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2002-07-10BEVERLY GOLF & TENNIS COMMISSION 134 McKay Strozt BEVERLY, MASSACHUSETTS 01915 Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane Kevin F. Hobin Donald E. Joncs David J. Lang Martin S. Lawler, III Ellioti C. Margolis Lawrence Nelson Ida Beaver, Recording Secretary Minutes of Monthly Meeting July 10, 2002 August 5, 200 Absent: None. Guests: Doug Johnson (Johnson Golf Management); Thomas Crean (Mayor of Beverly); Bill Coughlin (City Councilor); Marc Fortier (Salem Evening News); Louis Bennett and Guido Liporto. Call to Order: Mr. Kenney called the meeting to order at 7:40 pm. He introduced and welcomed the guests. It was noted that a correction should be made to the minutes of the previous meeting of June 11th, that under the Management Contract section, a statement should be added that the subcommittee did review the contract and based its conclusion on the terms of the contract regarding the calculation of the rate increase for 2002. A motion was made by Don Jones to accept the amended minutes. David Lang seconded the motion, and it was approved with all in favor Management Contract: Mr. Pierce made a motion to accept the report on rate increases as presented by · the subcommittee. This motion was seconded by Larry Nelson and was unanimously approved. Mr. Ke.nney advised Mr. Johnson that the subcommittee calculated the rate increase payment for 2002 in accordance with the terms of the contract and that the City was still owed $4,113 as stated in the subcommittee report. Mr. Johnson disagreed and said that he would have his attorney look into the matter. Facilities: Mr. Lawler of the Facilities subcommittee handed out monthly Income and Expense Reports for July. A motion was made by Michael Pierce to accept the reports, which was seconded by Kevin Hobin and accepted unanimously. The commission discussed of the Gale Report capital improvements and the status of the veranda repairs. Mr. Kenney reported that Ray Bouchard said the Gale Associates work on the bid specifications was on schedule. Present: John Kenney, Chairman; Michael Pierce, Vice-Chairman; Marianne Doane, Kevin Hobin; Elliott Margolis; Donald Jones; David Lang; Martin Lawler; and Lawrence Nelson. Beverly Golf & Tennis Commission Minutes of the Monthly Meeting Page 2 of 3 Policy and Grievance: Mr. Margolis of the Policy and Grievance subcommittee referred to Mr. Johnson's letter regarding the amendments to the rules and regulations. He stated that Mr. Johnson agreed with most of the amendments, but did not agree with section H of the penalties, where he needed the Commission's approval for enforcement of penalties. Mr. Johnson felt that the Commission's job should be to mutually agree with the rules and back him on enforcement. Mr. Johnson would also like the junior golfers to be able to make tee times one day in advance instead of three days. Also on weekends and holidays juniors will not be permitted to play until 3pm unless permission is granted by management or a green fee is paid. A motion to accept these changes to the Rules and Regulations handbook as stated in Mr. Johnson's letter was made by Mr. Margolis and seconded by Mr. Hobin. The motion passed with a vote of 7 in favor and 2 opposed. The Commission discussed the subject of its members voting on issues that may have a personal effect on them. The chairman suggested that the Policy and Grievance subcommittee would talk to the City Solicitor, Peter Gilmore regarding what the ethics policy should be. A further discussion followed regarding the Mayor's Cup Golf outing. Mr. Pierce, who did not attend the outing, asked to go on record stating that it was a personal decision and a matter of public trust and thought that it could be potentially perceived as a conflict of interest. Mr. Hobin also stated that he thought it was a bad idea. Mr. Margolis disagreed and stated that he saw it as an opportunity for city employees to view the course and its conditions. Mr. Lawler applauded the outing and advised the others to "get over it!" Mr. Nelson made a motion that only the Chairman of the Commission should speak to reporters. Mr. Margolis seconded the motion for discussion. Michael Pierce strongly objected to the motion because he felt that the Commission should not accept any form of a gag order. The motion was defeated by a vote of eight to one. Mr. Kenney also suggested that when the Policy and Grievance Subcommittee meets with the City Solicitor, that they include a discussion of these potential conflicts of interest. Old Business: The status of the practice range was discussed. Mr. Johnson stated that he was in the process of adding signs to ensure the use of short distance clubs on the range. A new letter from Mr. Modugno was received and is attached to these minutes. A motion was made by Mr. Laug to have the Facilities subcommittee investigate the practice range to change it from a shag field to a full scale driving range. Mr. Pierce seconded the motion, and it was passed with all in favor. New Business: A permit holder attended the meeting and took issue with the pool membership rates for 2002. He stated that his rate had increased to $200 over last year. Mr. Johnson advised him that the YMCA directly operates the pool, and it sets the rates with his approval. The Commission received a letter from Robert Mitton who lives on Goodyear Street. His automobile was hit by a golf ball and he sent an invoice for the repairs. The Beverly Golf & Tennis Commisgon Minutes of the Monthly Meeting Pag¢3 of 3 Commission is not authorized to settle any property damage claims on behalf of the City. Mr. Kenney agreed to send Mr. Mitton a letter to advise him that the City's policy is for this type of claim to be brought before the City Council. Mr. Margolis made a motion for the Facilities subcommittee to take pictures of the golf course to have documented conditions of the course. Mr. Hobin seconded this motion. The motion was carried by a vote of 6 to 3. 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, August 14, 2002, at 7:30 p.m. downstairs at the Beverly Golf & Tennis Club. Ida Beaver RecordinS Secreta~ Jim Modugno Ten Colgate Road Beverly, Ma. 01915 Home Phone 978-922-8964 June 18, 2002 Beverly Golf & Tennis Commission C/O Mr. John Kenney Bcvm*ly Golf & Tennis McKay Street Beverly, MA 01915 CC: Mayor Thomas Crean, Peter Gilmore, Mr. Roger Morency, Mr. William Coughlin, Mr. Tmothy Flaherty Council President Mr. Paul Quanci, Doug Johnmn of Johnson Turf Management I wish to thank Mr. John Kenney of the Beverly Gulf & Tennis Commission for the opportunity to appear and speak before the Beverly Golf & Tennis (BG&T) Commission on Tuesday June 11th, 2002. I would also like to extend a thank you to allcommission members as well as Mr. Doug Johnson of Johnson Management for their ability to listen to the issue, for their patience in undestanding the key elements of a save shag field and their help in developing a solution. In the course of the evening it was evident that there is much misinformation concerning the Shag Field and its safe use. Being a resident expert (excuse the pun) on the history of the shag field and its successes and failures I can confidently state that if BG&T Commission along with Johnson management enforce the adopted action then it poses no serious daager whatsoever to thc neighhors of Colgate Road. The three major elements to a safe Shag Field are 1) having a clearly marked area with signs stating no hitling beyond this point. 2) stating boldly & clearly what can be used ( Sign -7, 8, 9, PW, SW ONLY, no bags), 3) enforcement - managing, monitoring and enforcing the rules and the pemalty for failure to comply. These three elements are in the motion presented by Mr. Martin Lawler and approved by 6 other memebers. Let's give this plan a chance to work. In the past when the Commission and Management team worked the issue, several years went by without an issue. I am confident the same can happen. Two members said this action was a band aid and that nets were the permanent solution. I couldn't disagree more. I would be happy to meet with these members and help them understand the issues and the facts better if this would be of help to them. Please permit me to restate the key elements of a safe Shag field What you hit?, Where you hit from? and management oversight. Without the elements... nets are the band aid! If you truly desire a 100% sure thing then I respectfully suggest that the two members should be advocating the closing of the shag field. In closing I wish to acknowledge the efforts of all parties in forging this solution and for you permitting me the opportunity to attend any discussions of netting by the facility group. I shall keep in touch with Mr. Kenney and other members on the progress of our mutual actions. Thank you. I can be reached during the day at 978-282-2258.