Approved
Parks and Recreation Commission
Minutes of Meeting
Date and Time: Tuesday, December 21, 2010, 6:45 p.m.
Meeting Location: Parks and Recreation Department, 5 Broad St.
Members Present: Chairwoman Amy Everitt, Chris Burke, Leslie Tuttle, James Shea, Bob Callahan
Members Absent:
Others Present: Doug Bollen, Director, Director, Salem Parks, Recreation and Community Services; Steven Pinto; Tom Watkins, City of Salem Purchasing Agent
Recorder: Stacy Kilb
The meeting is called to order by Chairwoman Everitt at 6:45PM (Recording: Folder A, Tracks 6-7)
1. Approval of November minutes
A motion to approve the minutes from November’s meeting, without changes, is made by James Shea, seconded by Leslie Tuttle and passes unanimously.
2. Visitors
Tom Watkins, City of Salem Purchasing Agent
Chairwoman Everitt moves Olde Salem Greens to the top of the agenda. Tom Watkins presents. The City would like to put out an RFP (Request for Proposals) for privatization of the management of Olde Salem Greens Golf Course. “Management” would include that of day to day functions, collection of fees, etc. He, Doug Bollen and Jason Silva have put together this RFP in order to find out what the options are. For example, the management company could give the City a flat fee in monthly installments. This is similar to the RFP put out by the City of Beverly. If approved, there will be an Evaluation Committee of city officials and Commission members put together to review proposals. This Committee would rate them and
compare prices, then return to the Commission with recommendations for a contract.
The Golf Course opens in April and if they go forward with this, and award a contract; it would be in place by late Feb. or early March.
Chairwoman Everitt clarifies that the only topic for discussion is the RFP, NOT the pros and cons of privatizing as we don’t have any bids, proposals, or enough information to have an educated discussion. The Commission is voting on whether or not to send out the RFP ONLY – just because it gets sent out does not mean the Commission has to act on it or any proposals received. This point is repeated several times throughout the meeting as feelings are sometimes intense. In November’s meeting, the Commission had discussed looking at all the options, and is not awarding a contract at this moment.
She asks if there are any questions. Bob Callahan motions to recognize members of the audience.
Joe Piedmonte of Crowdis St. speaks, asking “if it ain’t broke why fix it”. He feels that the course and its community programs are run very well as they are, and that a contract would add red tape and open the possibility of litigation if changes are desired. Thus, the RFP should not be put out.
Teasie Riley-Goggin, of 9 Wisteria St., wonders who wrote the RFP and if it is generic or the Commission was involved in its writing. She echoes the sentiments of Mr. Piedmonte.
Watkins says they have a draft RFP and it is still open to comments, changes and edits, and is based on a template put out by the City of Beverly who privatized their Golf course. Steven Pinto, of 55 Columbus Ave, City Councilor, speaks. He thinks that the fact that it is a 9-hole course makes a difference. He is also opposed to changing to privatization. Phil Harrington, of 27 Grant Rd., is an employee there. He says the golf tournament committee has raised funds over the years and gives back all money to enhance the golf course. There will be no better superintendent than Dick (the current one). Salem made $260K on a 9 hole golf course. He says they improved the clubhouse, greens, etc. to put money back into it. Privatizing leaves it open to changes and possible losses of profit.Mr. Piemonte also says that there were 2 names, Tony Mento, and Peter Doyle, who have been memorialized; they recognize local people and this could be lost in a private contract where the
contractor is not concerned with individuals. Bob Callahan questions Watkins about his involvement with the RFP and says that the golf course has brought some money back to the city; in deciding to put out the RFP he asks if Watkins can give a compelling reason to do so. Watkins says that they just want to explore the options since he is not familiar with the financials either way. Shea asks if Watkins drafter the RFP himself; he did. He wonders if the Commission has any control of anything under the contract; as the RFP is presently written they don’t, but may have as s far as how colors are displayed and other such matters, but not how the management company may choose to change fees, permits, etc. Shea is concerned that they may make fees unaffordable and is opposed to privatization and wants to see current members/passholders protected from fee increases.He is in favor of hiring a manager for the course. If approved and the RFP
goes out for bid, there should be a cost analysis for bringing in a manager. What would it cost for the city to hire a manager, either a PGA professional or a manager in general, for comparison purposes?
Everitt asks for clarification. The current position from which Dick is retiring is Superintendent. The Golf course presently has a Superintendent who has been performing both duties as a clubhouse manager and Superintendant. Shea would like to see what it would cost the city to hire a Manager-golf pro in addition to a Superintendent. This manager would ideally be a golf pro. Also, as this would be a newly created position, it would not be put into place until the new fiscal year.
Tuttle asks about if capital improvements would be the City’s responsibility or the manager’s – they would still belong to the city but general maintenance of buildings, course and machines would be the responsibility of the management company. Tuttle also asks about the $220K figure in the paper – what are the hard numbers? If we are hiring two people, are we really making that much money? Dick Drew was wonderful and probably underpaid, so we need hard budget numbers before making any determination.Bollen says an evaluation committee will be put together. Chris Burke questions the timeframe of this. He asks if it’s feasible to do it tonight. Watkins says yes, they’re looking to approve putting
the RFP out tonight so they can move forward. It must be public for 2 weeks, preferably 3 or 4 weeks since it’s not a bid yet. They need 2 weeks to advertise, 3 weeks to keep it open, then 2-4 additional weeks to review proposals, and the contract process takes a couple more weeks. The whole process takes about 2 months after putting out the RFP in early January; also Commission approval is needed.Burke asks about this tight timetable – is it better to put in restrictions we want now rather than after getting proposals? For example, if we want to list all youth programs, control pricing, keep the 10th hole, etc. should we include those items now or send out the RFP and modify it after getting proposals? Watkins says more details are better and Youth events, races, and other events are already in there and will remain in place. With any RFP, if any changes are made prior to the bid deadline, we can issue an addendum to all on
record who have it, and they would be responsible for taking it into account. Burke also asks if, as written, there are 2 issues left to the management company- rates and times leagues would play. Burke says he would like to see rates taken care of – we have a responsibility to provide a recreation facility and he worries about pricing out “regular people.” Beverly’s yearly membership rates must be decided jointly by the City and the Management Company, which is another possible solution. Watkins says that “all rates fees are subject to approval of the PR Commission.” Mike Lowe, of 49 Dearborn St. says that in this proposal, if the company submits a bid, does the water for golf course go along with the bid? Does the management company pay it or does the City provide it? Yes, water will be provided by the City. Tuttle says the City of Beverly pays for water. The Chairwoman asks for
clarification on Shea’s request. Dick Drew’s Superintendant position will be filled regardless, and this RFP is for a brand new, additional management position. It is NOT yet in the budget (as is the Superintendent position). Shea also asks about protection for the Salem High Golf Team, the clinic and youth league run by the coach, and the MGA – all are protected on page 44 of the RFP.
Callahan says he is opposed to putting out an RFP since he has not heard a compelling reason to do so, especially as the City is making money over and above the expenses incurred by the golf course. It’s working the way it is – anything could be run better. He is also opposed to letting recreational park property meant to be saved for us (the citizens) to be put out to a private entity to make money off of. Our parents and grandparents wanted to make sure we had it, and he wants to make sure it is still around for his kids and grandkids. Management can be tweaked but that’s Doug Bollen’s job; the Commission’s job is to OK those people. He is concerned with privatizing other city parks and that the golf course will
only be the first.Burke says that the management companies seem to be doing a better job lately; Lynn is an example; Hillside is well run, and even Beverly is running better though historically their management has been bad. A course needs a lot of management; if they got someone like Dick Drew, we don’t need a management company to do both jobs, but it doesn’t hurt just to get bids and see what they can do; we owe it to the city to check out other options. We are not obligated to do anything by putting it out to bid. Phil Harrington mentions that the Beverly course was mismanaged a while back and lost 150 members that they won’t get back. Burke says last year was their last year and so far management has been good. Chairwoman Everitt says the biggest challenge is that we’re losing the current manager and that’s why we need to look at all the options; we should at least explore them. Tuttle agrees and says for
the sake of transparency all should be explored. Callahan says that if the golf course had lost money, he would agree, but that’s not the case. The staff is working the course and has with Dick Drew; either guy is competent. He says that the management company coming in does not know the people of Salem; to give the City money back, they need to make money first; if they don’t the course will go downhill. Joe Piedmonte agrees, saying we should only consider another option if there is a problem, not if things are going well. Tuttle says they are simply exploring options. The person who has been running it is about to retire so we don’t know if it will continue to be successful without him. Teasie Riley Goggin says that the Commission has a right to turn it down tonight. She asks if this is a Public hearing or if there will be one. Chairman Everitt replies “All meetings are public”. Mr.
Harrington asks if the RFP is approved to go out tonight, must it go before the City Council. No, it stops with the Parks and Recreation Commission in terms of approval for sending it out. He wants to know if the Commission approves the Management Company or if its selection must go through City Hall. Burke says the ordinance is that we hire a golf course superintendant and that may have to go to The Council for approval. There is no mention of management company selection. Watkins says all contracts awarded by him are subject to approval by the Mayor; this is a 5 year contract with a 5 year agreement, so yes it would go before the City Council. Steve Pinto says he thought any lease, regardless of time constraints, needs to go to the City Council for approval. Mr. Harrington speaks up again – he thinks that the time frame is too short; maybe this should be done in the summer and would give them more time since if they do it now the
course may not open in time if the City Council sits on it.Tuttle says that RFPs go out all the time and many times nothing happens with them; we are not obligated to DO anything with them; this is just an option to look and get ideas. Mr. Lowe asks about a previous study; that study suggested that we put out an RFP to privatize, according to the Chairwoman. Burke says that Dick Drew did adopt several of study’s recommendations. Shea says that some of Dick’s enhancements included more signage; the study cost $5K and was worth it. Chairwoman Everitt says the study did inform us of improvements at the golf course. Tuttle says that one of the recommendations was that there should be a golf pro AND a groundskeeper to properly run the course. Mr. Lowe is concerned that spending money to try and improve it would not bring in enough revenue to cover improvements. He doesn’t see how the numbers can work as City would need at
least $250K. He doesn’t see how any management company could make money. Shea says that putting it out to private bid was a suggestion of the report, but as a 9-hole course Salem is unique in the amount of revenue it brings in. It’s not your average 9-hole course, bringing in a lot of revenue.Mr. Lowe says that, as is, the money is guaranteed to the City; if the management company loses money the City will lose it too. A motion to put out RFP is made by Burke and seconded by Tuttle. Watkins asks about the changes discussed, but the RFP will be put out as written. Burke wants to see what proposals come back. It is pointed out that the Commission may not get any proposals. Mr. Lowe asks about qualifications to a bidder –they are in the RFP. The motion passes 4-1, with Callahan opposed. Chairwoman Everitt clarifies the process –bids go out, information comes in, then there will be another public
meeting.
3. Applications for rentals
Becky Christie – Dead Horse Beach
Becky Christie wants to move her “Polar Bear Plunge” style activity to Dead Horse Beach. Shea motions to approve the application, Burke seconds, and the motion passes unanimously.
Air Force National Guard Band – Shell
The Air Force National Guard would like to perform at the Willows. Bollen reads the letter out loud. A Military Band does not pay/does not charge and thus requests waiving of the user fee. Shea motions to approve, Burke seconds, and the motion passes unanimously.
SHARE – Beattie ParkSHARE – Salem Harbor Alliance for Reliable Energy – maintains Beattie Park and wants to erect a flagpole there. Tuttle brings up a flagpole lighting drama in Marblehead; this park is in people’s backyards and the light might bother the neighbors. There is a “darkness movement” we might get wrapped up in. Other council members disagree. Tuttle doesn’t like the idea of the lights.A motion to approve is made by Shea, seconded by Burke, and passes 4-0, with Tuttle abstaining. There is some discussion on how long it’s been a park; its history, and SHARE’s maintenance of the park.
4. Finance Report
Golf-Witch House-Meters-Winter Island
Golf is down $7K in November; $13K for the year. Numbers are discussed. July - Nov. are in first part of Fiscal Year 2011. For the first 6 months of FY 2011 – we’re behind.
The Witch House is doing well, up $15K. Last year (2010) was a good year, and this year was good as well. The figure at bottom is a monthly average – this is discussed. Burke says you can’t take it at face value because good months come at beginning at bad months are upcoming. The current manager has been at the Witch House for 2 years and is doing a good job.
Willows Meters – All are pulled out right now, and off for a few months. They were up in August, and a little bit overall – one estimate is by $1000. A letter has been sent to the mayor to increase the meter fees there, but Mr. Pinto says that Mayor Driscoll needs to bring it up. The Chairwoman asks about an RFP for the conversion of the (former) men’s room at the Willows. It went out Friday, and the applicant picked up the package.
Winter Island is down a little, and the store added to it. This is partly because reservations were taken so early last year. Shea asks if we are looking for a new manager. The position was posted 2 weeks ago, with a salary of $40-45K, and $45 would be better since Camp Naumkeag is part of the job. That adds $10,000 to the salary and puts both parks under one manager. Reservations would go through Winter Island to schedule for Camp Naumkeag. Shea asks about the revolving account at the store. We have a balance of $18K, and expenses are on the right, so it is doing well with expenses at $2500.
There are questions about what improvements are planned and if the money must stay with the store. Bollen will check. Shea says there should be a budget for stock this year, which should take into account money left over and a project that it should go to improve. New grills were installed, as were some benches. Bollen would rather use it for maintenance. The Chairwoman says it would be best to wait for a new manager.
Bollen says he is trying to hire a new manager ASAP, and hopes the position will be filled soon but we can’t take reservations yet. They are hoping to hire by Feb.1st.
Shea opines that the salary is too low for the job requirements and there may be no qualified candidates. Bollen says $45K is a $10K increase (over what the previous manager was earning). Exacerbating that low pay was the fact that originally, the $35K figure was for an 8-month seasonal position, to be appointed by the Mayor. However, when the job became year-round, the salary did not rise to match, so the former manager was earning 8 months’ pay to do a yearlong job. Discussion of managerial issues and the difficult nature of the job ensue.
Burke points out that the condition of the barracks building is dangerous, the front door having a large hole and boards put up so that people could get into the building; there is a need to make it less accessible. He would also like to see the trees around the foundation cleared so it is not compromised. Shea asks if prisoners went to clean up the fort. Some work was done but not much. One issue was where to put the brush since there was no chipper and nowhere to store it; prisoners broke the chipper from the DPW, who will now not lend it without their man to operate it. Shea thinks if we get a volunteer who is willing we should take advantage of that. Callahan says the new manager should go over Winter Island’s needs with Bollen and the Commission. Burke
says David Pelletier wants to do a project as a volunteer, so he should be invited back. The only reason he did not move forward was lack of a place to put the brush. Tuttle says prisoners showed up when Pelletier was not available to supervise so they did something else. Parks & Rec. should hire the WI manager first then call Pelletier back. The Kernwood marina is also under the WI manager’s jurisdiction.
Capital Projects
There are none now – DiBiasi Park is waiting until Spring due to lack of personnel due to illness, etc. Playground equipment and cement are in, but will be finished in the spring.
5. Superintendent’s Report
Wild Turkey Run – Statistics
There were 1540 registered runners; 1360 finished. 954 registered online. Of the 1500, 324 were from Salem, 149 from Marblehead, 167 from Beverly, 81from Peabody, 53 from Swampscott and 70 from Danvers Participants also came from many other states, all over the country. 55% were women. There were 50 finishers over 60, with the oldest being 72, and the highest finisher among seniors was Richie Thibodeau. The average age of the runners 37 years old.Shea commends Bollen for running the race and getting it up to the status that it enjoys today, as it brings in money for Boys and Girls and Parks & Rec. Those he knows who ran said it was a well-organized race. The Club and P&R each profited about $12K. That represents a 440% increase over 7 years
ago, when the 1st racewas run.
Bonfire Jan 5
The Bonfire is on for Jan. 5th at Dead Horse Beach.
6. Parks & Facility
Winter Island job posted
Bollen will meet with Lisa and go over resumes, a process which will be filled ASAP but with no exact deadline for applicants Doug and Lisa will both interview candidates.
Olde Salem Greens
See above; moved to beginning of agenda.
Ice rink at Common
No further comments.
Park & Rec Appreciation Awards Jan 26
Bollen sent out the list for input on this Jan 26th event. Tuttle thought it looked good, but must revisit it. The Commission asks for Doug Bollen to re-send the list of nominees for more review.
Snowshoe race- Jan 8
There are already 60-70 entries for the Snowshoe race on Jan 8th at the Golf course. Pray for snow! In the event of no snow, the trail race it becomes is far less popular.
Movie fundraiser
The fundraiser is making progress. Bollen reviews the “Sunblocked” film which was filmed here, and would like to do a Salem premiere. We are partnering with FOWI (Friends of Winter Island). We may be able to get actors/actresses to come. He wonders if we have to go through the city for the beer/wine license, but that is only necessary for serving alcohol on the commons. Another thought is to have the Friends group get the liquor license, then give the money to the City; also possibly to tie this in with the Chocolate and Ice Sculpture festival.
RFP’s- Camp Naumkeag, Willows bathroom, golf carts, concession, Gangway & FloatsThe Naumkeag RFP was given to Tom, and will be sent out any day.The Willows bathroom conversion RFP went out Friday.Concession and golf cart RFP’s will go out promptlyBollen is ready to put out the one for the gangway, and the floats.Tuttle asks if we should be posting a job simultaneously for the Superintendent position at the golf course. If we don’t accept an RFP we need a manager immediately. Dick Drew has still not officially put in retirement papers and there is a question as to whether or not the position can even be posted before he does that. We don’t know what the pay would be. Shea opines that Bollen should call Drew and explain the situation and discuss
retirement paperwork so we can move forward. We need something in writing.
Tuttle also mentions a golf pro and wonders how much such a person would be paid. Bollen says we’re looking into a clubhouse manager and asks if this would be separate from a golf pro or the same thing. Shea says that whatever’s needed is what it should be. Dick was Superintendent, not manager, and the manager position will be a new, additional one. The manager would oversee running the golf clubhouse, while the superintendent would maintain it. It would be up to the manager to determine whether golf pro is needed. We don’t need to wait for Dick to retire to post the manager position if Dick as superintendent is retiring. Bollen says we must make sure funds are available. Shea has the idea that a golf pro would manage the clubhouse like in a
private club – as a golf pro/manager. One of the job requirements of the manager could be that he/she be a golf pro. The ordinance only says we hire a golf course superintendent; he then hires others. We should give the superintendent power and money in budget to hire a manager. It’s not in the budget to do it, and would have to wait until July 1st (beginning of the next fiscal year). We want and are missing a manager – the purpose of a manager is to bring in more revenue, enough to pay his/her salary. The backup plan is to get a superintendant for now, and put a manager in the budget later. We can’t advertise this position if there is no funding for it. Chairwoman Everitt opines that there may be a gap.
New shed built at McCabe Marina
This was built using funds from public access. Callahan says the marina turned out well. Shea asks if golf carts and concessions are up for bid – and are we moving forward? Yes, Watkins has an RFP for those. If a management company is hired, they would do it, not us, and would get funds for that. But we need to keep RFP’s out there.
DiBiasi Park
See above.
Winter Island Master Plan interview process meeting starting June 5
Cecile group got the job. They recently did another large Salem project, and also did barracks. The Master Plan will take 6 months, then will be presented. It will evaluate the existing structures. Shea mentions a plan for the hanger that was drawn up; Gale Associates did that plan, to make it into a youth sports complex. That was 7 or 8 years ago.
7. Old Business
Burke brings up Palmer Cove, which had a good meeting. Improvements to the field were discussed; it will be a good field this year but long-term they may put in a baseball field at the high school, and that will not happen logistically so investments should be made to Palmer Cove field improvements. Shea asks if they voted to take the fence down – they did but it is not down yet.
Tuttle asks about Furlong Park. Pinto says $250K for remediation was allowed according to the feasibility study; they will come before the Commission in February for appropriation.
8. New Business
None
9. Adjournment Next Meeting ~January 18, 2011 Shea motions to adjourn, is seconded by Burke, and the meeting ends at 8:25PM when all vote in favor.
Respectfully Submitted,
Stacy Kilb
Clerk, Parks and Recreation Commission
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