HomeMy WebLinkAbout2012-1-12 Special MeetingAGENDA
Nantucket Land Bank Commission
Special Meeting of January 12, 2012
Land Bank Meeting Room, 22 Broad Street
Nantucket, Massachusetts
CALL TO ORDER: 4:00 P.M.
A. REGULAR BUSINESS
1. Remote Participation Policy
B. PROPERTY MANAGEMENT
1. Miacomet Golf Course — Ratify and Confirm Management Services Contract
C. FINANCIAL BUSINESS
1. Miacomet Golf Course — 2012 Budget Review and Approval (continued)
ADJOURNMENT
MINUTES
Nantucket Land Bank Commission
Special Meeting of January 12, 2012
Land Bank Meeting Room, 22 Broad Street
Nantucket, Massachusetts
CALL TO ORDER: 4:02 P.M.
PRESENT: Gardner, Paterson, Reinhard, Stackpole. ABSENT: Bartlett.
STAFF PRESENT: Eric Savetsky, Executive Director; Jesse Bell, Administrator /Fiscal Officer.
Miacomet Golf Course General Manager, Alan Costa, and Miacomet Golf Course Superintendent,
Sean Oberly, were also present at call to order.
A. REGULAR BUSINESS:
1. Remote Participation Policy: Mr. Savetsky and Ms. Bell reminded the Commission of the
information presented at the last meeting, namely that upon further research, it was discovered that
remote participation in meetings of public bodies is not permitted by the state unless the practice has
been adopted by vote in accordance with the requirements of the Attorney General's regulations, and
with that vote applying to all subsequent meetings of that public body and its committees. After
discussion, upon a motion made and duly seconded, it was unanimously VOTED to allow
commissioners to participate in Land Bank meetings remotely (for example, by telephone call) in
accordance with the requirements of the Attorney General's regulations. The Commission requested,
not as a requirement but as a courtesy, that absentee members limit their remote participation to
matters which are of special interest to them, so as not to prolong meetings unnecessarily.
Commissioner Bartlett entered the meeting remotely via speakerphone at 4:12 p. m., after the
Chairman determined that his physical attendance at the meeting was unreasonably difficult due to the
factor of geographic distance.
B. PROPERTY MANAGEMENT
1. Miacomet Golf Course:
a. Financial Report: The Commission reviewed the balance sheet and profit and loss
comparison through December 31, 2011, as well as the credit card statement and check register for
December 2011, which were previously provided by electronic correspondence.
b. Ratify and Confirm Management Services Contract: Upon a motion made and duly
seconded, it was VOTED to ratify and confirm the previously executed management services
agreement with Nantucket Golf Management, Inc., which stipulates an initial term of one year for a
management fee of $150,000. Further, according to the agreement, the Commission has the right, but
not the obligation, to grant multiple extensions of the initial term provided that the aggregate number
of years awarded under the contract does not exceed five years.
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January 12, 2012
b. Capital Purchase Request: Mr. Costa requested special authorization for the purchase
of a new awning as a capital item exceeding $5,000, which is estimated to cost approximately $13,000.
Upon a motion made and duly seconded, the Commission unanimously VOTED to approve the
expenditure request.
c. 2012 Budget Review and Approval (continued): Mr. Costa presented a revised draft
of the 2012 Miacomet Golf Course budget previously provided by electronic correspondence and
discussed and answered questions about notable line -items and changes made since the last meeting.
Commissioners Stackpole and Bartlett abstained as members of Miacomet Golf Club, and
Commissioner Gardner abstained due to his spouse being a member of Miacomet Golf Club.
At this time, the Rule of Necessity was invoked based on the fact that the Commission was unable to
obtain a quorum due to disqualification of Commissioners as members (or due to close association
with a member) of Miacomet Golf Club and, as a last resort, those disqualified participated under the
authority of the Rule of Necessity.
After much discussion, upon a motion made and duly seconded, it was unanimously VOTED to
approve the draft 2012 Miacomet Golf Club Operating Budget as presented.
d. Agility Contract: Mr. Costa and Mr. Oberly answered the Commission's questions on
the structure of Agility and its relationship to Miacomet, as well as provided industry standards for pay
splits on these types of contracts. Mr. Savetsky commented that it would be helpful to view a lessons
menu with prices displayed. In general, the Commission expressed a desire to sit down with the owner
of Agility, Phillip Truono, at a future meeting to have a better understanding of how his company
works and possibly fine tune policies with regard to the scheduling of lessons, tournaments and other
minor logistical issues. Upon a motion made and duly seconded, it was VOTED to approve the Agility
contract as proposed, subject to sitting down with Phillip Truono for the aforementioned discussion at
a future meeting.
e. Capital Equipment Purchase Request: Mr. Oberly explained the need for several
pieces of equipment for proper maintenance of the golf course and its operations, specifically a 300
gallon John Deere Sprayer, Green Mower Trailer, Water Maze Control Center (a water recycling
system), and a Mix Tank for spraying, the total expense of which was anticipated to cost
approximately $51,197. Upon a motion made and duly seconded, the Commission VOTED to approve
the expenditure request as presented, with the understanding that Mr. Oberly follow applicable
procurement laws in making the capital purchases.
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January 12, 2012
Page 3
ADJOURNMENT: U n a motion made and duly seconded, it was VOTED to adjourn at 5:56 P.M.
Attested to: xx— L P, 111A IA I-1A
A en B. Reinhard, Secretary
Accepted, Approved, and Released by VOTE
of the Commission this 24th day of January, 2012.
John J. S
DOCUMENTS AND EXHIBITS
Nantucket Land Bank Commission
Special Meeting of January 12, 2012
Documents and Exhibits List
1. Miacomet Golf Course financials through December 31, 2011, plus credit card
statement and check register
2. 2012 Management Services Contract with NGM, Inc.
3. Revised 2012 Miacomet Golf Course Budget and various emailed draft versions
4. 2012 Agility contract, along with information on industry standards for these types of
contracts
5. Capital equipment purchase request list with price estimate documentation