2015-10-13 (2)CITY OF BEVERLY
MEETING NOTES
Board: Golf and Tennis Commission
Date: October 13, 2015
Location: Beverly Golf and Tennis Clubhouse, Fireplace room
Members Present: Chair William Lowd, Chad Crandell, 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 7:03pm.
Members review the September 8, 2015 meeting minutes. Mr. Crandell makes a motion to
approve the minutes as written. Mr. Richardson seconds. All in favor the motion carries
unanimously (5 -0).
Mr. Lowd met with the John Aucone's daughter to discuss the location for the memorial bench
in her father's honor. She was pleased with the location which will be across from the putting
green and next to the front steps. Mr. Carter explained the process for installing benches: the
city delivers the bench, it is stored in the garage until the concrete is ready to be poured. If the
bench is delivered before Thanksgiving it can be put in this year, if not, the bench will be
installed in the spring. The family also expressed interest in holding a memorial golf outing as
well.
Commission members review the budget report prepared on October 2 d , 2015. Maintenance
funds were appropriated for $60K, of which less than $5K has been used. Some expenses are not
showing up in the budget yet because the City is closing out the 2015 budget. Mr. Lowd
mentioned there are also some invoices that are in process including the bill for $1000 to replace
the broken door window and those that were approved at the last meeting (the slicer repair, stove
repair, cart door, and tee construction for holes #2 and #12). Activities should be sorted out by
the November meeting.
Porch Collapse
Mr. Lowd sat down with architect Dale Gienapp and Mr. Gelineau to put the package together to
go out for bid. The City solicitor made some edits but the bid should hopefully go out soon.
(Commission should see the draft before it is sent out). The estimate is around $80K. The
collapsed porch has caused some leaking. Mr. Carter thinks they need to renovate the locker
room, at least replace the stained carpet but can't do anything until the leak is fixed. Can the
City do some minor repairs to fix the leaking and the flooding downstairs? asks Mr. Richardson.
Mr. Carter says they can throw a tarp down to stop the leaking from getting downstairs. Mr.
Lowd would like to wait and see what comes back from the bid package. Mr. Bouchard did some
caulking and installed some flashing around the area but may not have gotten all of it. The City
took a portion of the $25,000 deductible; commission will discuss the deductable at the next
meeting.
Mr. Carter
Mr. Carter reviewed the rounds and revenue reports. September was a strong month. 20 people
took advantage of early 2016 memberships, half were previous members. Mr. Carter reports on
some course improvements in the work: they are aerating the fields, replacing diseased spots, and
are ready to clean up fallen leaves. The Beverly High School golf has a match nearly every day.
Rounds are up about 5% for September. Most people, at least the general public, are playing 9
holes instead of 18 (though members tend to play 18) plus they are playing less per week.
Numbers can be deceiving as there may be more people playing but the volume of play is less.
Conditions of play have been exceptional this year which is enticing more people to become
members, reports Mr. Dionne. Cart path renovation and drainage work will help to get the course
dry even after torrential rain making it ready to play 12 -18 hours later.
DPW sent someone out to measure the cart park doors.
Mr. Page would like to see some painting done. Mr. Lowd stated it would be best to wait until
the CPC approves their CPC application. Mr. Carter would like to at least paint the stucco since
it doesn't match the other sides of the building.
CPC update
Mr. Lowd distributed the overall CPC funding recommendations that will be presented to City
Council on Monday October 19. Mr. Lowd will provide numbers to the CPC with the
investment that GFMI has tabulated towards BG &T improvements for the out of cycle
application. Mr. Crandell would like to enter the hard numbers in the public record when
finalized. Mr. Lowd will use an estimate of general labor at $20 /hr. GFMI also provided
equipment, materials and free labor costs. The narrative that will be presented at the out of cycle
meeting is that GFMI is contributing over and above their contractual obligations. The annual
maintenance budget is taken from the GFMI fee paid to the city, but the Golf and Tennis
Commission is still short financial support and historic buildings are expensive to maintain.
Mr. Page
Mr. Page distributed a letter he received for a recent function complimenting the staff and venue.
See enclosure.
Mr. Page mentions the A/C units in the bar area upstairs is not functioning properly.
Mr. Page confirms that with all the investments that have been made, there is an uptick in the
number of functions being booked in the upstairs ballroom. He will provide an estimate for the
end of year numbers for the next meeting.
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Mr. Murphy
Mr. Murphy mentions there is a puddle out front from where the ceiling is peeling.
Mr. Dionne
Mr. Dionne reports the Chimney at the pro shop is leaking and will have someone come look at
it, maybe add some flashing.
Adjournment
Crandall makes a motion to adjourn the October 13' 2015 Beverly Golf and Tennis Commission
meeting. Seconded by Richardson. All in favor, motion passes unanimously (5 -0). Meeting
adjourned at 8:12pm.
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