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2007-04-10 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street Beverly, Massachusetts 01915 Meeting of April 10, 2007 Commission Members Jeffrey KLein, Chairman Richard Barger, Vice-Chairman Kevin Ascolillo Chad Crandell Gary Lambert Martin Lawler Douglas Richardson Diane Presutti, Recording Secretary Guests Present: John Dunn Joe Ganey (Permit Holder) David Newhall Larry Butler Charles Hogan Call to Order: Mr. Klein opens the meeting at 7 pm indicating that no Commission members are absent. He begins by allowing the guests to introduce themselves. He started by expressing his thanks to the Commission for their nomination. He acknowledged Mr. Lawler and Mr. Lambert for their excellent workmanship during a difficult time for the Beverly Golf & Tennis Club. He also acknowledged Mr. Dunn for his guidance and support to the Commission. He asked that the guests refrain from commenting and that the meeting will be opened to the public at the end of their session. Mission Statement: Mr. Klein stated that he has been a Commission member for about two years. He also stated that they are moving into an era to do the right thing by guiding the course to help improve the BG&T Club. He indicated that many people don't want to move on from the past, and recent newspaper articles are a perfect example, it is not the intent of himself or the BG&T to spend the next year dealing with bitter battles. He stated that Mr. Barger has accomplished a lot with the Building Commission. Mr. Klein stated that in the next year he would like to see the money available go for capital improvements, make sure Doug Johnson and Johnson Golf Mngt. Holds up to their responsibilities and to concentrate on the good and move forward. He also wants to make the public aware of the accomplishments the BG&T Commission had made and their plan to move forward. He recommended to the Commission that they create a brochure for the public and focus on the accomplishments along with the mission statement for the coming years. He also suggested obtaining names and addresses from Mr. Johnson for their mailing list. Mr. Barger stated that he was a Commission member on the very first Commission appointed. He indicated that back then there were permit holders unhappy and stated that there will always be some unhappy people. Mr. Crandall agreed that their focus as a Commission is proper and urges the Commission to stay focused on their strategic plan and influence what they are able to influence. He also acknowledges Mr. Lawler and Mr. Lambert for their accomplishments in the previous year. Mr. Lambert stated that both parties have wasted time bickering causing the lapse in moving forward. He also stated that when the bid process arrives, it would be the first and foremost for the city. Approval of Minutes of March 13. 2007 Mr. Lawler motioned to accept the minutes as presented, seconded by Mr. Lambert. Motion carried 7-0. -Facilities: Mana2ement Contract: Mr. Klein indicated that the Commission not forgets their responsibility of the daily maintenance and to be sure it stays in compliance with the contract and USGA recommendations. He suggests that the Commission follow up on a daily basis. He also stated that Mr. Johnson asked to meet with the Commission in Executive Session and he declined his request but invited him to attend this evenings meeting. Tennis Operation Update: Mr. Dunn indicated that the negotiations with Bass River Tennis Club are not progressing and does not look promising. He stated that the operation might go back to Mike Mercier. The Commission recommended writing a letter to Mr. Johnson stating that the Tennis Operation is a vital part of the BG&T and supports Mr. Johnson's pursue for what is best for the City of Beverly for a return in their investment. The letter will ask for a prompt update on the tennis operation to expedite the resurfacing of the courts and to inform the Parks & Rec. Dept. for their summer schedule. Historical Buildin2 Status: No update at this time. Monthly Finance Report: Mr. Lawler stated that no bills were paid; therefore no new finance report was distributed. All stands the same as last months, except for two new bills submitted, not paid. The ending balance still stands at $28,754. Mr. Dunn distributed a copy of the bill for the tree work done on the course. The bill shows in detail what work was completed and the cost. He also stated that Johnson Golf Management was up to date in their payments to the city. Life Safety Issues: Mr. Lawler indicated that Mr. Bouchard has not received any information regarding life safety issues from GALE; therefore Mr. Bouchard suggested that the Commission move forward and fix the handicap ramp but not to use black top. Mr. Lawler also indicated that Mr. Dunn will put the BG&T on the wish list for the new budget and it represents intention from the city to recognize what has to be done to the property. Mr. Lambert also reminded the Commission that the High School and Middle School would have priority. Mr. Barger stated that he spoke to Mike Collins, DPW, and he will look at the ramp and present a proposal for repairs to the Commission. Mr. Klein suggested that the Commission investigate building a new facility on the property for a prompt solution and shutting down the present clubhouse. He stated that the disrepair of the current facility might cause harm to members. Mr. Crandall asked if City Council approval is necessary; and for the Commission to start working on a cost estimate and preliminary study and to prepare a business plan. Mr. Lawler stated that the Commission has waited long enough for a response from GALE regarding life safety issues. He suggested that Mr. Barger speak to Mr. Bouchard for his opinion on a plan of action. He also stated that the current building is now a safety hazard. Mr. Ascolillo suggested that the building be closed down prior to the City Council ruling on the $lM life safety money so they can realize the disrepair of the building. The Commission agreed to invite Mr. Bouchard and Mayor Scanlon to the May meeting informing him prior what will be discussed regarding the building. Golf Course Architect: Mr. Barger stated that Mike Collins and DPW have worked on the drainage but is uncertain what percentage has been completed and what will be completed in the fall. He will get an estimate on the time frame to complete the work. Mr. Barger stated the irrigation has yet to be tackled, he does not have a time frame as yet or how much needs to be done. He also stated that this process may go out for bid and assured the Commission he would get a time frame for completion of the work. In the next few months he will discuss a method to measure progress or lack of. Mr. Lawler agrees in waiting on the car path plan for after drainage is completed. Mr. Klein indicated that Mr. Dunn has the process going for the maintenance shed and bids may be in place. Policy & Grievance: Rules & Re2ulations: Mr. Lambert suggested to the Commission that this committee be abolished; since new contract the Commission is limited in this area. Mr. Lawler motioned that the Policy & Grievance Sub Committee be abolished and the Committee acts as a "Committee of a whole" in those regards, and the whole committee will act upon any policies. Motion seconded by Mr. Lambert. Motion carried 7-0. New Business: Sub-Committee Assi2nments: The Facilities Committee will consist ofMr. Barger, Mr. Crandall and Mr. Richardson. The Finance Committee will consist ofMr. Lawler and Mr. Ascolillo. The Public Relations Committee will consist ofMr. Klein and Mr. Lambert. M. Klein indicated that the next meeting would be held May 9,2007, due to Mr. Lawler's schedule. Mr. Lambert reminded Mr. Barger to speak to Mr. Bouchard, possible Sunday morning meeting and have it posted. Mr. Klein opened the meeting to the guests: Mr. Hogan asked the Commission how they perceive their authority. Mr. Lawler kindly reiterated the process that rewarding Mr. Johnson his contract. He also stated that Mr. Johnson deals with Mr. Dunn directly. The Commission also reassured Mr. Hogan that the Commission is working toward the future for the BG&T Club and will work with Mr. Johnson to uphold his contract. He suggested to Mr. Hogan that any issues/questions regarding Mr. Johnson's contract could be brought to the City Solicitor, Roy Gelineau. Mr. Butler, Permit Holder, stated that he agreed with the position the Commission was taking on working positively with Mr. Johnson and keeping him to his part of the contract. He also suggested that the permit holders submit the Superintendent's logs to the Commission for review. Mr. Klein stated that the Commission is aware of their role, they can argue but have decided to accomplish, and the Commission will make the most out of the contract that exists and will work with Mr. Johnson to do just that. Mr. Ganey stated that the Permit Holders might do a newsletter. He also asked for suggestions from the Commission on bringing in new members. He offered to help in any positive way to improve the BG&T Club. Mr. Klein thanks the Commission for a positive meeting and the guests for their suggestions and comments. He motioned to adjourn. Meeting adjourned at 8:30pm.