Minutes Golf and Tennis Nov 14 2017OFFICIAL MEETING NOTES
Board:
Golf and Tennis Commission
Date:
November 14, 2017
Location:
Beverly Golf and Tennis Clubhouse, Fireplace room
Members Present:
Chair William Lowd, Arthur Athanas, Andy Cooper, Martin
Lawler, Chad Crandell
Others Present:
GFMI Staff- Chris Carter, Burt Page, Steve Murphy,
Mike LaPierre, Dave Dionne, Dan Anastas,
City of Beverly Public Services Rob Dever
City of Beverly Purchasing Agent Dave Gellineau,
City of Beverly Dir. of Municipal Finance Bryant Ayles
Recorder:
Aileen O'Rourke
Mr. Lowd called the meeting to order at 7:04pm.
Mr. Lowd announces Mr. Richardson has resigned from the Commission because he moved out
of Beverly to Hamilton.
Members review the October 10, 2017 minutes. Mr. Lawler motions to approve the minutes. Mr.
Athanas seconds. All in favor, the motion passes (5 -0).
Financial update
Mr. Lawler reviewed the budget report noting the ending balances for October and expenses that
have been paid in October. In the maintenance account, there was $1900 paid to Alvarado
Construction for the roof work over the two doorways leading to the men's lockerroom.
GFMI was reimbursed $1510. In the other expenditures account Metro pipe was paid $2391.
Balance in maintenance account: $47,000, $15,000 balance in other expenditure account, and
$88,000 in clubhouse improvements account.
Final insurance claim in process for the porch collapse. Mr. Gellineau submitted a payment
request. There are outstanding balances to Danco and Gienapp yet to be settled.
Mr. Ayles is still working on the city close out for last year's financial position, but gave some
insight into financing future projects that may result from the round 5 CPC proposal to assess the
building status. Mr. Ayles advises the Commission that they could use municipal bonds. If they
project future revenues, they may be able to lock in a longer term and use that to borrow money
based upon a guaranteed revenue stream. If a 30 -year bond was obtained, the yearly repayment
(principal plus interest) would likely be around $300K/year. The Commission may need to look
at other sources of funding. As a side note, the CPC has the authority to borrow on their own, it
maybe worth looking at getting funding from the CPC. Mr. Dever would like to get drawings and
plans together for a holistic look at the clubhouse improvements. Any renovations to the building
must keep the historic elements of the building intact.
The proceeds from the lawsuit settlement is not yet available for use. Mr. Ayles expects the
preliminary numbers soon. This new funding source would need a separate appropriation from
the City Council. Mr. Ayles will draft a letter to the Council for the next meeting including what
the money will be used for. The Commission has agreed the top priority is the pump house. They
have an accepted bid of $133,000 and await the money becoming available (It may take about 4
weeks to get money in the account). Mr. Gellineau will review the quote to determine if the
Commission needs to extend the 45 days clause that the company can hold their bid price. The
course water has been shut down.
Mr. Carter
Mr. Carter distributed the rounds and revenue report for the month of October. There were a total
of 2832 rounds played which makes it an average month, the weather was decent for playing.
Total rounds for the year is 30,000 which is down a bit. Revenue so far for FY 2018 is around
$17,400. They are offering as an incentive for new members to bring in 3 guests (a $150 value).
The Pro shop will remain open through December to process memberships. Gross revenue total
for the season is about $1.4M.
Members as of Jul 28 275 (174 are full members and does not include junior memberships,
seniors, or college students). Mr. Carter will provide a year -end membership report at the next
meeting. The Commission approved going ahead with chimney and wall repair work in the pro
shop. JA Mitchell masonry will perform the work for $1800. They will also include fixing the
stones that are out of place along the perimeter wall on McKay Street.
Mr. Murphy
Mr. Murphy is winding up course improvement projects by Thanksgiving. He's cleared the lines
to the sprinklers, finishing up on the gold market tees, and filling drainage ditches.
Mr. LaPierre
The tennis season is over. The courts have been prepared for winter. Company - Netco, has offered
to take up the tape and nails on the court and store them away and reuse what they can for next
season, and reduce the prep cost in the Spring.
Mr. Dionne
Nothing additional to report
Mr. Page
Mr. Page needs ten, 10- footmats for the veranda deck during functions. He has obtained quotes
from 3 companies and the least expensive is Unifirst which will bill a weekly charge of $73.30.
Mr. Page will need the mats picked up, cleaned, and delivered for the months of December -
March which will cost approx. $1100. The Commission told Mr. Page to proceed.
The Budleigh Masonic Lodge has requested to move their monthly meetings from the Great
Room to the lower level in the clubhouse. They are requesting to have the temporary stored
lockers removed from the lower level and to store some of their equipment in that area. Mr. Page
would like to accommodate their request as they bring in around $15,000 each year in food and
21 Page
beverage revenue. Commission members are in favor of this move but would like Mr. Page to
advise the Lodge that because of the current boiler project work, they could not move down until
Jan/Feb time frame. Mr. Page will report back at the next meeting to see if they are ok with that
and establish a schedule and determine any financial support that will be needed to prepare the
lower level area for their use.
Mr. Page reports there were water leaks from the motor of the compressor to the beer lines. He
presents a bill from Tibs Taps for $695 which includes: beer line cleaning, labor to remove and
reinstall the pump, and a glycol pump and motor. Everything is working again. The bill was
approved for payment (5 -0).
Project updates:
Pump House
The RFP went out in October. Mr. Gellineau had to reject the lowest bidder. But the second
lowest bidder came in at $133K. The plan is to build the pump house off site, dissemble it and re-
build it on site.
Porch collapse
The porch project is complete and can be closed out. There is a missing peg into the floor that
holds a door closed, Mr. Dever will make sure it is fixed.
CPC Round #4 Proposal
The MOU has been signed by the Mayor on October 20' Included in the MOU is the budget and
schedule. The project is to replace one of the oil gas fired boilers and many of the radiators. New
pipes will connect thru the existing pipes to the new radiators. Mike Parker will be heading up
the project. The total project cost is estimated at $140,000, the City will cover $32,000, CPC will
cover $98,000. Mr. Dever reports that Mr. Parker is preparing contractors to take out the old oil
tanks and ordering equipment.
CPC Round #5
Since the Clubhouse is listed on the National and MA State Register of historic places, and has
been a significant part of the culture of the City of Beverly for over 100 years, it requires
protection of real property from harm and destruction. The project is to renovate the building by
updating the 12- year -old Gale report. The proposal is to hire an Architect and an Owner Project
Manager (OPM) to oversee the project. The cost estimate for the proposal covers the
Architectural firm and OPM work to do an up -to -date complete architectural assessment and
analysis of the facility to bring it up to code and continue to meet the historic categories of
preservation, rehabilitation, and restoration. The analysis will include all major systems of
electrical, plumbing, mechanical, exterior shell, space utilization, and all codes to meet.
Ultimately this will produce construction documents to allow going out for bid (drawings and
plans).
31 Page
Recently there was a meeting with Mayor Cahill, Mr. Dever, and Mr. Collins. The Mayor wants
to prioritize all CPC projects and order them by importance. He wants to look at the Golf and
Tennis Clubhouse improvements in total and not piecemeal the projects. Hence the Architect and
an OPM proposal.
The total cost of clubhouse improvements is estimated at $5M. The cost of the OPM and
architect is estimated at $400K which is a standard percentage of the total project cost (architects
typically receive 7% - 8% of the total project cost, and the OPM gets 3 %). All the improvements
would likely take over a year to do and it could be phased. The Golf and Tennis Clubhouse is
unique in that it is the only building that also generates revenue for the City and an improved
clubhouse would mean additional revenue.
Recently there was a walk through the clubhouse with the local Beverly Historic group. They
remarked that if no one goes out on the 2nd floor veranda, then the railing heights should just be
left the way they are and will meet ADA code.
CPC has announced a new schedule for 2018 funding applications. There is a meeting on
Thursday (11/16/17) and Mr. Lowd has invited the Commission to attend. CPC will be
discussing which projects are eligible for funding. On December 1st they will announce the
eligible projects. Full funding applications will be due by Jan 11t
Future Projects
Trees
Mr. Anastas requested bids to remove the trees on holes: Holes #2, #4, #16 (ordered by priority)
and trim those trees next to the tennis courts. 3 bids received from: Dodge ($30,550), Mayer
($24,300), and Iron tree ($24,800). Iron tree advised against stump grinding on hole #4 because
they felt being so close to a stream, the land would cave in without the stump anchoring it. No
other companies had that concern. Iron tree would accept only doing all work at the same time.
Commission members asked if they can split up trees on the golf course from the tennis court.
That way they can award Dodge the project for the tennis courts (since they were awarded a
contract last year to remove some trees but due to the weather, they were unable to do so). They
were also the lowest bidder for that section at $5800 whereas Mayer was $7400 and Iron tree
was $6000.
Mr. Lawler makes a motion to award the contract for the tennis court tree trimming to Dodge for
$6300 ($5800 plus $500 police detail). Mr. Athanas seconds the amended motion. All in favor,
motion passes (5 -0).
Mr. Lawler motions to approve a contract for $16,900 to Mayer to include stump grinding to
remove the trees on holes #2, #4, and #16. Mr. Cooper seconds. All in favor, the motion passes
(5 -0).
41 Page
During the latest wind storm a few weeks ago, one of the course trees fell and damaged part of
the fence from an abutter. Mr. Anastas spoke with the owner and that tree is on the list to be
removed.
Maintenance building
Build out is waiting for the city plumber to finish the maintenance building. He is finishing up at
the North Beverly fire station which was a higher priority. Paul Meridian Co. is the contractor.
ADA
Mr. Lowd asked Mr. Carter to ask Paul Meridian Co. to see if he would be interested in doing the
ADA projects that are left for the building to become ADA compliant. Some of this work
includes replacing handles and hardware which could be done in house but also includes some
finish carpentry work and demo. It must be completed by May 2018. Mr. Dever doesn't think
he would be interested in doing the work, especially not the demo work. It's possible DPW can
do this as a winter project. Mr. Lowd can walk Paul Meridian through the projects and could
bring in Gienapp if necessary.
Tennis
The tennis building will be scheduled for painting in the Spring 2018
Next Golf and Tennis Commission Meeting
The December meeting will be on December 12 I - it will be a short meeting followed by the
Christmas get together.
Adjournment
Mr. Athanas makes a motion to adjourn Golf and Tennis Commission meeting. Mr. Lawler
seconds. All in favor, the motion passes (5 -0). The meeting was adjourned at 8:58pm.
51 Page