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Hancock Community Engagement Action Proposed
Historical Designation: Obtain historical designation for the golf course and clubhouse and post historical signage. Promote historical designation as a value to the community. Historical designation to protect Hancock from demo or future change of use.

Under Consideration
Yes. Historical designation is being considered by the department.

Steps Required

Current Status
Met with Planning and Design Division to determine historical designation options. Met with Historical Land Mark Commission Office to determine historical designation options. Shared historical designation options with Council Members Office. Working with City Attorney's Office to ensure appropriate considerations are included in final historical designation proposal. The Golf Division created a final historical designation proposal and presented to stakeholders, the Golf Advisory Board and the Parks Board. Support was indicated by all stakeholders. The department will move forward with an application for the following historical designations: - Local Historic District designation - COA Landmark designation for the Hancock Recreation Center - National Register District designation - Texas Historical Commission Interpretive Marker Proposed Timeline: Stakeholder/Golf Advisory Aug, 2012 Parks Board Sept, 2012 Pursue Historical l Designation Oct, 2012

Action Proposed
Memberships: Create yearly membership for Hancock play only.

Under Consideration
Yes.

Steps Required
Considering options for a Hancock only golf membership. Need to determine the pros and cons of a Hancock only membership to the overall fiscal health of the Golf Division. Create a proposal and add to the Council Approved Revenue Budget/Fee Schedule

Current Status
City of Austin golf memberships currently include Hancock. Annual Card members can play Hancock anytime during the week and on weekends for the designated fee associated with the card. Fee Schedule for fiscal year 2012-2013 has been completed. Researching options for amending and or impacts of fee implementation in the 2013-2014 budget cycle
Proposed Timeline: Fee Schedule Review Schedule Completion Schedule Implementation Jan, 2013 Apr, 2013 Oct, 2013

Action Proposed
Create membership for students to play at discounted rates. Create UT Student rates.

Under Consideration
Yes.

Steps Required
Considering options for College Student memberships at Hancock only. Considerations to include all college IDs or just colleges in Austin City Limits. Need to determine the pros and cons of a Hancock only membership to the overall fiscal health of the Golf Division. Create a proposal and add to the Council Approved Revenue Budget/Fee Schedule

Current Status
Junior Annual Cards are currently available for juniors 18 years of age or younger and include use of Hancock facility any day of the week for the designated junior fee associated with the card. Junior fees are available at all City of Austin Golf Courses including Hancock. Fee Schedule for fiscal year 2012-2013 has been completed. Researching options for amending and or impacts of fee implementation in the 2013-2014 budget cycle.
Proposed Timeline: Fee Schedule Review Schedule Completion Schedule Implementation Jan, 2013 Apr, 2013 Oct, 2013

Create neighborhood Punch Card Program.

Not currently in consideration.

n/a

The Department does not support this suggestion because the Hancock Golf Course is open to all City residents. It does not seem appropriate from a Department stand point to give specific "neighborhoods" an advantage over other residents because the overall support comes from all residents who patronize the golf course. Additionally, the Golf Division has utilized loyalty programs in the past with "punch cards" and have had little success.

Action Proposed
Sponsorships/Partners: Create golf tournaments to be sponsored by large corporations, non-profits and/or local celebrities in Austin.

Under Consideration
Yes.

Steps Required
Current City Policy "solicitation" limits Review Department policies and processes for "co-sponsorships" and "donation" Determine Department options and create process for sponsorship solicitation to include but not limited to: Sponsorship options Unacceptable sponsors (i.e. tobacco) Create template agreement to be approved by City Legal Create marketing materials/advertise Determine tournament dates Solicit sponsors to determine interest

Current Status
Have not started this research
Proposed Timeline: Research and Policy Review Create template Template Approval Implementation

Dec 2012 Jan 2013 Feb 2013 Mar 2013

Have golf club venders on site to introduce products and latest developments.

Yes.

Contact merchandise and golf product vendors to request participation in a demo day at the golf course. Schedule demo day based on vendor calendar. Create advertising/marketing materials to distribute to residents and local businesses.

The course poses limitations for product vendors due to the lack of driving range on site. Discussions have continued with current golf course vendors with little interest of hosting an event this year. Vendors would like us to reach back out following the reclaimed water line construction on the golf course. Proposed Timeline: Re-call Vendors Spring 2013 Schedule date TBD by vendor *Advertise at least 3 weeks prior to date

Action Proposed
Partner with community groups: - "it's my golf course day" - Volunteers to assist in maintaining/improvements - Sorority/Fraternities - Boy Scouts/Girl Scouts - First Tee

Under Consideration
Yes.

Steps Required
Determine course projects appropriate for volunteer work Develop partnership guidelines appropriate for each individual partner Develop marketing/advertising materials Develop processes for soliciting community partner groups Schedule outreach presentations to area neighborhood associations, volunteer organizations, school groups, etc. Schedule group events Monitor and evaluate process

Current Status
The Golf Division will reach out to groups in the community in accordance with the following timeline: (please note it is most appropriate to discuss program opportunities after the waterline is installed and It's My Park Day is traditionally scheduled in March)

The Golf Division has partnered with Stoney Point High School for their "Players Pass" program at Hancock to help generate new golfer interest and support local high school athletics. Currently in discussions with the YMCA to include Hancock in their Player Development Program, rolling out in Nov 2013. Proposed Timeline: June 2012- First tee program partnership meeting. A partnership is now in place with the First Tee to support the junior programs at each facility. Jan 2013 - develop schedule and marketing plan for group outreach Feb 2013 - Create marketing materials targeted for each group- execute marketing plan Mar 2013 ­ execute "It's my golf course day"

Action Proposed
Lease unused portion of the property.

Under Consideration
N/A. There is not an unused portion of the property. N/A

Steps Required
N/A

Current Status

Marketing/Publicity: Improved signage including a marquee sign on property that is visible from the street.

Yes. Requests for updated and new signs on the Hancock property will be implemented.

Contact PARD sign department for new sign requests. Provide supporting documents and images to sign department.

Golf division has obtained documentation of current signs and submitted to the PARD sign department for updates as well as requests for additional signs. The division is now requesting the funding needed to update these costly signs. Proposed Timeline: Requests submitted Signs Installed June 2012 Spring 2013

Action Proposed
Create a t-shirt or other branded materials to sell, playing up the history of the course. Include some kind of slogan.

Under Consideration
Yes. The golf division will consider additional inventory in the pro shop as funds become available.

Steps Required
Golf division to schedule a creative brainstorming session with the PARD Marketing department. Create slogan and graphics for t-shirt campaign. Utilized current contracted vendors to produce t-shirts. Sell product in the Hancock Pro shop. Promote new product through social media and website. Sales analysis to be completed to determine success and future of campaign.

Current Status
Timeline based on Budgetary constraints of the current Fiscal year. The timeline for this action item has been pushed back by 1 month. The Golf Division is meeting with the Marketing Department in October for a creative brainstorming meeting. A more accurate timeline will result from that meeting once deliverables are determined. Potential Timeline: Creative Meeting Graphic produced Order shirts Shirts for sale in pro shop Oct 2012 TBD TBD TBD

Advertise through neighborhood HOAs and NA Newsletters.

Yes.

Compile list of HOAs and NA contacts. Contact the HOA and NA newsletter creators/editors for information and possible costs for advertising. The Golf Fund does not currently have funding established for marketing or advertising. The social media outlets will continue to be utilized where possible.

A list of HOAs has been completed. Emails are currently being sent to reach out to the Newsletter editors. The Golf Division is proposing to provide updates on course projects for the Newsletters. We would also like to provide program information to be included and promoted as well. Proposed Timeline: List completed Contacts made Consider Advertisement Aug 2012 Oct 2012 Nov 2012

Action Proposed
Include tourists, hotels and magazines in marketing plan.

Under Consideration
Yes.

Steps Required
Consultant to evaluate the Parks and Recreation Department Marketing and Advertising procedures May 16th- May 18th. The final report was completed and delivered at end of June.

Current Status
The Golf Division will work with the Parks and Recreation Department in the development of a comprehensive marketing plan. The COA golf courses are all listed in the Austin Travel Guide that is distributed to all Austin area hotels as well as the Austin Convention Center. The courses are also listed on all area tourists/visitor websites.

Youth Programs: Contact local area schools and reach out to PE class to introduce kids to golf. (Ex: Lee Elementary)

Yes. Any interest in local area schools would be welcomed.

Compile a list of elementary and middle schools within a 5 mile radius of the Hancock Golf course. Contact PE teachers/coaches at each school: - Hancock golf staff to bring small putting greens to the school for quick lessons during the PE class - Possible Field trips to Hancock to get the students familiar with the golf course in the area

The timeline for this item has been pushed back by 2 months. Will work to compile a school contact list this month. Proposed Timeline: Compile School List Complete all calls Schedule Outings Oct 2012 Nov 2012 Spring 2013

Action Proposed
Create a year-round junior program to include junior days out at the course and 9-hole tournaments.

Under Consideration
Yes. This is currently happening at the courses.

Steps Required

Current Status
The Golf Division currently has a year round Junior program that includes Spring/Summer/Fall Tournament series as well as golf clinics at each of the COA golf courses. A list of junior tour tournaments as well as clinics information can be found on the golf division website at www.austinpubliclinks.com.

Special Events: Create new golf tournaments to generate more interest. Including: - Parent/Child partnerships - "Caddy Shack" Tournament - "7 iron only" Tournament - Night Golf - Tournaments for different ages/genders - Semester long tournaments - Celebrity sponsored golf tournaments (leverage relationships with Kite/Crenshaw)

Yes. Will consider adding certain special events to the current schedule of City Sponsored events.

Hancock staff to meet and determine appropriate events to host at the facility. The events listed will all be considered in addition to suggestions from staff members. Schedule event at Hancock. Create marketing materials at least 6 weeks prior to the event to be distributed and advertised. Ads will be submitted to HOA and NA newsletters. Post Event information on all city event calendars including golf webpage and social media outlets. Register players, acquire any additional materials for the tournament and execute event.

The Golf Division currently hosts over 200 golf tournaments per year and is working to increase the City's Golf Association play to extend to Hancock. Department sponsored events at Hancock will first focus on family friendly events such as night golf A City-wide Cross Country running event was held at Hancock on Sept. 29th and included participant Lance Armstrong. The event helped provide much needed revenue gains to the golf course. Proposed Timeline: Staff Meeting Dec 2012 Create Ads/Marketing Jan 2013 Host First Event Spring 2013 *Upon completion of new irrigation system on the golf course. Determine Success Spring 2013 Plan 2nd event Fall 2013

Action Proposed
Create a youth activity at the course while the parents play.

Under Consideration
Yes.

Steps Required
Meet with the Hancock recreation center to determine their current schedule and the possibility of utilizing their facility for a drop off program. Potential programs could include after school tutoring/homework sessions, arts & crafts, games, dance, other sporting events or active play time. Determine appropriate pricing and scheduling for the program. Add the program to the recreation center calendar and agenda as well as the golf course's programing and marketing.

Current Status
Youth activities are currently in place at the recreation center. The Golf Division will consider a drop off program in coordination with the recreation center. A new timeline in place due to irrigation system delays. Proposed Timeline: Rec Center Meeting Nov 2012 Possible Implementation Jan 2013 *Upon completion of new irrigation system on the golf course.

Host fundraising concerts at the golf course.

Yes.

Determine/submit the following for event approval: - Neighborhood approval (letter or email)
Rental agreement and fee payment General liability insurance (general and auto coverage) Sound permit Health permits for any food served/sold to public Portable toilet plan for event site Trash and litter control, dumpster or trash removal capabilities Transportation and parking plan arranged (plus local garage/parking approvals) ­ make sure people can get to event APD approval and security (which may involve street closures for safety) EMS approval Site plan and site/logistical meetings

Send e-mail to engagement participants for more information as to this expectation. This idea can be interpreted multiple ways and the Department needs a little more direction from the community. Have contacted the Special Events department to determine facility needs/requirements. Will consider any fundraising event inquiries that are appropriate.

Action Proposed
Quality Enhancement: Increase quality of golf course with reclaimed water.

Under Consideration
Yes.

Steps Required
May 24th Council Meeting approved the Item number 49:
Authorize award and execution of a contract through the Texas Local Government Purchasing Cooperative (BuyBoard) with AMC INDUSTRIES, INC. for the purchase of a Rainbird Irrigation System for the Hancock Golf Course for the Parks and Recreation Department in an amount not to exceed $233,290.( Notes: This Cooperative Purchase is exempt from the MBE/WBE Ordinance. This exemption is in compliance with Chapter 2-9D of the City Code (Minority-Owned and WomenOwned Business Enterprise Procurement Program). No subcontracting opportunities were identified; therefore, no goals were established for this contract.)

Current Status
Supplies/piping for the irrigation system has been delivered to the golf course. Due to permitting set-backs and delays on some key components of the new system, construction for the new irrigation system is set to begin November 1st. The project team will begin erosion control and tree protection in October. New Completion date estimated in December of 2012.

Consider new lay out of holes, starting on current #6 and finishing on current #5.

Yes.

Select appropriate dates to implement "trial days" with the proposed new layout. The trial will run for one full week of play. Create survey to measure players reactions/feedback of new course lay out prior to trial dates. The survey will be provided to each player during the "trial days" and feedback will be analyzed by golf division management. Possible rearrangement of golf holes to be implemented with the following steps: - Order new scorecards

The Golf Division ran a 2 week trial period with the proposed new lay out of the 9 holes and collected feedback from the golfers on site. The results of this preliminary trial favored the new lay out. An additional trial period will occur in accordance to the timeline below in the Spring of 2013, once the new irrigation system is in place. Proposed Timeline: Survey Drafted Trial Days Additional Trial Days Jul 2012 Jul 2012 Spring 2013

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Rearrange current signage, possible new signs put in place

Complete Analysis Spring 2013 Final Layout Selected and Executed Summer 2013

Action Proposed
Add a pavilion to the property for people to gather post play.

Under Consideration
No. N/A

Steps Required

Current Status
The golf division will utilize existing picnic tables by updating them and grouping them together in one area for post play gatherings. Current budget constraints will not provide for this expenditure. To be reevaluated in January, 2013.

Improve golf course conditions for better playability and quality of golf course. - Additional vegetation - More cart path signage - Improved drainage - Update practice area

Yes.

Golf course maintenance staff to meet and determine an outline of necessary course maintenance projects, priority of items and an estimated cost of each project. Create timeline for projects to be executed.

Areas for improvements will be identified and considered after the reclaimed water irrigation system is put into place. Implementation will occur as funding becomes available. Project Timeline to be developed after completion of the reclaimed water line installation. Proposed Timeline: Maintenance Staff Meeting Jan 2013 Project Timeline to be developed Feb 2013 Priority Projects begin in March 2013

Action Proposed
Food & Beverage: Make beer/alcohol available for purchase at the golf course.

Under Consideration
Yes.

Steps Required
Contact the Contract Management Department to determine steps required for beer/alcohol sales on site. Discuss legal ramifications of alcohol sales at Hancock Golf Course considering its location in proximity to minors at the Hancock Rec Center.

Current Status
Working with legal and compliance departments to determine if the sale of alcoholic beverages as an option for the facility. Proposed Timeline: Contract Management Proposal

Jan 2013

Allow food vendors/trailers to come in and sell food. If not every day, on weekends and holidays.

Yes.

Contact the Contract Management Department to determine steps required for food trailer vendors to be on site.

Posted the Hancock location as an option on food trailer web forums. The Golf Division will consider any interested parties for a short term vendor permit on site. To date, the division has received one negative comment regarding this option. Proposed Timeline: Contract Management July 2012

Build grill area for concession to include short order, hot food on site.

No.

N/A

Not considering expanding the current concession due to lack of space and permitting issues involved.