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Golf and Tennis Minutes May 10 2016CITY OF BEVERLY OFFICIAL MEETING MINUTES Board: Golf and Tennis Commission Date: May 10, 2016 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Bruce Doig, Kevin Ascolillo, Chad Crandell, Doug Richardson, Gary Lambert Others Present: GFMI Staff -Chris Carter, Burt Page, Dave Dionne, Steve Murphy, Brian McHugh, Mike LaPierre, Director of Finance Bryant Ayles, Purchasing Agent David Gellineau Recorder: Aileen O'Rourke Mr. Lowd called the meeting to order at 7:05pm. Financial update Mr. Lowd presents the financial report as of May 10. The CPC activities including Round 2 up to the $47K are being taken out of the Clubhouse improvements account. Mr. Lowd has submitted invoices for reimbursement, most have come back and the third installment will be in the account by next week to reflect a higher available balance than the $35K currently showing. Mr. Lowd and Mr. Gellineau have gone through the entire stack of invoices and all those expenses are in this report. Mr. Ascolillo makes a motion to approve the financial report noting all expenses to date. Richardson seconds. All in favor motion approved (4 -0). FYI Budget Mr. Ayles passes around the budget report, which is as of the end of last month. The report shows the fund balance at the beginning of the fiscal year in the Enterprise Fund which has nothing appropriated yet, but if there are any negative variances it will take away from the balance. Whatever is left at the end of the year will be added to the fund balance and if everything in the budget is spent this year, there will be a remaining balance of $204,445. He notes there is a blackout period (for the recertification process from July- November) where the Commission won't be able to touch the enterprise fund, so if they think they will need it, they should move the funds to the operating fund. Not reflected in this report is the $19K to resurface the tennis courts and another $2K spent since this report was generated. $250K will likely be the balance but Mr. Ayles advises the Commission to keep this as a rainy day fund if they need it. FYI Budget Mr. Ayles moves on to the FY2017 budget to seek approval by the Commission. Revenue from GFMI as stated in the contract will be $400K. The expenses include: recording secretary, general maintenance expenses, misc. expenses, clubhouse improvements which are set at what was historical spent in the past and equal to $400K. Mr. Ascolillo asks Mr. Ayles if the Commission can move between line items. Mr. Ayles answers that they would need to process a budget revision and the Mayor will need to sign off on it but that wouldn't be a problem. Mr. Crandell asks about the porch collapse. Some of the expenses have been paid out, was about $5K so far, will need to start paying bills up to the deductible but they will get reimbursed. The insurance company will be cutting a check for $106,286.71. The appropriation would be for $175K. Mr. Ayles and Mr. Gellineau will need to run this past the City Solictor and figure out the best way to get the money appropriated quickly. The contractors are ready to go. Danko in Peabody was the lowest bidder at $175K. Mr. Crandell makes a motion to accept the insurance company's proposal and accept the lowest bid of $144,680 to repair the porch. Mr. Ascolillo seconds. All in favor (5 -0). The porch collapse work would only affect the fund balance. But that will be replenished, it will not delay construction. Mr. Crandell makes a motion to accept the FYI proposed budget as outlined. Richardson seconds. All in favor, motion passes (5 -0). Mr. Carter asks about a bill they received from the City of Beverly for a back flow water test, which is to make sure no contaminants go back into City water supply. The bill was $300, will likely be under maintenance. Mr. Lowd goes over invoices for asphalt, lumber, sprinklers, and combustion service. Mr. Ascollio motions to approve all the invoices. Mr. Richardson 2nds. All in favor, motion passes (5 -0). Members review the March 8, 2016 meeting minutes. Mr. Ascollilo makes a motion to accept the minutes as written. Mr. Lambert seconds. All in favor, motion passes (5 -0). Mr. Carter Mr. Carter distributes his rounds and revenue reports. Compared to last April, there have been more playable days so far and opening up earlier this year helped. Membership numbers are strong as the referral program has been very successful. They have a total of 276 members with 50 new junior members. Windover (Beverly Crossing) approached Mr. Carterto put together a flyer to be placed in leasing folders. Mr. Carter is putting together a few specials for the tenants of this development. Mr. Dionne The first opening tournament was scheduled for April 30 and 192 players participated which was the highest participation ever (usually only have 70 players). He will be starting a junior league on Wednesday and Saturdays. They have had a vendor day as well, but he couldn't get all the vendors in at once so it didn't go so well. The Titleist wedge program has gone well in the past and there's one scheduled at the end of the month. Mike LaPierre 21 Page Tennis will be open tomorrow. Netco did a great job onthe court preparation. All 10 courts will be open by the weekend. They are adding another event this summer, the Top 16 players from each division in New England will compete. There are more members at this point then finished last season, now have about 95 memberships so far and snow birds not even back yet. They don't do a lot of vendor days as the pro shop is small. Mr. Murphy Greens are being aerated. He came up with a few improvement projects for the year. For Hole #2 he would like to add a cart path through the large dirt area, bringing irrigation and smaller heads along the cart path. For Hole #16 since the sprinkler system goes down the middle which makes the fairway really wet he would like to run pipes and a row of smaller heads separate from the fairway. Lastly, he would like to pull some pipe from the driving range to the maintenance garage so the mechanic will be able to clean off the equipment at the garage. Total cost is $3,690.25. He would like to start the projects in about 2 -3 weeks. Mr. Lambert makes a motion to approve the invoice of $3,690.25 to make the course improvements. Mr. Crandell seconds. All in favor motion approves (5 -0). Mr. Page Mr. Page is starting to book small functions including soliciting the Beverly Chamber of Commerce. Long range bookings such as weddings and bar mitzvahs are all set. The main issue is the kitchen equipment is not always working and there are big leak downstairs because all the pipes are old. Mr. Lowd said they spent $12K this year on the pipes. There haven't been any more leaks on the veranda since the downspout was moved. Project updates Round 3 of CPC Mr. Lowd goes over Round 3 of the CPC which is to add a heating coil to the A/C unit upstairs. The total project cost is $15,948 just to do the design specs and put out to bid. Mr. Lowd had an engineer look at it. He added another 40 hours of volunteer time totaling $940. This will be presented at the next CPC meeting scheduled for May 19' Round 2 of CPC - continuation The project is to make the upstairs bathroom ADA accessible. They went out to bid and received 3 bidders and the lowest bid was $234,500. There is possible hazmat with tiles (possibly asbestos in glue as well so added a $15K allowance for that). The total cost is: $285,450. This will be presented as an out of cycle application to the CPC at the May 19 meeting. Once there is a signed MOU, can spend in the negative and get reimbursed states Mr. Ayles. Mr. Richardson asks if the bid package prepared by Mr. Geiknapp which comes out to 20% of the cost of the project is a bit high. Mr. Ayles says it is usually around 10% but this package had 31 Page to go through approvals from the architectural board, Mass Historic and Beverly Historic Commission so that likely added to the cost. Adjournment Mr. Crandell motions to adjourn the meeting. Mr. Richardson seconds. All approved (4 -0). The Golf and Tennis Commission meeting ended at 8:17pm. 41 Page