2003-07-09BEVERLY GOLF & TENNIS COMMISSION
134 McKay Street
BEVERLY, MASSACHUSETTS 01915
Commission Members
John D. Kenney, Chairman
Michael P. Pierce, Vice Chairman
Marianne M. Doane
Eileen R. Duff
Kevin F. Hobin
Donald E. Jones
Martin J. Lawler, III
Elliott C. Margolis
Ida Beaver, Recording Secretary
August 8, 2003
Minutes of Monthly Meeting
July 9, 2003
Present: John Kenney, Chairman; Kevin Hobin; Martin Lawler; Marianne Doane;
Michael Pierce, Vice Chairman; Elliott Margnlis; Eileen Duff; and Donald Jones
Guests: Doug Johnson (Johnson Golf Management); Peter Harrison (Par for the Course);
Art Daignanlt (ADA Coordinator); Peter Iovanni (President of the Men's Association);
Steve Follensby (Attorney for Johnson Golf Management); and Lou Bennett
Call to Order:
. Mr. Kenney called the meeting to order at 7:04 pm. At this time he announced that
Larry Nelson had resigned from the Commission and that another appointment will come
from the Mayor's office. Next, Mr. Kenney handed out an updated email address list and
asked the Commission members to check it to make sure the information on it was
correct.
A motion was made by Many Lawler to accept the minutes of the meeting of June 11,
2003. Mike Pierce seconded the motion, and it was approved with all in favor
Management Contract:
Mr. Pierce reported that the Ad Hoc Grounds Committee met with Doug Johnson for
the purpose of discussing the condition of the course. He stated that as a result of all the
snow, cold and ice during the past winter in addition to a cold, wet spring the greens were
severely damaged. When asked about getting covers for the greens, Mr. Johnson said it
would cost about $4,000 - $5,000 to purchase 20 covers but he could not guarantee any
better results from using them, although he felt that they could probably help. He did
mention that his lack of presence possibly contributed to certain work not being done in a
timely fashion, but he also noted that other courses in the area were in just as bad shape.
Mr. Johnson indicated in response to a question that he followed the schedule in the
contract in fact he felt he has done more than required, such as aerating the greens. When
asked about the sand traps Mr. Johnson said that they needed work. He also indicated that
for years the course was not as well kept as it should have been, and this led to certain
shortcomings as we've seen this year. Mr. Pierce did point out that the Ad Hoc committee
did find that Mr. Johnson and his crew were working very hard over that last few weeks
and the improvement was clearly visible. Mr. Johnson reported that the snack shop
project has been put on hold because the project was more expensive than expected and it
would not provide a return on the investment.
Beverly Golf & Tennis Commission
Minutes of the July 2003 Monthly Meeting
Page 2 of 4
Mr. Johnson noted that the USGA will be visiting on August 6 at 8:30 a.m. to tour the
course and report on the conditions. Commission members were invited to attend. Next,
Mr. Johnson wanted to clarify that they did use a snow blower to clear the greens, but it
was not effective. So he felt that it would not be necessary to do it again. As far as new
sand in the bunkers, Mr. Johnson said that new sand is not usually put in bunkers every
year. He felt that the wording in the contract was wrong. What the contract should state is
that there should be a minimum of 3 inches of sand in the bunkers. It also mentions
edging the bunkers in the fall. Mr. Johnson stated that this was done in the spring and
again a few weeks ago. He said that it makes no sense to edge them in the fall when the
season is over. He also made reference to the USGA report of 2001 wherein it pointed out
the poor conditions of the bunkers before Johnson Golf took over responsibility for the
course. He also referred to Dave Tormey's letter, which states that any large-scale bunker
renovations hadn't been done since the 1980's. Mr. Kenney handed out copies of this
letter to the commission members. Mr. Johnson felt that Johnson Golf should not be
blamed for the poor conditions of the bunkers. They have also aerated the greens twice
and top-dressed them at least five times this year. He is doing ail the steps that he feels
are necessary to get the course in good shape. Having consistent sand in every bunker
would be a capital improvement and would cost approximately $50,000 to $60,000.
Next, Mr. Kenney passed out a letter from Mr. Johnson to the Commission wherein
he suggests that the contract should be amended to require aeration of the greens up to
two times and top dressing of the greens up to five times per golf season. Steve
Follensby, attorney for Johnson Golf Management stated that he would be happy to work
out the language of this proposed amendment to the contract regarding aeration and top
dressing and send it to the City Solicitor.
Mr. Johnson said that the Certificates of Insurance had been given to the City. Next,
Peter Harrison spoke about the liquor license. He said that he would be attending a
meeting of the Liquor Commission on July 18th. The liquor license allows alcohol to be
sold in the building but not outside or on the course. He has stopped the sale of any liquor
outside the building. Marianne Donne stated that she looked into this and what is needed
is another permit to extend to the boundaries of the existing license.
Marty Lawler suggested that Mr. Johnson work out a long-range plan with
recommendations for upkeep and improvements on the course. A comment was made by
Mr. Joe Devito who plays at Beverly Golf & Tennis regularly that in the last 30 years he
has never seen this much work done to the course. He commended the greenskeeping
efforts of Johnson Golf Management.
Facilities:
Mr. Lawler handed out the Monthly Income and Expense Reports. He noted that we
are ending the year with a positive balance of $18,000. The largest expense was to
Goldberg Energy for heat and repairs. ($7,467) Most of this was for repairs to the heating
system. He suggested that there is a need to update these old systems for the next
bonding round. He next pointed out a $30,000 encumbrance for the veranda. Tom Durkin
has put that aside. A motion to accept the Monthly Income and Expense reports was made
Beverly Golf & Tennis Commisaion
Minutes of the July 2003 Monthly Meeting
Page 3 of 4
by Kevin Hobin, which was seconded by Marianne Doane and passed unanimously.
Ms. Doane asked what happened with the $10,500 bill for the refurbishment of
the tennis courts that was sent back to Doug Johnson. Mr. Kenney passed out a letter that
he sent to Mr. Johnson for clarification of E.B.Rotondi & Sons invoice. He then handed
out Mr. Johnson's letter explaining that this was intended to be an invoice, and that ail 10
of the tennis courts were done instead of 6 as in the past. Mr. Johnson apologized for not
going out to bid, but he did get two prices. Even Rotundi's price was originally $14,000,
but he had the Johnson Golf Manngement crew do some of the work to reduce the cost.
Mr. Johnson stated that major refurbishments of the tennis courts hadn't been done for
many years, and it is necessary to encourage tennis play. He said that if you ask any tennis
player they would tell you that the courts have never been better. Marianne said that it
was wonderful to see how much the courts are being used. She commented that they did a
fabulous job, and the reputation goes out to the community that this a nice place to play.
She also asked if the refurbishment was necessary every year, and Mr. Johnson replied
that clay courts should be done every year, but it would probably be less expensive next
year. Marty said that this particular bill was more like a proposal, and that it needed to be
in an invoice form to submit it to the purchasing people at City Hail. Mr. Kenney said that
when the Commission receives a proper invoice, the Commission would vote to approve
it.
Next, Mr. Kenney said that Peter Harrison took him on a tour of the locker room and
the carpeting looks great. Peter said that it's not quite completed. He hasn't put any of the
furniture down there yet, because he didn't want them to get any paint on them. The
finish cmpanters miscalculated their timeframe for the installing the little intricate pieces
to keep the historical appearance of the exterior. He says it's going to be beautiful. It will
be open for the member / guest this weekend, and they will be done by the end of the
following week. Mr. Harrison stated that in the late afternoon the veranda gets a lot of
sun, and he wants to have roll down canvas type shades installed. Elliott suggested that he
talk to Richard Strauss (a permit holder) who does this type of work. Marty Lawler made
a motion to authorize payment of up to $1,700 for shades. Marianne Doane seconded the
motion with all in favor.
Mr. Kenney handed out a letter from Gail Brady regarding broken slats in the fence on
the 14th hole that abuts her property. Mr. Doug Johnson said he would have his crew
repair the damage.
Kevin Hobin was asked to comment on the Recreation Department's pool program. He
said it was doing well, but they were in dire need of patio furniture. He felt that the
Beverly Golf & Tennis Club should pay for this furniture because it would stay here and
become the property of the club. Eileen Duff made a motion to authorize $1,200 for the
purchase of table, chairs and umbrellas. Mike Pierce seconded the motion. After some
discussion it was agreed to amend the motion by authorizing $1,500 instead of the
$1,200. This amended motion was approved with all in favor. Kevin also reported that
emergency repairs to the holes in the pool house needed to be done as soon as possible.
He made a motion to authorize $300 for this expense. Marianne seconded this motion that
passed unanimously.
Beverly Golf & Tennis Commission
Minutes of the July 2003 Monthly Meeting
Page 4 of 4
Art Daignault of the ADA office complimented Peter Harrison on his efforts for
providing reasonable accommodations for getting disabled guests upstairs. Mr. Kenney
asked if there was a piece of equipment at the high school that they could borrow for this.
Mr. Daignault said that it was only for manual wheelchairs. He is trying to get
organizations to donate $10,000 for a device that will carry an electric wheelchair plus a
person up the stairs. He said that he was hoping that the elevator gets in before they go
that route. He also stated that he noticed that someone was illegally parked because the
handicapped parking signs need to be put in the proper positions. These signs had been
moved by the city during the veranda renovations. Mr. Kenney said that he would ask
Ray Bouchard to have the signs made permanent. He also asked Eileen to work with Art
on the ordering and proper positioning of signs. Mr. Daignault handed out the results of
the ADA survey of March 17, 2003. Some of the things he noted was that the three
entrances to the building on the side of the tennis courts and pool must be made
accessible to wheelchairs. A lift must be installed for the pool, and the pro shop was easy
to get in but difficult to come out.
Old Business:
Elliott Margnlis stated that because of misinterpretations made by the press that only
the Chairmen should be allowed to speak to reporters. He made a motion as a matter of
public policy the views of the Commission should be expressed only by the Chairman.
Marty Lawler seconded the motion. Mr. Kenney then asked for a vote on this motion.
The result was two in favor and four opposed. The motion was defeated.
Mr. Pierce gave compliments to Tom Smith and Dave Tormey on an excellent job
with the course. Marianne complimented Clifton the beautiful job with the flowers on
and around the course.
New Business:
Mr. Johnson announced that a Junior Golf Tournament (The Junior Open) would be
held on Tuesday, July 22nd. He said there would be a nominal fee of $5, which would
include hot dogs and soda.
Adjournment:
Mike Pierce made a motion to adjourn the meeting at 9:30 p.m. Marty Lawler
seconded the motion with all in favor. The next regular Commission meeting is
scheduled for Wednesday, Augnst 13, 1003, at 7:00 p.m. at the Beverly Golf & Tennis
Club.
Respectfully Submitted,
Ida Beaver
Recording Secretary