HomeMy Public PortalAboutGolf packet 9.22.20MEETING NOTICE
TOWN OF BREWSTER
GOLF COMMISSION
Location: Remote Participation Only
Date: September 22, 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: [;olfcommission@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
• Introduction of new Course Superintendent
• Discussion on Search Process
• Director's Report (Mark O'Brien/Jay Packett)
• Superintendent's Report (Colin Walsh)
• National Golf Foundation Proposal Review
• Next steps and timing
• General Discussion
• Irrigation Study
• Next steps and timing
• Maintenance Building Study
• Next steps and timing
• Refund Policy Review (Andrea Johnson)
• Refund Requests (Anne O'Connell)
• Questions and comments from Associations (Bill O'Brien, Donna Potts, Jane Samiotes) and
Liaisons
• Update on Solar Project (Anne O'Connell)
• Strategic Planning (David Valcourt)
• Approve Minutes 072720
• Approve Minutes 081120
• Topics the Chair did not Reasonably Anticipate
• Future Agenda Topics and Meetings
• Adjournment
CAPTAINS GOLF COURSE COMPARISON REPORT
AUGUST
Au -q-15
Aug -16
Aun-17
Aun-18
Au9_19
Aug -20
REVENUE
MEMBERSHIPS:
RESIDENTS - Early
$
897.00
$
1,794.00
$
3,019.00
$
2,093.00
$
2,963.00
$
3,015.00
RESIDENTS - Moming
$
750.00
$
-
$
-
$
795.00
$
(1,670.00)
$
-
RESIDENTS -Twilight
$
798.00
$
1,245.00
$
596.00
$
447.00
$
636.00
$
501.00
CHARTER NON-RESIDENTS
$
-
$
$
-
$
-
$
-
$
-
NON-RESIDENTS
$
1,596.00
$
1,197.00
$
1,995.00
$
1,596.00
$
1,676.00
$
5,280.00
NON-RESIDENT TWILIGHT
$
-
$
-
$
-
$
-
$
1,036.00
$
544.00
AFP COLLEGIATE
$
$
$
-
$
$
-
$
-
AFP JUNIOR
$
-
$
-
$
180.00
$
$
$
-
SUBTOTAL
$
4,041.00
$
4,236.00
$
5,790.00
$
4,931.00
$
4,641.00
$
9,340.00
GREEN FEES:
18 HOLE GREEN FEE
$
376,726.85
$
361,446.29
$
316,081.50
$
329,551.84
$
347,989.06
$
431,403.00
TWILIGHT GREEN FEES
$
25,235.00
$
39,272.40
$
34,941.00
$
34,837.60
$
35,531.00
$
53,405.00
BACK 9 GREEN FEES
$
8,418.00
$
15,423.00
$
17,690.20
$
19,488.03
$
28,448.00
$
29,303.00
ADVANCED RESERVATIONS
$
9,675.05
$
17,241.90
$
6,292.50
$
3,772.00
$
13,946.00
$
530.00
SUBTOTAL
$
420,054.90
$
433,383.59
$
375,005.20
$
387,649.47
$
425,914.06
$
514,641.00
CARTS:
18 HOLE CART
$
109,320.47
$
116,240.48
$
98,063.98
$
105,298.60
$
107,406.70
$
134,592.00
9 HOLE CART
$
25,080.40
$
25,050.77
$
23,429.24
$
28,133.33
$
28,588.08
$
32,041.84
SUBTOTAL
$
134,400.87
$
141,291.25
$
121,493.22
$
133,431.93
$
135,994.78
$
166,633.84
DRIVING RANGE
$
29,025.00
$
24,436.00
$
27,241.00
$
27,898.00
$
27,873.00
$
38,958.00
PULL CARTS
$
1,990.08
$
1,963.53
$
2,215.14
$
2,086.86
$
2,041.98
$
2,013.21
SNACK BAR RENT
$
7,500.00
$
7,500.00
$
8,500.00
$
5,000.00
$
5,000.00
$
5,000.00
GIFT CERTIFICATES
$
(8,286.65)
$
(4,809.87)
$
(5,863.88)
$
(8,111.76)
$
(6,220.89)
$
(4,850.60)
CREDIT BOOK
$
5,881.65
$
9,964.56
$
7,021.60
$
8,744.96
$
9,250.31
$
3,634.22
PRO SHOP SALES
$
52,823.93
$
47,700.57
$
45,338.66
$
45,824.85
$
47,751.96
$
42,213.32
MISC. SALES
$
-
$
-
$
-
$
-
$
-
$
SUBTOTAL
$
88,934.01
$
86,754.79
$
84,452.52
$
81,442.91
$
85,696.36
$
86,968.15
TOTAL REVENUE
$
647,430.78
$
665,665.63
$
586,740.94
$
607,455.31
$
652,246.20
$
777,582.99
CAPTAINS GOLF COURSE COMPARISON REPORT
• _ _ _ ._,_ ;; FISCAL YEAR THROUGH AUGUST ( 2 months)
FY 2016
FY 2017
FY 2018
FY 2019
FY 2020
FY 2021
REVENUE
FY20 AFP Rev Rcvd in FY20
RESIDENTS - Early
$
1,797.00
$
8,094.00
$
6,727.00
$
12,598.00
$
5,972.00
$
12,392.00
RESIDENTS - Morning
$
3,750.00
$
5,250.00
$
3,092.00
$
(795.00)
$
3,340.00
$
(793.00)
RESIDENTS - Twilight
$
3,591.00
$
2,841.00
$
2,240.00
$
2,997.00
$
1,974.00
$
2,885.00
CHARTER NON-RESIDENTS
$
-
$
$
$
-
$
$
-
NON-RESIDENTS
$
3,096.00
$
5,697.00
$
3,540.00
$
4,776.00
$
6,683.00
$
14,040.00
NON-RESIDENT TWILIGHT
$
1,198.00
$
-
$
1,234.00
$
1,905.00
$
1,036.00
$
894.00
COLLEGIATE
$
$
$
515.00
$
740.00
$
945.00
$
1,221.00
JUNIORS
$
525.00
$
700.00
$
720.00
$
1,085.00
$
388.00
$
496.00
SUBTOTAL
$
13,957.00
$
22,582.00
$
18,068.00
$
23,306.00
$
20,338.00
$
31,135.00
GREEN FEES:
18 HOLE GREEN FEE
$
762,917.88
$
724,567.37
$
679,700.13
$
722,806.81
$
745,041.93
$
868,187.92
TWILIGHT GREEN FEES
$
57,897.49
$
76,730.40
$
72,370.00
$
72,375.20
$
81,431.00
$
106,717.99
BACK 9 GREEN FEES
$
20,175.00
$
33,082.00
$
38,004.20
$
44,641.04
$
55,514.00
$
56,729.00
ADVANCED RESERVATIONS
$
36,667.05
$
33,735.90
$
30,358.08
$
18,656.50
$
21,673.60
$
8.699.20
SUBTOTAL
$
877,657A2
$
868,115.67
$
820,432.41
$
858,479.55
$
903,660.53
$
1,040,334.11
CARTS:
18 HOLE CART
$
229,432.68
$
231,965.47
$
219,312.43
$
233,501.18
$
234,432.80
$
268,552.38
9 HOLE CART
$
47,144.17
$
48,151.35
$
49,262.39
$
56,919.72
$
60,032.66
$
61,686.79
SUBTOTAL
$
276,576.85
$
280,116.82
$
268,574.82
$
290,420.90
$
294,465.46
$
330,239.17
DRIVING RANGE
$
60,739.00
$
51,889.50
$
58,931.00
$
56,262.00
$
62,219.00
$
69,987.00
PULL CARTS
$
4,059.24
$
3,834.66
$
4,257.92
$
4,127.61
$
3,791.97
$
4,505.67
SNACK BAR RENT
$
15,000.00
$
15,000.00
$
17,000.00
$
10,000.00
$
10,000.00
$
10,000.00
GIFT CERTIFICATES
$
(12,028.81)
$
(11,384.19)
$
(11,616.29)
$
(15,097.46)
$
(13,162.72)
$
(10,173.36)
CREDIT BOOK
$
6,031.83
$
10,467.68
$
7,538.69
$
8,489.20
$
8,828.23
$
3,372.68
PRO SHOP SALES
$
107,693.82
$
106,155.08
$
95,969.25
$
103,599.86
$
100,923.61
$
80,757.12
MISC. SALES
$
-
$
-
$
-
$
-
$
-
$
SUBTOTAL
$
181,495.08
$
175,962.73
$
172,080.57
$
167,381.21
$
172,600.09
$
158,449.11
TOTAL REVENUE
$1,349,686.35
$1,346,777.22
$
1,279,155.80
$1,339,587.66
$
1,391,064.08
$
1,560,157.39
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Captains Membership History - rev. 09/16/20
2014
2015
2016
2017
2018
2019
2020
Resident Early
357
312
316
300
300
306
321
Resident Morning
277
308
286
307
276
269
220
Resident Twilight
59
75
86
86
101
109
130
Resident Collegiate
11
12
11
10
12
16
28
Resident Junior
25
29
26
18
13
12
17
Sub Total
729
736
725
721
702
711
716
Charter Non -Resident
7
6
5
5
5
5
4
Non -Resident Early
178
185
209
210
199
200
216
Non -Resident Twilight
18
26
34
38
68
61
101
Non -Resident Collegiate
4
5
1
2
2
4
16
Non -Resident Junior
6
4
3
2
5
9
10
Sub Total
213
226
252
257
279
279
347
Off Season Resident Early
10
19
21
16
27
24
23
Off -Season Resident Twilight
8
7
it
12
14
25
19
Off -Season Non -Resident Early
8
20
13
15
14
16
30
Off -Season Non -Resident Twilight
3
-
3
3
1
11
30
Sub Total
29
46
48
46
56
76
82
Grand Total
971
1,008
1,025
1,024
1,037
1,067
1,145
CONSULTIN'G
NATIONAL OOLF FOUNDATION
Tel: (508) 896-1716 x101
e-mail: Mobrien.(: brewster-ma..ov
February 4, 2020
Mark O'Brien, Director of Operations
Captains Golf Course
1000 Freemans Way
Brewster, MA 02631
Re: Facility Assessment and Capital Plan Review for Captains GC Proposal #220006
Dear Mark:
Great to catch up with you and discuss the plans and future vision for the Captains Golf Course.
I understand that the Town of Brewster is undertaking a strategic review of the long-term capital
that will be required to sustain this property, and is now looking for NGF to provide a high-level
validation of the Town's capital and funding plan for the Captains GC. The NGF is prepared to
assist the Town with this planning, utilizing our recent experience in conducting golf market
research on Cape Cod in 2019 for the Town of Yarmouth. Working with the Town of Brewster in
2020, our team will provide insight into future expectations of revenue, expense and capital
requirements based on an updated review of the Captains GC operation, physical condition and
market support.
As we discussed, the NGF has considerable experience in helping municipal golf operators
better understand golf facility operations and the true economic potential of public golf courses,
particularly as it relates to planning for future capital needs. We have prepared this brief
synopsis of the services that NGF will provide so as to help Town leaders better plan for the golf
course's future and make informed decisions regarding the future operation of Captains GC.
The NGF proposes to provide services to the Town of Brewster that will include:
1. A summary review of the Captains GC operation, focusing on efficiencies and
operational "best practices," along with other key issues that will be important to
understanding the future economic potential of the facility.
2. Completion of a comprehensive facility review, detailing current and future capital
needs for the golf course playing area and all support structures and equipment.
3. An updated analysis of the public access golf market in Cape Cod to determine
Captains GC's current market position and potential for future revenue growth.
4. A 10 -year capital plan validation to ensure appropriate prioritization of proposed
capital outlays through FY2029. The validation will consider both on-site
observations and comparison to industry -accepted useful life expectations.
5. Identification of any key modifications to the Captains GC operation that will be
required to appropriately support the proposed capital plan and ensure a
maximization of the economic potential of the facility.
6. Preparation of detailed marketing plan for Captains GC, with emphasis on improving
activity (rounds, members) and enhancing revenue (market-based pricing).
7. Preparation of detailed revenue and expense estimates for Captains GC through
FY2029 (10 years), documenting the capacity to cover required capital expenditures
and estimating the Town subsidy that may be required.
MEMBER RESOURCES - RESEARCH • CONSULTING DATABASE SERVICES
501 N. HIGHWAY A1A, JUPITER, FL 33477
PHONE: 561-744-6006 • FAX: 561-744-9085 www.NGF.org
Activities & Deliverables to the Town will include:
• Consultant activities on-site at Town offices and at Captains GC, including meetings
and presentations with relevant Town and golf course staff and other stakeholder
groups as defined by the Town of Brewster.
• Delivery of a thorough verbal presentation of preliminary findings after completion of
the on-site facility visit and in -market research.
• A written summary memorandum of findings with a detailed 10 -year pro forma
analysis of all revenue and expense centers, and including all estimated capital that
will be required to sustain the public golf operation based on the Town's vision.
• A formal presentation of findings by the lead NGF consultant before the appropriate
Town staff and/or officials. The presentation will include a concise PowerPoint
summary of all key findings and recommendations.
PROFESSIONAL FEES AND TIMING
Professional fees to NGF for these services will be $19,500, including all direct expenses for
travel and incidentals. This professional fee is inclusive of all deliverables as noted up to and
through the delivery of written reports and presentation. NGF Consulting will require
approximately six (6) weeks for completion of this engagement. The billing procedure for NGF
will comply with Town of Brewster guidelines and assumes billing for services on a monthly
basis.
The NGF Consulting effort will be managed by Richard Singer, Sr. Director of Consulting, one of
the most experienced golf consultants in the U.S. Mr. Singer will personally coordinate all NGF
Consulting efforts on this project, serve as the primary point of contact between NGF and the
Client, and complete any required meetings with Client officials and others (if applicable).
Additional NGF staff will provide additional research and review support.
ACCEPTANCE
A Town of Brewster purchase order incorporating the signed proposal will be utilized to bind the
parties. Alternatively, acceptance of this proposal may be indicated by signing one copy and
returning it to NGF Consulting's Jupiter office. Mark, we appreciate the potential opportunity to
work with you and the Town on this project. If you need any clarification or additional
information, please call me directly at the number below.
Sincerely,
Richard B. Singer
Director of Consulting Services
(561) 354-1642
rsingera.naf.org
RBS/jr
Acceptance Date_
National Golf Foundation Consulting, Inc. — Proposal #220006 — Captains GC Capital Plan — 2
Credit/Refund Policy Rewrite
September 7, 2020
Any application for a REFUND must be received by June 30' of the current membership year.
Any rounds that have been played during the current membership period will be valued at the prevailing
green fee in effect at the time of the application and deducted from the membership fee paid. This shall
be referred to as the remaining balance. To be eligible for a refund of the remaining balance the AFP
cannot have played more than three times.
Any application for a CREDIT must be made no later than 45 days after membership is purchased.
If the application for the CREDIT is approved the remaining balance will be applied only toward the AFPs
membership the following year. This credit is non -transferable, and expires on June 30th of the following
year.
All such refunds or credits will be issued at the discretion of the Golf Commission.
From: joseph Cardito [kayaker8@comcast.net]
Sent: Thursday, July 16, 2020 9:40 AM
To: Golf Commission
Cc: Mark O'Brien
Subject: Re: Refund Request
Anne O'Connell,
Chair Brewster Golf Commission,
I did read the 2020 Golf Information Guide section which addresses refunds. I find it very
surprising that a debilitating injury is not justification for refund considerations given that I only
joined on June 8 and submitted my request for refund on July 6. I tried to play through it but it
became increasing painful which is when I contacted Mark. I can provide an affidavit from my
doctor if that is what is needed. Shoulder tendinitis and bursitis take months to heal, as I now
understand, so there is no chance for me to play this season. I had my membership for 28 days
and because I missed June 30 by 6 days the total amount of my membership fee is lost. The rule
seems more punitive than reasonable as life does happen to people. I would greatly appreciate a
relook of my request.
Sincerely,
Joseph Cardito
Andy OWN
Refund Request
August 5, 2020 at 10;48 PM
Dear Commissioners,
My name is Andrew Oleski and I live in Orleans, MA. For the past 16 years, I have been a non-
resident member of The Captains Golf Course and have also participated in both the Tuesday and
Thursday leagues. I returned from my winter residence in Florida at the end of June this year, much
later than usual due to Covid 19 concerns. Subsequently, I did not join Captains G. C. until July 7th.
After golfing only 4 rounds, I sustained a serious injury on July 28th while in the process of moving.
The end of my left middle finger was crushed beneath a car jack and I ended up in Cape Cod
Hospital E.R. that evening. The accident resulted in a fracture and also required numerous sutures.
Medical documentation is available if needed_ Due to this injury, I will be unable to play golf for the
foreseeable future this summer /fall, and I am not in residence on Cape from the end of October until
early June.
Consequently, I am writing to request a refund of my membership fee, minus the 4 rounds of golf I
played. I realize your policy is not to grant refunds after June 30, however 1 believe my situation is
unusual and worthy of your consideration. Thank you.
Sincerely,
Andrew Oleski
Strategic Plan for Captains Golf Course 2020-2025
Approved 9.1112020
Strategic Goal (The Why)
Captains Golf Course's strategic goal is to be universally 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.
1
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 both the Select Board and
at the annual 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 Captains repairs, improvements, and replacements 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 a six -figure deficit 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. We must closely track revenues and expenses,
anticipate/mitigate risks impacting rounds played and golfer
satisfaction, and carefully prioritize and resource Captains
requirements for repair, improvement, or replacement while growing
the strategic reserved earnings balance. Finally, we must leverage every
2
opportunity of eco -tourism to maximize profitability and the "Captains
Experience" for our membership and guests.
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, land space) 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 prioritized requirements and
strategic earnings in reserve,
• Develop capital expenditures requirements and priorities for golfer -
centric Facilities and Real Property
• Develop and prioritize requirements for repair, improvement, or
replacement of heavy equipment, vehicles and their maintenance
support.
3
APPENDICES
Captains Requirements (Prioritized) Appendix A
Individual Requirement Worksheet Appendix B
Captains Execution Calendar 2020-2025 To bepublished) Appendix C
FY 2021 Budget with Commission recommended prioritized
requirement expenditures and reserve earnings target contributions
CTo be published) Appendix D
2d 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)
Starboard & Port Courses Lane 1)
Tee boxes
Fairways
Bunkers
Greens
Irrigation System (See Note 1)
Sink Holes (See Note 1)
Practice greens (2)
4
Driving net/Warm Up Area
Divot Mix Boxes
Member/Stakeholder/Town Non -Golfer Taxpayers Strat Comms (Lane 2)
Website/Social media Blog
Spring Member Meeting
Quarterly "State of the Captains" newsletter email
Media Editorials/Messaging
"Benefits of the Captains"
"Safe Golf' at Captains
"Care for the Captains" Campaign
National Golf Foundation Study ... how Captains benefits Brewster(upon
approval)
Captains Grounds/Environment/Cart Paths (Lane 3)
Vegetation Management/Grounds Aesthetics
Cart Path & Sidewalk repair/maintenance (See Note 1)
Emergency Vehicle Access Points
On Course Restroom facilities
Signage
Patio Furniture Upgrades
Buildings & Structures (Lane 4)
Pump House
Raise Roof
Flood Mitigation
5
Starter Shack
Paint
Re -roof
Maintenance Bldgs (2)
HVAC
Refurbish Employee Lockers Rm/Shower/Break-Lunch room
Superintendent's Office Modernization
Roof
Cart Barn
Repair Sink hole
Paint
Security
Captains Club House- Freeman's Grill
HVAC
Paint
Carpet
Doors & Windows
Bar & Restaurant Appliances
Pro Shop
HVAC
Roof
Carpet Upper Level
Web Cam
6
Director's Office
Snack Shack
Rest Room Refurbishment
Expand Capability?
Parking Lots/Solar Projects/Practice Range Facility (Lane 51
Starboard, Port, Driving Range Parking Lot Maintenance
Paving/Marking
Sink Hole Repair (See Note 1)
Lighting
Captains Solar Projects
Driving Range/Practice Area
Paint /Re -roof Shed
Restroom
Sidewalks
Misc Improvements
Warm Up facilities (torso flex?
Sand trap/Bunker Practice
Heavy Equipment Repair, improvement, replacement and maintenance
support (Lane 6)
Wash Rack
Chem/POL Storage- Issue Area
Machine Shop & Equipment Maintenance Facility
Repair Parts Storage Area
Paint Area
VA
Note 1:
The 1 to N Priority Requirements List remains a work in progress. In an
effort to provide better organization I re -organized the list by swim lanes as I saw
them. I tried to include the discussion points made during our last commission
meeting. "Signage" was added under Lane 3 since it fell under "aesthetics" and
seemed to make sense.
There remains overlap areas .... not an exhaustive list but includes such areas
as sink holes, irrigation complex (on & off course pieces), etc.. we need to discuss
how we want to assign/share these areas that cross swim lane boundaries.
Again, this is not an exhaustive list and as each of us looks at the
requirements list from a swim lane view you will probably think of things to add.
You may also think that certain items may belong somewhere else .... again, OK but
let this be our start part to get organized and we will refine as well see requirements
more clearly.
A blank requirement sample worksheet is included. As we complete
worksheets we will catalogue them in Appendix B to the Strat Plan for the
commission's knowledge management and use.
Hope this is helpful.
Captains Golf Course Swim Lanes/Lines of Effort
(Approved 9/1/20201
Lane 1: Maximize Golf Course Playability/Attractiveness (Includes tees,
fairways, bunkers, and greens for both courses; commission
advisor for Pro Shop) (Andrea Johnson)
Lane 2: Strategic Communications/Information Outreach to
Membership, Shareholders, Brewster residents
(Wyn Morton)
Lane 3: Captains Grounds/Environment/Cart Paths
(John Kissida)
Lane 4: Captains Buildings and Structures
(Carl Blanchard)
n
Lane 5: Parking Lots/Solar Projects/Practice Range Facility
(Jeff Odell)
Lane 6: Repair, improvement, or replacement of heavy equipment,
vehicles, and their maintenance support (Dave Valcourt)
Swim Lanes Lifeguard Anne O'Connell (Chair)
Captains Strategic Plan Requirement Worksheet
Requirement
Golf Commission OC/OPR:
Description: (Briefly describe nature of the requirement, location, and how this
requirement impacts one of the captains' strategic priorities/lines of operation.)
Risk Assessment: Assess the nature and impact of the risk if not resourced.
Impact High? Moderate? Low?
Timeframe? Immediate? Mid term? Long term/Future?
Possible mitigation Options?
Estimated Cost
Recommended Requirement Characterization: (red/amber/green rating?)
Critical? Important/Routine? Desirable?
E
Additional Comments (example: Linked to other requirements?) Points of
contact/phone nubers/email.
10
TOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of July 27, 2020
e$EwsTF:%
Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Carl Blanchard, John
Kissida, Wyn Morton, Jeff Odell, David Valcourt
Others Present: Mark O'Brien (Director of Operations), Dave Whitney (Select Board liaison), Bill
Meehan (Finance Committee liaison), Chuck Hanson (Energy Committee), Colin Odell (Energy
Committee), and Jay Packett (Asst. Operations Manager)
THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED
Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and
procedures.
Discussion of Solar Array project for Captains Golf Course:
• Anne O'Connell reported that she compiled notes, which have been distributed to the Golf
Commission (see attached), on the solar array project largely derived from Golf Commission
minutes.
• Carl Blanchard reviewed the history of how the solar array project evolved. He stated that a
company had reached out to the Town regarding leasing the golf course parking lot to install solar
canopies. This occurred in the late fall of 2018 and the Golf Commission became aware of it
when Mark O'Brien sent an email to the Golf Commission in December 2018 informing them of
the proposal.
• Chuck Hanson stated that the Energy Committee had approached Mark O'Brien and the Town
back in 2017 about putting in solar canopies in the parking lot and a warrant article regarding
allowing leasing Town land for this purpose was passed at a Town meeting in 2017 or 2018.
• Dave Valcourt stated that in his view the driving force behind supporting the solar project was
that it would be financially beneficial to the golf course.
• Jeff Odell reviewed the notes that he had compiled that were distributed to the Golf Commission
(see attached).
• Mark O'Brien was in agreement with the statements that had been made by those above.
• Anne O'Connell asked each of the Golf Commissioner's that were present at the 4/11/19 Golf
Commission meeting when a vote was taken to support the solar project, to speak. All agreed that
the driving force was financial. Those that were present were Carl Blanchard, Dave Valcourt, Jeff
Odell, Wyn Morton, Andrea Johnson, and Anne O'Connell. All had originally supported the
project with the exception of Wyn Morton who opposed it. All said their opinions had not
changed.
• Wyn Morton had raised the question as to why the annual lease payments had dropped from
$100,000 to $75,000. Chuck Hanson stated it was due to the State's phase/stage/block that this
project would fall into and Colin Odell said it was also due to the interconnectivity fees charged
by Eversource. He also said the final number is still in flux.
• Colin Odell explained that there could be additional revenues generated from a battery that stores
energy.
• Wyn Morton asked if the revenues go to the Town or to the golf course. Dave Whitney stated it
was his understanding that the monies would flow to the golf course for the foreseeable future.
• John Kissida raised many questions based on his review of the Planning Board meeting. Anne
O'Connell asked John to reduce those questions to writing and send them to Peter Lombardi.
• Anne O'Connell will be sending to Peter Lombardi the notes from this meeting and that the Golf
Commission is still in favor of this project, but only to the extent that the golf course is the
recipient of the revenues generated.
A motion to adjourn was made by Jeff O'Dell, seconded by Carl Blanchard, and passed 7-0.
Meeting was adjourned at 5:15pm.
GOLF COMMISSION
Minutes of August 11, 2020
Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Carl Blanchard, John
Kissida, Wyn Morton, Jeff Odell, and David Valcourt
Others Present: Mark O'Brien (Director of Operations), Jay Packett (Asst. Oper. Mgr.), Bill Meehan
(Finance Committee liaison), Bill O'Brien (CCMGA), and Donna Potts (9-Holers Assn.).
THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting
maybe viewed at: httii://video.brewster-ma.gov/CablccastPublicSite/show/4827?channel=l
Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and
procedures.
Director's report:
Mark O'Brien expressed his thanks to the staff for their work during these most trying times. This is
the time during the golf season when stress levels are normally high and the fact that the golf course
has been extremely busy makes it even higher. To add to this within the next week or two 25 per
cent of the staff will be leaving creating a shortage in help and possibly some changes in services
which will be dealt with as they arise. He does not expect that revenues will be affected. Steve
Knowles is doing a great job jockeying the schedule. Wynn Morton asked if the golf course is
advertising for help; Mark O'Brien advised that there has been one response to the ads.
Jay Packett reported a record for the month of July with revenues up in every category except for the
pro shop which is attributable to the lack of foot traffic. Discussion followed. It appears the revenues
for August will also be up.
Mark O'Brien discussed the budget and capital expenses.
• There was a question from Rob Harris as to whether the golf course has been impacted by Gov.
Baker's travel restrictions. Mark O'Brien said that current revenues are up not showing any kind of a
drop-off.
• Freemans Grille has a lease extension in place until 12/31/21. The current year's lease has been
adjusted to reflect current conditions.
• The maintenance staff is continuing to do a great job keeping up. There is a moderate drought on
Cape Cod and there are requirements when that kick in regarding water usage --the height of green
cuts to reduce the need for watering, watering flower beds, etc. Water usage is in good shape to stay
within the permit.
• Fall aeration is on schedule.
• The use of cup lifters will be replaced with noodles.
• Mark O'Brien recommends starting off-season membership on September 1 and raising last year's
fees by 5 per cent. Jeff Odell suggested off-season memberships start the Tuesday or Wednesday
after Labor Day.
• Jeff Odell made a motion to accept the off-season membership rates as presented starting the Tuesday
after Labor Day weekend at a 5 per cent increase in the rates of each category over the rates of last
year. Seconded by John Kissida. Motion passed 7-0.
• An email was received from Rob Harris: Was there consideration given to the fact that Freemans
Grille is unable to use the pavilion for functions because of executive orders of the governor? It
seems to me that they are unable to utilize the full benefit of their lease. Mark O'Brien replied that
from the discussions held with Donna, Peter, Sean and himself he believes that the procurement laws
do not allows the lease to be substantially changed to a further extent than what they did. Sean has
had further discussions with Donna and he does not believe that there has been any movement in that
regard.
Concerns and questions about golf course operations:
• There have been several emails received: the first one regarding the use of masks. Mark O'Brien
reported that in the guidance as far as wearing masks at the course is people are required to wear a
mask in the building; they are required to wear a mask on the putting green; they are required to wear
a mask at the driving range. They are not required to wear a mask if they can reasonably socially
distance outdoors. There is no recommendation that people wear a mask other than in the areas
mentioned. There is signage in those areas. He also indicated that this is very difficult to police. It is
not a requirement that people be told to wear a mask until they get to the first tee. He has not seen
anyone come into the shop without a mask. Since there are no coffee or lunch breaks. there are times
when the staff needs to remove their masks: having coffee, etc. or eating lunch. More than groups of
three foursomes are not allowed; those are the types of groups that are difficult to manage. There is
signage on both sides of the putting green. The number of holes has been reduced to control the
number of people there. Wyn Morton suggested more holes might allow people to stay further apart.
Discussion followed.
• The timing of the sprinkler system was explained..
• Jay Packet talked about the divot issue, saying it is not going along as he anticipated and suggested
another email blast could help. Jeff Odell suggested a group of volunteers might be helpful.
• Questions and comments from Associations and liaisons:
• An email was received from Don Patterson complimenting the use of masks and etiquette signs on the
cart windshields. He suggested posts and ropes be used to keep carts on the paths. Mark O'Brien will
discuss this with Tom Flynn and Dwight Wiggin.
• Bill O'Brien thanked the staff and said the membership is pleased with the way things are going.
• Bill Meehan commented on the condition of greens and on irrigation especially during a drought.
Refund requests:
• There have been a few requests for refunds; one was from the gentleman who was turned down last
time because he did not submit his request prior to the cut-off date of June 30. The second was from
a gentleman who had an unfortunate accident recently and can't play golf; both are aware of the
refund policy. Bill O'Brien indicated that one of these gentlemen did not join the golf course until
after the cut-off date. Discussion followed.
• A motion was made by Dave Valcourt, seconded by John Kissida to defer each of these two requests
and to revisit the refund and credit policy at the September 22 meeting. Motion passed 7-0. Andrea
Johnson will have a draft updating the refund and credit policy ready to be discussed at the next
meeting.
Update on solar project:
• The golf commission is scheduled to appear before the planning board tomorrow night. The
planning board accepts questions before and after their meeting.
Superintendent search
• John Kissida reported after interviewing five candidates, two recommendations, both of whom
are superintendents at other courses, were sent to the manager's office. The top picks are meeting
this week with the maintenance staff, Peter Lombardi and Mark O'Brien for a final decision. The
town expects to have someone on board this fall in preparation for winter and spring.
• Steve Mann is no longer on board as a consultant. Based on the scope of work it was mutually
agreed it wasn't necessary for him to continue. The person chosen as superintendent will be the
consultant going forward.
Strategic planning process:
• There will be a special meeting for golf commissioners only on September 1 at 4 p.m and will be
televised. Wynn Morton is unable to be at the meeting; he and Anne O'Connell will meet before
the meeting and Anne will act as his proxy. Dave Valcourt presented upcoming plans. Discussion
followed.
Approve Minutes:
• A motion was made by Wynn Morton, seconded by John Kissida to approve the minutes of July
14 as amended. Motion approved 7-0.
Future agenda items and meetings:
Revised refund policy
Proposal from National Golf Foundaton
Introduction of greens superintendent
A motion to adjourn was made by Andrea Johnson, seconded by John Kissida, and passed 7-0.
Meeting was adjourned at 5:33 pm.
Respectfully submitted,
Dorothy Vesperman
Department Assistant