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2002-04-10BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, 01915 Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane Kevin F. Hobin Donald E. Jones David J. Lang Martin J. Lawler, III Elliott C. Margolis Lawrence Nelson Ida Beaver, Recording Secretary April 29, 2002 Minutes of Monthly Meeting April 10, 2002 Present: John Kenney, Chairman, Michael Pierce, Marianne Doane, Kevin Hobin, Martin Lawler, Elliott Margolis, Lawrence Nelson, and Donald Jones. Absent : David Lang Guests : Doug Johnson (Johnson Golf Management), Roger Morency and Bill Coughlin, (City Councilors). CO: ALL TO RDER Mr. Kenney called the meeting to order at 7:35 pm. He introduced and welcomed the guests. A motion was made by Mr. Hobin to accept the minutes of the previous meeting. Mr. Nelson seconded the motion, and it was approved with all in favor. MANAGEMENT CONTRACT: When asked about the rate increases over last year, Mr. Johnson said that any difference between this year and last year would go the City. He said that he needed more time to determine the total membership, and that he would get that information along with the new Rules and Regulations to Mr. Kenney before the next meeting. Mr. Kenney informed the Commission that the Management Contract has been signed, and that the Subcommittee (Doane, Jones, Pierce) should look at it closely see what changes have been made or if any exhibits were missing. A motion was made by Mr. Pierce to submit the following questions to the City Solicitor and also request a written response: 1. Is there any existing law—statutory and/or case law—which preclude a party, in this case the Beverly Golf and Tennis Commission, from executing a contract in which it is a party to the contract with duties and responsibilities specified therein? 2. What are the rights, duties, and responsibilities of the Mayor, City Council and the Beverly Golf and Tennis Commission in relation to the leasing, operation and management of the City owned golf course under existing laws and municipal ordinances, including, but not limited to formulating rules and regulations for use of such golf course? The motion was seconded by Marianne Doane, and was accepted by the Commission. Beverly Golf & Tennis Commission th Minutes of the February 13 Meeting Page 2 of 3 The Commission questioned whether the City Solicitor could take responsibility for signing the Contract on the Commission’s behalf. Mr. Kenney also noted that Exhibit G had been modified to remove the words “equally shared.” As a result, the Friday tee times between 10:00 a.m. and 2:00 p.m. would be reserved for permit holders to call in up to seven days in advance. Any tee times not reserved by permit holders would be available for the general public up to five days in advance. FACILITIES: Members of the Facilities subcommittee discussed their meeting with Finance Director, Tom Durkin, regarding the Enterprise Fund. Mr. Durkin informed the members that the fees received from the Manager of the club were deposited into the General Fund. The City then transfers funds into the Enterprise Fund at the direction of the Mayor and Finance Director, to provide sufficient to pay the expenses of the club. It was felt by the subcommittee members that the fees received from the club should first be credited to the Enterprise Fund, and any transfer to the General Fund be treated as any other invoice for payment. A motion was made by Mr. Lawler to request that the City issue a bond to fund the capital repairs of the facilities. Mr. Margolis seconded the motion. Ms. Doane had a question as to the best feasible options for bonding. Mr. Lawler said that it’s put out to bid. Mr. Pierce had a questions regarding timing. The motion was unanimously accepted to request that the City issue a bond to fund the capital repairs that were outlined in the Gale Report, including the clubhouse veranda, pro shop, maintenance building, etc. Mr. Kenney stated that he would send a letter to Ray Bouchard of the Building Commission to inform him of the Commission’s decision to go forward with a bond for a comprehensive capital repair program. Mr. Jones agreed to check with the Historic Society to see if the veranda has to be rebuilt to the appearance it had when it went on the historic register, or can it be removed. It was determined that a payment process for ongoing capital affairs be approved at the next meeting. POLICY AND GRIEVANCE: Mr. Hobin and Mr. Margolis will present a revised and updated policy regarding the Wait List at the next monthly meeting. Concerns were raised by the permit holders as to the wording of the rules and regulations, particularly as to food on the course, and tee time privileges for junior members. The newly revised Rules and Regulations handbook has been sent out for printing and should be available next week for the Commission to review and approve before being issued to the permit holders. A special Commission meeting may need to be held in order to accomplish this quickly. OLD BUSINESS: Mr. Pierce requested some additional time to reply to the letter of Stephen Tufts. Mr. Kenney passed out a letter from James Modugno along with a statement signed by other bordering residents of Colgate Road stating their objections to the proposed practice range improvements and their opposition to any netting to be installed along the back of their property. Mr. Kenney suggested that Johnson Golf Management wait for a season to see the impact of using the practice range for overflow parking during large events. Johnson was requested not to do any construction on the practice range without input from the Commission. NEW BUSINESS: The letter from Robert Call who has been on the waiting list for several years, requesting a reimbursement of his money was discussed. It was noted that Friel has the money, and a refund was not likely to be given. A motion was made by Mr. Margolis to have Mr. Kenney reply to this letter stating that the Commission has considered it, but unfortunately the deposit is not refundable. The motion was seconded by Mr. Jones and was approved with one member opposed. Mr. Kenney distributed a newspaper article that specified the Peabody Municipal Rates. Beverly Golf & Tennis Commission th Minutes of the February 13 Meeting Page 3 of 3 A motion to approve a leave of absence for Thomas Paige was made by Ms. Doane and seconded by Mr. Margolis. Also, a motion to approve a leave of absence for Mr. Marshall was made by Ms. Doane and seconded by Mr. Hobin. Both motions were approved. A suggestion was made by Ms. Doane for the permit holders to have a fundraiser outing to the benefit of the Building Fund. The fundraising outings are managed by the Mayor’s office, so the permit holders were directed to make a request to the Mayor’s office. A: DJOURNMENT Mr. Jones made a motion to adjourn the meeting at 9:30 p.m., which was seconded by Mr. Hobin with all in favor. The next regular monthly meeting of the Commission is scheduled for Wednesday, May th 8 at 7:30 p.m. Respectfully submitted, Ida Beaver Recording Secretary