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2010-08-10Beverly Golf & Tennis Commission 08/10/10 Meeting Minutes Meeting called to order at 7:00 p.m. In Attendance: Mr. Lowd Mr. Ascolillo Mr. Barger Mr. Crandall Mr. Lambert Mr. Lawler Mr. Richardson GFMI Mr. Carter Mr. Murphy Mr. Dion Mr. Page Guests Mr. Dunn Mr. Lowd called the meeting to order at 7pm Minutes of July Mr. Barger motioned to accept the minutes of July, seconded by Mr. Lawler. Motion carried 6 -0 Finance Report Mr. Lawler stated that the end of their fiscal year was July 31, 2010 and there was no finance report available at this time. He estimated about $4000 left in their account and that they should be all set with their budget for 2011. Site Projects Tennis Mr. Carter indicated that the Tennis Program has been very busy; the weather has been war and cooperating. He is hearing a lot of positive feedback and nothing negative. The membership remains close to last year's number. Pro Shop Update Mr. Lowd indicated that Janet Gaffey could not attend this evening but he did receive updates from her for discussion. Painting: Mr. Lowd stated that painting was difficult without proper lighting so they were having the electrician come in to install the lighting previously approved. Cabinetry: The cabinetry is currently being installed. Fireplace: The fireplace is being done with carpet along with the threshold into changing room. Janet will take care of the curtain rod for the changing room. Cameras: The cameras still need to be mounted. Front Door: The front door is scheduled for installation next week. Security Gate: The old security gate will be removed; a new gate will be ordered and installed. Mr. Carter indicated that the back door can be accessed easily and wishes a new gate to be purchased and installed for the rear entrance. Mr. Carter also recommended an entry carpet with logo to save the new carpet being installed. He will discuss it with Janet. Signage: As discussed at the meeting of July, the new sign will be erected on the side of the building. The hedges will be trimmed. However, Mr. Carter did state that when the old sign was removed, they damaged the Fiber Optic cable supporting their computer system. Mr. Carter has his computer vendor do the repair and stated the new sign should up in a couple of weeks. New Requests: Mr. Carter would like a 4'x 8' bulletin board placed by the fitting room for sign up sheets for members = $250. He would also like the wall mounted desk be placed at standing height. Mr. Carter also indicated that the cabinetmaker has an extra 32" section of wall that could be placed to the left of the fireplace and will install it for $400. The Commission asked him to get the price lowered and present it at the next meeting. He also stated that a manel shelf would cost $350. Mr. Lawler motioned to approve $1000 for extras for the pro shop: re: bulletin board, moving counter to standing height, the 32" cabinetry, mantel and installation by GFMI. Motion seconded by Mr. Ascolillo. Mr. Lowd indicated he would call Janet Gaffey with the results of this discussion and tell her to proceed accordingly. Maintenance Building: The Murphy Report: Mr. Murphy indicated that his "design man" need to talk to Mr. Dunn regarding some specifications on the Maintenance Building. He would like to take the specifications on the new cart building and expand them. He is currently awaiting a map of the hot spots from the Engineering Firm who did the site review so he can purchase fill to cover it and what type of "membrane" to put down. Mr. Murphy indicated that I" repair is about $25,000. He talked to the Engineer and stated making a big hill and fill in spots with irrigation and hot top cart path for short money. The condition of the course is great. They are still working on new irrigation issues on 18, wants to make it cut to fairway height, using pipestone. Aiming for mid September. The Bunkers are still being worked on. Eric from DPW has it mapped out. He indicated that there is a lot of upgrading being conducted throughout the course. Mr. Murphy also indicated that the Master Plan called for brush removal in some areas of the course. He did contract some high school kids to do the work but experienced a lot of poison ivy. The work was slow and tedious and suggested bringing in a bobcat to chip and mulch the brush. The bobcat is $1,480 per day and he estimates using it for 10 days. This will include an operator. Mr. Lawler motioned to approve the request of a Bobcat rental with operator for 10 days at $14,800. Motion seconded by Mr. Barger. Motion carried 6 -0. Mr. Lawler also indicated that if the project is complete in 8 days; utilize the Bobcat by providing the operator with additional work. He stated possibly pulling some stumps in the woods. Mr. Dunn asked Mr. Murphy to also follow the Gale Report regarding removal of trees. Mr. Murphy also stated that he would like to get a nursery started. It would be mainly for greens repairs and will present it in more detail at the September meeting. Mr. Murphy also addressed Mr. Lawler regarding the installation of benches. He would install benches for $300 each. Mr. Murphy also indicated that he would like the "score board" removed. He stated that he wont need and is getting a lot of grief from members regarding the advertising being placed on it. Club House: The Burt Page Report: Mr. Page distributed he monthly spreadsheet for the pub along with a revised quote from "A Stitch In Time ". The new figure on the drapes is $24,766. The new quote is itemized according to the needs of each room. Mr. Lawler motioned to approve the quote as presented, seconded by Mr. Ascolillo. Motion carried 6 -0. Mr. Page also indicated that the dumbwaiter is again out of service. The City has tried to repeatedly to repair it with no success. He will present a proposal at the next meeting. Massachusetts Historical Society: Mr. Dunn stated he is locating existing plans within the City regarding the dimentions of the roof. He stated that he is trying to get our man what he needs for the MHS. The proposal needs to be submitted by 8/31/10 and is expressing the urgency to move it along. The Carter Report: Mr. Carter stated that things were good with golf. The Fiber Optic line cost was $550. He did state that Meridian broke the cable and is looking into reimbursement. He stated that his goal is 35,000, North Reading is reaching 45 to 50,000 but they do have more 9 hole rounds. He would like to maintain the current membership and will continue to generate new members. The current membership is at 240. At the next meeting he would like to clean up the membership rates. 100 Anniversary Celebration The Commission discussed having a celebration between October 1 St & 15 They want to attract all different groups of people. Mr. Ascolillo recommended acquiring a guest list, Mr. Lawler recommended an "open house" for the day. Mr. Ascolillo and Mr. Lambert will meet on 8/17 at 7pm to initiate a plan. Mr. Lawler motioned to adjourn, seconded by Mr. Barger. Motion carried 6 -0.