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May21 BG &T MinutesNOTES of MEETING MINUTES Board: Golf and Tennis Commission Date: May 21, 2019 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Andy Cooper,Kevin Ascolillo, Arthur Athanas Members Absent: Vice -Chair Martin Lawler, Chad Crandell Others Present: GFMI Staff — Steve Murphy, Chris Carter, Dan Anastas, Bass River Tennis Club, Mike LaPierre, City of Beverly, Dave Gellineau, City of Beverly, Rob Dever, City of Beverly, Bryant Ayles Recorder: Donna Musumeci Opening Remarks Arthur Athanas: Motion to approve the minutes of April 9, 2019, Kevin Ascolillo seconded. The motion carries (4 -0). Financial Update Report Martin Lawler could not attend the meeting; Bill Lowd advised on the budget. Bryant Ayles presented a high -level overview. Timing was not ideal for an approval, as it was just submitted the night before for the city budget meeting. Key line items may need to be modified throughout the year. Some assumptions: the contract (GFMI) expires this year, revenue is assumed and based on existing revenue with standard expenditures. Annual new line item for course improvements added which is what the committee wanted, and will be incorporated with a new contract. Dave Gellineau advised we are already working on big projects, i.e. the trees and need to complete them. Bryant Ayles will plan to meet again with the commission to strategize on debt reduction and the budget when finalized. A committee has been formed to work on the RFP for the new management contract. Bill, Arthur and Andy will form the committee. Current contract ends December 2019. Goal is to have a contract awarded as soon as possible, then update line items back into the budget. RFP process expected to take approximately 6 weeks. Candidates will be welcome to review financials as well as have a site visit. OPM RFP (Round 5 CPA) The RFP went out for Round 5 for the OPM. There were 5 companies, and the evaluation committee was unanimous in recommending CBRE Heery as the OPM. The Mayor will now work with the OPM to finalize their contract. The OPM will assist on generating the Architect RFP. NOTE: CBRE Heery has done work for the two new Beverly schools. COMMISSION PROJECTS: Golf Course Review Bill advised all the work we have done has been paid for. The only items to complete are Trees and refinishing of the veranda. We found a vendor with a quote of $6,500 that will include veranda sanding and refinishing with three coats of sealer. They will also work on patching the roof leaking and work to preserve the end of the veranda exposed to the weather. Bill Lowd: Motion to have the work done on the veranda and the roof for $6,500. Arthur Athanas seconded. The motion carries (4 -0). Review of the remainder of the year items and estimated $15K left in the budget. Arthur discussed clearing out the brush, ladies tee work, building up areas between holes 5 and 6, and making hole 11 a par 4. Arthur Athanas: Motion to do approximately $15K of work on the fairways, and the brush work on holes 2, 4 and 16, not to exceed the balance of this year's budget. Andy Cooper seconded. The motion carries (4 -0). Tree Removal Status: Cost for log removal is estimated at $800 and may exceed the $45,250 total to spend on tree removal. Dan Anastas is working on this with the tree company. Committee agreed to finish with the log removal and justify the dump fee later, if necessary. Future Course Projects: Sub Committee advised on the golf course that we should work now on holes 2, 4, 5 6 and 16; but not much budget money to do this work. Next year focus on XGD as phase 2 (estimate was $40K). Trees and stump projects are pretty much done. There is the paving project that could be deferred to do work on the greens and could do this work in the fall; that money could come from the course improvement line. Other Items• Contracted with White Engineering for $2,500 to work on a design to replace the water pipes at the tennis courts. Rob Dever discussed paving around the maintenance shed, and how to get this work done. Advised that Mike Collins' group will need to do draining before the area can be paved. Downtown Cabot Street project is a priority over the summer, so won't get to this work until November. Rob Dever will measure the area needing draining and Steve Murphy will get a quote on grade and hot top. ADA item — automatic door opener; Rob Dever look into this further, as he believes there may be a justification of not needing one. He will work with the building inspector and advise. GFMI Report Chris Carter — slow start in May due to the rain but still had 2,338 rounds. Had $96K in membership revenue, and $42K in greens revenue. Starting to work up function activity with showers and parties, and the 19 hole will pickup as the season kicks in. Overall, GFMI is running a great program and course operation. Tennis: Mike advised they opened for play on May 18 and overall the facility is in great shape despite the challenge with the rain. Other: A discussion was held on flooding of the golf course, with the draining of the ponds. Would like to further understand how all this works, and what can be done. Further discuss and work with the city, move this item forward. Adjournment: Kevin Ascolillio: Motion to adjourn the meeting, seconded by Arthur Athanas (4 -0).