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Home My Public Portal AboutGolf Commission Packet 09.01.20 MEETING NOTICE TOWN OF BREWSTER GOLF COMMISSION Location: Remote Participation Only Date: September 1, 2020 Time: 4:00 PM This meeting will be conducted by remote participation pursuant to Governor Baker’s March 2020 orders suspending certain Open Meeting Law provisions and imposing limits on public gatherings. No in -person meeting attendance will be permitted. If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on the Town website as soon as possible. The Town has established specific email addresses for each board and committee so the public can submit comments either before or during the meeting. To submit public comment or questions to the Golf Commission, please email: golfcommission@brewster-ma.gov. To view the: • Live broadcast: Tune to Brewster Government TV Channel 18 • Livestream: Go to www.livestream.brewster-ma.gov • Audio/video recording: Go to www.tv.brewster-ma.gov AGENDA  Call to Order  Discuss and Possible Vote on Captains Strategic Plan  Discuss and Possible Vote on Modified Swim Lanes and responsible commissioners.  Discuss and Possible Vote on Internal Swim Lane Prioritized Requirements  Discuss Golf Commission Execution Calendar  Discuss Strategic Reserve Earnings target and timeline for getting there  What are we missing in Strategic Plan?  Adjournment DRAFT Strategic Plan for Captains Golf Course 2020-2025 (3rd draft 9/1/2020) Strategic Goal (The Why) Captains Golf Course’s strategic goal is to be universal ly recognized as the “premier municipal golf experience” to be enjoyed on Cape Cod. Future Focused Vision Statement The Captains will accomplish this “premier golf experience” by maintaining a pandemic-safe, golfer-focused organization managed by a professional staff and grounds team that will exceed all expectations. This experience begins with tee time reservation, welcoming pro-shop reception, warm up and practice facilities, challenging course play on either of two, exceptionally groomed 18 hole tracks, culminating with 19th hole activities and exceptional dining provided by Freeman’s Grill. Strategic Environment (Forces Beyond our Control) “Brewster is a welcoming and inclusive community…we honor our history as a working community and partner with Brewster businesses that support residents and visitors by providing unique, high quality products, services, and experiences built on our character and environment”. (Town of Brewster Vision 2018) Captains Golf Course is one of Brewster’s crown jewels, ideally situated and accessible to both residents and visitors for recreational enjoyment and a valued resource of eco-tourism in a pristine natural setting. As such, Captains is expected to fully leverage its unique potential as Cape Cod’s only 36 hole public golf facility and positively impact Brewster’s economy both directly as an annual $4M business as well as an indirect source of intangible revenues to local town businesses. To do this Captains must sustain the loyalty and patronage of both resident and non-resident annual members, visitors from both on and off the Cape, as well as securing the local support of Brewster’s non-golfer resident population. The Captains is currently not an “enterprise fund” and the Town of Brewster expects the Captains to maintain fiscal solvency and to operate within its FY budget as approved by the Select Board and Town Meeting. Burdened with the course expansion bond payment over the past several years as well as some adverse weather, Captains has been forced to deplete its strategic reserves in order to sustain operations and conduct emergency repairs resulting in little opportunity for capital investments. Over the past few years Captains has only been able to navigate this narrow fiscal pathway and sustain current customer support and satisfaction because of the leadership, creative entrepreneurship, and dedication of its grounds and maintenance teams. The final bond payment from the Captains’ course expansion was made in February 2020. This expansion bond was entirely funded through golf course revenues with no cost to Brewster taxpayers. This accomplishment brought a glimmer of hope that Captains would close out FY2020 above budget and then have the opportunity to begin funding delayed capital improvements to the course as well as rebuilding strategic earnings in reserve. The unanticipated COVID-19 pandemic that occurred in the spring of 2020 closed golf down nationally and cast a gloomy outlook for Captains. Although initial estimates suggested six-figure deficits for FY2020, Captains was able to close FY2020 with a surplus of over 60K dollars. This impressive achievement resulted from both the fiscal decision-making and stewardship of the Captains management and Director of Golf Operations, as well as the welcomed influx of over 150 new annual members joining the Captains. As we march forward into FY 2021 and beyond we will continue to require and demand unprecedented situational awareness and decision-making by both the Captains management and the Golf Commission to closely track revenues and expenses, anticipate/mitigate risks impacting rounds played and golfer satisfaction, prioritize and resource capital projects/repairs, grow the strategic reserved earnings balance and leverage every eco-tourism opportunity to maximize profitability and the “Captains Experience”. Golf as a recreational industry depends upon a participating community with access to leisure time and money. Therefore it is incumbent on the Captains leadership team to maintain the fine balance and value of cost per round, time to play, and quality of the course in order to provide every golfer a premier golf experience and secure dedicated golfer loyalty. Finally, in this competitive, dynamic environment our Captains golf leadership must aggressively seek to leverage every advantage of emerging technologies to stretch resources and improve our deliverables. This includes continuous adaptation of such technologies as energy saving power, solar power, cyber- information technology to reach all stakeholders, environmental safeguards/cost avoidance, and overall resource stewardship. Strategic Priorities Organized into Swim Lanes  Maximize playability/attractiveness of both golf courses and facilities  Conduct continuous information outreach to members/stakeholders in order to keep them informed and grow membership . Aggressively develop and maintain awareness in the non-golfing taxpayers of Brewster of the tremendous, positive benefit that the Captains provides to the Town.  Manage Captains environment to shepherd and creatively use all resources (people, funds, equipment, facilities, landspace) and mitigate risk (flood; drought; fire; sink holes, vandalism, accidents, natural disasters)  Leverage solar projects in starboard parking lot and practice facility to generate revenues for Captains capital improvements and strategic earnings reserves,  Develop capital expenditures requirements and priorities for golfer-centric Facilities and Real Property  Develop and prioritize requirements for recapitalization for Grounds, Maintenance facilities, heavy equipment, and vehicles. Captains Requirements (Prioritized) Appendix A Individual Requirement Worksheet Appendix B Captains Execution Calendar 2020-2025 (To be published) FY 2021 Proposed Budget with Commission recommended capital projects and reserve earnings target contributions (To be published) Captains Golf Course Swim Lanes/Lines of Effort 8/26/2020 PROPOSED SWIM LANES (To be discussed and Approved at 9/1/2020) Lane 1: Maximize Golf Course Playability/Attractiveness (Includes tees, fairways, bunkers, and greens for both courses; commission advisor for Pro Shop apparel /stockage) (Andrea Johnson) Lane 2: Strategic Communications/Information Outreach to Membership, Shareholders, Brewster residents (Wyn Morton) Lane 3: Captains Grounds/Environment/Cart Paths (Minus areas covered in Lane 1) (John Kissida) Lane 4: Captains Buildings, Facilities & Real Property (Carl Blanchard) Lane 5: Parking Lots/Solar Projects/Practice Range Facility (Jeff Odell) Lane 6: Develop & Prioritize Recapitalization for Grounds, Maint Facilities/Heavy Equipment/Vehicles (Dave Valcourt) Swim Lanes Lifeguard Anne O’Connell (Chair) Draft Requirements Captains 1 to N List (These are nominated without constraints subject to prioritization and resourcing decisions. This is a running list of proposed requirements to be assigned into a swim lane for research, risk assessment, and prioritization) Buildings (Deleted Grounds to become Environment)) Parking Lots Starboard Parking Lot Solar Project Paving Sink Holes Lighting Pump House Raise Roof Flood Mitigation Starter Shack Paint Re-roof Information Board? Driving Range/Practice Area Solar Project Paint /Re-roof Shed Latrine Misc Improvements New balls Warm Up facilities (torso flex? Sand trap/Bunker Practice Pave Walks Cart Barn Repair Sink hole Rebuild for New carts? Paint Security Maintenance Bldg HVAC Refurbish Employee Lockers Rm/Shower/Break-Lunch room Superintendent’s Office Modernization Roof Wash Rack Chem/POL Storage- Issue Area Machine Shop Equipment Repair Parts Storage Area Captains Club House- Freeman’s Grill HVAC Paint Carpet Doors & Windows Bar & Restaurant Appliances Member Info Center Patio Furniture Upgrades Pro Shop HVAC Roof Carpet Upper Level Web Cam Director’s Office? Snack Shack Rest Room Refurbishment Expand Capability? Starboard & Port Courses Irrigation System refurb Sink Holes Cart Path Repave Practice greens Driving net/Warm Up Area Emergency Vehicle Access Points On Course latrine facilities Divot Mix Boxes Member/Stakeholder/Town Non-Golfer Taxpayers Strat Communications Website/Social media Blog Spring Member Meeting Quarterly “State of the Captains” newsletter email to membership Media Editorials prior to Semi-Annual Town Hall Mtgs “Benefits of the Captains” Potential Adds: “Safe Golf” at Captains “Care for the Captains” Campaign National Golf Foundation Study…how Captains benefits Brewster