HomeMy WebLinkAboutGolf Board - Minutes - 09/16/1992CITY OF FORT COLLINS
CULTURAL, LIBRARY, AND RECREATIONAL SERVICES
GOLF BOARD
City Council Liaison to the Board: Councilman Dave Edwards
Staff Support to the Board: Jerry P. Brown, Assistant to the Director/CLRS; and
Alyce Nierman, Golf Division Secretary
MINUTES: Regular meeting of September 16, 1992
The meeting was called to order at 7:30 p.m. by Board President Al Bednarz.
Agenda Review: There were no changes to the printed agenda.
Approval of Minutes/Regular Meeting of August 19. 1992: At the request of Hank
Hoesli a change in the August minutes will reflect he was interested in who was
responsible for the signage at the golf course driving ranges and not who
received the revenues. Also Mary Hodge stated at the August Board Meeting she
felt the 10 minute time allotment for a presentation by prospective pros at
SouthRidge would not be sufficient. Jerry P. Brown commented that the August
meeting was a preliminary discussion and the interview format will be decided
tonight. It was moved by Jim Doyle and seconded by Larry Glass that the minutes
of the regular meeting on August 19, 1992, be approved .as amended. Motion
Carried (9:0).
Citizen Participation: No citizen participation.
Jerry spoke with the City's Purchasing Agent since the last Board meeting.
Sealed proposals will be received at the Purchasing office through September 25,
and all proposals received will be opened by the purchasing agent. The screening
committee will receive copies of all the submittals for independent review over
the weekend. On the following Monday the purchasing agent will call and get
scores from committee members and total the results. If there is a clear
delineation, the top three or four candidates will be invited to make their
presentations to the full Golf Board on October 7. If not, there will be a
meeting of the screening committee on September 30 to make the final choices.
The screening will be done by using only the eight questions that are included
in the packet. The final candidates will be informed of their selection and
presentations will be made to the full Golf Board on October 7.
The interview session on October 7 will be held in the Council Information Center
at City Hall. The Purchasing Agent is required to be in attendance and observe
the procedures to validate that everything was done according to regulations.
What needs to be set tonight is the schedule and procedures the Board wishes to
follow for this interview process. Whatever methodology used by the Board, it
must be consistent for each candidate. The Golf Board will make a
recommendation, and the final decision rests with the Director of Cultural,
Library, and Recreational Services and the Director of Purchasing and Risk
Management. Historically, there has not been any deviation from the Board
recommendation. The Golf Board will receive the finalists' packets so the
proposals can be reviewed before the October 7 interviews. Jerry reminded the
Board that this special meeting will still require an agenda, even if there is
only one item listed. It was also noted since this is a public meeting, time
must be set aside for citizen participation. It has already been established
Golf Board Minutes
September 16, 1992
Page 2
that citizen participation at Golf Board meetings is limited to 20 minutes and
the Board felt there should be no deviation from that restriction. Discussion
at the August meeting proposed limiting the number of speakers to two people for
each candidate. After discussion, it was decided to follow the parameters
established for City Council sessions, whereby if a large group of citizens are
present there would be a sign-up sheet, and time would be allotted. Al Bednarz
summarized the Board discussion stating that citizen participation will be
limited to 20 minutes.
The starting time and structure for interviews was the next item discussed. In
discussing the format Mary Hodge raised her concern that a 10 minute allotment
of time for presentation from prospective golf pros is not adequate and would
like to see a 20 minute time allotment. Also, the candidates should be informed
of the time set aside for their presentations to the Board.
It was suggested that 30 to 45 minutes be allowed for each candidate. Larry
Glass suggested and Al Bednarz concurred that a maximum time allotment of 45
minutes should be established. Board members felt it is important that a period
for questions be set aside during each candidates time allotment. After
discussing the time allotment, it was decided that one-half of time would be used
for a presentation from the golf pro and the other half set aside for questions
from the Board. Jim Doyle proposed allowing 20 minutes each for the presentation
from the golf pro and questions from the Board.
It was commented that after reading the proposals from the golf pros there would
not be much that could be added by the candidates during their presentation. Joe
Nance remarked that when he made his presentation for the pro position at
Collindale he had a tough time putting together information that went beyond what
was included in his original bid package. Discussion ensued on establishing time
allotments.
Jerry stated if there is a question asked one candidate, it should be asked of
all candidates. Questions asked for clarification of answers are allowed. Mary
Hodge asked if, in hiring previous pros, there were other questions that seemed
to be legitimate and helpful. Jerry responded that the eight questions included
as part of the bid package cover almost everything necessary. This list of
questions has not been modified since being sent to candidates. Roger suggested
using a manual printed by the PGA for hiring a pro, stating if there is reference
material available, we should take advantage of it. Mary asked if a set list of
questions would be available for Board members at the October 7 meeting. Hank
Hoesl i stated one question he would like to have included is what along the lines
of formal education have the candidates pursued in becoming more informed and
keeping abreast of changes in the golfing arena. Al Bednarz observed that the
selection process we are going through now is quite different from how we have
proceeded in the past. Mary commented that the increase in the size of the Golf
Board may change the thinking of Board members.
Jim Doyle asked if questions which come to mind during the presentation of a
candidate are allowed? Jerry replied that questions along these lines are
allowed as they are asking for a clarification of items relating to the
presentation. If there is a totally new, off-the-wall question it must be asked
of all candidates and has to be decided before the beginning of the meeting.
Mary felt it would be appropriate for Board members to meet before the scheduled
time to review potential questions.
Golf Board Minutes
September 16, 1992
Page 3
The October 7 Special Golf Board meeting will be formatted along the lines of a
regularly scheduled meeting with a printed agenda. For interviewing the
candidates the Board is allowed to adjourn to executive session, which would
require a motion, second and approval by two-thirds of the Board or a quorum
present.
Discussion followed on when the meeting should start. Al Bednarz commented he
would like to have the meeting start at 5:30 p.m. to allow enough time for each
candidate's presentation, and then time at the end of the meeting for the Board
to decide on their recommendation.
Mary looks forward to a lot of input
thinks opinions voiced during citizen
usually unrehearsed and unsolicited.
during citizen participation. Henry Fry
participation are positive, as they are
It was decided by the Board that the special meeting for selection of the
SouthRidge Pro will be held on Wednesday, October 7, 1992. The meeting will be
called to order at 5:30; from 5:30 - 5:50 citizen participation will be invited;
interviews will begin at 6:00 p.m. Each candidate will be allotted 40 minutes;
20 minutes for their presentation and 20 minutes for questions from the Board.
After the candidate interviews the Board will continue meeting until a consensus
is reached on the recommendation of appointment for the position of golf pro at
SouthRidge Golf Course.
Discussion: Determine Procedure for Board's Involvement in SouthRidge and
Collindale Snack Bar RFP Processes
Jerry brought this item to the Board's attention, and asked to what extent the
Board would like to be involved with the snack bar concession selection process.
Historically, the screening committee makes the decision and recommendation, and
the Board approves their recommendation.
Mary commented that she would like to propose remaining with the same procedures
as in the past for the selection of the snack bar concessionaire, where
subcommittee makes recommendations and the Board approves. Tom White echoed her
sentiments, and the Board as a whole agreed.
A reminder of the Selection Committees for snack bar concessionaire follows:
SouthRidge Snack Bar RFP Committee: Larry Glass and Tom White
Collindale Snack Bar RFP Committee: Cindy Roper and Henry Fry
1993 GOLF FUND BUDGET ISSUES
Review of 1993 Golf Fund Budget
Jerry reviewed information distributed to Board members in the format
submitted by Al Bednarz, which hopefully will help the Board absorb budget
information. Jerry requested that unless there are Board members with
critical problems the Golf Fund budget that was submitted for approval to
the City Council should be approved by the Board. This Board has been
given detailed information. Jerry requested the Board concentrate on the
budget for 1994, as City Council is already holding public meetings for
the 1993 City budget.
Golf Board Minutes
September 16, 1992
Page 4
The 1993 budget was put together trying to take into account direction
from the February Council Work Session. One expense enterprise funds have
is the reimbursement to the City's General Fund for services rendered,
i.e. accounting, attorney, and staff time. Essentially the budget for
1993 is not different from 1992 except for lease purchase capital and more
capital equipment. Jerry asked if the Board had any further questions on
the proposed budget. There were no objections or questions at this time.
Review and Approval of 1993 Golf Fees and Charges
Jerry reviewed information sent out to the Board regarding the recommended
fees and charges being requested for approval by the City Council.
Increases have been averaging 4.5% per year. Al asked why annual pass
rates are only going up around 10% while other costs seem to be in the
area of a 20% increase. Hank asked if the budgeted amount included the
504 and $1.00 per round fees. Jerry responded in the affirmative. A
question raised by Roger was if fees are raised a certain percentage, why
projected revenues seem to be at a higher percentage.
Al thanked Jerry for putting together budget information which was much
clearer and more easily understood. Historically the increases in green
fees for 18 hole have been twice the amount of increases for 9-hole green
fees.
Joe Nance commented that the Golf Fund is not losing money by having two
9-hole fees. Tom questioned how many people actually come out to play 9
holes and change to 18 holes. Joe replied that this is not a large
percentage, but there are several per day. Henry Fry thinks there is a
strong case for getting 9-hole play up. Jerry added if the Board
recommends the changes in fees as presented, he would prefer getting away
from 50t charges.
Mary observed that green fees at Loveland are currently set at $9.50 for
9 holes of golf and $14.50 for 18 holes. Jerry is willing to go up to
$8.00 for 9-hole play at City Park Nine and Collindale. The policy the
Board has given Jerry allows him to give up to a 50% discount for non -peak
hours of play. We are currently at non -prime time rates all day, Monday
through Thursday at SouthRidge.
Henry Fry moved to increase the proposed 9-hole green fees at City Park
Nine and Collindale from $7.50 to $8.00. Motion was seconded by Tom
White. Motion passed (9:0). If Council asks, Jerry will state the Golf
Board has reviewed the proposed fees and have no objections at this time.
Other Business
Jim Doyle commented that the City Park Nine water fountain was installed
6" too high for handicap use; so it has to be removed and re -installed.
Jerry commented that if a restroom is built in the future, construction
time will be tightened up.
Golf Board Minutes
September 16, 1992
Page 5
Correspondence/Financial and Statistical.Reports
Jerry asked if Board members understood Mr. McCabe's letter on the
easement and right-of-way situation at SouthRidge. This issue was handled
by the City Attorneys, so everything should be taken care of.
Hank requested that Jerry try to obtain a copy of the report on golf fees
around the state, referenced in a recent Coloradoan article.
Mary Hodge reported that it appears Fort Collins High School has an
incredible golf team again this year.
On a motion by Roger Sample, seconded by Larry Glass, the meeting adjourned at
9:10 P.M.
Respectfully submitted,
Alyce Nierman
Secretary III
Golf Division
Meeting Attendance
Board Members Staff Guests
Al Bednarz
Jim Doyle
Henry Fry
Larry Glass
Mary Hodge
Hank Hoesli
Cindy Roper
Roger Sample
Tom White
Jerry P. Brown
Randy Bonneville
Derek Cordova
Joe Nance
Alyce Nierman