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2015-01-13BEVERLY GOLF & TENNIS COMMISSION January 13, 2015 Meeting Minutes Commissioners Mr. Lowd Mr. Ascolillo Mr. Lambert Mr. Lawler GFMI Mr. Carter Mr. Dionne Meeting called to order at 7 pm. Minutes for December Mr. Lawler motioned to approve the December 2014 minutes, seconded by Mr. Ascolillo, motion carried 4 -0. Finance Report Mr. Lawler distributed up -to -date Finance report indicating the expense for Mayer Tree Service of $2500 and Gienapp of $1188. Mr. Lowd Updates • Mr. Lowd quickly reviewed and stated that the 2015 rates have been submitted to the Finance Committee for the City Council Meeting next Tuesday evening for review. • He also quickly informed the Commission of the current legal status regarding Bass River. • The ballroom area rug replacement will begin on Wednesday 1/14/15. • Quotes for painting the Parking lot and McKay St. sides of the clubhouse were requested from 3 vendors, Collegiate Painting, One Way Painting and Scialdone Painting. Only Scialdone Painting submitted a quote and the Collegiate painting was a no -bid and One Way did not reply after a conversation regarding a quote needed, considering them a no -bid. • Scialdone Painting, quote individually and combined pricing for Parking lot end and Mckay Street end of exterior of building, painting and stucco. Mr. Lawler motions to accept Scialdone Painting bid for combined painting of both ends of building, seconding by Mr. Lambert. Motion carried 4 -0. • Mr. Lowd distributed Community Preservation Committee's Application Flowchart — Round 2, Cycle 2015. Application submitted for Approval / Confirmation that the clubhouse was on the Historic Register. Confirmation was confirmed on 1/6/15. • Mr. Lowd stated that he attended a recent CPC meeting for information and he reviewed the CPC application process with the Commission members. The members agreed that they should move forward with this process to try to gain funds for preservation of the clubhouse and meeting ADA requirements. Next phase, Pre - application is to determine eligibility / qualification for assistance, is due Friday, February 27, 2015 @ Noon to the Beverly CPC. Decision would be expected by March 27, 2015, final application would then be due by May 8, 2015. Any final announcements of project award is estimated to be mid - October 2015. Mr. Tremblay provided initial specs for further development of estimating costs. Specs for railing removal and replacement to current ADA height for veranda railings and replacement of railings on the second floor to preserve the appearance, new railings to be made from red cedar including the balusters and box columns, painting of the railings and veranda side of the building will need to be done. Restroom facilities to support the ballroom on the 2 nd floor and meeting ADA requirements, will need details of existing building elements for plumbing, electrical, and construction of the women's locker room on the 2 nd floor. • Additionally, the fire doors at the entrance to the ballroom will also need to be replaced in order to meet the ADA requirements. • Mr. Doig indicated the CPC will review all the requests and come back with recommendations or denials of the project. Carter Report • Mr Carter distributed the Rounds and Revenue reports. • Mr. Carter indicated that the rounds were down 4.5 % and noted this was in line for other courses both Nationally and similar local ones. The summer was good although April and May was tough. After all comparisons, the daily public player was the revenue generator. • Mr. Carter still feels strongly that keeping the 2015 rates the same as 2014 is the right answer moving forward and the leagues and outing fees will remain the same. Mr. Dionne is now recruiting leagues for next year and is still trying to attract new outings and tournaments dates. • A tournament hand book is almost done and with adequate advertisements; the yardage book could be distributed at no charge. • Mr. Carter also indicated that a few screens on the tennis courts blew down but have been refastened. Mr. McHugh is working on repainting tee markers and other maintenance items, and noted the heat is working the new maintenance building. Next project needed would be plumbing for bathrooms in the new maintenance building. If external pipes need to be installed; this may need to be done during the paving process. • Mr. Bouchard from DPU had indicated that at least one hot water tank in the lower level needs to be replaced sooner rather than later; and before it fails, advises to replace it. Mr. Lowd asked Mr. Carter to get some estimates from Mr. Collins, DPU. • The Masonic Lodge members are still meeting in the ballroom. They have not yet sold their building which will be necessary before discussions on renovation of the lower level in the clubhouse. • Mr. Carter also reiterated the concern for the tree on hole 4. He called in the City Arborist and he did agree the tree is rotted on the inside and is a hazard and danger and must be removed. Mr. Carter indicated that the money for this project has already been approved therefore he will proceed with the process. Meeting adjourned at 8:30 pm.