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HomeMy WebLinkAbout2017-12-21MINUTES Nantucket Land Bank Commission Special Meeting of December 21, 2017 Land Bank Meeting Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 9:00 A.M. q r PRESENT: Richard Glidden, Kristina Jelleme, Neil Paterson, Allen Reinhard, John Stackpole. STAFF PRESENT: Eric Savetsky, Executive Director; Jesse Bell; Assistant Director; Susan L'3 Campese, Administrator/Finance Manager. Miacomet Golf Course ("MGC') Director of Agronomy, Sean Oberly and Nantucket Land Bank Golf Controller, Walter Lankau, were also present at call to order. Club Consulting Group Managing Director, Christopher Calvert and MGC General Manager, Alan Costa entered the meeting via speakerphone. I. CONVENE IN OPEN SESSION: A. GOLF BUSINESS: 1. Review 2017 Year End Projections and 2018 Projections: Mr. Calvert explained that he put together a comprehensive financial spreadsheet with MGC actual numbers plus the draft budget. He gave a quick tour of the spreadsheet that would be automatically generated by the new software and includes pages with detail as well as summaries by department and long term projections. The consensus was the reporting format was satisfactory, but that depreciation to be included on the income statement, but below the net profit/loss line. 2. Adoption of 2018 Financial Goals: Mr. Calvert presented four options for performance projections: (1) Moderate Losses (2) Breakeven (3) Moderately Profitable and (4) Highly Profitable. After some discussion and the explanation that the course current performance was in the moderately profitable category, where it partially supports capital funding and depreciation, upon a motion made by Commissioner Jelleme and duly seconded by Commissioner Reinhard it was unanimously VOTED to target moderately profitable and to partially support capital funding and depreciation as a financial goal going forward. Mr. Calvert recommended establishing an annual profit target taking into account the next two years would be anomalies due to the temporary facilities and construction project. Commissioner Stackpole recommended the budget be crafted to breakeven for the next two years. Commissioner Jelleme said she would like to see a more aggressive approach where one half of the moderately profitable model be targeted over the next two years. Chairman Paterson asked why there were employee raises in the budget with no increases in fees and rates recommended. Mr. Costa said the raises were based cost of living. Discussion ensued about AGENDA Nantucket Land Bank Commission Special Meeting of December 21, 2017 Land Bank Meeting Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 9:00 A.M. A. CONVENE IN OPEN SESSION 1. GOLF BUSINESS a. Review 2017 Year End Projections and 2018 Projections b. Adoption of 2018 Financial Goals � J 2. FINANCIAL BUSINESS a. Warrant Authorization — Cash Disbursement ca co B. EXECUTIVE SESSION: The Executive Session is for Purpose 6 [G.L. c. 30A, 21(a)(6)J. The particular transactions and parcels of real estate are not identified since disclosure of the property information may have a detrimental impact on the Land Bank's negotiating position with one or more third parties. The Commission will not reconvene in open session at the conclusion of executive session. 1. Real Estate Acquisition ADJOURNMENT Land Bank Commission Page 2 December 21, 2017 rates with Mr. Costa recommended no rate increase due to the lack of permanent amenities to the members at this time. Mr. Savetsky cautioned that putting off raising rates would eventually necessitate years with larger increases, rather than a gradual increase to coincide with the cost of living. Upon a motion made by Commissioner Glidden and duly seconded by Commissioner Jelleme, it was VOTED to give Mr. Costa the latitude to set the rates in order to accomplish the budget target goals previously voted so that he can move forward with member dues billing for January 2018. Commissioner Stackpole was opposed. Mr. Costa, Mr. Calvert, Mr. Lankau and Mr. Oberly departed the meeting at 10:34 a.m. B. FINANCIAL BUSINESS: 1. Warrant Authorization — Cash Disbursements: Upon a motion made by Commissioner Stackpole and duly seconded by Commissioner Reinhard, it was unanimously VOTED to execute the December 21, 2017 warrant document in the amount of $93,365.94 to be provided to the county treasurer. I1. EXECUTIVE SESSION: Upon a motion made by Commissioner Reinhard and duly seconded by Commissioner Glidden, it was unanimously VOTED to go into executive session in order to discuss the purchase, exchange, lease or value of real property and review executive session minutes. A roll call vote was taken: Reinhard -Aye, Paterson -Aye, Glidden -Aye, Jelleme-Aye, Stackpole-Aye. The Chairman under Purpose 6 [G.L. c. 30A, 21(a)(6)] declared that discussion of these matters in open session may be detrimental to the Land Bank's negotiating position and that the Commission would not reconvene in regular session at the conclusion of executive session. ADJOURNMENT: Upon a motion made by Commissioner Glidden and duly seconded by Commissioner Reinhard, it was unanimously VOTED to adjourn the meeting at 10:50 a.m. i i Attested to: -J lien B. Reinhard, Vice Chairman Accepted, Approved, and Released by VOTE of the Commission this 91h day of January, 2018. i Neil Paterson, Chairman DOCUMENTS AND EXHIBITS Nantucket Land Bank Commission Special Meeting of December 21, 2017 1. CCG Presentation — Power Point 2. Financial Spreadsheet Shell 3. Check Warrant Summary AGENDA Nantucket Land Bank Commission Special Meeting of December 20, 2017 Land Bank Meeting Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 10:00 A.M. A. CONVENE IN OPEN SESSION GOLF BUSINESS a. Miacomet Golf Temporary Facilities RFP — Appointment of Evaluating Task Force b. Miacomet Golf Course Clubhouse Replacement — Planning ADJOURNMENT MINUTES Nantucket Land Bank Commission Special Meeting of December 20, 2017 Land Bank Meeting Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 10:00 a.m. PRESENT: Richard Glidden, Kristina Jelleme, Neil Paterson, Allen Reinhard, John Stackpole. STAFF PRESENT: Eric Savetsky, Executive Director; Jesse Bell, Assistant Director: Susan Campese, Administrator/Finance Manager. Also present at call to order: Brown, Lindquist, Fenuccio & Raber Architects Partner, Kurt Raber; Architectural Consulting Group ("ACG'), Owners Project Managers ("OPM'), Michael Josefek and Donald Velozo. Club Consulting Group Managing Director, Christopher Calvert; Miacomet Golf Course ("MGC General Manager, Alan Costa; and ACG, Jeffrey Seyez entered the meeting via speakerphone. I. CONVENE IN OPEN SESSION: A. GOLF BUSINESS: Commissioner Stackpole recused himselffrom the following matters and left the table. 1. Miacomet Golf Course — Clubhouse Replacement/Temporary Facility Planning: a. Administration/Pro Shop Building — Discussion: Mr. Velozo reviewed a letter to the Commission that explained that the reuse of the building for anything other than storage or its current use would trigger the 30% rule which meant the building would have to be upgraded to meet current code requirements and would not be cost effective versus new construction as part of the new clubhouse. However, if the building was moved and used as is or for storage, it would not cross the threshold for new code compliance. Commissioner Jelleme asked for a cost savings of using the building as the administration office and pro shop and maintaining two buildings versus building those functions into the new clubhouse thereby maintaining one building. Mr. Josefek said based on square footage there would be a savings of $100,000 to $200,000 to move the building, however he explained that over the next three to five years the building would need some major repairs as it was an old building which would decrease the cost savings. Upon a motion made by Commissioner Glidden and duly seconded by Commissioner Reinhard, it was unanimously VOTED to move and dispose of the building by either giving it away or demolishing it provided it was not needed for storage by either MGC or the Land Bank in a different location. b. Letter from Abutter: Mr. Savetsky read a letter from abutter Martin McDonough, raising siting and height concerns, and asking the Commissioner to consider noise and Land Bank Commission December 20, 2017 Page 2 screening solutions during the Clubhouse planning process. The Commission asked staff to thank Mr. McDonough and let him know the Commissioners and various consultants would consider his concerns during the planning process. c. Review OPM Project Budget: Mr. Velozo explained the budget he presented which included extra built into both the architect and OPM fees in case overage was needed. Mr. Calvert stated he felt the furniture, fixtures and equipment and the operational supplies and equipment budget amounts were too low. Chairman Paterson asked to explore the possibility of purchasing some of the equipment to be used in the new building now, in order to use it in the temporary facilities. Mr. Calvert said that was possible, but would require the kitchen design to put a plan together right away. He also pointed out that most of the temporary facilities would have kitchen trailers that were part of the lease. Mr. Costa said that he had outside seating for 60 to be used this summer and used equipment was a possibility for the temporary facilities as well. Mr. Josefek said the budget would be fine-tuned as more planning progressed. Mr. Raber recommended the landscaping of the new building be a separate bid package, but pointed out it was still part of the budget. d. Insurance Update: Mr. Savetsky said the insurance adjusters were still negotiation, but they expected approximately $1 million for the building loss and contents but that figure did not included reimbursements for temporary facilities, payroll and loss of business. e. Architect Update — Site Plan: Mr. Raber presented an updated site plan with a smaller dining room, but with deeper porches for outdoor seating. He also added a turn window and included a full basement with approximately half used for the current program needs and the other half could be used for future simulators or other uses. The overall consensus was the site plan was improved, however the turn window needed to be moved to a different spot. Mr. Raber said the dining room area could be further decreased by using movable partitions during the off season. Mr. Savetsky suggested that "green" building practice be explored as well as renewable energy systems to heat and cool the building. f. Project Schedule: Mr. Velozo presented a project schedule which did not include regulatory processes and permitting. Mr. Raber felt the timeline was a bit aggressive and recommended the construction documents and bidding take place in August. Mr. Josefek said June was a much better time for the bidding process to ensure a fall start. g. Meeting Scheduling: After some discussion it was agreed the next special meeting for the clubhouse planning would be Tuesday January 16, 2018. 2. Miacomet Golf Temporary Facilities RFP — Appointment of Evaluating Task Force: After some discussion, upon a motion made by Commissioner Glidden and duly seconded by Commissioner Reinhard, it was unanimously VOTED to have the evaluating task force consist of Ms. Bell, Mr. Savetsky, Mr. Costa, Mr. Josefek, Mr. Velozo, Mr. Raber, Mr. Calvert and Chairman Paterson. The award for the bid on the temporary facilities would be scheduled for the January 9, 2018 Land Bank Commission meeting. Land Bank Commission December 20, 2017 Page 3 ADJOURNMENT: Upon a motion made and duly seconded, it was unanimously VOTED to adjourn at 11:30 a.m. i Attested to: Xllen B. Reinhard, Vice Chairman Accepted, Approved, and Released by the VOTE of the Commission this 9th day of January, 2018. 1 Neil Paterson, Chairman DOCUMENTS AND EXHIBITS Nantucket Land Bank Commission Special Meeting of December 20, 2017 1. ACG Agenda 2. Email from MGC neighbor (Martin McDonough) 3. ACG evaluation letter about Admin/ProShop building 4. ACG Project Budget 5. Architect — Site Plan 6. ACG Project Schedule