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2015-09-08CITY OF BEVERLY MEETING NOTES Board: Golf and Tennis Commission Date: September 8, 2015 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Chad Crandell, Kevin Ascolillo, Gary Lambert, Doug Richardson Others Present: GFMI Staff -Chris Carter, Burt Page, Brian McHugh, Dave Dionne, Mike LaPierre Recorder: Aileen O'Rourke Mr. Lowd called the meeting to order at 7:04pm. Members review the unofficial July meeting notes. Mr. Lowd goes over updates to various projects. Porch Collapse Mr. Lowd sent the proposal from the insurance company to City hall the insurance company is only proposing to pay $1000 to repair the collapsed porch after insurance deductable. Lowd met with City officials to draft a bid proposal per the insurance company's direction. The insurance company would like to see how much it will cost to repair so the Commission will wait to see what happens after the bids come in. Mr. Lowd asked Mr. Carter about the reaction from members regarding the porch collapse. Mr. Carter replied members understand the project is moving along but would like it resolved quickly. There were two incidents the past week that wouldn't have occurred if the porch was screened in. Old glass from the door leading to the porch broke and exploded on an elderly diner after an errant ball hit it, luckily no one was injured. The other incident involved a patron who tripped and hurt herself pretty severely. Mr. Lowd will send these incident reports to City Hall. NOTE: There is a $25,000 deductible on the insurance policy hopefully the bids will come in higher than this number and the insurance company would pay the difference. The goal is to get this replaced before the winter, if possible. Dishwasher cleaned upstairs and everything working okay. But that doesn't fix the dirty water coming in from the old pipes. David Gelineau mentioned to Rob Devers. Mr. Page Mr. Page reports there is no longer any dirty water in the dishwasher and the stove has been fixed. The kitchen needs the meat slicer repaired and received a quote to rebuild the current Hobart for $1500 which includes a one year warranty. The Hobart is a quality slicer and a new one would be $5000 so this seems like a great deal. Richardson makes a motion to fund the slicer repair for $1513 Crandell seconds. All in favor, the motion carries unanimously (5 -0). Lambert motions to refund GFMI for the stove repair costing $463.43. Ascolillo seconds. Motion carries unanimously (5 -0). Mr. Page distributes a glowing letter from the New England Homes for the Deaf on their recent golf tournament praising the food, course, and staff. Ascolillo motions to enter the letter into the record, see attached. Carter Report Mr. Carter reviewed the outings report. There was a function in August where the AC unit upstairs in the function room wasn't working so Mr. Page made a decision to move the function to the first floor as the AC unit wouldn't be fixed in a day. The member threatened legal action because the contract was changed and he wasn't notified in advance. GFMI reimbursed $2000 back (about 20 %). He claims he lost revenue from the silent auction since people weren't all in the same room; most outings make money on the after party, not on the golf. Mr. Carter reviewed his Rounds & Revenues Reports. Rounds and playing days up were up for July /August as more people were playing because of the nice weather. Carter started a recent membership drive advertised in the Salem news and on the website which allows players to sign up for 2016 membership now with a $1000 deposit and play the remaining days in September. So far there are 14 new members, 7 were past members. There was an emergency repair to replace the cartport door, quote is $1250. It will cost $555 to fix. There was significant graffiti on the back side of clubhouse and staircase. The police took a look and recommended re- painting right away. GFMI re- painted the door. There are security cameras outside at the pro shop but not enough to see who did this. It was $63 for paint. Crandall motions to pay for the door to be replaced for $555. Ascolillo seconds. All in favor, motion carries unanimously (5 -0). Carter will get a few more quotes and Lowd will ask Gelineau if there is someone the city has on contract. Richardson motions to pay for the $285 for the elevator inspection fee. Lambert seconds. Motion carries unanimously (5 -0). Mr. Lowd and Mr. Carter will sit down with a disgruntled Beverly Golf member to talk through his concerns. Mr. Murphy report Mr. Murphy reports on the recent Tee construction for middle tees at #2 and #12. There was a burst pipe at hole #2 and the whole area has become mucky. #2 hole will be moved up for the average golfer. The #12 hole will be redesigned to prevent players from hitting parked cars on McKay Street. Both holes will be softer for the enjoyment of the average player. They will elongate the path road. Tee additions will be fall projects. Crandell motions to appropriate $5600 for tee construction on hole #2 and #12. Ascolillo 2nds. All in favor (5 -0). Carter reminds members the memo distributed at the meeting is not a bill, it's to purchase material. 21 Page CPC Review Mr. Lowd reviewed the last two CPC meetings that deliberated on the Golf and Tennis Proposal. The CPC asked for a prioritized list of projects as they could not fund the entire proposal. Mr. Lowd furnished that to them. At the last meeting, the CPC felt the 40% contingency and general conditions number listed in the architect's report was too high. Ascolillo says the City must have a standard contingency number, Lowd should ask Ayles for that. At the last meeting the CPC recommended approval for $47K to design the upstairs bathroom and doors to the function room as well the approval and bid process. This recommendation will go to the City Council for approval. The Golf and Tennis commission are grateful for the funds. Ascolillo thanks Lowd for all his work in putting together the CPC application and follow up documents. Bruce Doig asked the Golf and Tennis Commission if a bench could be placed at the practice green in memory of John Aucone. Murphy will come up with suggested locations for the Arconi family. Ascolillo makes a motion to approve a memorial bench at the practice green. Crandell 2nds. All in favor, motion passes (5 -0). Mr. Carter asks about the safety issue to remove the tripping hazard at the porch, perhaps some temporary netting can be put up? Mr. Carter would like to remove that section of the concrete he will ask Bouchard what he thinks. Adjournment Ascolillo makes a motion to adjourn the September 8t'', 2015 Beverly Golf and Tennis Commission meeting. Seconded by Crandell. All in favor, motion passes unanimously (5 -0). Meeting adjourned at 8:35pm. 31 Page