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GAC Minutes 1993 03/01GOLF COURSE ADVISORY COMMITTEE March 1, 1993 Attending: Kay Larson, Chairman Ted Whiteman DeEtte McCarty Frank Brown Jeff Goodman Carl Hoss Charles Denham CALL TO ORDER AND ROLL CALL: Chairman Larson called the meeting to order at 7:00 p.m. Committee members were present. Ail MINUTES: The minutes from the February 10, 1993 were corrected to read: "Staff Report: Carl Hoss reported to the Committee that the entry fee for the IJGA Tournament was $5.00" The minutes were approved as amended. STAFF REPORT: Carl showed the Committee the poster for 1993 McCall Golf Course Tournaments. RESTAURANT CONCESSION RFD: *********** Financial Evaluation: The Committee compared the numbers from both proposals from $130,000 through $171,000. Clemmers proposal showed the City taking a loss up to $140,000 in gross receipts with revenue to the City coming only after the $140,000 mark was met. Adams and Gans showed better net proceeds for the City with lower gross receipts. After careful evaluation and consideration the Committee feels that Clemmers professional competence appears to have exceeded that of Adams and Gans. However after evaluating the financial return to the City the Adams and Gans proposal far exceeded that of Clemmer. Frank Brown moved to recommend to the City Council that the Adams and Gans proposal be accepted for the management of the Clubhouse restaurant for the 1993 season. McCarty seconded and the motion carried. ELECTIONS: Chairman Larson opened the floor for nominations for Chairman and Vice-Chairman of the Committee. Brown nominated Kay Larson for Chairman and Ted Whiteman for Vice-Chairman. Jeff Goodman seconded. With no further nominations, the Chairman closed the floor to nominations. The vote was unanimous, and the Chairman declared Larson Chairman and Whiteman Vice-Chairman. ADJOURNMENT: With no further business, the meeting adjourned at 8:20 p.m. The next meeting is scheduled for April 7, 1993. ~bmitted, Dated ~_~//_~//~.~, MEMORANDUM DATE'. TO: 02/27/1993 Chairman Kay Larson and Members Advisory Committee of the Golf FROM: RE: City Treasurer Jim Henderson Clubhouse Restaurant and Bar Management Proposals Staff Report On February 26, 1993, pursuant to a previously advertised Request for Proposals, I received two proposals to manage the Clubhouse Restaurant. Both proposals were timely and, with minor defects, conform to the instructions contained in the Request for Proposals and the accompanying Information for Proposers and addendum. The financial proposals were submitted on the correct form and were in the correct format prescribed. Generally both proposals conform to the bond constraints. A general description of each proposal follows: Rose Adams and Carleen Gans: This proposal calls for a fixed management fee of $112,500 with a bonus of 20% to 85% of the amount over $112,500. The minor defect in this bid is that, contrary to instructions, it contained petitions and a letter of recommendation. Mary Clemmer: This proposal calls for a fixed management fee of $140,000 with a bonus of 74% to 80% of the amount over $140,000. The minor defect in this bid is that, contrary to the Information to Proposers regarding the Capital Equipment Purchase Ms. Clemmer has proposed to sell the equipment to the City on an installment basis. The Adams-Gans proposal has a "break even point" of $112,500. It provides a better return to the City if sales are about $200,000 or less. The Clemmer proposal has a "break even point" of $140,000 and a poorer return to the City unless sales exceed $200,000. Your assessment as to which is the "best" financial proposal will depend on your judgement as to the probability of sales of $140,000 or less and the probability of sales of more than $200,000. Additionally the alternative proposed my Ms. Clemmer to purchase and sell the capital equipment should be considered as a point of contract negotiation. In my judgement, neither of these proposals should be rejected solely on the basis of the financial portion of the proposal. Both proposals contained the necessary letters of credit demonstrating financial capability and in my view you should conclude that both proposers have sufficient financial resources to meet the obligations of the contract. The final area of consideration has to do with the professional expertise of the proposers. This subjective area is the most difficult to evaluate and the one which is most likely to be challenged.' I therefore recommend that you proceed as follows: 1. Develop a relevant set of interview questions to determine the proposers knowledge of restaurant and bar operations, labor issues and business management. 2. Develop a relevant set of questions to ask the references provided by the proposers. 3. Interview, by telephone, each of the references provided by the proposers. The same questions should be asked each reference. 4. Interview the proposers, and again the same questions should be asked to each proposer. Finally, you should consider all aspects of the proposal before making your recommendation. Your recommendation to the City Council should state the process by which you arrived at that decision: (a) that the financial proposals were considered; (b) the proposers were interviewed and asked the same questions; (c) that references were checked and asked the same questions; (d) that the questions asked are attached to the recommendation; (e) that in the committee's judgement, the recommendation reflects the best combination of financial return and professional competence. I I I I I I U F~ [ ] [ ] FINANCIAL PROPOSAL FO~M Management of Golf Course Clubhouse t.(we) propose to manage the Clubhouse Restaurant under {he following =inancial arrangements: A Fixed Management Fee of $112,500.00 Plus a "Bonus" based on receipts in excess of the fixed management fee but not exceeding an amount equal to the fixed management fee based on the following table (continue on the reverse if necessary). For Gross Receipts of: Bonus. Shall Be: 112,500 through $129,999.99- __2__~0__% of Receipts over $ t12,500 $ $ 130,000 through $139,999.99- 41 % of Receipts over $ 112,500~/~3~4 $ 140,000 through $149,9'99.99- 59 % of Receipts over $ 112,500~/~ $ 15~,000 through $159,999.99- 68 % of Receipts over $ 112,500 $ 160,000 through $169,999.99- 73 of Receipts over $ 112,500 % Z $ 170,000 through $179,999.99- 76 % of ReceiDts over $ 112,500 $ 180,000 through $189,999.99- --____79 % of Receipts over $ 112,500 $ 190,000 through $19.9,999.99- 80 % of Receipts over $ 112,500 $ 200,000 through $209,999.99. 82 % of Receipts over $ 112,500 $ 210,000 through $219,999.99~ 83 % of Receipts over $ 112,500 Using the above Table - Compute the Total Cost to the City at the Level of Sales Shown Gross Receipts of Fixed Fee } "Bonus" Total Cost $t25,000 112,500 [ 2,500 115,000 $150,000 112,500 ] 25,500 138,000 $175,000 112,500 47,500 160,000 Si~=atur~ ~ Address and Telephone Number NOTES: : !. The "Bonus" shall not exceed the fixed management fee at any level of The amount of the proposal bond or'letter of credit shall be $12,000. 'FINANCIAL PROPOSAL FORM. Management of Golf Course Clubhouse Taxpayer ID Number: I (we) propose to manage the Clubhouse ReStaurant under ~he following financial arrangements: A Fixed Management Fee of $. ~i].,~cc~. . Plus a "Bonus" based on receipts in excess of the fixed management fee but not exceeding an amount equal to the fixed management fee based on the following table (continue on the reverse if necessary). For Gross Receipts of: $ 226,000 through $229,999.99~ $ 230,000 through $239,999.99- $ 240,000 through $249,999.99- $ 250',000 through $ ~ $ through $ - $ through $ - $ through $ - $ through $ - $ through $ - $ through $ - 84 84 85 85 Bonus Shall Be: % of Receipts over $112,500 % of Receipts over $112,500 % of Receipts over $112,500 % of Receipts over $112,500 % of Receipts over $ % of Receipts over $ % of Receipts over $ % of Receipts over $ % of Receipts over $ % of Receipts over $ Using the above Table - Compute the Total Cost'to the City at the Level of Sales Shown Gross Receipts of Fixed Fee "Bonus" Total Cost $125,000 $150,000 $175,000 Signatur~ / NOTES: ~-' The "Bonus" shall not exceed the fixed.management fee at level any of ~- _~es . 2. The amount of the proposal bond or letter of credit shall be $12,000. Address and Telephone Number To Whom It May Concern: Rose Adams and Carleen Gans are jointly bidding for the management of the Golf Clubhouse Restaurant. Between the two of us, we have 35 years of management and restaurant experience. We have worked well together at the golf course concessions for the last five years, proving our teamwork is excellent. Our rapport with the customers is very beneficial to the golf concessions. As managers of the Golf Clubhouse Restaurant, our first priority would be to meet the needs of the golfers. To do this, we would always be in contact with the golf pro in order to be informed of the dates of major events. Another priority is that of the general public. We are very willing to cater non-golf parties, but we also want the public to know that they are welcome at the golf course at anytime. In doing these things the customers are happy, therefore patronizing the restaurant. In years past, approximately one third of the profit of the restaurant has come from the bar. In order to maintain this profit and better serve the customers, we would hire an exceptional bartender who is both qualified and experienced. He has already successfully worked at the golf course. Attached is his resume. We feel we are the most qualified to operate the Golf Clubhouse Restaurant. We would be actively working at the restaurant, sharing all of the responsibilities. We have several years of managerial and restaurant experience. We have built a superb rapport with many visitors of the clubhouse, as well as have strong support among local golfers. Respectfully, Rose Adams Carleen Gans Attached: resumes, references, bid proposal, and letter of credit RESUME' 'NAME: Rose Adams ADDRESS: Box 3, McCall, Idaho 83638 '"'OHONE: (208) 634-8337 JOB OBJECTIVE: Provide conscientious service, quality food, pleasant atmosphere and profit for the golf course concessions. JOB HISTORY: 1972-1992 1992 1990-1992 (winters) 1985 (winter) 1976-1984 (winter) 1974-1975 (winter) 1973 (winter) 1970-1972 1 972 1969 1963-68 JOB RESPONSIBILITIES: PERSONAL: McCall Golf Course Concessions Lake Street Cafe Heartland Deli Pancake House Payette Lakes Care Center Peg's Cafe Forester's Tip Top Bakery Maverick Country Store Shore Lodge Yacht Club - daily worksheets -payroll -establishing food prices -ordering food and supplies -taking -hiring and firing personnel -waitressing-food/cocktail -bookkeeping -managing restaurants -scheduling orders I have lived in McCall for 31 years with the majority of my work experience in the food and cafe management profession. I have managed the golf course cafe and worked for three golf pros: George Guy, Gary Tawzer, and John Drips. o REFERENCES FOR ROSE ADAMS Bonnie Job (HEARTLAND DELI) Box 4038 McCall, ID 83638 Phone 634-7270 John Drips (McCALL GOLF COURSE CAFE) Box 845 McCall, ID 83638 Phone 634-2421 Harvey Bergstrom BOX 1071 McCall, ID 83638 Phone 634-7208 (MOUNTAIN BILLIARD RESTAURANT) JOHN DRIPS Golf Professional McCall Golf Course P.O. Box 845 McCall, Idaho 83638 RESUME' NAME: Carleen Gans ADDRESS: P.O. Box 217, McCall, Idaho 83638 PHONE: (208) 634-5900 JOB OBJECTIVE: Provide conscientious service, quality food, pleasant atmosphere and profit for the golf course concessions. JOB HISTORY: 1987 1992 McCall Golf Course Concessions 1992 - Louie, Tracy, and Nick Howard (Club Lardo) 1991 City of McCall, Jim Mann -- Manager 1987 - 1990 John Drips, Rose Adams -- Manager JOB RESPONSIBILITIES: -supervising and training others -practicing good public relations -catering events -handling money in a responsible manner -good working knowledge of culinary equipment -basic restaurant skills such as: short order cook, order taking, waitressing, cleaning, serving beer and mixed drinks, washing dishes, prepping food, and light janitorial work. JOB HISTORY: 1974 1987 Medley Sports, Don Medley -- Owner JOB RESPONSIBILITIES: -inventory/invoice experience -supervising the ski department -practicing good customer relations -filling out appropriate forms for: warranty, licenses, rentals, and charge accounts. -running cash register PERSONAL: I was raised in McCall and also raised my family in McCall. I have been a leader in Girl Scouts, The Payette Lakes Ski Club, and Pacific Northwest Ski Association. I have also participated in several Winter Carnivals and local fund raisers. o REFERENCES FOR CARLEEN GANS John Drips (MCCALL GOLF COURSE CAFE) Box 845 McCall, ID 83638 Phone 634-2421 Tracy Howard Box 943 McCall, ID 83638 Phone 634-5817 (CLUB LARDO) Harvey Bergstrom Box 1071 McCall, ID 83638 Phone 634-7208 (MOUNTAIN BILLIARD RESTAURANT) RESUME Dennis P. Babineau BOx 1283 McCall, ID 83638 JULY 1975 MARCH 1975: Beumelers Restaurant and Kitchen Cafe --Cook MARCH 1975 - MAY 1978: Brass Lamp Pizza Parlor --Bartender --Cook --Manager for one and a half years JUNE 1978 - NOVEMBER 1985: McCall Golf Course -- City of McCall --Green's Crew JUNE 1980- FEBRUARY 1986: Shore Lodge --Bartender --Banquet Person FEBRUARY1986 - APRIL 1988 Shore Lodge --Assistant Food and Beverage Manager MAY 1988 - OCTOBER 1988: Cutty Sark --Bartender DECEMBER 1988 - SEPT. 1989:Sportsman Bar and Grill --Bartender OCTOBER 1989 - MAY 1991: Sportsman Bar and Grill --Bartender --Waiter MAY 1991 MARCH 1992: McCall Golf Course Club House --Bartender --Cook ,',MAY 1992 NOVEMBER 1992: Club Lardo --Bartender --Cook PETITION TO WHOM IT MAY CONCERN: WE THE UNDERSIGNED do hereby recommend and endorse Rose Adams and Carleen Gans for management of the golf course restaurant for 1993. PETITION TOiWHOM IT MAY CONCERN: ' WE THE UNDERSIGNED do hereby recommend and endorse Rose Adams and Carleen Gans for management of the golf course restaurant for 1993. JOHN DRIPS Golf Professional McCall Golf Course P.O. Box 845 McCall, Idaho 83638 D '$rOar February 19, 1993 City of McCall P.O. Box 1065 McCall, ID 83638 RE: Letter of Credit Rose Adams & Carleen Gans To Whom It May Concern: West One Bank, Idaho, McCall, Idaho has approved a Stand-by Letter of Credit in the amount of $12,000.00 for the management and operation of the City of McCall Golf Course Restaurant. This Letter of Credit guarantees the City that payment will not be delayed in the event of non-performance as per contract. If you have any questions in regard to the above, please do not hesitate to contact me. Sincerely, Dolores Wallace Loan Officer II DW/rb GOLF COURSE BID PROPOSAL FOR FOOD AND BEVERAGE CONCESSION SUBMITTED BY MARY E. CLEMMER FINANCIAL PROPOSAL FORM Management of Golf Course Clubhouse NAME: Taxpayer ID Number: ~ MARY E. CLEMMER - I (we) propose to manage the Clubhouse Restaurant under ~he following financial arrangements: A Fixed Management Fee of $ $140,000.00 Plus a "Bonus" based on receipts in excess of the fixed management fee but not exceeding an amount equal to the fixed management fee based on the following table (continue on the reverse if necessary). For Gross Receipts of: Bonus Shall Be: $140~000.00 through $160~000.00 - 7~ % of Receipts over $140~000.00 $160,001.00 through $170~000.00 - 7a % of Receipts over $140.00N.00 $170,001.00 through $180~000.00 - 74 % of Receipts over $180,001.00 through $190 ~ 000 . 00 - 79 % of Receipts over $190,001.00 through $200.000.00 - 79 % of Receipts over $140~000.00 ~200,001.00 through $210~000.00 - 80 % of Receipts over $140,000.00... ~ $210,001.00 through $220 ~ 000 . 00 - 80 % of Receipts over $140,000.00 $2£0~001.00 through $230~000.00 - 80 % of Receipts over $1~0.000.00 $230,001.00 through $240 ~ 000 . 00 -- 76 % of Receipts over $1~0~000,00 ~240,001.00 through $250~000.00 - 71 % of Receipts over $140~000,00 $250~001.00 and uo ~ ~ o,~ $140 DON Using the above Table - Compute the Total Cost to the City at the Level of Sales Shown I Fixed Fee "Bonus" Total Cost Gross Receipts of $125,000 (SEE ATTACHED) $150,000 $175,000 I Signature . Address and Telephone Number NOTES: 1. The "Bonus" shall not exceed the fixed management fee at any level of I Z. The amount of the proposal bond or letter of credit shall be $12,000. FINANCIAL PROPOSAL FORM (CONT. TOTAL COST TO THE CITY: GROSS RECEIPTS OF: FIXED FEE "BONUS" TOTAL COST $150,000 $!~q,O01 5170,001 $180,001 $190,001 5200,001 5210,001 S220,001 5230,001 5240,001 $250,001 $140 000 $140,000 $140,000 $140.000 $140000 $140,000 $140,000 $140,000 $140.000 $140 000 S 7,400 $14,800 $22,200 S31,600 S39,500 $48,O0O $56,000 S64,000 $68,400 571,000 $72,000 $147,400 $154 800 S162.200 $171,600 $179,500 $188,000 $196 000 $204 000 $208,400 $211,000 5212,600 Based on $170,000 gross last year and operating the Clubhouse at a minimum of 70% food/labor totaling $119,700, I feel the fixed man- agement fee will be $140,000. I've listed a payment scale below that increasm during the busy months and decreases at the end of the season. May 1 ......................... $20 000 June 1 ........................ 530,000 July 1 ........................ $30,000 August 1 ...................... $30,000 September 1 ................... $20,000 October 1 ..................... $10,000 ADDENDUM FOR: WALK-IN COOLER FREEZER CHAR BROILER MICRO-WAVE TOTAL ......... $14,000 City of McCall pays Mary E. Clemmer $14,000 amortized over four years at 10% interest beginning April 1, 1993. Four annual payments will be due November 15 each year starting in 1993 with no pre-pay- ment penalty. City shall pay principle and interest from City's net profit. If I leave before four years the same purchase scale will apply to successor. Any other major purchases approved by the city will be on the same payment schedule. This amount is strictly an estimate and the exact amount cannot be figured at this time. I am assuming and hoping that the "Men's League" will provide a barbeque. Again, this is a similar contract that you stated worked well with the City. I feel the management fee should reflect a realistic operating cost compared to last years gross. I would also like to express that my involvement would be totally toward operating the Clubhouse. I have no other businesses or obligations to distract from giving 100% to successfully managing the restaurant and bar. Cordially, FOOD AND BEVERAGE EXPERIENCE 1970-71 BOUQUET BAR AND GRILL BOISE FOOD/COCKTAIL 1976-77 MAIN STREET BISTRO BOISE FOOD/COCKTAIL 1980-81 ANGELL,S BAR AND GRILL BOISE FOOD/COCKTAIL 1982 CAFE' MARAPOSA DEER VALLEY FOOD/COCKTAIL I was involved with the above restaurants in the grand openings, this included menu planning and construction on An§ell's and the Bouquet. 1983-88 THE HUCKLEBERRY RESTAURANT MCCALL, IDAHO OWNER I develmped the concept for the Huckleberry in September of 1982 and owned and operated it until 1988. We were a full service restaurant serving breakfast, lunch, and dinner along with a full service catering business. We served over 400 meals for breakfast and lunch on busy weekends and catered larqe parties serving from 300 to 500 guests. During that time, I. started, golfing and got acquainted with many golfers on the course and at the restaurant. 1986-87 LITTLE SKI HILL CONCESSION MCCALL, IDAHO While operating the Huckleberry, I managed the food and beverage concession at the Little Ski H~]]. This included setting up the kitchen for operation, menus, books and overseeing employees. 1989 ALASKA FIRE SERVICE GALENA, ALASKA I was one of three cooks who cooked in Galena for the fire season of 1989. This fire camp is the largest of four satellite bases in Alaska. We served from 30 to 200 people on a daily notice. At busy times we would prepare three meals for over 400, double sack lunch them and do the same the next day for 400 more fire fighters heading South. All cooking was from scratch; including entrees, breads, and desserts. 1990-92 ALASKA FIRE SERVICE CENTRAL, ALASKA For the past three years I have been cooking in Central, Alaska during the fire season (May-August). I am now lead cook and respon- sible for all food ordering; including the initial 10,000 pound opening order, food costs, menu planning and employee supervision. During the past four winters here in McCall, I have worked at the Hotel McCall waiting tables, fill-in cooking at the Huckleberry, cock- tailing and catering at Si Bueno, and I've started waiting tables and fill-in cooking at Charlies on the Lake. February 23, 1993 City of McCall P.O. Box 1065 McCall, ID 83638 Re: Letter of Credit Mary Clemmer Gentlemen: West One Bank, Idaho, McCall, Idaho has approved a Letter of Credit in the amount of $12,000.00 for the management and operation of the City of McCall Golf Course Restaurant. This Letter of Credit guarantees the City that payment will not be delayed in the event of non-performance as per contract. If you have any questions in regard to the above, please do not hesistate to contact me. Sincerely, Karen Smelser Branch Specialist - Sr. KS/ds REFERENCES Kaye Saul-Felt Vice-President Sandpiper Corp. Boise, Idaho 208-344-8911 Bob Barney President/Owner Northwest Foods Boise, Idaho 208-343-4674 Rod and Melinda Nielsen President/Owner Si Bueno Restaurant McCall, Idaho 208-634-2128 Mary E. (LaMarche) Clemmer