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2002-11-13 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane November 29, 2002 Kevin F. Hobin Donald E. Jones Martin J. Lawler, III Minutes of Monthly Meeting Elliott C. Margolis Lawrence Nelson November 13, 2002 Ida Beaver, Recording Secretary Present: John Kenney, Chairman; Michael Pierce, Vice-Chairman; Marianne Doane, Kevin Hobin; Martin Lawler; Donald Jones and Lawrence Nelson Absent : Elliot Margolis Guests: Doug Johnson (Johnson Golf Management); Peter Iovanni (President of the Men’s Association); and Guido Liporto. Call to Order: Mr. Pierce called the meeting to order at 7:30 pm. A motion was made by Kevin th Hobin to accept the minutes of the previous meeting of October 9. Marianne Doane seconded the motion, and it was approved with all in favor. Facilities: Mr. Lawler handed out the monthly Income and Expense Reports for October, and he stated that bills, which were authorized for payment, were not necessarily paid in the same month. He said that he is keeping a running tab of bills paid. A motion to accept the reports was made by Marianne Doane, which was seconded by Don Jones and passed unanimously. Mr. Kenney distributed a copy of the 2002 USGA Turf Advisory Service Report. He noted that the report identified the maintenance building that contains toxic pesticides and fertilizers as an area of immediate concern. Mr. Kenney reported that the City had opened the bids on the veranda repair project and was in the process of awarding a contract to the low bidder, GVW. The low bid was approximately $545,000. Mr. Kenney agreed to ask Ray Bouchard to schedule a meeting with the contractor, Johnson Golf and Gale Associates for a presentation of the plan. Management Contract: Mr. Kenney passed out a reply from Peter Gilmore, City Solicitor, and asked that the Management Contract Subcommittee review it and draft a response if necessary. Next, Mr. Kenney handed out the proposed rate increases for 2003. The Commission and Johnson Golf considered the present economic downturn, the fees charged at similar clubs, the 2002 consumer price index and the size of the 450-person waiting list. All of these factors led the Commission to recommend a five percent (5%) increase for all permit categories with the exception of junior golfers and those who are over 80 years of age. No increase was recommended for the latter two categories. Beverly Golf & Tennis Commission Minutes of the Monthly Meeting Page 2 of 3 Ms. Doane made a motion to accept the proposed rate increases, and Mr. Jones seconded the motion, which was then amended to note the fact that the increase was commensurate with other fees charged at other golf clubs in the area, since the increase was in excess of the Consumer Price Index, which is the amount allowed by the Management Contract, except when the increase is commensurate with rates charged at other golf clubs in the area. The amended motion was passed with all in favor. Mr. Kenney will send the recommended rate increase to City Council for their approval, in accordance with the charter of the Commission. The proposed rate increase will generate additional revenue of approximately $16,000 for the City, which is our 60% share of the entire increase of $27,193. Johnson Golf will receive a 40% share of the increase, in accordance with the terms of the Management Contract. Mr. Johnson said that a request for tee time preferences would be sent to all permit holders with their annual registration package. Policy and Grievance: Mr. Kenney reported on the responses from the 25 persons who took leaves of absence in 2002. 15 requested a second and final leave for 2003; 3 plan to return to active status; 1 letter had an incorrect address and will be re-sent; 1 resigned and 5 did not reply. Mr. Kenney was asked to send a letter to those who did not reply to confirm that their lack of response would be considered as a resignation. The Commission discussed the potential for abuse of the guest policy. If too many guests play during the permit holder times, there may not be enough time slots for all permit holders. Ms. Doane commented that the increased number of guests causes the women’s groups to start later and could become a problem next season. The Commission took no action at this time, but may consider action if this potential problem materializes. New Business: Marianne Doane asked for four days to be blocked off ahead of time for the Junior Membership tournaments. Mr. Johnson suggested that the Juniors submit a proposed tournament schedule to him for consideration. A motion was made by Mr. Hobin to approve $500 for bushes and shrubs and $1,750 for paving. Mr. Lawler seconded the motion with all in favor. Mr. Johnson requested that the Commission consider investing in the construction of rest room facility near the pro shop. He reported that the area already has access to plumbing and could be built for $10,000 to $15,000. He added that Johnson Golf would like to incorporate a snack bar into the building and would consider paying part of the construction costs since they would generate revenue from the snack bar sales. Mr. Lawler made a motion to approve $1,400 for a site plan to be drawn up. This motion was seconded by Ms. Doane and was approved unanimously. Tuesday, It was announced that the next monthly meeting would be held on th December 10 at 6:pmHoliday Dinner , and a would be held immediately following. All members along with their spouses or significant others are invited to attend the Beverly Golf & Tennis Commission Minutes of the Monthly Meeting Page 3 of 3 dinner. The Commission plans to present a plaque to former chairman Louis Bennett at the dinner. Adjournment: Mr. Lawler made a motion to adjourn at 9:00 p.m., which was seconded by Mr. Pierce with all in favor. Respectfully submitted, Ida Beaver Recording Secretary