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HomeMy WebLinkAboutGolf Board - Minutes - 06/16/1993CITY OF FORT COLLINS CULTURAL, LIBRARY, AND RECREATIONAL SERVICES GOLF BOARD City Council Liaison to the Board: Councilman Bob McCluskey Staff Support to the Board: Jerry P. Brown, Assistant to the Director/CLRS; and Alyce Nierman, Golf Division Secretary MINUTES: Regular meeting of June 16, 1993 The meeting was called to order by President Al Bednarz at 7:30 p.m. Board Members Cindy Roper and Mary Hodge called to say they could not attend the meeting. Agenda Review: There were no changes to the printed agenda. Consider Approving Minutes of the Regular Meeting of May 19, 1993 It was moved by Jim Doyle and seconded by Tom White to approve the printed minutes from the regular meeting of May 19, 1993. Motion carried. (6:0) Citizen Participation: No citizen participation. Jerry P. Brown gave a brief overview. The previous recommendations made by the Golf Board were forwarded to the City Manager and City Attorney for their review. A major reason for additions and changes is there was a conflict regarding administrative matters and how the City Council and City Manager relate to each other. The revised proposed draft was written by Steve Roy. He has offered to attend the next Golf Board meeting to address any concerns Board members may have. Hank Hoesli asked why we dropped the word "contractors" out of the second paragraph? When our draft was submitted it did include the words "other contractors". Hank thinks it really should be included in the revision as he could foresee the potential for using different types of contractors at the golf courses. It was further speculated why Board participation is being limited to the golf pro and concessionaires? Hank also wondered what would happen if priorities changed and it became more important to upgrade a major project such as the Collindale sprinkler system? Henry Fry asked how special projects would be viewed? Jerry stated that there are purchasing rules the City must follow depending on the project or purchase. Joe Nance and Jerry have discussed a possible upgrade of the Collindale driving range. It appears the Golf Fund doesn't have enough money at this time so Joe has talked about bringing on someone who would make the improvements and they would be paid back over a period of years through additional driving range projects. However, it has to be a bid contract. For a major project, Jerry feels a Board sub -committee would be involved in the review process. Al Bednarz observed that the Golf Board can still advise and make recommendations Golf Board Minutes June 16, 1993 Page 2 on rules, regulations, and policies. It was felt by Hank that by eliminating the word "contractors" the Golf Board's involvement is being limited. Jerry had advised Steve Roy that the Golf Board wants to be involved. Hank commented that it appears there is nothing in the re -revised version that gives the Golf Board an avenue for bringing their concerns before staff. This version does not even give that privilege to staff. Jerry asked what the Golf Board would like to see included in paragraph #4? Hank expressed feelings that if the Golf Board is an advisory Board, we should be able to make recommendations when we have a concern without having to wait for a request from the CLRS Director or City Council. Al commented that he likes paragraph #1 in the current code. Hank remarked that maybe Steve Roy should attend the next Golf Board meeting, or Jerry could take the information from tonight's meeting for input from Steve. Members of the Golf Board want to be able to at least legitimately voice a recommendation regarding concerns they may have on the operations at the golf courses. Al observed that this process came about because of the selection process for the SouthRidge golf pro and the outcome from the recommendation made by the Board. It was asked by David Shands if the Board had made recommendations on the selection of contractors in the past? Jerry stated only golf pros and snack bar concessionaires. Hank speculated that the implementation of Amendment #1 could greatly impact the selection of contractors, and might become very important with creative financing. Henry asked how extensively the Board was involved with the City Park Nine clubhouse remodeling? Jerry responded that the Board was involved very much with the architect, but not in the selection of any of the contractors. Jim Doyle made a motion that the Golf Board revise the revised proposed draft and suggest to the City Attorney that the words "or other contractors" be added to paragraph #3, and further add to paragraph #4 that the Golf Board members may present ideas and concerns for consideration. The motion was seconded by Hank Hoesli. After discussion the motion passed unanimously (6:0). Hank requested that Jerry present the ideas expressed tonight to Steve Roy before planning his attendance at the next Board meeting; if Steve wants to then get in touch with Board members he can. Board members concurred with this idea. Recommendation on the Reauest that the City Park Nine Snack Bar be Reopened Jerry P. Brown reported that a petition has been received from the Women's Golf Association at City Park Nine requesting that the concession at the clubhouse be re -opened. Jerry has discussed this situation with Norma Ingraham, President of City Park Nine Women's Golf Association. Jerry has relayed to Norma that we were pretty well into operations for the year. Hank Hoesli commented that Jim Greer has spent a lot of time and money getting set up with vending machines, and further does not see how we can yank this out from under him now. The vendor history at City Park .Nine was reviewed. All four previous concessionaires at City Park Nine have not made any money. They all lowered their prices to make sure the association members would stay for lunch. During the recent Collindale and SouthRidge Snack Bar bid process, vendors started Golf Board Minutes June 16, 1993 Page 3 pricing their meals at $5.00. Various options have been tried and discussed; bring sack lunches, have a potluck lunch, have a caterer bring in lunch. These options were not successful because there was a lack of interest, or were discounted because the cost was perceived to be prohibitive. Henry Fry commented that if the City Park Nine Women's Association won't pay for a caterer, what makes them feel they will pay the price necessary for operating the concession stand? Jim Doyle commented that one of the complaints from the concessionaires was they never knew how many would attend the lunch. Norma relayed that the City Park Nine Women's Golf Association usually finished play around 11:00 a.m. In the past only about one-third of the golfers actually stayed to participate in lunch. The vendors prepared good meals, however, most of the women golfers did not want as much lunch as was prepared. Jim reported that during 1992, the Health Department was closely monitoring the concession operations at City Park Nine. Jerry added that the Health Department felt last year we had exceeded the licensing requirements for a "snack bar" and told us we couldn't continue with full meal service in the future without making significant physical changes to the facility. Henry speculated that the Health Department restrictions would probably not allow what the women golfers would want at City Park Nine. Tom White asked if anyone had checked into having a lunch wagon come by, like the wagons that go around to job sites? Jerry has discussed this issue with Jim Greer, who stated he has not received any other serious complaints regarding service. They have also discussed the possibility of opening the counter only for certain times, i.e. Wednesday, lunch time, etc. The main concern with that idea is not having the same service for golfers who come at the times the snack bar is not open. Jerry commented that if we could provide a service and break even, he would be satisfied. Hank felt that if 8-20 members of the women's association stayed for lunch this may be feasible. Al Bednarz stated that the Golf Board is aware that Jerry has discussed this issue with Jim, and sees Board discussion tonight as a brainstorming session. Henry commented that as a Board we are supportive of the Women's Association and the situation at City Park Nine, and will do anything within our power to help. Henry added that we have to stop short of subsidizing the snack bar. Hank agreed, and reiterated his concern that we not pull the rug out from under Jim Greer. Jerry needs to talk with the Health Department to get their response on the issues and ideas presented tonight. Jim commented that when the clubhouse remodeling was done it seemed evident to him there was no profit to be made there. Jim further observed that it also appears that snack bar concessionaires went a little overboard on labor. Al speculated that the Board has given due consideration to this issue. It appears this matter rests among staff, Jim Greer, and the City Park Nine Women's Golf Association. Al Bednarz asked what is the status of the installation of the netting at City Park Nine? Jerry responded that on June 2 a letter was sent to homeowners along Taft Hill Road and Mulberry. The person who raised the issue of the nets is out of town until July. To date, Jerry has had no contact from any other residents in the area. Jerry commented that he would Golf Board Minutes June 16, 1993 Page 4 like to do anything else but put up a net, however, the net was viewed as the only possible solution to the liability risk. Henry Fry stated that at a recent Board meeting a discussion was held regarding policies and recommendations dealing with free golf in exchange for services, etc. What is the status? There is more concern about a clarification of this policy rather than whether this practice will be continued. Jerry stated this policy is currently being reviewed. Henry asked if Board members could help in any way? Currently these people would have a free round of golf as long as they are not displacing a paying golfer. Joe Nance commented that golf courses have traditionally had a reciprocal agreement that made it possible for any employee at any course to play at any other course. Now the standard policy for reciprocal play is only for pros, superintendents, and assistants. They try very hard to make sure these people don't abuse play time. Henry expressed his concern that we follow the same policy at all three courses. The way it is now it appears that the three course policies are set and administered by the pros at the respective courses. Hank Hoesli agreed. Jerry has been reviewing this with the golf pros at the three city courses, but will be unable to bring a report or rough draft to the Board until Fall. The goal is to have a written policy in place at the beginning of 1994. Jim Doyle questioned who pays the course rangers? Jerry responded that these individuals are independent contractors. They bill the City for a certain number of hours and are paid a flat rate for the hours reported. The City does not take out taxes or FICA. Jerry reviewed the policies and gave some specific examples at the three courses. Henry Fry expressed the point that he would like to see this policy in black and white and would further like to see the same policy enforced across the Board. Jerry agreed. Hank Hoesli is still concerned that we should have some way of auditing on contracts. There are currently no audit procedures whatsoever and he wondered what the status is of Dave Agee's review and research on setting up audit procedures? Jerry reported that the Golf Fund is significantly suffering this year as to play and revenue through May 31. June appears to be better. If we stay on the projected course, we would end up $96,000 in the hole. Jerry has already asked all superintendents to cut back expenditures in areas they could. Jerry further reported that he has placed a couple of projects on hold. Al speculated if we cut back on chemical use, the result will be a deterioration of the courses? What appears to be the cause of the drop in play and revenue? Jerry stated that no play in January and February had a major impact, as well as poor weekend weather in April. March was the only month we were ahead. Jerry also believes that the competition in Northern Colorado from newer public golf courses and the Colorado Rockies home games impact the number of rounds played. SouthRidge revenue seems to be a fairly steady. - Al stated that the City of Loveland has a punch pass card that can be used at L Golf Board Minutes June 16, 1993 Page 5 any course in Loveland. Jerry reported that punch cards are currently being used at SouthRidge. It was then asked by Al when the Board would begin discussion of fees and charges for 1994. Review will begin in late summer. - Jerry relayed a comment by the City Manager that the memo to the Mayor and City Council from the Golf Board was excellent, and he supports the concept of making the Golf Fund an Enterprise Fund. Motion was made by Jim Doyle and second by Tom White that the meeting adjourn. Motion carried (6:0) and the meeting adjourned at 9:00 p.m. Cake and coffee was served, and the Board members and staff said their farewells to retiring Board Members Jim Doyle and Roger Sample. Respectfully submitted, Alyce Nierman, Secretary III Golf Division Meeting Attendance Board Vembers Staff Guests Al Bednarz Jerry P. Brown Jim Doyle Joe Nance Henry Fry Alyce Nierman Hank Hoesli David Shands Tom White Norma Ingraham