Minutes Golf and Tennis Sep 12 2017OFFICIAL MEETING NOTES
Board: Golf and Tennis Commission
Date: September 12, 2017
Location: Beverly Golf and Tennis Clubhouse, Fireplace room
Members Present: Chair William Lowd, Arthur Athanas, Douglas Richardson,
Andy Cooper, Martin Lawler, Chad Crandell
Others Present: GFMI Staff- Chris Carter, Burt Page, Steve Murphy,
Mike LaPierre, Dave Dionne, Dan Anastas,
Public Services Rob Dever
Purchasing Agent Dave Gellineau
Recorder: Aileen O'Rourke
Mr. Lowd called the meeting to order at 7:06pm.
Members review the July 11, 2017 minutes. Mr. Lawler motions to approve the minutes. Mr.
Cooper seconds. All in favor, the motion passes (6 -0).
Financial update
Mr. Lawler runs through the budget report. He only has preliminary numbers for the 2018
appropriation. Money from the insurance company from the porch enhancement proceeds should
be around $43K. Some of the larger bills paid for July & August include: Dodge tree for $5250,
$2800 for Scialdone Painting Co. to oil veranda surface, and $2484 for Seed reimbursement to
GFMI.
Mr. Ayles invited to attend the October meeting to discuss the next fiscal year's budget. Final
numbers for FYI are still being finalized so he'll have a better idea of the account numbers and
advise on the $375K from the legal settlement, and when it becomes available. All the invoices
were paid for the last fiscal year.
Mr. Carter
Mr. Carter distributes the rounds and revenue report updated for rounds July and August. Only
had a couple of rain outs, overall July and August were successful months. Round totals for July
was: 5747 and 5778 for August -- very similar to last year. Total revenue for July was
$203,849.45 and August $189,963.61. 10 new members signed up for next year. Two United
rental invoices for portapotties were paid. Large stockade fence -would like to repair and replace
at 14' green. Would be about $3500, asked how the players thought about it, most members
didn't think it was a problem and not necessary.
Maintenance Building:
The contractor (Meridian) finished the rough framing, plumbing and electrical for the
maintenance garage. Mr. Dever's crew helped. The Contractor would like partial payment for the
work that's been completed thus far. The invoice was emailed to Mr. Carter yesterday. He would
like $4150 and Mr. Dever confirmed that work was completed. Mr. Crandell makes a motion to
approve the invoice for $4150 for the partial work. Mr. Cooper seconds. All in favor, motion
passes (6 -0).
Tennis Courts:
New sprinkler heads have been installed and are operating well. He is talking to White
Engineering (who is currently working on the pump house), to put together a proposal to replace
the old lines in the Spring. They will remove the heads for the winter. Mr. Murphy asked White
Engineering how they would design the sprinklers in the tennis courts, his suggestion was to put
in 24 zones which may be upwards of $30K and at least $2K to design it. Commission members
agree to put this off until after the pump house is completed as that is the #1 priority.
Mr. Murphy
DPW may have material for the mounds. Mr. Cooper and Mr. Athanas thought it might be good
to communicate to members and the website, about the current conditions of the greens and talk
about they are working on the conditions and have a few possible solutions.
Quote for material for the "Gold Tees" at $6950 was approved to proceed. Request made to
GFMI to advise what the labor will be to spread the material.
Mr. LaPierre
Nothing to add
Mr_ Dianne
27 lockers have been rented out in the newly renovated men's locker room.
Mr. Page
Ice machines both downstairs and upstairs are working properly. Still need to work on preventing
it from overheating. Mr. Dever will look up quotes to buy an external chiller and vent it properly.
Mr. Page will look up quotes for new ice machine.
Trying to come up with a solution for the freezer frame in the basement area, it's old, will try to
get more quotes, the ones he's gotten have said to replace the whole freezer.
GFMI submitted bill for $1500 for repair of the dishwasher that GFMI paid. Mr. Lawler
motions to reimburse GFMI for the dishwasher repair. Mr. Athanas seconds. All in favor, motion
passes (6 -0).
GFMI received a quote from Zoots to clean all the drapes in the Fireside Room, for $383. Mr.
Lawler makes a motion to approve a bill for $383 and any additional for the fire prevention fire
retardant work. Mr. Athanas seconds. All in favor, motion passes (6 -0).
Project updates:
Pump House RFP
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Mr. Athanas was on -site with the irrigation engineer to see the current state of the pump house
and they took measurements. The new one will need to be weatherized. He reviewed the RFP.
The RFP will be advertised starting on September 12t'' in the central registrar and will go out
publicly on October 5t' and the City has 45 days to award it, need to make sure the money is in
place before it is awarded. Whoever bids must hold their price for the 45 days.
The work will be done sometime during Nov -April when the course is likely closed or quiet. Mr.
Carter asks if they should add the central irrigation control system to it? Mr. Murphy estimated it
would be about $60K. Mr. Murphy does not think it should be added to this bid as it is
proprietary to the Truro company. Mr. Murphy would like to get the pump running properly, and
if there is money available, it would be great to upgrade the central control system but this will
be a separate project.
Porch collapse
Mr. Gellineau submitted a report for $43K to the insurance company for reimbursement. Mr.
Dever will come up with a better fix for the post to the door.
CPC Round #4 Proposal
The CPC package for the heating was submitted to the City Council, it was approved. Now in the
process of issuing the MOU. Total project cost was $140K, $98K was approved by the CPC.
$32K coming from Public Services, the Commission would cover $9K contingency and project
management for $1100. Mr. Lowd would like someone to head this project for the Commission
once it begins. Tanks will come out, new radiators and a couple other units with fans will go in
and the building will have 3 zones. One unit will always be working while this project is being
completed.
CPC Round #5
Mr. Lowd met with Ms. Maxner of the CPC. They haven't started Round 5 yet. He will go back
to get CPA funding for the railings, roof over the entrance to the pub, and ceiling to the veranda.
The application will be submitted around November/December.
Mr. Dever talked Mr. Chris Pasco They had proposed gutting the interior to bring it up to date
with codes. Mr. Crandell thinks they need to talk to Mr. Ayles about bonding for this project.
Could ask the CPC for funding a study of what is possible since the Gale report is so old. Get an
estimate to do a study. Mr. Dever will forward the cost estimate to Mr. Lowd for the Commission
to review.
Future Projects
Trees
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GFMI received 3 proposals from Iron Tree, Mayer Tree, and Dodge tree, the quotes ranged from
$24K to $39K. 2,4, and 16 are the critical holes where the trees need to be taken out. This will
likely be done in November. Maybe get a quote for just these holes and see if they honor those
prices. It would eat the entire maintenance budget to do all this work now, better to portion it out.
Would get approved for October to start in November. Maybe also see what the quote would be
for the removal of the trees around the outside of the tennis courts and inside. Mr. Dever may be
able to get a City employee to look at the trees near the streets. GFMI will get a quote from the 3
companies for 2, 4, and 16 plus the inside of the tennis courts.
Gold Marker tees
Mr. Murphy would like to put in gold marker tees on holes: 1, 2, 4, 5, 6, 7,8, 13, 14,17 and 18 he
has sub -grade material to make a level platform. He is hoping to have this completed by the end
of October. He has an invoice of $6,950 which includes $4900 in fairway bent grass sod and
loads of tee mix material for $2050. The Gold Marker tees are for beginners, ladies, and older
players. Mr. Athanas motions to approve the invoice for $6,950. Mr. Lawler seconds. All in
favor, motion approved (6 -0). Mr. Crandell would like to put in an estimate of the labor costs
(showing that it has been waived) to recognize the work put it by Mr. Murphy's team.
Public input
Member from the public will get a quote for a runner on the veranda by the next meeting.
Adjournment
Mr. Lawler makes a motion to adjourn Golf and Tennis Commission meeting. Mr. Athanas
seconds. All in favor, the motion passes (6 -0). The meeting was adjourned at 8:51pm.
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