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2007-11-13 BEVERLY GOLF & TENNIS COMMISSION 134 McKay Street Beverly, Massachusetts 01915 Meeting of November 13, 2007 Commission Members Martin J. Lawler III, Chairman Gary M. Lambert, Vice-Chairman Richard W. Barger Chad Crandell Jeffrey B. Klein Douglas Richardson Kevin A. Diane Presutti, Recording Secretary Members Present: Martin Lawler Richard Barger Chad Crandell (late) Jeffrey Klein Douglas Richardson Members Absent: Gary Lambert Kevin Ascolillo Guests Present: John Dunn, City of Beverly Finance Director; Doug Johnson, Johnson Golf Mngt; Steve Falansbee, JGM Atty; Jane Ash, Mr. Waugh & Manny Barros (sp) Bass River Tennis; Mr. Newhall, Tennis Member. Call to Order: Mr. Klein opened the meeting at 7 pm by introducting the guests present this evening. He praised the Commission for their accomplishments regarding Capital Improvement, Proposal to Mayor Scanlon, Master Plan, Irrigation work and tree work. He indicated to Johnson Golf Management that their invitation is still on the table if they wish to work with BGT regarding the tree work and the USGA suggestions. Minutes of October 9, 2007 Mr. Klein asked the Commission for any comments regarding the October minutes and asked for a motion to accept. Mr. Lawler motioned to accept the minutes as presented, seconded by Mr. Richardson. Motion carried 4-0. Finance Report Mr. Lawler distributed the Financial Statement to the members and indicated that there were no bills paid in October. He also stated that $57,670 remains, bills authorized but not paid is $7000 which will leave a balance in the maintenance account of $50,670. Mr. Dunn stated that there was no heat in the 19th Hole and Mr. Collins got a call and received an estimate from Delorenzo Electric of $6500 for repairs. He moved forward with that quote and baseboards have been replaced, electric and easy to control. He alsostated that the baseboard alone was $4000. Mr. Johnson indicated that the bar area is the only part of the building controlled with electrical thermostat; the remainder of the building is on a boiler system. Facilities Report from Mr. Dunn - Tree Work Mr. Dunn indicated that the tree work has not been started as yet; the course is still open for business. He stated that depending on the weather they won't start until the ground is more solid. Mr. Johnson acknowledged the ivitiation put forth regarding the tree work and stated that with issues still pending with the City of Beverly he can only advise for the City and BGT to follow the USGA suggestions at this point in time. Proceeding with Master Plan Mr. Klein asked the Members what the progress update was regarding the presentation to the Mayor regarding the Master Plan. He also indicated that his research regarding irrigation would be about $450,000 to 1M. He also stated that drainage would run about the same dollar amount. Mr. Johnson, through his experience with irrigation replacement, stated that a double row system would run $1. 5M to $2M and indicated that this course has an unlimited water supply. This process takes about 7 to 9 months and usually starts in the fall and can be done in stages. Mr. Barger suggested that Master Plan Phase I will include replacement of Maintenance Building, USGA tree work suggestions and Phase II will include $2M for irrigation and drainage. Mr. Johnson suggested to the Commission that present it in a prioritized manner. Start with the Maintenance Building, Club House exterior (stucco & paint), Veranda Windows and Pro Shop; these items should have been kept up with in a timely manner according to the contract. He also indicated that he has some quotes he will provide to the Commission regarding some of these repairs. Mr. Dunn stated that he will make an appointment with the Mayor's office and Mr. Barger and Mr. Klein will present it with Mr. Dunn's guidance. Mr. Klein indicated that for some reason Mr. Barger or himself cannot make the presentation, Mr. Crandall and Mr. Richardson will be the alternates. Greens Covers Mr. Lawler indicated that $5000 was approved for greens covers at the last meeting and asked Mr. Johnson if they have been purchased as yet. Mr. Johnson stated that they have not been purchased as yet and indicated for the record that they would like every green covered. He also stated that some greens make it through the winter and some don't. Mr. Lawler motioned to increase the $5000 to $7500 for greens covers this year so they may purchase 9 covers, and asked the Commission to consider purchasing the remaining 9 covers next year, seconded by Mr. Crandall. Motion carried 5-0. Mr. Johnson stated that he will measure the greens and let the Commission which ones will be covered this year. ADA Presentation Review Mr. Crandall indicated that he reviewed Mr. Daneault's ADA Presentation and asked the Commission to consider doing some updates that he saw feasible at this time. He suggested updating the restrooms, install grab bars 36" height, flush handles on proper side of toilet, despensers no higher than 24", door hardware changed, parking area paved and striped. Mr. Dunn indicated that Mr. Collins' crew can handle the stiping and paving. Mr. Lawler asked Mr. Crandall to present these repairs in writing. He indicated that they can hire a qualified ADA repairman for these repairs. Management Contract Mr. Fallansbee advised Mr. Johnson not to comment on this subject. Mr. Johnson indicated that the property is leased to him and the City allowed contractors to park their vehicles on this land the Raymond Farm repairs. He then called in two companies for estimates on what they would pay to lease the space the contractors are occupying. The estimates he received were $9000 and $14,000. He then decided to deduct $9000 from his monthly lease payment. He also indicated that the October payment has not been paid yet, he will wait for all his repair estimates to come in, make the repairs then deduct the costs from his monthly payment. He stated that he sent a note to the City of his intentions and was advised by his Legal Council to do this. Johnson's Status - Sublet situation Mr. Klein thanked Mr. Johnson for his explanation and stated that he received calls from the Salem Evening News regarding talks with Bass River Tennis Club and Johnson Golf Management. Mr. Johnson and Mr. Barros stated that they have signed a letter of intent to purchase the two remaining years of Johnson golf Management contract and discussions will take place with the City of Beverly in the near future. Mr. Barros asked the Commission to set up a meeting the Mayor Scanlon, Commission members and himself. Mr. Dunn indicated that Mayor Scanlon will ask the Commission for their recommendation regarding this issue. Mr. Johnson stated that if the City is in agreement with his proposal, Mr. Barros will take over BGT January 1, 2008. New Business Mr. Dunn distributed a research report containing the historical situation of the building done by a legal firm. He asked the Commission to review at their leisure. Mr. Klein stated that the majority of the members wish to skip the Christmas Dinner this year. Mr. Klein motioned to adjourn, seconded by Mr. Barger. Motion carried 5-0. Meeting adjourned at 8:25 pm.