Bid Selection Task Force
February 27, 2006
Members present: Charles Russell, Dennis Walter, Lynn Chapman, Carolyn Chrone,
Beverly Rhyan, John Johnson, Margaret Hanson
Also present: Rob McDaniel
Rob updated the group on the status of responses to questions asked of the CA. He indicated that the majority of the information related to the RFP would be provided by March 3. The only information not currently available is that concerning the proposed third golf course. Conceptual plans have been developed for the course but no actual plans will be available for at least 30-60 days.
Charlie related a discussion he had with Jim Montgomery, chairman of the Food and Beverage Task Force. A number of issues that involve both golf and restaurant facilities including water usage and allocation of utilities for the buildings. It was agreed that it is important that the two task forces communicate on these issues to be sure everyone, including bidders for the restaurant operations as well as bidders for golf operations, understands the allocations.
Rob reported that it is likely that the food and beverage contract would be awarded before the golf operations contract could be negotiated. Task force members suggested that the food and beverage hours of operation take into consideration times when golfers are most likely to use the restaurant facilities (eg, Tuesdays for the WGA). The golf task force discussed possible options for providing food services through the golf operations. A snack facility, separate from Legacy Hills Grille, is available at the Legacy Hills course and could be operated by the golf management company. Also discussed was the possibility of providing beverage carts on the courses. No decision was made on whether to include a provision for food facilities in the golf RFP.
Dennis reported on his meeting with Ann Dodson. The cash flow scheme he has proposed for collecting and disseminating funds was acceptable to the CA. Ann indicated that she would talk to some other course management companies and get ideas on reporting methods that have proved effective. It was agreed that the current accounting system would be retained. Ann is to provide a printout of utility charges, by meter, so that these costs can be allocated appropriately. Additional information about the contract with the City of Georgetown will be provided. Ann will provide lists of equipment owned and/or leased and information related to any leases currently in place. Information about the ownership and maintenance of the Chelsea tee time system will be provided to the task force. All of this information will be needed to finalize the RFP.
The Finance Committee will schedule time to meet with the Task Force to discuss issues related to the annual report and other pertinent topics.
The Southwestern University golf tournament tentatively scheduled for April, 2007 was discussed. This presents some issues since the courses will be operated under new management at that time. It was decided that to promote community relations the tournament should be allowed. Information concerning the tournament will be provided to the management company selected.
The RFP subgroup reported that good progress has been made on writing the RFP. Some information is still needed to develop specific standards and there are still some decisions to be made. One issue to be resolved is whether merchandise in the pro shops will be the responsibility of the CA or the management company. This will be a topic to be discussed at the March 6 meeting of the Task Force.
Since there is no specific information available at this time concerning the third golf course, it will not be included in the RFP. Issues related to the proposed new course will be presented at the bidders conference planned for April.
The current insurance coverage carried by the CA is very similar to the coverage described in the sample contracts received from potential bidders. A summary of each potential bidder’s insurance coverage will be requested.