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Golf and Tennis Minuttes Sep 13 2016CITY OF BEVERLY OFFICIAL MEETING NOTES Board: Golf and Tennis Commission Date: Sept 13,2016 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Doug Richardson, Chad Crandell, Martin Lawler, Kevin Ascolillo Others Present: GFMI Staff- Burt Page, Steve Murphy, Brian McHugh, Dave Dionne, Mike LaPierre, Facilities Manager Rob Dever, Parks and Rec Director Bruce Doig, Purchasing Agent Dave Gellineau Recorder: Aileen O'Rourke Mr. Lowd called the meeting to order at 7:02pm. Members review the Aug 9, 2016 minutes. Mr. Crandell motions to approve the minutes as written. Mr. Lawler seconds. All in favor, motion passes (5 -0). Financial update Mr. Lawler goes over the budget report including expenses paid to date. He drills down into the enterprise account, where $6,696 was spent in the maintenance account including Moynihann Lumber and Scialdone Stucco, leaving a balance of $53,304. Mr. Carter Mr. Carter distributes the Rounds and Revenue report for August. Rounds total were 5676 which was pretty good. Some days were just too hot to play but there were no rain -outs. Revenue total was$179,502.62 and Mr. Carter expects to finish the year strong. They had lots of playable days. He had a small membership drive which brought in 4 new people. They are still running the 2 for Tuesday promotion and will add a few fall discounts. There is more high school play at the moment. He received an invoice from United Rentals for the porta potties for $600, commission Motioned to pay (5 -0). Mr.LaPierre Tennis will soon be closing down for the season. It will go down to 6 courts through October. Mr. LaPierre reported a very successful USTA event, received many compliments for the food as well at the luncheon during the event. Mr. Murphy The course is very dry because of the drought. The course crew plans to aerate in October. They have already seeded a few times and will add sod to the areas that need to be filled in. They also plan to enlarge some of the greens. Hopefully the course will be in good condition by next year. Mr. Murphy would like to improve drainage on the cart path to the fairway on the right side of hole #5. Northeast nursery provided a quote of $2,826.85. They also added some Jersey barriers to the course to contain sand and it helps to get rid of the trash. Mr. Lawler motions to approve the bill for drainage. Ascollilo seconds. Motion approved (5 -0). Mr. Murphy hopes to have all the projects completed by Thanksgiving. Mr. Dionne Mr. Dionne states that College golf teams are looking to play on the course in addition to the high school teams. Mr. Page Mr. Page introduced a few fall food promotions. He will be happy when all the construction is completed for the ADA project on the 2nd floor restroom facilities. Project updates Porch collapse Mr. Lowd provides the Commission with the porch collapseupdated status. Every Thursday Mr. Lowd meets with the Contractor and the architect. Mr. Lowd distributes a photo showing the extent of the damage to the upper roof where the weight of the snow broke part of the roof away. The insurance adjuster asked for a quote to have it fixed. The architect is suggesting a fix using hangers to re- attach it. They will then work on the next roof down and the rest of the porch. The Contractor is measuring the screens and constructing the frames and starting to install the railings. They discovered one issue that one of the posts by the door was mis- located but they came up with a way to fix it. The lower roof will be painted as well as the flashing. The porch project is estimated to be completed by the end of September, depending on the insurance co's release to finish the upper roof. Downstairs Men's Locker Room Mr. Lowd reports the Contractor is putting down adhesive and a rubber floor, it will be done in about a week. The new floor will be easier to maintain. Mr. Dever got a quote to put in A/C unit (which will include heat, A/C, and a dehumidifier) with one compressor and 2 split Mitsubishi units, he solicited for 3 bids and the lowest bid came back at $14,200 which will include installation. Mr. Crandell made a motion to approve this expense. Mr. Lawler seconds. Motion approved (5 -0). 21 Page Some of the upstairs lockers have been removed to get started on the ADA work. They may only need half the lockers downstairs. The Commission will need to figure out what to do with the remaining lockers, some of which can be used in the new women's restroom / locker room. Round 2 CPC schedule The company that won the contract for the bid is named L& L Construction. They are starting to take out the tiles in the bathroom, put down thick cardboard and plywood to protect the floor, and recently removed the shower stalls. The project should be completed by Thanksgiving. Round 3 CPC The CPC Meeting is Thursday night. The Commission is hoping to get $15K to get the specs together to bid the project in order to add the heat to the upstairs A/C unit. Round 4 would be to install it and they would hopefully get the money by next Jan/February. Mr. Lawler asks about the upper external railings. Mr. Lowd stated they are trying to get a grant for this work. The Grants Director suggested applying for a grant from Lowe's which awards grants up to $25K. Mr. Lowd asked the porch contractor on site to give an estimate which they did at $68,000. The grant application was submitted to Lowe's by the deadline so hopefully the Commission will get some money to complete this work. Adjournment Mr. Lawler makes a motion to adjourn the meeting. Mr. Richardson seconds. All in favor, motion approved (5 -0). The Golf and Tennis Commission meeting adjourned at 7:59pm. 31 Page