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CITY OF PALM BEACH GARDENS
4404 BURNS ROAD • PALM BEACH GARDENS, FLORIDA 33410 -4659
Eric Jablin
Mayor
Carl Sabatello
Vice Mayor
David Clark
Mayor Pro Tem
Joseph Russo
Council Member
Annie Marie Delgado
Council Member
CITY OF PALM BEACH GARDENS
RECREATION ADVISORY BOARD
1. Call To Order
2. Roll Call
AGENDA
June 30, 2003
Council Chambers — City Hall
7:00 PM
3. Board Appointments:
a. George Schmidt — Regular Member
• b. Ernest Volonte — Alternate Member
4. Presentation — Golf Course RLI, presented by Dan Reidy, Manager
5. Discussion — Quote from Musco Lighting for driving range lights
6. Discussion - Howell Watkins Middle School Sports Field
7. Capital Plan Priorities From Recreation Impact Fees
8. Parks Update
9. Recreation Update
10. Golf Update
11. Comments by Board Members
12. Comments by the Public
13. Adjourn
•
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PARKS AND RECREATION ADVISORY BOARD MEETING
MINUTES
JUNE 30, 2003
The Parks and Recreation Advisory Board met on June 30, 2003. The meeting was called
to order at 7:06 p.m.
II. ROLL CALL
Members present: Tory Buckley, Mary Ann Hedrick, excused; Phil Milton, Bert
Premuroso, Wendy Walker, Dave Lill, George Schmidt, Ernest Volonte, excused.
III. BOARD APPOINTMENTS
The Council appointed the following on the last board meeting.
a. George Schmidt- regular member
b. Ernest Volonte- Alternate member
IV. PRESENTATION- GOLF COURSE RLI, PRESENTED BY DAN REIDY,
MANAGER
1. Request for letters of interest (RLI)
2. Determine the cost effective means of running the golf course
3. Whether it is an overall view of taking section and breaking it up into
other partnership agreement.
4. Function of the golf shop
a. Administration
b. Pro -Shop
c. Clubhouse for food and beverages
d. Maintenance
Have a pre- submission conference on June 15`x' at the golf course, for any and all
interested parries; let them know the lay of the land and questions; have an open letter of
interest submission evaluation, short listed firms, workshop, and contract negotiations.
Allen Owens was questioned as to whether we are in restrictions for a tax -free bond as far
as a moneymaker; it will become an issue with the IRS; he didn't know the answer, but
would investigate.
The Budget is approximately $380,000 subsidy; it was a deficit before September 110',
this impacted the tourist; a percentage was not available to determine the criteria; the
revenue and rounds are not what they were six years ago; are we making more money
with the City in charge, lets continue what we are doing. Maintenance would have an
impact. In a newsletter, invite residents to come out and charge a lower price and get feed
back.
Customer inquires- comments cards were mailed from January to April to get information
on their outlook.
Dan Reidy - the presenter- could not give any amount as how much the facility is
generating funds
V. DISCUSSION- QUOTE FROM MUSCO LIGHTING FOR DRIVING RANGE
LIGHTS
. Power Point- On Northlake there was a private driving range that closed, results
increase activity of lighting; to generate some revenue, the driving range is open 7 days a
week from 6 -8, if it were lighted we could extend the hours, we could do an increase of
1232 hours; the only proposal that we received was 95,000 leased for 5 years, and after
the ending of the 5 years the City would own the lights; Several alternative is to lease the
portable lights for 3 months and see what happens, or buy a generator and the city would
owned it and this would eliminate the bugs as well.
A referendum for the Bond Issue from the residents was a disappointment.
We need Council to give us the authorization to move forward.
What are our priorities? It will be based on the loan.
VI. DISCUSSION- HOWELL WATKINS MIDDLE SCHOOL SPORTS FIELD
. Basically two Sport Fields- softball field and track field, a parking lot on both sides of
each field; the School District would keep the gym and move the school. The City would
be responsible for the lighting the facilities such as the tennis court, track field, etc, this
would be direct purchase of 800 thousand not a lease, if we are going to use these
facilities.
Baseball has gone down; soccer and football is growing.
The Media Center of the School District indicates that they don't want all of those
facilities; they need to focus on the administrative building.
VII. CAPITAL PLAN PRIORITIES FROM RECREATION IMPACT FEES
Charlotte reported- flyers were included into the package.
1. Draft impact revenue and expense anticipation, based on projection of growth.
2. Draft plan of parks and recreation priority projects for a 5 -year impact plan.
Recommend too move the Lake Catherine Project under the Capital Plan to access the
impact fees; there was no objection.
Will ask the Council to approve interest expense out of the general funds.
The chair indicated that there is a need to re -visit the restrooms ASAP
VIII. PARKS UPDATE
. There was a Basketball Tournament approximately 100 teams participated, made an
impact on the community, hotels and restaurants.
City of Palm Beach Gardens
Community Services Department
10500 North Military Trail • Palm Beach Gardens, Florida 334104698
City Website: httw lgb. acom
Phone: 561-7994133 • Fax: 561- 7994134
TO: Ron Ferris, City Manager
FROM: Jack Doughney, Community Services Administra
DATE: Thursday, May 29, 2003
SUBJECT: GOLF SERVICES COST EVALUATIONS
In an effort to address. the City Councils interest about achieving the best cost effective method of
operations of the Municipal Golf Course, the staff has prepared an exploratory effort of testing the
waters. The method is by issuing a Request for Letters of Interest (RLI) and by advertising the
Golf Course for proposals from private providers to bid on providing services ranging from a
portion of the operation, such as food and beverage, to the entire operation of the Golf Course
including maintenance, lease/lease purchase or out right purchase interest in the operation.
• This process, which is ready for advertisement, could be completed within the time frame of June
2003 to October 2003, the beginning of the new fiscal year. Hopefully, that would reduce the cost
of operation of the Golf Course from the General Fund. This process would involve the Budget
Oversight Committee and the Recreation Advisory Board for their recommendations.
This process has been used successfiilly in gaining operators for segments of golf course activity
or the entire golf course enterprise. The results would be compared to the proposed budget for the
2003/2004 fiscal year, which staff has submitted to Finance for City Council funding in October
2003.
Please find attached a copy of the potential advertisement for the process along with a sample of
the RLI and detailed submission requirements.
If you have any questions, please contact our Project Manager Angela Wong @ (561) 7994127, or
e-mail awong@pb� m.
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cc: Dan Reidy, Golf Course Manager
Christine Tatum, City Attorney
Allan Owens, Finance Administrator
Patty Snyder, City Clerk
• Angela Wong, Project Manager
v
2. PRE - SUBMISSION CONFERENCE
A pre- submission conference will be held on July 14, 2003 at 9:00 a.m. on site, Municipal Golf Course, 1140
Northlake Boulevard, Palm Beach Gardens, Florida. The purpose of the pre- submission conference is to discus
the contents of the Request for Letters of Interest and Proposer's inquiries.
SCHEDULE OF EVENTS
The schedule of events, relative to this procurement shall be as follows:
EVENT
DATE (on or by)
1. Issuance of Request for letters of Interest
6/15/03
2. Pre - submission Conference
7/14/03
3. Opening of Letters of Interest
8/14/03
4. Submission Evaluations
8/18-8/22
• 5. Presentations from Short Listed Firms
9/02-9/03
6. Workshop
9/15/03
7. Contract Negotiations
9/18 -10 /10
8. Award of Contract
10/16/03
The CITY reserves the right to delay scheduled dates and to provide notice to all persons responding to
Requests for Letter of Interest.
•
11
( Revised 6/24/ 1
7
•
V. ADDITIONAL INFORMATION
I. PALM $EACH GARDENS MUNICIPAL GOLF COURSE OPERATIONS PLAN
SERVICES:
A. Golf Clubhouse Food and Beverage Services
B. Golf Club Professional Services (Teaching / Driving Range)
C. Golf Club Pro Shop Operations / Retail
D. Golf Course Maintenance of 18 Holes
SAMPLE OPTIONS (Not Limited To):
A. Partnership Agreement
• B. Lease / Lease Purchase
C. Golf Club Purchase
CJ
Anv or All of the Above
•
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