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HomeMy WebLinkAboutGolf Board - Minutes - 08/19/19920 CITY 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 August 19, 1992 The meeting was called to order at 7:30 p.m. by Board Vice -President Mary Hodge. Board President Al Bednarz and Board Member Roger Sample will be unable to attend tonight's meeting; Board Member Larry Glass will be present, but will arrive late. Agenda Review: There were no changes to the printed agenda. Approval of Minutes / Regular Meeting of June 17 1992: It was moved by Jim Doyle and seconded by Tom White that the minutes of the regular meeting on June 17, 1992, be approved as submitted. Motion Carried (7:0) Citizen Participation: No citizen participation at this time. Jerry P. Brown reviewed the rules and regulations that have been presented to City Council for adoption. Adoption of these rules and regulations by Council is needed in order for staff to legally enforce current policies and procedures. At the City Council meeting last night this ordinance was passed on first reading. Clarification was requested on placement of petitions at City facilities. Petitions can be placed at City facilities; however, these petitions cannot interfere with normal operations and petitioners cannot harass customers or facility users. The City still reserves the right to review information being placed on bulletin boards. Hank Hoesli questioned why roller blades were mentioned and not bicycles? Jerry responded that with passage of this ordinance we would not be limited to roller blades, and would have the authority to enforce any regulations that the City may establish in the future. Jerry would like to have the Board approve these proposed rules and regulations, and the Golf Division can establish additional site specific rules and regulations. Jim Doyle questioned if this section would affect the parking of vehicles in unmarked spaces at City Park Nine Golf Course? Jerry replied that this would restrict parking in non -designated areas (i.e. on grass), but not necessarily in a parking lot similar to the one at City Park Nine, unless it becomes a problem. As there was no further discussion it was moved by Tom White and seconded by Jim Doyle that the Golf Board recommend approval of Adopting Rules and Regulations Governing Use of City Cultural, Library, and Recreational Services Facilities. Motion carried unanimously (7:0) Golf Board Minutes August 19, 1992 Page 2 Review of Proposed 1993 Golf Fund Budget Jerry distributed budget line item information for the 1993 proposed budget at each of the three golf courses. Information had been sent previously regarding the 1993 budget but did not include the line item breakdown. This information has been included in the total 1993 budget package for the City of Fort Collins being considered by City Council for approval. Jerry reviewed the packet that was sent earlier to Golf Board members. It was pointed out that at end of 1992 there is a projected loss of $69,874. This is a planned loss to use up Golf Fund reserves, and purchase capital equipment. About two years ago the Golf Board chose to keep a balance of $100, 000 in reserves. Jerry is proposing there be an increase in fees and charges for 1993, as there will be additional expenses for capital equipment; mostly at SouthRidge, some at Collindale. The recommended fees that are being presented to City Council are in the cover memo. These rates will be presented for approval by the Golf Board in September or October. The leeway in the Golf Fund budget is in capital purchases, as the golf fund usually spends less and takes in more revenue than projected, so historically there has been additional money to spend on capital purchases. The Golf Board recently decided not to allow annual pass use at SouthRidge as annual pass play is a financially losing venture. Jerry stated there could be a variable green fee established for juniors, low income, seniors, etc. Hank Hoesli commented that he has a hard time accepting the fact that people who play the most get the biggest price break. Jim Doyle expressed thoughts that SouthRidge should be opened up to allow for annual pass play. As a municipality, Henry Fry feels we are providing services at the best price available, and until SouthRidge is paid for, annual pass play should not be allowed at that course. Jerry stated the cost of building a golf course at this time is much higher than in the 70's and 80's, so the construction cost debt service payments are much higher. If the Douglas Bruce amendment passes in November, the Golf Fund may have to cover additional construction debt expenses currently being incurred by the Sales and Use Tax Fund. Larry Glass questioned why golfers who frequent SouthRidge should be penalized? Larry further commented that since the City of Fort Collins owns three golf courses, maybe we should investigate restructuring our fee policy and establish annual pass and green fee play policies to make play at all three courses equitable. Discussion heated up on the fee structure currently in place and should we restructure our present fee policy? The question was raised why Collindale and City Park Nine should assist in paying the SouthRidge debt? Jerry said that annual pass play would decrease revenue, which is something that can't be handled at SouthRidge at the present time. If fees and charges were restructured and annual pass play were allowed at SouthRidge, Jerry believes all fees and charges would need to be substantially increased. The Board recently expressed their intentions that until the debt at SouthRidge is paid off there be no annual pass Golf Board Minutes August 19, 1992 Page 3 play at SouthRidge. Jerry suggested if Board members feel a need to review fees, we should begin our review and have new fees and charges ready for presentation with the 1994 budget. At the February council work session Jim Doyle felt that Council members gave no recognition to the community value of golf. City Council agreed to keep the status quo with SouthRidge this year and give $200,000 next year towards SouthRidge debt/expenses. Hank Hoesli also felt that we received a commitment from Council that they will not pursue the sale of SouthRidge. Mary Hodge suggested we got off tract in discussing fees and charges and returned the discussion back to the review of budget information being submitted to City Council. Jerry explained the differences on principal expense and interest for the Water Fund and lease/purchase; and explained further about the budget and line items. Jerry then reviewed capital outlays and capital improvements. Jerry asked the Board members to take a month to review the information supplied and to familiarize themselves with the information being submitted to Council for approval. The Golf Board will discuss this further at the September meeting, and Jerry hopes to get approval from the Board for this recommendation to Council. If Board members have any specific questions, they should not hesitate to ask staff for an explanation. Mary Hodge asked if a major system breaks down, where does money come to cover Golf Fund expenses? Jerry responded that our first line of defense is the $100,000 in reserve; second we have insurance coverage; and finally we could ask the City for financial assistance. Mary Hodge thanked Jerry for his presentation and detailed explanation of various charges/expenses. Review of SouthRidge Golf Professional RFP Process Kent Heusinkveld's contract with the City as SouthRidge Golf Professional expires December 31, 1992. A Request For Proposal (RFP) will be advertised requesting interested parties to submit a proposal for this service. Jim Doyle and Roger Sample are on the RFP Review Committee along with John Schmidt, a SouthRidge resident as the citizen representative. It is anticipated that 6 to 12 applications will be received for this service. This contract has not yet been advertised and interest received to date has been generated by word of mouth. An ad will be purchased in the local papers, stating the bid will be opened September 25. Jerry stated that the City is requiring all applicants be members of the LPGA or PGA with experience. Final applicants will need to furnish tangible proof of financial ability to perform required services stated in the RFP. Notices will be sent out and there will be a walk through at SouthRidge on September 16. Sealed bids need to be submitted by September 25, to the Purchasing Department, which is the closing date for this RFP. By classifying this as a proposal we are Golf Board Minutes August 19, 1992 Page 4 not required to choose the low bidder. Representatives on the RFP committee will meet during the first week of October and interviews will be held with the qualified bidders. At the October 21 meeting, a recommendation will be made to the Golf Board. Mary Hodge would like to have the opportunity as a Board to review the top three candidates. Henry Fry, Hank Hoesli, and Larry Glass were all in agreement. After some discussion, it was decided that the Board would interview the final 3 or 4 candidates. October 21 is the scheduled meeting date of the Golf Board where presentations would likely be made. Discussion followed regarding criteria and guidelines for these presentations. It was decided that a time limit of 30 minutes for each candidate's presentation be established., This time allotment would break down as follows: 10 minutes for presentation by candidate, 20 minutes for questions by Board members. The RFP Review Committee will probably meet October 5 or 6. The committee would screen all of the applicants and bring the top 3 or 4 to make their presentations to the Board. After discussion, it was decided that the Golf Board will meet on Wednesday, October 7, from 7:00 to 8:30 p.m. for the interviews. Debate on candidates would be from 8:30 p.m. until the process is completed. The only item on the agenda for the October 7 meeting would be the interviews. The Golf Board felt it would be more appropriate to conduct candidate interviews and selection in executive session. This would keep later presentations from gaining an advantage by viewing the earlier ones. Jerry stated that when the Golf Board goes into executive session they will need to have a motion and second to that affect, and then the motion needs approval by the Board. In preparation for the October 7 Board meeting, Jerry will send the Golf Board the same package of information that is being sent to interested parties responding to the SouthRidge Pro RFP. Board members do not want to know the ranking given by the RFP Review Screening Committee prior to interviews on October 7. However, the Board feels they should receive the recommendations of the RFP Review Screening Committee AFTER the interviews. This will keep Board feelings from becoming biased before the interviews. Two Golf Board members are needed for each review committee. It was asked if one committee could be formed to review both RFP's? Jerry responded that this is possible, but in that event he would like to have a least 3 or 4 Board members serving on that committee. Henry Fry felt two committees would work the best as each committee could focus on the individual courses. It was agreed that there would be two separate committees. Appointments were made as follows: 1) SouthRidge Snack Bar RFP Committee: Larry Glass and Tom White; 2) Collindale • Golf Board Minutes August 19, 1992 Page 5 Snack Bar RFP Committee: Cindy Roper and Henry Fry. Cindy Roper questioned how the RFP snack bar committees will know what dates they are to meet. Jerry replied that he would be contacting the committee members to inform them of any meeting times and dates. Other Business -- Status of the City Park Nine Restroom was brought up for discussion by Jim Doyle. He does not see the justification of almost $6,000 for building permits. Hank Hoesli commented that not only does the total cost of $40,000 seem exorbitant, but during the same length of time it has taken for this restroom project, a complete church has been built. To put it succinctly, this project has taken too much time and too much money! Jerry explained that we are dealing with bidding procedures which require selection of the lowest licensed and bonded bidders who meets the stated project requirements. -- Tom White relayed a question from a citizen on the tee time reservation policy at City courses being only one day before the desired time. Jerry responded that this has been historically the way it is done; however this policy can be changed. Mary Hodge suggested that maybe this topic could be placed on a future Golf Board agenda for discussion. Hank Hoesli proposed placing this item on December's agenda. -- Hank Hoesli would like to know what progress has been made in enforcing the "No Smoking" policy at golf facilities. At Collindale smoking is allowed in The Cantina and in the area by the television: Mr. Hoesli is not asking the Board to change their decision, but would like to see these restrictions being enforced. Mary Hodge requested copies of all smoking restrictions be given to the Board for their future review, with the possibility of eliminating smoking altogether at golf facilities. The Board members present strongly agreed with this thought. Jerry will place information in the October 21 Board packets. -- Jerry reported that at SouthRidge there is a citizen trying to restrict or eliminate the easement access near the 18th fairway. The homeowners association entered into an agreement with the City a year ago whereby the City will have five access points for golf course maintenance. In turn, the homeowners association can continue using our irrigation water for their medians and green spaces. A homeowner there asked the City to review this agreement as they do not believe the homeowners association had the neighborhood input prior to entering into this agreement with the City. There is still the emergency access road, however, this road will be gone when the development of Paragon Point'is completed to Trilby Road. This is an issue that could come up in the future. Board Members and Staff Comments/Reports -- Hank Hoesli asked if the pros at each golf course get all of the driving range revenues? Jerry replied yes at City Park Nine and SouthRidge, as per Golf Board Minutes August 19, 1992 Page 6 the contracts. He stated that the City furnishes the entire driving range facility; the pro supplies the range balls and baskets; and signage is pretty much a joint effort. The city has more of an interest in the driving range at Collindale as we get a percentage of the revenue after a certain point as per bid/contract. -- Mary Hodge thanked the Golf Board for a great meeting. She felt the recent expansion of the Board was wonderful as it has provided more diversified comments and discussions. Correspondence/Financial and Statistical Reports Jerry pointed out revenues at Collindale and City Park Nine are right on projected target. At SouthRidge we are down 3.35% in revenue on the average. On a motion by Jim Doyle, seconded by Henry Fry, the meeting adjourned at 10:20 p.m. Respectfully submitted, Alyce Nierman Secretary III Golf Division Meeting Attendance Board Members Staff Guests Mary Hodge Jim Doyle Henry Fry Larry Glass Hank Hoesli Cindy Roper Tom White Jerry P. Brown Randy Bonneville Derek Cordova Jim Greer Joe Nance Alyce Nierman Norma Ingraham