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Golf and Tennis Minutes Feb 14 2017BEVERLY GOLF and TENNIS OFFICIAL MEETING NOTES Board: Golf and Tennis Commission Date: February 14,2017 Location: Beverly Golf and Tennis Clubhouse, Fireplace room Members Present: Chair William Lowd, Chad Crandell, Martin Lawler, Douglas Richardson, Arthur Athanas Others Present: GFMI Staff- Chris Carter, Brian McHugh Purchasing Agent Dave Gellineau, Public Services Rob Dever Recorder: Aileen O'Rourke Mr. Lowd started the meeting at 7:02pm. Members welcome new Golf and Tennis Commission member Mr. Arthur Athanas. Members review the January 10, 2017 minutes. Mr. Crandell motions to approve the minutes as written. Mr. Athanas seconds. All in favor, motion passes (5 -0). Mr. Crandell makes a motion to nominate Mr. Lowd to continue on as the Chair of the Golf and Tennis Commission and Mr. Lawler to be the Vice Chair. Mr. Athanas seconds. All in favor, motion passes (5 -0). Financial update Mr. Lawler reviews the budget report noting a few big expenses and the remaining balances as of the end of January. In the Maintenance account, paid to Bell Simon boiler company, paid to Moynihan Lumber for construction material, and for a boiler inspection. Balance for year is $30,615. Clubhouse improvements account, paid for new table and chairs for the deck, Moynihan Lumber for material and for plastering work in Men's locker room. Balance in that account is $6K. Commission received clearance from the Legal Department that there is no longer a hold on the $375K check from the settled lawsuit and it is ok to be deposited. Mr. Lowd stated that money may not be available until the start of the new fiscal year. Mr. Dever reports they should be receiving the $25K insurance deductible for porch replacement, back from FEMA. Mr. Crandell makes a motion to accept the financial report. Mr. Lawler seconds. All in favor, motion passes (5 -0). Mr. Carter The Golf shop has been opened sporadically. Presently, they are developing the schedules for outings & leagues, taking deposits, also organizing the Nike Junior camps for the summer. Mr. Carter is getting new quotes to construct the bathroom in the maintenance garage. He is waiting to get additional quotes from electricians and plumbers. Mr. Gellineau would like Mr. Carter to get the quotes and Commission to see about general contracting it with labor provided by the City Public Services. Mr. McHugh Mr. McHugh got another quote from Iron Tree for the tree removals ($25.9K) they are about 20% more expensive than Mayer tree (which was around $20K). Mayer wants to use the 60 foot crane but Mr. McHugh is afraid the crane will destroy the cart paths they worked so hard to fix and possibly destroy the irrigation lines. Mr. Carter reminds Commission members it may not be worth discussing right now because the ground will be too wet, this is more of a late fall project when the ground is frozen. Mr. Carter will work with Mr. McHugh and Mr. Murphy to phase the tree projects and see how the weather is during future months. Mr. Page Mr. Page was not at the meeting but Mr. Carter reported the new refrigerator shelves were received and installed. Project updates: Collapsed Porch Replacement Mr. Lowd and Mr.Gellineau met with Danco to discuss the items needing to be completed. The gutter, screens, lighting fixtures, and two doors with hardware need to be installed. Mr. Gellineau ordered the materials for the project and it will be shipped to City Hall to distribute when needed. Screens are ordered (6 -8 weeks out), exit signs (shipped Jan 13 kick plate material for the screens has been received, and the door hardware has been ordered. The balance to the Contractor is $25K to finish the project and includes a $5K check which was printed but not distributed yet. Downstairs Men's Locker Room Work by the City Public Services Department is continuing, estimated to be completed by season opener. Grant Project Round 2 CPC — Out -of -Cycle Project Women's locker room conversion has been completed, new emergency fire doors entering the Great Hall have been installed, all internal railings have been updated to ADA specifications. Final paperwork and invoicing to be prepared. BG &T Projects List Project list has been updated. The Commission will look into getting estimates for the following future projects: • Diesel inspection- removed from list, no action needed. • Tree removal - getting quotes Pump house review - received one proposal, will get more o Mr. McHugh and Mr. Carter were asked to get a plan together for the pump House. Mr. Carter asked the company that did the pump house at Hillview Club for a quote.They assessed it and put together a plan which Mr. Carter distributed to Mr. Gellineau and Mr. Lowd. The estimate was $96K, but they will need the electrical work done by the City, a clean concrete pad, and everything in the building also needs to come out, likely will increase cost to around $110K. This system will have backup features which will notify Mr. McHugh with an email if something fails and the company can run diagnostic tests from CT. This is a more energy efficient system. 21 Page o Mr. Gellineau wonders if they can partner with National Grid for a grant. Mr. Lowd wonders if they could be eligible for a Cummings Foundation grant. Mr. Richardson would like to see what energy savings could be made with the new pump house. Mr. McHugh states this needs to be a priority in order to guarantee good course conditions for players. Commission members agree. Late fall is the best time to do this. More discussions will be needed. • Review of pipe under McKay -need to evaluate condition • Maintenance building build out -GFMI getting proposals • Course materials storage to pave maintenance area -get a drain in first • Clubhouse replace heating system — Submitting a proposal to CPC, Round 4 • Compliance issues for balance of ADA updates are due by May 2018 • Outside ceiling of veranda, shingles on over PUB entrance, and railings over veranda to be discussed • Paint tennis building -quote is $4K, can be done in the spring • Paint ceiling and walls in hallway entering the new restrooms from the Great Hall - will get a quote. • Refinish the veranda surface for the upcoming season • Obtain quote for resurfacing the tennis courts for the season CPC Round #4 Proposal Mr. Lowd sent a copy of the latest CPA application to all BG &T Commission members for their information. Mr. Lowd read the letter sent from the CPC stating they reviewed the pre - application and determined application is eligible for CPA funds as they relate to historic preservation. The next step is to submit the full application which is due by April 7t'', 2017. BG &T Commission members Long time BG &T Commission member Gary Lambert requested not to be reappointed to a new term due to his current work schedule. The Mayor would like to add additional member(s) to the board, possibly female member(s). Commission will develop a list from both golf and tennis female players who live in Beverly and submit to the Mayor for his information. Reminder: all members need to turn in the ethics certificate to HR because Commission members are considered City employees, and as such, cannot use the position to get something that would not otherwise be available to the public (that is worth $50 or more annually). Adjournment Mr. Lawler motions to adjourn the meeting at 8:12pm. Mr. Athanas seconds. All in favor, motion approved (5 -0). 31 Page