08-07-1990 VC SP-M
MINUTES OF SPECIAL MEETING'
OF THE
VILLAGE COUNCIL OF NORTH PALM BEACH, FLORIDA
HELD
TUESDAY, AUGUST 7, 1990
D
J
1
Present: 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
ROLL CALL
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
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.
:~ ~~~
Village Clerk
~."".`.
,, Y ..
~~ , ~F
VILLAGE OF NORTH PALM BEACH
M E M O R A N D U M
~ 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 1:o 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 1961 Village ordinance interpreted with
reference to today's Village golf course operations?
D. What are the rights and privileges of membership in the
Country Club 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?
2
ccscWY•vPc
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 o£ 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 3t 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
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. 9'he 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 j,mprovement of
this situation, would be perhaps more effective in. solving this
problem.
Questions were raised concerning the operation of Y.he 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 t;o 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
wnz..ev.aac 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
5
CC6W dY • wpi
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
6
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20.000 ~ 2D,Z~~". -.
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5 Ins._Bldgs.~ity. .._-- - 1,500 751 I7i9
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4 L1fe. Ins. (q, C.) 3,003
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r?~tiremcnC - O.C. __ 61,119 62,290_ ~ _-5/)6 62,F336 - !>2,~3Ce- t5
'salaries 6 Wagr.s _,.- _
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Seed,- -- G,SUU 7.310 +_ .190 7,500 7,x,13
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jU/88-7/89 2 months •Ad.juswd Curr.
1NCUr1E ~ Total Pro-rated IIudBet total
109. Added 2U.:: nildrrl nl~l~i ~~vn I
P.nr-I,lquor G2, 723. 9 522. 72 245. 79 47(1. 8 i - - -
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8"2
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7
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997 492.
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lU 780. ,
,
75 334
~ 78,697.---
6 -zt).3yU.. 20 ~ ~~ -
. 82 8
7. 9f3,Ap0,
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snl,nrsl,r•,
l'URCIInSES •
57 Addrd
r
_L1Rugr ____' _ 18.727. 5 716. 24,443. __
Itnr,Supplie_s 2,028. _ 2,570. ' (t~5J8, __ u•665. i
Ilcer.._.__.-_.. __ _16,.913. - = 4.&2B. -
Un. Rm. Food _ 71,973. 1,,900. 1fi,813. _]q•753,-, ~ -
_ 11f142. 83,115. 87•Z,71. -
_ Stnn<I-Food - - _ 24241. 4 098. 2833'9.---~ "_ r r -
Stand-Beer 4,772. '-_ 2j,7~lr,_ -
818. 5,590. 5 X10 __ __-_ - _
T'U'IALS 138,654. 26,244. 164,898. -
1'F',3.17,9 .
F.XPENUII'URES ~~---_
Cnnking,Cns_-„_._._. 1 87. __ __
---,.5....._ ,._..278, _.I,$6~.-~..
Ircnlth,_U39, G~CcIm_ current mo. prem x 12)26=707, -"`~` '""'-'-'--~
--~- -• -
L3censss.,. 976_`_.-__ 180. j„ --- ------- -- -
356.
LIfe,Ins._G._Cvm, -^curr, mo. nrem_x 12) 1,666. `-~ ' -'
-tlLs~e~lIInnoPs 2.769. 553. 3.322. - '--- --
Rcp__S_F<2rts _ 678. 342. 1,020. - --------- _
.Rctiremeitt - 0_ Com. (Lrom City) 15,707. -- -- - '
Snl.scl.E<i3~+_W~~g~a 167 220L_ _ --._. _ _
FICA. -_G~_ Cam-__. 12.563. -.- --- ~ .._ -• - -
Supplies. 15 0f~~42 17 .5Z0. _. .. _-= - _ -
_lclephone 695. 142 •~ - ---- --- - ~
I_I ectrici~ 837 i ~
Insurance Liab111.tY 1(1,800. --- - -_
3,500. ~-- t ~
(.fquor LLiability -_ _. I , ~
it;i[er 2,800_. ~ -
lJurkeris CComn. 4,440. ~_ .. -- _ I~.
8,460. -... _ r .
'I'U'fnL9 279,703. _. .. ._. -_. _ I,.
lOZ _207.
INCUPIIs 401,871. 442,059. 482,245. - ~ -
I,ess Snlnb.te - ,
Purchases 173,143. 173,143. 173,143.
Less
P,;:pendiures 279,703. 279,703. 279,703.
(50,975) (10,787) 29,399. •