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Golf and Tennis Minutes 08-11-2020 CE (Y Oi f_F:W_R[Y MEETING MINUTES RECEIVED Ci7Y -I,_I Board: Golf and Tennis Commission ZR5 XJ! 3 0 A !1: 21 Date: August 11, 2020 Location: Zoom Members Present: Chair'William Lowd, Vice-Chair Martin Lawler, Andrew Cooper, Chad Crandell Members Absent: Kevin Ascolillo, Arthur Athanas Others Present: City of Beverly—Sean Ciancarelli GFMI Staff— Steve Murphy, Chris Carter Opening Remarks: Bill Lowd—Welcome all via Zoom. Bill did a roll call. Andy Cooper: Motion to approve the minutes of July 14, 2020, Marty Lawler seconded. The motion carries (4-0). Financial Update Report: City Hall is still closing FY20. Martin said it was hard to talk to them now for information. Bill created a BG & T Financial Balance sheet that includes FY21 projects and the FY21 budget. All FY20 projects completed, were paid in FY20, some projects may be carried over to FY21. CPC Round 5 Status—Update: OPM and Architect contracts are both in review with the City Solicitor, nothing has gone forward due to the COVID-19 shutdown. Golf Course Review: XGD Systems—Project is Installation of Classic Greens Drainage Systems on 5 holes. Starting with hole#2,holding off until Fall of 2020 at cost of$10,000. Balance of holes 44, 5, 6, and 17 to be scheduled upon review of results of hole#2. Project has been approved for balance of proposal. Possibly may need a new quote to update with prevailing wages,David Gelineau to handle this. BSC Group - :This project is for wetland delineation,regulatory analysis,preparation and submission of permit applications relative to wetland maintenance on the#12 & #18 course fairways. Contract has been sent to BSC with the standard terms and conditions and has been replied to with a BSC request to incorporate their"indemnification" changes. This request has been forwarded to City of Beverly Solicitor for approval/incorporation, awaiting approval. BSC -The total of$24,7000 for the scope of this work has been approved. Chris Carter advised that the work will not be all done at once, but in phases. Steve Murphy agrees, all the work is in place to be done. This will include work by Mark Mungeam of Golf Design who will do a design for the pond, create a plan for the pond and the 18"' fairway. We need to have a latest quote from him, which should include fixing the drain in the pond. Drainage and Paving; Sean advised it is okay to start as long as the financials are set. Bill advised the money is set. This would be for the yard drainage and for the hot top paving. Paving would be from McKay Street to the cart path coming from the 8°1 cart path on the golf course. Andy Cooper: Makes a motion to perform maintenance in Lot C for$15,580; Kevin Ascolillo seconded. The motion carries (5-0) Company is EKB. Kevin Ascolillo: Make a motion for hot top paving for$40,000;Martin Lawler seconded. The motion carries (5-0) Company is EJ Paving. Sub-Committee Report of Golf course projects: Andy advised we are pushing the BSC contract forward. We are rescheduling the XGD work, the first green(# 2) in the fall and plan to examine the work for the remaining for other 4 greens. Also talked about revamping the#1 green. Talked with Mark Mungean, who said it will cost $90K to place the pin. Steve Murphy looking at alternate approaches to level the green. Andy said golfers still commenting on how good the greens look; kudos to the GFMI team. Nursery, other - expand the nursery to help with redesign of the#1 green; located off to the side of# 13, want to use it as a nursery when we redo 41, it will match the green; Steve advised will want to purchase a green mix on the nursery, match it up, and roll it all in. Will sod it out in November,play on it in May, and make it a spring project. If all is a go ahead, we would start in August for the air purification and put the plugs in, and then roll it in. First green will not be rebuilt until 2021. We start in August this year to be ready for August next year. Steve advised they need$10,000 for the work. Martin Lawler: Made a motion to authorize $10,000 to reseed the nursery, seconded by Andy Cooper. The motion carries (4-0) Electrical carts: adding electrical power to the cart barn as a means to switch over to electric carts. Chris advised an excavation company is needed to upgrade the power source in order to go to electric carts. The electric carts are currently on a 5-year lease, we are in the fourth year and the lease ends late 2021. We will start renegotiating the lease. There is power at the area on the driveway by the tennis courts, but not enough power to take all the carts. Steve thought the clubhouse renovation might help with expenses, Could the new service from McKay Street down to the parking lot on the left side help with the electric if we had a separate service for the electric?This is where the new traffic light is going in. Sean Ciancarelli will start the conversation with Steve Murphy and National Grid. Practice bunker and practice mats: Andy brought up the practice mats which we have talked about for years to have. Chris Carter advised the process. For a practice drive range area,you can lay out carpet on stone dust or sand; or you can pave it with concrete and lay out the mats, but they do not last this way. Chris would like to do a one-piece mat that will not wear out and lasts 5 years. Mats work for the drivers. Chris is getting a price on a mat, size 10'x50' if he could guess. The current mats are adequate, but this is something to work on. Steve Murphy discussed the addition of the practice bunker. Dig out 8"of the material, put the sand down then raise the lip 3 feet, then another lip of 6 feet so you can have different shots. Steve said he could start this in August. Bill Lowd asked about cost. Steve said he has the gravel already, and the loom,just needs the sod; it is more labor intensive than costly.Need a quote for sod. ADA Items: Sean has a temporary fix for the lack of the ADA stall in the bathroom. If we post, that the bath is closed, will still have enough stalls on the second floor to meet code. So only have to do the automatic door on both sides; Sean said it is really like a hallway opening. He is talking with Mike Collins and Rob Dever. Sean made a contact with the MAAB representative, but they are remote now. He thinks he can get them to be okay with this and to sartt with the automatic door opener. GFMI: Chris talked about a quote with pricing. Took material out of the 6t"hole for the Ladies' Tee on 181h hole. The quote for the work is$3,190. There should be enough left over to help with the bunker on the driving range. Martin Lawler: Motion to spend$3,190 to finish the ladies' tee on the 18"' hole, Andy seconded. The motion carries (4-0) Mayer Tree:$1800 left to do the stump grinding? Bill to check on it. Chris advised July had the best rounds with 7,172 and we could have done more but the tee times were there. Start down at 9 minutes, so this is very good. We are still riding with the single carts, and do not think this rule will change. Membership fees are up, at$462K, so this is positive, people have the time, and the course is in great shape. The pro shop instruction had a great bounce and is back to normal. The 19"' hole is open, and we went to 50% capacity on the outside and is working good. Mike LaPierre is doing a great job with the tennis. With the inclement weather, he has been moving the tennis to Bass River to go inside due to the rain. Mike advised all is going well. He is pleased he could open the junior program and it filled up for the summer. Under the rules,he must space the courts have plenty of hand wipes for cleaning, and all players have individual balls. Mike is excited to be having another tournament in August. Ad i©urnment: Martin Lawler: Motion to adjourn the meeting, seconded by Kevin Asoclillo. The motion carries (5-0) (Arthur back on zoom connection)