Bid Selection Task Force
January 16, 2006
The meeting was called to order at 1:00 PM by Charles Russell.
The tentative agenda for the meeting was as follows:
1. Review/discuss CA Board proposed charter changes
2. Review and update list of suggested items to discuss at the
January 25 meeting with Henry DeLozier, VP of golf for Pulte
3. Develop task list of Bid Selection Task Force activities and
assign responsibilities to task force members
4. Review and update proposed timeline for accomplishing
task force activities
The task force members discussed recent charter changes proposed by the CA board. Based on some of wording in the revised charter, the task force members were uncertain about the role of the task force in specific contract negotiations and transition to outside management of the golf operations. A letter will be sent to Gary Newman requesting written clarification of the specific roles and responsibilities of the task force, the CA Board and the Golf and Greens Committee.
The members agreed that open communication with all stakeholders (residents, Pulte representatives, etc) is important and discussed various ways for the task force to obtain input. Minutes of all task force meetings will be posted on the golf website. Mike Weigand will be contacted to determine how and where the minutes will be posted. Task Force members’ e-mail addresses also will be posted. Residents and other interested parties will be encouraged to contact task force members directly. It was decided that open meetings would be held periodically during the bid selection process. A report of task force activities and progress will be submitted to the CA Board monthly.
Dennis Walter had prepared a list of questions to be discussed when the task force meets with Henry DeLozier, Pulte’s Vice President of Golf. The questions address how other Sun City properties golf facilities are operated, the availability of a standard Request for Proposal (RFP) format, the types of financial agreements to be considered and issues related to transition to outside management. These were discussed by the members. Dennis will finalize the questions based on input from other task force members. The questions will be prioritized to assure that those most critical were addressed in the limited time allowed.
A number of other issues related to the bid selection process were discussed. Among these were the need to obtain specifications for the golf courses including which areas are maintained as golf course property and which are outside the scope of the golf courses. These will be needed in order to develop specifications for the RFP. In addition, the irrigation systems for both courses will need to be identified. The task force will need to request blueprints of both courses.
Members agreed that it would be useful to send an introductory letter to potential bidders to determine their level of interest in managing Sun City Texas golf operations. Following the meeting with Mr. DeLozier, a letter will be sent to selected golf management companies requesting information on their interest in bidding, their operations, financial condition and references.
Also discussed briefly were issues that may need to be addressed with residents and staff including modification of courses to reduce maintenance costs, tee time priorities and fees. It was agreed that these issues are not critical to the process at this time and will be addressed later.
A question was raised relative to the budget allowed for the task force. The task force may authorize expenditures less than $100.00. Receipts will be submitted to the CA board and reimbursement will be provided. Any expenditure of $100 or more requires prior approval of the CA board