Golf and Tennis Meeting Minutes March 20 2018OFFICIAL MEETING MINUTES
Board:
Golf and Tennis Commission
Date:
March 20, 2018
Location:
Beverly Golf and Tennis Clubhouse, Fireplace room
Members Present:
Chair William Lowd, Arthur Athanas, Vice Chair Martin
Lawler, Chad Crandell, Kevin Ascolillo
Others Present:
GFMI Staff- Chris Carter, 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 7:00 pm.
Financial update
Mr. Lawler presented the budget status report. Awaiting $43,015 from the insurance company
which was received but not yet reflected in an account. Mr. Lawler makes note to look out for
several invoices including: Haley elevators for Elevator Inspection, White engineering for pre -
construction work on the Pump House, JA Construction to repair the chimney in the Pro shop,
sod that was ordered from Northeast Nursery, material costs for the men's bathroom to be ADA
compliant, and an invoice from the State for the elevator inspection.
GFMI as per their contract has distributed $50K in January to City of Beverly.
Mr. Carter
Mr. Carter distributed the rounds and revenue reports for year end and noted total revenue for
2017 was down from previous years due to the bad weather in December. Total rounds for 2017
were 31,714 which was the 3 d lowest since 2010. Hoping for an uptick this year. So far, GFMI
has collected $75,000 in membership fees. The Pro shop is open now. Their goal is to get the golf
course open on Good Friday or early April, if the frost is not gone by then.
Mr. LaPierre
Mr. LaPierre received two bids to resurface the tennis courts. Netco is the previous company
they used to resurface the courts, he also received another bid from Sports Tek Inc., and a third
vendor, but was a no bid. Whichever company gets the job will be able to reuse the tapes and
about two thirds of the existing nails. Bid request was based on 21 tons of "hard tru" but Sports
Tek only provided a bid with 20 tons. The difference in the costs between the two is comparable
to that extra ton. Need to go back to the Sport Tek company for a quote for the additional
material to compare properly. Mr. Lawler makes a motion to authorize up to $16,250 to resurface
the tennis courts to be ready for the opening season. Mr. Athanas seconds. The motion passes (6-
0). Mr. Lowd received an email from a patron wondering when the summer tennis clinics
information will be up on the website. Mr. LaPierre said that would be updated on April 1s
Project updates:
Pump House
Everything in the pump house is installed. Mr. Anastas has been inside and ran it for a few hours -
works fine. DAF will come back in the spring to make sure everything is working properly. Mr.
Anastas and Mr. Murphy also researched a new water control system. They brought Truro Co. in
and were quoted at $55,000. This controller would run off the radio, could be programmed via a
computer, ipad, or phone. This will also save water as they will be able to control exactly how
much water to pump out. They could lease it or buy it.
Mr. Gellineau advises if the Commission has the money, to just buy it and spread over two fiscal
years. Mr. Athanas makes a motion to spend up to $56,000 for an electronic water controller
system to be retrofitted for the irrigation system. Mr. Lawler seconds. All in favor, motion passes
(6 -0). Mr. Gellineau will research if more bids are required on the state contract.
Maintenance Building
The rough plumbing was done and inspected. The electrical work was done as well. The framing
has not been inspected yet, Mr. Dever wasn't sure if Meridian pulled a permit for the building
frame yet but he will check. An invoice from Meridian is expected once the work is completed
for balance of $4150.
Painting of the tennis building /shed
Quote previously received for painting the Tennis Building and shed. An ADA ramp also needs
to be installed at the tennis building. Mr. Lowd reached out to A &R construction which provided
a bid for a ramp at Lynch Park and submitted a quote for the Tennis Bldg. The door is also
swinging the wrong way and is included. Mr. Dever looked at what was required, and he thinks
the quote is reasonable. Mr. Lawler makes a motion to approve up to $7300 to build an ADA
compliant ramp to the Tennis Proshop. Mr. Athanas seconds. All in favor, motion passes (6 -0).
CPC Round #4 Proposal
Mr. Lowd passes around pictures of the radiators and boilers that are being installed. There could
now be 8 zones which should reduce the heating bills significantly. The radiator is the same unit
that was installed in the Engineering department at City hall. Mr. Carter notes that the gas bills
are up over 35% from last winter. Mr. Dever states the old boilers are still there. They are
building everything in place and then going to swap it out. Mr. Lowd makes note that the
schedule has shifted as installation schedule for plumber availability changed.. The MOU stated
one year to complete by October 2018. Mr. Dever states most of the big items have been ordered
and is confident it will be done by October.
CPC Round #5
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The Commission is asking for $400,000 over a two -year period. Mr. Gellineau and Mr. Lowd
attended the last CPC meeting. The intent is to hire an OPM at 3% of the total $500M project
cost which would be around $150K. CPC might be willing to contribute $100Kto fund part of
the OPM fee if the Commission could cover the rest. CPC will investigate if OPM funding is
eligible thru CPC and advise.
CPC would like to know the financial impact to GFMI after installation of the elevator to the
upstairs function room. Mr. Carter will get that figure to Mr. Lowd.
Mr. Lowd notes that he invited CPC members again to come take a tour of the Clubhouse.
Mr. Lowd asks the Commission to start thinking about what the clubhouse could be and look
like. CPC expressed concerns about maintaining the historic character of the building with the
renovations.
Trees
Mr. Lowd reminds Mr. Anastas that Dodge tree needs to include an invoice number on the
invoice for the work done at the tennis courts.
Trees at holes #2 and #4 were removed by Mayer Tree Co.. They will need to bring in a crane
for hole #16 which is the last one in the quote.
Future Projects
Master Plan for Golf Course
Mr. Cooper and Mr. Athanas are heading up a committee to oversee updating the golf course
master plan. The plan was last updated in 2015.
Next year's fees
Membership and greens fees will remain unchanged for 2018. Mr. Carter would like to get the
golf course in better shape with the new pump house. Mr. Lawler makes a motion to accept the
2018 rate which represents no change from 2017 rates. Mr. Athanas seconds. All in favor, motion
passes (6 -0). Mr. Carter notes the USJ handicap fee went up from $50 to $55 but it's a pass -
through expense. Mr. Lowd will send a letter to Mayor Cahill to get the 2018 rates approved by
City Council.
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 8:45pm.
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