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2014-05-12BEVERLY GOLF & TENNIS COMMISSION May 12, 2014 Meeting Minutes COMMISSIONERS Mr. Lowd Mr. Barger Mr. Crandall Mr. Lambert GFMI Mr. Carter Mr. Dionne Mr. LaPierre Mr. Murphy Mr. McHugh Mr. Page G U F STS Mr. Gelineau, Purchasing Agent, City of Beverly Rob Dever, Public Works Facilitator, City of Beverly Brent Ayles, Finance Director, City of Beverly Meeting called to order at 7pm. Minutes for April 2014. Mr. Crandall motioned to accept the minutes, seconded by Mr. Lambert. Motion carried 4 -0. Finance Report Mr. Lowd distributed the finance report to the Commission; Mr. Lawler was not present at tonight's meeting. He also introduced Mr. Ayles, Finance Director for the City of Beverly. Mr. Ayles distributed a Current Year Budget Analysis. He stated that this is his first BGT Budget as Finance Director and BGT is a great asset for the City of Beverly. He began to explain the overview of the budget and broke down the $380,000 revenue from GFMI. The General Maint. Fund of $58,000; $75,000 transferring to Capital Funds, which he recommends the Commission continues for ADA repairs or any future repairs. The $145,000 Bond principal and interest. Mr. Barger motioned to accept Budget Proposal presented by Mr. Ayles, seconded by Mr. Crandall. Motion accepted 4 -0. The Dever Report Mr. Dever, City of Beverly Facilities Coordinator, has met with Mr. Lowd and come to oversee some projects to completion for BGT. Mr. Dever has indicated that the facia and gutters have been replaced; yet puddles are still forming on the veranda. He will speak to some roofers to solve the problem. Mr. Dever also met with Seaver, the company who hired Gienapp to do the handicap ramp. The problem discussed is the cement is starting to crumble in areas of the ramp. Mr. Dever feels the company needs to abide by their warranty and do repairs; if not we may have to get the city solicitor involved. There was also a problem with the coating on the railing that has been noted on the repairs. These repairs may interfere with summer time functions. Mr. Dever also indicated that there were not enough coats on top of the mahogany decking; Aaron Margolis of Gienapp will get back to him on an itemized list. Mr. Crandall reiterated that BGT was informed to use this specific decking; we expect long term results. The Carter Report Mr. Carter indicated that there were 2979 rounds in April. They opened the course in early April, the rounds were somewhat down due to weather; however the grounds are in good shape. He also distributed his up -to -date revenue report. We are close to last year's number. Mr. Crandall asked if Mr. Carter could provide a breakdown in membership catagories at the next meeting. Mr. Carter asked Mr. Lowd for an update on Mr. Connolly's Memorial Bench. Mr. Lowd will contact Mr. Doig and get back to him. This will be the fourth memorial bench on the course. The LaPierre Report We opened on May 7. Nepco resurfaced the courts and the grounds are great. Mr. LaPierre will have a revenue report available at the next meeting; waiting for some nice weather to have some tennis. The Murphy Report Mr. Murphy indicated that 13 is all seeded and growing; cleaned out bunkers and drainage stones on 5 & 9. Doing more seeding on greens from ice damage and fertilizing. We will be replacing drainage on the 8 The 4" existing pipe isn't great; we are going to install 600' of 6" pipe. Mr. Murphy also asked the Commission to consider paving the area near the new maintenance building. This would make it easier for them when having deliveries of stone, loam, etc. to be dumped on pavement rather than grass. The heavy rains with puddles create not a nice sight for the neighbors. He also indicated that this will cost approximately $25,000 and give you a nice complete finished area for the maintenance building. Mr. Dever asked the Commission to prioritize and he would add the maintenance building office and bathrooms to his list. Mr. Lambert motioned $1500 for repair of 8 Fairway drainage (pipe, fittings, stone), seconded by Mr. Barger. Motion carried 4 -0. Mr. Crandall motioned $900 #11 Bunker Sod project, seconded by Mr. Barger. Motion carried 4 -0. The McHugh Report We are finishing up the greens and getting in shape for the weekend. We will be starting the drainage soon. So far so good. All is well with the pumping station also. The Dionne Report The Pro Shoppe is open; the leagues are starting also. We have about 12 to 14 groups. All is going well, we just need good weather. ADA update by Mr. Lowd Mr. Lowd distributed a Compliance Study prepared by Gienapp Design to the Commission. This ADA Compliance study is separated into years of completion from 2014 — 2018. Please note the last pages show completed work. Other documents distributed are blue prints showing areas of ADA concerns; re: bathrooms, doorways, etc. Mr. Lowd has indicated that that the first page is dated for 2014. The bids have been sent out and Mr. Dever has specifics for Gienapp on these repairs. Most of the repairs are easy, two doors, fire alarms within reach, door handles, threshholds, hinges on doors, heights of toilets, signage. Mr. Lowd also indicated that the major repair for this year would be converting the second floor locker room into restrooms. Gienapp presented two options. Mr. Crandall motioned to allocate $10,000 of $45,000 Enterprise fund for ADA repairs mentioned above, seconded by Mr. Lambert. Motion carried 4 -0. Things to think about: Carpet for ball room Heating system /hot water Railings on veranda /upstairs railings /window frames upstairs Painting stucco Decking next to grill room /screening The Page Report Mr. Page will present a quote at the next meeting for an air conditioner for the grill room. He has also mentioned that the Beverly Mason Group would like to invest in redoing the bowling alley downstairs as their meeting room the two groups to meet a couple times a month. They did bring in an engineer; they would have to present it to the City Council. They would like to present it to us at our next meeting. Master ?? ?was at the meeting of Liberty Lodge.