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HomeMy WebLinkAboutGolf Board - Minutes - 03/15/2006City of Fort Collins Cultural, Library, and Recreational Services Golf Board Minutes: Regular Meeting of March 15, 2006 Council Liaison to the Board: Councilman Diggs Brown Staff Support to the Board: Jerry P. Brown, Manager of Golf at 221-6350, and Dawn Worth, Administrative Aide at 416-2265 Call Meeting to Order: Board Vice Chairperson Larry Buckendorf called the meeting to order at 7:00 p.m. at the SouthRidge Clubhouse. Agenda Review: There were no changes to the agenda as printed. Items of Note: ♦ David Johnson and David Thilmany notified Jerry that they would be absent from the meeting. Jay Kammerzell arrived at 7:10 p.m. ♦ Jerry informed the Board that Collindale Golf Professional Jim Greer had a booth at the Golf Expo in Denver and that Jim handed out certificates that were good for Collindale only. Jim said that they are keeping track of them as they come in and he will provide us with the number at the end of the year. ♦ Jerry provided the Board a copy of the letter we got from the PGA recognizing Jim Greer's PGA Certification in Golf Operations. The Board then congratulated Jim. Jerry also provided a letter from the PGA on SouthRidge Golf Professional Dale Smigelsky's recognition for the PGA of America President's Council on Growth of the Game. Jim Greer said that Stan Finn of the Golf Academy of Northern Colorado is also getting recognition for that award. ♦ Jerry informed the Board that he received the Periodic Review Questionnaire from the City Clerk's Office and said that we would be discussing it at the next meeting. He suggested that the Board Members look it over and think about some points by then. He stated that City Council would be reviewing the Board this year and that it's been quite a while since the last time the Golf Board had been reviewed. He explained that at that time it was suggested the Golf Board be dissolved and the duties be turned over to the Parks and Recreation Board, which Council rejected. He informed the Board that the Chairperson and the Vice Chairperson will need to be present at that meeting with Council on July 25th. Approval of Minutes: On a motion by Jay Kammerzell, seconded by Shane Houska, the Board unanimously (7:0) approved the Minutes of the January 18, 2006 Regular Meeting. Golf Board Minutes March 15, 2006 Page 2 Citizen Participation: No Citizen Participation at this time. 2006 "Fort Collins Fore Kids" Golf Clinic Jerry reminded the Board that City Park Nine Golf Professional David McCleave was in charge of running the event and this will be our loth year. He said that David would appreciate any help the Board Members can offer and to just contact David if interested. Jerry explained that the registration fee of $2.00 covers the drinks and merchandise that Dave purchases. David McCleave said he feels the event is a good way to introduce kids to the game. Jerry commented that Walrus was going to provide ice cream again. Upcoming SouthRidge Restaurant/Snack Bar RFP Package Jerry explained that SouthRidge Concessionaire Rob Dahl's contract expires December 31, 2006 and we have to re -bid. Rob has been the owner since 2002. Prior to that he had worked for the previous owners since 1995, and The Sandtrap has been our concessionaire since 1993. Jerry then went over a few paragraphs in the current contract. The contract says the restaurant wasn't necessarily intended to be a full service restaurant, but when SouthRidge first opened it was one of the only restaurants in this area so there wasn't much competition and now the area is saturated with other restaurants so we're not getting as much outside business. Jerry asked the Board if they felt we should restructure the RFP to try and compete with other restaurants or if we should keep it the same. Jerry said that anything stated in the contract is subject to modification. He explained that the restaurant area isn't very large, but the patio was enlarged which can accommodate more people and the cart building can be used if there's a large banquet. He said that the Board didn't have to make any decisions tonight because we're not going to put the RFP out until this coming August. He just wanted to point out a few things and he suggested that they read the entire document and start thinking about any questions or suggestions they may have. Jerry explained that Rob and the City have about 50150 invested in the kitchen equipment. He said that at Collindale the City purchased all of the equipment and we virtually own everything there. He informed the Board that Rob has purchased and made a lot of improvements himself. Jerry went over the menu that was attached to the contract and asked the Board to think of items they feel should be added or removed from the menu. He said that we will require the concessionaire to have beverage carts that they need to furnish themselves. Jerry mentioned that the bunker house use to serve snacks and you could call from the 9th tee -box, but it didn't work out well. Jerry mentioned a meeting that he attended last fall and during the discussion on half -way houses it was almost unanimous that they didn't pay for themselves. It was also mentioned that the ones that were more successful were the ones that were further away from the club house, however in some of those cases it was said that it was still better to just have beverage carts on the course. Jerry said that it could be re -opened though if we feel it would be beneficial. Dan Preble asked if the bunker house had been broken into in the past? Rob said that it had been and some merchandise had been stolen, but the City installed a security system since. Jay Kammerzell asked if we had ever considered putting vending Golf Board Minutes March 15, 2006 Page 3 machines in there? Rob said that it states in his contract that he can not install vending machines. Jerry pointed out that it's something we could change and that the reason we implemented that in the contract was because we didn't want the concessionaire going to a full vending service. Jerry went over the hours that the restaurant was to be opened and he stated that it's hard for Rob to be open for breakfast because it's difficult with the competition and when the weather is bad he's not getting that much business. Rob stated that when they know the course is going to be open they get in a half an hour before the first tee time and when they know that the weather is going to be bad, but the course is considered open, they will fill up some coolers and put them downstairs. He did mention that 98% of the time when the course is open they are there. Jerry said that he had heard the restaurant isn't open enough so we need to achieve a balance. Jerry told the Board that he has viewed some more modem contracts from other cities and they require that the concessionaire pay a portion of the utilities. Another thing other cities were doing is requiring the concessionaire to pay a portion of the repair, replacement and maintenance of equipment. Jerry then went over the questionnaire that is attached to the contract. He asked the Board to look over the questions and see if there's anything they would like to improve or add. He explained that they add up the number of points that each individual has and the person with the highest points will likely receive the bid. However, once they add up the points they check their financial stability and references and if there are issues they may not receive the bid. Larry Buckendorf asked Jim O'Neill, Director of Purchasing if there are items from the Collindale RFP that they'd be using to put together this new contract. Jim said that they will likely be using some of the same information. Jerry suggested that the Board tour the facility at the end of the meeting so they'd have a better idea of what the Concessionaire has to work with. Jerry said that we did install a new gas line on the patio that Rob's uses for bar -be -cue. He said that he would also like to install shade out there, but it's fairly expensive, but we are going to have blinds installed in the restaurant area. He said that we are going to ask the vendors what changes they would like to see. Grant Sherwood asked what Rob's gross sales are and he said that they are between $260,000 and $300,000. Rob said that he is preparing a report for Jerry that shows a breakdown. Grant then asked what the percentage of sales was from tournaments and leagues and Rob said that he didn't know off the top of his head, but would provide that information to Jerry. Deron Grothe asked about the term of the award and what the options of that term are? Jerry explained that by Colorado law we can't award a contract for more than one year at a time, however we will award a contract for annual renewable options for five years and either party can tenninate the contract annually with a sixty day notice. Larry asked if this was Rob's first RFP process and Rob said that it was. Rob wanted to make the Board aware that it is a little challenging as a business owner having a contract like this because there are improvements he wants to make on his own but he's a little skeptical about doing so because after five years he could be out of it. Jim O'Neill suggested that the Board do as Jerry requested and look over the contract and give their suggestions. Golf Board Minutes March 15, 2006 Page 4 Election of Golf Board Officers for 2006/2007 Jerry noted that David Johnson is currently the Board Chairperson, Larry Buckendorf is the Vice -Chairperson, and Lauren DeRosa is the Board Secretary. Jerry explained that he had a conversation with David Johnson and he said he would accept the nomination. On a motion made by Larry Buckendorf, and seconded by Grant Sherwood, the Board unanimously (7:0) re-elected David Johnson as Chairperson for another term. Grant Sherwood then nominated Lary Buckendorf as Vice -Chairperson. Larry suggested we get someone new and he then made a motion to nominate Deron Grothe as Vice - Chairperson. The Board voted (5:2) to elect Deron Grothe as Vice -Chairperson. Larry Buckendorf then nominated Grant Sherrwood as Board Secretary and Dan Preble nominated Lauren DeRosa. Lauren deferred and the Board voted (4:3) to elect Grant Sherwood as Board Secretary. Jerry reminded the officers that the City Council meeting will take place on July 25th and to please plan on attending the meeting. Other Business There was no other business at this time. Board Members and Staff Comments/Reports ♦ Grant Sherwood mentioned a publication called Twenty Five North and asked if we were asked to participate in their golf section of that publication? Jerry said that we were, however it was very expensive. ♦ Larry Buckendorf asked Jim Greer how things were going and Jim said that this winter was pretty good and has gone by pretty fast since they've been working a lot more than usual. Correspondence/Financial and Statistical Reports ♦ Jerry went over the correspondences he had given the Board. He stated that new course openings nationally were down for the first time since WWII. ♦ Jerry mentioned an article about the Lincoln Park Golf Course in Grand Junction and that it was suggested that it be sold and the public came to the course's defense. He informed them that an individual once suggested that the City sell City Park Nine and to turn it into a shopping center and take the money we get and build new course. Jerry feels that the public here would do the same if we were considering selling City Park Nine. He does feel though that there is possibility of eventually converting it to an executive style course. ♦ Jerry discussed a memo from the Human Relations Commission and let the Board know that they can make any nomination if they would like. He also mentioned a Golf Board Minutes March 15, 2006 Page 5 letter from an individual that misunderstood our flyer that we put out to the Chamber of Commerce that asked individuals to come and get their tournament organizers guidebook. She was under the impression that it meant she could advertise in it, but that's not what we were offering. Jerry recognized that he could see how that was a little misleading and we need to be a little more careful in the future. ♦ Jerry informed the Board that the 2006 revenues through February were positive for the first time since December, 2002. Adjournment: On a motion by Deron Grothe, seconded by Jay Kammerzell, the Board unanimously voted (7:0) to adjourn at 7:58 p.m. MeetingAttendance Board Members Larry Buckendorf Lauren DeRosa Deron Grothe Shane Houska Jay Kammerzell Dan Preble Grant Sherwood respectfully submitted, 1 Dawn Worth Administrative Aide Staff Jerry P. Brown Dawn Worth Jim Greer David McCleave Guests Rob Dahl James O'Neill Nick Romanik