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November 10-2020 Meeting Minutes MEETING MINUTES Board: Golf and Tennis Commission Date:November 10,2020 Location:Zoom Members Present:Chair William Lowd, Kevin Ascolillo, Arthur Athanas, Andrew Cooper, Chad Crandall Members Absent:Vice-Chair Martin Lawler Others Present:GFMI Staff – Steve Murphy, Chris Carter City of Beverly, Dave Gellineau Recorder:Donna Musumeci Opening Remarks: Bill Lowd called the meeting to order and welcomed everyone. Bill advised we are required to read the Governor’s order on the Open Meeting Law and the limitations. He advised there are no in person meetings at this time. The meeting minutes are published and posted on the website; they are also archived with the City of Beverly. Chad Crandall:Motion to approve the minutes of October 10, 2020. Kevin Ascolillo seconded. The motion carries (4-0). (Arthur Athanas fell off the zoom call and when he reconnected he approved the minutes). The motion carries (5-0). Financial Update: Bill Lowd advised he matched up all the number with what Dave Gellineau submitted to him. The EKB work is done and paid, the maintenance yard work is done. Sean C. had gotten the bins from Maine, over 70 of them; all in place and paid. Chris Carter advised he may have one more bill for the portable bathroom for $222. Everything else GFMI submitted has been paid. Golf Course Review: XGD Systems; Dave Gellineau advised he has not heard from XGD on the prevailing wages. Steve Murphy. advised he will irate 2,4,5,6 and 17 next week, and load them up with sand in the interim. BSC Wetlands: Bill Lowd noted that we have had difficulty getting BSC to sign off on the contract due to the COVID, and working at home. So sent to BSC’s home and is still waiting for a signature. Bill Lowd met with Susan McArthur from BSC. She came out to the course and did a tour again like the prior group had done the first time. Her plan is to meet with the new person Jenna (Amy Maxner left) to set something up with the Conservation Commission. They took a look at the pond, and delineated the perimeter of the wetlands at the pond. Told the structure in there is clogged. Reviewed hole 18 and golfers just happened to be there who showed her where the balls land. Walked around the hole and could see the water running.Susan thinks maybe by clearing out the clogged structure may alleviate the problem. Reviewed the diagram of the two ponds and the two pipes underneath the street.. Susan would like to get Jenna to come and take a look, not necessarily the whole commission. The objective is to have the Conservation Commission be aware of what is happening. We will see what comes out of this. Bill Lowd assumes we will get the BSC contact signed and begin the work with them. MAAB Items: The door opener is still not connected and the other two items are not finalized; Sean C. is still working on this. Electric Carts: Bill Lowd advised we have to figure out how many carts there would be. National Grid wants a lot of information. Steve Murphy advised that National Grid wants us to get an electric engineer to do the work. They want to know the plan and where everything will be going. We have to pay for the engineer. Steve Murphy knew of one person who advised it would cost $2K. Was hopeful that maybe Sean C. or the city had somebody. Dave Gellineau advised that the city does not have an electrical engineer. They have electricians but not engineers. Chris Carter advised that we need to get specs on the carts. Steve Murphy asked Dave Gellineau what the next steps should be. Dave Gellineau advised that he would talk to Mike Collins to see if they have anyone to recommend, otherwise we will go with Steve’s person. Arthur Athanas:Motion to engage an engineer to scope out the cart barn not to exceed $2K, Kevin Ascolillo seconded. The motion carries (5-0). OPM/Architect: We are scheduled to go back to the CPC to tell themwhat the intent of the MOU is. The original MOU was due 9/30/20 but an extension was given to 12/31/20. We will need to review the schedule at the 11/19 meeting with the CPC. With the delay due to COVID, it’s time we get the architect on board. The architect needs to know what is on the front end, so we can move forward and get construction costs. Tennis update: Mike LaPierre finished a successful year with tennis, courts to be closed up. Golf Updates: GFMI: Chris Carter advised we had another great month of rounds, not double in number, but the weather was great, and we had a good month. Even with the little snow we had, we will end November with very good numbers.Members have gotten their money’s worth this season. Weekends have pretty much had sold out tee times. With all the member bookings, it has not left much for the public. We have 30-31 new members for 2021. Green fee totals are up. th The golf shop revenue is down. The 19 hole has been a challenge but people have been outside and it worked. We believe we will match the numbers from last year The commission congratulated Chris Carter and GFMI on the rounds. Chris Carter advised it has been a challenge keeping everyone safe and doing all the sanitization of the carts, along with following the COVID guidelines. He advised that mask wearing was a challenge and hard to get everyone to comply but overall it worked well. Arthur Athanas noted that with the new mask mandate by the state, there was better compliance in areas with close proximity to the clubhouse and the parking lot. Chris Carter advised they have managed the best they could, and will start to wind down with the weather changing. Will start to reduce the hours at the clubhouse. Andy Cooper commented that the course is in fabulous shape, and a great job by GFMI. Chris Carter noted he has a great crew and Arthur Athanas said it shows and is appreciated. GFMI made its final payment to the City for 2020. We weren’t sure we could do it but we did! Rain Bird: Rain Bird maintenance software payment plan; options, one lump payment for 3 years of $7,342 or an annual payment of $2,751 for year 1, then $2,751 for year 2 and 3. The Commission asked to make one payment of $2,751 for now, and then see in July if they can pay off the difference. Kevin Ascolillo:Made a motion to make one annual payment of $2,751, Arthur A. seconded. The motion carries (4-0). DPG Landscaping: Steve Murphy advised the work estimated at $1500 a day, or $7500 a week; landscaper agreed to a discount of $5995; wants to try the guy for two days to do the right and left side of hole 17, left side of 4, and left side of 2. Dave Gellineau suggested we talk to him about doing work for 3 days not 2. Initially the group agreed to allocate $3K to do the work on the holes, clear the brush, and made two motions (however, Chad wanted to settle the scope of the work before we paid it). Dave Gellineau asked how long to we think it would take to do, all the work we want. Steve Murphy advised it is hard to quantify and tough to negotiate up front. Once they get into the work, you see more of the scope involved as it starts. The group agreed on no motion on what to spend/how to complete until there was more information to come from Dave Gellineau on the actual work scope and the price. Adjournment: Andy Cooper:Motion to adjourn the meeting, seconded by Arthur Athanas. The motion carries (5-0).