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HomeMy WebLinkAbout07281983 GCMINUTES OF MEETING OF GOLF COURSE BOARD OF DIRECTORS - JULY 28, 1983 MEETING WAS CALLED TO ORDER BY ACTING CHAIRMAN DON LIVINGSTON AT 8:16 P.M. PRESENT: ACTING CHAIRMAN DON LIVINGSTON, DAVID NISBET, CLAY PRICE, DONALD VICKERS, DANIEL MELIA, HARRY MORRIS, ARTHUR TROWBRIDGE. ABSENT: CARROLL SIMES. MOTION BY_"MR. VICKERS, SECONDED BY MR. NISBET, TO APPROVE THE MINUTES OF THE MEETING OF JUNE 23, 1983. CARRIED. CHAIRMAN LIVINGSTON ANNOUNCED THAT THE MOORINGS IS CLOSED FOR TWO W~EKS AND WE<HAVE EXTENDED TO THEIR MEMBERS THE USE OF OUR COURSE - FREE USE OF THE GREENS AND CART FEES WILL BE KEPT SEPARATE. THEY WILL RECIPROCATE IF THE NEED?ARISES. MR. LADD DISCUSSED THE REPORT ON THE PRO-AM. HE EXPLAINED THAT PRO-AMS ARE RUN TO ACCOMPLISH MANY THINGS. NO. 1 IS TO GENERATE INCOME. IF, AFTER?ALL EX- PENSES ARE PAID, YOU RUN A TOURNAMENT OF APPROXIMATELY $20~000. AND YOUR TO~AL INCOME WAS $19,765. AFTER WE TAKE ALL OUR EXPENSES OUT AND TAKE OUR INCOME OUT, IF WE COULD COME OUT IF THE BOTTOM LINE WERE ZERO, THAT WOULD BE PERFECT, AFTER WE MAKE OUR DONATIONS, ETC. HZS BOTTOM LINE SHOWED A NET, NET INCOME, OVER AND ABOVE ALL EXPENSES, OF $1346.50. SINCE THEN $200. WAS DONATED FROM AN OUTSIDE SOURCE. IT IS VERY CONCEIVABLE THAT SOME EXPENSES MIGHT HAVE COME IN THAT MR. LANCASTER'.-CHARGED TAKING THE BOTTOM LINE DOWN TO ZERO. THE ACTUAL CASH CREATED FROM GREENS FEES AND CARTS WAS $3680. (THIS WAS IN MAF~~) ON THE OTHER SIDE OF THE LEDGER, THE GOLF SHOP PAID OUT IN GIFT CERTIFICATES AND MERCHANDISE $4708.75. APPROXIMATELY $1000. OF THAT WOULD STAY IN THE CITY'S BOTTOM LINE BASED ON THE FIGURES THAT MR. LANCASTER GAVE HIM. IF WE MADE 20% ON THAT, IT WOULD BE $470., DOUBLE THAT WOULD BE $940., CLOSE TO $1000. HE CHECKED THE FOOD AND BEVERAGE FOR THE MONTH OF MAY WHICH WAS ABOUT $8000. AT THE TIME MR. CLEDES TOLD HIM THE FOOD AND BEVERAGE DID ABOUT $3000. EACH DAY AND ON FRIDAY WE. HAD A LITTLE MINI PRO-AM WHERE WE GAVE OUT ADDITIONAL GIFT CERTIFICATES - $800., DRIVING RANGE - $400. SALE OF GOLF BALLS, PUTTERS, WEDGES, ETC. - $800. PRO-AMS ARE PROFITABLE. EVERYBODY BENEFITS. THE LIBRARY GOT $300. HE ADDED THAT EXPENSES HAD BEEN KEPT WAY DOWN. MR. VICKERS ASKED IF ANY PROGRESS HAD BEEN MADE ON THE COLOR CODED KEYS. MR. NISBET DEMONSTRATED A P~I'PE ARRANGEMENT THAT MIGHT BE USED, FITTED ON'THE CARTS. MR. TROW-BRIDGE THOUGHT WE SHOULD STICK WITH THE KEYS WHICH WOULD BE GIVEN OUT AT TIME OF PAYMENT WITH $1. DEPOSIT CHARGED WHICH WOULD BE RETURNED WHEN THE KEY IS RETURNED. MR. LADD THOUGHT THE $1. DEPOSIT WOULD CREATE A NEGATIVELY.? ATTITUDE. HE ADDED THAT THERE WERE SOME COLORED BAG TAGS AROUND THAT COULD.'.BE'.3USED. MR. LADD REMARKED THAT HE IS VERY INTERESTED IN THE PROPOSAL THAT MR, MORRIS MADE ABOUT LEASING THE GOLF SHOP AND HE WOULD LIKE TO HAVE THE BOARD TAKE IT UNDER CONSIDERATION.~'. HE IS IN ALMOST TOTAL AGREEMENT WITH EVERY SINGLE THING IN IT. HE POINTED OUT THAT ORDERING FOR THE SEASON NEEDS TO BE DONE NOW. IF YOU WAIT UNTIL ~NOgEMBER OR DECEMBER, YOU WILL BE AT THE BOTTOM OF EVERY MANU- FACTURER' S LIST. MR. LADD STATED THAT THERE ARE THREE OUTSTANDING EMPLOYEES IN THE FOOD AND BEVERAGE OPERATION - JODY MARTINEZ, PRISCILLA OFFUT, AND NANCY KEATTS.. MR. PRICE REVIEWED THE FINANCIAL REPORT FOR THE PERIOD ENDING 6/30/83. PROFIT FOR THE YEAR TO DATE IS $124,669.78. DUE TO DIFFERENT METHODS OF ACCOUNTING BETWEEN MR. LANCASTER AND MR. PRICE, FOR THE CURRENT MONTH MR. LANCASTER SHOWS A PROFIT OF $10,083.52. MR.. PRICE, EVERY MONTH, INTERJECTS IS THE INTEREST TRANSFER OF $13,333., WHICH MAKES THE JUNE STATEMENT SHOW A $3249. LOSS. CARTS AND GREENS FEES WERE OUTSTANDING. CARTS WERE $5294. OVER BUDGETED AMOUNT FOR MONTH OF JUNE. GREENS FEES WERE $1710. OVER BUDGET. TO CORRECT A MIS~STATEMENT MADE AT THE LAST MEETING, MR. PRICE STATED THAT..HE HAD SAID $64. WAS THE PROFIT ON THE PRO-AM. WE MADE $5'304. PROFIT, WHICH IS 27% OF THE INCOME. ALSO?RECEIVED $5565. INTER~S~-FROM THE MONEY IN JACKSONVILLe. THE MAINTENANCE DEPARTMENT SPENT $14,693. HAD BUDGETED $16,555. WHICH MEANS IT WAS UNDER BUDGET $1.862. TIE PRO SHOP FELL INTO LINE THE WAY IT SHOULD BE. COSTf~OF GOODS SOLD WAS 35~. GROSS PROFIT - $351'7. GROSS PROFIT TO DATE IS ONLY 24%, $1'7~87. REVENUES FOR FOOD AND~BEVERAGE WERE AVERAGE. COST OF GOODS IS WAY OUT OF LINE. NEITHER MR. PRICE NOR' MR. LANCASTER CAN UNDERSTAND WHY. FOOD COST - 28.4~; BEVERAGE COST - 63.2~. NET PROFIT - $2141., 19~ PROFIT. YEAR TO DATE - 1.6~.. TOTAL WORKING CASH - $53,377. WE ARE CURRENT WITH OUR SINKING FUND OR $55,467. OUT OF CURRENT LiABILiTIES NEED,.'~O TAKE OUT $2000. FOR TIFTON, $531. FOR DONATIONS, AND INTEREST TRANSFER OF $13,333.., WHICH IS JULY'S, NOT JUNE. CHANGES CURRENT LIABILITIES TO $41,222., WHICH GIVES US A SURPLUS CASH POSITION 0~ $12,154. OVERALL MONTH OF JUNE WAS OUTSTANDINg. ANY TIME WE ONLY LOSE $3000. INCLUDING OUR INTEREST PAYMENT, WE'RE DOING VERY WELL. WE EXPECTED TO LOSE MORE LIKE $10-20,.000. MR. VICKERS ASKED, SINCE WE'RE DOING SO WELL, IF W~ NEBR3TO~CDNCERNA~URSELVES WITH EARLY PAYMENT OF MEMBERSHIP DUES AT A DISCOUNT LIKE WE DID 'LAST YEAR. MR. PRICE REPLIED THAT IF WE RUN LIKE WE HAVE BEEN DOING, JUST LOSING $3000. FOR THE NEXT 3 MONTHS, THERE WOULD BE NO REASON TO DO THAT. IT WOULD HELP THE CASH FLOW FOR NEXT YEAR BECAUSE WE WOULDN.'T BE PAY~'OFF THE PREVIOUS YEAR'S DEBTS. MR. MORRIS THOUGHT THAT BEFORE MR. HALL.STARTS, AN INVENTORY SHOULD BE TAKEN OF THE FOOD AND BEVERAGE OPERATION. MR. PRICE POINTED OUT THAT THE MONTHLY INVENTORY IS DUE ANYWAY AT THE END OF THE MONTH. MAYOR FLOOD SUGGESTED THAT ,MR. HALL BE ASKED IF HE WOULD COME ON SUNDAY TO HELP WITH TAKING THE INVENTORY. MR. NISBET SAID HE WOULD CONTACT MR. HALL. CHAIRMAN LIVINGSTON REPORTED THAT STARTING ON JULY:'5 UP UNTIL THE 25TH, AFTER REDUCE~>RATES WERE APPROVED, THERE WERE 213 PLAYERS AFTER 3:00 P.M. GENERATING $639. EACH FOR GREENS FEES AND CARTS. MAYOR FLOOD REMARKED THAT LAST NOVEMBER THE BOARD PROMISED THE COUNCIL THAT THE HOURS WOULD BE FROM 7 TO 7, BUT THE SHOP HAS NOT BEEN OPEN AFTER 5.:00 P.M. DURING THE SUMMER. MR. MELI~?.AGREED THAT SUCH .A PROMISE WAS MADE AND A CHECK OF THE EMPLOYEES' SCHEDULES SHOWS THAT NO ONE WORKS AFTER 5:00 P.M. HE WILL DISCUSS THIS WITH MR. LADD. MOTION BY MR. VICKERS, SECONDED BY MR. TROWBRIDGE, THAT THE PRO SHOP BE OPEN FROM 7:00 A.M. TO 7:00 P.M. CARRIED. MR. MORRIS STATED HE HAD PREPARED A PROPOSAL FOR LE~ING THE PRO SHOP AND ASKED IF THIS WAS WITHIN OUR REALM OR MUST IT GO TO THE COUNCIL. MAYOR F~OOD REPLIED THAT HE THOUGHT IT SHOULD BE A RECOMMENDATION TO THE COUNCIL SINCEIT IS A CHANGE OF POLICY, BUT THERE SHOULD NOT BE ANY PROBLEM WITH IT. HE MENTIONED THAT HE HAD TALKED TO SEVERAL PROS WHO WERE OF THE OPINION THAT THE SHOP COULD ~AKB~THEM $40,000. A YEAR PLUS LESSONS. AFTER PAYING~ALL EXPENSES, THE MINIMUM AMOUNT S~OULD BE BETWEEN 183AND 22~. ~HEY ALL THOUGHT THEY COULD MAKE A GOOD LIVING JUST WITH PRO SHOP AND LESSONS WITH NO GUARANTEE FROM THE CITY. HE ADDED THAT WE ARE PAYING OUR PRO TOO MUCH. - 2 - MR. MORRIS STATED THIS WAS NOT HIS IDEA OF WHAT SHOULD BE DONE, HUT'.IT SEEMED TO BE THE CONSENSUS TO DO SO. HE FELT WE SHOULD TRY TO IMPROVE THIS THING INDIVIDUALLY. IT SHOULD BE A PRIVILEGE, NOT A BURDEN TO US. WE STAb.rED OFF ON THE WRONG FOOT. HE ESTIMATED AN INCOME OF $33,500. AND BELIEVES IT COULD BE MADE WITHOUT A $10,000. GUARANTEE. MR. MELIA SUGGESTED THAT INSTEAD OF GUARANTEEING ANY KIND OF SALARY, WE SHOULD ASK FOR BIDS OR PROPOSALS TO SEE WHAT THEY WOULD OFFER US. THEN TALK ABOUT SOME SORT OF GUARANTEE. MR. MORRIS SAID HE WOULD LIKE TO HIRE A GENERAL MANAGER., MR. VICKERS THOUGHT WE~E$f]OULD HAVE A PRO MANAGER. A WORKSHOP MEETING WAS SCHEDULED FOR 2:00 P.M..OON AUGUST 1 TO WORK OUT A PROPOSAL TO PRESENT I'O<'~THE CITY COUNCIL AT THE JOINT SP~ECI~f3 MEETING SCHEDULED ON AUGUST 4. IT W~S AGREED THAT WHATEVER IS DECIDED UPON SHOULD BE IN EFFECT BY OCTOBER 1. MR. VICKERS REPORTED THAT THE CONDITION OF THE COURSE IS IN GOOD SHAPE. NO BIG EXPENDITURES THIS MONTH. MR.MELIA SUGGESTED LOOKING INTO THE PURCHASE OF A FLOATING BLADE FOR THE TRACTOR AND MAYOR FLOOD S~ID THAT COULD BE INCLUDED IN NEXT YEAR'S BUDGET. MR. MORRIS PROMISED TO DONATE SOME POSTS TO RUT UP~ THE FENCE. MR. NISBET REPORTED THAT THE FOOD AND BEVERAGE MADE A PROFIT OF $2141., ALMOST DOUBLE ANY PREVIOUS MONTH, PROBABLY DUE TO A LOWER PAYROLL. A BULLETIN BOARD HAS BEEN INSTALLED AT A COST OF $38. MR. MORRIS SUGGESTED FRAMING THE BOARD WITH AN.~;INEXPENSIVE SELF-STICKING MOLDING. MR.NISBET ASKED IF THE BOARD WOULD LIKE TO CONSIDERfTHE COLOR3CODED PLASTtCC TUBING TO BE PLACED ON THE CARTS. AFTER EXPLAINING .TO MR. HOEY, THE HEAD RANGER, HE AGREED IT WAS A GOOD IDEA. MOTION BY MR. MORRIS, SECONDED B~YMR. VICKERS, TO PUT INTO EFFECT IMMEDIATELY THE USE OF COLORED POLES. CARRIED. MR. KPAGES STATED RAKES WILL BE PUT ON THE CARTS AS SOON AS POSSIBLE. MR. MORRIS REPORTED THAT TILE HAD BEEN ORDERED TO REPLACE THE WORN CARPET. 30 DAF DELIVERY. SOMEONE WILL HAVE TO BE FOUND TO INSTALL. MEETING ADJOURNED AT 9:30 P.M. - 3 MINUTES OF SPECIAL MEETING OF GOLF COURSE BOARD OF DIRECTORS -..~.JUL~.~-28~ 1983.! MEETING WAS OPENED BY ACTINGi.'CHAIRMAN DON LIVINGSTON AT 6:00 P.M. PRESENT: ACTING CHAIRMAN DON LIVINGSTON, DAVID NISBET, CLAY PRICE, DONALD VICKERS, DANIEL MELIA, HARRY MORRIS, CHAIRMAN. ARTHUR TROWBRIDGE (MR. TROW- BRIDGE ASKED MR. LIVINGSTON TO CHAIR THE MEETING SINCE HE HAS BEEN ON VACATION AND HAS NOT HAD TIME TO ADJUST TO WHAT HAS BEEN GOING ON). ABSENT: CARROLL SIMES. CHAIRMAN LIVINGSTON ANNOUNCED THE PURPOSE OF THE SPECIAL MEETING IS TO INTER- VIEW THE APPLICANTS FOR THE POSITION OF FOOD AND BEVERAGE MANAGER AT THE GOLF COURSE. CHAIRMAN LIVINGSTON ADVISED 'THAT 36 APPLICATIONS HAD BEEN RECEIVED. OF THESE, 7 HAD BEEN SELECTED FOR INTERVIEW AFTER MEMBERS OF THE BOARD OF DIRECTORS REVIEWED ALL THE APPLICATIONS. (ARTHUR TROWBRIDGE, HARRY MORRIS, CARROLL SIMES_NOT~PRESENT~'~ OF?THE?~?SELECTED, 2 DROPPED OUT BECAUSE THE SALARY OFFERED WAS NOT ACCEPTABLE. THE FOLLOWING 5 INDIVIDUALS WERE INTERVIEWED IN,DEPTH: STEVEN ABEL ROGER HALL LAWRENCE RAYMOND ELJERT TRIOLI SANDRA TEMPLETON EACH INDIVIDUAL, BEFORE TIME OF INTERVIEW, HAD BEEN INFORMED THAT THE SALARY OFFERED WAS $10,000. PLUS 10% OF THE NET PROFIT. AT THE CONCLUSION OF THE INTERVIEWS, THE FOLLOWING VOTE WAS TAKEN: MR. NISBET FOR MR. ABEL MR? PRICE FOR MRS. TEMPLETON MR. MORRIS AND CHAIRMAN LIVINGSTON FOR MR. TRIOLI MR. VICKERS, MR. MELIA, MR. TROWBRIDGE FOR MR. HALL MAYOB FLOOD SUGGESTED THAT SINCE THERE WAS NO CLEAR MAJORITY, ANOTHER VOTE SHOULD BE TAKEN TO VOTE FOR EITHER MR. TRIOLI OR MR. HALL. MR. NISBET, MR. MORRIS, MR. PRICE, CHAIRMAN LIVINGSTON VOTED FOR MR. TRIOLI MR. VICKERS, MR. MELIA, MR. TROWBRIDGE VOTED FOR MR. HALL 4 - 3 VOTE FOR MR. TRIOLI MAYOR FLOOD SUGGESTED THAT MR. TRIOLI BE RECALLED AND ASKED IF HE WOULD ACCEPT THE POSITION AT THE QUOTED SALARY. WHEN MR. TRIOLI WAS ASKED IF HE WOULD ACCEPT THE SALARY OF $10,000. PLUS 10% OF THE NET PROFITS, HE REPLIED THAT HE NEEDED A GUARANTEE OF $16,000. SINCE THE SALARY OFFERED WAS A LOT LESS THAN HE IS CURRENTLY EARNING. HE FELT THAT HE COULD NOT MAKE ANY COMMITMENT WITHOUT SEEING PAST FINANCIAL RECORDS. HE THOUGHT IT UNFAIR TO ASK SOMEONE TO ACCEPT~A POSITION WITHOUT FIGURES TO LOOK AT AND STATED HE COULD NOT ACCEPT WITHOUT KNOWING WHAT HE WAS GETTING INTO. MR. VICKERS ASKED HI~ HOW MUCH TIME HE WOULD NEED TO LOOK OVER THE FIGURES AND MR. TRIOLI ESTIMATED ONE HOUR. MOTION BY MR. VICKERS THAT WE GIVE MR. TRIOLI WHAT INFORMATION WE HAVE ON THE FINANCIAL STATEMENT AND GIVE HIM UNTIL 9:00 P.M. TO COME BACK. 'MR. MORRIS REMARKED THAT WE CAN'T ASK THE OTHER PEOPLE INTERVIEWED TO SIT AROUND UNTIL THEN. MR. TRIOLI SAID HE WOULD BE HAPPY TO COME BACK AT THE BOARD'S CONVENIENCE AND TALK FURTHER. HE WAS ASKED TO WAIT IN THE OTHER BUILDING WHILE THE BOARD DISCUSSED THE MATTER FURTHER. MR. VICKERS WITHDREW HIS MOTION. IT WAS THE CONSENSUS OF THE BOARD THAT MR. TRIOLI HAD AMPLE TIME BEFORE THE INTERVIEW TO LOOK AT THE FIGURES IF HE WAS SUFFICIENTLY INTERESTED. MR. PRICE ADDED THAT IF HE IS LOOKING AT $16,000., THERE WOULD HAVE TO BE A NET PROFIT OF $60,000. AND THERE IS NO WAY THIS CAN BE DONE. THE SECOND CHOICE WOULD HAVE TO BE OUR MAN. MOTION BY MR. MELIA, SECONDED BY MR. TROWBRIDGE, TO OFFER THE JOB TOOTHE SECOND CHOiC AND SEE WHAT HE SAYS. ROLL CALL VOTE: AYES: MR. MORRIS MR. VICKERS MR. PRICE MR. MELIA MR. LIVINGSTON MR. TROWBRIDGE NAYS: MR. NISBETC CARRIED. MR. HALL WAS ASKED IF HE COULD WORK WITH THE PROFFERED SALARY AND COMMISSION AND HE REPLIED THAT HE COULD. MR. VICKERS ASKED£IF THERE SHOULD BE A TRIAL PERIOD OF PERHAPS 6 MONTHS. MR. LANCASTER POINTED OUT THAT THE CITY'S STANDARD OPERATING PROCEDURES CALLED FOR A 90 DAY PROBATIONARY PERIOD. MR. NISBET THOUGHT A LONGER PERIOD OF TIME WOULD BE BETTER FOR THIS TYPE OF JOB AND SUGGESTED 1 YEAR. MOTION BY MR. MELIA, SECONDED BY MR. TROWBRIDGE, TO APPOINT MR. HALL FOR A PROBATIONARY PERIOD OF6 MONTHS AND IF WE ARE NOT SATISFIED IN THAT PERIOD OF TIME WE CAN LET HIM GO. CARRIED. MR. HALL'S EMPLOYMENT WILL BEGIN AUGUST 1, 1983. HE SAID HE WOULD ACCEPT EITHER A WEEKLY OR MONTHLY PAY CHECK. SPECIAL MEETING ADJOURNED 8:10 P.M._ - 2 - SEBASTIAN MUNICIPAL GOLF COURSE BOARD OF DIRECTORS MEETING JULYS'28, 1983 6:00 P.M. INTERVIEWS FOR POSITION OF FOOD AND BEVERAGE MANAGER REGULAR MEETING IMMEDIATELY FOLLOWING ABOVE AGENDA CALL TO ORDER ROLL CALL APPROVAL OF MINUTES OF MEETING OF JUNE 23, FINANCIAL REPORT CHAIRMAN'S REPORT. COMMITTEE REPORTS: GOLF GREENS FOOD AND BEVERAGE OLD BUSINESS: NEW BUSINESS: PACKAGE FOR LEASING OF PRO SHOP PROGRESS AND IMPROVEMENT ADJOURN 1983