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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. Land Bank Commission Page 2 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. Land Bank Commission 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