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2006-03 (2) BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street Beverly, Massachusetts 01915 Meeting of March 2006 Commission Members Martin J. Lawler III, Chairman Gary M. Lambert, Vice-Chairman Kevin Ascolillo Richard W. Barger Chad Crandell Jeffrey B. Klein Douglas Richardson Diane Presutti, Recording Secretary Present: Kevin Ascolillo, Dick Barger, Chad Crandell, Jeffrey Klein, Martin Lawler, Gary Lambert,Douglas Richardson Absent: Guests: Tom Smith Mr. Lawler called the meeting to order at 7:00 p.m. Mr. Lawler introduced and welcomed the newest member of the Commission, Kevin Ascolillo, Director of the Beverly Housing Authority. Tom Smith has agreed to meet with Kevin and give him a tour and answer any questions. Minutes of March & April 2006 Mr. Barger motioned to accept the March & April 2006 minutes, seconded by Mr. Klein. Motion carried 6-1. Mr. Ascolillo refrained. Facilities ? Management Contract Mr. Lawler suggested that all new commission members read and review the Management Contract for question and answer session at the next meeting. He also asked that Mr. Klein and/or Mr. Barger provide copies of the contract to the members who have not yet received one. ? Historic Building Status Mr. Lawler recaps the Commission’s decision to ask for money for new building ($2 mil) rather than ($3.5 mil) for repair of existing building. They also voted to write to Ray Bouchard to implement Gale Report for life safety measures, Ray Bouchard will go back to Gale for issues for Bond Proposal. Mary Grant suggested to the Commission to research removing the building from the State Historic Register. Mr. Johnson was going to question his attorney regarding this matter. The Commission showed concern regarding the time table this will take and agreed to move forward on safety issues while researching the State Historical Register. ? Monthly Finance Report Mr. Lawler distributed a copy of the Finance Report and stated that the beginning balance for 7/1/05 was $78,206, reviewed the monthly expenses per month and category leaving ending balance of $3,959. Mr. Lambert questioned who calls for repairs when needed and reviews the bills/job completed. He asked the Commission to review the procedures for this and possibly consult the Purchasing Director for involvement with this and bidding options. He also suggested a purchase order system and any major repairs should have a bidding procedure established to be followed. Mr. Lawler stated he would discuss this concern with Mr. Dunn. He also stated he would discuss the balance of the veranda bond and a Certificate of Deposit for the reserve account. ? Golf Course Architect Visit Mr. Barger stated that the May 5 tour went very well. Attendance consisted of Joe Eckstrom, Tom Smith, Chad Crandell and Johnson Golf. The were consulted to find an irrigation consultant, they were given three names by the Architect. They will also consult on how to present this to the Conservation Commission. This all has to be done in conjunction with the irrigation person. He also stated that he is working on new airials for the architect. He is working on more progress by June. Mr. Barger stated the the USGA will be visiting on June 5 for the day and debriefing will be at noon time. He also stated that Brian Silva ususally has his report finalized within a week of his visit and will meet with the Commission on his findings. Mr. Lambert asked if Johnson Golf can provide the Commission with a report showing man hours on each project/maintenance/upkeep. He will send Mr. Johnson a letter or verbally ask for information regarding man hours provided for upkeep of the course. Mr. Lambert, Mr. Lawler, Mr. Klein will attend the June 5 meeting with the Architect. Policy & Grievance Mr. Lawler suggested to the Commission that there is a full Commission, the members can be broken up into committies: Facilities: Dick Barger & Jeffrey Klein Finance: Chad Crandall & Kevin Ascolillo Policy: Gary Lambert & Doug Richardson The next meeting will start discussions. Old Business ? New Score Board Mr. Lawler stated that they will be breaking gound on June 1 to be erected at the end of the drive-way. ? Tennis Update Mr. Lambert stated that Mr. Mercier is doing a great job with the tennis courts. Mr. Mercier and Mr. Johnson have an agreement that is working fine so far. New Business Mr. Lawler stated they are looking into putting a putting green where the pool existed and possibly moving the tennis hut up towards the courts. Once the hut is moved, then ADA compliance kicks in. Mr. Mercier will get extimates and will talk to Art Daneault regarding ADA compliance. Mr. Crandall asked for an update on subscriptions. He also suggested advertise for more public play during certain hours of the week. He stated that when the contract is up for renewal, they will look at memberships. Mr. Smith stated they currently have 243 members. Ms. Presutti will notify Mr. Dunn of the June 13 meeting. Mr. Lawler asked for a motion to adjourn, Mr. Barger made the motion seconded by Mr. Klein. Motion carried 7-0.