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2004-07-14 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane July 2, 2004 Eileen R. Duff Minutes of Monthly Meeting Gary Lambert Martin J. Lawler, III July 14, 2004 Elliott C. Margolis Ida Beaver, Recording Secretary Present: John Kenney, Chairman; Michael Pierce, Vice Chairman; Martin Lawler; Marianne Doane; and Elliott Margolis Guests: Steve Follansbee (Attorney for Johnson Golf Management); Doug Johnson (Johnson Golf Management); Mike Mercier (Tennis Pro); Dave Mussen; Louis Bennett, and Peter Iovanni Call to Order: Mr. Kenney called the meeting to order at 7:00 pm and welcomed the guests. Elliott Margolis made a motion to accept the amended minutes of the previous meeting and Marianne Doane seconded the motion that was unanimously approved. Management Contract: Mr. Kenney announced that the City Council approved the requested amount of $241,000 for fiscal year 2005. Part of that amount (about $67,000) will be used for debt service on the veranda. The remainder will be used for capital improvements, maintenance, and a survey of the building. Johnson Golf has paid the rate increase payment to the City, which was due on June 30th. John Dunn had informed Mr. Kenney that he had received the check. Mr. Kenney handed out a letter from Stephen Follansbee in response to issues that were brought up at the last meeting, including the rain check policy, roof repairs, “winter kill”, fee increases, and payments to Johnson Golf. Mr. Follansbee answered some questions of the Commission members. Mr. Kenney asked that everyone take some time to read the letter, and if there were more questions they would be taken up at the next meeting. Mr. Kenney noted that the rate increases for 2005 need to be addressed at the next meeting. He said that Johnson Golf and the Commission must both agree on the rates and submit them to the City Council for approval by September. Mr. Kenney said that he spoke with the Mayor and he will choose from a list of candidates to fill the three open positions on the Commission. Facilities: The Monthly Income and Expense Reports for June and year-end will be presented at the next meeting. Beverly Golf & Tennis Commission Minutes of July 2004 Meeting Page 2 of 3 Mike Pierce reported that he spoke to Mike Collins about filling in the swimming pool, and that it should be done by the end of July. Mr. Kenney thought that later in the season the City might work on the repairs to the bridge on the first hole. There was also th some discussion regarding the safety issues of the 15 hole, cutting down some trees and putting up a fence. Ms. Doane asked Mr. Johnson about the possibility of relocating the th bridge on the 8 hole. He said that it would cost approximately $2,500 to move it to the left and have a walking bridge on the right side. Ms. Doane also stated that the tennis pro, Mike Mercier needed some supplies to repair the walls in the tennis shop along with some other supplies and equipment. He will come with a list of needed materials and ask for the needed approval from the Commission to fix the building. Ms. Doane suggested that the Commission could view the building during the next meeting. John asked that the meeting begin a 6:30 p.m., and that he would send out a reminder to all. Policy and Grievance: Elliot Margolis and Gary Lambert have been reviewing the policies. They have drafted three policies that were handed out for all to review. Elliot Margolis explained the proposed Wait List policy, the Procedure for Handling Grievance Issues, and the draft of the Leave of Absence Policy. John asked the subcommittee to continue to work on the other policies. The Commission Rules and Regulations will be discussed at the next meeting. Old Business: Lou Bennett had expressed some customer service complaints from the Beverly Chamber of Commerce and Bishop Fenwick, and he was asked to submit a formal complaint explaining the issues. He listed the contacts for the Chamber of Commerce and Bishop Fenwick. Mike Pierce noted that some trashcans on the course were full and not emptied. Marianne said that there were complaints of there being no coffee or mayonnaise on a given day, and that paper plates were being used. Mr. Johnson said that any complaints should be made immediately to Peter Fontaine or Mary Jo. New Business: Mr. Kenney handed out and read a letter from Michael Pollack complaining about the conditions of the golf course. Elliott Margolis stated that the USGA report was done today and efforts have been made to improve the course. Mr. Kenney handed out and read a letter from Julie Henehan requesting Mr. Johnson’s continued support of the 18 Hole North Shore Women’s League. Participants pay only the cart fees and lunch. The final home match is scheduled for August 4, 2004, and she would like to have an answer before then. Mr. Johnson stated that he wanted to review it and he will give her an answer within a week. He also asked Ms. Doane to ask the person in charge of the State team to put the request in writing in regard to the State Tournament. Mr. Kenney stated that the policy for outings is that they are on Mondays, except on weeks when there is a Monday holiday and in which case they are on Thursdays. Beverly Golf & Tennis Commission Minutes of July 2004 Meeting Page 3 of 3 Mr. Richard Rennick submitted a list of questions that were addressed by the Commission and Doug Johnson. Adjournment: Mike Pierce made a motion to adjourn the meeting at 9:10pm. Marianne Doane Wednesday, seconded with all in favor. The next Commission meeting is scheduled for August 11, 20046:30 pm at at the Beverly Golf & Tennis Club. The meeting will be one half hour early for the commission to view the conditions of the tennis building. Respectfully Submitted, Ida Beaver Recording Secretary