Golf Professional PositionMasterpiece on the Mississippi
Dubuque
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All-America City
1
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request Creation of Part -Time Employee Position of Golf Professional
DATE: February 28, 2012
During the FY 2011 audit of City of Dubuque finances, the auditor recommended the
business relationship between GMS, Inc. for golf professional services be reviewed with
legal counsel. The recommendation is based upon state code that states a city
employee cannot have a conflict of interest with a vendor doing business with the city.
Debra Stephenson, Carnegie Stout Public Library employee for twenty -two years, is
married to George Stephenson owner of GMS, Inc. George Stephenson has had an
annual contract with the City of Dubuque to provide golf professional services since the
1986 season.
City Attorney Barry Lindahl indicated the golf professional contract would need to be
competitively bid to comply with state code or change the relationship with George
Stephenson to employee status rather than a contract. George's contract has been
renewed annually for 25 years because the City believes he provides quality
professional services to the golfing public and customers of the Bunker Hill Golf Course,
and it is of value to the City to have him continue in this role.
Leisure Services Manager Marie Ware recommends City Council approval to create a
Golf Professional part -time salaried employee within the Recreation Division budget to
comply with audit recommendations.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM:jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Marie L. Ware, Leisure Services Manager
2
Masterpiece on the Mississippi
TO Michael C Van Milligen, City Manager
FROM Marie L Ware, Leisure Services Manager
DATE February 28, 2012
SUBJECT Request Creation of Part -Time Employee Position of Golf Professional
Dubuque
had
NI- America City
'I 1 1 I'
2007
INTRO D UCTION
The purpose of this memo is to request creation of a part -time employee position of Golf Professional for Bunker Hill Golf
Course
BACKGROUND
During the FY 2011 audit of City of Dubuque finances the auditor recommended the business relationship between GMS,
Inc for golf professional services be reviewed with legal counsel The recommendation is based upon state code that states
a city employee cannot have a conflict of interest with a vendor doing business with the city Debra Stephenson, Carnegie
Stout Public Library employee for twenty -two years, is married to George Stephenson owner of GMS, Inc George
Stephenson has had an annual contract with the City of Dubuque to provide golf professional services since the 1986
season
City Attorney Barry Lindahl indicated the golf professional contract would need to be competitively bid to comply with state
code or change the relationship with George Stephenson to employee status rather than a contract George's contract has
been renewed annuallyfor25 years because we believe he provides quality professional services to the golfing public and
customers of the Bunker Hill Golf Course and thus it is of value to the city to have him continue in this role
During the 2011 golf season GMS, Inc contract base payment was $65,500 Anew part -time salaried employee non -
assigned position would be created within the Recreation Division using the base amount of $65,500 The requested action
would be retroactive to March 1, 2012
minus city contribution to social security @ 7 75 %= $4 330
minus city contribution to IPERS @ 8 07 %= $4,567 79
Total compensation, $56,602 15
This compensation level is comparable to the Golf Course Superintendent position The golf professional position would work
the majority of hours during the nine -month golf season, but would be exempt from overtime pay
The cost to the city (BHGC operating budget enterprise account) would be a neutral change, requiring only revisions to
account codes within that budget
RECOMMENDATION
It is recommended to create the Golf Professional part -time salaried employee within the Recreation Division budget to
comply with audit recommendations
Prepared by
PatrickJ Prevenas
MLW et
cc
City of Dubuque
Schedule of Findings and Questioned Costs
Year Ended June 30, 2011
Part IV: Other Findings Related to Required Statutory Reporting: (continued)
IV -D -11 Business Transactions — Business transactions between the City and City officials or employees are
detailed as follows:
IV -E -11
Name, Title, and
Business Connection
Deb Stephenson, employee, spouse is
owner of GMS, Inc.
Joleen Murphy, employee, spouse is
owner of Murphy Construction Group
Ric Jones, council member, owner of
RJ Productions
David Resnick, council member
Molly Menster, employee, spouse is Tina
Sio
Melissa McGinnis, employee, spouse is
owner of Quality Brick
Transaction
Description Amount
Contracted Golf Pro $ 66,900
Construction, per bid 21,557
Services 600
Services 400
Services 250
Construction 243
In accordance with Chapter 362.5(3)(j) of the Code of Iowa, the transactions with RJ Productions,
David Resnick, Tina Sio, and Quality Brick do not appear to represent conflicts of interest since total
transactions with each individual were less than $1,500 during the fiscal year. The transaction with
Murphy Construction Group does not appear to be a conflict of interest since it was entered into
through competitive bidding in accordance with Chapter 362.5(3)(e) of the Code of Iowa. The
transaction with GMS, Inc. may represent a conflict of interest.
Recommendation — We recommend the City review the transaction with GMS, Inc. with legal
counsel.
Response — The City plans to competitively bid the golf pro contract next year or hire the golf pro as
a City employee.
Conclusion — Response accepted.
Bond Coverage — Surety bond coverage of City officials and employees is in accordance with
statutory provisions. The amount of coverage should be reviewed annually to ensure the coverage is
adequate for current operations.
IV -F -11 Council Minutes — No transactions were found that we believe should have been approved in the
Council minutes but were not.
156
Golf Professional
GENERAL STATEMENT OF DUTIES: Under general supervision of the Leisure
Services Manager / Recreation Division Manager supervises and manages services to
the public patronizing the municipal golf course; performs related duties as required
DISTINGUISHING FEATURES OF THE CLASS: The responsibilities in this class
involves supervision, planning, directing, coordinating and performing work related to
the municipal golf course clubhouse operations. The work includes planning,
organizing, hiring, assigning and reviewing the work of seasonal employees.
Assignments and general directions are received from the Recreation Division Manager
The employee in this class exercises discretion and independent judgment in directing
the operations of the municipal golf course clubhouse facility. Work is reviewed and
evaluated by the Recreation Division Manager/ Leisure Services Manager through
operating records, inspection of facilities and effectiveness of services provided.
EXAMPLES OF WORK (Illustrative OnIV):
ESSENTIAL: Oversees golf course play; develops operational procedures to ensure
course is effectively scheduled, staffed and operational; plans, organizes, supervises and
evaluates the work of employees engaged in the operation of the municipal golf course pro
shop and clubhouse; trains employees in the operational procedures, products and
services provide by the pro shop, snack bar and beverage cart; trains employees in
customer service expectations; recommends and orders products that are to be available
for resale in the pro shop and snack bar; manages inventory of products and supplies
necessary to serve golfing public; supervises operation of and maintains golf cart fleet;
supervises routine custodial and minor maintenance work of clubhouse facility;
communicates and coordinates regularly with golf course supervisor to provide high quality,
safe and challenging golf course environment for customers; supervises the operation of
food and beverage services to insure that all laws and regulations of the City of Dubuque
and the State of Iowa are followed; recommends pricing for products sold in pro shop,
clubhouse and from beverage cart; assists in the development of the operating and capital
budgets for the golf course activity; provides public relations regarding golf course rules,
interpretations, playing conditions and etiquette with golfers, community groups and
media; schedules, supervises and coordinates golf lessons, leagues, outings and
tournaments; maintains appropriate records; keeps immediate supervisor informed of work
progress, including present and potential work problems and suggestions for new or
improved way of addressing such problems; attends meetings, conferences, workshops
and training sessions and reviews publications to remain current on the principles,
practices and new development in golf course operations, marketing, golfer recruitment
and services; respond to customer's questions and comments in a courteous manner.
KNOWLEDGE, SKILLS AND ABILITIES:
ESSENTIAL: Considerable knowledge of golf course clubhouse, pro shop, golf cart fleet
and food / beverage operations; ability to develop and maintain good public relations;
proven leadership ability; thorough knowledge of golf course management practices,
standard techniques of playing golf and golf instruction; ability to establish and maintain
effective working relationships with other employees, golf course users, city officials and
the general public; ability to enforce course regulations and policies firmly, tactfully and
impartially; ability to plan, supervise, assign and coordinate activities of employees; ability
to perform a wide variety of duties related to golf course operations; ability to make
decisions recognizing established practices and to use resourcefulness and tact in solving
problems; ability to communicate effectively, both orally and in writing; ability to understand
and follow oral and written instructions; skill in use of computer software applicable to golf
course clubhouse operations; demonstrated ability to follow a management philosophy that
is input oriented and values problem solving and the development of partnerships;
demonstrated ability to be a team player; desire to be a part of an organization that values
service, people, integrity, responsibility, innovation and team work.
ACCEPTABLE EXPERIENCE AND TRAINING: Considerable professional experience,
preferably at the supervisory level, working with golf course operations and golfing public
and graduation from an accredited college or university with major course work in
community recreation, park and recreation administration, education, business, or related
field; or any equivalent combination of experience and training which provides the essential
knowledge, skills and abilities.
SPECIAL REQUIREMENTS: Possession of and ability to maintain a valid Iowa driver's
license and current Class A Professional Golf Association member.
1/2012