HomeMy WebLinkAboutagenda.council.worksession.20091019MEMORANDUM
TO: Mayor and Council
FROM : Don Pergande, Budget Officer
THRU: Don Taylor, Finance Director
DATE OF MEMO: October 16, 2009
MEETING DATE: October 19 and 20, 2009
RE: Updated Materials for Council Work Sessions on the 19`t` and 20~' of
October
The materials that are included are:
1. Updated General Fund Long Range Plan
2. Updated Asset Management Fund Long Range Plan
3. Updated Asset Management Fund Capital Plan
4. Updated Parking Fund Long Range Plan
Place the above documents in Tab 7 of your 2010 budget development books. We will discuss
theses on Monday.
5. Updated Housing Development Fund Long Range Plan
Place the above document in Tab 8 of your 2010 budget development books. We will discuss
these on Tuesday.
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W O O Q m Rl m m Q M m° ~ 1' v S O S l!1 m 1- F' H
MEMORANDUM
TO: Mayor and Council
FROM : Don Pergande, Budget Officer
THRU: Don Taylor, Finance Director
DATE OF MEMO: October 16, 2009
MEETING DATE: October 19 and 20, 2009
RE: Updated Materials for Council Work Session on the 19`x' of October
The materials that aze included are:
1. Updated Parks and Open Space Fund Long Range Plan
2. Updated Pazks and Open Space Capital Fund Long Range Plan
Place the above documents in Tab 7 of your 2010 budget development books. We will discuss
theses on Monday.
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Memorandum
TO: Mayor and City Council
THRU: Steve Barwick, City Manager
THRU: Don Taylor, Finance Director
Ashley Ernemann, Assistant Finance Director
FROM: Steve Aitken, Director of Golf
Jeff Woods, Parks and Recreation Manager
RE: Golf Shop Management and Staffing
DATE: October 8, 2009
SUMMARY: Due to unsuccessful attempts to attract a qualified operator, the Golf
Department requested Council support for operating the golf shop in-house at the
September 29th Budget work session. Council conceptually approved this approach and
requested more detail as to how an in-house pro shop would be funded and managed.
Since this past meeting, staff has refined the projections of revenues and expenses with
input from a golf course consultant and other professionals within the golf business. One
of the major issues was how the retail part of the operation would work. This
memorandum provides details about the operation of the facility and associated revenues
and expenses. Staff is requesting approval to move forward with the in-house operation
of the pro shop and a supplemental appropriation of $200,000 for the startup of the in-
house golf shop operation.
DISCUSSION: The Aspen Municipal Golf Course has recently been ranked number 17
in the top 50 municipal golf courses by Golf Week Magazine for its design and
maintenance practices. The goal for the Golf Shop Operation is to provide friendly,
efficient customer service to all patrons of the facility and to elevate its operations to
meet the current standazds of being ranked on a national level for the golf course.
In order for the Golf Department to be successful in operating the golf shop there aze four
critical tasks to be accomplished between now and the beginning of the 2010 Golf
Season. These tasks are as follows:
• Start-up Capital of $200,000
• Hiring of a Golf Professional
• Acquisition of Equipment
• Ordering Retail Inventory
Start-up Capital $200,000
The golf shop operations will need to have access to $200,000 immediately in order to be
able to be open the golf course in 2010. These funds will be used to purchase operational
equipment and retail inventory, and to pay the Head Golf Professional to setup operations
on a contract basis. The Golf Department is proposing a 10 year loan from the Parks and
Open Space fund (see attached Long Range Plan for Golf 471 Fund). Expenditure of
these funds is detailed the below:
2009 Initial Startup costs are as follows:
Equipment Costs $ 86,875
Retail Shop Inventory $100,000
Golf Professional (contract) 13 125
Initial Startup Costs $200,000
Hiring a Golf Professional
The Director of Golf will ultimately be responsible for the golf shop operation. Working
underneath the Director of Golf will be a Head Golf Professional. This Head Golf
Professional will have significant experience in running all aspects of the golf shop
operations, including retail, lessons, collecting greens fees, managing the range, and all
other aspects of day-to-day golf course operations. Staff believes that moving forward
immediately with the hiring of a Head Golf Professional is a crucial step in setting up a
successful operation of the golf shop for next season. There are many critical tasks
required to be completed between now and the next golf season by the Head Golf
Professional including: buying the retail inventory, hiring staff for next season,
developing policies and procedures for operations, establishing a marketing strategy in
conjunction with the Marketing Department for attracting both new and old customers to
the golf course, building relationships with the hospitality profession, and introducing the
new Head Golf Professional to Aspen. We are proposing that this person work on a
contract basis approximately 2 days a week prior to coming on full time in mid March.
This is a one-time startup cost of approximately $13,000.
The compensation of the Head Golf Professional would include a base salary with
benefits and incentives built in to drive business to the golf course. The Head Golf
Professional will receive approximately $70,000 for a seven month golf season. This
includes $52,000 in base salazy, $10,000 in incentives $8,000 in benefits. We propose the
following incentives: 2% of golf rounds revenue over 23,000 rounds, 2% of retail sales
over $120,000 and 5% of lessons. This compensation package is based on current mazket
pay for Head Golf Professionals. These are all azeas of the Golf Shop operations that aze
critical for the Golf course to meet its budget requirements.
Acquisition of Equipment
For 2009 there will expenses associated with the acquisition of equipment to perform golf
shop operations. Working with Specialty Sports, the current operator, we have compiled
a list of equipment that is necessary to operate the golf course. Specialty Sports is willing
to sell this equipment at fair mazket value. The acquisition of the equipment listed below
is an exceptional value compazed to what is offered for new or previously owned
equipment.that we know nothing about. We know the condition of and preventive
maintenance on the equipment and we know that we aze getting a great deal on it.
Additionally, the carts would be traded out in 2 years for approximately 50% of this
purchase price. The equipment required to run the golf shop, along with the proposed cost
of the equipment, is as follows:
Equipment Costs:
Golf Cart Fleet (60 Carts) $ 51,000
Radios $ 400
Range Ball Picker $ 1,500
Push Carts $ 800
Range Ball Dispenser $ 900
1,500 dozen range balls $ 500
Range Ball Washer $ 700
11 Bag Stands $ 275
Store Fixtures $ 4,000
41 Rental Sets $ 16,400
Microphone and Amp $ 300
4 club fitting carts $ 100
New Copier, Computers,
Cash Register and
Phone System $ 10,000
Total $ 86,875
For comparison, the estimated cost for new equipment would be:
Golf Cart Fleet (60 Carts) $250,000
Radios $ 1,200
Range Ball Picker $ 3,900
Push Carts $ 3,200
Range Ball Dispenser $ 4,500
1,500 dozen range balls $ 9,000
Range Ball Washer $ 2,800
I 1 Bag stands $ 650
Store fixtures $ 10,000
41 Rental Sets $ 41,000
Microphone and AMP $ 1,250
4 Club fitting carts $ 600
New Copier, Computer,
Cash Register and
Phone System $ 10,000
Total $338,100
Ordering Retail Inventory
Retail inventory will need to be ordered prior to the 2010 golf season. Based on
conversations with Armen Suny, the golf course consultant, we aze budgeting $100,000
in inventory to stock the golf shop. This will provide the basic level of inventory required
to meet the needs of the golf customers using the Aspen Golf Course.
Staff believes that this retail operation should be an amenity to the operation. We aze
taking a conservative approach to the retail operation. Over time, with experience gained,
we anticipate revenues to grow. This golf shop will not be a significant competitor to ~
other sporting goods stores in Aspen. The philosophy is to provide the basic golf supplies ,,,~„r
that aze expected in a typical golf shop, including golf balls, tees, gloves, hats, shirts, and
rain gear. The Head Golf Professional and a key staff member will approach the purchase
of this retail merchandise to meet trends in the marketplace.
The Head Golf Professional would be able to provide customers with access to hazd
goods such as golf clubs on a special order basis. The Head Golf Professional, utilizing
the Fitting System for the proper sizing of clubs, has access to most major brands of golf
clubs at a reasonable rate and with quick delivery. This minimizes the need to stock the
shop with a lazge inventory of expensive hazd goods and in turn significantly lowers the
exposure and financial risk involved with having to dispense with over-stocked product.
Retail shop inventory for the retail operation would be approximately $100,000-
$150,000. Approximate retail profit of this revenue source is $20,000-$30,000 per yeaz.
When compared to the overall revenues of the golf operation, this is 2% of the annual
total revenues of the Golf Fund. Specialty Sports historically has sold between $250,000
and $300,000 of retail merchandise. Therefore, our estimates aze conservative and, with
time and experience, we believe there could be significant room for growth.
Below is a pro forma detailing the revenues and expenses of the golf shop operation. As
outlined, the golf shop is projected to net approximately $120,000 on an annual basis.
This is approximately $70,000 more per year more than prospective lease holders were ,,,~
offering for the operation. This increased net revenue is achievable with an in-house
operation. Staff believes the pro forma estimate of revenues is conservative and that the
range for net operating revenues is between $120,000 and $175,000 per year based on
previous history of operations at the Aspen Golf Course.
GOLF SHOP PRO FORMA 2010
The primary mission of the Aspen Golf Club, as number 17 ranked municipal golf course
in the United States, to provide premier customer experience. We will accomplish this by
integrating all aspects of the golf course operations. Staff believes this approach will gain
both customer loyalty and increase of business over current projected revenues.
These projected revenue assumptions, with the exception of retail sales, are based on
historical records for the golf shop. Estimated retail sale numbers are about half the
current operation has generated. With experience, we feel we can come close to the
numbers over time which will add positively to revenues in the Golf Fund. Our goal is to
grow all categories of revenues based on efficiencies created by having the golf shop
under the same management as the golf course.
Revenue
Range Fees $100,000
Cart Rental $215,000
Club Rental $ 50,000
Lessons $ 50,000
Retail Sales $120,000
Misc $ 15,000
Tota[ Revenue $550,000
Expenditures
Labor $170,000
Golf Professional $ 70,000
Total Labor $240,000
Retail Shop Inventory $100,000
Operational Exgenses
Teaching Commissions $ 33,500
Incentives $ 15,000
Retail Commissions $ 1,500
Supplies $ 18,000
~_- Maintenance $ 14,000
Services $ 13,000
Miscellaneous $ 5,000
Total Operational costs $100,000
Tota[Expenditures $440,000
Total Revenue $550,000
Total Expenditures $440,000
Total Net Revenue $110,000
FINANCIAL IMPACTS: The Pazks Fund would loan the $200,000 in start-up costs to
the Golf Fund for the start up of the Golf Shop Operation, including the initial retail shop
inventory. This interfund loan is proposed to be paid back over 10 years. Total net
annual revenue in the Golf Fund would be about $110,000. This compazes favorably to
the $100,000 in net annual revenue that has been received under the expiring contract.
During the Request For Proposals for the golf shop operations, estimated lease payments
were only approximately $50,000 per year.
ALTERNATIVES: Staff does not have a viable alternative to this proposal. The
cun•ent operator is not interested in continuing. An extensive RFP process was conducted
this summer and resulted in no acceptable proposers who remained interested after they
thoroughly reviewed the prospective operation.
RECOMMENDED ACTION: Staff recommends that City Council approve the
proposal that the City of Aspen Golf Department operate the golf shop in-house.
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