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Golf and Tennis Minutes Jan 10 2017OFFICIAL MEETING NOTES Board: Golf and Tennis Commission Date: January 10, 2017 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Chad Crandell, Martin Lawler, Doug Richardson Bruce Doig, Others Present: GFMI Staff: Chris Carter, Burt Page, City of Beverly: Purchasing Agent Dave Gellineau, Public Services Rob Dever, Director of Finance Bryant Ayles Director of Parks & Recreation Bruce Doig Recorder: Aileen O'Rourke Mr. Lowd started the meeting at 7:04pm. Members review the December 6, 2016 minutes. Mr. Crandell motions to approve the minutes as written. Mr. Lawler seconds. All in favor, motion passes (4 -0). Financial update Mr. Lawler reviews the budget report noting a few big expenses and the remaining balances as of the end of December. For the maintenance account, there was a credit of $2,127 from the Northeast Nursery, $1200 for the fire alarm inspection, and they reimbursed GFMI $464 for the December meeting. In the clubhouse improvement account $9K was paid to L &L contracting for the upstairs work and another $8K to Gustavo Preston for the pump work. The balance in the maintenance account is: $33,321, other expenditures account: $18,697. The clubhouse improvement account has a balance of $13,197 due to holding $48K, Commission's estimated portion of the capital improvements. Overall Mr. Lawler thinks they are in good shape with about half the budget remaining for the year. Mr. Crandell makes a motion to accept the financial report. Mr. Lawler seconds. All in favor, motion passes (4 -0). Mr. Carter December was a quiet month but overall 2016 was a very successful year with around 35,607 rounds played, (the 2nd best year since GFMI has managed the golf course) and total revenue for 2016 was $1.6M (correction to Dec minutes not $1.84 million). The referral program was very successful in bringing in new memberships. Across the board GFMI's revenue was up around 5 -6% including functions, pro shop, and 19 hole. In terms of golf course improvements, the maintenance staff is working on improvements to hole #8. They are using the winter months to clean up the brush around the golf course and increase air flow which reduces disease. Mr. Carter is going to purchase a new fleet of golf carts for the coming year. Mr. Ayles asked if there is a trend with the overall economic recession and golf revenue and if GFMI make their capital improvements plans around that. Mr. Carter says it does tend to follow the stock market decline /recessions, nationwide golf courses are declining. What helped boost revenue and number of rounds played at BG &T, was due to the number of playable days over the last two years. It also helps that this is a membership golf course so players lock in for the year and then want to get their money's worth. Mr. Page 20 new high top tables and chairs for the deck were ordered and received. Last year's heating, lighting and power topped $49K, so he is looking forward to a new heating system to get some cost relief . The health inspector is requiring replacing the refrigerator racks. Mr. Lawler makes a motion to approve the invoice for $1850.92 to replace the racks. Mr. Crandell 2nds. All in favor, motion passes (4 -0). Project updates: Porch collapse Dave Gellineau is working with the contractor to get an updated schedule by next week. Downstairs Men's Locker Room Mr. Lowd goes over the schedule for the men's locker room. They are almost ready to re- install the lockers. Round 2 CPC The upstairs bathrooms, great room doors and the internal railings have all been completed to meet the CPC project. Final invoicing and wrap up to be done. BG &T Projects Mr. Lowd reviewed the long -term projects still needing to be completed to be ADA compliant by May 2018 including indoor work such as: replacing door knobs, doors to the elevator room, men's locker room, and outside work like: the roof and shingles, ceiling over veranda, and replacing the 2nd floor external railings and posts. Mr. Lowd developed a list of projects that will need to be addressed to preserve the historic building • Diesel storage area inspection review: Mr. Dever states that the inspecting company is a sham, getting crossed off the list • Tree removal on 4 holes -Mr. McHugh will get quotes • Pump house review - Mr. McHugh will be getting another company (DAS) to provide an estimate, expecting to have in the spring • Pipe under McKay Street —Mr. Dever will get an inspection camera from Public Services, to check the integrity of the pipe • Maintenance building build -out (with restroom as a min) -Mr. Carter will organize a quote for the bathroom • Course material storage area -Mr. Dever working on it • Clubhouse heating system -to be submitted for CPC Round #4 • Completion of MAAP compliance report by May 2018 21 Page • Address ceiling over veranda repair /replace • Replace roof shingles over entryway to pub • Replace the railings and posts over veranda • A/C to the pub • NOTE: Commission will need to review the budget and estimate funding to the different projects. The pending lawsuit settlement should be available next fiscal year to assist in this effort. CPC Round #4 Mr. Lowd is meeting tomorrow with Mr. Dever and Mr. Parker to put together the pre - application package which is due January 20, 2017. The historical information has been completed so they just need to write a description of the project and include a cost estimate. Mr. Dever is working with Mr. Parker to get an idea of how much has been spent on the heating system over the years as data to support the project. Mr. Parker pulled together all the bills and it's about $15K/year and just in the last month, they spent $3K fixing broken pipes so a new heating system would cut the monthly heating and repair bills down significantly. The heating plant is estimated to last one more year. Mr. Gellineau asks that Commission members show up and speak to urgency of the matter at the CPC meeting, when necessary, and make suggestions to to be included in the full CPC application should the Pre - application get approved. Adjournment Mr. Lawler motions to adjourn the meeting. All in favor, motion approved (4 -0). The official meeting ended at 8:06pm. 31 Page