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Golf and Tennis Minutes Feb 9 2016CITY OF BEVERLY MEETING MINUTES Board: Golf and Tennis Commission Date: February 9, 2016 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Doug Richardson, Martin Lawler, Gary Lambert, Chad Crandell Others Present: GFMI Staff -Chris Carter, Burt Page, Dave Dionne Mr. Lowd called the meeting to order at 7:00pm. Minutes of December 8, 2015 meeting accepted 5 -0. January 12 , 2016 meeting did not have a quorum. Financial update Mr. Lawler reviewed the budget report for the Commission. Balance in the maintenance account at $40,546, capital improvements at $51,000, other expenditures account at $24,710 as of 2/5/16. City council approved the 2016 member rate schedule and commission reviewed the golf rates for 2016. Commission approved for payment: invoices for Gienapp Design for CPC Renovation for $25,025, Gienapp Design for Screen Porch replacement $9,812.50, Moynihan Lumber for maintenance items $20.98, Secure Alarm Co. for Service call $633.13, Sihpol Overhead Door Material, Dis- assembly of old doors, installation of new doors, and labor $7,218. Project updates Porch Collapse The existing conditions and measurements were completed by the architect with a cost of $4K. The invoice will be paid by BG &T until the insurance company provides a reimbursement check. The bid proposal for the porch collapse has been signed by Mayor Cahill, it now has to go to Mass Historic society then Beverly Historic society for approval to insure the porch will be up to present code. The Commission hopes the work will be completed during Spring 2016.. CPC update Approval of the BG &T application was signed off by City Council and the MOU has been issued. Once the drawings are completed, they will need to be sent to the Beverly Historic District Commission and the MASS Historic Commission for their approval. Mr. Lowd reports that the ADA updated report is complete thru 2014 and signs are up. The downstairs bathrooms will now need to be compliant by 2018, switching with the upstairs bathroom as part of the CPC funding. Mr. Lowd will apply for additional funding through the "out of cycle application process" to update the railings, make improvements to the roof, and paint the remaining side of the building. Both Screen Porch and CPC presentations were reviewed by the Commission. Mr. Carter Preparation for the liquor license inspection has been completed, all inspections passed. The Fire retardant treatment for the curtains was completed and is good for 3 years. The course was closed on Christmas Eve, maintenance crew put covers on some of the greens to protect them from dog walkers, this include the small practice green. Commission reviewed Mr. Carters 2015 Rounds and Revenue report. Year -end figures are strong; there were a total of 33,379 rounds of golf played for the year which is the 4t' best year out of 6 that GFMI has been managing the club. Spring numbers were lagging due to a late opening but from July on the numbers were strong, in part due to the course being in such good shape. The revenue report shows around 7% increase in greens fees revenue, membership numbers were down but people were still playing. The pro shop and Whole revenues were up from last year. Tennis had a poor year with the snow farm and water on the courts. There was $47K brought in toward 2016 dues. Mr. Carter submitted a check for $70K to Beverly Finance Dept. knowing a little more may come in. Although the golf course stayed open until Dec 24t' the flags and tees weren't removed until the following weekend. Maintenance crew is currently working on removing Tree #4 and cleaning out the brush on #8. Mr. McHugh will conduct a soil test for a baseline, now all fertilizers in Massachusetts are required to be zero phosphorus. There were some squirrel problems in the pro shop that did some damage. There were some heat problems as well that GFMI took care of The club was approached to host a mid - amateur golf qualifier in August, it's free but good press. Mr. Lowd would like a heavy duty cover for the maintenance building fence so the public view of equipment parked in the yard will be minimal. Mr. Carter will see if he can find a cover that is not see - through, in the long -term he would like to grow ivy on the fence.. Miscellaneous discussions: • Potential moving the lockers in the Women's Locker Room, to the Men's Locker Room area with building a separate room. • Will need a "stump grinder" for tree stump removal in the Spring • Burt is gathering information for "shades" on the veranda to keep the rain from coming onto the deck and causing a safety issue. • Weddings coming along with increases in the size of the event, outings / leagues also being booked aand set up. Adjournment Lawler motions to adjourn the Beverly Golf and Tennis Commission meeting. Seconded by All in favor, motion passes unanimously (5 -0). Meeting adjourned at 8:09pm. 21 Page