HomeMy WebLinkAbout2002-06-11 Park Board PacketCity of Edina
EDINA PARK BOARD
TUESDAY, JUNE 11, 2002
7:00 P.M.
City Council Chambers
Edina City Hall
(AQUATIC CENTER TOUR BEGINS AT 6:15 P. M.)
AGENDA
* 1. Approval of Tuesday, May 14, 2002, Park Board Minutes.
2. Golf League Payment Policy — Todd Anderson.
• *3. Frisbee Golf Course Proposal.
4. Updates.
A. Fox Meadow Park Proposal.
B. Skate Park.
C. Construction Projects
5. Totally Talents and Tunes Dimension Report Video.
6. Other
*7. Adjournment.
*These are agenda items that require or request Park Board action.
City Hall (952) 927-8861
4801 WEST 50TH STREET FAX (952) 826-0390
EDINA, MINNESOTA 55424-1394 TDD (952) 826-0379
Memo
To: Edina Park Board.
From: John Keprios, Direct
Edina Park and Recreati n Department
Date: June 7, 2002
Re: JUNE 11, 2002, PARK BOARD MEETING STAFF REPORT.
Enclosed you should find the following items:
1. Tuesday, June 11, 2002, Park Board Agenda.
2. Tuesday, May 14, 2002, Park Board Minutes.
STAFF REPORT
The following is the monthly staff report concerning each item on the agenda with the
exception of Approval of the Minutes and Other. "Other" is listed on the agenda for other
information items (not requiring formal action), last minute items that may come up
between now and the Park Board meeting, plus, cover any other concerns of Park Board
members and/or attendees.
TOUR THE EDINA A 0 UA TIC CENTER — 6:15 P.M.
For those who are interested, Park Board members are welcomed to tour the Edina Aquatic
Center and its new and exciting renovations. We ask that Park Board members meet Ed
MacHolda and me at 6:15 p.m. at the entrance to the bathhouse and we will give you a
walking tour of the new additions to the facility. The tour will only take about 25 minutes,
which will leave us enough time to get to City Hall to begin the Park Board meeting at
7:00 p.m. as advertised. Transportation to and from the Aquatic Center is on your own.
GOLF LEAGUE PAYMENT POLICY
As requested at the May Park Board meeting, the new Braemar Golf league payment
policy is on the agenda for discussion. Todd Anderson, Assistant Manager of Braemar
Golf Course, will be in attendance to review the history and explain the policy as it stands
today. There will be others in the audience who will have an interest in this discussion.
In short, Braemar management staff implemented a new payment policy in attempt to
avoid unused guaranteed tee times that have been assigned to golf leagues. Braemar Golf
41 Course has experienced loss in revenues in the past due to unused tee times that are not
paid by leagues that had the times reserved. Todd Anderson will explain the new policy in
detail.
No formal Park Board action is requested on this agenda item.
FRISBEE GOLF COURSE PROPOSAL
A small group of Edina High School students approached our office a few weeks ago
proposing to design a Frisbee golf course at Rosland Park. After reviewing their plan,
which is a school project for the boys, I accepted their offer and asked them to design and
test play their proposed course at Rosland Park, portray their design on an aerial photo of
the park, and present the plan to the Park Board in June. The boys have completed their
project and will be making a presentation to the Park Board for approval.
In addition, there is another High School student who has offered to organize installation
of the Frisbee baskets as part of his proposed Eagle Scout project. I have invited him to
also attend the Park Board meeting.
The boys have not submitted their completed plan to me at the time of this staff report;
however, they plan to have their plan complete to present to the Park Board.
In my view, a Frisbee golf course at Rosland Park would be an excellent addition to that
popular community park. Frisbee golf is an inviting and free activity for people of all
ages, and especially teens. The funding of the project is yet to be determined; however, I
believe that the concept and location are excellent use of that parkland.
Formal Park Board action is requested on this agenda item.
UPDATES
I will give the Park Board a verbal update on the following projects.
A. Fox Meadow Park Proposal.
B. Skate Park.
C. Construction Projects
No formal Park Board action is requested on this agenda item.
TOTALLY TALENTS AND TUNES DIMENSION REPORT VIDEO
We are proud to show the Park Board a short video created by WCCO Television as one of
• their Dimension Reports. The video covers the production called "Totally Talents and
2
Tunes," which is a stage production whose actors are primarily young adults with
disabilities. This is a wonderful segment that highlights this challenging, rewarding, and
successful program offered through the four -city cooperative (Adaptive
Recreation/Learning Exchange) involving Edina, Bloomington, Richfield, and Eden
Prairie.
This is an information item. No formal Park Board action is requested on this agenda
item.
OTHER
This is an opportunity for Park Board members and residents to address other concerns.
EDINA PARK BOARD
7:00 P.M.
EDINA COUNCIL CHAMBERS
MAY 14, 2002
MEMBERS PRESENT: Andy Finsness, Mike Damman, Floyd Grabiel,
Allyson Grande, Dave Fredlund, Karla Sitek, Tom White,
Ardis Wexler, George Klus, Jeff Johnson
MEMBERS ABSENT: Linda Presthus
STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton
OTHERS PRESENT: Cynthia McGarvey, Laura Nisi, Jane Sutton, Mike
Waddick, Jeff Werbalowsky, Amy Sensor, Octavio Portu,
Laura Masuda, Candace Amberg, George Watson
APPROVAL OF THE TUESDAY, APRIL 9, 2002 PARK BOARD
MINUTES
Floyd Grabiel MOVED TO APPROVE THE APRIL 9, 2002 PARK BOARD
MINUTES. Karla Sitek SECONDED THE MOTION. MINUTES APPROVED.
II. FOX MEADOW PARK DEVELOPMENT
Candace Amberg, an architect from Brauer and Associates, indicated that they
walked through Fox Meadow Park and looked over the area and met with the
neighbors. After talking with the neighbors and noting what they liked and did
not like they came up with a preliminary plan. Ms. Amberg then went over what
the current plan looks like and explained each item. She noted that they kept the
plan as simple as possible, which is what the neighborhood wanted, and kept it
more of a mini -park. The neighbors want the park to be a place where people of
all ages can enjoy themselves. They really want to see the site improved but keep
in mind the privacy and safety of the neighbors who live nearby. The neighbors
also want to keep the wooded and nature areas in their natural state. They also
would like to see more plantings to create a buffer along Blake Road and around
the utility boxes and cellular phone tower. Ms. Amberg noted that they want to
keep it a simple plan for people of all ages and become a place for family
activities.
Mr. Grabiel asked if the wooded lot would have lake accessibility to which Ms.
Amberg replied it has a very steep slope but you could get there.
• The architects noted that the neighborhood was very cooperative and very
compromising and they really appreciated all of their efforts.
Mr. Grabiel noted that the maps show subdivisions for development and asked
why the property never had homes built on it. Mr. Keprios stated that the
property was purchased by the City through a land purchase referendum in 1975,
however, the park development referendum offered at the same time failed.
Cynthia McGarvey, who lives adjacent to the park, indicated that everyone was
very congenial in meeting the needs of the committee and she is 100% for this
plan.
Laura Nisi thanked Mr. Keprios and everyone on the Park Board for their support
and thanked the neighbors. She noted that the plan definitely has something for
everyone.
Jeff Werbalowsky, who lives adjacent to the park, indicated that Mr. Keprios did
a great job and was a great mediator. He noted that the neighborhood is planning
to hold a fundraiser to help pay for the park. The neighbors feel very strongly
about this.
Amy Sensor, resident, indicated that she has two small children and it's nice to
see the neighborhood come together and it will be wonderful to have a gathering
place at the park. She noted that everyone is excited and she would like to see the
project accelerated as much as possible.
Octavio Portu, who also lives adjacent to the park, pointed out that Mr. Keprios
has gone the extra mile on this project and he would like to compliment him on
the nice job he has done.
Laura Masuda, resident, indicated that she has three two-year olds and would like
to see the park developed asap.
Jane Sutton, resident, indicated that the neighbors have had such frustration
because the park's current state is such an eye sore. She noted that she does not
let her kids go there in its current condition and also noted that a lot of people use
it as a dog site. Ms. Sutton commented that if nothing is done with it she would
like to see it sold into lots which she realizes is not the best alternative. She stated
that something needs to be done soon and this is the best plan for the site.
Mr. Fredlund asked if $197,450 is an accurate number of what it would cost to
build the park to which the architects replied that is a very, very rough number.
Mr. Johnson asked about any people with concerns to which Mr. Keprios replied
• there is no-one in attendance tonight with a concern. He did point out, however,
that he did receive an e-mail today from Don and Carol Doughman, which he has
made copies of for all Park Board members. The Doughman's major concerns are
safety and privacy. The Doughmans would like to see some heavy planting of
trees behind the homes and would also like to have the City place fencing along
the edge of the park behind their property. They also noted that they will work
with the City and neighborhood and are still supportive.
Mr. Keprios thanked the committee members who helped develop the master
plan. He noted that this process was a good one with positive and supportive
input. He complimented the neighborhood for their involvement.
Floyd Grabiel MOVED THAT THE PARK BOARD APPROVE THE FOX
MEADOW PARK MASTER PLAN AND URGE THE CITY COUNCIL TO
PROCEED AS RAPIDLY AS POSSIBLE TO FUND THE PARK
DEVELOPMENT.
Mike Damman SECONDED THE MOTION.
Mr. Fredlund asked how much money are we asking for, and what funds are
available. Mr. Keprios noted that there is currently about $170,000 in the
developers' fund that is not earmarked for anything right now. Mr. Keprios
pointed out that the park could be done in phases. Possibly phase I development
would be to beautify the park before putting in permanent park infrastructure. It
was asked isn't it cheaper to do everything at once instead of in phases. Mr.
Keprios replied that if it's all done within two years it should not be significantly
less expensive.
Mr. White insightfully asked since the bid for the sprinkler system at Braemar Ice
Arena came in lower than expected could that money be used for this project. Mr.
Keprios replied it cannot because that's part of the revenue facilities capital
improvement plan which has its own separate funding source.
Mr. White MOVED TO AMEND MR. GRABIEL'S MOTION TO
RECOMMEND THAT THE CITY COUNCIL DIRECT STAFF TO MEET
WITH THE NEIGHBORHOOD IN SUPPORT OF THEIR FUND RAISING
EFFORTS.
Ardis Wexler SECONDED THE AMENDMENT.
Ms. Wexler asked what level of funding should be considered. Mr. Keprios stated
that he would not recommend spending any more than $100,000 from the
developer's fund because we need to keep funds available in case of urgent
unforeseen capital needs that may arise.
Ms. Wexler made a motion TO AMEND MR. GRABIEL'S MOTION THAT
THE PARK BOARD RECOMMEND USING THE DEVELOPER'S FUND UP
TO AN AMOUNT NOT TO EXCEED $100,000 TO BEGIN DEVELOPMENT
OF THE FOX MEADOW PARK MASTER PLAN.
Tom White SECONDED THE AMENDMENT.
Mr. Keprios indicated that this will probably go before the City Council at their
meeting on Tuesday, June 4th. It was asked if this will be enough time for the
neighbors to talk to Mr. Keprios about fundraising. Mr. Keprios stated that he
will stay in touch with the neighborhood committee.
MOTIONS CARRIED.
Mr. Fredlund asked if the City has ever used private funding money to develop a
park. Mr. Keprios replied that the City has received donations from youth athletic
associations for field improvements and basketball courts but never from a
neighborhood for park development of this magnitude. The Mike Kelly family
donated $75,000 for the Edina Art Center and the Jack Rice family donated the
gazebo that is currently at Utley Park.
Mr. Keprios noted that several neighbors of Fox Meadow Park seem very
motivated to raise funds to move the development forward as soon as possible.
Mr. Fredlund felt that possibly by donating money towards the park the
neighborhood may feel some ownership. Mr. Keprios commented that he made it
• clear to the committee that if residents donate money it does not give them any
legal ownership of the property or allow the donors to dictate how it is developed.
The City Council will ultimately decide how the park gets developed.
Ms. Wexler asked where the money comes from that is in the Developer's Fund.
Mr. Keprios explained that new real estate property development is charged a
percentage fee, which is placed in the developer's fund to be used for park
improvements. The law calls for either donating a percentage of the property to
be used as park land or cash in lieu of land.
III. UPDATES
A. Needs Assessment Survey — Mr. Keprios indicated that the City Council
approved the Park Board's recommendation regarding the needs assessment
survey in 2004. He noted that Mr. White also attended the City Council
meeting that evening. Based on Mr. White's sparkling presentation, the
Council's vote was unanimous. This vote of support empowers the Park
Board to work with the consultant to establish the questions to be asked in the
survey. Mr. Keprios noted that this should be an exciting project for us to
work on together in 2004.
B. Aquatic Center - Mr. MacHolda commented that there is not a lot to report.
The weather has been pretty tough this spring for outdoor construction. The
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crew has been working on the dry play area when the weather permits. As for
the cable ride, they are still trying to resolve the cable return issue.
Mr. MacHolda stated that the perimeter fence needs a concrete apron before
the fence can be put in place.
Mr. MacHolda stated that the water slide is complete and needs to be waxed,
and the canopy needs to be put on top of the tower.
Mr. MacHolda noted that the main problem right now is that the State of
Minnesota did not approve the variance request for the plunge pool. He
explained that the State requires that all pools must have a walkway all the
way around the body of water. He noted that a better alternative in his view is
to create a bridge across the flumes and plunge pool, which will be easier to
supervise and adds an enjoyable viewing area.
Mr. MacHolda commented that at a previous Park Board meeting Ms. Sitek
wanted to know if the stairs up to the flume are see-through. He indicated that
the steps are cement and you cannot see through them. In addition, there is a
wonderful view of the Rosland Park and Aquatic Center at the top of the
stairs.
It was asked what is the reason for the state requiring a walkway to which Mr.
MacHolda replied it is needed for safety issues. He noted this is the first
plunge pool in the state of Minnesota and the State of Minnesota has a lot of
reluctance to offer a variance for existing regulations regarding pools.
Ms. Wexler asked if there will be a separate fee for the cable ride or is it part
of the admission. Mr. MacHolda noted that everything is included in the price
of admission. There are no extra fees for the new amenities. Mr. MacHolda
stated that the fees were not raised very much this year because of the fact that
they are under construction and do not know if everything will be completed
on time.
Ms. Wexler noted that she is troubled with the constant raising of fees. She is
concerned the fee will be out of reach for some of the Edina residents who
want to use the pool. Therefore, she would like to go on the record to bring
this issue up at some point in the next year. Mr. MacHolda commented that
the Edina Aquatic Center fees are below the market and that the Aquatic
Center funds itself 100%.
Mr. Keprios pointed out that grant-in-aid is available to families who live in
Edina. Families who qualify can receive up to $150.00 per calendar year. It
is called the Rosland Grant -In -Aid Fund, which is provided by the Edina
Community Foundation. Ms. Wexler asked how the grant-in-aid is
publicized. Mr. Keprios indicated that other than being listed in the Activities
5
Directory, it is not heavily publicized. He also noted that in order for families
to qualify he checks to see if they qualify for the school lunch program. He
noted that he has run into situations lately where people who were applying
for a grant-in-aid did not qualify.
C. Lewis Park Soccer Fields Renovation — Mr. Keprios informed the Park Board
that the soccer fields at Lewis Park are under construction. He noted that it is
a great project and the fields will be ready for play mid-June of 2003.
Mr. Keprios also noted that construction on the Walnut Ridge tennis courts
has begun and the courts will be ready for play in approximately 35 days.
D. Off -Leash Dog Park — Mr. Keprios informed the Park Board that he has
spoken to the Minneapolis Park Director. They still have not reached an
agreement with the Minneapolis Public Works Department. In addition, the
Minneapolis Park Board does not have adequate funding in place this year to
build the parking lot and fencing. Mr. Keprios noted that he hopes to have a
follow-up meeting with the Minneapolis Park Director in the next few weeks.
E. First Tier Regional Trail — Mr. Keprios noted that he would like to thank
George Klus for attending the First Tier Regional Trail meeting at Yorktown
Park. Mr. Klus gave a speech hoping they will move forward. Mr. Keprios
noted that one of the Metropolitan Parks and Open Space Commission
members asked him at the meeting if Edina would be willing to help pay for a
portion of the trail development. Mr. Keprios stated that his response in that
meeting was that the residents of Edina have been paying taxes to the
Hennepin Parks system for years and yet there are no Hennepin Parks
facilities in Edina. All of the parkland in Edina is owned and maintained by
the City of Edina.
F. Skate Park — Mr. Keprios informed the Park Board that Mr. MacHolda
received a $20,000 donation from Pepsi for development of the skate park.
Also, they have approached Best Buy for a sizable contribution and are still
waiting to hear back from them.
Mr. Klus presented Mr. Keprios with a check from the Edina Rotary Club for
the Skate Park in the amount of $2,500.00. It was noted that the Edina
Rotary Clubs have done a lot for the city. Everyone thanked Mr. Klus.
IV. OTHER
A. Grange Hall Meeting — Mr. Keprios noted that the Park Board meeting in
October will be held at the Grange Hall.
B. June 11th Park Board Meeting - Mr. Keprios asked the Park Board what time
they would like to start the Park Board Tour. It was agreed that the start time
2
•
will be 6:30 p.m. and that the tour will consist of the Aquatic Center only.
The Park Board will then have their meeting at 7:00 p.m. at Edina City Hall in
the Council Chambers. It was noted that everyone will provide their own
transportation and will meet at the Aquatic Center.
Mr. Keprios noted that at the June meeting he would like to discuss the
possibility of putting in a permanent play structure at Edinborough Park in
place of the existing skating rink. It was asked if the residents of Edinborough
are aware of this to which Mr. Keprios replied no. Mr. Keprios also stated
that this is one way that we in the long-term can reduce the operating fund
deficit spending at Edinborough Park.
C. Braemar Inspection Tour - Mr. Keprios reminded the Park Board to mark on
their calendars that the Braemar Inspection Tour will be held on Tuesday, July
I 1 th
D. Braemar Golf Leagues — Ms. Wexler asked about John Valliere's new policy
that all golf leagues must pay their greens fees in advance and if there has
been significant opposition to this new policy. Ms. Sitek commented that this
has not been well received by some leagues.
Mr. Keprios asked the Park Board if they would like John Valliere, Braemar
Golf Course Manager, to attend the next Park Board meeting to discuss this
issue. It was noted that they would like Mr. Valliere to attend the next Park
Board meeting.
E. Rugby - Mr. White asked about the situation with Rugby's field use. Mr.
MacHolda indicated that since Rugby is not a High School sport and it's not
an incorporated youth athletic association it unfortunately gets passed back
and forth between the city and school. He noted that Rugby has been more
than a little frustrated trying to secure quality field space. Mr. MacHolda
stated that he would love to see the sophomore baseball team move to Garden
Park and have Rugby practice and play at McCarthy.
V. ADJOURNMENT
George Klus MOVED TO AJOURN THE MEETING AT 8:30 P.M. Floyd
Grabiel SECONDED THE MOTION. MEETING ADJOURNED.
VA
How Disc Golf Solves Various Recreation Problems
Installing a disc golf course has solved problems or at least improved a
situation in many cases. Here are some examples where installing a course has
been useful or may be useful in your area.
YOUNG ADULTS HANGING OUT WITH "NOTHING TO DO"
The city of Cincinnati was having trouble dealing with young adults hanging
around parks in the parking areas. They would bother other park patrons with
noise or by tossing Frisbees where they were located. Vandalism was also a
problem. The park department installed a disc golf course and was pleasantly
surprised with the results. Vandalism and harassment of other patrons were
reduced. The young adults had an another outlet for their energy. They even
became protective of "their" course, making sure nobody vandalized the
baskets. Since this program started in the mid -80s Cincinnati has installed
courses around the city with similar results.
LOW UTILIZATION OF A PARK
Many nice parks are underutilized for a variety of reasons. Access might be difficult, there are other
competing parks or activities nearby or the park is new and yet to be discovered. Disc golf has been an
excellent way to generate more traffic in a park at all times of the day and all year long. It's ideal as the
first active use for a new park site being developed. Even if the master plan for a site does not have
room for a course in the long run, a course can be inexpensively installed to generate traffic in the early
years of site development. Then, the course can be relocated to another site when funding for the
master -planned facilities becomes available.
LESS DESIRABLE OR RUGGED LAND AREAS
Disc golf courses can utilize land that no other activity might want or could use. Courses utilize areas
such as power line easements, roadway drainage areas, intermittent heavily forested parcels, terrain too
rugged even for mountain bikes, and sections of land adjoining other park active use areas that are too
small or have the wrong shape to be used for anything else.
WHAT CAN YOU INSTALL FOR LESS THAN $15,000?
With tight budgets everywhere, it can be hard to fund many activities requested by your citizens. A
deluxe disc golf course can be installed for under $15,000 and a basic budget course for under $500.
From a political standpoint, the course could be free and available to everyone which should minimize
concerns about catering to narrow interest groups. A course of some sort can be installed even under
the toughest budget constraints so your citizens can have at least something new to do next year. A
course can be designed and installed in less than two months under most circumstances.
FOR MORE INFORMATION ABOUT GETTING A COURSE INSTALLED
Timmy Gill and the Par 72 Disc Golf Pro Shop • 612-281-3192 • FAX: 952-935-9142
7450 Washington Ave Eden Prairie MN 55344 • Email: timmyg9293@hotmail.com
Why Include Disc Golf In Your Recreation Programs?
Few recreational activities offer the high benefit -to -cost ratio of disc golf, both for recreation depart-
ments and citizens of all ages and backgrounds. Disc golf has low capital and maintenance costs, has
minimal liability issues, is environmentally sound, is played year-round in all climates and is enjoyed
immediately even by beginners of all ages.
CAPITAL COSTS? A test course with wooden tees, signs and target posts can be installed for under
$500 as one way to gauge interest from your community. A complete 18 -hole course with multiple
hard surface tees, professional signs and commercial baskets with alternate anchors is around $15,000.
MAINTENANCE COSTS? The fairway grass areas can be mowed every 2-4 weeks versus the once -
a -week cycle typical for baseball and other park areas. Occasionally, some action may be required to
deal with erosion from walking pathways. Trash cans (that should be located at strategic points) need
to be emptied. Active players, scouts and service clubs have been a reliable source of volunteer labor.
LAND REQUIRED? A full scale 18 -hole course ranges from 16-24 acres (about 1 acre/hole). A
small "picnic scale" 9-holer could be squeezed into 5-6 acres. A significant advantage for disc golf is
its ability to utilize land areas that aren't very desirable or usable for any other activity. The portability
of baskets and signs allows park departments to inexpensively relocate the course to another site as
community needs dictate.
VANDALISM? This has not been a problem. In fact, vandalism has been reduced in many parks that
had problems before a disc golf course was installed. A disc golf course increases the traffic in a park
at random times during the day and steadily during evenings and weekends. This increased player
presence not only reduces vandalism but also reduces other questionable activities.
WHO PLAYS? The simple answer is everyone can. In studies measuring annual recreational
activities, "throwing a Frisbee"" has consistently been a Top Ten activity. A disc golf course serves a
broader portion of your community than many narrower interest activities with higher cost, skill or
fitness levels required to participate. Disc golf has one of the most diverse demographics of any sport.
even though everyone can play, the active players have been primarily males from age 15-45. Active
women players are usually spouses or girlfriends of male players. Families with young children are also
regular users depending on how rugged the course terrain is. Some parts of courses serve the disabled.
Some courses have an active group of seniors who prefer to play disc golf rather than just take a walk.
INCOME POTENTIAL? Most courses are free. Fortunately, the low costs of maintaining a disc
golf course are less than many conventional activities. A few courses with adequate fencing charge a
daily fee of $143. Several courses are in park systems that charge daily/yearly fees for all park patrons
with no extra fee for disc golf. More and more courses are being developed to operate as joint public/
private ventures where a concession stand is already in place or it gets set up to generate additional
revenues from snacks, disc sales and disc rental fees.
FOR MORE INFORMATION ABOUT GETTING A COURSE INSTALLED
Timmy Gill and the Par 72 Disc Golf Pro Shop • 612-281-3192 • FAX: 952-935-9142
7450 Washington Ave Eden Prairie MN 55344 • Email: timmyg9293@hotmail.com
Braemar Golf Course
League Prepayment Overview
The league play at Braemar is very appreciated and good for our business.
League play provides social and competitive golf opportunities for many
residents. Many wonderful friendships have been cemented through our league
play.
History
The leagues at Braemar have been using the following process for over 25
years. Each league member signs up one week in advance for a specific time
with three other league members. This is within a block of tee times specifically
set aside for each league. The league members sign up in person before or after
their league play for the successive week (unlike patrons which have to call for a
time). See the attached sign-up sheets.
The size of the leagues vary, some have 20-24 members needing five to six
times up to large leagues with 120 players. The season starts in May and ends
in September (14-16 weeks). There are no leagues on Weekends or Holidays as
management tries to keep a balance of league play and open (family) play. Each
league has their own number of minimum times which a member must play to
remain in the league which is typically eight to ten times. This means that not
every member plays every week. The course management works with the
league to determine the number of times to be set aside each week.
The last three to five years has seen a decline of long waiting lists for
membership in many leagues. The trend with the existing members is that they
have become "fair weather golfers" meaning that if conditions are less than
perfect, such as it being cloudy or cool they will choose not to play that day. This
is evident by the fact that league membership hasn't declined but weekly
attendance has dropped. In addition, many league members would sign up and
fail to show up for their time once they had filled their minimum number of rounds
for the league. The leagues did not want to contract the total number of times set
aside so the number of "no shows" would grow larger at the end of the season.
The only exception to this is the Braemar Men's Club, which avoids this problem
by having a group of 5 or 6 players per tee time. A captain for each group is
responsible for coordinating play each week. This system has virtually
eliminated "no shows". On the other hand, the other men's league "The Golden
Agers" had one of the poorest attendance records.
The league "no show" count at the end of the 2001 season was staggering. The
financial impact of the leagues reserved but unpaid times were in excess of
$50,000.00. Management felt that the financial impact merited a policy change
® to reduce the loss not only of revenues but the loss of opportunities for our
patrons to play. It was difficult to explain to a golfer why the tee was sitting
empty on a beautiful day when he had called for a tee time the day before and
was turned down because we showed a full league sheet.
Implementation
Management had met with the leagues in previous years informing them of a
move to prepayment if attendance did not improve. In addition, letters had been
sent informing them of potential policy changes (attached). We had numerous
meetings over the winter to implement the process. The leagues were notified
that Braemar required full payment for the time the league had reserved each
week. We did not request payment for the full season in advance, only to prepay
for those who have signed up each week. We have given the leagues latitude in
how they can sign up and pay.
Reaction
Although many individuals like the prepayment system, some are uncomfortable
with the change and perceive management as "bad guys". For nearly 30 years
we have accepted a percentage of "no shows" and advised the leagues to
reduce the number of times to correct the problem. The leagues were reluctant
• to do this as their members wanted both early and late tee times within the block.
We feel we have met our commitment of reserving the requested times each
week and that it is not unreasonable to ask for a guaranteed payment of a time
that has been reserved. Most of the courses in the area have had league
prepayment for years in addition to securing open play reservations with a credit
card. Virtually all of youth or adult leagues in other sports are prepaid. We feel
that this loss of revenue and opportunities to play should not be transferred to the
rest of our clientele.
Goals
Our goal is for each league to prepay for the times they will use each week. We
do not want to create a financial hardship for anyone, again we are only asking
them to pay for the time they have reserved. This change will reduce our
financial loss in addition to allowing more people to play golf at Braemar.
LEAGUE: HIGHLANDER'S (9) # 10 JUN - AUG 2002
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BRAEMAR GOLF COURSE
6364 JOHN HARRIS DRIVE, EDINA, MINNESOTA 55439
PHONE (612) 826-6799 FAX (612) 826-6793
TO: All Braemar Leagues; Officers and Members
FROM: John Valliere, General Manager
DATE: February 17, 2000
RE: "No Show" Policies and Problems
As you are all aware, Braemar has an established policy that golfers who make
reservations for tee times and then do not cancel their reservation within the allotted time
® of at least one hour prior to their reserved tee time and fail to appear to play (i.e. are "No
Shows") are billed by the Course for a $15.00 No Show Fee for each golfer for whom a
timely cancellation was not received.
Our enforcement of that policy for League Members has been very liberal (indeed,
almost absent!) as contrasted with non-league "Open" golfers. This has resulted in
revenues lost for the course of over $20,000 as we are unable to fill those open tee times
with a lead time of five or ten minutes or less
As many of you are also aware, a number of other public courses in this area are
presently charging a fee at the time of Open times registration and are requiring
prepayment of one half to a full season of greens fees by their leagues. We would much
prefer not to have to go to those practices but are considering them as options for 2001
and beyond.
You can also help us by insuring that your League members understand that unreserved
tee times within the block of time allotted for your league will be open to non-league
golfers who are waiting for an opportunity to play Braemar. Please have your members
treat them as the guests that they are, rather than persons unwelcome to your "League
time".
We appreciate your cooperation.
•
MEMBER OF
MINNESOTA GOLF ASSOCIATION
UNITED STATES GOLF ASSOCIATION
• Memorandum
To: John Keprios
From: John Valliere
Date: 11/6/01
Re: League Prepayment
Due to the increasing no-shows and unused tee times of some of our morning
- leagues, the staff has determined that there is a need to require prepayment of our
leagues, for the 2002 golf season. Due to the longevity of some of our league
members, they sometimes tend to be a little lackadaisical and not call to cancel their
tee times. We had made many attempts to correct this problem over the last few
years to no avail.
We have had great success at Fred Richards and with our evening leagues at
Braemar using a prepayment system.
There will be some uneasiness or possible resistance among our leagues, but we
hope to educate them of the benefits of a prepayment plan. We will not only
maximize the available tee times, but check-in will be easier and it will free -up the
pro shop staff to better serve the customer.
This will be a major management effort to undertake this transition and we wanted
you to be aware of this situation. I have included the steps we are taking to
implement this plan, in the event that you should receive phone calls; you would be
able to support us in this policy change.
Plan for Implementing
Prepayment of Leagues for the 2002 Golf Season
We will be instructing all leagues to prepay each week for the 2002 golf season.
The following are some points on how we plan on making this transition as easy
as possible on both the leagues and ourselves.
1. A letter was sent out on 10/26/01 to each league informing them on our
decision to implement a prepayment plan for the 2002 season. Also,
requesting a meeting with each league's President and/or Treasurer,
either in person or by phone to work out the specifics.
2. Set up a meeting schedule.
3. Set up a form for each league. This will aid in the meeting to gather the
pertinent information on league membership, past attendance, and
payment options.
4. Terri and Ann to meet with each league to help ease the transition and
determine the following points. Some of this information we will have to
wait to obtain closer to the start of the season.
® Determine the number of members.
Determine the number of patron versus non -patron.
Determine the number of weeks each league will play.
Determine the number of tee times needed each week.
Determine the check amount each week.
The handling of rainouts.
Go over past attendance,
Help league with ideas of collection.
Possibility of using substitutes.
5. Possibility of developing of a contract, spelling out the above specifics,
that each league is to sign so there will be no miscommunication between
any league and the golf course.
6. Set up a check-in/payment process with the Pro Shop counter. (Example,
a spreadsheet form). Set-up policies in writting for staff to aid them in the
Handling of rainouts and collection of league payments.
7. Continued contact with leagues prior to season start to ensure
Compliance to this policy change.
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