunch and outside inquiries concerning future rental opportunities. We have already booked as many events for 2014 as we had in all of 2013, with inquiries continuing to pour in. We are in the process of hiring a Full Time Food & Beverage Coordinator, Supervisors and service/bar staff for the food and beverage operation. We incurred a number of added costs associated with the new building. The vast majority of which were one time outlays for kitchen equipment and supplies like plates, glassware, flatware and small appliances. We also leased a new fleet of electric golf cars. Because our old fleet was so old and half of the old fleet were rental vehicles we had no equity to trade in towards our new fleet. Going forward our cart costs will decrease when we finish this lease/purchase agreement in 2016 as we will have equity in the fleet at that time and can either keep the carts we are now leasing or trade them in towards the purchase of a new fleet. Additional costs (plates, flatware, furniture etc.) Innovative (office furniture) Restaurant Equippers Sysco (kitchen, small equipment and supplies) Cart Lease (new fleet of electric carts) Depreciation (on clubhouse) Landscaping costs (mostly staff costs) Total additional costs associated with transitioning to new clubhouse: Revenue through April 30th 2012 206,714 2013 119,798 Difference (86,916) Going Forward: $ 1,899 $ 3,965 $25,000 $30,865 $42,817 $65,000 $12,000 $150,682 We were able to build a lot of positive feedback and word of mouth with the new clubhouse and the variety of events we were able to host. Out of the 14 larger golf outings we hosted in 2013, 13 of them have already confirmed their return for 2014 (the other is a rotating event) and two of the three that didn't have a meal here have confirmed food service for their 2014 event. On the event/banquet side we already have more confirmed events for the 2014 calendar year then we had in 2013, and it's still February. We are re -organizing our supervisory staff, eliminating the Assistant Golf Manager position and creating a Food & Beverage Coordinator position. We are placing the proper focus and resources into the areas with the most growth opportunities and where critical expertise will be most beneficial to the overall operation and profitability of the golf course going forward. We are confident we have Valleywood in an excellent position to grow revenues consistently for the foreseeable future. CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE �} January 2, 2014 J Minutes of the January 2, 2014, Apple Valley Parks and Recreation Advisory Committee PRESENT: Parks and Recreation Advisory Committee Chair Lee Strom; Committee Secretary Patrick Sullivan; Committee Members Kanika Gupta, Noel Hammill, and Brenton Schulz; Parks and Recreation Director Barry Bernstein; Parks Superintendent Tom Adamini; Department Assistant Dorene Perkins Monn; six members of the public. ABSENT: None ITEM 1. Committee Chair Strom called the meeting to order at 7:00 p.m. ITEM 2. Approval of Agenda MOTION: by Schulz, seconded by Hammill to approve the agenda as presented. VOTE: Yes — 5, No — 0 Audience — 10 Minutes Total Time Limit — For Items Not on the Agenda Chair Strom invited anyone present wishing to bring an item not on the agenda up for discussion to please step forward. No one stepped forward. ITEM 4. Approval of the November 14, 2013, Minutes. MOTION: by Sullivan, seconded by Hammill, to approve the November 14, 2013, meeting minutes as presented. VOTE: Yes — 5, No — 0 ITEM 5.A. Agenda Items — Introduction of Kanika Gupta as Youth Representative Chair Strom made the introduction and issued a welcome to Ms. Gupta. ITEM 5.B. Agenda Items — Legion Field Bleacher Renovation Update Director Bernstein presented history and an update of the project. The City has received a $50,000 donation from a resident's estate and will pursue improvements to the Legion Field baseball field bleachers in late summer/early fall. Commander Nelson of the Apple Valley -lof3- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 2, 2014 American Legion has provided a letter offering an additional $10,000 toward the project. Staff will convene a bleacher design committee to provide information for Parks and Recreation Advisory Committee's review. ITEM 5.C. Agenda Items — Cobblestone Lake Basketball Court Director Bernstein reminded the Committee of the information presented at the November Parks and Recreation Advisory Committee meeting regarding the Cobblestone Lake South Park design. The original park plan with a parking lot vs. the updated park plan without the parking lot, but with a half -court basketball court, was presented. Staff received a letter from Traditions Development staring that if the location of the basketball court is to change within the park, it causes issues for Pulte Homes and Traditions Development as people bought homes with it in its current location. Staff recommended keeping the half -court basketball court in its present location as approved within the park plan. MOTION: by Sullivan, seconded by Schulz, to keep the half -court basketball court in its present location as approved within the park plan. VOTE: Yes — 5, No — 0 ITEM 5.1). Agenda Items — Cobblestone Lake Pier Parks Superintendent presented the history of mitigation work that has been done since the City received a Stantek engineering report regarding the pier structure. The City has up to $45,000 allocated to install a floating dock/pier. Staff recommended holding a neighborhood meeting to discuss options relating to the pier. The Committee and Staff agreed to host a neighborhood meeting Thursday, January 30, 2014, at 7:00 p.m. to discuss options relating to the pier. Location to be determined. ITEM 5.E. Agenda Items — 2013 Year -End Report Director Bernstein presented a draft copy of the Parks and Recreation Department's 2013 year- end report and requested the Committee review and provide feedback. Discussion included inclusion or not of financials, temperature readings, etc. details. The report is to be presented at an upcoming City Council meeting. ITEM 5.F. Agenda Items — 2014 Goals -2of3- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE January 2, 2014 Director Bernstein reviewed the Parks and Recreation Department's 2014 proposed goals. The Committee was invited to provide comments. Annually, a work session is held with City Council, Administration, and Dept. Staff to review the goals. ITEM 6. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. MOTION: by Sullivan, seconded by Hammill, to adjourn the meeting at 7:48 p.m. VOTE: Yes — 5, No — 0 Respectfully Submitted, 2 aww Pvt&a X&M Dorene Perkins Morn, Dept. Assistant Approved by the Apple Valley Parks and Recreation Advisory Committee K111B -3of3- mmm • • • • Parks and Recreation Department .m.mm 7100 - 147" Street West City of Apple Apple Valley, MN 55124 Valley 952/953-2300 MEMO DATE: 2/27/14 TO: Parks and Recreation Advisory Committee FROM: Barry Bernstein, Director of Parks and Recreation SUBJECT: Cobblestone Pier Action Required: Approve the removal of the existing pier at Cobblestone and replace the pier with a floating pier in a similar footprint as the existing pier. i LJ rr� Summary: Parks and Recreation Superintendent issues several RFP to dock companies to submit bids for als replacement pier. Parks Superintendent, Tom Adamini received only one bid to replace the (n\ o existing pier from Marine Dock and Lift, Center City, MN. Background: On June 28, 2013, The City of Apple Valley received a report from Stantec Engineering about corrections to the Cobblestone Pier that was needed to allow the pier to be continually used for )PA public purposes. These issues were addressed by our Parks Maintenance staff. January 10 ", 2014, the City of Apple Valley received a full report from Stantec Engineering detailing the current condition of the Cobblestone Pier. The report did indicate that the pier at Cobblestone has deficiencies beyond repair. January 30, 2014, a neighborhood meeting was held with the Cobblestone neighborhood to discuss options for the pier. What has been brought before the Parks and Recreation Advisory Committee is a conscience from attendees at the meeting. Budget Impact: The City Council authorized $45,000 for this project in the 2014 budget. Attachments: Power point Design map Estimate page 2/27/2014 .. 00* 0041 9000 Apple Cobblestone Pier Discussion March 6, 1014 ' Brief history of the pier 'Where the current pier stands today 'Evaluation of the e.fsting pier by a structural engineer 'Plans on moving forward `Questions? ASPNO I 2/27/2014 2/27/2014 Stantee Consulting Services, Inc. lnuuup'10, Zola Conclusion and Recommendation The original design and construction of the pier was marginal, including inadequate embedment of the supporting piles, a lack of pile bracing, improper floor framing, etc. Significant repair to or selective replacement of the pier is not cost effective. It is our recommendation, therefore, that the pier be monitored for additional movements and limited use be permitted until a hill replacement can be constructed. Options *Leave pier in existing state *Remove existing pier entirely *Replace existing pier Mth cost effective floating pier *Examine potential hybrid structure - leaving remaining portions of the existing pier and adding a floating section Recommendation *Remove existing structure and replace with some kind of cost effective floating pier. 2/27/2014 conceptual styles conceptual styles •0• •00• •0*00 •*0• •00 Apple Cobblestone Pier Discussion March b, 2014 cr,e Marine Dock 410 Grand Ave. (Hwy 8) P.O. Box 308 Center City, MN 55012 651-257-4265 / 800-314-3625 Web site: www.marinedocklift.com - E-mail: dwight(a)marinedocklift.com QUOTE Billing address: Delivery address: Apple Valley, MN Apple Valley Parks System Attn: Tom Adamini 952-953-2420 tadamini(a)ci.apple-vallev.mn.us Sales Person Ship Via Ship Date Terms Date Dwight MDL truck TBD See below 11 Feb 14 MY Description Price Extended Using FTS 9 Shoremaster truss aluminum framework with black poly floats for flotation and cedar decking. 5ea IRS 4 aluminum 6ft x 8ft sections, with cedar decking, and $1108. $5540. short (4ft or less support posts with foot pads) To be used As walkway from path to dock. lea 6ft IRS 4 to universal hinge. walkway to gangway attach $328. 2ea Shore side auger post. Hold walkway end tight with $220. Gangway attached 6ft post. QC attach brackets lea 6ft x 24ft gangway with dock attach. with 4x6xl6" float lake $2980. 7ea FTS 9 6ft x 16ft frames, cedar decking and 2ea 4ft x 6ft x $2068. $14476. 12" floats. With float attach baggie and dock connect bolts. 2240# of approx flotation cap. With dock weight factored. lea FTS 9 6ft x 8ft frames, cedar decking, 2 ea 4x6xl2" floats, $1258. $1258. dock attach. lea Custom rail, approx 4fter for angled sections. $158. 4ea 6ft SM QC attach railings with 3" x 3" stock welded onto $296. $1184. base for chair curbing, Toe board 39 8ft SM QC Attach railings with 3" x 3" stockwelded onto base $396. $15444. for chair curbing, Toe board 10 FTS 9 anchor post bracket with dock attach, up to 18ft post $221. $2210. (average height) no auger tip), and safety cap lea To be verified with site visit. Installation to Apple Valle $1400. lea Custom angle section. degree to be determined $380. Thank you! We appreciate the opportunity to Sub Total $45578. earn your business. Terms: Signed purchase agreement with order. Sales Tax Total Deposit $3133.49 $48711.49 -0- Net 20 upon installation. Balance Due 6.875% tax rate planned Apple Valley Parks 14 °°° •ooe of s i° •oo City of Apple MEMO Parks and Recreation Department 7100 - 147 h Street West Apple Valley, MN 55124 952 / 953-2300 TO: Parks & Recreation Advisory Committee FROM: Dorene Perkins Morn, Dept. Assistant DATE: February 28, 2014 SUBJECT: Election of Committee Officers It's once again time to elect Parks and Recreation Advisory Committee officers for the positions of Chair and Secretary. The officers are annually chosen by Committee vote, typically in March, after City Council approval and re -appointment of Committee members. All members of the Committee are eligible. The Chair shall serve as the presiding officer at all Committee meetings. The Secretary shall sign special meeting notifications and, in the absence of the Chair, serve as the presiding officer at Committee meetings. Service in these positions is voluntary. If you prefer to have your name withheld from the election ballot, please let me know by March 5a'. Election ballots will be provided at the March 6, 2014, Parks and Recreation Advisory Committee meeting. Votes will be tabulated and results presented during the meeting. If you have questions regarding the process or the positions, please let me know. Thank you. Fu'u H..com-nom:2014:e[ection ofofcers. docx