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February 19 Meeting MinutesNOTES of MEETING MINUTES Board: Golf and Tennis Commission Date: February 19, 2018 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Vice Chair Martin Lawler, Andy Cooper, Arthur Athanas, Kevin Ascolillo Members Absent: Chad Crandell Others Present: GFMI Staff — Dave Dionne, Dan Anastas City of Beverly - Rob Dever, Recorder: Donna Musumeci Opening Remarks Bill Lowd called the meeting to order at 7:00pm. Bill Lowd advised to reviewthe minutes from the January 8, 2018 meeting Martin Lawler: Motion to approve the minutes of January 8, 2018, Arthur Athanas seconded. The motion carries (5 -0). Financial Update Report Martin Lawler provided the update financial report. Invoices paid to Dennis Curran for electrical work and All State Fire for facility inspections. Invoice is coming for the new cooler in the upstairs bar area. Note: all the external railings above the veranda have been removed (in bad condition) and will not be replaced, but future railings will be part of the new master plan. BG &T Site Project Updates CPC — Round 4, Heating Systems Status Radiators are all installed and boxed in. CPC Round 4 is complete. A report submitted the CPC. Report was written from the mid -term report to the conclusion of the project. In addition, Final Report to the Mass Historical Society closing out the project, to be sent to Mr. Paul Holtz. CPC — Round 5, Update of GALE Report Project OPM RFP sent out for proposals to be submitted, due date is Feb. 21, 2019. Replies will be evaluated for meeting criteria outlined in the RFP to determine who will be awarded the contract. Next step will be to generate an RFP for an Architect. Golf Course Review Have received bills for removal of the trees; we are about 75% complete against budget. Discussion on tree work and latitude for additional work (10% of the budget can add to the work) on hole 2 that did not get done and can wait. Hole 13 had 2 pines that were swapped out with other trees on the hole. Andrew and Arthur went through the Mungeam proposal of recommended improvements. Reviewed what should be a priority, and developing a list of improvements. Concept to break up the priorities into four phases. Pointed out that some improvements won't cost as much if GFMI (Steve, Chris and team) can do the work having done similar work before. Some highlights — tee boxes on hole 13 and taking back the tee box for hole 11 Steve Murphy may be able to do this work but would need to meet pricing, calling this Phase 2A to include getting an estimate from GFMI. Arthur said they can't start the work until the area around the maintenance building is ready to put/store the materials. Rob Dever thought maybe the city employees may be able to free up some time to do some of the work, i.e. the drainage project. Further discussion needed at next meeting. GFMI - Steve and Chris are pushing to start on 10, 11, 12 and 18 on the Bass River fix. Discussed the piping that runs straight to the Lower Shoe Pond and river and should be at a level set so that the water will flow out. This will involve permitting, dredging, etc. Rob Dever and the city will go to the RFP's and do an evaluation and study as to how to fix the water problem. Discussed another solution of using rock wrap where the river backs ups and floods hole 18. Andrew and Arthur will have more details for the next meeting. Need to determine rates for year 2019. Dave Dionne confirmed the rates for 2018 will be the rates for 2019. Martin Lawler: Motion to keep the 2019 rate the same as 2018, Kevin Ascolillo seconded. The motion carries (5 -0). Golf Report In the process of trying to set up a PGA Junior League — a team of 12 -15 kids. They will play against other leagues ages 13 and under. This should be ready to go by May or June. A tournament meeting is being held Friday to get all the tournaments scheduled in place. Adjournment Arthur Athanas: Motion to adjourn the meeting at 8: 1Opm, Martin Lawler seconded. The motion carries (5 -0)