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HomeMy WebLinkAboutGolf Board - Minutes - 09/13/2000City of Fort Collins Cultural, Library, and Recreational Services Golf Board Minutes Minutes: Regular Meeting of September 13, 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 7:30 p.m. Agenda Review: Jerry P. Brown asked that Item #9 (Potential Executive Session) be removed from the agenda as we have been advised that there is no need for such. Items of Note: Board Member Brian Cobb called to say he would not be able to attend tonight's meeting. Jerry explained to the Board that in their packets are questionnaires from the City's Information and Technology Department and asked that that the Board members return them to Doug Fimmnan prior to next Friday. Jerry also said that we have been contacted by several WEB site providers to have automated Tee Times. At this time, he doesn't feel it would be cost beneficial to the City. Approval of Minutes: On a motion by Byrd Curtis, seconded by Karen Joslin-Aured, the Board unanimously (8-0) approved the minutes of the Regular Meeting of August 16, 2000. Citizen Participation: No citizen participation. Public Input/Comments on Proposed 2001 and Projected 2002 Golf Fees and Charnes There were no comments or public input on this item. Golf Board Final Recommendation on 2001 Golf Fees and Charnes Since the Board reviewed these fees and charges at the August meeting, they felt there was no need for further discussion. On a motion by Tom White, seconded by Henry Fry, the Board voted unanimously (8-0) to approve the 2001 Golf Fees and Charges as presented by staff; and recommend the same to the City Manager. Golf Board Minutes September 13, 2000 Page 2 Appoint Two Board Members to Collindale Snack Bar RFP Committee Jerry said the Agreement with Collindale Snack Bar Concessionaire Kevin Wilcox will expire at the end of this year. His Agreement has previously been extended from three years and he has served as our concessionaire for a total of five years. We are intending to build a new clubhouse and could start construction in September 2001. If we go out to bid (RFP) as originally intended, potential concessionaires will bid for the next year only (approximately 9 months). It changes the dynamics of where we want to go with this Agreement. If we construct a new clubhouse next year, it could be open in 2002 for business with a full -service restaurant and bar. It is not fair to other bidders to have only a one-year Agreement in the old clubhouse. Option A: Jerry explained to the Board that we have the option to go to City Council to ask to extend Kevin's Agreement beyond five years. Jerry said there could be an Agreement amendment written that could say 2001 and contingent for 2002. Purchasing Director Jim O'Neill thinks this is a good idea. Option B: The existing Agreement expires December 31. We could then negotiate a new agreement for the next year. If we tear down the clubhouse, we could possibly provide other means of concession. We could have such an Agreement for up to two years legally. When we build the new clubhouse, we will go through a new RFP process for a new restaurant concessionaire. Kevin has agreed to cooperate with the City. Bill Rutledge made a motion to go with Option A that would have an extension of Kevin Wilcox's Agreement as concessionaire with the City. The motion was seconded by Byrd Curtis. Discussion: Bill said this is an open-ended contract. Jerry said that the Purchasing Director would ask for contingencies. Mike Sanders said we are talking about a month -to -month scenario. We won't make any promises to Kevin where the City could owe him money for down time. He has five years experience with the City. It is possible we could have to delay the construction of a new clubhouse for various reasons. Henry Fry asked if we could extend Kevin's contract that he could be the concessionaire until the clubhouse begins construction and then it is terminated. He thinks it would be fair to Kevin to put an end to his contract as soon as the demolition of the current clubhouse is done. We could then go out for a new RFP at that time. Karen Joslin-Aured asked if we would want to give him the option to terminate the contract. As of October 2001 his contract could be done. Henry thinks the Option B is the best scenario. SouthRidge Golf Professional Derek Cordova said that the concessionaire's license is usually January to January and that would terminate his license after we terminate him. A minor amendment would give Kevin the opportunity to stay. The Director of Purchasing and City Attorney, along with Jerry and Kevin will draft the contract for extension for one year. Bill Rutledge said the City's Purchasing Agent will be the contracting officer will be the determining factor and he will meet the needs of the public and City. After this discussion, the Board voted unanimously to support Option A to extend Kevin Wilcox's concessionaire Agreement at Golf Board Minutes September 13, 2000 Page 3 Collindale. Mike asked if we still need two members of this Board on the committee. Jerry said we don't at this time. Potential New Collindale Clubhouse Site Location Henry Fry distributed copies of a conceptual drawing that he prepared for the new Collindale Golf Course Clubhouse. He explained that some of the Board members and Collindale Golf Pro Jim Greer visited Buffalo Run Golf Course and toured their new clubhouse. They met with the Golf Professional at Buffalo Run. They have a detached golf cart storage. It is an attractive building, and architecturally the outside is well designed, but functionally not well designed. From there they went to Legacy Ridge, same architect, similar floor plan as Buffalo Run, but it had a much better location in relationship to the 9' hole. Legacy Ridge has electric cart storage under the clubhouse. The Board members noticed some of the same design issues as Buffalo Run, which were not enough restrooms at either golf course and a poorly designed counter. Legacy Ridge has a big deck area. They have a detached pavilion and the concessionaire said food service is a problem. From Legacy Ridge some of the Board members went to Westminster to The Heritage At Westmoore. Henry said this clubhouse is a perfect layout and was very functional. Board members who visited this course said it was something they would like to duplicate at Collindale. They also have underground cart storage, dry storage for food operation, and extra storage for the pro shop. The Heritage was designed by a different architect than the other two golf course clubhouses. They asked specifically if golf cart storage was acceptable to the fire marshal and they said it was acceptable to their standards at all three courses visited. The issues were ventilation and electrical connections, however, all three courses passed inspections. Henry spoke to PFA and the Building Inspectors in Fort Collins and they both said that it could be possible to have golf cart storage under the building. Henry's drawing illustrates the rough footprint of Collindale. He said that while he was working with his conceptual plans he tried to keep the existing clubhouse until the new one was constructed but the more he worked with the new design, the more he realized that the exact footprint is where the new one needs to be constructed. The parking lot remains the same with a possible extension to the east and west. We have 7,700 square feet now, but would build the new one approximately 10,000 square foot. Karen Joslin-Aured asked is there not a way to keep it in its existing place and construct to the west. Mike Sanders said that Henry's drawing and idea is that we don't want to tear up the existing driving range. Collindale Superintendent Doug Evans said the one good thing about the existing clubhouse is its location. Doug thinks we should tear down the existing and reconstruct in the same location. Henry said the west entrance to the parking lot would be too close and he suggests making it an entrance only, and we could extend the parking lot to the east as far as possible. He sees a potential use of the current cart storage building as a learning center with some nets in there. We could put a ball machine in there also. He also could vision an aesthetically pleasant area adjacent to 9 and 18 with some landscaping enhancements. Bill Rutledge said the club drop off at one of the courses they toured was nice. Karen asked about the safety factor of dropping off clubs? Bill thinks it adds to the aesthetics. Byrd Curtis Golf Board Minutes September 13, 2000 Page 4 asked about the use of the house? Mike said it could potentially be the Golf Administration office in the future. A question was asked as to how much room would be needed for the cart storage? SouthRidge Superintendent Randy Bonneville said we need at least 50' x 80' for cart storage. Mike said that if we construct a full basement, we would have plenty of storage. Doug Evans added that we would be making a big mistake if we didn't have a sufficient amount of basement space. At the conclusion of this brainstorming exercise, the Board unanimously agreed that the new Collindale Clubhouse should be constructed in the same place as the existing one sets. Jerry asked if the Board is in agreement that we should go forth with a conceptual drawing from the City's architect. He explained that a conceptual design will first have to go through the City's conceptual review process. Staff will talk to City Construction Engineer Jack Gianola and then go from there with the City's architect. Karen suggested that we have a small group to serve as a design committee. Mindy Markley suggested that the people who work at Collindale be on the design team. Mike suggested that Henry Fry, Karen Joslin-Aured, Doug Evans, Kevin Wilcox, and Jim Greer are the design committee. All agreed. Frank Blanco suggested that the architect review The Heritage At Westmoore Clubhouse. The Board agreed that Jerry should go forth with this project. Election of Board Officers for 2000/2001 Jerry explained that according to the bylaws of this Board, the election of officers occurs in September. The City Council has since changed the appointments of new Board Members from July 1 to January 1. The Board has the option to change the date that they elect their new officers or vote tonight. Mindy Markley announced that she will not reapply for her position on the Board. Henry Fry has served two terms and therefore he will not be able to reapply. Mike Sanders has reapplied. Therefore, there will be at least two new Board Members in January. The Board agreed that they wanted to elect the Board Officers at tonight's meeting. On a motion by Mindy Markley, Mike Sanders was re -nominated for the Chairperson, seconded by Bill Rutledge. The motion passed unanimously (8-0). Karen Joslin-Aured nominated Brian Cobb as Vice Chairperson, seconded by Tom White. The motion passed unanimously (8-0). Brian replaces Henry Fry. Bill Rutledge re -nominated Byrd Curtis for Board Secretary, seconded by Tom White. The motion passed unanimously (8-0). Golf Board Minutes September 13, 2000 Page 5 Other Business • Recruitment Process — Jerry said that if Board members know of anyone who is interested in applying for positions on the Golf Board or on any of the City's Boards or Commissions to apply through the City's Web Page or at the City Clerk's Office no later than September 29. • Jerry provided the Board with his out of office schedule for the next month. • Next Month — Susan Hayes from Stormwater Utilities will attend the October meeting at which time she will be requesting a recommendation on the Canal Importation Basin Master Drainageway Plan as it impacts City Park Nine Golf Course. • Jerry asked the Board Members to please note that starting next month, the Golf Board meeting will begin at 7:00 p.m. for the winter months. Adjournment: The meeting adjourned at 9:10 p.m. ;Jackiie ecctfully submitted, Rael Executive Administrative Assistant Meeting Attendance: Board Members Staff Guest Frank Blanco Jerry P. Brown Charlie Orgen Byrd Curtis Dan Bruntz Henry Fry Derek Cordova Karen Joslin-Aured Jim Greer Mindy Markley Jackie Rael Bill Rutledge Mike Sanders Tom White