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2002-10-09 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 Martin J. Lawler, III November 6,2002 Elliott C. Margolis Lawrence Nelson Ida Beaver, Recording Secretary Minutes of Monthly Meeting October 9, 2002 Present: John Kenney, Chairman; Michael Pierce, Vice-Chairman; Marianne Doane, Kevin Hobin; Elliott Margolis; Donald Jones Absent : Martin Lawler and Larry Nelson Guests: Doug Johnson (Johnson Golf Management); Peter Harrison (Par for the Course); Bill Coughlin (City Councilor); and Guido Liporto. Call to Order: Mr. Kenney called the meeting to order at 7:35 pm. Michael Pierce made a th motion to accept the minutes of the previous regular meeting of September 10. Kevin Hobin seconded the motion, and it was approved with all in favor. Management Contract: Johnson Golf and the City have agreed that $4,113 was owed to the City of Beverly for the 2002 rate increase, and Doug Johnson agreed to send a check to the city solicitor’s office. Mr. Kenney reminded the Commission that each year’s proposed rate increase must be voted upon and sent to the City Council. The rate increase for 2003 will be acted on at the November meeting. Facilities: The monthly Income and Expense Reports for September were distributed on behalf of Mr. Lawler, and a motion to accept the reports was made by Kevin Hobin, which was seconded by Marianne Doane and passed unanimously. In regard to the veranda repairs, Gale has put out an invitation to contractors to submit sealed bids by November 6, 2002. Work shall commence on or after November 15, 2002, and all work must be completed by May 1, 2003. The City and Johnson Golf Management need to arrange for the removal of lockers in the men’s locker room along th with furniture and other furnishings. Also, the furniture and fixtures in the 19 Hole may need to be moved due to the building shoring and construction beneath the first floor and th at the veranda slab replacement. Peter Harrison wanted to know if the floor in the 19 Hole would be replaced. It was also suggested that the Commission ask Ray Bouchard about replacing the door. Elliot Margolis suggested that the old lockers be given to the YMCA, and that they could come and pick them up. Beverly Golf and Tennis Commission Minutes of October 2002 Meeting Page 2 of 2 Policy and Grievance: Mr. Kenney distributed a proposed Leave of Absence Request form to make the process more consistent in the future. A motion was made by Kevin Hobin to accept the form. Elliot Margolis seconded the motion, and it was approved unanimously. It was noted that there were some members looking at not returning and just playing with their friends. The guest policy states that members can bring up to three guests per week. It was agreed that the members, not the Commission should police this. New Business: Marianne Doane made a motion to have the Commission purchase a plaque for Louis Bennett. Kevin Hobin seconded the motion. The motion passed with all in favor. It was agreed that a budgeted amount of $75 would go toward this purchase. Elliot Margolis agreed to contact a trophy supplier to get the plaque made. It was also agreed that the monthly Commission meetings would begin at 7:00pm from now on. Mr. Kenney said that at the next meeting the Commission would need to agree as to what the rates will be. Mr. Johnson stated that all members will be required to make th one payment, instead of two, and that payment will be due by January 15. He also said that a letter would be sent to the members informing them of this procedure. Mr. Johnson would like to have a bathroom facility constructed near the Pro Shop. He estimated that it would cost under $20,000. Mr. Johnson agreed to get proposals to do this project. Also, the Pro Shop windows need replacing. Marianne Doane made a motion to approve up to $4,000 for this project. Kevin Hobin seconded the motion, which was approved unanimously. Also, Mr. Johnson would like to redo the landscape around the Pro Shop and bag drop area. He estimated the cost at $4,000. Marianne Doane made a motion to approve up to $2,000 for this work. Kevin Hobin seconded it, and all were in favor. Marianne Doane noted that the BHS Golf Fundraiser was very successful and raised $11,500. It was suggested that outings should to be spread out so that there were not two outings on the same day. There are four tournaments, plus Citizen’s Day and Homecoming, therefore these tournament dates should be posted early. The Management Contract Subcommittee requested that the Commission send a letter to Peter Gilmore asking again for a response to the questions that were presented to him at the Subcommittee meeting in August. Mr. Kenney asked Ms. Doane to draft a letter to be sent to the Solicitor. Adjournment: Mr. Margolis 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 Wednesday, November 13, 20027:00downstairs scheduled for , at p.m. at the Beverly Golf & Tennis Club. Respectfully submitted, Ida Beaver Recording Secretary