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2003-06-11BEVERLY 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 Donnld E. Jones Matin J. Lawler, III Eiliott C. Margolis Lawrence Nelson Ida Beaver, Recording Secretary J~e18,2~3 Minutes ofMonthlyMe~ing June 11,2003 Present: John Kenney, Chairman; Kevin Hobin; Martin Lawler; Marianne Doane; Lawrence Nelson; Michael Pierce, Vice Chairman; Elliott Margolis; Eileen Duff; and Donald Jones Guests: Don Lyons (Club Golf Pro); and Lou Bennett Call to Order: Mr. Kenney called the meeting to order at 7:04 pm. A motion was made by Donald Jones to accept the minutes of the "Special" meeting of April 17, 2003. Kevin Hobin seconded the motion, and it was noted that the minutes should be amended to state that the reason why the new rates were accepted was because of the negotiated discounts for the 10-round discount pass upon the condition thnt the residents would receive a discount over the non-residents. The rate for residents is $315 and non-residents is $350. The minutes were unanimously accepted as amended. Next, a motion was made by Kevin Hobin to accept the minutes of the May 14th meeting. Donald Jones seconded the motion, which was approved with all in favor. Management Contract: Mr. Kenney handed out copies of the letter to Doug Johnson regarding the 2003 p~tt,it increase payment of $64,031 due the City, along with an attached spreadsheet detailing the calculations. He also noted that there were 3 more leaves of absences (one husband and wife, and one single) resulting in $150 less leaving the amount of $63,881 owed the City. Next, Mr. Keuney passed out a memo from Peter Gilmore regarding the Insurance wherein it states his concerns that the insurance coverage does not meet the contract requi~vments. Liquor liability must be included in the coverage. There was some question as to beer being sold on the course. Would a separate liquor license be needed for the course or is this covered by the 19th Hole's liquor license? Many Lawler suggested that Peter Gilmore be asked to supply the Commission with his opinion. He also asked if we really want to have liquor on the course. Kevin Hobin made a motion to have John Kenney send a letter to Peter Harrison asking him to outline the policy for selling beer on the course and the necessary permits to do so. Marty Lawler seconded this motion. Mike Pierce made a motion to also ask Peter to provide copies of these permits to the Commission. Mr. Margolis seconded this motion. The amended motion was passed with all in favor. Beverly Golf & Tennis Commissiou Minutcs of thc Monthly Mccting Page 2 of 3 Also, a motion was made by Marry Lawler to ask Peter Gilmore for his opinion of the City's liability regarding sale or distribution of alcoholic beverages for on course outside of the clubhouse and the permits necessary. Elliott Margolis seconded this motion, which passed unanimously. Facilities: Mr. Lawlor handed out the Monthly Income and Expense Reports. He noted that there was a payment due to Rotundi for resurfacing of the tennis courts, and wanted to know whether it was appropriate for the Commission to pay for this. Mike Pierce said that according to section 7 of the contract the Manager must maintain the tennis courts. A motion was made by Marianne Donne to retrieve the invoice and request why the City should pay it. This motion was seconded by Elliot Margolis and passed unanimously. A motion to accept the Monthly Income and Expense reports was made by Elliot Margolis, which was seconded by Mike Pierce and passed unanimously. The next order of business was the matter of the Practice range. Don Lyons stated that any alterations to the practice field have been put on hold until the fall Mike Pierce suggested that Mr. Johnson should submit a proposal to the Commission. Mr. Kenney stated that he had received a letter from Gail Brady regarding broken slats in the fence on the 14th hole that abuts her property. Mr. Kenney stated that Doug Johnson said he would have his crew repair the damage. Policy and Grievance: Mr. Kenney announced that three more requests for leaves of absence were received and would be approved. Mike Pierce made a motion to not accept any further requests for leaves for this season. Elliott Margolis seconded the motion which was unanimously passed. Don Lyons reported that Johnson Golf would refund the $60 rental fee to people who' rented the lockers since they haven't been able to use them yet. It was also felt that the City should get part of the locker rental fees. Mr. Kenney directed the Management Subcommittee to look into the matter of whether the City is entitled to share in the revenue for the rental of the lockers since the City paid for the new lockers to be installed. In regards to the matter of the bathroom by the Pro shop, Mr. Kenney reported that Doug Johnson was in the process of getting the approval of the Building Inspector to install a prefab building. Eileen Duff asked if it would be handicapped accessible and would meet the ADA Compliance. Mr. Kenney asked her to check with Joe Ekstom of Johnson Golf Management. Old Business: Mr. Kenney directed the Management Subcommittee to ask Peter Gilmore the status of the wait list money that was paid to Friel Golf Management, and to also find out if Friel still has a lawsuit pending against the City. Mr. Pierce stated there was a need to ask Doug Johnson about the status of the netting along the 12tu and 13t~ holes. Beverly Golf & Tennis Commission Minutes of th~ Monthly Meeting Page 3 of 3 Old Business: Mr. Ken~ey passed out a letter he had drafted to help Johnson Golf give the members an update on the work being done on the greens to recover fi'om winter damage. The Commission suggested that Mr. Johnson write his own letter, and Mr. Kenney agreed not to send his draft letter to Mr. Johnson. Mr. Louis Bennett stated that thc course was in the worst condition he had seen in 50 years, that the sand traps are in bad shape and the conditions were deplorable. He asked what the Commission was doing about the situation. Mr. Pierce said that Johnson Golf Management should follow the statement of work described in the Management Contract. He referred to Exhibit E regarding the maintenance log. Mr. Kenney appointed an Ad Hoc Grounds Committee to request the log from the grounds keeper, to review the work being done and to report back the Commission. Mr. Kenney appointed Mike Pierce, Marianne Doane and Don Jones to the Ad Hoc Committee. Mr. Margolis agreed to take more photographs of the course. Marty Lawler made.a motion for the Commission to request that the permit holders receive compensation for not being able to have full use of the golf facility, especially in light of the fact that similar considerations have been granted for the outings in the form of a pro shop credit. Marianne Doane seconded the motion. Elliott suggested that maybe there should be no permit increase next year. Mr. Bennett suggested that the form of compensation, if any, be left up to Johnson Golf Management. Mike Pierce disagreed with the motion that there should be a specific proposal. He stated that the pea'ii& hold~ have had full use of the course. Don Jones also disagreed with the motion. Kevin Hobin suggested an info,.al request be made to Johnson. At this time, Mr. Kenney asked for a vote on the motion. The result was two in favor and six opposed. The motion was not carried. Eileen Duffmade a motion to request that Mr. Johnson come to the next Commission meeting. Marianne Doane seconded the motion which passed unanimously. New Business: Mr. Kenney announced that he received a letter from the Mayor stating that the City is planning to give a training meeting for meanbers of City Boards and Commissions to address areas of critical concern for all those who serve in a public capacity. The meeting will be held on Saturday, June 21st from 9- 12 am at the Senior Center. All Commission members were encouraged to attend this meeting. Kevin Hobin announced that the Recreation Depa~huent has started operations at the pool. Adjournment: Mike Pierce made a motion to adjourn the meeting at 9:14 p.m. Kevin Hobin seconded the motion with all in favor. The next regular Commission meeting is scheduled for Wednesday, July 9, 2003, at 7:00 p.m. at the Beverly Golf& Tennis Club. Respectfully Submitted, Ida Beaver Recording Seer~tary