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2002-06-11 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 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 June 10, 2002 Elliott C. Margolis Lawrence Nelson Ida Beaver, Recording Secretary Minutes of Monthly Meeting June 11, 2002 Present: John Kenney, Chairman, Michael Pierce, Marianne Doane, Kevin Hobin, Elliott Margolis, and Donald Jones, David Lang, Martin Lawler, and Lawrence Nelson. Absent : None. Guests Doug Johnson (Johnson Golf Management), Cindy, Sal and Jim Modugno (Neighbors), : Lou Bennett, (member), Guido Loporto, (resident senior member), and Bill Coughlin, (City Councilor) Call to Order: Mr. Kenney called the meeting to order at 7:30 pm. He introduced and welcomed the guests. It was noted that a correction should be made to the minutes of the previous meeting of th May 8, that under the Management Contract section, the first sentence should be amended to read, “Mr. Johnson stated that there were 302 memberships and 48 people came off the waiting list.” A motion was made by Mr. Lang to accept the amended minutes of the previous regular th meeting of May 8. Mr. Lawler seconded the motion, and it was approved with all in favor. Next, a motion was made by Mr. Lawler to accept the minutes of the special meeting of April th 30. Mr. Margolis seconded this motion, and these minutes were also approved unanimously. Management Contract: After reviewing Mr. Johnson’s calculations of the rate increase from 2001 to 2002, the Management Contract subcommittee submitted it’s recommendations. The subcommittee’s report shows that the City of Beverly is due a balance of $4,113. Mr. Pierce explained that their report included the calculations of the rate increase for the over 80-year old members and the junior members. Mr. Johnson felt the City should not benefit 100% from the seniors and juniors. He explained that the City should get a certain percent of the rate increase, and Johnson should get the rest. He said that there would be no incentive to increase the memberships in these categories. Mr. Kenney stated that a process needed to be developed to figure out what the rate increase should be. Ms. Doane made a motion for the subcommittee and Johnson Golf Management to calculate how to handle the junior and over 80-year old rate increases, and report back at the next regular Commission meeting. Mr. Lawler seconded the motion with all in favor. Next, Mr. Kenney asked if there had been any response to the letter, which was sent by the Mr. Pierce to Peter Gilmore containing questions regarding duties and responsibilities pertaining to the management contract. Mr. Pierce replied that he hadn’t received a reply yet, but that he would follow up on this before the next meeting. Beverly Golf & Tennis Commission Minutes of the Monthly Meeting Page 2 of 3 Facilities: The Facilities subcommittee handed out monthly Income and Expense Reports for May and June. Mr. Lawler stated that Tom Durkin approved the report of the bills, and will establish a contingency fund for the payment of large, unforeseen items or expenses. Next on the agenda was a discussion of the Gale Report capital improvements and proposed schedule for the structural engineering, design and bid phase. A suggestion was made by Mr. Lang to possibly open the bid to other contractors. However, Mr. Kenney said that the Beverly Building Commission had experience with Gale Associates in the past and felt confident with them. Also, he said that the project would potentially be delayed if a new engineering firm were engaged. Mr. Lang suggested that the veranda repairs might not be as extensive as Gale suggested and could possibly be completed for the same $40,000 that would be spent simply on the design and bid work. Mr. Kenney directed the Facilities subcommittee to talk with Ray Bouchard of the Building Commission to see if this alternative is possible. Old Business: Mr. James Modugno (golf course neighbor) was asked to comment on the status of the practice range since he attended our April meeting. He said that balls were still landing in his yard, and he presented the Commission with a small bag containing balls that he picked up from his property. He said that the neighboring residents need to be protected and that the City was subject to liability. Mr. Johnson stated that he was in the process of adding signs to limit the use of clubs on the range to shorter distances. Mr. Modugno said that the rules should be strictly enforced and a penalty should be enforced for not abiding by the rules. Otherwise they will be ignored. Ms. Doane suggested placing flags with targets out on the range to give the golfers something to aim at short of the end of the field. When asked about the installation of netting, Mr. Modugno said that he felt that nets would only serve as an invitation to hit the balls farther. A motion was made by Marty Lawler to restrict clubs used on the practice range to 7 iron or higher. Any member found using a lower club would have their golfing privileges suspended for at least one month. If the offender were a public golfer, they would not be allowed to play at Beverly for at least one month. Mr. Nelson seconded the motion. Councilman Coughlin suggested also not allowing golf bags on the practice range in order to remove the temptation to use a wood or low iron. The motion was passed by a vote of 6 to 2. Also, a motion was made by Mr. Pierce to have the subcommittee explore putting netting up to protect the abutters. This motion was seconded by Mr. Hobin and passed by a vote of 6 to 2. Policy and Grievance: Mr. Lou Bennett brought up the subject of guest policy. He stated that under the previous management a guest could not be invited to play by a permit holder more than once per month. Since Johnson Golf does not have this policy, some guests are playing every week with the same group. He stated that these guests effectively have the same golfing privileges as a permit holder, without paying the annual fee, and without going on the waiting list. He asked the Commission to institute a policy to limit guests to one round per 30 days. Mr. Johnson said that he would have a sign in book for guests in the pro shop so that he could track how often this happens. The Commission members agreed that the permit holders could manage the guest limitations among themselves without a formal policy from the Commission. No action was taken. Because it was getting late, the discussion of the 2002 rulebook would be held off for the next regular meeting. Beverly Golf & Tennis Commission Minutes of the Monthly Meeting Page 3 of 3 New Business: Mr. Kenney read an invitation from Doug Johnson inviting all Commission members to a golf outing sponsored by Johnson Golf as an appreciation event for the City of Beverly. The nd. event is called the Mayor’s Cup and it will take place on Saturday, June 22 All Commission members are invited to participate and should RSVP to the pro shop. Adjournment: Mr. Lang made a motion to adjourn at 9:30 p.m., which was seconded by Mr. Pierce with all in favor. The next regular monthly meeting of the Commission is scheduled for Wednesday, July 10, 2002, at 7:30pm at the Beverly Golf & Tennis Club. Respectfully submitted, Ida Beaver Recording Secretary