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2007-08-14 (2) BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street Beverly, Massachusetts 01915 Meeting of August 14, 2007 Commission Members Jeffrey KLein, Chairman Richard Barger, Vice-Chairman Kevin Ascolillo Chad Crandell Gary Lambert Martin Lawler Douglas Richardson Diane Presutti, Recording Secretary Members Absent: Guests Present: All Members Present John Dunn; Jason, Johnson GolfMngt. Call to Order: Mr. Klein opened the meeting at 7:05pm. He began by asking the Commission members if they reviewed the USGA Report and stated that this meeting will be dedicated to the improvements of the Golf Course and prioritizing other improvements to prepare a presentation for the City Council. He indicated that all other matters will be put aside so the Commission can dedicate the majority of their time towards improvements of the Golf Course and eventually the Club House. Mr. Klein stated that he spoke to Ray Bouchard regarding the Master Plan and improvements; he also spoke to Mr. Eckstrom and Mr. Follansbee at the last meeting to submit a list of prioritized improvements that the Commission can move ahead on. He also hopes to have a concrete plan in September to present to the City Council. Introduction of Guests: Mr. Klein introduced Art Danault, ADA Coordinator for the City of Beverly; John Dunn, City Finance Director; Jason ?, Johnson Golf Management. Aooroval of Minutes: Mr. Barger motioned to accept the minutes of July 31, 2007, contingent upon the date be corrected, seconded by Mr. Lambert. Motion carried 7-0. Mr. Barger also asked that the minutes for this meeting be expedited. Course Conditions: Mr. Klein asked Jason how the search was going for a Pro and any word on people playing the Course. Jason stated that he is not involved in the hiring process; therefore he cannot comment on the status. However, he did state that when the MGA played the Course they commented that it was in pretty good shape. He also stated that mid-season conditions won't exist in the spring. Facilities: USGA Report and Results: Mr. Barger addressed the Commission regarding the comments from the USGA. He indicated to the Commission that in this report and the reports of previous years, the same improvements are listed; trees, trees and brush. He also indicated that he got an e-mail from Mr. Eckstrom listing his priorities for course improvements. His e-mail also stated that the reports from previous years indicated that the trees and brush are a problem for the course, especially the willows. He states that greens 2,4,8,9,11,16 & 17 are mentioned repeatedly in the reports from the USGA in the previous years. He also indicated that the Commission's immediate focus should be on greens 4,2 16 & 17, in that order. In order to improve the greens, they must eliminate the shade around them. Mr. Barger confirmed Mr. Eckstrom's suggestions and recommends to the Commission that we ask Mr. Eckstrom to tag and prioritize the trees, ride the course with Mr. Klimowitz, City of Beverly Arborist to compare Mr. Eckstrom's suggestions with the USGA recommendations. He also asked the Commission to reserve approximately $30,000 to begin this project. He stated that the City of Beverly could possibly take care of low lying brush and small trees, but to implement a bid process or the larger trees and willows. Mr. Barger stated that now is the time to start this process, while the tree work is being done, the Commission can work on a drainage and irrigation plan. The month of September is when tree work should be started then continue in March of 2008 if necessary. He also indicated that tree removal is approximately 70% of the USGA recommendations. Mr. Lambert suggested that they start the bid process to get a feel on the cost of the whole project. He also stated if the Commission alots $30,000 to start the tree work, what if the whole amount is used on one whole, then what? Mr. Klein asked Mr. Barger for his suggestions regarding composing a plan for the City Council and what are the first steps and phases to be addressed in preparation. Mr. Barger and Mr. Dunn stated Phase 1 should consist of irrigations, drainage, cartpaths and maintenance shed. According to the Gale Report the estimated cost is $334,100, lets use that as a start. The Gale Report is dictated by each individual hole. The Commission can use the master plan from the architect to plan the phases to be presented. Mr. Lambert and Mr. Crandall stated that if presenting all phases to the Council they may not succeed in what they wish to receive. Mr. Dunn stated that presenting a complete project to the City Council is the right way to go, however, break it down into phases and the cost of each phase and your recommendation on which phase to proceed with first. Mr. Lawler suggested moving forward on cost for maintenance building as well as drainage. Mr. Dunn indicated that the USGA report lists consultants for these specific puruposes. Mr. Klein stated that for the September meeting he wishes to have an estimate on replacement of the maintenance shed and drainage to be included in the presentation for the City Council. Mr. Lawler motioned to move forward with tree work, involving Mr. Eckstrom to tag trees and Mr. Klimowitz to review, and to refer to the Mr. Silva's Master Plan to prioritize phases to be presented to the City Council. Motion seconded by Mr. Barger. Motion carried 7-0. Mr. Klein asked Mr. Ascillilo to present his research on the removal of the club house from the Historical Register. Mr. Ascillilo stated that he spoke to Alice Craft (sp) regarding the removal of the building from the Historic Register. She discouraged him from doing such a thing, instead she recommended retrofitting the building within the guidelines of the Historic Register Commission. The exterior of the building must remain the same, but retrofitting it to histori guidelines may be the way to go. Mr. Klein asked Mr. Dunn to invite Tina Cassidy, Planning Director for the City of Beverly, to the September meeting for input and direction. He also wishes to invite Mr. Eckstrom to the September meeting. Mr. Klein also indicated that they must follow through with operational improvements/maintenance as well as capital improvements. Mr. Klein also indicated that at the September meeting, they will compile all the estimates and phases and refer to Mr. Dunn. Mr. Dunn will advise the Commission if their presentation is ready to be presented to the City Council. Other: Mr. Danault asks to speak to the Commission. Mr. Danault, ADA for the City of Beverly, has requested to tour the club house. Mr. Klein granted his request. He suggested contacting MaryJoe of his request. Mr. Klein asked members if there were any further questions or discussions. Mr. Lawler motioned to adjourn, seconded by Mr. Richardson. Motion carried 7-0. Meeting adjourned at 8:25pm.