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HomeMy WebLinkAboutGolf Board - Minutes - 10/18/2000City of Fort Collins Cultural, Library, and Recreational Services Golf Board Minutes Minutes: Regular Meeting of October 18, 2000 City Council Liaison to the Board: Councilman Bill Bertschy Staff Support to the Board: Jerry P. Brown, Manager of Golf, at 221.6350, and Jackie Rael, Executive Administrative Assistant. Call Meeting to Order: Chairperson Mike Sanders called the meeting to order at 7:00 p.m. Agenda Review: No changes to the printed Agenda Items of Note: Three Board Members terms will expire December 31. Mindy Markley has decided to retire from this Board. Henry Fry has served two consecutive terms and cannot reapply. Mike Sanders has reapplied. Nine applicants -have applied for the three positions. • Superintendent Dave Sadler announced that he is ordering six new benches for City Park Nine. City Council, at their meeting of October 17, on First Reading of Ordinance No. 144, 2000, unanimously authorized the Purchasing Agent to enter into an Extension of the Golf Professional/Concessionaire Agreement with Dale Smigelsky at City Park Nine. Second Reading is scheduled for November 7. Approval of Minutes: On a motion by Tom White, seconded by Byrd Curtis, the Minutes of the Regular Meeting of September 13, 2000 were unanimously (8-0) approved. Note: Henry Fry joined the Board meeting after the minutes were approved. Canal Importation Basin Master Drainageway Plan Susan Hayes, Senior Stormwater Engineer, gave a presentation to the Board at the April meeting regarding the Canal Importation Basin Master Drainageway Plan on the Mulberry Corridor and how it relates to City Park Nine Golf Course. The stormwater travels down the irrigation canal, overflows the banks, and spreads out north and south of Mulberry. Heavy stormwaters are not contained in Sheldon Lake. Susan explained that we strive to contain stormwater in the event of a 100-year flood. The consultant is proposing to build a detention pond at the 6°i fairway on City Park Nine. This would include a two-phase project with Sheldon Lake rehabilitation first Golf Board Minutes October 18, 2000 Page 2 taking the lake down 18 to 20 inches and then Phase 2 would be the project on the golf course. With a 100-year event, the water would drain off the golf course within 24 hours after the storm. This would eliminate flooding on Mountain Avenue and Oak Street. It appears at this time that this project will probably not begin until 2008, and we are looking at the Phase 2 golf course project after 2008. Susan asked for a recommendation from the Board for use of the golf course as described above. She said Stormwater would complete this project and restore the golf course to its existing playability or better. Byrd Curtis asked about raising the ditch? Susan said we would berm it 24 inches. Dave Sadler asked about berming on the sixth hole. He said that we can't berm near the 60s green. Susan agrees that we need to be cognizant about playability on the course. Dave also asked if we will lose capacity in Sheldon Lake? Susan replied that they will dredge and have at least the same amount of water volume or more. We will maintain the volume of water that we presently have and need for the park and for the golf course. Susan explained one of the weak points in other previous designs was that all financial details were not outlined. Therefore the Stormwater staff has been meeting with the individual departments and Boards to determine the detail of needs that have to be met. She explained that City Council will have the final financial decision as to the schedule of the project. They could, for example, direct staff to raise fees to move this project up. Mike Sanders said that the likelihood is that no one on this Board will be around in 2008 when this project is done. He feels that Stormwater will have to leave the course in the same or better condition as it was previous to the project. We do not object to the plan as presented tonight as it relates to the City Park Nine Golf Course. The Golf Fund and Golf Course must receive all lost revenues that would occur during the time of the project. Karen Joslin-Aured added that we would need the course to return to playability in a reasonable amount of time. Any significant changes to the project in the future need to be brought back to the Board. Brian Cobb questioned how closely tied is the benefit cost ratio? Susan replied that we don't do a benefit cost ratio on specific projects. The Basin as a whole would support the project. We look at the citywide project as it relates to safety of the citizens. Brian further asked in 10 years would the benefit cost ratios be higher? Susan said as property values rise, then so do the benefit costs. On a motion by Byrd Curtis, seconded by Tom White, the Board voted unanimously (9-0) to accept the Canal Importation Basin Master Drainageway Plan as follows: A. The Board does not object to the plan as presented tonight as it relates to the City Park Nine Golf Course. B. The Golf Fund and the Golf Course must receive all lost revenues that would occur during the time of the project. C. City Park Nine Golf Course needs to return to full playability within a reasonable amount of time both after construction and after a storm. D. Any significant changes to the plan need to be brought back to the Golf Board for review. Golf Board Minutes October 18, 2000 Page 3 Appointment of Two Golf Board Members to the SouthRidge Golf Professional RFP Committee and Two Golf Board Members to the South Rid a Restaurant/Snack Bar RFP Mike Sanders said that the City has determined that we need to open the contractual positions of Golf Professional and Restaurant/Snack Bar Concessionaire at SouthRidge Golf Course. RFPs will be sent out the end of October for both contracts. Mike explained the process on how each member of the committees will individually review the proposals and rate the applicants. The committees will also perform oral interviews with the top proposers. Jerry said that if City staff chooses someone different than the committee's recommendation, then staff would have to come back to the Board, explain our reasoning and hopefully come to a consensus. Mike then said that we need to assign four people to the two committees. They were chosen as follows: The SouthRidge Golf Professional Selection Committee: Brian Cobb and Byrd Curtis Restaurant/Snack Bar Selection Committee: Tom White and Frank Blanco Bill Rutledge will serve as an alternate for either committee. Jerry explained that both of these committees will be chaired by Purchasing Director Jim O'Neill. Discussion was then raised regarding the citizen representatives on both of these committees and the following names were suggested: Fred Frantz, President of the SouthRidge Men's Association; Al Kadera, President of the SouthRidge Homeowners Association; Mike Souder; John Schmidt, GOJO's; Melissa Collins, Kay Caldwell, Dan Lawler, school principal. Jerry asked the Board and staff if they have other citizen representatives who they would recommend to call him by Monday, October 23. Jerry explained the terms and conditions for the SouthRidge Golf Professional position and the Restaurant/Snack Bar Concessionaire were thoroughly reviewed and revised by the Board in 1996 and 1997. He described two additions to the conditions in his memorandum to the Board. We added behavior and conduct points. Karen Joslin-Aured asked how do these compare to the Collindale or City Park Nine Golf Pros? Jerry said they are virtually the same, with the only differences being the exceptions at the individual courses. Jerry explained that we could possibly not need an RFP for the Restaurant/Snack Bar Concessionaire at SouthRidge. The City has an agreement with Sand Trap, Inc. If they satisfy the City's criteria as determined by the Purchasing Department, Liquor Authority, and City Attorney, then we can cancel the termination with Dan Bruntz, President of the Sand Trap. This is not criteria the Board would be involved in as this is solely the City's procedural criteria. Jerry will keep the Board informed. Collindale Clubhouse Project Status Mike Sanders showed pictures of The Heritage at Westmoor Clubhouse. He said those who are on the committee need to visit this clubhouse. Jerry explained The Heritage is 7,550 square feet on the top level and 7,550 square feet underneath for storage. If we constructed a similar 15,000 Golf Board Minutes October 18, 2000 Page 4 square foot building, we could have 3,500 square feet for mechanical and storage and 4,000 square feet for cart storage in the "basement". Karen Joslin-Aured said her idea is to construct a two-thirds basement and have the upper level restaurant, golf pro shop, etc. She thinks we should define our spaces better before taking this project to the architect. Mindy Markley said we need to have a spacious dining room for tournaments. Karen showed a design she drew. Her suggestion is to bump the larger part of the functions on the upper level and have storage underneath. She further stated that the outside could be stucco and brick or stucco and stone. Henry Fry said we need to decide where we belong in the hospitality arena. He thinks we need to be able to accommodate the biggest tournament Collindale can hold. He doesn't think we need to compete with the Marriott Hotel for hospitality. We need to be able to handle at least a 144-person tournament. SouthRidge Concessionaire Dan Bruntz said that if you could have an 80-100 person dining room it would work fine. Collindale Golf Professional Jim Greer said we've had up to 180 people at Collindale. Karen asked is there ever a case where there are people who want to have a private group meeting at Collindale? Jim Greer responded and said that some times we have groups of 40 or so. Mindy said that if we get the right liquor license and menu we could have a lucrative lunch group. She said if it was a nicer place, then more people would hang out there after golf. Bill Rutledge asked about the plans for the golf cart storage building that we presently have? How do we retrofit the golf cart facility? Mike said we will either retrofit it, remodel it, or demolish it. Bill further said he would like to see us duplicate The Heritage and construct a pavilion similar to the one at Buffalo Run Golf Course. Mike agreed, as did other Board members. Mike would recommend building as many square feet as we possibly can get for the amount of money we are allocated. He said whatever architect we work with will prepare some conceptual drawings. Bill said since it is such a flat area, the excavation needs to be raised and bermed. Mindy said we need to interview the people who work at Collindale and ask them what works and what doesn't work. Mindy said they did that with her new medical facilities. Jerry said that what we want to do is an RFP for clubhouse architects, and when the architect is awarded the bid, we'll have them do conceptual drawings to start the City's process. At that point, we take the drawings to the City's conceptual review, we will do public outreach meetings, then the architect comes up with the dollar figure, and we take that to City Council for request for financing of the project. The Facilities Department will work with us, along with our Park Planning Engineers, and we will next go to the preliminary stage, then the final approval stage, and finally to the construction phase, hopefully in September 2001. Jerry said that two possible roadblocks could be that City Council could decide this project isn't necessary, but we are comfortable that they will allow us to go forth. And secondly, the City's planning process treats us like any other developers so he asked the Board to realize that when we go through the City's Planning Review process, that we will be treated as any other developer. Mindy said that we've worked long and hard to get a good relationship with the golfers to make them understand the need for capital improvements and now we can get some results of our hard work. Henry asked if we could get an architect on board by the first of the year? Jerry said, hopefully yes, that is our goal. Golf Board Minutes October 18, 2000 Page 5 Other Business • Bill Rutledge asked why are there big concrete pads at SouthRidge? SouthRidge Superintendent Randy Bonneville said they are the foundations for the five new rain shelters. He said some homeowners were complaining about the site of the rain shelter on #12 and he moved it to #11 instead. He is also meeting with a sales representative for restrooms. The biggest complaints Randy has received at SouthRidge are lack of restrooms and no rain shelters. Randy said we are also adding a pavilion. Randy said that he has had these projects in his mind for 15 years and he is happy to see them finally being constructed. Byrd Curtis asked where are we on the golf courses netting? Jerry replied that we are going to construct netting to a maximum of 53 feet in some areas. Other improvements at SouthRidge include a new roof on the clubhouse, resurface the parking lot and other paving projects, upgrading the HVAC in the clubhouse and pro shop, and the patio-pavilion/golf cart storage project. • City Park Nine: Superintendent Dave Sadler advised the Board that the chemical storage building has been ordered. This will be 9x8x8. He explained that we need a secure place to store chemicals. Henry Fry asked if it would be cost effective to move the cart storage building at Collindale to City Park Nine? Jerry said we will make that determination when we build the new clubhouse and if we can't use it at Collindale and if it is movable. Dave further explained the other capital improvements at City Park Nine: new roof and gutters on the Clubhouse. New gutters on the maintenance building. Painting the clubhouse and storage barn. • Collindale: Superintendent Doug Evans said that he met with the City's contractual architect Aller-Lingle to design our new maintenance building. We have $195,000 budgeted for this project with a completion date of May 1. Location of the new maintenance building will be adjacent to the existing white metal building. The new maintenance building will be basically for equipment storage with a separate storage room for chemicals. Other projects include: Paving the roadway from #9 to #15. Streets is going to do the project. We are going to make minor improvements to the north pump house. Henry Fry asked if there is any retrofitting to be done from the irrigation project? Doug said the contractor did a great job and they didn't leave any areas undone. The new irrigation system is working well. • Bill Rutledge asked for a press release or other method of public relations to let the public know about what golf capital projects are being done. Karen Joslin-Aured suggested a traveling poster with projects. Jerry said that we are updating our Web site and will have the capital projects on the web. Bill suggested a full -page ad showing the projects. Henry Fry suggested we should publicize it with a newsletter that goes out to annual pass cardholders. • Henry Fry said he was recently at Hyland Hills Golf Course in Westminster and they have discouraged the geese population by 50 percent by stringing black wires across their lakes. • Karen Joslin-Aured said that she would like comments on pictures from various clubhouse exteriors. Everyone voted for brick and stone outer surface. Golf Board Minutes October 18, 2000 Page 6 • Mike Sanders received a letter from Steve Roy, City Attorney, stating that most of our recommendations will be going to the City Manger. Mindy Markley asked if our concerns are seen by City Council? Jerry said that yes they do see the major ones. Our Capital Improvement list for example was reviewed by the City Council. • Mike Sanders said that he would like to host a farewell party in December at his home in honor of the retiring Golf Board members. No business will be conducted at the December social event. At our next meeting, we will discuss the possible dates, i.e., the week after Thanksgiving or the first week of December. Adjournment: On a motion by Brian Cobb, seconded by Mindy Markley, the Board adjourned at 9:10 p.m. Meeting Attendance Board Members Frank Blanco Brian Cobb Byrd Curtis Henry Fry Karen Joslin-Aured Mindy Markley Bill Rutledge Mike Sanders Tom White Respectfully submitted, Jackie Rael Executive Administrative Assistant Staff Jerry P. Brown Randy Bonneville Dan Bruntz Matt Bryant Derek Cordova Doug Evans Jim Greer Susan Hayes Kim Moyer Dave Sadler Jackie Rael