City of Spokane Park Board Golf Committee Meeting September 11, 2018 – 8:00 A.M

City of Spokane Park Board Golf Committee Meeting September 11, 2018 – 8:00 a.m. Council Briefing Center City Hall, Lower Level

808 W Spokane Falls Blvd, Spokane, Washington Jennifer Papich – Recreation Director

Committee Members: Parks Staff: Golf Professionals: X Sumner, Nick – Chair Pro tem Conley, Jason Gardner, Mark X Chase, Rick Papich, Jennifer Conner, Steve X Sperling, Gerry Jones, Garrett Sanders, Rob Hamad, Nick Phares, Doug Christenson, Dave Guest(s): Buening, Mark Kelly, Ross Dickson, Fianna Gardner, Mark McMann, Colin Martelle, LaVonne

SUMMARY

• Action Item for the 2019 Golf Rates was deferred. • Tree Work Contract for Indian Canyon in the amount of $52,305.60 was unanimously approved • An update was given by Nick Hamad on the Esmeralda design work and the Indian Canyon irrigation project. Pipes should be delivered for Indian Canyon this week so work should begin soon. • Dave Christenson presented an update on the Golf Master Plan, with a rough draft expected to be completed this week. • Discussion pertaining to the Enterprise Fund was deferred due to time restrictions. • Current golf marketing campaigns and works in progress were presented by Fianna Dickson, which included the forthcoming Construction Kickoff Party at Indian Canyon on September 28th. • Mark Buening presented the August Financial report which reflected that revenue was up and expenditures were down from August 2017. • Golf Professionals enjoyed the successful season this year, stated that courses are in great condition, and that courses will begin receiving end-of-season preparation.

MINUTES The meeting was called to order at 8:02 a.m., by Nick Sumner, Chair pro tem. Action Items: 1. 2019 Golf Rates Dave Christenson presented slides providing two rate increase models proposed for City golf courses during the four-year construction of course improvements. Rate increases are being considered to sustain SIP loan payments for the improvements, and fees would not increase during the construction period. Following considerable model review and discussion, it was decided to take no action at this time and present it again at the October meeting or sooner. Motion #1: Action deferred to a later date 2. Indian Canyon Golf Course Tree Work Construction Contract Nick Hamad presented and reviewed information pertaining to the contract for tree work at Indian Canyon Golf Course; low bid came in at $52,305.60. A discussion followed, after which Nick Sumner motioned to approve the contract with Bluebird Tree Care, Inc., Gerry Sperling seconded, and the motion was carried unanimously. Motion #2: Approve contract with Bluebird Tree Care, Inc., in the amount of $52, 305.60, for tree work at Indian Canyon Golf Course. Discussion Items: 1. Indian Canyon Irrigation Project & Esmeralda Design Work Update Nick Hamad distributed information regarding the work being done at Esmeralda and Indian Canyon golf courses. Pipe is scheduled for delivery at Indian Canyon this week so work should begin soon. In addition, storm water improvements are being considered. 2. Golf Master Plan Update Dave Christenson gave an update on the Golf Master Plan; a rough draft should be available sometime this week and completion for the scope of work for Indian Canyon is targeted for the construction kickoff party there on September 28th. 3. 2019 Golf Fund Budget Due to deferrence of the 2019 golf rates, Jennifer Papich had no changes to discuss for the financial report. Mark Buening noted that the current 2019 budget does not reflect services debt. 4. Enterprise Fund A question was raised concerning Qualchan’s previous service debt, but due to time restrictions further discussion was deferred. Standing Report Items: 1. Golf Marketing Report Fianna Dickson presented the latest marketing campaigns, which included the Construction Kickoff Party at Indian Canyon on September 28th, along with current radio and television advertising. 2. Golf Report Dave Christenson reported that a newly hired safety specialist is currently familiarizing himself with the golf courses and that staff is busy with plans for the IC Kickoff Party. Jennifer Papich announced that Sean Stock was hired and has begun as Esmeralda’s Assistant Superintendent. 3. Financial Report Mark Buening reported revenue is up and expenses are down in comparison with August 2017. 4. Course Conditions All courses reported an exceptional year, are in great condition, and are preparing courses for end-of-season.

Meeting adjourned at 9:57 a.m. The next regularly scheduled meeting is October 9, 2018. 2018.09.05 CONSTRUCTION CONTRACT | INDIAN CANYON GOLF COURSE TREE WORK

INTENT Contract with apparent low bidder 'Bluebird Tree Care, Inc.' to perform tree root treatment, pruning, and removal to accommodate the Indian Canyon Golf Course Irrigation Renovation work. Work will be performed as a unit price contract.

ITEM QTY UNIT PRICE EXTENDED COST Task 1.0 Site Evaluation & Project Scoping 1.0 $ 34,108.80 $ 34,108.80 Task 2.0 Public Involvement 1.0 $ 18,196.80 $ 18,196.80 Total Price Not (including tax): $ 52,305.60 TREE PROTECTION ZONE, TYP. • • • • IRRIGATION CONTRACTOR SHALL COORDINATE WITH TREE PROTECTION & PRUNING LICENSED TO PRACTICE IN THE CITY OF SPOKANE PRIOR TRENCHING ACTIVITY. COORDINATION INCLUDES: CONTRACTOR TO SCHEDULE ALL TREE WORK IN ADVANCE OF IRRIGATION EXCAVATION. CONTRACT. CLEARANCE PRUNING, AND TREE REMOVAL SHALL BE COMPLETED BY CERTIFIED ARBORIST TREE PROTECTION & PRUNING SUPPLIED BY OTHERS AND IS NOT A PART OF IRRIGATION WITHIN TREE PROTECTION ZONES (TPZ'S), ROOT PROTECTION, PRUNING, •• •• •• INSPECT PROPOSED EXCAVATION WEEKLY TO PLAN TREE PROTECTION WORK WITH MODIFY TRENCH ROUTING TO AVOID TREE PROTECTION ZONES (WHERE POSSIBLE). LAY OUT ALL PROPOSED TRENCHING/EXCAVATION AT LEAST 5 WORKING DAYS PRIOR OWNER'S REPRESENTATIVE OR IRRIGATION CONSULTANT, CITY ARBORIST, AND TO TRENCHING/EXCAVATION. ARBORIST TREE PROTECTION & PRUNING CONTRACTOR. TREE PROTECTION ZONE, TYP. • • • • IRRIGATION CONTRACTOR SHALL COORDINATE WITH TREE PROTECTION & PRUNING LICENSED TO PRACTICE IN THE CITY OF SPOKANE PRIOR TRENCHING ACTIVITY. COORDINATION INCLUDES: CONTRACTOR TO SCHEDULE ALL TREE WORK IN ADVANCE OF IRRIGATION EXCAVATION. CONTRACT. CLEARANCE PRUNING, AND TREE REMOVAL SHALL BE COMPLETED BY CERTIFIED ARBORIST TREE PROTECTION & PRUNING SUPPLIED BY OTHERS AND IS NOT A PART OF IRRIGATION WITHIN TREE PROTECTION ZONES (TPZ'S), ROOT PROTECTION, PRUNING, •• •• •• INSPECT PROPOSED EXCAVATION WEEKLY TO PLAN TREE PROTECTION WORK WITH MODIFY TRENCH ROUTING TO AVOID TREE PROTECTION ZONES (WHERE POSSIBLE). LAY OUT ALL PROPOSED TRENCHING/EXCAVATION AT LEAST 5 WORKING DAYS PRIOR OWNER'S REPRESENTATIVE OR IRRIGATION CONSULTANT, CITY ARBORIST, AND TO TRENCHING/EXCAVATION. ARBORIST TREE PROTECTION & PRUNING CONTRACTOR. TREE PROTECTION ZONES PROJECT NO: DRAWN BY: DATE: CHECKED BY: SHEET ___ OF

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H IT N EC RECREATION TREE PROTECTION ZONES T & Estimated schedule 1:$ 48,532.00 Estimated schedule 2:$ 25,144.77 INDIAN CANYON GOLF COURSE TREE WORK Estimated Total Price (PARKS):$ 73,676.77 CONTRACTOR BASE BID % of estimate ALTERNATE 1 BID % of estimate TOTAL BID % of estimate BLUEBIRD TREE CARE, INC.$ 34,108.80 70%$ 18,196.80 72% $ 52,305.60 71% FA BARTLETT$ 51,737.12 107%$ 23,838.08 95% $ 75,575.20 103% ABC CONSULTING ARBORISTS LLC$ 59,568.00 123%$ 25,187.20 100% $ 84,755.20 115% BUDGET ARBOR & LOGGING, LLC.$ 129,254.40 266%$ 24,752.00 98% $ 154,006.40 209%

AVG. BID PRICE: $ 68,667.08 $ 22,993.52 $ 91,660.60 MEDIAN BID PRICE: $ 55,652.56 $ 24,295.04 $ 80,165.20 $$ SPREAD BETWEEN 1ST & 2ND $ (17,628.32) $ (5,641.28) $ (23,269.60) % SPREAD BETWEEN 1ST & 2ND 34% 28% 31%

City Clerk's OPR ______

City of Spokane

Parks and Recreation Department

PUBLIC WORKS CONTRACT

Title: INDIAN CANYON GOLF COURSE TREE WORK

This Contract is made and entered into by and between the CITY OF SPOKANE PARKS AND RECREATION DEPARTMENT as (“City”), a Washington municipal corporation, and BLUEBIRD TREE CARE, INC., whose address is 1902 East Nettleton Gulch Road, Coeur d’ Alene, Idaho 83815 as (“Contractor”), individually hereafter referenced as a “party”, and together as the “parties”.

WHEREAS, the purpose of this Contract is for Indian Canyon Golf Course Tree Work; and

WHEREAS, the Contractor was selected through a Request for Public Works Bids issued by the City;

-- NOW, THEREFORE, in consideration of the terms, conditions, covenants and performance of the Scope of Work contained herein, the City and Contractor mutually agree as follows:

1. TERM OF AGREEMENT. The term of this Contract begins on September 12, 2018, and ends on July 1, 2019, unless amended by written agreement or terminated earlier under the provisions. Contract renewals or extensions shall be initiated at the sole discretion of the City and subject to mutual agreement.

2. TIME OF BEGINNING AND COMPLETION. The Contractor shall begin the work outlined in the “Scope of Work” (“Work”) on the beginning date, above. The City will acknowledge in writing when the Work is complete. Time limits established under this Contract shall not be extended because of delays for which the Contractor is responsible, but may be extended by the City, in writing, for the City’s convenience or conditions beyond the Contractor’s control.

3. SCOPE OF WORK. The Contractor’s General Scope of Work for this Contract is described in Contractor’s Bid Response dated August 28, 2018, which is attached as Exhibit A and made a part of this Contract. In the event of a conflict or discrepancy in the Contract documents, this City Public Works Contract controls.

The Work is subject to City review and approval. The Contractor shall confer with the City periodically, and prepare and present information and materials (e.g. detailed outline of completed Work) requested by the City to determine the adequacy of the Work or Contractor’s progress.

S.I.P. Funded Capital Improvements Project Status

September 2018 Project Manager: Nick Hamad Golf Course Architect: Robert Trent Jones II Golf Manager: Dave Christenson Irrigation Consultant: Irrigation Technologies Park Planning & Development Manager: Garrett Jones

PROJECT GOALS

1. Rectify deferred golf course maintenance by strategically investing in on‐course capital repair & improvement.

a. Conduct 1 golf course irrigation rebuild per year for the next 4 years. 2. Upgrade on‐course golf experience for users: a. Create system‐wide course master plan with detailed recommendation for improving courses. ( Reference survey results). b. Implement up to $600,000/year of on‐course improvements for the next 4 years with remaining funds (budget dependent).

PROJECT FUNDING DESIGN/CONSTRUCTION SCHEDULE CURRENT CONTRACTS   $7,500,000 in approved funding  Fall 18‐Spring 19: Indian Canyon System‐Wide Master Plan  $16,700,000 in deferred maintenance  Fall 19‐Spring 20: Esmeralda  Indian Canyon Irrigation & Tree Work  Esmeralda Irrigation Design

DEFERRED MAINTENANCE S.I.P. FUNDING

(on course) Available S.I.P. Funding 2% Unencumbered Funds 30% Contracted Funds 55% 45% Oustanding Deferred 68% Maintenance (on course) Contingency

Contracted Change Orders Current Remaining S.I.P. Percent Construction Physical Amount Expenditures thru Capital Funding Complete by Schedule Percent Completion (includes WSST) 9/11/18 Budget Complete Date $2,280,215 $1,632.00 $0,000.00 $5,127,090 0.0% 0.0% 7/1/22

Indian Canyon Golf Course Irrigation Renovation Bidding & Construction Status

September 2018 Contractor: Wadsworth Golf Construction Co. Project Manager: Nick Hamad General Superintendent: Mark Slugocki Irrigation Consultant: Irrigation Technologies Project Superintendents: Victor Delgado & Soccorro Chavez Golf Course Superintendent: Josh Harty

CREW ARRIVES SEPTEMBER 10  Submittals Completed  Pre‐con completed Aug 30, 2018

DESIGN/CONSTRUCTION SCHEDULE Irrigation Construction  Crew mobilizes: Sept. 10, 2018  Materials delivered: Sept. 17, 2018  Shut down Front‐9: Sept. 24, 2018  Back‐9 in 2019 Irrigation Related Tree Work  Contracting with low bidder  Unit price contract  Begins Sept. 25th, 2018

$0 Left to Complete

$2,248,498 Billed to Date

Contract Amount Change Orders Current Remaining Percent Construction Physical (includes WSST) Expenditures thru Contract Complete by Schedule Percent Completion 8/07/18 Amount Budget Complete Date $2,246,866 $1,632.00 $0,000.00 $2,248,498 0.0% 0.0% 7/1/19

Esmeralda Golf Course Irrigation Renovation Design & Construction Status

September 2018 Contractor: n/a Project Manager: Nick Hamad General Superintendent: n/a Irrigation Consultant: Irrigation Technologies Project Superintendents: n/a Golf Course Superintendent: Ben Nelson

DESIGN SCHEDULE  Mapping Complete: Aug. 28-29, 2018  Exploring stormwater on-course  Design complete: December 31, 2018

BIDDING/CONSTRUCTION SCHEDULE  Issue to Bid: Jan/Feb 2019  Construction Start: Fall 2019

$0 Left to Complete

$26,900 Billed to Date

Design Contract Change Orders Current Remaining Percent Design Schedule Physical Amount Expenditures thru Contract Complete by Percent Complete Completion (includes WSST) 8/07/18 Amount Budget Date $26,900.00 $0,000.00 $0,000.00 $26,900.00 0.0% 8.0% 7/1/20

Golf Marketing Construction Kick-off Party Earned Media & Ads

Press release on Robert Trent Jones II Master Plans received coverage: • Spokesman Review • KREM 2 • KXLY 4

Radio advertisements: • KHTQ-FM • KXLY-FM

Golf video in production

In process: website redesign, marketing plan 2019, sponsorship opportunities

2018 Annual YOY Golf ComparisonROUNDS Report DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF REGULAR ROUND 10,848 10,512 337 8,339 7,614 725 11,223 10,528 695 8,914 8,794 120 0 0 0 39,324 37,448 1,877 DISCOUNT ROUND 18,992 18,713 279 13,545 14,369 (824) 10,465 9,174 1,291 12,971 13,286 (315) 0 0 0 55,973 55,542 431 MULTI-PLAY ROUND 2,565 2,410 155 1,215 1,059 156 1,009 657 352 1,821 1,669 152 0 0 0 6,610 5,795 815

COUNT OTHER ROUND 2,109 1,628 481 1,186 891 295 2,335 2,155 180 2,157 1,894 263 0 0 0 7,787 6,568 1,219 TOTAL 34,514 33,263 1,251 24,285 23,933 352 25,032 22,514 2,518 25,863 25,643 220 0 0 0 109,694 105,353 4,341

REGULAR ROUND $ 269,921 257,239 $ 12,682 $ 189,774 $ 182,809 $ 6,966 $ 294,854 $ 267,045 $ 27,809 $ 254,418 $ 240,731 $ 13,687 $ - $ - $ - $ 1,008,967 $ 947,824 $ 61,143

DISCOUNT ROUND $ 368,797 352,119 $ 16,678 $ 245,591 $ 274,647 $ (29,056) $ 224,447 $ 186,774 $ 37,674 $ 272,669 $ 263,837 $ 8,833 $ - $ - $ - $ 1,111,505 $ 1,077,376 $ 34,129

MULTI-PLAY ROUND $ 18,616 16,218 $ 2,398 $ 5,923 $ 5,859 $ 63 $ 7,971 $ 5,676 $ 2,295 $ 17,559 $ 15,212 $ 2,348 $ - $ - $ - $ 50,069 $ 42,964 $ 7,104

REVENUE OTHER ROUND $ 25,027 21,848 $ 3,178 $ 935 $ 1,402 $ (467) $ 32,995 $ 29,772 $ 3,223 $ 23,693 $ 20,563 $ 3,131 $ - $ - $ - $ 82,650 $ 73,585 $ 9,065 TOTAL $ 682,360 $ 647,425 $ 34,935 $ 442,223 $ 464,717 $ (22,494) $ 560,267 $ 489,265 $ 71,002 $ 568,340 $ 540,342 $ 27,998 $ - $ - $ - $ 2,253,190 $ 2,141,750 $ 111,441 PASSES DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF DISCOUNT PASS 1,504 1,525 (21) 1,178 1,443 (265) 621 558 63 958 1,113 (155) $ 216 39 177 4,477 4,678 (201)

SEASON PASS 8 9 (1) 3 3 0 6 0 6 8 8 0 $ - 1 (1) 25 21 4

COUNT OTHER PASS 39 22 17 22 22 0 31 22 9 39 129 (90) $ 563 483 80 694 678 16 TOTAL 1,551 1,556 (5) 1,203 1,468 (265) 658 580 78 1,005 1,250 (245) 779 523 256 5,196 5,377 (181)

DISCOUNT PASS $ 76,916 $ 70,789 $ 6,127 $ 52,865 $ 59,397 $ (6,532) $ 27,709 $ 20,018 $ 7,691 $ 46,685 $ 48,586 $ (1,901) $ 10,456 $ 2,341 $ 8,116 $ 214,631 $ 201,131 $ 13,500

SEASON PASS $ 11,687 $ 10,840 $ 847 $ 3,427 $ 4,617 $ (1,190) $ 6,503 $ - $ 6,503 $ 9,666 $ 11,539 $ (1,873) $ - $ 1,539 $ (1,539) $ 31,283 $ 28,536 $ 2,747

OTHER PASS $ 7,347 $ 3,324 $ 4,024 $ 4,298 $ 3,932 $ 366 $ 6,829 $ 3,627 $ 3,201 $ 7,630 $ 4,827 $ 2,803 $ 23,889 $ 20,776 $ 3,113 $ 49,993 $ 36,486 $ 13,507

REVENUE TOTAL $ 95,950 $ 84,953 $ 10,997 $ 60,590 $ 67,947 $ (7,357) $ 41,040 $ 23,645 $ 17,395 $ 63,981 $ 64,953 $ (972) $ 34,346 $ 24,656 $ 9,690 $ 295,907 $ 266,153 $ 29,754 CART FEES DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF

PRIVATE CART FEE & PERMIT 576 569 7 520 573 (53) 326 366 (40) 449 431 18 0 0 0 1,871 1,939 (68)

PRO CART FEE 12,417 11,677 741 11,967 10,901 1,066 14,480 13,147 1,333 12,565 12,197 368 0 0 0 51,429 47,922 3,508

COUNT TOTAL 12,993 12,246 748 12,487 11,474 1,013 14,806 13,513 1,293 13,014 12,628 386 0 0 0 53,300 49,861 3,440

PRIVATE CART FEE & PERMIT $ 16,634 $ 15,469 $ 1,166 $ 9,454 $ 10,698 $ (1,244) $ 5,127 $ 4,693 $ 434 $ 11,296 $ 10,664 $ 633 $ - $ - $ - $ 42,512 $ 41,524 $ 988

PRO CART FEE $ 2,171 $ 2,082 $ 89 $ 3,080 $ 2,723 $ 357 $ 4,827 $ 4,416 $ 410 $ 2,050 $ 1,972 $ 79 $ - $ - $ - $ 12,128 $ 11,193 $ 935

REVENUE TOTAL $ 18,806 $ 17,551 $ 1,255 $ 12,534 $ 13,421 $ (887) $ 9,954 $ 9,110 $ 844 $ 13,347 $ 12,635 $ 712 $ - $ - $ - $ 54,640 $ 52,717 $ 1,924 BUCKET OF BALLS DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF COUNT 7,504 7,019 485 6,948 6,650 299 12,614 10,402 2,212 8,064 8,085 (21) 0 0 0 35,130 32,156 2,974 REVENUE $ 499 $ 469 $ 29 $ 923 $ 1,111 $ (188) $ 1,992 $ 1,507 $ 485 $ 557 $ 545 $ 12 $ - $ - $ - 3,971 3,632 $ 339 FACILITY IMPROVEMENT FEE DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF COUNT 16,790 0 16,790 12,642 0 12,642 12,340 0 12,340 14,080 0 14,080 23 0 23 55,875 0 55,875 REVENUE $ 27,783 $ - $ 27,783 $ 21,971 $ - $ 21,971 $ 24,439 $ - $ 24,439 $ 25,814 $ - $ 25,814 $ 246 $ - $ 246 100,253 0 $ 100,253 REVENUE SUMMARY DOWNRIVER ESMERALDA INDIAN CANYON QUALCHAN CITY HALL TOTALS 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF 2018 2017 DIFF Lessons $ - $ - $ - $ - $ - $ - $ 14,810 $ 13,137 $ 1,673 $ 14,810 $ 13,137 $ 1,673 MISC REVENUE $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 14,810 $ 13,137 $ 1,673 $ 14,810 $ 13,137 $ 1,673 $ - TOTAL REVENUE $ 825,398 $ 750,398 $ 75,000 $ 538,242 $ 547,196 $ (8,954) $ 637,692 $ 523,527 $ 114,165 $ 672,039 $ 618,475 $ 53,563 $ 49,402 $ 37,793 $ 11,609 $ 2,722,772 $ 2,477,389 $ 245,383 C:\Users\lmartelle\Desktop\Golf Financials_2018 August.xlsx