body,date,page,text,path
GolfCommission,2010-01-21,1,"ALAMEDA GOLF COMMISSION
MINUTES OF SPECIAL MEETING
Thursday, January 21, 2010
1
CALL TO ORDER
Chair Jane Sullwold called the regular meeting to order at 6:32 p.m. at the Chuck
Corica Golf Complex, Ladies Lounge, 1 Clubhouse Memorial Road, Alameda, CA
94502
1-A
ROLL CALL
Present:
Chair Jane Sullwold, Vice Chair Bill Schmitz,
Commissioner Ray Gaul, Commissioner Jeff Wood and
Commissioner Betsy Gammell
Absent:
Commissioner Bill Delaney
Staff:
Superintendent Matt Wisely
1-B
APPROVAL OF MINUTES
The Commission unanimously adopted the minutes of the December 16,
2009 regular meeting.
1-C
ADOPTION OF AGENDA
The Commission unanimously adopted the agenda.
2
ORAL COMMUNICATIONS
None
3
COMMISSION COMMUNICATIONS
Chair Sullwold stated that she and Joe Van Winkle have been involved in lengthy
communications with Ann Marie Gallant after the City Council meeting on the 6th of
January. Ms. Gallant complained that Joe and others were asking for information
from the Golf Complex personnel and City staff on various issues relating to going
forward with the plans for a non profit operation of the Mif Albright course and she
said they were being overwhelmed by these requests and they had to be
coordinated and she decided that all requests should go through herself. In the
course of various conversations, Ms. Gallant responded to a variety of things and
she said that in terms of Doug deHaan's amendment to the motion of City Council
that options be explored for other kinds of operation of the Mif Albright course, that
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Golf Commission Minutes - Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,2,"she was turning to the consultant that she had hired, Dave Sams, asking him to do a
report to her regarding non profits and how they work for operating golf courses.
Ms. Gallant stated that the RFP interviews that were held last Friday, that she is now
seeking some additional information on the RFP's, but she doesn't believe that she
can go forward with a presentation to Council for a recommendation about who to
negotiate with until the earliest being the second meeting in February. Ms. Gallant
reported that she has been requested to do a complete financial analysis of the Golf
Complex over the last ten years and she will include that as part of her City Manager
communications at the City Council next Tuesday. Chair Sullwold stated that she
was intending to attend the meeting, but the only opportunity to speak is not until the
Open Communications portion of the meeting. Ms. Gallant intends to hire an
independent Accountant to prepare this report. Chair Sullwold stated that Bob
Sullwold has sent Ms. Gallant the analyses he has prepared and requested that the
report be categorized in the same way and Ms. Gallant stated that was the
preliminary direction it was going. Chair Sullwold quoted Ms. Gallant regarding
""Transparency of Recommendation"" regarding the Mif Albright course. Ms. Gallant
stated ""Well, I am sorry that people feel that this is not transparent, but I want to
remind you both that I have absolutely over compensated and over compromised
with involvement from you all in ways in which no other groups or issues had. I often
worry that it is so bending over backwards on involvement of the golf community and
staff recommendations that it is compromising what we are doing and risking
criticism of staff for doing it. Please remember, not even the City Council knows
what I am going to recommend in the Staff Report before it goes public, and you all
cannot help shape, write or sign off on that recommendation. It is legally a
confidential administrative document until issued on a formal agenda. Thus, you all
can't know what I'm recommending. If someone feels set up, then there is nothing I
can do, but we are going to follow the rules around here no matter how difficult that
is. The place for the public's input into the process is at the City Council forum not
during the Staff Report preparation period. Or, of course, you can go on the record
in various way through the minutes of the Golf Commission"". Chair Sullwold drafted
a response to Ms Gallant stating that up until now it has always been the practice in
the City of Alameda that matters affecting policies at the Golf Complex are typically
brought by staff to the Golf Commission first and discussed before they are made a
subject of a recommendation to City Council, and this practice started to erode until
Debbie Kurita's regime, and thought it would be better under Ms. Gallant, but finds it
is back to the old practices of not giving the Golf Commission any opportunity and in
her opinion, it is a poor idea, it doesn't give any opportunity for input to be given to
issues before that staff comes up with a recommendation as to what should be done
about a problem. Considering the Mif Albright situation, it would have been helpful if
she had seen financial information suggesting that the Mif was in trouble and come
to the Golf Commission and said we need to talk about what needs to be done. She
stated that the Golf Commission could have questioned some of the financial
information Ms. Gallant and the City Council received stating that the information
was a completely different set of assumptions than the information that John Vest
had gathered for her when she made the presentation supporting reopening the
course in the first place. The Golf Commission could have questioned whether it
was reasonable to basically change courses in the middle of the stream instead of
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Golf Commission Minutes -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,3,"looking at what the direct costs are for operation of the Mif. The memo was not
received well by Ms. Gallant. Ms. Gallant response was ""I appreciate your history of
of the financial inclusionary policy, but I'm sure you'll remember my comment at the
beginning to the Golf Commission when I first met you all as well. Anything that is in
the books of the City is public information. You can have any of that in as much
detail as you want anytime from my perspective. I've given that information both
when I was downstairs and upstairs, including line item details. Staff
recommendations and staff work is not public information until such time that the
agenda is posted. The City Attorney has made that clear here and it is consistent
with the way I have done it and been taught for the past 30 years in government.
The idea that a staff recommendation has to be screened by a Golf Commission or
any commission, for that matter, before a formal Staff Report is done and submitted
to the City Council is absolutely not possible. It is allowed under State law only for
Planning Commissions as they have police power, but again the Planning
Commission recommendation is not binding on the staff recommendation of City
Council. Even with the past practices not the way the business works and conflicts
with municipal city manager form of government, everybody gets the same shake on
the same profit. As to the length of the meeting and the turnout these things are
going to have to be decided in a public forum and people are just going to have to
get used to long discussions about it on both sides. If it is important to them, they
will have to attend and endure it, and I read the feelings around here, there are
going to be many more of these long nights during the next six months. But it
sounds as if you are implying if the Golf Commission had given me a
recommendation counter to what I made, we at Staff would have succumbed to the
Commission's recommendation. I would never do that. Staff work is independent of
any Board and Commission may or may not rule. As for being ""forewarned"" I would
hope that you are not threatening us with fear of more long meetings or tax on Staff.
I already know that these will come, but I cannot ignore my responsibility or specific
direction from a majority of five. We did exactly as the motions told us. Intent is
irrelevant. It is what they actually said and that was come back in six months with
the data. We did. The motion was not to come back with the data and be sure the
Golf Commission sees it and is happy with it. The fact that the golf community
disagreed is just part of the deliberative process. That is how our system works, for
better or for worse."" Chair Sullwold stated she believes that either the Golf
Commission or the City Council were deceived by the costs that were provided for
the operation of the Mif Albright course for the six month period. Bob Sullwold asked
Matt Wisely if he spent 20% of his time on the Mif Albright course for the last six
months and he stated he did, and then was asked if Patti spent 20% of her time on
the Mif Albright course, which he stated he did not know. Chair Sullwold then asked
Matt that if the Mif Albright course had not been reopened, would the management
salaries be the same, which he answered yes, but he also stated that when the Mif
Albright course did reopen, the salaries were not increased. Bob Sullwold then
asked Matt how the labor figure of $5,092 was calculated and Matt explained that
the greens were mowed four days a week by a City employee at a rate of $36.00 for
four hours. The cups were changed at a rate of $11.00 per hour for 1-1/2 hours per
week, the rough was mowed eight hours a week at a rate of $27.00 per hour, the
fairways were mowed for three hours a week at a rate of $27.00 per hour. Matt
- 3 -
Golf Commission Minutes -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,4,"stated that he did not have the exact figures with him. He also stated due to the fact
that at the time there strict water restrictions, hand watering was being done for 10
hours a week at a rate of $32.00 per hour. Commissioner Gaul asked Matt if these
figures included benefits and he stated they did not as well as did not include any
payroll taxes. Matt was asked by an unknown person why the water bill was the
same as the previous year with less usage, and he explained that the water rates
were raised in July 2009. The water bill for April and May was high due to the fact
that the course was essentially dead. Chair Sullwold asked Matt if the water bill
included any other part of the Golf Complex and he stated that it was strictly for the
Mif Albright course and the cart barn. There are other meters for the remainder of
the complex. Matt explained the cart barn uses very little water.
Chair Sullwold stated that she has someone they can contact regarding non-profit
operation of the Mif Albright course.
4
AGENDA ITEMS
4-A
Status Report on RFP
Commissioner Schmitz stated that he and Chair Sullwold sat in on the interviews of
the applicants on the RFP. He stated that it will be the City Manager's
recommendation. He and Chair Sullwold asked questions in an open discussion,
but they have no vote or say as to her recommendation. Chair Sullwold stated that
she had sent an email to Ann Marie Gallant asking if she was planning on having
another meeting with herself and Commission Schmitz and Ms. Gallant responded
that she was intending to do that, but that everything is being delayed until after
February 3, 2010. Chair Sullwold stated that this was for a recommendation of
which of the two proposers to begin negotiating with, not enter into a contract, with
negotiations taking 90-120 days. She also stated that Bob Sullwold has been in
email contact with Michelle Ellson from the Alameda Journal. Michelle had asked
the City under the ""Freedom of Information"" request for the responses to the RFP
and Terry Highsmith, the City Attorney, responded ""no way"" and gave her five
detailed reasons as to why these are confidential because they are protecting the
business planning of the people who respond from being invaded by other
competitors, and it would be very dangerous for their business interests if it was
released prematurely, but the bottom line of Terry Highsmith's email was that until
the City enters into a contract with a bidder, the RFP will remain confidential. Chair
Sullwold believes that Ann Marie Gallant will have a meeting with herself and
Commissioner Schmitz at which time they can express their opinion, then Ms.
Gallant will reach her own decision with consultations from her hired consultant who
is being paid out of the Golf Enterprise Fund and she will then, on the second
meeting in February, go to the City Council and say ""I recommend you authorize me
to negotiate with ABC company"" and she won't disclose what ABC company's
proposal was or what they wanted to do. Commissioner Schmitz suggested that
would be the time for the public to state their opinions regarding the structure of the
Golf Complex.
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Golf Commission Minutes - -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,5,"4-B
Discussion of Proposal to operate Mif Albright Course through a non-
profit corporation
Joe VanWinkle has put together an organization plan including establishing teams in
the areas of legal risk, ground finance accounting, golf expertise, fundraising and
corporate sponsorship, and programming which involves kids, golfers and non-
golfers which all represent opportunity. An action plan has been put together and
has started dealing with the people who are doing these different streams of work.
He briefed Norma Arnerich for Alameda Junior Board and that will be calendared
when they are ready. An alignment of a calendar of events has been made through
next summer. A business plan has been drafted which includes segmentation,
targeting and benchmarking various ideas that other Par 3 courses are doing across
the country. In 1985 the City of Baltimore decided to form a non-profit corporation
which included five major golf courses. San Antonio also did this a few years ago
which included seven major golf courses. Buttonhole in New Jersey has been
operating since 2001 with good sponsorship programs. It is only open half of the
year and all the funding works. Competitive analysis has been done in the local
market, and he has looked at the operations issues in terms of office and turf
management, golf course maintenance and landscaping, and water issues. He has
received verbal approval for a grant from a local entrepreneur in Alameda and also
has a list of other grants and other fundraising ideas. Joe believes they might not
have to hire any full time employees, it can be done with contracted services.
Regarding the financials, the course is basically at a breakeven point without the
overhead allocation. The breakeven amount for the month is $5,000 with last month
only bringing in $4,000. 122 rounds were $1.00 each, but if they are an NCGA
member, we receive $7.00 from the NCGA. If 50% percent of the Seniors Club,
Men's Club and Ladies Club play this course once a month (300 players) that
equates $32,000 annually. He asked the Golf Commission to provide the data to
him and permission to organize volunteers through posting a flyer on the premises.
Chair Sullwold stated that she believed that would have to be permitted by the City
Manager and that she would follow up if they have permissions to post such flyers.
Joe then asked the Junior Golf Club to possibly have an ""Opening Day"" to sign up
more juniors. Chair Sullwold asked Joe if any other non-profit organizations have
been asked if they were willing to take over this facility. He stated that he had been
in contact with Alameda Junior Club, The First Tee and a non golf non-profit
organization. Operating the course through a First Tee affiliation was discussed.
Norma Arnerich stated that the Alameda Junior Golf Club would like to have a
chance at looking at operating the course. Another organization discussed was Pro
Kids which doesn't run courses, but brings in tournaments and other events. Mrs.
Arnerich also stated that she wants to set up a meeting with David Betters who runs
a non profit course at the fairgrounds and is willing to work with the Junior Golf Club.
Chair Sullwold thinks the Golf Commission should be ready with a presentation to
City Council at the time of the RFP recommendation. Discussion ensued as to who
would be in charge, who would maintain it and what amount of capital would be
needed. Chair Sullwold stated that this topic was brought up at an Alameda
Women's Golf Club general meeting last Thursday and she received commitments
of donations in the amount of $2,175 for the start-up costs and since then another
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Golf Commission Minutes -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,6,"$300 which totals $2,475. Chair Sullwold asked Matt Wisely to convey to
management to make sure employees are having juniors sign the NCGA form for
proper reimbursement.
4-C Update on Golf Complex Finances
Chair Sullwold stated that the financial report had not been received from the City.
Bob Sullwold stated that the Fry and Clark courses were down in rounds and
revenue. For the first six months of the fiscal rounds are down about 11%,
revenue is down roughly $60,000 or 4.5%. The financial performance is worse this
year than last year.
4-D Consideration of Memorial Bench Program for the Golf Complex
Matt Wisely and John Vest have researched concrete benches, and according to
Dale Lillard, the benches that are used at the parks run about $500 or $600. That is
the price just for the bench, not for the plaque. Chair Sullwold asked if they could
get some pictures of the iron wood benches.
5
ORAL REPORTS
5-A
Golf Shop and Driving Range activities report by John Vest
None
5-B
Golf Complex Maintenance activities report by Matt Wisely
Matt Wisely stated that we received over 5 inches of rain since Saturday. Four trees
were lost, two gigantic eucalyptus trees on number one North alongside the pond on
the right hand side, one behind number one green on the Mif, and one leaning on
the driving range on the Mif. He is trying to get on ETA on the second pump that
was removed back in September. There is widespread flooding on the course and
they are trying to get the course back open for the weekend. There is a 50% chance
of rain tomorrow. All the sloughs are backed up and the water is above the rocks on
number five on the North in the fairway. The two trees that fell on number one North
is because the slough between eighteen and one is now passed the cart path.
There may be no carts allowed this weekend. They are constantly moving water
and cleaning debris. The bridge between 15 North and the maintenance yard is
under water. The course was closed today due to possible winds resulting in risks of
trees falling. As of January 1, we have 11 new staff members (four are ex City
employees) and seven new employees. Labor has been cut back due to the
weather. The Par 3 course is being mowed everyday as well as changing the cups
daily. Matt responded to a question from Chair Sullwold regarding the Coastal
Redwoods stating that they cannot handle salt, since they are watered with non-
potable water. An arborist was out and stated the same. The trees are watered
along with the rest of the golf course. He believes that had we had winters like we're
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Golf Commission Minutes -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,7,"having the last few years, it might have flushed some of the salt out. Cypress trees,
on the other hand, like the salt.
5-C
Beautification Program and Junior Golf Club by Mrs. Norma Arnerich
None
5-D
Golf Complex Restaurant Report, Jim's on the Course
None
6.
COMMISSIONERS' REPORTS
6-A
Marketing and Promotions, Commissioner Gammell
Commissioner Gammell stated that Monday thru Fridays, one mini membership
which includes unlimited golf for $140 which is the price of a monthly pass, and there
will be a Superbowl Sunday Shotgun Special which includes 18 holes with cart on
the Jack Clark South Course, a warmup bucket of balls, entry into a drawing (prizes
include complimentary rounds of golf, balls, hats, range balls and more). Winners
will be notified by email. All participants will have the chance to draw a discount
voucher which is from 15% to 50% off on merchandise. The price of the special is
$50 per player.
6-B
Maintenance, Buildings, Security, Albright Course and Driving Range,
Secretary Wood
None
7.
ORAL COMMUNICATIONS, NON-AGENDA (Public Comment)
8.
OLD BUSINESS
None
9.
WRITTEN COMMUNICATIONS
Included in the Commission packet was a memorandum to the Finance Department
showing a surcharge payment for December 2009 of $5,811. The year-to-date total
to the General Fund is $66,112 for FY 2009/10.
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Golf Commission Minutes - -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf
GolfCommission,2010-01-21,8,"10.
ITEMS FOR NEXT MEETING'S AGENDA
Status Report on RFP
Discussion of proposal to operate Mif Albright course through a non-profit
Update of Golf Complex finances
Consideration of a Memorial Bench program for the Golf Complex
11.
ANNOUNCEMENTSIADJOURNMENT
The meeting was adjourned at 8:36 p.m.
The agenda for the meeting was posted 72 hours in advance in accordance with the Brown
Act.
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Golf Commission Minutes - -Thursday, January 21, 2010",GolfCommission/2010-01-21.pdf