HomeMy Public PortalAboutGolf Commission Packet 12.08.20 MEETING NOTICE
TOWN OF BREWSTER
GOLF COMMISSION
Location: Remote Participation Only
Date: December 8, 2020
Time: 4:00 PM
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/�������rrlllll11111NIIIll111�������\\ 8REN5'l'1 Mark O'Brien
This meeting will be conducted by remote participation pursuant to Governor Baker's March Director of Operations
2020 orders suspending certain Open Meeting Law provisions and imposing limits on public gatherings. No Colin Walsh
in-person meeting attendance will be permitted. If the Town is unable to live broadcast this meeting,a Course Superintendent
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
Golf Commission
either before or during the meeting.To submit public comment or questions to the Golf Commission,
please email:golfcommission@brewster-ma.);ov.To view the: Anne O'Connell
• Live broadcast:Tune to Brewster Government TV Channel 18 Chair
• Livestream:Go to www.livestream.brewster-ma. ov Andrea Johnson
•Audio/video recording:Go to www.tv.brewster-ma.gov
Vice Chair
AGENDA Carl Blanchard
John Kissida
• Call to Order Wyn Morton
• Superintendent's Report(Colin Walsh) Jeff Odell
• Director's Report(Mark O'Brien) David valcourt
• Course Operations Questions and Concerns The Captains Golf Course
• Update Irrigation Study(John Kissida/Andrea Johnson) 1000 Freemans way
Brewster,MA 02631
• Update Solar Projects(Jeff Odell) (508)896-1716
• Golf Course Strengths,Weaknesses,Opportunities,Threats Memo
• Questions and comments from Associations and Liaisons www.CaptainsGolfCoursexon
• Review and approve Minutes
• 11/17/20
• Topics the Chair did not reasonably anticipate
• Future Agenda Items and Meetings (12/22)
• Adjourn
Date Posted: Date Revised:
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BUDGET STATUS rev. 11/30/20
FY 2021 FY 2020
%of %of
Expended thru Budget Expended thru Budget
November Budget Balance Spent November I Budget Balance Spent
WAGES
Full-time Maintenance $ 210,885.73 $ 595,164.00 $ 384,278.27 35.4% $ 234,291.33 $ 616,957.00 $ 382,665.67 38.0%
Part-time Maintenance $ 142,253.24 $ 305,271.00 $ 163,017.76 46.6% $ 146,985.58 $ 301,767.00 $ 154,781.42 48.7%
Full-time Administrative $ 99,781.12 $ 276,534.00 $ 176,752.88 36.1%.$ 96,932.10 $ 253,962.00 $ 157,029.90 38.2%_
Part-time Administrative V123,044.79 $ 198,536.00 $ 75,491.21 62.0% $ 121,788.01 $ 209,623.00 $ 87,834.99 58.1%
Overtime $ 38,137.59 $ 47,638.00 $ 9,500.41 80.1% $ 30,842.28 $ 47,638.00 $ 16,795.72 64.7%
Longevity $ 4,500.00 $ 18,072.00' $ 13,572.00 24.9% $ 6,150.00 $ 17,206.00 $ 11,056.00 35.7%
Contractual Obligations $ 22,351.99 $ 42,208.00 $ 19,856.01 53.0% $ $ $ #DIV/O!
SUBTOTAL $ 640,954.46 $1,483,423.00 $ 842,468.54 43.2% $ 636,989.30 $1,447,153.00 $ 810,163.70 44.0%
GENERAL EXPENSES
Clothing-Maintenance $ 2,273.70 $ 8,500.00. $ 6,226.30 26.7% $ 4,166.45 $ 8,500.00 $ 4,333.55 49.0%
Clothing-Admin!strat!ve $ $ 2,000.00 $ 2,000.00 0.0% $ $ 2,000.00 $ 2,000.00 0.0°h
Oil/Grease-Maintenance $ $ 3,000.00 $ 3,000.00 0.0% $ 1,228.42 $ 3,000.00 $ 1,771.58 40.9%
Diesel Fuel $ 3,730.22 $ 10,000.00 $ 6,269.78 _ 37.3% $ _ 8,505.65 $ 13,500.00 $ 4,994.35 63.0%
Heating-Maintenance $ 91.91 $ 3,000.00 $ 2,908.09 3.19/6 $ 122.47 $ 3,000.00 $ 2,877.53 4.1%
Heati -Clubhouse $ 2,393.39 $ 11,000.00 $ 8,606.61 21.8% $ 2,572.35 $ 11,000.00 $ 8,427.65 23.4%
Gasoline-Maintenance $ 2,565.83 _$ 8,500.00 $ 5,934.17 30.2% $ 6,289.00 $_ 11,500.00 $ 5,211.00 54.7%
Electricity-Maintenance $ 2,263.69 $ 6,000.00 $ 3,736.31 37.7%1-$ 1,138.07 $ 6,000.00 $ 4,861.93 19.0%
Electr!ciiy-Clubhouse $ 20,437.10 $ 36,000.00 $ 15,562.90 56.8%1$ 22,232.78 $ 36,000.00 $ 13,767.22 61.8%
Electrici -Inigation $ 15,488.02 $ 22,000.00 $ 6,511.98 70.4% $ 13,276.51 $ 22,000.00 $ 8,723.49 60.3%
Electricity-DrIAN Ran e_ $ 1,813.77 $_ 4,000.00. $ 2,186.23 45.3% $ 2,244.60 $ 4,000.00 $ 1,755.40 56.1%
R&M Equipment_ $ 34,510.08 $ 80,000.00 $ 45,489.92 43.1% $ 21,517.07 $ 75,000.00 $ 53,482.93 28.7"/6
R&M Irrigation $ 6,929.70 $ 35,000.00 $ 28,070.30 19.8% $ 4,344.06 $ 30,000.00 $ _25,655.94 14.5%
Professional/rechnical $ 3,165.16 $ 4,500.00 $ 1,334.84 70.3% $ 471.38: $ 4,500.00 $ 4,028.62 10.5%
Phone-Maintenance $ 200.19 $ 600.00 $ 399.81 33.4% $ 205.22 $ 600.00 $ 394.78, 34.2°k
Phone-Clubhouse_ __ $ 305.50 $ 850.00 $ 544.50 35.91% $ 313.50 $ 850.00 $ 536.50] 36.9%
Alarm-Maintenance $ 963.40 $ 1,100.00 $ 136.60 87.6% $ 963.40 $ 1,100.00 $ 136.60 j 87.6%
Alarm-Clubhouse $ 672.00 $ 1,100.00 $ 428.00 61.1% $ 672.00 $ 2,000.00 $ 1,328.00 33.6%
Office Supplies-Admin. $ 4,433.46 $ 9,000.00 $ 4,566.54 49.39/6 $ 6,312.38 $ 9,000.00 $ 2,687.62 70.1%
Score Cards $ 2,130.60 $ 3,600.00 $ 1,469.40 59.2% $ 1,610.00 $ 3,600.00 $ 1,990.00 44.7%
Maintenance Supplies _ $ 10,338.20 $ 8,000.00 $ 2,338.201 129.2% $ 5,606.46 $ 8,000.00 $ 2,393.54 70.1.
Rar eSupplies $ 4,777.43 $ 8,000.00 $ 3,222.57 59.7% $ 5,129.01 $ _8,000.00 $ 2,870.99 64.1%
Computer Services $ 2,517.55 $ 7,000.00 .$ 4,482.45 36.0% $ 3,422.95 $ 7,000.00 $ _ 3,577.05 1 48.9%
Office lies-Maint. $ 894.01 $ 500.00 $ 394.01) 178.8%1 39.80 $ 500.00 $ 460.20 8.0%
Custodial Supplies/Services $ 13,016.23 $ 220,000.00 $ 6,983.77 65.1% $ 12,509.82 $ 16,000.00 $ 3,490.18 78.2°
Rubbish Removal/Sanit. $ 13,289.50 $ 26,000.00 $ 12,710.50 51.1% $ 8,619.91 . $ 22,500.00 $ 13,880.09 38.3%
Seed&Sod $ 12,030.08 $ 20,000.00 $ 7,969.92 60.2% $ 7,347.92 $ 25,000.00 $ 17,652.08 29.4_%
Tee&Green $ 186.00 $ 8,000.00 $ 7,814.00 2.3% $ _755.70 $ 8,000.00 $ 7,244.30 9.4%
Landscapi : $ 439.02 $ 5,000.00 $ 4,560.98 8.8% $ - $ 5,000.00 $ 5,000.00 0.0%
Topsoil&Sand $ 15,166.49 $ 30,000.00 $ 14,833.51 50.6% $ 5,422.36 $ 30,000.00 $ 24,577.64 18.1%
6 0
Fertilizer $ 34,316.55 $ 80,000.00 $ 45,683.45 42.9% $ 34,979.00 $ 600.00 $ 45,021.00 43.70/6
Fungicide $ 110,677.92 $ 110,000.00 $ (677.92) 100.6% $ 12,620.52 $ 135,000.00 $ 122,379.48 9.3%
Insecticides $ - $ 15,000.00 $ 15,000.00 0.0% $ 2,580.32 $ 15,000.00 $ 12,419.68 17.2°/
Soil Amendments $ 24,619.20 $ 50,000.00 $ 25,380.80 49.2% $ 62,709.45 $ 50,000.00 $_ (12,709.45) 125.4%
Riding Cart Lease $ 74,000.00 $ 111,000.00 $ 37,000.00 66.7% $ 79,990.40 $ 126,000.00 $ 46,009.60. 63.5°h
Clbhse Furnish/Repair $ 32,935.14 $ 40,000.00 $7,064.86 82.39/6 $ 12,808.86 $ 30,000.00 $ 17,191.14 42.7%
Credit Card Expense $ 50,121.53 $ 57,000.0 $ 6,878.47 87.9% $ 37,065.62 $ 50,000.00 $ 12,934.38: 74.1%
In State Travel-Maint. $ - $ 450.00 $ 450.00 0.0% $ _ $ 450.00 $ 450.00 0.0%
Meeting s/rravel-Maint. $ $ 2,000.00 $ 2,000.00 0.0% $ $ 2,000.00 $ 2,000.00 0.0%
Meetirgs/Travel-Admin. $ $ 500.00 $ 500.00 0.0% $ $ 500.00 $ 500.00 0.0%
DuesSubscripts-Maint. $ 95.00 $ 1,520.00 $ 1,425.00 6.3% $ _ $ 1,520.00 $ 1,520.00 0.0%
Dues Subscripts-Admin. $ 1,620.00 $ 2,300.00 $ 680.00 70.4% $ 1,620.00 $ 2,300.00 $ 680.00 70.4%
Adverts/MarWPromo $ 9,335.62 $ 30,000.00 $ 20.664.38 31.1% $ 11,760.58 $ 35,000.00 $ 23,239.42 33.6%
OSHA Training $ - $ 2,500.00 $ 2,500.00 , 0.00% $ - $ - $ - #DIV/01
Environmental Monitoring $ $ 2,700.00 $ 2,700.00 0.0% $ $ $ #DIV/0!
SUBTOTAL $ 514,743.19 $ 887,220.00 $ 372,476.81 58.0% $ 403173.99 $ 904920.00 $ 501,746.01 44.6%
ether Ex�nieS: _ _ _
_Trar4hr to OPE$ $ - $ 17,277.00 $ 17,277.00 0% $ $ $ #DIV/0!
Pro Shop Purchases _ $ 44,929.87 $ 200,000.00 $ 155,070.13' 22% $ 80,461.25 $ 230,000.00 $ 149,538.75 35%
Capital _ $ $ 110,000.00 $ 110 000.00 0% $ $ $ - #DIVtDI
Indirect Costs $ 114,967.00 $ 114,967.00 $ 100% $ $ - $ -
Life Insurance $ 230.15 $ 591.00 $ 360.85 _ 39% $ 246.25_ $ 591.00 $ 344.75 42%
Unemployment $ - $ 54,000.00 $ 54,000.00 0% $ - $ 54,000.00 $ 54,000.00 0%
Health Insurance $ 100,066.50_$ 282,454.00 $ 182,387.50 MI/6.1 1119,937.50 $ 269,589.00 $ 159,651.50 41%
Medicare $ 5,846.48 $ 22,000.00 $ 16,153.52 27% $ 8,843.41 $ 21,500.00 $ 12,656.59 41%
Workers Compensation $ 11,439.00 $ 16,000.00 $ 4,561.00 71% $ - $ - $ #DIV/0!
General Liability Insurance $ 71,827.21 $ 75,080.00 $ 3,252.79 96%_$ - $ - $ #DIV/O!
Retiremen 0ension Exp. $ 240,553.00 $ 240,553.00 $ 100% $ 216,628.00 $ 216,628.00 $ 100%
SUBTOTAL $ 589,859.21 $1,132,922.00 1 543,062.79 52% $ 416,116.41 $ 792,308.00 $ 376,191.59 53%
GRAND TOTAL $1,745,556.86 $3,503,565.00 $1 758 008.14 50%1$1,456,279.70 $3 1 381.00 1,188,101.30 46.3%
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MEMORANDUM
To: Director of Golf Operations Search Committee
From: Mark O'Brien
Date: November 13,2020
RE: Captains Golf Course Strengths,Weaknesses,Opportunities&Threats
As requested, I have drafted this document to identify what I perceive to be the Captains Golf Course's
Strengths,Weaknesses,Opportunities,and Threats:
Strengths:
1. Single site 36-hole facility—The Captains GC is the only public golf facility on Cape Cod with
two courses located on one location.Allows for flexibility in scheduling events,convenience for
the golfers,efficiency of operations(both maintenance and operations),etc.
2. Debt Free—Although it is inevitable that future debt will be required for major projects,our
current status will allow us to build significant reserves for the future.
3. Clubhouse facility—The Ellsworth Pavilion gives us a significant advantage over our
competition in attracting golf outings.The large parking lot also provides growth opportunities
for attracting events.The clubhouse is well situated to serve the golfers.
4. Experienced Staff—The key employees in both the operations and maintenance staffs have
extensive experience in their fields.
5. Course Layout—Both courses start and finish in close proximity to the clubhouse.The layout is
interesting and provides an enjoyable experience for golfers of all abilities.
6. Reputation—The Captains Golf Course is considered one of the premier, if not the premier,
public golf facility on Cape Cod.This is due to customer service,course conditions, and
amenities.
7. Restaurant—The current operator has upgraded the operation and proven to be a draw to the
facility,for both golfers and non-golfers.
8. Location—I view our geographic location as both a strength and a weakness.With no other
regulation golf courses located beyond us on Cape Cod,we are positioned well to attract
members from the Outer Cape Towns as well as the summer daily fee visitors staying on the
Outer Cape.
9. Membership Support—The way that the Captains membership has demonstrated their
enthusiastic support of the Captains through their willingness to participate in the 2-year
member program,volunteerism for course projects,and support of the Freemans Grill in this
pandemic year is a major strength.
Weaknesses:
1. Location—Day trippers to Cape Cod must travel past many other public golf courses before they
reach us.
2. Driving Range—The location of the driving range is a challenge. Inconvenient for the golfers.
3. Safety Training—We need to improve our training and procedures in this area.
4. Cart Paths—Our cart paths are in disrepair and may reflect negatively in regard to the customer
experience.
S. On-Line Booking System—Our booking engine for non-members is not as user-friendly as it
should be.
Opportunities:
1. Golfer Growth—The pandemic has identified various demographics that can potentially grow
the game, mainly young adults.Juniors and women are other demographics that show potential
for growth.
2. Solar Energy—The recent projects at the golf course demonstrate the potential revenues/cost
savings that can be realized from solar energy. Future projects could include solar panels on the
clubhouse roof and cart storage roof.
3. Promotional/Advertising—As we start to ramp up on our capital improvements,this provides an
opportunity to promote "what's new" at the Captains Golf Course.
4. Non-Golfer Reach—Our efforts in the Pleasant Bay Watershed nitrogen reducing initiatives will
be a great way to highlight the importance of the Captains Golf Course to the overall Brewster
community.
Threats:
1. Older Age Demographic—In past years,especially as it pertains to memberships, as older golfers
were playing less and dropping their memberships,they were not being replaced by younger
members at the same rate.
2. Environmental Concerns—We have seen in the Town of Barnstable the impact of banning any
synthetic product use on the golf course. It greatly increases the cost of maintenance and
negatively impacts course conditions.This is something we need to be cognizant of as pressure
grows to go in this direction.
3. Competition—The other area courses are continuing to improve their facilities and the Captains
must continue to reinvest to at least keep pace.
4. Cost Increases—The current trend in the golf industry has shown that costs are increasing at a
faster rate than revenues.The Captains must find a way to balance this out.
5. Maintenance Building—The current maintenance facility has many significant shortcomings,
many of which could be considered safety hazards.This must be addressed.
6. Irrigation Wells—The irrigation wells do not pose an imminent threat, however,we must be
proactive in making sure that we continue to have a sufficient water source for the irrigation
system as it is the life-blood for maintaining the asset.
7. Tee Time pressure—This year there was significant pressure on the tee time availability from
the members.Careful consideration must be given when contemplating any adjustments to the
member/non-member tee time allocation ratio as it could have detrimental impacts on
revenues.
8. Future Debt—There will undoubtedly be a need to bond for future large capital expenditures.
Careful planning is needed to ensure that there will be sufficient cash flow to maintain solvency
for the golf operation over the life of any debt undertaken.
9. Sink Holes—I have come to view this as less of a threat over the last few years.They do pose a
hazard in some"in play" areas. However, I believe that they can be managed through in-house
maintenance and repair,although they do need to be monitored closely.
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BREwS"['ER
TOWN OF BREWSTER
Brewster,Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of November 17,2020
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), Colin Walsh, Golf Course Superintendent,Jay
Packett(Asst.Oper.Mgr.),Dave Whitney(Select Board Liaison),Rob Harris(CCMGA), Sarah Robinson
(18-Hole Women's Assn.)Donna Potts(9-HoleWomen's Assn.)and Jerri Carlin(Friends of the Captains).
THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED.The meeting
may be viewed at: http://video.brewster-ina.gov/CablecastPublicSite/show/5029?channel=l
Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and
procedures.
Friends of the Captains Project Update:
• Jerri Carlin updated the Friends'projects for the year. The directional sign on the right-hand side
of the entrance is made of Corian and should be impervious to bird damage. The floors in the
Port bathroom were refinished in the spring and the toilet paper holders were replaced.
Upcoming projects include three sets of junior golf clubs which are on hold until needed. This
winter Dave Villandry will be making seven divot-mix boxes. There will be one behind the
starters'shack,one on the fifth hole,the turn, and the fifteenth hole of both courses.The boxes
will be filled using the front loader,will be movable and can be stored away for the winter. Dave
Villandry will be replacing the carpet in the starters'shack.The Friends is putting together
material for Wyn Morton to use on the website. Next year is the tenth anniversary of the Friends.
In that time approximately$80,000 has been raised and spent on upgrades to the course and on
scholarships. Since there was no fundraiser this year,the outlook for next year is uncertain.
Anne O'Connell thanked the Friends for the projects done this year and those that might be
upcoming. Discussion followed.
Superintendent's report:
• The weather has been great during the past few weeks. Leaf-drop clean-up continues and should
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be over in the next few weeks. Bunker and trap repair is underway. The sink hole on Starboard
to the left of the green is being repaired. Thanks to the DPW there is quite a bit of fill left and
will be used in other areas shortly. The irrigation system will be blown out the week after
Thanksgiving. The greens could be aerated on the 71 or the 14'. This matter is still under
discussion. The soil tests have been completed. The driving range project is under way. Material
removed from the driving range will be used on the golf course.
Director's report:
• Mark O'Brien reported there is a request for a memorial bench in memory of Charlie Buckley.
The Selectboard will take this up at their December 7'meeting.
• A motion was made by Jeff Odell, seconded by John Kissida, for acceptance of the Charlie
Buckley memorial bench, location at the discretion of the Director. Motion approved
unanimously.
• The monthly financial report was presented. October set records,being up significantly in all
categories. Fiscal year revenues are up about$430,000 over last year. Discussion followed. Play
for October exceeded any monthly play in the last 20 years.
• Anne O'Connell received a lengthy email regarding tee time allocation that she would like
discussed while Mark O'Brien is still at the golf course and when the new director is on board.
2021 Calendar:
• Jay Packett presented the new calendar month-by-month, answering questions as presented.
• A motion was made by Jeff Odell, seconded by Carl Blanchard,to approve the 2021 calendar as
presented. Motion approved unanimously.
2021 Rates:
• Jay Packett presented the rates which will be the same as last year;he discussed the rates being in
line with the other golf courses. Anne O'Connell asked for comments from the golf commission.
Discussion followed.
Questions and comments from Associations and liaisons:
• The golf commissioners agreed that the rates should remain the same. Rob Harris discussed rates
and tee times. Mark O'Brien discussed future projections. Discussion followed.
• A motion was made by Jeff Odell, seconded by Carl Blanchard,that the golf commission
recommend season rates for membership and daily green fees for the calendar year 2021 remain
the same. Motion approved unanimously.
• Sarah Robinson reported the Women's 18-Hole Association sent two teams to the Mass Golf
State Championships. One of those teams won,making them first in the state in the
championships.
• In answer to an email Rob Harris sent to the membership of the CCMGA Board,there were two
questions: what can be done to have the golfers replace their divots because giant pieces of grass
are six feet in front of a giant hole in the fairway and to level every tee box and fix the cart paths.
Short-and long-term Capital Projects:
• Mark O'Brien reported on the projections he sent out noting that it's necessary to keep in mind
that revenues are being outpaced by the expenses and how that will impact the ability to do the
2
capital projects going forward. The biggest impact projects are the maintenance building and the
irrigation system. Discussion followed regarding projects going forward. Regarding tee box
renovations, Colin Walsh reported a lot of the work can be done in-house.Rob Harris asked about
revenue in order to keep up with the expenses and suggested the capital plan be revised to utilize
the extra money made this year. Colin Walsh made some suggestions.
• A motion was made by Jeff Odell, seconded by John Kissida,to approve currently the FY 22
capital plan as presented and authorize Mark O'Brien to go forward presenting through 2026 for
his 5-year forecast.
• Mark O'Brien discussed the sink-hole issue which had been removed from this projection and
stated he would like to add$20,000 in FY22 to address the sink holes in the cart barn and the
parking lot.
• Jeff Odell withdrew his motion.
• Dave Valcourt discussed his earlier comments regarding the FY22 budget and suggested more be
spent in FY23 choosing items visible to the membership,putting a smaller amount into retained
earnings and indicated he supports Mark in the repair of the sink holes.
• A motion was made by Jeff Odell, seconded by John Kissida,Othat an FY 22 capital plan in the
amount of$452,00 with the items published on the report we have now plus the addition of
$20,000 under sink hole repair be approved. Motion passed unanimously.
• Review and Approve minutes:
A motion was made by Andrea Johnson, seconded by Carl Blanchard to approve the minutes of
9/1/2020. Motion passed with one abstaining.
• A motion was made by Jeff Odell, seconded by Carl Blanchard to approve the minutes of 9/22/20
as amended. Motion passed unanimously.
• A motion was made by Jeff Odell, seconded by Carl Blanchard to approve the minutes of 10/6/20.
Motion passed unanimously.
• A motion was made by Jeff Odell, seconded by Carl Blanchard to approve the minutes of
10/20/20. Motion passed unanimously.
Topics the Chair did not reasonably anticipate:
• None.
Future agenda items and meetings:
• Tee time allocations.
• Budget
A motion to adjourn was made by Jeff Odell, seconded by John Kissida,and passed 7-0. The meeting was
adjourned at 5:45 pm.
Respectfully submitted,
Dorothy Vesperman
Department Assistant
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