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June 24BG &T MinutesDRAFT NOTES of MEETING MINUTES Board: Golf and Tennis Commission Date: June 24, 2019 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Vice -Chair Martin Lawler, Andy Cooper,Chad Crandell, Arthur Athanas Members Absent: Kevin Ascolillo Others Present: GFMI Staff— Steve Murphy, Chris Carter, Dan Anastas,Dave Gellineau, City of Beverly Recorder: Donna Musumeci Opening Remarks: Arthur Athanas: Motion to approve the minutes May 21, 2019, Martin Lawler seconded. The motion carries (5 -0). Financial Update Report: Reviewed end of May numbers. There are bills not paid. Bill advised there is a still a balance for the tree work of $15K. Balance of nursery work to be done by GFMI $47K, and the end of the Munchen report for $2,750 all covered in the budget. Waiting on an invoice for fire alarm work ($832). GFMI expanded on work for remaining financials. GFMI would like to clean up chips at #2, smooth out and do sod but does not have the equipment. Needs an additional $800 for the sod. Would need $5,300 to rent equipment and do the cart path work; if they completed #2 early, then would go to #16, grade it up and seed. It was recommended for budget purpose to take a vote to spend up to the $5,300 as proposed by GFMI for hole #2. Martin Lawler: Motion to spend approximately $5,300as proposed by GFMI for hole #2, not to exceed the remaining balance in the enterprise accounts, Andy Cooper seconded. The motion carries (5 -0). RFP Management Contract: Bill has asked Arthur and Andy to start a sub committee to work on the RFP. Items need to be included are 1) inventory, 2) schedules and events and 3) fees. GFMI offered to help provide lists and information for the RFP; thinks the rounds and revenue reports are important that could be included. OPM RFP RFP is in, recommendation was made by the committee to the mayor; next step is selection, then the selectee will help draft the RFP for the Architect. A lot of the Architect draft will be based on what we wrote for the OPM RFP. Also, will use the RFP's for the schools and the police station as a reference. Golf Course Review: The tree project is currently on track, the work is current and on budget. Andy as part of the sub committee reported on the course projects. Most of the discussion was about the flooding situation on the course and effects, if any from the shoe ponds across the street. Andy advised that Bill and himself met with John Dionne at Cummings on the shoe ponds and how they operate. John gave explanation on how Cummings manages the ponds. John advised it is difficult to lower the pond, and basicallydon't want to lower it in the summer, as they and others (including the course) use the water. Also advised that all North Beverly water goes to the culverts and ends up in the lower shoe pond. Andy and Bill advised in the last couple of years, that the pipe has "stuff' in it, and the grate is off. Not sure if it is debris, silt, etc. but are trying to figure out what can be done to alleviate the flooding. GFMI advised it was repaired and maintained at one point, but now the grates are gone, and it needs to be addressed. Suggestion was made that perhaps the company who cleans sewers and drains for the city could take a look. Gellineau will find out who it is, and if a bid would be required to do the work. Committee would like to see an engineering plan to see what the culverts looks like (creating the problem for hole 12). The pipe runs under the road; need "someone" to blow through to clear the pipe and the grates need repair /placement. Other Commission Proiects: The veranda work has not been completed to date; 3 -4 days are needed without rain. Talked about two joints on the roof needing to be fixed; the vendor selected still thinks he can do thiswork and will dowith the veranda painting. The veranda will get 3 coats and should last several years. GFMI: Summarized the golf reports. May started light for rounds but finished okay. The weekends in June have been good, we are solid overall. Revenue is at $407K through May, we will end up in the at approximately $420K or morethrough June. Green fees are at $84K, and tennis is doing well. Design for replacing water pipes is with Dave Gellineau. Next step is to get quotes from the vendor to do the work. Adjournment: Andy Cooper: Motion to adjourn the meeting, seconded by Martin Lawler(5 -0).