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2001-05-15BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 Commission Members John D. Kenney, Chairman James J. O'Leary, Vice Chairman Jack L. Altshuler Louis D. Bennett Dennis P. Crimmins Patricia B. Grimes Kevin F. Hobin Elizabeth A. Murphy William A. Walo Kimberly A. Cotreau, Recording Secretary May 15, 2001 MINUTES OF MEETING: All Members were present except Mr. Crimmins Others: Mike Farrell, Arthur Orechia, and Marc Fortier - Salem Evening News Mr. Kenney called the meeting to order at 7:32 p.m. Mrs. Murphy made a motion to accept the minutes of the last meeting. Mr. Hobin seconded with all in favor. COMMITTEE REPORTS. Facilities: At the last meeting there was discussion in regards to changing from gas golf carts over to electric carts. Mr. Kenney made a call to John Dunn, City Treasurer, to reconfirm there was money left in the budget to do so. Massachusetts Electric had given a price of $18,000.00 to bring electricity of that kind onto the property, and then $12,030.00 to set up the cart barn. Mr. Dunn confirmed that there was $50,000.00 remaining in the budget for the fiscal year ending June 30th to move forward with this transition from gas carts to electric. Mr. Farrell updated the commission on his discussions with Massachusetts Electric in regards to bringing the electricity onto the property, and setting the cart barn up for electric carts. At this time we have been put on a list for installation. We were originally scheduled for April, but this has been pushed back with no further date at this time. Mike Farrell pointed out an old storage trailer located at the cart barn at the last meeting. There was some discussion about having it removed. Mr. Farrell will look into the options, and update the commission at the next meeting. At the last meeting there was discussion in regards to the extensive damage to the veranda roof. The prices from Gale Associates seemed a little high to write a report, and set up a bid. The commission agreed that Mr. Kenney should call Gale Associates, as well as Ray Bouchard, Chairman of the Building Commission to see if this is the route to go, or if they should just hire a contractor and have the repairs done. After speaking to Gale Associates and Ray Bouchard all parties have agreed that the club should hire Gale Associates to review the damage, write a full report, and prepare the bid specifications to have the necessary work done. Beverly Golf & Tennis Commission Minutes of Monthly Meeting Page 2 of 3 Mr. Farrell reported that he had Homeowner's temporarily shore up the veranda roof and take the wood off more columns on the veranda. Dave Morand from Gale Associates will meet with Tim Brennan, the city Building Inspector and Mike Farrell on Friday to assess the work that needs to he done to the veranda. At the last meeting Mr. Farrell brought to the commission's attention that there was a problem with a cooler behind the bar in the function hall. Upon taking the bar apart to find the issue, they became aware of numerous problems. The plumbing did not meet code and there was also an issue with the floor rotting due to water damage. Mr. Farrell was pleased to announce that all the necessary repairs have been made, and cost less than than commission approved last month. Mr. Farrell spoke to the commission in regards to the northeast region being under major devastation this year due to the winter weather, and the affects it has had on the greens. He has expressed the need for a new top dresser to get the greens hack to an acceptable state. A new top dresser cost between $5,000.00 & $6,000.00. Mr. Walo made a motion to authorize the management to purchase a top dresser after 3 quotes have been received. Mr. Altshuler seconded with all in favor. Policy & Grievance: The minor changes made to the Tee Time Policy that were discussed previously have been made, and entered into the policy book. In regards to the request from Mr. Bob Call, a 74-year old man that has been on the waitlist for so long that he would like his deposit back was brought up again. The commission has extensive discussion on having a one-time offer to all waitlisted people that would like to have their deposit refunded, and their name removed from the list. Mr. Walo made a motion to accept this one time offer be made to clean up the list. Mr. Bennett seconded the motion with discussion. The motion was amended to include the review and approval of Marshall Handly, City Solicitor. The motion was approved unanimously. Numerous issues arose in regards to the details of implementing the refund. Mr. Altshuler made a motion to reconsider, which was seconded by Mr. Bennett, with all in favor. Mr. Altshuler then made a motion to table the issue, which was seconded by Mr. Bennett. It will be re-opened at the next meeting. Budget, Audit, and Long Range Planning: Mr. Kenney reported that he received the May payment of $105,000.00. This is the fourth installment of five for 2001. The payment will be delivered to John Dunn, City Treasurer. Mr. Kenney presented a proposed budget, which summed up the Gale Associates recommended repairs. Mr. Kenney will give a copy to John Dunn; Finance Director, to review, and possibly include in the city budget for next year. Mr. Bennett made a motion to send the budget for approval. Seconded by Mr. Altshuler, with all in favor. Old Business: Nothing to report. New Business: Jim Wessman, the new Chef at the Beverly Goff and Tennis Club introduced himself to the commission, and welcomed any suggestions that anyone may have. Mr. Modngno has sent a letter in regards to the danger of stray golf balls being hit towards his house. He is looking for a solution to this issue ie. Signs, member notification etc. Mr. Kenney Beverly Golf & Tennis Commission Minutes of Monthly Meeting Page 3 of 3 asked Mr. Farrell to send a letter to Mr. Modugno letting him know that the commission and management will take steps to resolve the problem, and invite him to a future commission meeting to discuss potential solutions. Mr. Edward McCarthy and Mr. Bill Ferman have submitted requests for a leave of absence for half of the golf season. Mr. Walo made a motion to deny their request because it does not comply with the policy for a leave of absence. Mr. Bennett seconded. Mr. Kenney suggested that the leave of absence policy be sent with their denial letter stating that he may take a leave only for a full year at a time. Sales Report: Mr. Farrell submitted the April Sales report. Mr. Altshuler made a motion to adjourn the meeting at 8:35, and was seconded by Mrs. Grimes. The next regularly scheduled meeting will be June 13, 2001. Repectfully Submitted, Kimberly A. Cotreau Recording Secretary Beverly Golf and Tennis Club Commission Income for Calendar 2001 Rental Income 4 % Membership Fee Increase Total Income Emergency and Anticipated Expenses Convert to electric carts Veranda roof repairs Veranda masonry repairs Install chair lift for handicapped access Replace maintenance building Exterior woodwork repair to clubhouse Replace carpet on Men's Locker Room stairs Repair clubhouse facade and stucco Repair clubhouse roof leaks On.Going Plumbing, HVAC, Electrical and Misc. Expenses Total Emergency and Anticipated Expenses Immediate Recommendations (Gale Report) Site Civil Engineering, Drainage Pro Shop Exterior Repairs Cart Barn Exterior Repairs Pool House Exterior Repairs Clubhouse Interior Repairs Pro Shop interior Repairs Pool House Interior Repairs Clubhouse HVAC Pro Shop HVAC Cart Barn HVAC Pool House HVAC Clubhouse Plumbing/Fire Protection · Pro Shop Plumbing/Fire Protection Cart Barn Plumbing/Fire Protection Pool House Plumbing/Fire Protection Clubhouse Electricel Pro Shop Electrical Pool House Electricei Total Immediate Expenses Future Recommendations (Gale Report) Repave main parking lot Replace cart barn Pool House Interior Clubhouse Accessibility 2001 $525,000 25,000 $550,000 $30,00O 15,000 231,419 75,000 225,000 7,500 2,000 10,000 1,500 80,000 $677,419 92,400 27,683 25,350 8,732 35,000 18,500 1,200 210,000 10,500 12,000 6,000 59,000 27,500 35,000 15,000 125,000 7,000 7,000 $722,865 21,000 100,000 32,000 32,000 Beverly Golf and Tennis Club Commission Pool House Accessibility Total Future Recommendations 23,000 $208,000 Other Expenses Resurface middle 4 tennis courts Install drainage for middle 4 tennis courts Additional parking Bathrooms behind 7th tee Move practice range Total Other Expenses 5,200 8,500 34,000 23,500 25,000 $96,200 Beverly Golf & Tennis Club Sales Report for the Month of Apr-01 I hereby certify that the following gross receipts are a true and accurate record for the Beverly Golf and Tennis Club for the month of: April 2001 Golf Permits Lockers Green Fees Cart Fees Pro Shop Income - Golf Clubhouse Liquor Sales Clubhouse Food Soda Sales Function Liquor Sales Function Food/Soda Sales Hall Rental Tennis Permits Tennis Fees Pool Sales Miscellaneous Sales Month $3,745.00 $330.00 $21,080.00 $8,621.50 $14,439.99 $10,774.75 $17,290.20 $1,163.75 $8,971.03 $929.00 $1,669.00 $0.00 $0.00 $225.00 Year to Date $478,401.00 $1,320.00 $21,080.00 $8,621.50 $14,839.94 $24,458.77 $56,048.05 $5,419.13 $34,132.62 $2,821.00 $1,669.00 $0.00 $0.00 $1,350.00 April, 2001 Gross Receipts: $89,239.22 YEAR TO DATE GROSS RECEIPTS: $650,161.01 Dated: 5/9/01 FRIEL GOLF MANAGEMENT, INC. by: Michael N. Farrell Its duly authorized: General Manager Friel Golf Management Company, Inc. 4 Friel Golf Road * Hudson, New Hampshire 03051 (603) 889-3211 * Fax (603) 889-2521 April 20, 2001 John Kenney, Chairman Beverly Golf & Tennis Commission c/o 134 McKay Street Beverly, MA 01915 Dear John: The purpose of this letter is to confirm a couple of items which we have discussed by telephone, but which ! want to be sure are memorialized in some sort of writing. We have discussed the City of Beverly providing electricity for purposes of operating and charging electric golf carts at the Beverly Golf & Tennis Club. Mike Farrell is in the process of investigating and affirming our scheduled dates for the installation of electricity. You have asked us to hold often acquiring new golf carts which are powered by gas engines. We have stopped our order for new golf carts and we are awaiting information on the electricity. We are proceeding with the understanding that the City of Beverly has up to $50,000 budgeted which may be used for the installation of electricity necessary to meet the needs of power stations, etc. for purposes of electric golf carts. If l am operating under a misunderstanding, please let me know. We have also discussed by telephone the status of our management contract. It is my understanding that the City was under a court order to refrain from signing a management contract until just recently. It is now my understanding that the City can sign the agreement. I have previously presented the negotiated contract to Marshall Handly and I am awaiting his return of a signed copy. The contract is the same contract that was discussed and agreed to in February of 2000 when Attorney Handly and Mr. Altshuler met with me. I sent Mr. Handly a letter in March of 2000 indicating that I was proceeding with the understanding that our agreement was in place. The management contract is consistent with the RFP. In the RFP, revenues which were not specifically designated as revenues of the City were deemed revenues of the manager. At our meeting in February 2000, we specifically discussed administrative fees charged for the waiting list. It was agreed that monies generated before our new term were monies owned by the City, but monies generated after the beginning of our term were monies owned by the manager. I continue to be operating under that agreement and assuming that it is still valid. BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 John D. Kenney, Chairman James J. O'Leary, Vice Chairman Jack L. Altshuler Louis D. Bennett Dennis P. Crimmins Patricia B. Grimes Kevin F. Hobin Elizabeth A. Murphy William A. Walo Kimberly A. Cotreau, Recording Secretary Mr. Thomas J. Leonard, Esq. Friel Golf Companies April 25, 2001 4 Friel Golf Road Hudson, NH 03051 Dear Jay: Thanks for your work on providing new golf carts for the Beverly Golf and Tennis Club. As we discussed, the Commission has agreed that we should switch from gas-powered to electric carts. This will save the City the expense and time involved in installing a gasoline tank near the cart barn to eliminate the present problemg we have with re-fueling I checked with John Dunn, our City Treasurer, and he confirmed that the Golf and Tennis Commission has about $50,000 remaining in our budget for the fiscal year ending June 30th, We expect that the cost to have Massachusetts Electric bring power from the street to the cart barn will cost in the range of $25,000 to $30,000, so we have the funds available to cover this work. Please proceed to work with Massachusetts Electric and the golf cart company to make the changeover. Thanks again for your patient persistence. Sincerely yours, Beverly Golf and Tennis Commission John D. Kenney cc: John Dunn Jim Modugno Ten Colgate Road Beverly, Ma. 01915 Home Phone 978-922-8964 May 07, 2001 Mr. Mike Farrel, and The Beverly Golf Commission Beverly Golf & Tennis McKay Street Beverly, MA 01915 Dear Mike, Mike, with another golf season well underway I am very concerned that the safety of my family is once again at risk from errant golf balls coming from your driving field directly into my yard. Matter of fact I had a golf ball land in my pool some 75 feet inside my property line. On two occasions I have approached and spoken to members that had been hitting drivers with a tail wind about the dnager of their actions. On both occasions the gentlemen understood my concern and the liability of their actions. Several years ago BG&T agreed to take several actions such as 1) putting up signs warning of home with children, clearly defining no hitting beyond a certain point. 3) stating that only irons such as 8,9,PW and SW should be used, and 4) a letter was sent to the members. These actions improved the situation greatly and at one point the situation was eliminated. However, I believe the action previously taken need to be revisited. Last year the signs warning of homes with children was placed along the tennis court side which resulted in them becoming overgrown. Not hitting beyod this point was only inforced when I did the notification. This year not a sign is in sight and to make the situation worst BG&T has placed target flags 200 plus yards up the range, which has the effect of encouraging and challenging members to air it out. Many a member has been seen taking a driver and hitting it in the direction of my home from the area beside the 9th green just to get loose. Mike, you have at all times been very receptive in addressing and controlling this situation. I am very concern that with the success and increase use of fucntions/events at the club, that not enough attention is being paid to this very serious problem. Therefore, I am requesting the immediate attention and action by the BG&T Golf Commission. I am requesting that the range be either managed and to me this means; 1) the range is clearly posted, 2) hitting areas are clearly marked, 3) club selection noted, 4) members and guest notified, warned, and penalties enforced, 5) the area must be superviwed or CLOSE it down! I am requesting that you set a meeting up with me, you and the commission within the next 10 days to forge a lasting solution. While this meeting is being called I am strongly requesting that the range be closed until the five points above can be met. Continual disregard for the safety of my family shall be considered an attacked on my family and shall result in the exercising of my legal rights to close the range as was the written opinion of a previous City Solicitor. I fully understand that the actions of few reckless and careless indiviuals are at the root of the issue. Clearly this small minority, but a dangerous minority, may adversely impact the majority of level headed responsible members and guest of this fine golf club. I look forward to working closely with you and others to eliminate the danger to my family as well as the other families with children along Colgate Road. Sincerely, James H. Modugno