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2004-01-21Commission Members John D. Kenney, Chairman Michael P. Pierce, Vice Chairman Marianne M. Doane Eileen R. Duff Martin J. Lawler, Elliott C. Margolis Ida Beaver, Recording Secretary BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street BEVERLY, MASSACHUSETTS 01915 January 26, 2004 Minutes of Monthly Meeting January 21, 2004 Present: John Kenney, Chairman; Michael Pierce, Vice Chairman; Eileen Duff; Martin Lawler; and Elliott Margolis Guests: Mayor William Scanlon; Roy Gelineau (Solicitor's office); Bill Coughlin (City Counselor); Doug Johnson (Johnson Golf Management); Peter Iovanni (President of the Men's Association); Call to Order: Mr. Kenney called the meeting to order at 7:00 pm and welcomed the guests. Next, a motion was made by Mike Pierce to accept the minutes of the previous meeting of December 6, 2003. Marry Lawler seconded the motion, and it was approved with all in favor. Mayor Scanlon was then given the floor and asked to give some direction to the Commission for 2004. The Mayor stated that he hoped that the relationship between all parties works well, and he felt that everyone should work hard to make it work well. He wanted to make clear that it is important that any and all obligations of the Operator in fact be met. He then asked the Commission to write a collective letter stating what works well, what doesn't work well, and what problems and opportunities exist. Facilities: The Monthly Income and Expense Reports for November and December were handed out. There were questions as to who was responsible for paying what in regards to repairs and maintenance of the buildings and grounds. Mr. Kenney stated that he received a letter from Onsite Insight stating that they will put together a capital plan on what needs to be done. Mr. Johnson said that he had a few names of golf consultants who could to the same for the golf course. Mr. Kenney said that the Commission would need to ultimately go to the City Council and ask for a bond for what needed to be done. Mr. Margolis commented that it wouldn't take $2 million to fix this building if we had spent $50,000 fixing it every year. Mr. Kenney said that for many years the golf course didn't bring in money and now it does. The City should now invest the money in this facility because the City owns it. Beverly Golf & Tennis Commission Minutes of thc January 2004 Monthly Meeting Page 2 of 2 Next, Mr. Kenney asked for a motion to accept the Monthly Income and Expense Reports. The motion was made by Elliot Margolis and seconded by Mike Pierce and passed with all in favor. Mr. Kenney proposed that the Commission should ask Ray Bouchard to start on Phase II of the improvements. He said that the Building Commission should put together a package including estimated costs of what needs to be done next. (i.e., HVAC, electrical, plumbing, the pool and any ADA compliance). Policy and Grievance: John handed out a list of the 2004 leaves of absence showing the names of people who had leaves of absence in 2003 and are now requesting a leave for 2004. He said that they have more or less resigned, but they want to leave their options open. Also on the list was the names of people of have asked for a leave of absence for 2004. Don Lyons has sent out a letter to about 100 people to fill these 40 slots. They have until Feb 1st to reply. Once he hears back from them, he will send out another wave of letters. There are about 200 people left on the waiting list. Marianne Doane made a motion to approve the 42 requests for leaves of absence. Marty Lawler seconded the motion that passed unanimously. Old Business: A few women permit holders were present and expressed their opinions of the Guest policy and the problems they experienced with the men permit holders and their guests playing before their tee times. Marianne Doane stated that a mutual agreement had been arrived at among the permit holders and that this may have resolved the issue. New Business: Mr. Kenney passed out copies of the 2004 Permit Holder Policies and Procedures, which are given to all permit holders in their package. Also, a letter to the Commission from Doug Johnson was handed out regarding work that needs to be done to the Clubhouse. A discussion followed regarding the strategy for the swimming pool It was agreed that there is not enough money in the budget to pay for the major repairs or replacement of the pool. Many Lawler made a motion to vote not to open the pool next summer. Elliott Margolis seconded this motion. After some further discussion, Marty amended his motion to have John Kenney send a letter to the City Council stating that we don't have the funds available to open the pool this year, and that the Recreation Department was planning on using it again, and request to be put on the agenda explaining the options and estimates for repairs and/or replacement of the pool and the option of closing the pool altogether. A vote was taken on this motion that passed with one abstention. Next, Mr. Kenney announced for the record that Kevin Hobin had resigned and wished him well as City Councilor. Mr. Kenney then read a letter from the Mayor asking why the increase in member dues was changed from the settlement agreement of 100% to the City to 60% to the City and 40% to Johnson Golf. He wants to know just how these changes came about. The Beverly Golf & Tennis Commission Minutes of the January 2004 Monthly Meeting Page 3 of 3 Management subcommittee will draft a reply and let the Mayor know what the Commission's involvement was and that they met with Peter Gilmore on several occasions and were told that he had negotiated this. Mr. Lawler made a motion to approve the expenditures of $18,800 for carpeting upstairs and replacing hardwood flooring and installing a new door with the provision that it is done in a timely manner and with multiple bids. This motion was seconded by Mr. Margolis and passed with one abstention. Next, Marianne Donne made a motion to nominate John Kenney as Chairman of the Commission and to nominate Mike Pierce as Vice-Chairman. Elliot Margolis seconded this motion, and the nominees were re-elected unanimously. Adjournment: Marty Lawler made a motion to adjourn the meeting at 9:25pm. Marianne Donne seconded the motion with all in favor. The next Commission meeting is scheduled for Wednesday, February 11, 2004, at 7:00 p.m. at the Beverly Golf & Tennis Club. Respectfully Submitted, Ida Beaver Recording Secretary