HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 10/02/2001 - FIRST READING OF ORDINANCE NO. 150, 2001, AUTHORIZ AGENDA ITEM SUMMARY ITEM NUMBER: 11
FORT COLLINS CITY COUNCIL DATE: October 2, 2001STAFF: James B. O'Neill/
Jerry P. Brown
SUBJECT:
First Reading of Ordinance No. 150, 2001, Authorizing the Purchasing Agent to Enter into an
Extension of the Golf Professional Services Agreement at Collindale Golf Course for up to Five
Additional Years.
RECOMMENDATION:
Staff and the Golf Board recommend adoption of the Ordinance on First Reading.
FINANCIAL IMPACT:
Under the terms of the existing five-year Agreement, in 2001 the City Golf Fund pays a golf services fee
to the Collindale Golf Course contractual golf professional of$56,000 and the golf professional pays back
to the City a concession fee of$24,000, which makes the net payment to the golf professional by the City
10 $32,000 in 2001. In 1997 when the Agreement began, the golf concession fee was $20,000, for a 1997
net payment to the golf professional of$28,000. In the original bid, the golf services fee increased by
$2,000 annually and the concession fee increased by $1,000 annually. Staff and the contractual golf
professional have mutually agreed to continue this pattern of annual increases through 2006, starting with
a net payment to the golf professional of $33,000 in 2002 and progressing appropriately. Sufficient
funding has been budgeted in 2002 and 2003, and is planned for 2004 through 2006 in the golf fund.
EXECUTIVE SUMMARY:
The existing Agreement with Collindale Golf Course contractual Golf Professional James H.
Greer, PGA, expires on December 31, 2001. This five-year Agreement was entered into on
December 10, 1996. As stated in the Agreement, "...This Agreement may be extended beyond
the original five (5) year term if performance is satisfactory and subject to City Council approval
and negotiation of a mutually acceptable extension Agreement". The performance of Mr. Greer
has been very satisfactory during the term, and staff has negotiated a mutually acceptable
extension to the Agreement. A new section has been added to the Agreement regarding
"Behavior/Standards of Personal Conduct", which gives the City additional authority to
discipline and/or terminate the Agreement due to personal behavior and standards of personal
conduct requirements for individuals working for or as contractors, as defined.
The Golf Board took public input/comments on the proposed extension at its August 15, 2001
meeting, receiving no public opposition and only positive and supportive comments to extend
the Agreement. The Golf Board then voted unanimously to recommend that City Council extend
the Agreement with James H. Greer for up to five additional one-year renewal periods through
December 31, 2006. The City Code requires contracts over five years in length to be approved
by Council.
ORDINANCE NO. 150,2001
OF THE COUNCIL OF THE CITY OF FORT COLLINS
AUTHORIZING THE PURCHASING AGENT TO ENTER INTO AN EXTENSION
OF THE GOLF PROFESSIONAL SERVICES AGREEMENT
AT COLLINDALE GOLF COURSE
FOR UP TO FIVE ADDITIONAL YEARS
WHEREAS, the Purchasing Agent has determined that James H. Greer, PGA, the current
contractor providing golf professional services at Collindale Golf Course, has performed those
services well and to the satisfaction of the City and the general public over the course of the existing
Golf Professional Services Agreement(the "Agreement"); and
WHEREAS,the Purchasing Agent has further determined that in order to continue with the
delivery of high quality golf professional services to the public at Collindale Golf Course, the
extension of the Agreement for up to five additional one-year terms, without a new competitive
process for such services, is advisable and would maintain the continuity and provide golf
professional stability in the delivery of those services; and
WHEREAS, the original 1996 competitive process for the golf professional services at
Collindale Golf Course and the Agreement contemplated possible extension of the Agreement
beyond the original one-year plus four one-year renewals,based on the expectation that a longer term
arrangement for those services would enable proposers to offer more desirable services to the City
at a more advantageous rate than without such longer term potential; and
WHEREAS, Section 8-186(a) of the City Code requires that any contract for services with
a potential total term over five years in length be authorized by Council by ordinance; and
WHEREAS,the Golf Board reviewed the proposed extension described herein at its August
15,2001,regular meeting,and after receiving only positive and supportive public input/comments,
voted unanimously to recommend and encourage City Council to authorize such an extension.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF FORT
COLLINS that the Council hereby authorizes,pursuant to City Code Section 8-186(a),the extension
of the Agreement between the City and James H. Greer, PGA, for Golf Professional Services at
Collindale Golf Course, dated December 10, 1996, for the year 2002, with annual renewal options
for the years 2003 through 2006, or a potential total term of ten(10)years.
Introduced, considered favorably on first reading, and ordered published this 2nd day of
October, A.D. 2001,and to be presented for final passage on the 16th day of October,A.D. 2001.
Mayor
ATTEST:
City Clerk
Passed and adopted on final reading this 16th day of October, A.D. 2001.
Mayor
ATTEST:
City Clerk
City of Fort Collins
Cultural,Library, and Recreational Services
Golf Board
Minutes: Regular Meeting of August 15, 2001
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 7:35 p.m. at
the Collindale Clubhouse.
Agenda Review: No changes to the printed agenda.
Items of Note: Jerry P. Brown noted the following:
• Board Member Bill Rutledge called to say he was unable to attend tonight's meeting.
• Councilman Bill Bertschy was unable to attend the meeting tonight because of travel for
work.
• The grand opening of the 215 North Mason Street building will be tomorrow, August 16,
from 3:00 to 6:30 p.m.
• Calendars: The Annual Board Appreciation event will be held on Sunday, December 2, at a
1:30 p.m. reception followed at 3:00 p.m. by the Michael Martin Murphy Christmas Concert
at the Lincoln Center.
Approval of Minutes: On a motion by Tom White, seconded by Karen Joslin-Aured, the Board
voted unanimously(8-0)to approve the minutes of the Regular Meeting of July 18, 2001.
Citizen Participation: No citizen participation.
— > Public Input on Potentially Extending the Term of the Agreement with Collindale Golf
Professional Jim Greer
Jerry P. Brown gave a background on the process. He said that Tim Greer has been our contract
Golf Professional for the past five years at Collindale Golf Course, The City contracts the golf
professional and concessionaire at all three golf courses. The City of Fort Collins employs all
golf maintenance personnel. In Jim's agreement of December 10, 1996, it states that if
approved by public process and City Council, Jim's agreement may be extended for up to five
additional years, with a review every year. Staff feels that Jim has done an excellent job as our
head professional at Collindale. The Board voted unanimously at their last month's meeting
(7/18/01)to go forth witlrthe process to extend Jim's agreement.
Mike Sanders opened the floor to comments from the public regarding Jim Greer and his
performance as golf professional at Collindale. Mike Mosiman said that he has known Jim since
Gulf Hoard Minutes
August 15,2001
Page 2
he was golf professional at City Park Nine and he highly recommends Tm'S contract be
extended. Wil Stutheit said that he submitted his comments in writing in favor of Jim's contract
being extended.
Claire Nelms said that the Board discussed this last month and felt no other discussion was
necessary. On a motion by Byrd Curtis, seconded b I
Claire Nelms, the Board voted
unanimously '(8-0) to recommend to City ouncil to_ dad Jim ( s aareement as Golf
Professional at Collm ale Golf Course. Karen Joslin-Aured said that on a junior golf note s e
feels very comfortable with Jim Greer and his staff. Mike Sanders added that Tim has a
continued commitment for the Fort Collins Fore Kids Day and he said he looks forward to
working with him in the future on this program.
Public Invut/Comments and Review of the Proposed Collindale Clubhouse Replacement
Proiect and Proposed Surcharee Fee Increase
Jerry gave a background of this project. He said that the Golf Board started talking about
replacing the clubhouse in the early 1990's and in the mid-90's the Board spoke to City Council
at a Study Session regarding capital improvements to our golf courses and requested that they
consider placing these requests on the next round of capital improvements taxes. Council chose
to not include any golf items in the Building Community Choices package. At that time they
told the Board that Golf needed to be fully self-supporting. We then obtained $2.255 million in
Certificates of Participation (COP's) debt financing to make capital improvements such as the
irrigation systems at both Collindale and SouthRidge, and many other improvements that have
been made at the golf courses. In 1998 we added a surcharge which is now$1 for 9 holes and $2
for 18 holes to pay the annual principal and interest costs for these capital improvements. The
Clubhouse was not included in that group of capital improvements. In 2000, several Board
members and staff toured newly constructed public clubhouses in the Front Range and gathered
information for a new clubhouse. Board members Henry Fry and Karen Joslin-Aured, City
Project Manger Steve White, Collindale Concessionaire Kevin Wilcox, Collindale Golf
Professional Jim Greer, Collindale Golf Course Superintendent Doug Evans, along with
Manager of Golf Jerry P. Brown, served as the committee for review of the architects. The City
then hired Vaught-Fry architects of Fort Collins to design a building with the criteria that was a
consensus from the committee, staff, and golfers input. The architects then projected the cost at
$2,650,000. The Board has conceptually agreed on these steps as we have gone through this
process. We will ask the City Council to issue another COP's and we would like to proceed
from this point. This estimate would cost the Golf Fund approximately $220,000 a year. A
portion of SoutbRidge's debt payment that will be available after 2002 of approximately $80,000
annually can also be dedicated to this payment for the Clubhouse. We will ask the City Manager
to approve raising new Surcharge Fees for this project($1 for 9 holes and $2 for 18 holes).
Jerry explained the Development Review Process that would mandate that we construct a
sidewalk along Horsetooth for connectivity of sidewalks. The Transportation Department will
work with us to plan a sidewalk. The sidewalk issue will be reviewed by the City's Planning
Department separately from the Collindale Clubhouse Project. As far as the snack bar is
concerned, we will not be competing with local restaurants. We are building a facility to serve
City of Fort Collins
Cultural,Library,and Recreational Services
Golf Board Minutes
Minutes: Regular Meeting of July 18,2001
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 7:35 p.m.
Agenda Review: No changes to the printed agenda
Items of Note: Jerry P. Brown reported the following:
• Brian Cobb, Manuel Jimenez, and Bill Rutledge called to say they would not be able to
attend tonight's meeting.
• The Board terms of Tom White and Byrd Curtis are expiring on December 31, 2001. Tom
has served two four-year terms and will not be able to reapply.
• • Jerry pointed out the Capital Projects Information Bulletin Boards that will be on display at
all three golf courses.
Approval of Minutes: On a motion by Tom White, seconded by Claire Nelms,the Board voted
unanimously (6-0)to accept the minutes of the Regular Meeting of June 20, 2001.
Citizen Participation: Henry Fry played in the City Tournament and said we are very lucky to
have three beautiful municipal courses in Fort Collins. He added that the new irrigation systems
at both Collindale and SouthRidge have made a huge difference in the appearance and play of
the courses.
Consider Extending the Agreement with Collindale Golf Professional Jim Greer
Jerry referred to the memo he sent the Board (dated July 10, 2001) regarding the extension of
Jim Greer's Agreement. He said as the Manager of Golf, he thinks that Jim Greer has done an
excellent job for the City at Collindale in the past five years. Some of the amenities that Jim has
brought to Collindale are as follows:
• Golf Academy: Jim is responsible for bringing the Golf Academy of Northern Colorado to
Collindale,which enhances the quality of lessons and services to golfers.
Golf Board Minutes
July 18,2001
Page 2
• Tournaments: Hosted the Boy's and the Girl's Colorado State High School Golf
Championships, PGA Sectional Qualifiers, Colorado Golf Association/USGA Public Links
Championships, and the Collindale Invitational Tournament,as well as to help coordinate the
City Men's,Women's,and Junior Championships.
• Bill Metier Award: Jim initiated this Award and he personally pays for an Annual Pass for
a deserving youth golfer.
• Junior Golf: Jim manages a very successful program.
• Fort Collins Fore Kids Day: For the past two years, Jim coordinated our annual "Fort
Collins Fore Kids" Day at Collindale which has become an outstanding event.
• Pro Shop: Jim provides good quality merchandise in his shop, and has hired a top quality
staff to serve Collindale customers.
• Collindale Staff Relationships: Jim continues to maintain a great relationship with the
Collindale Maintenance Staff and with the Collindale Snack Bar Concessionaire.
Mike Sanders asked what Jim's vision is for the next five years at Collindale and how the Board
can help?Jim said that the new clubhouse, of course, is his first priority. He would like to add a
range ball machine to improve customer service. He said the Board's support on a daily basis is
very helpful and he welcomes input from the Board. He added that good communication with
Kevin Wilcox, Concessionaire, has been valuable. He wants to have more and extensive
merchandise in the new clubhouse and wants to continue with a strong Junior Golf Program. He
said golf provides a good, clean, and safe environment for the kids. Mike said that speaking for
the Board, he enjoys working with Jim. Jerry added that the maintenance staff praises Jim also.
Concessionaire Kevin Wilcox stated that he has a great working relationship with Jim.
Jerry said that the plan is on August 15 (next Board meeting)we will have a public input meeting
at Collindale for input on Jim Greer's performance. On a motion by Karen Joslin-Aured,
seconded by Tom White, the Board voted unanimously 6:0 for staff to continue the process to
ext�ea37un reers greement as Golf Profess on—la at Collindale Golf Course as outlined in
Jerry s memo of July I U.
Collindale Clubhouse Project and Proposed New Surcharge Fee Implementation
Jerry said that on Tuesday he received the cost estimate on the Collindale Clubhouse project.
He, along with Jack Gianola, Construction Manger for the City, in 1997, had originally thought
that the cost projected to 2002 would be approximately $2,000,000. The actual new cost is
$2,650,000. The contingency for the project is seven percent or approximately $185,000, which
we didn't include. We also originally didn't count on putting in a 1,750-foot sidewalk, which
will cost at least$75,000. We could lose between 6 to 20 trees, depending on the final design for
the sidewalk. In addition, we didn't take into consideration the contract with the consultant for
PUBLIC INPUT REQUESTED
WEDNESDAY, AUGUST 15, 7 :30 P. M .
am Collindale Golf Course
city of rwt Comm Golf Professional
Performance Review & Potential Agreement Extension
The City of Fort Collins Golf Advisory Board will hold a
public input meeting regarding the performance of
the Collindale Golf Professional on Wednesday,
August 15, 2001 at 7 :30 p.m. at the Collindale
tTGolf Course Clubhouse, 1441 E. Horsetooth Road.
he existing agreement at Collindale Golf Course with contractual
Golf Professional James H. Greer, PGA, expires on December 31 ,
2001 . This agreement was entered into on December 10, 1996
after being awarded through Request for Proposal #P-595. The
agreement may be extended annually beyond the original five-year
term until December 31 , 2006 if performance is satisfactory, subject
to public input and negotiations.
If you cannot attend the meeting, you may send written
comments no later than 5 p.m. on August 15 to:
E-mail:jpbrown@fcgov.com
Fax: "Collindale Golf Pro" at 221 -6586
ail: Golf Division, 215 North Mason Street, Fort Collins, CO 80524