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2011-03-08Beverly Golf & Tennis Commission 03/08/11 Meeting Minutes Meeting called to order at 7:00 p.m. Commissioners Mr. Lowd Mr. Ascolillo Mr. Crandall Mr. Lambert Mr. Lawler Mr. Richardson GFMI Mr. Carter Mr. Dion Mr. McHugh Mr. Page Guest Mr. Dunn Opening Remarks Mr. Lowd welcomed the Commission members, GFMI and guests. Minutes of March Mr. Lawler motioned to approve the minutes of March, seconded by Mr. Ascolillo. Motion carried 5 -0. Finance Report Mr. Lawler distributes the monthly summary to the Commission members, which indicates minimal activity in the maintenance account. GFMI has been reimbursed for a few items they have submitted. The current balance is $55,596. The Bond Account has changes in three categories; Maintenance Building Design, Maintenance Building Construction & Club House Improvements. All outstanding bills from Mr. Carter have been satisfied. Mr. Ascolillo motioned to accept the Finance Report, seconded by Mr. Crandall. Motion carried 5 -0. Capital Improvement Summary Review by John Dunn Mr. Dunn Distributed a Capital Improvement Summary Review to the Commission and GFMI members with updates and estimated future expenditures vs. revenue available. The most significant expenditure being the rooFdormer project. The received bids (3); lowest were $261,000 and $267,000. They will award the bid to $261,000. We will require getting the work done by the end of June. Scaffolding will go up; Mr. Page has certain restrictions on the scaffolding and they will work on those restrictions. Mr. Dunn is happy with the bid. This is part of the $50,000 Mass. Historical Society Grant. The deadline is June 30. The roof dormer is mid section of second floor; we look to be in good shape. Time -Line for New Maintenance Building We paid for site survey; we got the plans; now we have to put them into format for a bid. Central registration needs to know it is out for bid. The normal bid span is two weeks; we have increased that to four weeks. We will then review bids. Then we will do site work while ordering supplies. Dick McNeil has taken on the job of Project Manager. Mr. Murphy will be back in town by next week. Mr. Dunn also indicated that any interior projects still need to be addressed with the Mass. Historical Society. The Carter Report Mr. Carter passed out an updated membership list that summarizes the total of members. He has thus far collected $122,000 in deposits. He has 170 members and expects 230 to 240 this year and he is not counting the junior members as full members. He also indicated that all last years' tournament members are coming back this year. Mr. Dunn will talk to Mayor Scanlon regarding his tournament dates. Tennis Mr. LaPierre will return again for another season of tennis. He would like to paint the fences and will submit a proposal to do so at the next meeting. Mr. Dunn has asked for a list of their tournaments in June and July. He is concerned with any "blackout" times with the maintenance /construction that will take place. The McHugh Report Mr. McHugh indicated that the turf looks good for this time of year. He also stated that the tree damage is minimal and it is the easiest year so far for covers. Hoping to have 9 holes open by 3/25. The Burt Pate Report Mr. Page hands out the sales report for March. He is moving forward with future bookings and has had a lot of inquiries and is anticipating an "explosion of events ". By 5/28 he will need the scaffolding off the front and side of the building; the brides are showing their concerns. Mr. Page indicated that there were two leaks last week and the locker room took in a lot of water. He stated that the mold has to be treated. Two pieces of refrigerator equipment needs work; beer coolers need compressors; salad unit needs condenser. Mr. Lawler motioned to authorize compressor and condenser work indicated above, seconded by Mr. Crandall. Motion carried 5 -0. Mr. Page stated that by March 20 he hopes to be open 7 days a week. Meeting adjourned.