Municipal Property Corporation - Golf Course

MEETING MINUTES Board of Directors Meeting Douglas Public Facility Municipal Property Corporation Tuesday, February 19, 2019, at 5:30 p.m. at Douglas Golf Course 1372 Fairway Drive Douglas, AZ 85607 1. Call to Order Meeting was called to order by Francisco “Tachi” Durazo at 5:40 p.m. 2. Roll Call Board Members present were: Francisco “Tachi” Durazo, Manny Robles, Ruben Robles and Kevin Alvarado. City Official(s) present were Juan Pablo Flores, City Attorney. Ken Nelson, Bosco Selchow and Paula Shelton were absent and excused. 3. Persons wishing to address the committee in writing or verbally on any item not on the agenda. (NONE) 4. Report or update on current Balance Sheet(s) and/or Bank Balance(s), with possible Quarterly Report from City Finance Department (Luis Pedroza) regarding the current status of the subsidy. Juan Pablo Flores advised he had spoken to Luis Pedroza, and that the Finance Director would be reporting on finances at the next monthly MPC meeting in March 2019. There was a general inquiry regarding status on numbers being reported from Larry Moss, and Kevin Alvarado commented on a tax bill that had come in of about $3K that had been in arrears and has since been paid. Mr. Durazo commented on irregular reporting from Larry Moss at least a brief cash flow statement would suffice. 5. Approval of Minutes for the Douglas Public Facility Municipal Property Corporation (MPC) for board meeting held on January 22, 2019. There was a brief introduction for the agenda item and then a motion was made by Manny Robles and seconded by Ruben Robles to accept the Board minutes of 1/22/2019 as presented. The motion was voted on and approved unanimously. 1 6. Information/Discussion, Reporting and possible Decision regarding the status of easement between the golf course and the private RV Park and placing a rolling gate or some type of traffic control device. It was reported by Mr. Durazo that as told to him by chairperson, Bosco Selchow, that he spoke with the RV Park owner and apparently the RV Park owner is in agreement with the rolling gate being closed to prevent RV flow-through traffic, and that they (RV Park) tenants would comply with the request. Kevin Alvarado noted the gate would only be open sufficiently to allow golf carts to pass. RV Park tenants will apparently have to travel or access the RV Park facility through the housing development. 7. Information/Discussion, Reporting and possible Decision on standing report from staff regarding maintenance of the golf course MPC facility, equipment and water delivery system. No report was available due to Mr. Forrest not being present at the meeting per Mr. Durazo who also suggested that Mr. Forrest be invited to the MPC meetings on an as needed basis and to possibly ask Mr. Forrest to come up with an action plan for the future months and the spring season. MPC may also want to consider a greens aeration project per acting Chair & group briefly discussed the greens de-thatching concept; in other words the group is interested in improving the course condition for future events. Ruben Robles asked about the whole number 12 as it relates to the water issue that may be currently under control as it showing dry right now. It was also reported that the most recent hired employee did not pass his background check. 8. Information/Discussion, Reporting and possible Decision on mower acquisition proposal submitted by Mr. Romero and Mr. Saad and possible reporting on status of new Golf cart lease. It was reported by Mr. Durazo that the mower acquisition proposal was declined due to the condition of the equipment. The Golf Cart lease was reported by Mr. Flores as still not having gone to Council, and Mr. Alvarado reminded staff that MPC would like to purchase a few of the prior lease carts to keep for use and spares. Group discussed that the main maintenance issue for the carts is mainly in terms of the tires, and that overall the carts are currently generally in decent shape and that leasing company provides a decent maintenance program for the carts that are part of the lease. 9. Information/Discussion, Reporting and possible Decision on updating or possible changes to the facility’s website and report on status of ‘Douglas Golf Course & RV Park.com’. Mr. Nelson was unavailable to make a report on the item, and Mr. Alvarado noted that Rhiannon may be able to work with City IT to get matter updated through City website. 10. Information/Discussion, with possible Decision on approval of new ADOC Inmate Labor Agreement with the Douglas Public Facility MPC and reporting regarding status of agreement. 2  The agreement is 25 pages long and background was provided by Mr. Flores in terms of duties and obligations of the MPC for inmate supervision and equipment use and training to enhance safety for the inmates. The term of the agreement was reported as being 5 years in length, for 4 inmates with a 30 day out clause for either party. Mr. Durazo reported that the MPC staff has been re-certified to comply with the conditions and duties of the ADOC inmate agreement. Ruben Robles inquired of Mr. Flores as to the key areas of concerns as it relates to managing inmates, and he was advised that the supervision and maintaining NO contact between the DOC inmates and outside parties, and exercising active supervision to prevent and minimize opportunities for inmates to have contraband introduced ranks among the highest duties for the MPC to meet. Visual oversight and control and keeping DOC crew on task is important. The MPC needs to follow the closely the ADOC policy to exercise the preventing the establishing of personal relationships with the inmates because this is how drugs and alcohol are introduced. The availability of having a DOC officer present to perform supervision is cost prohibitive. A motion was made by Kevin Alvarado and seconded by Manny Robles to approve the new ADOC Inmate Labor Agreement with the Douglas Public Facility MPC and the matter was approved unanimously. 11. Information/Update with a possible Discussion/Decision on current events, updates or concerns at the golf course since the January 22, 2019 meeting. It was again reported that flags are being stolen from various holes on a repetitive basis, Ruben reported a Super Bowl Sunday tournament with a great turn out, along with kitchen cleaning being reported to great standards. An employee meeting was had and job duties were outlined with good results. The first Golf and Social Club tournament of the year was reported being held last Sunday with better than 45 participants per Manny Robles and Francisco Durazo gave recognition to Ruben Robles for his great tournament organizational skill and efforts, with a new tournament event to be held on the 24th. Events are slowly ramping up and staying away from scheduling sweet sixteen celebrations/events as these involve heavy wear and tear on the hall. 12. Discussion and direction/consensus for items to be discussed at future meetings. Suggested agenda items we a re-do of item 6 by way of feedback from parties, along with items 8 & 9 being discussed again, and to discuss evaluation of performance by volunteers, status of the rental readiness, 13. Adjournment Motion made by Kevin Alvarado and seconded by Manny Robles to adjourn and meeting closed out at 6:15 p.m., with unanimous vote. Prepared by Juan Pablo Flores, City Attorney 3