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2009-10-13Beverly Golf & Tennis Commission 10/13/09 Meeting Minutes Meeting called to order at 7:00 p.m. In Attendance: Mr. Klein Mr. Barger Mr. Crandall Mr. Lowd Mr. Richardson From Bass River Mngt: Jane Ash Nick Corovetti Chuck Malatesta Opening remarks by Mr. Klein Mr. Klein called the meeting to order at 7 pm and indicated that Mr. Lawler and Mr. Ascolillo were not present this evening. He also stated that the next BGT meeting will be scheduled for 11/17 not 11/10. Financial Report Mr. Klein indicated that Mr. Lawler would not be present this evening and distributed the Finance Report to the members. Mr. Lowd motioned to accept the Finance Report, seconded by Mr. Crandell. Motion carried 5 -0. Minutes for September Mr. Crandell motioned to accept the minutes, seconded by Mr. Barger. Motion carried 5 -0. Pro Shop Design Update Ms. Gaffney presented estimates accompanied by the preliminary design for the new Pro Shop to the members. She indicated that she had two estimates and is waiting for one other. After extensive discussion involving Ms. Gaffney, Mr. Corovetti and Commission members, Mr. Crandall reiterated the specific details /improvements to be included but not limited to, the motion to be placed on the table. Mr. Crandall motions to allow $60,000 with a contingency of $10,000, totaling $70,000 for improvements /repairs /remodeling of the Pro Shop as listed below: A. Gut walls, plumbing, existing partitions, door to annex, remove carpet B. Remove wiring C. Supply dumpster, remove debris D. Construct changing room and storage area /office, includes doors, hardware E. Insulate walls F. Plaster and skim coat throughout, including gabled ends G. Moldings to doors and base board H. Add interior Fire rated door to mechanical room, add venting I. Remove exterior door in annex and seal to match exterior J. Entry - remove existing concrete ramp - replace with bluestone, minimal slope /_1WeW@ iTeNI iii[i�"01 K. Electrical allowance, fixtures and installation L. Painting Optional Items: M. Restore stone fireplace repoint as necessary N. Restore or add flue Q. HVAC review and adjustment R. Handicap Entrance Door commercial /security S. Remove security gates and install iron bar system * (Lettering of items correspond with detailed itemized estimate provided by Ms. Gaffney) Motion seconded by Mr. Lowd, motion carried 5 -0. Updates on Improvements: Maintenance Building Mr. Klein stated that the DEP have not concluded their investigation as yet regarding the soil contamination project. He did however state that to clean up the contamination to make it a "special class" ready for building would cost approximately $130,000, a second option would be a less extensive cleanup but enough to make it "building ready" would be approx. $80,000, or a third option would restrict their building type and use for approx. $40,000. Mr. Malatesta showed concern regarding the testing and length of time the company is taking. He will discuss this in detail with Mr. Dunn. Mr. Crandall asked the Commission to consider a slab over the contaminated area and erect a building rather than spend any more money on the clean up. Let create a plan for the existing footprint. He also indicated that the City received grant money for the clean up of Innocenti Park and asked the Commission to address that option with City Hall. Cart Building Mr. Klein indicated that City Hall received 3 bids for the building and none were correct. He stated that a forth RIFT has gone out and will be opened on 11/5 and it is the belief of the City that the bids will be within contingency. Mr. Miller is working on the plans for the cart paths, irrigation and tree work. Mr. Malatesta asks that the cart paths just be graveled as to no damage them with the heavy trucks and equipment during this construction. Bass River Updates Tennis Facility Miss Ash indicated that the tennis program has stopped for the season and all of the lines will be pulled by the end of the month. Membership - 242 She also indicated that 12 people have put down membership deposits for next year and there is one gentleman who has left BGT three years ago and is now returning. Fencing Ms. Ash will get an estimate on fencing damaged from the rain storm. Mr. Klein stated that the next meeting will be November 17 not November 10. Once topic of discussion will be whether the Commission wants to grant Bass River Tennis a new /continuation of their contract that will expire 12/09. The December 8 meeting will be nomination of new Commission Officers. Mr. Klein has stated that he will not accept a nomination for Commission President; he has filled this seat for three years and wishes to step aside for another eager and determined member to continue the progress of the Beverly Golf and Tennis Commission. Meeting adjourned at 8:10 pm.