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January 14, 2020-5 meeting minutesNOTES of MEETING MINUTES Board: Golf and Tennis Commission Date: January 14, 2020 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Vice -Chair Martin Lawler,Kevin Ascolillo, Arthur Athanas Members Absent: Andrew Cooper, Chad Randall Others Present: GFMI Staff — Chris Carter, City of Beverly - Rob Dever Recorder: Donna Musumeci Opening Remarks: Bill Lowd: No quorum for December meeting to vote on November minutes. December minutes are only in note form. Motion to approve the minutes of November2019, Martin Lawler seconded. The motion carries (4 -0) Miscellaneous: Bill reviewed the December notes. Bill advised the trees are done; Chris advised that GFMI did some of the work ourselves to extend areas, more near the driving range and around the clean up area for bins. Chris also advised they are going to auction off some equipment, and are getting some new. Rob Dever talked about the new traffic light project starting in midsummer. Will probably bid it out in June /July, so we can start the work in the new fiscal year. We should not lose the stone wall; the work will be done on the other side of the street. Financial Update Report: Only one item charged - Mammoth Fire Station, otherwise spending is good; we have not spent much money at all. Chris Carter noted that we still have XGD coming in the spring to do work for $10,500. CPC Round 5 Status — Update: Bill reviewed the work and status regarding the OPM and architect. Bill reviewed the specs from the Architect. The RFP went out and 8 architects showed up for the tour. The OPM was very clear with the architects that we need a set of specs to be able to talk construction. As part of the evaluation and selection process on the RFP, the OPM will oversee all construction and engineering. The Architects were given a full review and tour. The RFP's are now due 1/15 because of a few outstanding questions from the tour, Dave Gellineau. From here we will see how many actually submit an RFP. By September, we will expect a full set of specs from the selected Architect. Golf CourseReview/Proiect: Discussion on the BSC project and cost estimate to do the work Determined we should look at authorizing half of the proposal money to get it started. BSC had come to look at Marty's pond. Chris Carter met with them and advised that this could be a spring project, but if we could get a go ahead, could cut some species in the pond over the winter. Rob Dever advised that this work should go before Conservation Commission who will want to do a site visit. Note: This could be a full funded project, approved all at once. Martin Lawler: Motion to authorize the sum of half of the proposed cost, Arthur Athanas seconded. Note: commission did state if Dave Gellineau disagrees, there will be more discussion and next steps for this going forward, ie contract. Other Commission Projects: ADA Items Bill Lowd would like the outstanding items to be completed. Rob Dever noted he has not been able to get the electrician to the clubhouse. There was discussion on all city buildings having solar panels in the future, a committee has been formed by the Mayor to evaluate. Martin asked Rob Dever if solar panels would happen for the clubhouse, but Rob wasn't sure. Bill Lowd asked if we could find out who with the city is dealing with the solar panels and wanted this noted in the minutes for the next meeting. Bench: The bench in the name of Tim O'Connell. Bruce Doig said it was approved and given go ahead to build it. One change is the check needs to be written out to the Beverly Recreation Department. A location has not been chosen yet for the bench on the golf course. GFMI Update: Contract Update: Chris Carter noted he was disappointed with the meeting of 12/23/19. He thought some items had been agreed upon. Though done through a verbal agreement, he thought he'd be able to get some things done after the new year. Chris has calls into City Hall but to date is still waiting for a response, Bill offered support with follow up to City Hall. Chris said he needs to make sure that what is in the contract was in the RFP. He would like the new contract and an approved $20K. Season Update: Chris advised there was not much activity in December, but overall our ended rounds were better than last year. Chris would like to get the membership up. 2020 Rates Chris Carter advised we keep the rates the same for 2020. This was part of the contract discussion, and Chris referred to the ordinance that City Council approves. He would like to increase the public green fees $1.00 across the board. The schedule for increases would be green fees in year #1, membership fees in year #2, and cart fees in year #3. Chris provided permit and green fees for 2019 and dues for 2020. He would like to get this into City Council by February. Martin Lawler: Motion to approve 2020 rates for golf fees and permits as presented, Arthur Athanas seconded. The motion carries (4 -0). Maintenance Garage Project Work in the bathroom is complete. Chris would like to close inan office for his superintendent. Had quote and drawing completed; GFMI brought in Hillview, got a quote of $3,800 to enclose the office, have 2 windows, 1 door, inexpensive paneling, and an area for storage. He would have plywood on the outside to hang tools. GFMI would like to get this done during the winter, Dan Anastas would have an office and a place for a computer. Loft noted above (for storage) has no ceiling or panel, would suggest a structural engineer may be needed. Request to have the drawing redone to reflect this protection for the storage. Arthur Athanas: Motion to approve $3,800 to create an office in the maintenance facility, Kevin Ascolillo seconded (4 -0). Tennis C',nrnrts White Engineering estimate for tennis court irrigation system is $115,000.This quote encompasses all four corners for better irrigation. Chris Carter said Steve Murphy thinks we should think about doing it ourselves. Chris was surprised by the quote, since as the irrigation system is still functional, and does get repaired as it breaks. It is not optimal, but it does work. We did get the design paid for ($2,500 for the design to replace water pipes down the center of the court); need the price for the work. Chris said he will send it to Steve Murphy to look at for other options. White did do a good job on the pump house, but this seems too high. Bill advised he would update this item to further evaluate the costs and RFP for the actual work. Adjournment: Martin Lawler: Motion to adjourn the meeting, seconded by Kevin Ascolillo(4 -0).