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April 9 BG&T Meeting MinutesNOTES of MEETING MINUTES Board: Golf and Tennis Commission Date: April 9, 2018 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Vice Chair Martin Lawler, Andy Cooper,Kevin Ascolillo, Arthur Athanas Members Absent: Chad Crandell Others Present: GFMI Staff — Steve Murphy, Chris Carter, Bass River Tennis Club — Mike LaPierre City of Beverly, David Gellineau Recorder: Donna Musumeci Opening Remarks Bill Lowd opened the meeting at 7:05pm. Bill Lowd advised we need to review and vote on the February and March minutes. To be amended - February minutes, page 2 should be stated as golf report, not tennis report Martin Lawler: Motion to approve the minutes of February 19, 2019, Arthur Athanas seconded. The motion carries (5 -0). To be amended - March minutes, adjournment should reflect 3 -0, not 5 -0, Bryant Ayles name is indicated as Brian and should be Bryant Martin Lawler: Motion to approve the minutes of March 12, 2019, Arthur Athanas seconded. The motion carries (5 -0). Chair Bill Lowd advised that the 2019 rates were approved by the Beverly City Council (read letter sent to the city). Financial Update Report Martin Lawler reviewed the financials. Commission voted unanimously on the resurfacing of the courts. Work will be done at the end of April. M. Mungeam's been paid a total of $8,000 with payments of $6000 and $2000, there is still $750 balance to be paid for services.. GFMI — Chris Carter noted a bill for fridge hoods for $600; the Board of Health said they had to be done. Also received a quote for $1,300 to replace flooring in the room with the bar; holes are in the floor and the subfloor is full of moisture so it is $700 for materials and $600 for labor, the company to be used is RT Tile. Kevin Ascolillio: Motion to approve the flooring work and fridge hoods, seconded by Martin Lawler. Approved (5 -0). Chris Carter talked about their losing their sales /credit charge capabilities in the pro shop. Had to react and have the conduit corrected and fished from the main building under the parking lot all the way to the pro shop, resulting in a $1200 bill. Commission approved to pay the bill (5 -0). He noted that at some point should have an upgrade with the capability for electric gold carts but require hundreds of yards to be done. It was noted that "technology" should be part of the OPM and art of the design work done for the building. BG &T Site Project Updates CPC Round 5 Status OPM RFP OPM RFP went out to 5 people, and we received 5 replies. Committee has been formed and has made a selection which was unanimous. Dave Gellineau said he will send the recommendation to the Mayor for approval, then announce OPM and draft the RFP for the same process on selection of the architect/design. Golf Course Review GFMI projects from Master Plan: Steve Murphy discussed the XGD drainage proposal get started on drainage for hole 2, 3, 4, 5, 6, and 17; $47,724 to do these holes and a description is given on how the work gets done. Steve would like to do these in the fall, and wouldn't need any funds until the next fiscal year. GFMI identified immediate work to be done for a total of $5,150 identified on the handout (for master plan). Stump grinding, and work on holes 7, 10, 11, and 15 as identified that there is money in the budget for this now. Martin Lawler: Motion to approve the $5,150 for initial start of the master plan, as stated in phase 2A, Arthur Athanas seconded. Approved (5 -0). Steve Murphy continued discussion. The environmental study mentioned in theMungeam report for pond /creek work are estimated at $20,000 - $40,000. Study will take a year and a half. Steve instead would like to propose we do some immediate work on the hole 1. Andy Cooper said the whole river project will be a lot of money spent and we won't see anything done for a few years, and agrees we should go ahead perhaps with some of the XGD, green hole work, fixing some tees and picking 5 holes for drainage. Steve Murphy said this would cost approximately $125K. This will be a next year project. Martin Lawler suggested to have a golf course improvement line in the budget Bill Lowd said we can request $250K -$300K in next year's budget on a line item called "golf course improvements ". Subcommittee will put together a list of items together that tallies $250 - $350K. Bryant Ayles will be invited to attend the May meeting. We still have irrigation systems work to be done near the tennis courts (hiring White Engineering for a design) at $2,5000 . Martin Lawler: Motion to approve the proposal for the irrigation systems design on the tennis courts for $2,500, Arthur Athanas seconded. Approved (5 -0). Steve Murphy continued and advised for the future, he would like to get a green nursery going on the first green. It will cost estimated at $9,500 to develop a nursery correctly. GFMI will make a list of what the nursery will be for. Arthur Athanas stated that the nursery is not just for the first green. Steve said there is 3000sf now of usable nursery, but would like to expand it. The $9,500 estimated cost is for bent grass and $4500 estimate is for blue grass. Andy Cooper summarized that there is a lot of work to do, but we can execute it with the work GFMI is doing. Future Projects Cinhhnnse Bill Lowd said we are still looking for someone to refinish the veranda for the 2019 season. Dave Gellineau and Chris Carter may know of someone and will inquire. OPM RFP is done and will have one coming for the Architect. GFMI Report Chris Carter advised we are starting to play golf. There were 500 rounds in March, and we have over $300K in memberships collected. The 19t' hole has been opened; we are expanding the menu, have staff in place, and are looking to hire one more cook. Comment made that it was good to have the "OPEN" flag up at the clubhouse pub entrance. Adjournment Martin Lawler: Motion to adjourn the meeting at 8:25 pm, Kevin Asolillo seconded. The motion carries (5 -0). NOTE: May meeting will be scheduled for 5/21. Bill will invite Bryant Ayles if available..