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2010-04-13Beverly Golf & Tennis Commission 4/13/10 Meeting Minutes Meeting called to order at 7:00 p.m. In Attendance: Mr. Lowd Mr. Ascolillo Mr. Lambert Mr. Lawler Mr. Richardson From: Golf Facilities Management Inc., (GFMI) Chris Carter Steve Murphy Burton Page, Facilities Manager Brian McHugh, Greens Manager Mike LaPierre, Tennis Operations Dave Dionne, Golf Pro Opening Remarks: Mr. Lowd opened the meeting and welcomed GFMI to the BGT. He also introduced Mr. Lambert and welcomed him back on the Commission. Mr. Lowd also stated that he toured the course and saw a lot of excitement upon the members with the beginning of GFMI and their hard work. He also thanked the Commission members for all their hard work to get the course where it is today. Approval of Minutes. Mr. Richardson motioned to approve the minutes of March, seconded by Mr. Lambert. Motion carried 5 -0. Pro Shop Update Mr. Dunn indicated that the pro shop has been gutted. He stated that the City Electrician went through the building and estimated the electrical cost to be $5,500. Mr. Dunn stated that he wanted to bring the cost of the remodeling down. There has been a temporary trailers brought in with electrical and heat access for use. He also indicated that the cabinetry work has been started and that the building will be ADA compliance. Management Contract Update Mr. Dunn stated that there are still some small issues outstanding but when they are resolved he will get a copy of the final contract to all Commission members. Site Project Discussions: Golf Mr. Murphy distributed an outline of immediate repairs /updates that need to be addressed on the course. The outline consists of various holes and bunkers and labor and materials needed. The estimated cost is $30,500. He also assured that the repairs will be done one hole /bunker at a time and will not affect play. Mr. Dunn stated that he will speak to Dave Gelineau, Purchasing Manager, for current vendors that may be able to supply the materials. This may bring the cost down from $30,500. Mr. Murphy also discussed his plan for the fall season. He stated that cart paths, drainage and ADA bathrooms will be his main concern for the fall. This will consist of some paving, digging out some stumps and various tree work. He also agreed to work with current contractors and will consult with Dave Gelineau. Mr. Lawler motioned to approve $30,500 for course repairs /updated indicated on the memo submitted to the Commission, seconded by Mr. Ascolillo. Motion carried 5 -0. Site Project Discussions: Pro Shop Mr. Carter indicated that the Pro Shop Revenue is a concern. He also indicated that he would like to hang a new sign /logo to entice the public to play. He also indicated that there are various outstanding bills, ball machine from Witek and Horizon. He would like to see these outstanding debts cleared up so that the transition can be seamless. The total debt is $7,400. Mr. Lawler motioned to approve $7,400 for outstanding bills from Bass River Management, seconded by Mr. Ascolillo. Motion carried 5 -0. Site Project Discussions: Pub and Functions Mr. Page submitted a spread sheet of sales incurred since taking over from Bass River Management. He assured the Commission they would received a spread sheet every month. He stated that a new chef from the Lycium has been brought on board. He is also accepting booking for next year. He also indicated that there are some broken windows, leaks and simple maintenance that need to be done to the club house and asked if there is a plan in place for ongoing maintenance. He submitted a quote of $14,800 for a chair lift. He also indicated that there is a wedding booked and this lift will be needed. Mr. Dunn suggested showing the quote and chair lift brochure to Art Daneault, ADA Officer, for his approval. He also stated that they still have the stair climber that can be used for now. Mr. Lawler motioned to approved $14,800 for chairlift, subject to ADA approval, seconded by Mr. Richardson. Motion carried 5 -9. Site Project Discussions: Tennis Mr. LaPierre will operate the tennis facilities this season. He has received three quotes for claying the courts. He stated that the old tape has been pulled and will be reused to save money. He hopes to open May 1 to accommodate the Beverly High School Tennis Team. He also indicated that he currently has fifty members and hopes to increase that number. He did mention that a tree has fallen on a section of the fence and burst pipes in the tennis shop. The screens will be up soon. Site Project Discussions: Golf Pro Mr. Dionne has indicated that there are a lot of people just walking through the course as a short cut and is concerned for their safety. He also indicated that they find shopping carts on the course. Mr. Lowd stated that he can post signs and police the area. He was also advised to talk to Roy Gelineau regarding the "safety" factor for people walking the course as a cut through. New Business: Mr. Dunn has stated that the application to Mass. Preservation Projects Fund has been submitted. He also indicated that it is very competitive and there are many strings attached. If the grant is approved they will apply it to the roof, stucco, woodwork and windows. Mr. Dunn also stated Myer Tree Co. is doing a nice job on the tree work on the course and it is ongoing. Mr. Lawler motioned to adjourn at 8:35pm, seconded by Mr. Lambert. Motion carried 5 -0.