Minutes Golf and Tennis Dec 12 2017OFFICIAL MEETING NOTES
Board:
Golf and Tennis Commission
Date:
December 12, 2017
Location:
Beverly Golf and Tennis Clubhouse, Fireplace room
Members Present:
Chair William Lowd, Andy Cooper, Martin Lawler,
Chad Crandell, Kevin Ascolillo,
Others Present:
GFMI Staff- Chris Carter, Burt Page
Dave Dionne, Dan Anastas,
City of Beverly Public Services Rob Dever
City of Beverly Purchasing Agent Dave Gellineau,
City of Beverly Dir. Of Recreation Bruce Doig
Mr. Lowd called the meeting to order at 7:00pm.
Members review the November 14, 2017 minutes. Mr. Lawler motions to approve the minutes.
Mr. Crandell seconds. All in favor, the motion passes (5 -0).
Financial update
Mr. Lawler reviewed the budget report noting the ending balances for November and expenses
that have been paid in November.
Final insurance claim in process for the porch collapse. Mr. Gellineau submitted a payment
request ($43,000) to the insurance company for bringing the project up -to -code.
The proceeds from the lawsuit settlement is now set for use. This new funding source would
need a separate appropriation from the City Council. Mr. Ayles drafted a letter to the Council to
address the appropriation at their meeting on December 4. Council approved the appropriation
for $150,000, Letter of Award to DAF Services,Windsor Locks, CT, sent on December 12, 2017.
Mr. Carter
Mr. Carter distributed the rounds and revenue report for the month of November. There were a
total of 1321 rounds played. The Pro shop will remain open through December to process
memberships. Gross revenue total for the season is about $1.46M.
Members as of Jul 28 275 (174 are full members and does not include junior memberships,
seniors, or college students). Mr. Carter provided a year -end membership report at the meeting.
The Commission had 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. Material has been ordered and
will be installed when weather is permitting.
Mr. Murphy
Mr. Murphy finished up course improvement projects by Thanksgiving, cleared the lines to the
sprinklers, and finished up preparing the gold marker tees for the Spring.
Mr_ LnPierre
The tennis season is over. The courts and tennis building have been prepared for winter.
Mr. Dionne
Presented the GFMI Membership Classification Breakdown for 2017 (Total = 275) and
2017 and 2018 Membership Payment reports as of 12- 12 -17. (Total to date = 40).
Mr. Dionne will make input to the Park & Recreation Magazine for the May 2018 issue with
advertisement for the 2018 season, giving emphasis on the new Forward Tees and the new Pump
House facility.
Mr. Page
Mr. Page ordered ten, 10 -foot mats for the veranda deck during functions. Installation due on
December 14.
The Budleigh Masonic Lodge has requested to move their monthly meetings from the Great
Room to the lower level in the clubhouse. Mr. Page advised the Lodge that because of the current
boiler project work, they could not move down until Jan/Feb time frame. Mr. Page reported back
that would be ok. Further discussions regarding any financial support that will be needed to
prepare the lower level area for their use, will be discussed later. Note was made that
the Lodge does not meet during the months of July & August.
Project updates:
Pump House
Letter of Award for the contract to replace the pumps and controller, sent to DAY Services on
December 12, 2017.
Porch collapse
The porch project is complete and is closed out. There is 1 missing peg into the floor that holds a
door closed, Mr. Dever will make sure it is fixed.
CPC Round #4 Proposal
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The project is to replace one of the 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.
Mr. Dever reports that Mr. Parker has contractors take out the old oil tanks and he is ordering
equipment.
CPC Round #5
The project is to renovate the building by first 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 will cover 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).
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 full funding application is moving forward for firming up estimates. Full funding
applications will be due to CPC by Jan 11
Future Projects
Trees
Previous approval made by the Commission, contract awards to be given to the companies by
Dan Anastas, scheduling has been requested.
Summary from November 14t' meeting:
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).
Carry over: 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.
Fence at 14 Hole
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Mr. Carter has a quote to replace three sections of fence that has deteriorated, Commission
approved (5 -0).
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 is a higher priority. Paul Meridian Co. is the contractor.
Still awaiting the completion of the fire station..
M
Mr. Lowd reported that Paul Meridian Co. would not 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 thinks DPW would be interested in doing the work. It's possible DPW can do this as
a winter project.
Purchasing Department has a possible alternative if DPW can't handle the task.
Tennis
The tennis building will be scheduled for painting in the Spring 2018
Next Golf and Tennis Commission Meeting
The next meeting will be on January 9, 2018
Adjournment
Mr. Lawler makes a motion to adjourn Golf and Tennis Commission meeting. Mr.Cooper
seconds. All in favor, the motion passes (5 -0). The meeting was adjourned at 7:50 pm.
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