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HomeMy WebLinkAboutGolf Board - Minutes - 03/25/1993CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES GOLF BOARD City Council Liaison to the Board: Councilman Dave Edwards Staff Support to the Board: Jerry P. Brown, Assistant to the Director/CLRS; and Alyce Nierman, Golf Division Secretary MINUTES: Regular meeting held March 25, 1993 The meeting was called to order by President Al Bednarz at 7:30 p.m. Agenda Review: Jerry P. Brown requested that two items be added to the printed agenda. The first being the issue of smoking at the Collindale Clubhouse, and the second item is the issue of a discounted golf car fee for medical reasons. Consider Approving Minutes of the Last Regular Meeting of February 17. 1993 It was moved by Henry Fry and seconded by Tom White that the minutes from the Golf Board meeting of February 17 be approved as printed. Motion carried (9:0) Citizen Participation: There was no citizen participation at this time. Smoking at Collindale Clubhouse Jerry P. Brown introduced Wayne Costa to the Board. Mr. Costa is the managing partner in the firm of Costa/Campbell who was awarded the Collindale Snack Bar concession. Mr. Costa distributed a letter to the Board and further reported they are open for business on a full-time basis as of March 25. Currently the lunch area is a designated smoking area, with no smoking allowed in the food preparation area. Costa/Campbell expressed their concern that the employees working in the snack bar area are exposed to secondary smoke during their work shift. The letter expressed their thoughts and concerns on smoking being allowed in the snack bar area, and would appreciate the Board designating the snack bar area smoke free. Larry Glass asked if there had been any discussion or contact with County Health Department? Jerry stated the County Health Department has regulations that state where there is food preparation, smoking is not allowed. Jerry has received feedback from golfers on both sides of this issue. Joe Nance stated at this point comments he has received from golfers are more in favor of not allowing smoking in the clubhouse. Jerry stated that if the Golf Board feels as a unit they want to eliminate smoking, this will be enforced. We will try to be consistent with the Board's recommendation. Mary Hodge thanked Mr. Costa for bringing his concerns to the Board. Al Bednarz asked if there was further discussion on this issue. Hank Hoesli asked Mr. Costa how they feel about people coming into this area who were non -patrons? Mr. Costa does not see that as a problem; his concern is how smoking affects their employees. Mary commented that since the Board had invited other guests tonight, maybe we could discuss this issue at a later time. Larry asked if a proposal is made, who would select a designated smoking location? Jerry views the Collindale Golf Board Minutes March 25, 1993 Page 2 clubhouse having two options -- there will either be smoking allowed in the snack bar area or not allowed in the clubhouse at all. Discussion then centered around the logistics. Cindy Roper asked if this decision would affect all three courses? It was replied that at this point we are looking only at Collindale. Mary reiterated her concern for employees exposed to second-hand smoke. After further discussion, it was moved by Larry Glass that the Golf Board recommend that smoking be eliminated at the Collindale Clubhouse. Jim Doyle moved to amend the motion to include the clubhouses at all three courses. Hank Hoesli seconded the motion. Larry Glass agreed to the amendment to his motion. Motion carried (7:0:2) There were two abstentions from the vote (Tom White and Henry Fry). Round -Table Discussion on the Role of the Golf Board and Other Issues of Concern Al Bednarz started this discussion by stating the general consensus of the Golf Board is that we don't need broad based discussion on the role of the Golf Board with all the City staff. The major concern seems to be with the procedures, and maybe we should address those procedures. Also, Mike Powers requested time to present to the Board how he arrived at his selection of the Golf Professional at SouthRidge. Al turned the floor over to Mike Powers. Mike inquired of the Board how in depth they would like him to go into his rationale? The Board may still disagree with what he did, but hopefully they will accept that he went with his conscience. Mike started by reviewing the selection process. Mike put together in writing a detailed listing of his process. Mike went through a lot of research and discovered in his research that the Board didn't fully agree. Mike reported that in his review of the candidates he used the rating system as he felt it was important to show how the proposals and interviews were compared and contrasted. Al understands the process and the point system; doesn't know if there is a need to discuss the point -by -point evaluation. Larry Glass asked if Mike had decided on this procedure before a recommendation was made by the Board? Mike had made a list of why he interviewed candidates this time. He knew that he had final responsibility and talked with some Board members before he talked with the candidates. Also, in prior bids there was no internal disagreement. Roger Sample further stated that the previous process was totally different, whereby a review committee made a recommendation to the Board and the Board usually accepted the recommendation of the committee. It was questioned by Hank Hoesli who had the authority to release information to Mike from the executive session? Mike's reply was that according to the chain of decision, and since he is ultimately responsible, he is entitled to information from the executive session. Mike' stated the five main reasons he decided to review the proposals further: 1. A difference of opinion among the Board members; received this information from staff and from some Board members. C' • Golf Board Minutes March 25, 1993 Page 3 The quality of proposals didn't match the Board's recommendation. 3. The Board recommendation to him was the person who cost the most. 4. He did not know Steve Sharp or the Albright's so he felt a need to meet them. The proposal screening results did not reflect the Board recommendation. Mike was going to recommend to the City Attorney that he be allowed to interview the candidates prior to being contacted by Jim Greer and Derek Cordova. He further agreed that the process in general had some flaws. However, since this is the process currently being used, and since Mike is ultimately responsible for this decision, he did not delegate this responsibility. Larry commented that since we will be going through this again in three years, maybe Mike Powers should be a part of this process from the start. Roger observed that the way the process was this time, he felt that the Golf Board's assumption was that their decision was final. It was viewed that all of the time spent by the Board and hours spent in interviews was time lost. Al reflected that the Golf Board did not recognize that their role was to make a recommendation. Mike stated that the Golf Board is the only City Board that is required by Code to make a recommendation in a selection process. Jerry stated that City Code requires the Board to reconvene from executive session for a public decision or vote, and all information and activities during regular meetings are covered by open records laws. Jim Doyle pointed out that in August the Board changed the review and selection procedures. Jim then speculated on why, if the procedure was changed for the pro selection, the Board then returned to the old procedure for the selection of the concessionaire? Hank observed that the change we made was well known, and his understanding was that Jim O'Neill's presence at the Board meeting was to assure that everything was done according to City Code. Larry reflected that during discussions on procedure changes, the Board was led to believe they could do what was asked. Hank didn't understand, as an advisory Board, why their expertise was not tapped during the review process, and feels Mike should probably have come back before the Golf Board and asked why they reached the decision they did! Jim asked if Mike had interviewed all the Board members? Mike replied that before he was able to speak to everyone, lawyers got involved. When this became a legal issue he was advised not to contact anyone. Al questioned if the RFP process is necessary in future selections? It was further speculated that if a pro or concessionaire is doing a good job maybe they should be retained. It was asked if there are different ways of selection that would eliminate the need for RFP's? An idea expressed by Henry Fry was to let the Golf Board be a sounding board on whether to retain the person currently holding the position, or to proceed with a Request For Proposal. Larry commented that at the time of the interviews there were four viable candidates, and the Golf Board Minutes March 25, 1993 Page 4 Board felt it was their charge to select the person to be hired. His feelings are the Golf Board has taken some hits that weren't deserved. Al stated that any changes to code (which would include the selection process) would have to be approved by City Council. Tom White commented that we have three years to develop a process, and we should review everything carefully. Jim stated his belief that the Golf Board is not totally clean, as there were some members who had their own agenda. Mary Hodge stated that she originally brought up the idea of changing the selection procedure as an alternative. Cindy Roper liked Mary's suggestion at the beginning of the selection process. Cindy further commented that there was probably not one member of the Board who did not have a bias in this selection process. Roger fully agreed with Cindy's statement. Larry concurred that every one of the Board more than likely came in to the interviews with a favorite candidate. Hank questioned what items are protected by client privilege? He can't understand how information from the executive session got out, and the possibility of leaks makes it hard to have confidence in working with the Board. Roger agreed with the point made by Larry Glass that the report seems to chastise the Golf Board and that the City staff appears to be "lily-white." Roger further observed that in reading the report there is a recommendation that City staff watch what they are doing. Mike stated that staff should avoid meetings/discussions with the candidates. Roger observed that in the report it seems clear that everybody did some things wrong. Hank asked if there would be a major disruption to the system if the Golf Board was totally removed from this process? That may be the simplest way of dealing with the selection process with Mike Powers, or whoever, soliciting input from the Golf Board. Mary commented that Mike Powers has stated his actions started as he is ultimately responsible for these decisions, and the Golf Board appears to be trying to hire the employees. Al stated that the selection process should be a scheduled agenda item for discussion and recommendation on a new procedure. Larry commented that he would like to see the Golf Board removed from the selection process. Henry was unable to justify in his mind and asked Mike Powers how, in reviewing the proposals, the person with zero actual experience as a pro was selected over the other candidates? Mike stated that he knows a lot of people with experience that he would never hire. His decision was based not on the length of experience, but the quality of the full proposal, and felt that Derek overcame his lack of experience as a pro in other areas of his presentation. Mike felt the City had a good track record with Derek's managerial experience in running the concessions at the various courses. Hank brought up some ideas on the role of the Golf Board that are unrelated to the SouthRidge issue. He thinks there are other things the Golf Board should be involved in. When he applied for appointment to the Golf Board he assumed that part of the function of the board would be a grounds committee or greens committee, and to be a link between what really happened on the course and the people playing at the various courses. Making suggestions as to changes at the various courses to generally make things better was how Hank envisioned his time E Golf Board Minutes March 25, 1993 Page 5 serving on the Board. Cindy stated that the Board does have the option to bring these items up on agenda. Hank commented that ideas seem to come up for Board, review when people complain. He further stated that the Golf Board meetings should be held at the various golfing facilities. Roger stated that this could be implemented in the work plan adopted each year. He further stated that new members on the board have had only one issue of discussion, and that in his time served on the board that was not the standard. Henry commented that he would. like to see more ideas along the lines of Hank's comments. Mary suggested another idea is to have golf pros attend Board meetings to share ideas with us and update the Board on the activities at their respective courses. In addition we could invite representatives from different golf groups to attend our meetings. The Board members liked the idea of inviting different golfing group presidents to our monthly meetings. In addition the idea of holding the meeting at the courses was well received. Larry had one last question on the SouthRidge issue. Is this situation over with and can it now be placed behind us? Mike replied that there is a lawsuit filed, and a review of the process and of the record will continue. Mr. Sharp has a final avenue open, that of a property damage lawsuit, which could last six months to one year or more. Al observed that as Golf Board members we should represent concerns of the golfers of the city, and the issue of smoking was a great example. Larry requested one item specifically be placed on the April agenda and that would be to start removal of the Golf Board from the RFP process. Mike would like to wrap this issue up, and to begin a healing process. Mike further thanked the Golf Board for allowing him the opportunity to come before them and closed his statements with the fact that he is always available to discuss concerns the Board members may have. Golf Car Discount Rental Fees Jerry P. Brown would like to have a recommendation from the Board regarding discount rates due to medical conditions. In our current rental rates we offer a 25% discount off the regular rental fee to seniors during non -peak hours, and for medical needs. Jerry has been contacted by people with medical needs who occasionally have no one to share the golf car rental, and asked if we would consider accepting one-half of the discounted rate. The current policy is that even if only one person rides, they pay the full applicable rental rate. Any person requesting this discounted rate has to apply to Jerry to receive approval. Jerry currently has two people who have medical needs and fixed incomes who could qualify for these special rates. Larry Glass felt that if it is a medical necessity, a discounted rental fee is appropriate. It was suggested by Henry Fry that for medical necessities, if there is only one rider in the car, we charge one-half of the regular rate. Hank Hoesli supported this suggestion. Tom White commented that the numbers requesting this allowance appear to be small enough, and as we are here to provide for golfers of the city, he was in agreement that discounted rates could be offered to people with medical needs. The consensus of the Board is that we charge one-half of the regular rate. Joe Nance feels this decision is definitely going in the right direction. Golf Board Minutes March 25, 1993 Page 6 Board Members and Staff Comments/Reports Hank Hoesli asked if there was an update from the Accounting Department? Jerry P. Brown reported that this has been turned over to Dave Agee who is looking at an audit of the 1991 and 1992 Col l i ndal a Snack Bar; looking specifically at expenditures and revenues. Hank suggested that maybe the auditors in the sales tax office could be utilized. Jerry has made an offer to Dave Agee that we will pay for an outside auditor. However, Dave Agee feels he would like to develop an internal system of checks. Hank commented that he would like to see something developed whereby audits on contracts is an ongoing process. Jerry responded that the Accounting Department is trying to develop this type of a system where we will be able to audit all contract records. Roger Sample remarked that he has served on the Golf Board for nearly six years, and he has enjoyed his time on the Board. However, this will be his last meeting as he is resigning from the Board. He is not sure of the direction the Golf Board is headed, but wishes them the best of success in the future. Jerry was sorry that Roger will not be continuing on the Board. Jerry further stated that Roger has done an excellent job during his term and appreciates all time and effort Roger has given to the golfing community and the Golf Board. Henry Fry had a bit of good news. The Collindale Men's Golf Association decided to earmark up to $1,000 to contribute to driving range improvements at Coll indale. A committee will be getting together with Doug Evans and Joe Nance to determine what improvement will be made. On motion by Roger Sample and second by Tom White the meeting adjourned at 9:28 p.m. Respectfully submitted, Alyce Nierman Secretary III Golf Division Al Bednarz Mike Powers Wayne Costa Jim Doyle Jerry P. Brown Norma Ingraham Henry Fry Randy Bonneville Ruth Doyle Larry Glass Jim Greer Brian Werner Mary Hodge Joe Nance Matt Keys Hank Hoesli Alyce Nierman Cindy Roper Roger Sample Tom White