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HomeMy WebLinkAbout2016-9-9NANTUCKET AGENDA TOWN CLERK Nantucket Land Bank Commission Special Meeting of September 9, 2016 2016 SEP 2$ QM 11: 21 Land Bank Conference Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 3:00 P.M. A. CONVENE IN OPEN SESSION GOLF BUSINESS a. Management Model — Discussion b. Golf Capital Workgroup - Update ADJOURNMENT MINUTES Nantucket Land Bank Commission Special Meeting of September 9, 2016 Land Bank Meeting Room, 22 Broad Street Nantucket, Massachusetts CALL TO ORDER: 3:05 p.m. PRESENT: Robert Gardner, Richard Glidden, Neil Paterson, Allen Reinhard, John Stackpole. STAFF PRESENT: Eric Savetsky, Executive Director; Jesse Bell, Assistant Director; Susan Campese, Administrator /Finance Manager. Christopher Calvert, Managing Director of Club Consulting Group ( "CCG' ); Christopher Ferris of CCG; Miacomet Golf Course ( "MGC') Controller, Nicole Wynne; MGC Pro Shop Manager, Joan Casey; MGC Director of Golf, Philip Truono; Inquirer and Mirror Reporter, Lindsay Pykosz; and various Miacomet Members were also present at call to order. A. CONVENE IN OPEN SESSION 1. GOLF BUSINESS: a. Management Model — Discussion: Mr. Savetsky started the discussion by answering some of the questions brought up at the meeting of September 1St. He stated that it was the opinion of counsel that the current contract could not be renewed or extended as it was written. However, Town Counsel was looking into the possibility of a new contract that could be written with longer term renewal options. Further, staff had meetings with labor counsel as well as the Town Finance Director and a representative from Human Resources regarding making all MGC employees Land Bank employees. The conclusion was there was the potential for significant cost increases in terms of benefits, unemployment liabilities, etc. as well as a considerable addition to the town's workload which processes the Land Bank's payroll and benefits. Commissioner Stackpole made a motion to: Issue a Request for Proposals ( "RFP ") the week of September 12, 2016, response due for special Golf Meeting 1St week of October. To manage and operate Miacomet and Siasconset Golf Clubs for a period of 3 years with a potential 2 year extension by the Land Bank Commission if warranted. Existing, staff, to be retained, as needed by Management/Operator(s) unless released for cause. Management /Operator(s) to manage at present levels, in conjunction with a Controller contracted to the Land Bank with the purpose of implementing a transition over the period of the contract to a long term Golf Course Management policy /program as directed by the Land Bank Commissioners. If deemed necessary by the Land Bank Commissioners to reach its goals and objectives, the Land Bank Commission September 9, 2016 Page 2 Management /Operators(s) to work with a designee of the Land Bank Commissioners to enhance communication and day to day operations. The motion was duly seconded by Commissioner Gardner. Mr. Savetsky continued on with his findings from discussions with counsel that concluded that setting up a separate entity was not a viable option since the Commission could not sit on the board of the entity and would therefore maintain no control over the entity. Mr. Savetsky said he believed the hybrid model we currently have should be continued with improvements made for accountability, tracking and membership documents. Commissioner Paterson said his greatest concern was continuity of staff and getting a qualified controller on Land Bank staff for clarity of finances. Mr. Savetsky suggested another option would be for the Land Bank to hire Alan Costa as the Owners Representative to help with the transition, as a liaison with the members and to work on the clubhouse improvement project. He said he spoke with Mr. Costa and he seemed to be interested in the concept as he was expecting to retire in three years. At the same time the Commission could move forward with a RFP for a longer term contract that would ensure continuity of staff. Ms. Bell answered some questions about the RFP process. She said she could put together a draft of the RFP for a vote at a special meeting on Wednesday, September 21, 2016 at 4:00 p.m. Commissioner Stackpole asked that the dates be taken out of his motion as staff needed more time to complete the RFP and it needed to be posted with the state for 30 days. It was unanimously VOTED to issue the transitional RFP as detailed in the amended motion. b. Golf Capital Workgroup — Update: Commissioner Gardner went over the discussions and recommendations of the Golf Capital Workgroup meeting of August 31, 2016. 1. Cart Path Project: Mr. Oberly reported that the golf path project of adding magnesium flakes seemed to be working. 2. Cart Area Restoration: The area where the carts used to be stored outside was in need of restoration which entailed loam and seeding which would cost between $2,000 and $4,000. The Committee recommended the work be authorized. 3. Sidewall Shingling: The maintenance facility building was reported to be in need of sidewall shingles and the Committee asked Mr. Oberly to obtain estimates for the work. 4. Clubhouse Electrical Issues: The clubhouse had some ongoing electrical issues that needed to be addressed as some of the wiring and breakers were heating up. The Committee recommended that the electrical contractor who did the recent inspection for the clubhouse architect be contacted to provide a recommendation and quote to correct the situation. 5. Repairs to the Clubhouse: A section of roof on the clubhouse needed new shingles; a panel under a window was buckling due to water leaking in and down the wall and a sill under the door onto the deck was rotted. The Commission recommended authorizing Mr. Costa to make the repairs and if possible, pay for them through golf operations. 6. Reconfigure Driving Range: Mr. Oberly presented a concept plan to Land Bank Commission Page 3 September 9, 2016 reconfigure the driving range with target greens of artificial turf and bunkers. The Committee asked Mr. Oberly to develop a cost estimate for future review. 7. Equipment Lease: Mr. Oberly requested MGC enter a new lease with Toro for six greens mowers and one groundmaster mower for four years with a $1 buy -out for a total cost of $80,311.15. The Committee recommended authorizing Mr. Oberly to enter into a lease agreement with Toro as requested. 8. Sconset Golf Course: Mr. Oberly said that the Sconset Golf Course maintenance building was going to need a new roof soon. The Committee asked Mr. Oberly to get a price for the work for discussion at a future meeting. Upon a motion made by Commissioner Gardner and duly seconded by Commissioner Glidden, it was unanimously VOTED to approve the recommendations of the Committee to restore the cart area, fix the electrical issues and repairs in the clubhouse and enter into an equipment lease. ADJOURNMENT: Upon a motion made by Commissioner Stackpole and duly seconded by Commissioner Glidden, it was VOTED to adjourn at 4:02 p.m. Attested to: Richard J. Glidden - Secretary Accepted, Approved, and Released by the VOTE of the- Commission this 21St day of September, 2016. DOCUMENTS AND EXHIBITS Nantucket Land Bank Commission Special Meeting of September 9, 2016 1. Commissioner Stackpole's — Motion for RFP 2. Golf Capital Workgroup — Memorandum