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HomeMy WebLinkAboutGolf Board - Minutes - 01/20/1999CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES GOLF BOARD MINUTES: Regular Meeting of January 20, 1999 CITY COUNCIL LIAISON TO THE BOARD: Councilman Bill Bertschy STAFF SUPPORT TO THE BOARD: Jerry P. Brown, Manager of Golf at 221-6350, and Alyce Nierman, Administrative Aide. BOARD CHAIRPERSON: Mindy Markley at 224-9102 (w) or 226-2700 (h). CALL MEETING TO ORDER: The meeting was called to order at 7:00 p.m. by Chairperson Mindy Markley. AGENDA REVIEW: There were no changes to the printed agenda. ITEMS OF NOTE: Byrd Curtis and Tom DeGrand both called and will not be in attendance this evening. The City Code requires all Boards and Commissions to submit annual Work Plans. Jerry P. Brown reported that he has copies of these plans from all the other City Boards and Commissions for review. APPROVAL OF MINUTES It was moved by Henry Fry, and seconded by Bill Rutledge, that the Board approve the minutes of the Regular Meeting of November 18, 1998, as presented. The motion was approved (7:0). CITIZEN PARTICIPATION: There was no citizen participation. 1999 "FORT COLLINS FORE KIDS" EVENTS PLANNING Mindy Markley said she is really impressed with amount of work and detail that has gone into this planning. It appears that everything brought up last year has been addressed. City Park Nine Golf Professional Dale Smigelsky is the primary mover and shaker on the plans. He has worked with the other golf pros to get this program going. Tom White commented that he likes the emphasis on kids who have never played golf before. Henry Fry voiced his concern that only 20 minutes were allowed per session and no adjustments made for switching groups between the sessions. Dale commented that we had to cut the time close and hope that we could focus on the basics and couldn't make 30 minute sessions work in the schedule. If it doesn't work out, we can review and revise for next year. Golf Board Minutes January 20, 1999 Page 2 Other than corporate sponsors, Bill Rutledge asked if there is a plan to collect funds from the average golfer who would like to make a contribution? Maybe something could be set up at all three courses for golfers who want to drop a couple of dollars. Collindale Men's Association President Charlie Ogren commented that he plans on bringing this idea up at their meeting. Jerry suggested a large glass jar could be set out in a visible location at the clubhouse, and include a little seed money. At night the money could be placed in an envelope and locked in the safe. A priority Mindy wants to address is getting some additional funds for our golf pros for the time they put into this program. It was then discussed how everyone is doing with their letters for donations. The general comments from Board members were they just got through holidays and now can turn their attention to this program. The tentative date is June 7. Henry volunteered to find large jars that can be placed at the courses. Jerry noted that he would like to work with Dale to address marketing and advertising for the clinic. Mike Hall noted there might be a couple of advertising programs he may be able to work with. Other possibilities for advertising the clinic were discussed including radio interviews. UPDATE ON SOUTHRIDGE IRRIGATION CONTROL SYSTEM PROJECT SouthRidge Superintendent Randy Bonneville began by noting when the City took over operations of SouthRidge in the early 1990's, the first thing Jerry asked him was what he believed was needed at the golf course. Randy supplied a long list that included bridges and paths, but the #1 item on list was a better control for the irrigation system. For the last seven years Randy has worked to get the most product for the least amount of money. Randy feels that the Rainbird system would be the best as it is Windows based and can be activated by phone, or the system could be hooked up to a weather station where if rains came the system would shut down. We proceeded with a Request for Proposals (RFP) and received bids ranging from $83,000 to $173,000. The system chosen will cost approximately $115,000, plus $10,000 in other supply costs. The number of satellites around the course has been greatly reduced from 119 to 44 and Randy expects to see an energy savings from pump operations due to running the system four hours less per day. The SouthRidge staff will be installing the system and Rainbird will provide training after the system is set up. The radio controlled system will do everything hardwire would do since we are dealing with crossing Southridge Greens Boulevard several times. Everything should be in the ground by March 1 and we expect to fire up the system by mid - March. Randy stated that some money will be spent out of operating funds this year, but when we are done with this we should be set for another 25 years. There should only be normal repair and maintenance expenses during this time. Randy added that he can reuse a lot of the system that is already in place. Randy noted that if a hardwire system was his only option we would have to trench all around the entire course. However, Motorola has radio controls that were designed with golf courses in mind. This allows us to spot dig. This option required our application for a FCC license. We Golf Board Minutes • • January 20, 1999 Page 3 had to make sure our signals did not interfere with Fire and Police, and it also cannot be set off by garage door openers. Basically the project is taking our old clocks and replacing them with new equipment. Since we have had good weather recently, there has been steady progress on this renovation. Randy added that he is keeping the clock faces until Doug Evans at Collindale is able to begin his project. If there is an addition of holes as planned at SouthRidge, Randy stated he would probably need two additional clocks. Bill Rutledge stated that it would be appropriate for us to have a news release about this improvement project, and show the expense and how it relates to the Surcharge. It was further suggested that Sean Duff tour SouthRidge to view the course and the changes being made. Randy would like to have a Golf Board meeting held at SouthRidge at least once this summer so members could see the system that he has installed. Mindy agreed that holding one of our summer meetings at SouthRidge is a good idea and allows us to see the new system. Randy hopes that the meeting would be planned for May or June to afford him time to be sure the bugs are out of the new system. Frank Blanco asked if this project was on the capital projects list given to the Golf Board? Jerry stated that this was one of the major projects listed. Frank then inquired as to the cost of the pipes at Collindale? Jerry noted that this project will be approximately $800,000 or more. The Golf Board then congratulated Randy on the good job he has done on this project. GOLF BOARD RETREAT DISCUSSION Mindy Markley requested that this item be placed on the agenda in January. It was nice to take December off as it was a good break and everyone had time to reflect. One area Mindy did reflect on was the Golf Board and what we need to accomplish. In reading recent correspondence and reviewing comments she has heard it appears there are some pretty significant problems from within. Two things identified as needed are understanding and harmony, and there can be no harmony unless there is understanding. She believes that the Board needs to have a better understanding of its responsibilities. She further believes that we are to a point where we need to have someone from the City come and tell us what our role is, in addition to any rules and regulations we must work with. After we hear this, as a Board we need to discuss what our objectives are, get on the same page, and support one another. She added that she thinks that this should be done away from the standard Board environment. Jerry shared comments he received from Byrd Curtis stating the retreat is a fine idea and he could attend any of the suggested dates. Tom DeGrand, whose term ends in June, has a new job assignment, and is working six days a week and unable to attend any of the dates listed. Jerry reported that Tom stated that he supports Mindy, and also added that he agreed with the views and information included in the letter written by Tom White. Mindy asked if Board members are in favor of having a retreat? Frank Blanco asked who would come from the City? Mindy said Councilman Bill Bertschy has stated he will come to a retreat and tell us in detail what our duties are as an Advisory Board. Frank noted that several years ago Golf Board Minutes January 20, 1999 Page 4 we had the same problem when Armon Johannsen was on the Golf Board. Mike Sanders asked if Bill Bertschy is the best person available? Tom White asked if we should also have a professional facilitator? Mindy said we will have a facilitator and commented that we are not the only Board going through this, and they have also sat down with their council liaisons. Mike Sanders stated that the person with longest time working with an Advisory Board and City Council is Jerry P. Brown, and he places a lot of stock in Jerry's perspective of what works. Mike does not want to preclude a retreat, but is unsure if we should skip over our own resources. Jerry stated that part of the issue is himself, and one statement made is he should not remain Manager of Golf. Since he is part of the perceived problem he would be uncomfortable to be put in the position of advisor. Mindy noted that no staff would be in attendance at the retreat. Mike feels we should talk about procedure only, but do not dispel the thought of personalities. Mindy suggested that maybe two tier discussions, with part addressing the staff issue and part addressing the issue of responsibilities. Mike commented that one given we will deal with is that we will still be working with Jerry. Tom White added that we need to separate or discount any comments made on eliminating certain personnel. Mike noted that we cannot ignore them, but address how we will deal with them. Henry Fry asked when the last time the commissions manual was updated? Jerry responded that the last revision was sent to Board and Commission Members this past September. Tom White quoted some items that were listed in the manual. Bill Rutledge speculated that since the City Manager delegates authority for approval of budgetary actions, wouldn't he be the more logical person to be involved rather than the Council liaison? Mindy noted that might be true if our responsibility was only financial. When we apply for appointment to the Board, our applications go to City Council. Jerry commented that City Code states that Boards advise City Council and department heads, but the way the City is set up, the City Manager is in charge of everything, and he releases certain responsibilities back to staff. Boards and commissions are appointed by City Council. Bill has the understanding that Board minutes are sent to the City Manager. Jerry said yes. Bill's basic concern is whether we are really serving a purpose. If other Boards are dealing with some of the same issues, it may be a common concern on whether Board Members are effective in what they do. Mindy commented that we have addressed this issue in previous years and have tried to clarify procedures. How she views the procedure is that we research an issue, discuss the issue, and then vote on it. As an individual she may not agree with the majority vote, but as a Member of the Board, she would need to support the majority decision of the Board. The question is whether a member, as an individual, can go out and start acting on his/her own agenda with groups of citizens. In this particular case, it has been alleged that Byrd Curtis has approached other communities and golfers, and represented himself as a Board Member fighting the issue of fees and charges. Mindy noted that this is one issue that has lead us to our present position. Frank Blanco asked what would happen if a citizen came up to Henry Fry and asked for his opinion of a golfing issue? Jerry noted that he would have to make it clear that any opinions stated are personal and not the views of the full Board. Tom White stated that if you can't make a decision and move on and live with it, why make any decisions. Golf Board Minutes • • January 20, 1999 Page 5 Mindy noted that these issues are why the City Manager and Bill Bertschy feel a retreat is necessary to clarify the Board's duties and rules and regulations that are to be followed. Mike Sanders does not see how this would take half of a day to clarify and still believes the guy that can put things into perspective is Jerry P. Brown. Mindy does not believe this is about issues and situations; it has developed into personalities. Board discussion then included the statement that we come together every month with an agenda and discuss how we can accomplish our goals. The issue is not Jerry or how he does his job, and as a group, we need to get on the same page to make more things like the SouthRidge Irrigation Project come to completion. The Golf Division staff performs all the work on projects, does a wonderful job, and then we spend six months fighting among ourselves and golfers. Frank asked if it was really expected that attitudes will be changed at a retreat? Mindy responded that she expects us to review if we are focusing on personal agendas, or working toward the good of the whole. Frank was still not sure what is planned to be accomplished in a retreat. Henry responded that it would either be get on the ship or get off the ship. Frank asked if someone happens to not agree, are we then expected to "get off the ship"? Henry clarified that if the group decides to take a certain action and one of the members who did not agree with the decision should not be allowed to undermine the majority decision. Referencing the letter from Tom White, Frank stated that harmony will not be enhanced by comments made there. Mindy felt the best way she could explain the situation is that if a person had a job and the rules were not followed and there were insubordinate actions, they would be out. What we are trying to say is that if decisions are made by the group and you disagree, you cannot then go out and state that you are the system and are requesting information to review the decision. Tom White commented that no member on the Board represents a certain constituency. We are here to do what is best for the whole of golf in Fort Collins. No appointments are made by district or the course played. Henry feels appointments are made for one reason or another and hopes that people represent the different walks of life, but we are here to make recommendations on various issues to the City that reflect the bigger picture of golf in the community. It has been a long time since he looked at the guidelines, and Henry wondered how recently other Board members had reviewed their manuals? He feels a review of the manual should be made prior to any scheduling of a retreat. Tom White commented that when Mary Hodge was on the Golf Board she opted out of any votes on fees when it came up for discussion. Henry commented that it appears the allegiance is more towards a small group of golfers at City Park Nine rather than the full golfing community. If Henry felt that he was only representing the view of Collindale players, he would come as a citizen and try to influence the Board through that avenue rather than as a member of the Golf Board. Mindy asked around the table if Board members felt comfortable on what they are advising on issues and on the rules and regulations established for Board procedures. Henry commented that he feels reasonably comfortable with recent decisions. Generally all other Board members agreed. Mindy then asked if the Board felt that Byrd understands these procedures and regulations? Bill commented that members are not in a position to state what another person Golf Board Minutes January 20, 1999 Page 6 may understand. Mindy added that all the letters being discussed have been posted at the golf courses for public review. Mike Sanders noted that everyone's belief of right and wrong is different, and it is impossible to think that people can overcome life experiences. Mike stated that he personally is labeled as the "Country Club" member. Minority issues and voices are needed on the Boards, but we need to make sure that the full community is heard and represented. There is no oath of office, but we all received a set of rules to play by. Mindy then inquired on how we should proceed, and asked the Board members present for their feelings on a retreat. All seven members present agreed that they were in favor of holding a retreat. At the retreat it was hoped there would be a way to conference call with Tom DeGrand if he would be unable to attend. As this is dealing with the history of the Golf Board, it was believed that Tom's voice would be quite welcome as he has been very level headed throughout this situation. Mike Sanders suggested that we wait until March to hold the retreat; and possibly vote on a date at the February meeting. Bill asked if the idea of a retreat was precipitated by Board member actions? Mindy spoke about the group that attends our meetings each year regarding fees, but her big concern was that when we bring issues to the table for discussion, we also bring different views into these discussions. However, when voting on an issue we have to live with the vote and decision made by the majority of Board members. Mindy's number one issue would be to deal with ourselves and our issues first. Bill's reason for asking about the retreat was that he had not seen anything relative to this in prior minutes. Assuming what Byrd is thinking, whoever is recipient of Byrd's comments should be the people talking to him, and this should be done through a forum where the perception is it is a basic inquisition. Further, the basic rule of thumb for good management is to compliment in public and criticize in private. Henry feels a retreat would be beneficial. However, the issue with Byrd needs to be addressed between Bill Bertschy and John Fischbach. Period! A retreat would be far more beneficial if that is done beforehand, and then we can address where we are and where we go from that point. Bill agreed that the Board cannot have a retreat before that issue is resolved, and that issue should not be brought up during the retreat. Mike Sanders voiced his opinion that the Golf Board should not be the judge and jury. Maybe this issue could be addressed in 20-40 minutes of a Regular Board meeting with a quick review afterwards. Henry felt that the best person to give us a review of Board rules and regulations would be City Attorney Steve Roy or someone from his office who could tell us what the City's position would be in different circumstances. Mindy feels comfortable going back to Bill Bertschy and John Fischbach stating our belief that this issue is not an issue that the Board should address. We want to look at our duties and then go forward with that understanding. Frank asked where the line is drawn that designates when one member has gone too far? Henry believes that when the Board votes on an issue and the majority decision goes against the vote of one or two members that they cannot go out and try to solicit support for their views, especially if they represent themselves as a representative of the whole group soliciting support or information. Byrd Curtis needs to discuss the allegations with Bill Bertschy and John Fischbach and then they need to determine what if anything should be done. Frank mentioned a letter he received recently from John Fischbach stating that the decision on this issue will be left up to Council. Henry agreed fully that this is not our decision and should Golf Board Minutes • January 20, 1999 Page 7 • not be dealt with during a retreat or anytime. Bill noted one example given earlier is that we all have some views, and each member is most familiar with their own areas. Tom White commented that this is not without precedence. It has been suggested that Mike Sanders does not belong on the Golf Board since he is a member of the Country Club. Henry Fry moved that this be viewed and treated as two separate issues. The issue with Byrd Curtis should be dealt with by John Fischbach, Bill Bertschy, and City Council. The second issue is a review of the Boards and Commissions manual and then attendance at a retreat in mid - March with Steve Roy to clarify any areas that may be of concern. It is preferable to have this discussion at a Regular Golf Board meeting or, if necessary, a separate meeting could be scheduled with discussion on that single item. Bill Rutledge seconded the motion. Mike Sanders observed that if the issue on Byrd Curtis gets resolved, and Steve Roy made a presentation at February's meeting, then we could address the issue of whether a retreat is needed. The motion was approved (7:0). Jerry stated that he will mail out exerts from the Boards and Commissions Manual. In addition, Jerry will also try to schedule the attendance of Steve Roy at the February Golf Board meeting. APPROVAL OF 1998 GOLF BOARD ANNUAL REPORT As required in the City Code an Annual Report is due from each Board and Commission by January 31. Jerry has drafted a report and sent copies to the Board. He requested comments from the Golf Board and any additions they would like to make. Jerry will be adding that Collindale Assistant Golf Professional Scott Johnson and Mindy Markley participated in the Adaptive Sports Expo held in September. Jerry plans to reproduce the report in a single fold format similar to last year, and the report will then be made available at all our golf courses. Mike Sanders then moved that the Golf Board accept the proposed 1998 Golf Board Annual Report with the addendum of the Expo participation. The motion was seconded by Bill Rutledge, and was approved by the Board (7:0). • Jerry gave an update on the land acquisition at SouthRidge. Jerry also reported that Randy Bonneville has developed an additional plan that would allow a third hole. Henry Fry commented that we can't do anything unless we nail down the land. Tom White believes this should be placed high on our agenda this year. Jerry stated that the land owners could ask for between $6,000 and $20,000 per acre. Jerry concluded the discussion stating that we are still working on the land acquisition. • Bill Rutledge asked about the posts along the driving range at City Park Nine being bent due to wind, and if there has been any discussion on replacing those posts? Jerry noted he has met with staff to discuss this issue a number of times. At SouthRidge telephone poles were purchased and then we used Light and Power equipment to set them in place. Henry Fry Golf Board Minutes January 20, 1999 Page 8 asked if the metal poles could be straightened and held with guy wiring? It was noted that the poles don't generally get into play, but the sturdier pole would be made of wood. • Mindy learned at a recent staff meeting that a significant number of large trees were placed along #9 at Collindale. Trees were also added along #10 at SouthRidge. • The ditch project is almost completed at City Park Nine. There will be some restricted areas, and the rates will be reinstated to the regular fee with approximately a one -week notice. Because of the ditch relocation, Dale Smigelsky stated that additional tee boxes will be created. Discussion focused on how the ditch changes will affect play at City Park Nine. • Mike Sanders brought up for discussion a business for profit at the golf courses, in particular the balloon launches. Jerry stated this has never been an agenda item, but if the Board wishes, it could be placed on a future agenda for discussion and review. Bill Rutledge commented that balloons launching at the golf course definitely add a better quality than geese. Mike stated that his concern is general liability of the City, in addition to the fact the concessionaires use the bathroom, and take up space in the parking lot. It was noted that balloonists have used the golf courses for lift off since the 1970's. We have the ability to remove them from our property. Tom White asked how many launches take place? Jerry stated that they take off most every day during their season. A few years ago we made a concerted effort to find alternate sites for take off. Mindy asked if we required a use fee would that increase city liability? Jerry noted that if we try to assess a fee, it potentially places us in another arena where we could take on more liability and responsibility, and we would need to define times of usage, etc. Jerry will follow up with a memo. • Frank Blanco read and submitted the following resolution for Board consideration: "Whereas, a Golf Board member has written a letter to Mr. John Fischbach, City Manager and to Mr. Bertschy, Member City Council, requesting that Golf Board Member, Mr. Byrd Curtis, be removed from the Fort Collins Golf Board; Whereas Mr. Fischbach does not have the authority to remove a member of the Golf Board; Whereas, The City Council has the sole authority to remove a member; Resolved, that the City Council be notified in writing that the Fort Collins Golf Board favors the retention of Mr. Byrd Curtis on the Golf Board." Mindy Markley commented that she believes this topic was covered in previous Board discussion. Frank still requested that the resolution in its entirety be included in the Golf Board minutes. Jerry stated that Frank can ask for a straw vote on the resolution to be included in the minutes. On a straw vote of the Board it was agreed that the full resolution be included in the minutes (7:0). Frank Blanco then made a motion for the Board to approve his resolution. There was no second. Bill Rutledge then stated that he feels this topic had been Golf Board Minutes • January 20, 1999 Page 9 addressed previously. Frank, through a point of order, stated that a second is not needed. Jerry is not sure if Frank's point of order is correct, however, he said the Board can decide if it wants to vote without a second to the motion. The Board agreed to proceed with a vote on the motion. The resolution was defeated on vote of 1:6 with only Frank Blanco voting "yes". Mike Sanders stated that our earlier motion addressed this topic and the fact that City Council needs to address this issue. Jerry reviewed briefly the financial memo and data provided earlier to Board. Succinctly stated, 1998 was a pretty darn good year. Mindy stated that it is time to tell Jerry, the golf pros and course superintendents that you do an awesome job. Jerry added that the real good news is that this leaves us with $350,000 in reserves. As the policy states the Golf Fund is to retain a $100,000 reserve, this will give us $250,000 that can be applied toward the Collindale Irrigation Project or other Capital Projects. Mindy stated that she wished to adjourn by stating her personal agenda for being on the Golf Board. She applied for appointment because she liked what she saw and wanted to bring her talents to what she viewed as a well run system. She supports what is happening in Fort Collins. ADJOURNMENT: A motion to adjourn the Golf Board meeting was made by Michael Hall, and seconded by Tom White. The motion was approved (7:0) and the Golf Board meeting adjourned at 9:25 p.m. Respectfully submitted, Alyce D. Nierman, Administrative Aide Meetina Attendance Board Members Staff Guests Mindy Markley Jerry P. Brown Charles Ogren Frank Blanco Randy Bonneville Henry Fry Derek Cordova Michael Hall Jim Greer Bill Rutledge Dale Smigelsky Mike Sanders Alyce D. Nierman Tom White