MINUTES OF THE FLAGG CREEK GOLF COURSE

ADMINISTRATIVE BOARD MEETING

FLAGG CREEK GOLF COURSE

March 18, 2015 7:00 PM

1. CALL TO ORDER.

The Flagg Creek Administrative Board Meeting was called to order at 7:00pm.

2. ROLL CALL.

Upon roll call the following were present:

Mark Radulski, President

Tom Michalczyk, Board Member

Bob Picek, Board Member

John Von Drasek, Board Member

Also present:

Gail Paul, City Administrator

Sharon Peterson, Assistant City Administrator

Billy Rosinia, Golf Course Manager

Doug Davis, Golf Course Superintendent

Michele Stepanek, Assistant Golf Course Manager

Ken Malnar, Golf Pro

3. ADDITIONS/CORRECTIONS TO THE AGENDA.

None.

4. COMMENTS FROM THE PUBLIC.

Brad Tertell, 11333 W. 74^thStreet, Burr Ridge has issues with the Video Gaming Machines that the City and Park District approved putting in at the Golf Course. Mr. Tertell does not feel that the golf course is the right place to have the machines.

5. INTRODUCTION OF MICHELE STEPANEK – NEW ASSISTANT MANAGER.

President Radulski introduced Michele Stepanek to the Board. Michele thanked the Board for the opportunity to work for the Golf Course, and is very excited to be working in this capacity. Michele has a lot of good ideas to bring forward.

6. CONSENT AGENDA.

A. Approval of the Regular Meeting Minutes from February 18, 2015.

B. Review of the Paid Bills Report for the Period of February 1 – February 28, 2015.

Board Member Picek had a question on Infinity Communications. Assistant City Administrator Peterson explained who Infinity Communications was. Member Michalczyk made a motion and seconded by Member Picek to approve the minutes and the paid bills report under the consent agenda. Motion passed unanimously.

7. NEW BUSINESS.

A. Review of Finalized Version of Complimentary Golf Policy for the Golf Leagues.Assistant Administrator Peterson reviewed the final draft of the complimentary golf policy for the leagues. The only change suggested was to delete the word Lady’s andleave it at Leagues.

B. Authorization to Negotiate a Contract for the Food Service at the Golf Course. City Administrator Gail Paul gave a brief overview of the history of the food service at the Golf Course and the recent resignation of the one individual who handled the majority of the catering and food service responsibilities. Ms. Paul went on to explain that the City and the Golf Course has been in discussions with area caterers on taking over the food service at the Golf Course. Tom Romano, who runs Tommy R’s Catering, (out of Willowbrook) is our number one choice. Tommy R’s would pay the Golf Course rent, at this time; Ms. Paul is recommending that the rent be $500 a month. Ms. Paul went on to explain that Mr. Romano would purchase all of the food, prepare most of the food off site and bring it on site. There would be some foods that would be prepared at the golf course. The register at the golf course has the ability to print off reports on site of Mr. Romano’s revenues. There would be bar food available to keep things rolling, even when the weather is not cooperating. We’re looking for consistency at the Golf Course. The contract would be through December 31, 2015. After October 31, 2015, Mr. Romano would provide the Board with a Profit and Loss Report to review to see how the season went. Mr. Romano would provide liability insurance naming both the City and Park District as additional insured. After considerable discussion, the Advisory Board directed the City to move forward with a contract with Mr. Romano. This item will go to the City Council and Park District at their April meeting for final approval.

C. Discussion on Event Contract Policies and Procedures.

This item was tabled to the April meeting.

D. Authorization to Go Out to Bid for Terrain Cut and Surrounds Mower. Golf Course Superintendent Doug Davis briefed the Board on this item. The item is in the draft budget that will go in effect May 1, 2015. The mower would be purchased after May 1. After discussion, Mr. Davis was directed to go out to bid for the Terrain Cut and Surrounds Mower.

E. Discussion on Ken Malnar Golf Lesson Price Proposal. City Administrator Paul presented the history between the Golf Course and Ken Malnar Golf. In the past, the Agreement between the Golf Course and Mr. Malnar was an 80/20 split, with the Mr. Malnar invoicing the Golf Course for his lessons. In Fiscal Year 2015, $97,000 was collected in revenues and $85,000 was paid in expenses to Mr. Malnar, leaving the Golf Course with $12,000 in revenues. For Fiscal Year 2016, Mr. Malnar proposed a new contract where the he would pay the golf course a flat rate of $6,500 for using the course to teach his lessons. Mr. Malnar would handle all of the booking and such. The City counter offered at $11,500; Mr. Malnar countered back at $7,500, the City countered back at $9,000. Mr. Malnar was present to discuss his proposal with the Board. After discussion, the Board directed the City to draft an Agreement with Mr. Malnar in the amount of $8,000. This item will go to the City Council at the April meeting.

F. Continued Discussion on National Pepsi Program. Golf Course Manager Rosinia reviewed the current contract with Pepsi as well as the new proposed contract. Staff met with a representative from both Pepsi and Coke. Coke did not submit their proposal in a timely manner; therefore it is the recommendation to continue with Pepsi. The Advisory Board concurred with this recommendation.

G. Rounds Report for February. There were no rounds of golf in the month of February.

H. Financial Report for the Period Ending February 28. City Administrator Paul presented the February Financial Report.

I. Donation Requests. The Lockport Park District request was readdressed. Upon motion made by Member Picek and seconded by Member Michalczyk, motion passed unanimously for the donation of a discount card.

J. Staff Reports. Golf Course Superintendent Davis discussed the recent opening of the Golf Course the previous weekend. There were about 30 rounds played. The course was also open this past Monday as well. The grounds made it through the winter just fine. President Radulski asked Mr. Davis about the overall condition of the course. Mr. Davis said it was in good shape. Mr. Rosinia updated the Board on the non-resident Junior League sign up that was held two weeks ago. This was the biggest sign up in a long time, the sign ups totaled around $18,000 in revenues, whereas it’s typically around $13,000 in revenues.

K. Other. Member Von Drasek asked if the group can keep their eyes and ears open for any grant opportunities for LED lights for the driving range.

8. ADDITIONAL ITEMS.

None.

9. EXECUTIVE SESSION.

Board Member Von Drasek motioned to adjourn to executive session at 8:10pm, seconded by Board Member Michalczyk and carried unanimously.

10.RECONVENE TO OPEN SESSION.

Upon motion made by Board Member Michalczyk and seconded by Board Member Von Drasek, the Administrative Board reconvened to open session at 8:30pm.

11. APPROVAL OF EXECUTIVE SESSION MINUTES OF NOVEMBER 19, 2014 AND FEBRUARY 18, 2015.

Upon motion made by Member Von Drasek and Seconded by President Radulski, the November 19, 2014 Executive Session minutes were approved.

Upon motion made by Member Von Drasek and Seconded by President Radulski, the February 18, 2015 Executive Session minutes were approved.

12. ADJOURNMENT.

There being no further recreation business, the meeting adjourned at 8:31pm.

_____________________________ __________________________

Dated Mark Radulski, President