Section 7
Golf Car Fleet Management
Work Experience Activities
Work Experience Activities
Complete and submit the following Work Experience Activities for your Work Experience Kit.
Remember, all activities must be completed using this electronic file, then printed out in black and white and submitted. This is a "Read-Only" file and must be saved as a separate document before you begin. See the 'Read Me' file for "Save As" instructions.
Refer to the following guidelines when completing all activities.
• Use complete sentences to answer all activity questions
• Eliminate all spelling, grammatical, and typographical errors
• Include all appropriate back up materials to substantiate your work
• Make sure all activities are computer-generated or in typewritten form
• Make sure all required activities are included in your Work Experience Kit
• Make sure your inventory checklist and sign off sheet are included in your Kit
Activity 1: Defining Golf Fleet Staff Responsibilities
Directions: In this activity, you will examine and define the responsibilities of the golf car fleet staff at your facility or at another facility in your area.
Complete
• Fill out the chart below describing the status of the golf car fleet at your facility or of another facility you have selected.
• Interview the staff members and describe the fleet responsibilities held by each.
|Name of Facility: | |
|Location of Facility: | |
|Number of Members: | |
|Number of total rounds per year: | |
|Number of golf car rounds per year: | |
Fleet Information
|Quantity |Model Year |Brand |Gas or Electric |Owned or Leased |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
|Total Number of Vehicles in the fleet: | |
|Approximate number of years fleet is kept: | |
|Who owns the fleet concession: (golf professional, facility| |
|owners, outside contractor, city, etc.).: | |
How many staff members have golf car fleet responsibilities?
|Full time: | |
|Part time: | |
Organization
In the space below, list an organization chart for the facility’s golf car staff. After completing the chart, describe the responsibilities for each staff member.
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Answer
Names, titles, and job descriptions of golf car fleet staff:
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
|Name: | |
|Title: | |
|Fleet Responsibilities: | |
Discuss
Questions concerning the fleet staff:
1. How does the head golf professional or manager determine the proper number of staff required to properly maintain the golf car fleet?
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2. What training methods are used for new staff members and what areas are covered?
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3. If no training methods are currently utilized, what methods should be implemented and in what areas of the operation?
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4. Why is it important to train all golf car fleet employees in proper customer relation skills?
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Activity 2: Analyze Golf Car Needs
Directions: Explore the reasons why the existing fleet was chosen for your facility by answering the questions below.
|Name of facility: | |
|Location of facility: | |
|Type of facility: | |
Discuss
1. Include the mission statement for your facility below. Discuss how the golf car fleet operation fits into that mission. Describe the facility’s goals and its approach to providing golf car service.
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2. Does your facility mandate golf car usage or is it optional? If golf car usage is optional, what is the number of total rounds played and how many of those rounds are golf car rounds?
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3. Does your facility allow members to use their own private golf cars? If so, do they have to pay a trail fee? What is that trail fee and how was it determined?
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4. Based on your own knowledge and perceptions, describe the customers’ opinions of the fleet. Why do you think this is so?
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5. Describe the particular preferences the members and/or customers have regarding type of power, specific makes or models, or special features or accessories.
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6. There are several other factors that could possibly affect golf car fleet requirements. These include terrain, climate, course yardage, and condition of golf car paths. Discuss below the specifics for each of these factors and how they affected the choice for the existing fleet.
• Terrain:
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• Climate:
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• Course yardage:
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• Golf car paths:
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7. What other criterion was used during the selection process?
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Activity 3: Evaluate Golf Cars
Directions: Using a scale of 1 (poor) to 5 (outstanding), rate three different golf cars you think would be suitable for your facility and its customers. Make sure you include promotional material for each of the three golf cars and discuss the results of your survey below.
|Factor |Car #1 |Car #2 |Car #3 |Comments |
|Price | | | | |
|Appearance | | | | |
|Comfort | | | | |
|Performance/Quality | | | | |
|Handling | | | | |
|Efficiency/Range | | | | |
|Durability/Longevity | | | | |
|Reliability | | | | |
|Quietness | | | | |
|Dealer/Service | | | | |
|Maintenance | | | | |
|Repairs | | | | |
|Maintenance Cost | | | | |
| | | | | |
|Trade-in Value | | | | |
|Total Score | | | | |
Answer
1. According to the survey, which golf car had the highest score?
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2. Does your facility have the golf car that has the highest score?
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3. If not, why doesn’t your facility have the highest scoring golf car?
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4. If your facility has recently acquired a new golf car fleet, what criteria were used to select the new fleet?
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5. If your facility is going to acquire a new fleet, would you be able to utilize the comparison chart to assist you in the decision-making process?
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Activity 4: Investigate Lease vs. Buying
Directions: In addition to your own facility, interview someone at three other facilities in your area to determine the primary reasons the fleet was either purchased or leased. Fill in the chart below with the information you have acquired.
| |Your Facility |Facility #2 |Facility #3 | Facility #4 |
|Name of Facility | | | | |
|Facility Type | | | | |
|Person Contacted | | | | |
|Location | | | | |
|Model/Year/Color | | | | |
|# of Cars in Fleet | | | | |
|Purchase/Lease/Mix | | | | |
|Primary Reason for Decision | | | | |
|Financial | | | | |
|Flexibility | | | | |
|Maintenance | | | | |
|Other (describe) | | | | |
Discuss
1. According to the survey results, what are the primary reasons facilities have chosen to purchase the golf car fleet?
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2. What are the primary reasons that other facilities have chosen to lease the golf car fleet?
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3. What have you learned about why it is important to understand your facility’s goals and objectives before making the important decision to lease or purchase?
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4. Did any of the people that you interviewed mention that the decision to lease or purchase ended up being the wrong one? If so, what were some of the reasons the decision ended up being incorrect?
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5. What is your personal opinion on the decision to lease or purchase a fleet and why?
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6. How can your facility utilize the lease vs. purchase information if they are contemplating the acquisition of a new fleet?
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Activity 5: Compare Fees and Special Deals
Directions: Compare the golf car rental fees in place at your facility to three other golf courses in your area. Describe how each course is comparable to yours in type, clientele, image, region, and condition of fleet.
|1. Name of your facility: | |
Type, Clientele, Image, Region, and Fleet Condition:
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|2. Name of Facility # 2: | |
Type, Clientele, Image, Region, and Fleet Condition:
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|3. Name of Facility # 3: | |
Type, Clientele, Image, Region, and Fleet Condition:
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|4. Name of Facility #4: | |
Type, Clientele, Image, Region, and Fleet Condition:
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| |Your Facility |Facility #2 |Facility #3 | Facility #4 |
|18-Hole Rental - Weekday | | | | |
|18-Hole Rental - Weekend | | | | |
|9-Hole Rental - Weekday | | | | |
|9-Hole Rental - Weekend | | | | |
|Early Bird Rental Rates | | | | |
|Twilight Rental Rates | | | | |
|Group Rental Rates | | | | |
|Mandatory Car Rental | | | | |
Discuss
1. Do any of the facilities have special rates targeted at particular groups such as seniors, juniors, women’s clubs, or others? If so which groups are targeted and why?
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2. Do any of the facilities raise or lower the golf car rental rates depending on the season? If so, which ones and why?
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3. How do the rates of the various facilities that you surveyed compare to the rates that have been set at your facility?
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4. Do you think the rates set at your facility are appropriate, too high or too low compared to the other facilities you surveyed? On what do you base your opinion?
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5. How are the golf car rental rates determined at your facility and who is responsible for setting them?
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6. Has your facility ever tried to increase or decrease the golf car rental rates in order to increase the amount of revenue produced by golf car rentals? If so, what were the results?
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7. Do any of the facilities have options to walk or utilize a 4-bag unit that allows up to 4 bags to be carried on one golf car? If so, what options are available and what are the rates?
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Activity 6: Exploring Operational Procedures
Directions: Set up an interview with the manager of the golf car fleet either at your facility or that of another accessible club. Start the interview by discussing the fleet manager’s role in general. If you are the fleet manager, describe the responsibilities of your job. Then explore and document the policies, procedures, and issues for all of the following areas:
• Staff Size, Organization, and Training
• Golf Car Rental Procedures
• Golf Car Rotation Procedures
• Safety Measures
• Accident Procedures
• Breakdown Procedures
• Record Keeping Procedures
• Insurance Information
Include all documents your facility currently uses for the items listed above. If your facility does not currently have written documents and backup paperwork, create basic policies and procedures for each category and include what you have written along with what your facility already has in place in your Work Experience Kit.
Discuss, in general, the similarities and differences from the approaches outlined in this course compared to what is currently in place at your facility.
Your goal is to learn and at the same time make recommendations that can contribute to improving the golf car program at your facility. For example, review the policies and procedures manual and compare yours to the ones outlined in the manual, explore ways to modernize your record keeping system if you don’t already use computers and investigate the staff training manuals in place or write a basic training manual for new employees.
|Name of facility: | |
|Person Interviewed: | |
|Job Title and Description: | |
Summarize
Discuss the following items. Be sure to include all appropriate backup documents to demonstrate each area, if there are no backup documents, create and include them here.
• Staff Size, Organization, and Training
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• Golf Car Rental Procedures
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• Golf Car Rotation Procedures
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• Safety Measures
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• Accident Procedures
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• Breakdown Procedures
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• Record Keeping Procedures
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• Insurance Information
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Discuss
1. What are the similarities between your fleet operation and the approach outlined in this course?
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2. What are the main differences?
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3. Do you see an opportunity to improve the efficiency and effectiveness of your fleet operation? If so, in what ways will you improve the operation and how will you implement your ideas?
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Activity 7: Maintaining the Fleet
Directions: In this activity, you will interview the fleet mechanic or person responsible for the maintenance of the fleet and discuss various aspects of preventive maintenance and repair.
Part 1: The Interview
|Name of Facility: | |
|Person Interviewed: | |
|Job Title and Description: | |
Answer
1. Is the golf car fleet leased or owned?
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2. Is most maintenance and repair performed by the golf car staff or outside technicians?
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3. If there is a facility staff member who is responsible for the maintenance of the golf car fleet, what is his job description?
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4. How are golf car attendants trained?
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5. If a golf car is in need of repair and the in-house mechanic or staff is capable of the repair, what are the procedures that are followed to ensure that the golf car is repaired correctly and returned to the fleet?
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6. If a golf car is in need of repair and the in-house mechanic cannot complete the repair, what type of outside contractor or service is used and what procedures are followed to ensure the golf car is repaired correctly?
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Part 2: The Procedure
Describe
Using the Periodic Service Schedule in lesson 7 as your guide, describe all of the periodic maintenance procedures that are followed and the records that are kept for your fleet. Be sure to include the various record-keeping documents that are used at your facility. If your facility does not use record-keeping documents for any or all of the maintenance procedures, create basic policies and procedures for each area and include those documents in your Work Experience Kit as well.
• Daily Preventive Maintenance Procedures:
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• Weekly Preventive Maintenance Procedures:
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• Monthly Preventive Maintenance Procedures:
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• Quarterly Preventive Maintenance Procedures:
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• Annual and/or Seasonal Preventive Maintenance Procedures:
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Discuss
Based on the questions and descriptions of the preventive maintenance program in place at your facility, answer the following questions:
1. On a scale of 1 to 10, how would you rate your maintenance program? Why?
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2. Describe the improvements that could be made to the maintenance program?
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3. How would you implement and monitor these improvements?
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4. Discuss the current condition of the golf car fleet storage facility.
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5. On a scale of 1 to 10, how would you rate the golf car storage facility? Why?
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6. Describe any improvements that could be made to the storage facility.
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Describe
7. If you had unlimited financial funds, describe the ideal golf car storage facility. Identify the fleet size, type of power, and whether the fleet is owned or leased. Be sure to include the four major design considerations (adequate space, proper ventilation, location, and safety features) as well as considerations for a mechanic’s bay, equipment and parts storage and personnel facilities.
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Activity 8: Acquiring the Golf Car Fleet Concession
Directions : Using the following guidelines, prepare a proposal to take over total operation of a golf car fleet franchise in return for a bigger share of the profits of the golf car fleet. You will take over the entire concession and relieve the club from any active involvement. In return, you would pay the club a share of the revenue from the fleet.
Survey
• Using your facility as an example, survey and study the fleet operation, and put together a business plan. Include projected revenue/expenses for at least three years to illustrate the impact your management will have on golf car profitability. (Refer to “Understanding Fleet Finance” in Lesson 4.) The Business Planning and Operations Pre-Seminar Manual further describes how to put together a business plan and budget.
Describe
• How will you increase revenues by implementing an advertising and promotion campaign? (Refer to Lesson 5.) Be sure to describe the advertising and promotions to be utilized.
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• How will you decrease expenses by implementing (or continuing to follow) proper maintenance and safety procedures? (Refer to Lessons 6 and 7)
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Determine
• Are you planning to purchase or lease a new fleet as part of the acquisition? (Utilize the golf car evaluation process covered in Lesson 3 to determine what type of car and the fleet size that the facility needs.)
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• What is the best possible position for you as well as the facility concerning the division of compensation and responsibility? For example, if your study concludes it is beneficial for you to take over ownership of the fleet, what percentage of the profits will you retain and what percentage will the facility receive? Be sure to justify the percentages you have chosen and why you think the Board of Directors or management would consider your proposal.
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