Bid Selection Task Force
March 6, 2006
Members present: Charles Russell, Dennis Walter, Lynn Chapman, Carolyn Chrone
Beverly Rhyan, John Johnson
Also present: Rob McDaniel, Frank Miller
Charlie discussed the items with Lynn and Dennis concerning the status of the questionnaire from the CA staff. They have the information they requested. Rob stated that the CA wants to be responsible for janitorial services, but the cleaning of the maintenance barns will be the responsibility of the management firm. Rob also said that there is not a contract for the balls in the lakes. The contract for water with Georgetown is still pending. The CA takes care of the copy equipment. Dennis said that the equipment lease can not be assigned or terminated. This is to be discussed at a later date. Dennis had a list of owned property and Frank said it should be attached to the RFP.
The RFP team stated they are in good shape and that Ann, Mike, and Fred are doing a great job. Lynn said there are five issues to be discussed at a future meeting.
1. Merchandise
2. Incentive Fee
3. Capital equipment lease
4. Proposal conference details
5. Labor costs
Frank and Dennis discussed the allocation of utility expense. Dennis will write up a formula on the allocation and it will be presented to the Finance Committee
The MGA President met with Gary Newman and they will ask the WGA and the MGA to appoint two people to fill the vacancies. At a later date, a Task Force member may be appointed to help with the transition.
The merchandising strategies for the pro shop were discussed and it was decided to talk to the management company first.
Charlie will post the timeline and give a short verbal and written report to the CA Board meeting on March 9, 2006.
Dennis suggested we meet with the Finance Committee during the first hour of the workshop on March 20.
Bill Rehanek from Billy Casper Golf called and said he will be in Texas in March and would like to visit the facilities. It was agreed that he is welcome. A new request will be sent to Evergreen Alliance as the address given was incorrect. Somerset Golf Group in Dallas contacted Charlie and he referred them to Mr. DeLozier as will be done of all future inquiries.