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HomeMy WebLinkAbout08-07-1990 VC SP-MPresent: ROLL CALL MINUTES OF SPECIAL MEETING' OF THE VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA HELD TUESDAY, AUGUST 7, 1990 V. A. Marks, M.D., Mayor Jerry G. Gardner, Vice Mayor Judy M. Pierman, President Pro Tem Manny Grinn, Councilman Al Moore, Councilman Dennis W. Kelly, Village Manager George W. Baldwin, Village Attorney Dolores R. Walker, Village Clerk Mayor Marks called the Special Meeting to order at 5:35 p.m. All members of the Council and the staff were present. PURPOSE OF SPECIAL MEETING The purpose of the Special Meeting is to discuss the Final Report of the North Palm Beach Country Club Study Committee dated July 5, 1990 and to consider possible action by the Village Council at this time. MOTION TO DISCUSS COUNTRY CLUB STUDY COMMITTEE REPORT Councilman Moore moved to discuss the final report received from the Country Club Study Committee dated July 5, 1990, copy of which is attached to the minutes of this meeting. The motion was seconded by Vice Mayor Gardner. COMMENTS FROM COUNCIL ON COUNTRY CLUB STUDY COMMITTEE REPORT Each member of the Village Council discussed the Country Club Study Committee's report and presented his/her views, in depth, concerning the type of operation they would like to have at the North Palm Beach Country Club. MOTION TO DRAFT ORDINANCE FOR NPB ADMINISTRATIVE BOARD After each member of Council had finished his/her discussion, and had heard comments from the public, Councilman Moore moved to direct the Village Manager and the Village Attorney to draft an ordinance for appointment of members to a North Palm Beach Country Club Administrative Board. The duties of the Board are to be the operation of the North Palm Beach Country Club as to daily operation of golf, pool, tennis and office administration. Said Board shall consist of seven members to be appointed by the Village Council for a term of four years. The first year, four members will be appointed for a two-year term and three members will be appointed for a four-year term; thereafter, the members will be appointed every two years. The motion was seconded by Vice Mayor Gardner and all present voted aye. ADJOURNMENT There being no further business to come before the Council, the meeting was adjourned at 6:58 p.m. Dolores R. Walker, CMC, Village Clerk VILLAGE OF NORTH PALM BEACH MEMORANDUM TO: North Palm Beach Village Council FROM: North Palm Beach Country Club Study Committee RE: Final Report on Actions and Conclusions of Committee DATE: July 5, 1990 At the last regular meeting of the Country Club Study Committee held on May 17, 1990, motions were passed by a four to one (4-1) vote that the committee recommend to the Village Council to hire a manager to be responsible for the operations of the North Palm Beach Country Club and to establish a Board of Directors to have the administrative powers to oversee the operations of the Country Club and the Country Club Manager. These motions were passed on to Council without a final report or further explanations of how and why this action was taken. The feelings of the majority of the Study Committee were that quick action was necessary in order to be in time with the information for the Budget hearings which would be held prior to the time for another meeting and also that the Village Council members had been kept aware of the progress of the meetings and happenings from the Minutes of each meeting and also from some of the Council members who had attended some of these meetings. Then we learned from remarks of some of the members of Council that there should be a further report to explain all our actions which we will attempt with the following: The Country Club Study Committee held their first meeting on March 28, 1990 being called to order by Mayor V. A. Marks. The following officers were elected: F. Shone, Chairman, Chuck Weston, Vice Chairman, Norman Verdun, Secretary, Lucia Traugott, Member and Jack Ccscudy.Rpi NPBCC Study Committee Final Report Ridgway, Member. At the first meeting, the members spent most of their time reporting the complaints and problems they had observed or heard concerning the Country Club so that they may be familiar with what the problems were in order to recommend a solution that would be best to resolve these problems. Most of the problems that were brought up for discussion at future meetings were as follows: A. Are residency requirements adequate or should a change be recommended? B. Is renter definition adequate or is property owner definition adequate? C. How is the reference to D. What are the Country Club 1961 Village Ordinance interpreted with today's Village golf course operations? rights and privileges of membership in the and what should it include? E. Is the driving range and other facets of the Country Club being audited adequately and are membership cards being used for identification? F. What should be the recommended number of tee times for members to assure equality and how could this system be improved upon; what is the definition of starter time; are lung cards being honored; and should rules for Saturday morning working time be changed? G. Is the Golf Pro adhering to the rules of his contract, and to the wishes expressed by the Village Council? H. How could decision time be expedited for the Club staff so that questions that needed prompt answers could be dealt with at the time they arise? I. Is equipment at the Country Club being maintained and are adequate maintenance records being kept? is the golf course being properly maintained to protect the investment in same? J. How does the NPBCC compare with other local municipal clubs with regard to operating boards or methods of government? K. would the workings of the Village Council be much more efficient to the Village residents should they not have to devote so much of the Council meetings to Country Club affairs? CCMCC. dy. vpc 2 NPBCC Study Committee Final Report To arrive with more information on many or most of these problems, the members of the Study Committee each took some of these questions and set out to study the problem further with visitations to other municipal country clubs, conducted interviews with management there, and returned with individual reports for the entire committee to evaluate. some of the golf courses visited or inquired into were: Lake Worth Country Club West Palm Beach Country Club Martin County Country Club Sebastian Country Club Boynton Beach Country Club Boca Raton Country Club Sand Ridge Golf Club, Indian River County The study Committee also tried to contact former members of the previous North Palm Beach autonomous Board to see if they would be available to lend us their thoughts as to how the previous board operated, what its successes were, and would it be worthy of revival. Mr. R. Martin was the only one of the four contacted or attempted to contact who was able to arrange his schedule to be able to meet with the Study Committee. His report stated that the Board then was an Administrative Board and not an Advisory Board. There was a Manager at that time that ran the business of the Country Club and he, the Manager, reported directly to the Village Manager. The Administrative Board had the power to hire the Business Manager. The Business Manager hired the greens Superintendent, the Golf Pro, and the Food and Beverage Manager. All aspects of the operation were under the control of the Business Manager and the Administrative Board. The Village Council was only responsible for approval or disapproval of the budget or financial control. Mr. Martin stated that he felt that the previous Board was successful, however he felt that its' demise came from perhaps personality conflicts with the Village Manager and the Business Manager of the Country Club at that time. He said that there were attempts to revive the Administrative Board, however the Mayor at that time was more in favor of an Advisory Board, but it did work very much the same as the former Administrative Board. It appeared that the majority of the interest was in the West Palm Beach Country Club for gathering information. Some of this was due to the close proximity, the similarity in conditions, and the familiarity with most of the members of the Board. Chairman Frank Shone and Chuck Weston traveled to West Palm Beach to interview the Club Manager, Mr. Gene Calloway, who furnished the Board with much information of a history of the Club, how it conducts its business and operations, and how its problems are solved. Chairman Shone attended one of their Board of Directors meetings and was very c C3 suety.APc 3 NPBCC Study Committee Final Report favorably impressed with the business -like attitude and accomplishments of that meeting. Their budget shows that they are in the same range as NPBCC, yet their dues are only Four Hundred Dollars ($400.00) per _person, for residents. Yet in 1981, they were voted by "Golf Digest" magazine as one of the top ten golf courses in the U.S.A., an accomplishment to be proud of. Minutes of several previous Advisory Board meetings were researched and brought back to the members of the Study Committee to help understand the residency and renter problems and who was entitled to a resident member. These minutes were from 1983 meetings, and the situation still appears to be the same and would be a problem for the Legal Department of the Village to solve. The Committee feels that the residency requirements are not being thoroughly investigated nor are they adequate to prevent some of the non- residents from obtaining a resident status for membership. With regards to "Rights and Privileges of Membership," the Board felt that tee times, during the prime hours, should be equally shared among the members. Perhaps this could be accomplished by limiting the number of prime tee times per member per week during the season with no tournaments scheduled during the season, including MGA, WGA events and those requested by the Pro. Otherwise, the only other visible benefits extended to the members were the unlimited number plays at the present and the ability to use charge cards. Thus, the Study Committee feels that a Golf Course Manager, being on top of and responsible for improvement of this situation, would be perhaps more effective in. solving this problem. Questions were raised concerning the operation of the Golf Pro's duties and whether this operation follows the wishes of Council. Some questioned the hours the Pro spent teaching and were these in conformance with the hours established in the contract. There were questions about the starter being able to grant the open times each hour. It was thought that Council had wished all tee times to be issued through the Pro Shop. Some Committee members also felt that Saturday morning tee times are still being abused by non -working members. Some of these criticisms have been existing for months, yet there seems to be no way to obtain direct answers to these problems. Thus, the Study Committee feels that a Country Club Administrator and Board of Governors would be able to answer these problems and see that they are resolved very quickly. The Study Committee also feels that there are not tight enough controls on the financial end of the driving range, as reflected in a letter of December 29, 1989 from Shaukat Khan, Director of Finance, to Dennis Kelly, Village Manager. This situation has been talked about since April of 1989, and to date, the problem is still acsz..evaac 4 NPBCC study committee Final Report unresolved. To repeat again, a Golf Course Manager would be responsible for seeing that this situation could be corrected within a reasonable time. The problem of a computerized tee time system has been talked about since approximately April 1989, with still no immediate decision being reached. Perhaps a Country Club Manager could have expedited this decision with a Board of Governors or Directors. One of the staff members expressed a desire to be able to have important questions answered quickly without having to go through due process which consumes so much time. We, the Study Committee, feel sure this would be a great assist to getting some of these problems settled quickly by having an on -site manager present. Two members of the Study Committee interviewed the Golf Course Superintendent with regard to the maintenance of the large investment and the keeping of maintenance records. Due to the severe drought, we could not question the procedures being used to maintain the course, however we did feel that the housekeeping and esthetics could be upgraded, and while we were told that maintenance records of the equipment were being kept, none were produced to substantiate the same. Reports to the Study Committee also questioned if the new sprinkler system was functioning as promised per contract, and if the situation exists, it has not been reported or repaired. Again, perhaps an on -site director could have better control over this type of a situation. In comparing North Palm Beach Country Club with other surrounding municipal or country club courses, we did find that practically every other club used a Country Club Business Manager, backed up by a Board of Directors, or a management company. We found that none of the other clubs criticized their form of operation. While it may be possible for the Country Club Manager's duties to be expanded to other operations of the Country Club, the Study Committee did not go into this factor as it was not included in our outline of duties. We did find out, however, that West Palm Beach Country Club operates its food operations under the Country Club Manager and produces more than double the revenue that NPBCC receives under the present management form. In addition to the additional revenue, the patrons benefit from a much lower priced menu. This is accomplished by serving breakfast and lunch only, with a minimum number of personnel. In conclusion, we, the members of the Study Committee, feel that if the Village of North Palm Beach were to possibly return to the employment of a Business Manager who is oriented with golf course supervision, that the Village Council would possibly find more free CCSW dy. wpi 5 NPBCC Study Committee Final Report time to devote on the other operations of the Village plus the possibility of bringing more peace and harmony between golfers and other citizens of the Village of North Palm Beach. While a Business Manager would represent an added cost to doing business, there is also a great possibility that this person in return would be able to generate a large amount of his or her salary through increased revenues and increased business. Also, if the Board of Directors were appointed or elected as at the West Palm Beach Country Club, (two elected by members, two appointed by the Mayor with approval of Council, and one elected by the other four members) with all persons being members of the Country Club, and with all being limited to two-year terms, that this would be a good beginning. These members would have to be devoted persons who have the best interest of the Village of North Palm Beach Country Club and the citizens of North Palm Beach at heart. Such a group would not be the easiest to locate, however other localities have accomplished this and if North Palm Beach were able to do the same, it could be superior to all. While this report is not to be a personal criticism of any one person or group, it is merely to point out that sometimes we who are associated with some operations every day do not see things in the same light as one looking in from the outside. The report is meant to be intended as a possible aid to improve our every day operations. We, the members of the Country Club Study Committee, thank you, the members of the Village Council, for the confidence and trust that you have placed in us. While we as a board may not have agreed one hundred percent in our conclusions, we all feel that it has been an honor and a pleasure to have served on this board, and that our actions have been worthy of the confidence and trust you have placed in us. A complete file of all the reports from members of the committee, most of which you have already received, is on file with Village Clerk for your information. The members of the Country Club Study Committee present at the July 5, 1990 meeting which adopted this report were: Frank shone, Chairman, Chuck Weston, Vice Chairman, Norm Verdun, Secretary, and Jack Ridgway, Member. Lucia Traugott, Member, had an excused absence. Respectfully submitted, NORTH PALM BEACH COUNTRY CLUB STUDY COMMITTEE Ct to ,...,.< 6 W.IRI :,lu,l.l 1'lit'1 '111 1 Pep. & Efts. El. Carts._..__...l1'P0L 1 Pep,_&_Ps. 00A 7,000 t Retirement. - C,(;_ 61,119 snla,ries & Wages 657,384 Security System 2,150 6,500 Seed !Sod ------_ shrflb.4.1..t_rAS.S.111.1501ts Signs., Small Tools S pec,Mnt.,,Col E Course :stationery & Print. Supplies-Adm. 'pill ie -CIIA _ Snpp1 .ies-Go1f-C. 'rleplv''e _ lop soil,sand,sh.r-k_ lournnment-Pro ,-.,__.-_ towels Ilncml,.loyment___ . Water- QWer TOTALS I I11 l71 �r`v.� e i Ifrrens roes_ >. Membership Dues ..4 I':Icc-carLs 4 Practice Range 5 fall Carts f, Locker Rent 7 Ijl ccilancous 'Intnis 7.XI'I•;NU1•roru .. n.,' .., R tit ,. I', IN1111.1,1 1988-89 Ent. Budget. 398, .133 499.800 ru1..341 14.. 211, 3,195 2..075 1.017 1,450,772 4/88-3/89 To t a 1 376, 001 430,902 491,503 43,877 27915 2„649 1,471 1,369,320 Adjustments + 42,520 + 9,516 + 13,256 . Ad11IR) rll 1111 1 Budget 1111 .1I 7r34,496 460,418 531,725 43,177 2,915 2,C>49 1,471-- T77,551 + 65,292 1 AudJt & Acct. 6,500 6,700 - 700 -6,000 I Cable 'TV .._---..- 448 _ 588 +_ 362 9511 Chemicals. .._.. 18,000 27455_ + 2,345 1U,000 Computer Service 3,455 - - 1,955 1,500 Conference -Mgr. - 2,000 r317 + 1,683 __2,000 ...+ 1,945 - _.. Contereuce-Super, 2,000 55 __2.U110 -_ El..Cart Iintterl es.., _......__._...5, 000 - + 20, OOU ._ 20,000 Electric Power61,000,_• 57,155845 _-_._...6l1,(l00 Extra Labor 10,000 9,423 + 5,.577 j5,000 0 Fertilizer, 33,000 39,3U6 + 8,6)4 t,8,000 1 F,I.C.A. • 49,320 4;,450 9,694 - - 56,i4<< ----__- + - 62 -- -' 12,500 2 mils Ulj... _. II,UVU 12,438 --4 3 Ile:11.tf1_1ns__ ____ 43,749 44,498.__ f-12,179--"--'-52,277 4 Insurance _ 58,319 , 62,546_ + 3T 62,5£i0 5 Ins.131dgs.CitY. _ 1,500 751. + Ih9 9U0 6 irrigation 14,000 12,5.30_•___ + 1,470 14,000 7 Legal 4,000 _51.9_._- + 1,490 - - 2,000 9 Life Ins. ((1,C.) 3,003 3,.5$1--- --+ 119 _ _3,700 q ?tarot.. Agreements 7,500 6,7_46,_--_-_+ 1;r1i54- 8,4U0_-. '1 miscellaneous -__ 500 .`3, 745 •__,___-_+_ -_155_,_=_- _ 3, 90U 1 Advertising -,&_/Ids - 500 -1,.640 + - 264 1,864 2 Rank Charges.. ...--.___.» 510 y00,-__-+100, SOD 3 Dues & Subs.__-_ 1,100� 1.47n + 80 1,500_. 'I Freight...___... 300 2yy00 + 600 113,0500(01 ,000 _ 3 Licenses., 637 .-_._ -- 700 - 115 585 5 Scryice_Pins__._.. - S00 - 200 + 1(I0 3_00_^_ 7 Payroll Processing 1,300 4,893 + 107 S,000 i I'n.stage 1,400 _ .-_,1 855 -- 265 1,650 t Practice -Range _-_-,_._ 6,500 - -7,700 + 1,300 9,000 1 rep. & Pts.,nldg., .....__ 8,000 _15,62a_-- - 7,698_ 8,00(1-- Rep. & Pts. C.C.Mnlnt,.-__,_28,000 _211,135 + 3,865_-__- 30,000 _ Pop. & PLs. Adm. . ..._._. 450-49g i- 108 600 7,.185 - 3, 185-_.._._... 4,000135 8, 10,135 - 2,(10U._, 62,290 + 546 62,836 618,513 ^ +129,072•-,_747,585 2,295..,._ .-+705 3,000 7.310 + 190 7,500 + 3,000 3,000,_- 12,000 - 543 1,200 - 95 400 + 294 $s543 1.,295 106 -lO,VUU__ 13,522___ 4,000 _ 6,850 1,800 2,375 • 14,000 1.37971 71 11,100 9,602. 9 ; 19.1 14,000 9.819 .1 ; 600 400_-- 3P! 9s2 2,00g 25 7.400 11.568 1,210,599 1,193,319 + 6,478 + 1,150 + 325 + I;029 + 2,398 + 621 + 6,181 + 700 + 18 + 1,975 + 1.432 +220,464 8,000. 1,2U0_. 400 __20,000 _ 8,000 2,700 15,000 _12, 90(J 9.812 16,000 __ 1,6t10,. 300 _2,000-- 13,000__ 1,413,783 I It'I'1 '10 Apr; -yal '5tiIg 67.'473 - 64,877 - 2:915 - 1,473 - - 1150 30.0(0 2,400 2., 000 2,000 2(1,000 53,204 15.906 _48.0co 53 ,104 12.600. 50,31s) . - 4-i .820 gm) -- 2,A00 3.7(0-- _._ _: -17,842... 3,900 1,36.4 500 1,500. 3,030 5`&3 3(J(1 1,650 q, 00a, 8,000 20,003 000 ;1, 000 - &. ooO 62, 3Ce "707, 117 3,00o 7,4,13 3.(30 l,200 25.000 L.000 2,700 16.0'2o 12,co7 ‘9 ,1,1112. is, 000 1,600 300 2,000 1.3ti8.61b r2 .' 7 8 9 ,U '2 '3 15 '6 '7 '8 3 '15 9._ • INCOME 10/88-7/89 Total TSAR AND RESIANRAN'1' BUDGET WORK SHEET 1989 1990 2 months •Ad.jusCed Curr. Pro -rated Budget total 10% Added 202: Added Aptt,,va1 P,nr-I,lgnor 62,723. 9,,522. 14245. 79,4711. Sb.M75. _ l Itnr - Bccr _ 39,225. num.-49,325. 54,285. - 519.190. _ Nn.itm. Liquor __ 42_185. G98._ 4,883. 5=371. .5. +fs4._ _, _ nn ltm,_Recc__ 6,136. __282., _7,1211 __.—.._52371.._____S•5714. �, tin. Rm, Food __138,378 �_•_ 24,608, 162.Q8¢_, ^•_ 17Q�248_,J,45•9��. I �' 4 over-ltecr 4�ii01_• A54• 5..261. 5.-787_.—__41,3t3.. (oaf _ Inver -rood_ 6,,992.• 728. 2,720, 8,492. .9.3�+.._ � �.V 4 sr.nnd-Beer. 14,143. 2,845. I6,997. 18,Q97,,____z0.39b.. 2at 1(e., _..— r.ztond64,554, 1U, 78U. 75,334. 82.867. 9C,,iipO, __ �, _ TOTALS_ SALABLE PURCHASES 341,139. 60,732. 401,871. 442,059. 482.245. _Liquor 18 727. 5,716. 24,443. Itnr,Suulies „2,028. 2,570. ' 4,598. Beer 16.1913. 1,900. 18,813. N. Rm. Food__ _71,973.__ 11,142. 83,115. _ Stand -Food 24_1241. 4,098. ' 28,339. Stand -Beer 4,772. 818. 5,590. TOTALS EXPENDITURES 138,654. 26,244. 164,898. cnnking.Cns 1,587. 278. 1,865. health„Ins_, Q. Com__ (current mo. prem x 12)26,207. ,97. 180. I j5n. Licenses , ... _.... ...._._._... �_ -_ e. LIfe,Ins. C._Com.._ (curr. mo. nrem x 12) 1jji66. _tll.sseJ1£nequs 2,769. 553. 3.322. Rep, SParts 678. 342. 1,020. Retir_ement_- G. Cum. (from City) 15.707. Snl.arj..00_W8&an 167.290. FICA.--G&_Cnm 17_S61_ Supplies 15.068. 2.5Q2 17_1510. lelephone 695. 142. 837. Electricity 30,800. Insurance Liabill.ly 3,500. liquor LLiability 2,800. Valer 4,440. i•i„rker's Como. 8,460. TOTALS 279,703. " 57 Added __ 25.665. 4.82B. 19,753 , _ 87,Z,71. _ 29,756,- 5•S1n 173 ,143. 102 202 INCOME 401,871. 442,059. . 482,245. Loss Salable Purchases 173,143. 173,143. 173,143. 173,143. Less Expcndiures 279,703. 279,703. 279,703. (50,975) (10,787) 29,399.