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HomeMy WebLinkAboutGolf Board - Minutes - 04/21/1993CITY 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 April 21, 1993 The meeting was called to order by Board President Al Bednarz at 7:30 p.m. at the SouthRidge Golf Course Clubhouse. Board Member Mary Hodge called to say that she would arrive at the meeting at 8:00 p.m. Agenda Review: There were no changes to the printed agenda. Consider Approving Minutes of the Last Regular Meeting of March 25. 1993 It was moved by Jim Doyle and seconded by Cindy Roper to recommend the approval of the printed minutes from the regular meeting of March 25, 1993. Motion carried. (7:0) Citizen Participation: No citizen participation. Continued Discussion: The Role of the Golf Board Jerry P. Brown sent information to the Board which was a continuation of an item discussed at the March meeting. The information was simply copies of sections of the Municipal Code relating to other boards and commissions with similar function descriptions as the Golf Board. The Parks and Recreation Board is very similar, and may be a place to kick off the discussion. Al Bednarz concluded from discussions at the last two meetings that making major revisions to the role of the Golf Board was not the objective of Board members. Larry Glass commented that he came on the Board with the misunderstanding that the role of the Board would be to make decisions, not just recommendations. However, our role is very well spelled out in the Municipal Code. Larry further observed that the Golf Board should be removed from the loop in the hiring process and the RFP process. Jerry noted that the Golf Course Superintendent position should be removed as that is a personnel matter. It was suggested by Larry that the Board make recommendations when and if requested by City staff. Henry Fry feels the Golf Board should be involved in the selection process of the golf professionals, regardless of whether it causes hard feelings. However, the selection process should be changed. How the system works is up for discussion, focused on positions at the golf courses and how appointments are made. Hank Hoesli speculated that technically golf course employees are employed through the Enterprise Fund. Jim Doyle stated that the superintendents of our golf courses are full-time City employees, whereas the golf pro is not identified as such. Jerry's feeling on the superintendents is that their selection is vital enough to bring before the Golf Board to get their input. Hank observed that the Golf Board is fundamentally different from other City appointed boards and commissions. Hank then requested that Jerry draft something for Board members Golf Board Minutes April 21, 1993 Page 2 to review rather than have the Board kick this around for hours. Jerry restated that any recommended change to the Municipal Code would have to be approved by City Council. The suggestion was made to drop section #2 of the Municipal Code relating to the Golf Board as this deals with personnel matters. At this point, however, the golf professional is not a City employee, but operates under a contract. If the professionals became employees of the City, appointments to their positions would become part of the personnel selection process. Jerry would still like to have a recommendation from the Board without taking a formal vote. It was suggested by Henry that if the golf pro holding a contract is satisfactorily providing the services requested, that their contract be extended. In the Purchasing Code of the City of Fort Collins, there could be an option whereby the Golf Board and staff could recommend continuing a contract if it is felt the job being done meets expectations. Henry observed that this would give the pro under contract an incentive to excel. In addition, Jerry stated there would then be no incumbent advantage should a contract be put out for bid. Henry commented that it would be staff's responsibility to inform the Board if there is an opening. Jerry further feels it is important that the Golf Board be involved. The golf pro service agreement is different from other service contracts the City enters into. Jim Doyle wants to clarify whether the Golf Board could be removed from the RFP process. Larry asked what would happen if the Board feels one way and Jerry feels differently, and would like to clarify who would make the final decision? Jerry replied that there may be conflicts at that time, and someone over Jerry or the Purchasing Officer would have the option to make the final decision. Jerry stated there is time to work on a process and framework as contracts will not be up for renewal for three years. There would be some parameters established beforehand, and Henry's suggestion will make two options available. Al concurred that there is no urgency to decide anything at this point. Jim would like to proceed to the next step. He was most unhappy with the process we recently went through, but does not feel the Board should be eliminated from the loop. Henry feels the words "golf course superintendents" should be stricken from section #2 in the Golf Board City Code. This would accomplish what is needed at this point. Henry agrees with Jim that the Board should remain involved in some way with the pro selection process. Jerry remarked that we may be able to re -write Section #2 to state staff could recommend people in current employment. Jerry will try to come back at the May meeting with a draft the Board can review and recommend changes where necessary. Discussion: Amendment 1 Issues and the Golf Fund Jerry P. Brown passed out a memo from the Mayor to be reviewed by City boards and commissions. City staff is just now starting the 1994 budget process, and Amendment 1 will change some of the ways the budget preparation is approached. Al Bednarz asked to what extent the Golf Board is involved in the budget process? Jerry involves the Board in making recommendations for fees and charges levied Golf Board Minutes April 21, 1993 Page 3 at our municipal courses. In September, the Board needs to make recommendations for presentation to City Council at their November meeting. Jerry does not know the direction we will receive from the City Manager at this time. Speculation is that the status quo will prevail. The largest item in the City of Fort Collins budget is for personnel services. Jerry requested input from the Board regarding how they want to approach City Council: Do we want to be aggressive with Amendment 1 or wait for direction from Council? City Council is going on a retreat this weekend and one issue on their agenda is Amendment 1. At this time there is no clear answer as to the affect Amendment 1 will have. Jim Doyle requested we look at how Amendment 1 will affect the Golf Fund. One thing which might be affected is how we purchase equipment. Jerry stated that at the City Council meeting held April 20, Council passed an ordinance that meets the requirements of the lenders to allow the City to lease purchase equipment. Al asked what is the current reserve amount of the Golf Fund? Jerry replied there is approximately $140,000 in reserves at the time Amendment 1 passed. Originally this amount was set aside to cover expenses in a really bad year of play for golf. Jim asked if any part of the reserve was used, can it be replaced? Jerry replied that Amendment 1 rules state that any income exceeding the revenue cap limit has to either A) be given back to the people, or B) go to voters in November and ask where they would like the excess revenue spent. Al observed that to remove golf from effects of Amendment 1, golf may need to be removed from the public sector. Jim feels that private courses don't provide the maintenance necessary for suitable play and their employees are poorly paid. Jerry's guess is that if money gets squeezed, certain services may be privatized. Hank Hoesli observed that Utility Services will not be held to the same standards as the rest of the city. Discussion was held on what the voters would decide if asked to vote on the separation of the Golf Fund from the General Fund. Henry Fry questioned what would be the procedure of refunding excess revenues? Would excess revenue go back to the fund who contributed the most, i.e. back to the golf courses? Jerry gave examples of how Amendment 1 would work with either refunds, or vote of people. Hank observed that most likely any excess revenues would not be given back to the fund which produced the excess. Jerry discussed the probability and cost of replacing the irrigation system at Collindale. It was asked by Tom White what might be the longevity of Amendment 1. Henry observed that it could be beneficial to golf course users if privatization did occur. Al asked if there was anything the Board should or could do at this time? The feeling of the Board is that if a certain percentage of the total revenue is contributed to the "little black box" from the Golf Fund, that same percentage should be given back to the Golf Fund in the event of an excess in collections. Jerry noted that the recently enacted Americans With Disabilities Act will require $80,000 for necessary renovations at the three club houses to meet the established codes. The Board would like to express their concerns on the ADA requirements, and how the golf fund can maintain the courses in the manner city golfers have come to expect. Jerry will prepare a letter for presentation to City Council. The draft letter will be reviewed by Al Bednarz and then brought to the full Board for discussion at their regular May meeting. The letter being Golf Board Minutes April 21, 1993 Page 4 drafted is to include the impact ADA requirements will have on the golf fund; the need for upgrading the irrigation system at Collindale; and the improvements to municipal courses which will be necessary during the next decade. Other Business - At the City Council meeting Tuesday, April 20, Bob McCluskey was appointed as the liaison from the City Council to the Golf Board. - Jim Doyle brought up an old problem which comes to light every season. The City is headed for another miserable parking situation in City Park. The fenced area along Bryan is used for parking by all types of park users, and children who have been at the pool sometimes dart from between parked cars along this stretch. Jim feels the City should really address this potentially hazardous situation. Jerry added that Councilman Horak has also identified this problem and has requested the City review this as a priority. - Jerry P. Brown gave an updated report one of the capital projects at City Park Nine Golf Course. City Park Irrigation Phase III has been completed on holes #6, #8 and the driving range. The only step left is the installation of the communication cable, which should begin in June 1993. The completed system should be up and running this summer. -- The irrigation system at Collindale is the oldest system possible. Maintenance is often unable to even obtain repair parts at this time. -- Randy Bonneville reported that SouthRidge has an electric system, which is basically the same as City Park Nine, but SouthRidge does not have all the controls. Larry Glass requested this information be included in the letter being written to City Council. - Jerry reported that the Board will be holding one of their meetings this year at City Park Nine Maintenance Building. This will enable the Board to view the facilities at that course. - Al Bednarz asked about the status of a computerized reservation system discussed at a recent Board meeting. Jerry stated that Derek Cordova has installed a new computer system at SouthRidge which could accommodate a reservation system. However, it is a stand alone system. - Jerry reported he was able to get the book on statistics of play in Colorado, fees charged, clothing sales, and weather, etc. - Henry Fry asked about the status of employees being compensated by free golf. At one time liability was thought to be the main issue. Jerry plans on providing the Board a lot more information on this subject in addition to many other topics. As to the liability issue, if a volunteer is doing work for the snack bar or pro shop, that volunteer is covered under workmen's compensation for the person contracting services. If they are volunteering and work for the city, they are covered under the city's policy. Jerry has been working with the pros on developing a play exchange policy. This policy will be brought before the Golf Board for review, and included in the golf hand book. Jerry wants the board to feel comfortable with all the policies to be included in the golf hand book. Hank Hoesli asked if free use of golf cars is included in the policy (i.e. snack bar use for delivery of beverages)? Jerry reported that between May 7 and September 8 the snack bar u I Golf Board Minutes April 21, 1993 Page 5 concessions will not be allowed the free use of the cars for delivery of beverages. - Jerry distributed a copy of the letter from Mike Powers to Brian Warner in response to the release of information. There was some concern and the City had to work through who was the "custodian" of this information. Hank Hoesli questioned if there was an executive session in the future who would have control of the records? Hank strongly feels this information should be classified and wondered who has "custody" of this information. Jerry recapped the purpose of executive sessions and the release of information. Discussion then centered on the meaning of Executive Session. It was further stated that information discussed in executive session is just as secret as the people who attend the session. - Hank Hoesli asked if PGA apprentice playing ability testing was an honor? Jerry stated that this is somewhat an honor and we will be receiving $20.00 per player. They specifically asked for Collindale. It was commented by Mary Hodge that Collindale Golf Course was probably chosen for its length. - Henry Fry reported that the Collindale driving range project signs are ready to install next Tuesday. In addition there are plans to replace sprinkler head distance markers. Jerry reported that there are three positions on the Golf Board which will be coming up for appointment. Applications for these position will be taken until Friday, April 23, and appointment will be in June. Tom White and Jim Doyle have submitted applications for continued appointment to the Golf Board. The Board adjourned the meeting to take a tour of the facilities at SouthRidge on a motion by Larry Glass and second by Tom White. Motion carried (8:0) and the meeting adjourned at 9:12 p.m. Respectfully submitted, Alyce Nierman, Secretary III Golf Division Meeting Attendance Board Members Staff Guests Al Bednarz Jerry P. Brown Jim Doyle Randy Bonneville Henry Fry Derek Cordova Larry Glass Joe Nance Mary Hodge Alyce Nierman Hank Hoesli Cindy Roper Tom White Dave Schneider