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Golf Commission -- 2020-11-17 Minutes (2)
a 0\O��I�IppiuuilrlrintlpgB/bi Qic% C plF oCOR ��i�///��%i�i $ is 0,51000\\�o``\\\\ /IIIrr1111111Ai1U1 ��1sN'ST�R TOWN OF BRE WSTER Brewster, Massachusetts 02631 ( 508) 896-3701 ;_I4' ; l 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 maybe viewed at : IhttpJ/video . brewster- ma . gov/CablecastPLiblieSite/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 r of the entrance is made of Corian and should be impervious to bird damage . The floors in the j 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 Villandiy 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 : i • The weather has been great during the past few weeks . Leaf-drop clean-up continues and should 1 i 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 7" 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 7th 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 l &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 : i • 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 i i 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 74 The meeting was adjourned at 5 : 45 pm . Respectfully submitted, Dorothy Vesperman Department Assistant i 3 i f MEETING NOTICE TOWN OF BREWSTER GOLF COMMISSION Location : Remote Participation Only Date : November 17, 2020 Time : 4 : 00 PM �\1111u41111U111p/q OSIV ESNs [, O�C ® -- 9J?F%rS 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 either before or during the meeting. To submit public comment or questions to the Golf Commission, Golf Commission please email : Polfcommission C6) bg rewster -ma ov , To view the ; Anne O 'Connell e Live broadcast : Tune to Brewster Government TV Channel 18 Chair ® Livestream : Go to www. livestream . brewster-ma . gov Andrea Johnson ® Audio/video recording : Go to www, ty. brewster- ma . gov Vice Chair AGENDA Carl Blanchard John Kisslda ® Call to Order Wyn Morton ® Friends Projects Update (Jerri Carlin ) Jeff Odell ® Superintendent 's Report ( Colin Walsh ) David Valcourt « Director 's Report ( Mark O ' Brien ) The Captains Golf Course ® Course Operations Questions and Concerns 1000 Freemans Way Brewster, MA 02631 ® 2021 Calendar (508) 896®1716 ® 2021 Rates a Questions and comments from Associations ( Donna Potts, Rob Harris, Sarah Robinson ) www.CaptainsGolfCourse.cc and Liaisons ® Short and long term Capital Projects ® Review and approve Minutes ® 9/ 1/20 ® 9/22/20 ® 10/6/20 ® 10/22/20 Topics the Chair did not reasonably anticipate ® Future Agenda Items and Meetings ( 12 /8 . 12/22 ) ® Adjourn Date Posted : Date Revised : Received by Town Clerk: o C XT00 C ® C `° � (aabb � 4) C �r1 > Zzc) A �11 � � fn O i = lmxnZ O UO) 0 ? 1= < M 0 X M < 0 � x M M "a olmog T mroo ( O zw0r0l O COm� m mmm0° z (� � mou0204 p0 > > 0 4011 om � m � y orv� cn -zi m zcm< (n to 0 -n In 70m '� Vj 1" a) m1110Inf� Vi m aNm o = '° WEEM 0 (1) '� 0 cn U n N N bi NNNNNN N NN N 4a 49 4x69 N N4A 69 69MA O 0(p0 W UppfppN�V�� N O A �0(p O -+ V �V(pp � � N V � �Np I� tWp V A (WJ( (OnON � V OOD OD OWDS (o 0 IAD OWD tA0 c0 th VI G co N Loa 0 0 G C O V O D 0) 0 V O co N O N G O O N O 0 0 O C rm N N 69 N 4a 4! 4a 4a N N N N N N 4a 69 4i N (A 4a 4a N N (A N N mn i fo O 0 ootJ 01 0Of Coy O V � N (00 + �f co O 00 N A f.! 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Vn in 1^ � D H N I 1 r' V (n FWA A W V7 W N I-+ (n Lt ® C Qt N I--h W t0 m A 00 O 00 N W I-+ W W W y V f" A V I-A 00 F-+ VIFNA 00 O Ln% rl-� 00 N %10 N A 0) V 000 �j N 00 A 01 QQ A Ln IMA t0 VV7 00 00 V V O W A 0) H 0) O 0) O Q1 V Q1 VIP i/► iR A^ iA VR iR Vik I^ Aft A^ vl> V)6 A^ i/T A^ i!>• iW4 to Vf N N N A N W N W W t0 CA N -0 z rA O W t0 h �A O O N W N h W O i i i i N %4�b H W i i O V V W V V w V1 V 00 V7 cn O A V1 N tC V1 p m W F+ cl 0) W ch O 0) O 01 V O1 BUDGET STATUS rev. 11 /1 /20 FY 2021 FY 2020 �- Of - - _ % of - Expended thru ` Budget Expended thru I 1 Budget October Budget Balance SQent October 8udpet Balance Spent WAGES _ _ -- Full time Maintenance $ 184,602.93 3 695,104.00 $ _ 430561 .07 ' 27.7% $ 187,195.37 $ 816,957.00 $ 4290781 .63 30.3% Part•tlme Maintenance $ 116, 125.39 $ 301271 .00 $ 189:7-46 61 38.0% $ 121 ,470.23 $ 3010767.00 $ 180,29617 40.3% Full-time Administrative $ 792417.82 $ 276,534.00 $ 197118,38 28.7% _ $ 77,545.88 ( $ _ 253,962.00 $ 176,416.32 30.6% Part-time Administrative $ 104,299.74 $ 198,536.00 ; $ 94,236,20 52,5% $ 109,409.81 209,823.00 $ 100,213.39 52.2% Overtime $ 3289438 _$ 47,838.00 ; $ 14,743.82 89.1 % $ 25,570.84 $ 47,838.00 r $ 22,087.16 53.7% Lo evit $ 4,500.00 $ 18,0_72.00 $ 13,572.00 24.9% $ 4,350.00 $ 17,206.00 , $ 12,858.00 25.3% Contractual Obligations -- $ $ 42,208,00 ' $ 42,208,00040% $ 4* $ $ - #DIV/01 SUBTOTAL - $ _ 501 ,840.06 $ 1,483,423.00 S 981 ,1182.94 33.8% $ 525,541 ,73. 511447,153.00 $ 9211811 .27 _ 36.3% - GENERAL E (PENSE3 Clothing-Maintenance $ 1 ,285.21 $ 8,500.00 $ 7,214.79 15.196 $ 3,588.71 $ 8,600.00 . $ 4,931 .29 42.0% - - - - Clothing•Administretive $ $ 2,000.00 $ 2 000.00 0.0% $ $ 2,000.00 $ 2,000.00 OA90 Oil/Grease-Maintenance $ $ 3,000.00 $ 3,000400 0.0% $ 1 ,228.42 $ 31000.00 $ 11771 .58 ° _ 40.9% _ Diesel Fuel $ 2,834.97 $ 10,000.00 $ 7,165.03 28.3% $ 6,286.17 $ 13 500.00 i $ 7 213.83 f 48.8% Healing-Maintenance - $ 48.48 r$ 3,000.00 $ _ 2,953.52 _ 1 .5% --- - $ 51 .72 _ $ 3,000.00 $ 2,948.28 i 1 .7% Heating Ciubtause $ 1 ,604. 10 i $ 11 ,000.00 $ 9,395.90 14.6% $ 1 ,911 .00 $ 110000.00 $ 91089.00 17.4% Gasoline-Maintenance $ 1 ,919.43 $ 8,600.00 $ 6,580.57 22.8% $ 4,762 ,54 $ -11 ,500.00 S 6,737.46 41 .d% - Electricity H1aiMenance $ 2,000.81 $ 61000.00 $ 3,999.39_- 33.3% $ 908.06 , $ _ _ 8000.00 $ _ 5,091 .94 15.1 % ElecMd� Clubhouse $ 17,814.89 $ 38,000.110 $ _ 18,385.11 48.9% $ 19 525. 14 j $ 38,000.00 $ 16,474.86 54.2% Elediidfy-Inlgation $ 12,058.49 $ 22,000.00 $ 9,941 .51 64.8% $ 12,634.47 I $ 22,000.OD $ 81385,53 57.4% Eladity"Drtvittg Range -_ $ 1 ,632:84 $ 4,000.00 $ 21367. 16 40.8% $ 2,110.27 $_ _ 410.00.00 $ 1 ,889.73 52.8% R 8 M Equipment $ 31 ,202,84 $ 80,000.00 $ 48,797.16 39.0°k $ 18,039.53 $ 75,000.00 ; $ 58,960.47 24. 1 "/0 _ R & M Irrigation $ 6,640,42 $ 35,000.00j $ 28,359.68 19.0°� $ 4, 103.48 $ 30,000.00_( $ 25,896.64 13.7% Professtonai/1'echnical $ 2176. 16 $ 4,600.00 $ 2,323.84 48.4% $ 61 .38 $ _ 4,500.00 $ 4,438.62 1 .4% PhowMalntenance fi _ . --- $ 147.87 $ 600.00 $ 452.33 24.6% . $ 153_77 $ -_ 600.00 $ 446,23 25.6% - Phone Clubhouse $ 228.70 i $ 850400 $ 621 .30 26.9% $ _ 238. 10 $ _ 850.00 $ 613.90 -_ 27.8% _ Alarm-Maintenance $ 963.40 $ 1 , 100,00 $ 138.60 87.6% $ 983.40 _$ 11100.00 $ 136.80 87.6% Alarn-Clubhouse $ _ 672.00 $ 11100400 $ 428.0061. 1 % . $ 872.00 $ _ 2,000.00 $ 11328.00 33.8% Office Supplies-Admin. $ 1, 118.70 $ 91000.00 $ _ 6,881 .30 ; 34.7°h _ $ 5,978.99 $ 91000.00 $ 3,023.01 6604% Score Cards $ 2,130.60_ $ 3 800.00 $ 1 ,469.40 ' 59,2% $ 1 ,810.00 i $ 3,600.00 $ 9 ,990.00 44,7% Maintenance Supplies $ 6685.06 $_ 8000.00 $ 1 ,434.94 _ 8201 % $ 1,495.06 $ 8600.00 $ _ 2,504.94 68.7% Range Supplies $ 4,777.43 $ 8,000.00 $ 3,222.57 59.7% $ 5,129.01 $ 8,000.00 $ 21870.99 64. 1 % Ra Computer Services $ 2,379.20 $ 73000.00 $ 4,820.80_ 34.0% $ _ 2 ,829.85 $ 7,000.00 $ _ 4,170.35 40.4% Office Supplies Malrt, $ 894.01 -� $ 500.00 ' $ (394.01 ) 178.8% $ 39.80 $ _ _ 500.00 $ 460.20_ 8.0% Custodial Su les/Servfces $ 9, 181 .49 _$ 20,DOD.00 I $_ _ 10,838.51 45.8°k $ 8,798.40 $ 18,000.00 $ 7,201 .80 55.090 Rubbish Removal/Banff. $ 10,095.76 $ 26,O00.00 $ 15,904.25 38,8°'0 $ 8,771 .91 $ 22,500,00 $ 154728.09 30. 190 Seed & Sod $ 9, 184.36 r$ 20,000.00 $ 10,815.64 45.9% $ 3,747.92 $ 25,000.00 $ 21 ,252.08 1_5.0% Tee 8 Green 81000.00 S 71814.00 1 2.3% $ 755.70 i $ 8,000.00 $ 71244.30 9.4% Landscaping $ _I. $ 5000.00 $ 51000.00 ' 0.0% $ $ 5,000.00 , $ 5000.00 , 0.0% Topsoil & Sand_ $ 15028.27 $ 300000.00 $ 14,973.73 F 50.1 % _$ 5,422.36 - - � $ 30,DOOAO $ 24,577.84 ! 16.1 % Fertilizer $ 3,872.55 . $ 81000.00 $ 78,327.45 4.6% $ 34,979.00 $ 80,000.00 i $ 45,0 12 00 43.7% Fungicide $ 811101 ,18 $ - 110,000.00 $ 48,808.82 135 1 55.6% $ 12,620.52 $ ,000.00 $ 122,379.48 9.3% Insecticides $ I $ 15,OOD.OD $ 15,000.00 O.O% $ 2,580.32 $ _ 15,000.00 $ 12141968 17._2% Soil Amendments $ 24,819,20 i $ 60,600.00 ( $ 25,380.80 49.2°h $ 19,302.13 $ 50,000.00 $ 30,897.87 _ 38.8% RidtrxLGart Lease _ $ 74,000.00 _ $ 111 ,000.00 $ 37,000.00 66.7% $ 79,990.40 $ 128,000,00 $ 46,009.60 63.5% Clbhse FumishlRepalr $ 24,OD7.65 $ 40,000.00 1 $ .15,992.35 60.0°h $ 10,902.81 $ 30,000100- $ 19,017.39 38.8°h Credit Card Expense $ 43,348.39 $ 57,000.00 $ _ 13,653.61 78.0% $ 33,887.99 $ 50,00.00 $ 18,112,01 67.8% In State Travel Maint. $ $ 450.00 $ 450.00 0.0°� $ { $ -- - _ 450.00 $ 450.60 0.0% Meetings/Travel Maim $ $ 2,000.00 $ 25600.00 0.0% _ $ J $ 2,000.00 1 $ 2,000.00 1 _ 0.0% Meettngs/Travel-Admin. $ - _ $ 5K00 $ 500.00 00% $_ 500.00 $ 500:00 , 0.0°h Dues $ $ 1 ,520,00 1 $ 1 ,520.00 � 0,0%Subscripts Malnt. $ _ $ 1 ,520.00 $ 11520,00 0 090 _ - �� - _- .. . Dues SubscnjtsAdmin. $ 1 ,080.00 $ 2,300.00 $ 1220,00 41 70% $ 1 ,620.00 $ 2,300,00 ' $ 880.00 ' 70.4% Adverts/Markt/Promo $ - 5168712 $_ 30,000.00 $ 243312.88 19.0% $ 93635.58 $ 350000.00 $ 21,384.42 27.5% OSHA Training -- $ -- $ 2,500.00 $ 2,500.00 0.0% $ $ $ - #DIVIDI _ Environmental Monitoring $ $ 21700.00 : $ 2,700.00 0.0% $ -$ - $ - #DIV/tit SUBTOTAL 384,151 .17 S 887 220.OD ! $ 503,068s63 A3.A S329,391 .49 I 904120.00 575,528.51 36.4% Other Expenses: - Transfer to OPER - - $ $ 17 277.00 $ _17 277.00 0°� $ -�$ $ - #DIV/01 Pro Shop Purchases . $ 37,684 44? $ 200 000.00 $ 182,315.66 ! 19% $ 491993406 ' $ 230,000,00 $ 18%0D6 94 1 22% Capital $ $ 110 000.00 $ 110,000.00 ' 0% $ $ $ #DIV/01 Indirect Costs $ 114,967.00 $ 114,987.00 $ 1009'0 $ $ $ =#DIV/GI life Insurance $ 138.09 $ 591.00 $ 452.91 23%, $ 14.7.75 $ _ 591 .00 $ 443.25 25% Unemployment $ $ 54 000.00 $ 64,6D0.00 0% $ - $ 64 000.00 $ 54,000.00 0% Health Insurance _ $ 80,021 .75 1 $ 282 454_00 $ 202,432.25 28% $ 60,980.75 $ 269,689.06_ $ 208,608.25 23% Medicare $ $ 22,000.00 ' $ 2_2,000.00 6% $ 8,843.41 $ 21 ,500.00 $ 12,058.59 41 % Workers Compensation $ 11 ,439.00 $ %OKOO $ _ _ 4,561 .00 71 % $ $ $ - - #DIV/01 - - -- General Liability Insurance $ 71 ,827.21 $ 75,080.00 $ 3,252.7_9_ _ 9890 $ $_ - $ _ #DIVIDI Retlrement/Pension Exp. $ 240,553.00 $ 240,553.00 ` $ 100% $ 216,828.00 $ 216,628.00 j $ 100% SUBTOTAL $ 556,830.49 $ 1 ,132,922.00 : $ 5781291 ,51 _ 490A $ 3361592,97 $ 7921308.00 $ 455,715.03 ! 42% GRAND TOTAL 1442 821 .72 S 3,503 665.00 $ 2,060s94128 1 41 % $ 1101-6.19 3144 381 .00 S 1 ,952,854.81 I 37.9% I 4 l Q W N N N N N N N FN J J J Q000 SOO ' Q 00 ? 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twilight green fee $ 26.00 Back 9 everyday available for the 1 st hour and a half $ 2800 Junior 7eeh fee under 18 years old - after 1 :00 p.m. $ 5.00 Saturday, Aril 3rd thru SuncfaA Aril 25th Friday thru Sunda - 18 hole green fee $ 6800 Monday thru Thursday - 18 hole Amen fee $ 46A0 After 1 :00 pm. everyday - 18 hole green fee $ 4600 After 3:00 p,m , eve!yday twilight qreen fee $ 31 .00 Back 9 everVday - available for the 1st hour and a half $ 35000 Junior green fee under 18 years old - after 4:00 p.m . $ 6 .00 Monday, April 26th thru Monday, May 31st Friday thru Sunday - 18 hole green fee and Memorial Da ` $ 7400 Friday thru Sunda 1 :00 pm to 3 :00 pm $ 50.00 Friday thru Sunday After 3:00 pm $ 36.00 Friday thru Sunday Back 9 - available for the let hour and a half $ 40.00 Monday thru Thursday - 18 hole reen fee exce t Memorial Da $ 55,00 Monday thm Thursday after 1 :00 ` .m . $ 46.00 Monday thru Thursday after 3 :00 p. m . 1 $ 31 .00 Monday thru Wednesday Back 9 - available for the 1st hour and a half Junior ateen fee . under 18 years old after 4 :00 p.m . 5.00 Tuesday, June 1st thru FrIdayj Juhe 2nd Friday thru Sunday - 18 hole green fee $ 74.00 Friday thru Sunda 1 :00 pm to 3:00 p.m. $ 60.00 Friday thruSunda After 3:00 Pm $ 36,00 Fddav thru Sunday Back 9 - available for the 1 at hour and a half $ 4000 Monday thru Thursday - 18 hole green fee $ 60.00 Monday thru Thursda ' 1 :00 pm to 3:00 pm 46.00 Monday thru Thursda after 3:00 p.m. 31 .00 Monday thru Wednesday Back 9 - available for the Is hour and a half $ 35.00 Junior green fee (under 18 ears old after 4:00 p.m. 5.00 Saturday, July 3rd thru Monday, September 6th 18 hole green fee - everydav before 9:00 a.m. $ 77.00 18 hole green fee - ever da 9:00 a.m . - 2:00 .m . 74 ,00 18 holegreen fee - eve da 2:00 p. m . - 4:00 p.m, $ 60.00 Atter 4:00 p.m. eve da - twil' ht green fee $ 36.00 Back 0 evetyclay except Thursday - available for the let hr and a half $ 40.00 Junior green fee under 18 years old - after 5:00 p, m. $ 5.00 Tuesday, Se tember 7th thru A " nday, October 11th Friday thru Sunday - 18 hole green fee and Columbus Da $ 74,00 Friday thru Sunday 100 pm to 3:00 en . $ 50,00 Friday ttrru Sunday After 3:00 pm $ 3600 Friday thruSunda Back 9 - available for the 1 at hour and a half $ 40,00 Monday thru Thursday - 18 hole green fee exce Columbus Da $ 55.00 Monday thru Thursday 1 :00 pm to 3:00 pm $ 46.00 Monday thno Thursdav after 3:00 p.m. $ 31 .00 Monday thru Wednesday Back 9 - available for the 1st hour and a half $ 35.00 Junior green fee ' under 18 ears old after 4:00 ,nrj $ 5.00 Tuesday, October 121hthru Sundab October 31st Friday thm Sunday - 18 hole green fee $ 56,00 Monday thm Thursday - 18 hole green fee $ 46.00 After 1 :00 p.m. everyday - 18 hole oreen fee $ 31 .00 Back 9 everyday - available for the 1st hour and a half $ 3500 Junior green fee under 18 years old after 2:00 p.m. $ 5.00 Monday, November 1st thru Friday, December 31st Everyday - 18 hole green fee $ 4100 After 1 :D0 p.m. everyday - twilight green fee $ 26,00 Back 9 everyday - available for the 1st hour and a half $ 26.00 Junior green fee under 18 years old - after 1 :00 p.m. $ 5.00 RIDING CARTS Dal Fee PI e er 18 Hole Cert - sin le rider $ 2300 Daily Fee Pla er 9 Hole Cart - single rider $ 14.00 Annual Fee Player 18 Hole Cart - sin le rider $ 18.00 Annual Fee Player 9 Halo Cart - sin le rider $ 10.00 PULL CARTS 18 holes _ $ 5.00 9 holes $ 300 DRIVING RANGE Warm,up bucket 15 balls $ 300 Small bucket (35 balls) $ 6,00 La a bucket 70 balls 10,00 Debt card 5 small buckets $ 22.00 Deb41 cavi $ 100 worth of range balls $ 60.00 Debit card $200 worth of range balls $ 100.00 Junior bucket 18 ym & under - limit 1 bucket per 'unior $ 2.00 RENTAL CLUBS $ 30.00 ANNUAL FEE PLAYER PASSES Brewster Adult Resident and/or Real Estate Taxpayer categories: Early Start - may playanytime/any da $ 1 05300 Mornin - may la ' after 9:00 a.m . in Prime seasonlanyAlme In non dme season see a $ 877.00 TwrT ht - rnay plavbejlnning one hour prior to the start of the Twilight qreen fee rate $ 468.00 Brewster Resident Collegiate 19 - 25 years old $ 407.00 Brewster Resident - Junior 12 - 18 years old 204.00 Charter Non-Resident Renewals only) $ 11520M Non-Residents - Individual $ 1 752.00 Non-Residents - Twit ht $ 700.00 Non-Residents - Collegiate 119 - 25 y2ars old $ 585,00 Jr. Non-Resident 12 - 18 years old $ 292.00 RATES ARE SUBJECT TO CHANGE WITHOUT NOTICE z z 70 z ao z ( L I N CL a n a m z 0 CL n o- a -<rwt a 00 m � �o m o• r rCQ + m f o 0 n as 0 a niGQ r+ D '''' m a c r+ `tis tis tis tis do to '; �us tR mfillillb ' N' 00 0000 0 0 0000 N' { { { { CS` O bi N N O D {.a N tm 00 00 0001 W W th t/s iA t/T i/1. iR VIM t/T T 0 n D rn m � ar S N 0000 FA 00 W W o Q a O rrl r+ N N Ln Ln N I ' S �04 IMA IMA FwA O O N N Ln Ln O O O Un In Cn to O O ncit � m (Dm N (!f `° O BD al 4 W W � N O 00 N N to tNo ' fa r v to Ln O Ul Ln (Nn O N t/s tis tis vs to 0D0 m al Z z N D D n' O W s N 00 Ul vi N LM N INA O O O o O tis trs to 10 to UQD m m N tNo two �' �z.. S` O { D D ro c Ul Ln ..pp .N N 00 O ttoo NN N Lq LVI V N 2020 GREEN FEE RATE SURVEY OLDE WEEKENDS BREWSTER HARWICH DENNIS BARNSTABLE HYANNIS BASS RIVER BAYBERRY 15-Apr 8 :00 $ 56,00 $ 60,00 $ 53400 $ 45 ,00 $ 40.00 $ 38.00 $ 43400 2 :00 $ 46.00 $ 60,00 $ 41,00 $ 28,00 $ 33,00 4:00 $ 31 ,00 $ 32,00 $ 29400 $ 28,00 $ 33 ,00 15-May 8:00 $ 74.00 $ 74.00 $ 69,00 $ 60,00 $ 55.00 $ 67,00 $ 8300 11 :00 $ 74 .00 $ 74.00 $ 55 ,00 $ 60600 $ 55800 $ 67,00 $ 8300 2:00 $ 50,00 $ 64.00 $ 43600 $ 52 ,00 $ 47 ,00 $ 53 .00 4:00 $ 36.00 $ 32 ,00 $ 29.00 $ 33,00 $ 3100 15-Jun 8:00 $ 74,00 $ 74 ,00 $ 69.00 $ 74600 $ 64,00 $ 67,00 $ 8300 11 :00 $ 74 ,00 $ 74400 $ 55,00 $ 74,00 $ 64.00 $ 67,00 $ 8300 2:00 $ 50,00 $ 64,00 $ 43 .00 $ 52 ,00 $ 55600 $ 47.00 $ 5300 4 :00 $ 36,00 $ 32 ,00 $ 29900 $ 3300 $ 33600 July/August 15 8 :00 $ 77,00 $ 74 ,00 $ 69,00 $ 74 ,00 $ 64,00 $ 67,00 $ 83.00 11600 $ 74,00 $ 64,00 $ 55,00 $ 74,00 $ 64,00 $ 67,00 $ 8300 2 :00 $ 50600 $ 64,00 $ 4300 $ 52.00 $ 55,00 $ 47.00 $ 5300 4 :00 $ 36.00 $ 32.00 $ 29.00 $ 3300 $ 3300 15-Sep 8 :00 $ 74.00 $ 74 ,00 $ 69.00 $ 7400 $ 64,00 $ 67,00 $ 8300 11 :00 $ X00 $ 64 .00 $ 55,00 $ 74,00 $ 64,00 $ 67,00 $ 8300 2 :00 $ 50,00 $ 64400 $ 43,00 $ 52.00 $ 55.00 $ 47.00 $ 5300 4 :00 $ 36,00 $ 32,00 $ 29.00 $ 33 ,00 $ 3300 15-Oct 8:00 $ 56,00 $ 60,00 $ 53600 $ 45 ,00 $ 35000 $ 67,00 $ 83 .00 1 :00 $ 31600 $ 44,00 $ 4140 $ 47.00 $ 47.00 OLDE WEEKDAYS BREWSTER HARWICH DENNIS BARNSTABLE HYANNIS BASS RIVER BAYBERRY 15-Apr 8:00 $ 46,00 $ 44,00 $ 43400 $ 45 .00 $ 40.00 $ 38.00 $ 38,00 2:00 $ 46,00 $ 44,00 $ 34100 $ 28.00 $ 28,00 4:00 $ 31.00 $ 32,00 $ 29,00 $ 28.00 $ 28,00 15-May 8:00 $ 55.00 $ 44400 $ 55 .00 $ 50,00 $ 45,00 $ 57,00 $ 67 ,00 11 :00 $ 55400 $ 44,00 $ 55 ,00 $ 57,00 $ 67 .00 2 :00 $ 46.00 $ 44 .00 $ 4300 $ 43,00 $ 47,00 4 :00 $ 31,00 $ 3240 $ 29.00 $ 33400 $ 3300 15-Jun 8 :00 $ 60,00 $ 74.00 $ 69,00 $ 74.00 $ 5S ,DO $ 57,00 $ 67.00 11 :00 $ 60,00 $ 74.00 $ 55 ,00 $ 65 ,00 $ 55200 $ 57600 $ 67,00 2 :00 $ 46.00 $ 54,00 $ 43 ,00 $ 4340 $ 47 ,00 4 :00 $ 31400 $ 3240 $ 29,00 $ 3340 $ 33,00 July/August 15 8 :00 $ 77,00 $ 74 ,00 $ 69,00 $ 74,00 $ 55000 $ 57 ,00 $ 67,00 11 :00 $ 74,00 $ 74 .00 $ 55,00 $ 65 ,00 $ 55000 $ 57 ,00 $ 67,00 2 :00 $ 50.00 $ 5400 $ 43.00 $ 4300 $ 47 ,00 4 :00 $ 36,00 $ 32.00 $ 29.00 $ 33 ,00 $ 3300 15-Sep 8 :00 $ 55 ,00 $ 44,00 $ 55,00 $ 52 .00 $ 45,00 $ 57 .00 $ 67 ,00 11:00 $ 55 ,00 $ 44,00 $ 55600 $ 52 ,00 $ 45,00 $ 57 .00 $ 67.00 2:00 $ 46,00 $ 44,00 $ 4300 $ 4300 $ 47 ,00 4:00 $ 31 ,00 $ 32,00 $ 29,00 $ 3300 $ 33600 15-00 8 :00 $ 46,00 $ 44.00 $ 4300 $ 45,00 $ 35,00 $ 57,00 $ 67 ,00 1 :00 $ 31 .00 $ 44,00 $ 34,00 $ 4300 $ 47 ,00 CART FEES Guest Rates 18 Holes $ 23 ,00 $ 2200 $ 20.00 $ 22 ,00 $ 22 ,00 $ 22.00 $ 22,00 9 Holes $ 14 ,00 $ 12.00 $ 14 .00 $ 12 ,Oo $ 12.00 $ 14,00 $ 14.Oo Member Rates 18 Holes $ 18 .00 $ 20.00 $ 14.00 $ 18400 $ 16.00 $ 15,50 $ 15.50 9 Holes $ 10,00 $ 11.00 $ 9000 $ 10.00 $ 9.00 $ 9.25 $ 9425 °t Ym�' g1 A G Q 74 MummaA f7 c f�D N W e o �. -'• m C C �i �c �e 0 C Q d o O (� . 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N IA lA to N to N to N to VF to Vf iA VT {o iA t/1 Vf V1 tVpf {A QW1 N W W ,�' O Vi 1Y11, N oN1 A O N N A N 1Vo {�D N (A N A A A T fD (N ��W W N pQ CO 4p1 Go%molppl WN j{0,p�1 a1 W hay %NV �o N p°�1 1D pN O A N lJf lD �n ,� O y A O li 10 O 1+ Ql ' 1 r O w a N 0 0 00 IO+ S r O LA w O A V 0 401 to 00 O Y V Y V O V V N N o1 N W N N Y Q K N N N !+ Y N k+ r S a ; a�ea�^ a a ae o a 0 ER 0 N m O N 3 � o a r H O W nP o. Q Lq 5 Mark O ' Brien From : Mark O ' Brien Sent : Friday, November 13 , 2020 11 :26 AM To: Anne O 'Connell; 'Andrea Johnson '; Carl Blanchard; 'John Kissida ', Wyn Morton; Jeff Odell; ' David Valcourt' Cc: Colin Walsh; ' proshop ' Subject: Capital Attachments: Long Range Projections 111320 .xisx Hi all, Attached is a projection of Revenues, and Expenses through FY2030 . It shows the proposed capital and also the Retained Earnings Balance at the end of each fiscal year. There are obviously some further planning that needs to be done on this . The breakdown of the equipment portion of the capital is as follows : FY22 : Rough mower $45 ,000 Sand Rake machine $ 25,000 ( 2 ) Rough aerators $ 20,000 Triflex mower $ 52,000 Tractor $ 50,000 Backhoe attachment $ 15, 000 Sidewinder mower $ 35, 000 Total FY22 Equipment $ 242, 000 FY23 : (4 ) Fairway mowers $ 200,000 Driving Range picker $ 25,000 Total FY23 Equipment $ 225,000 FY24 : ( 2 ) Sidewinder mowers $ 100,000 ( 3 ) Spray Rigs $ 190,000 Total FY24 Equipment $ 290,000 FY25 ( 5 ) Triplex mowers $ 225 ,000 FY26 (4 ) Triplex mowers $ 180,000 1 S ell `\\\���� wr 'Q �°% C'�4 age O o 8 oikEwspe /z 9F v = 3 ® —Add k000wpo 8# 196 //onnrrrrrimm+n�""` ��Ewsr>✓a TOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of September 1 , 2020 Commissioners Present: Anne O ' Connell (Chair), Andrea Johnson (Vice-Chair), Carl Blanchard, John Kissida, and David Valcourt Others Present : None THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at: http ://video . brewster-ma.�ov/CablecastPublicSite/show/4863 ?chan» e1= 1 Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Anne O ' Connell announced that Colin Walsh has been hired as the new Golf Course Superintendent for the Captains Golf Course . He was formerly the superintendent at Blue Rock GC and he will be starting at Captains on September 14, 2020 . Discuss and Possible Vote on Captains Strategic Plan : • Dave Valcourt discussed the Strategic Plan that was distributed previously to the Golf Commission . • Anne O ' Connell questioned the use of the word "recapitalization" in the plan. She did not feel that communicated properly the message . It was agreed to replace "recapitalization" with "repair, improvement or replacement" . • Dave Valcourt asked how the vision statement in the plan should be distributed/communicated. Anne suggested that it be posted on the Captains Golf Course web site . • Dave Valcourt made a motion, seconded by John Kissida, to adopt the Captains Strategic Plan with the minor verbiage changed noted above . Motion approved 5 -04 Discuss and Possible Vote on Modified Swim Lanes and Responsible Commissioners : • Dave Valcourt discussed the six Swim Lanes that were distributed previously to the Golf Commission . • Discussion followed to clarify the items that fall within each Swim Lane . • The responsible Commissioners and finalization of the responsibilities within the Swim Lanes will be an on-going process . 1 • Carl Blanchard made a motion, seconded by Andrea Johnson, to adopt the Swim Lanes with the changes to Swim Lanes #4 and #6 as discussed. Motion passed 5 -04 Discuss and Possible Vote on Internal Swim Lane Prioritized Requirements : • Dave Valcourt presented the Internal Swim Lane Prioritized Requirements that were previously distributed to the Golf Commission . • Anne O ' Connell suggested that a signage be added as a responsibility. It was suggested that it be moved to Wyn Morton ' s Swim Lane. • It was determined that more work and input is needed to finalize the Prioritized Requirements . This will be followed up on at a future meeting. Discuss Golf Commission Execution Calendar: • Anne O ' Connell gave an overview of the Town ' s budgeting calendar. • Dave Valcourt stated that the Commission should use the Town' s calendar to determine when the Commission needs to have their identified priorities ready for presentation. • Discussion followed regarding ways to distribute to the public the Golf Commission ' s plans and priorities . Utilizing the Town ' s email system was discussed and all felt that this was a good idea . • Dave Valcourt will draft a calendar for the Commission to be presented at a future meeting . What are we missing in Strategic Plan? • Dave Valcourt suggested adding "pathway to an enterprise fund" as an addition to the Strategic Plan. • Discussion followed regarding the new demographics opened up by the COV1D pandemic regarding golf demand . A motion to adjourn was made by John Kissida, seconded by Dave Valcourt, and passed 5 -0-0 . The meeting was adjourned at 5 : 41 p .m. Respectfully submitted, Mark O 'Brien Director of Operations 2 S `\\��Q � � ,W �, 0 11ftwS1iF TOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of September 22, 2020 Commissioners Present: Anne O ' Connell (Chair), Andrea Johnson (Vice-Chair), Carl Blanchard, John Kissida, Wyn Morton, Jeff Odell, and David Valcourt Others Present : Peter Lombardi, Town Administrator, Mark O ' Brien (Director of Operations), Colin Walsh, Golf Course Superintendent, Jay Packett (Asst. Oper. Mgr.), Bill Meehan (Finance Committee liaison), Bill O ' Brien (CCMGA), Sarah Robinson ( 19-Hole Women ' s Assn. ) and Donna Potts (9- HoleWomen ' s Assn . ). THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at : litti) : Hvideo . brewster- ina. t)ov/CablecastPubliCSite/show/4915 ?channel= l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Introduction of new Course Superintendent: • Anne O ' Connell welcomes the new course superintendent, Colin Walsh . Discussion on Search Process: • Mark O ' Brien announced his retirement from the Town of Brewster as the Director of Operations at The Captains as of mid-January 2021 . He expressed his gratitude as being part of the team managing the facility and thanked all of the Golf Commissioners, Selectboard members, Finance Committee members and all of the Town of Brewster Staff past and present that he has had the privilege to work with and who have supported him over his twenty-eight years with the Town . He thanked the Captains Golf Course staff who worked with dedication and enthusiasm to provide a great experience to all The Captains members and visitors . He gave a special thank- you to the members of The Captains and will cherish their friendships and his memories. • A letter will go out to the members regarding Mark ' s retirement today or tomorrow. Anne O ' Connell thanked Mark O ' Brien for a his work over the years . • The meeting was turned over to Peter Lombardi who thanked Mark O ' Brien for his work over the 1 years and spoke in general about the proposed plan is for hiring. The Selectboard according to the Town by-laws has appointing authority over a select handful of town staff. One of these is the Director of Operations of The Captains Golf Course. The Selectboard in working through the development of the charter with the Charter Committee has expressed their interest in transitioning this position into the Personnel By-Law and being hired and overseen by the Town Administrator which is the way it has been since Mark was hired in terms of general daily operations . The process which he will lay out will be discussed with the Selectboard and will need to have their support . The general approach is to take a somewhat similar approach as in the hiring of Colin Walsh, understanding that it' s a really important position . A screening committee will be constituted of seven to nine members : representatives from the Golf Commssion, representatives from each of the associations and several department heads to work most directly with this position, which may include representation through the Selectboard with their liaisons . This group will be tasked with reviewing the initial applicants , selecting a pool of "semi- finalists," conducting interviews with these "semi-finalists" and recommending two or three. Susan Broderick will staff the screening committee as she has most recently with Colin Walsh. e . Before the position is posted, the consulting team will work with Mark O ' Brien to make sure the job description is current and updated . Peter Lombardi will interview the finalists as will key golf department staff who will have the opportunity to meet with the finalists and provide their feedback to Peter Lombardi who will then recommend a finalist to the board who may elect to interview the finalist . This would secure the candidates ' confidentiality before the job offer is made. The position should be posted by the beginning of October, viewing applications by the end of October; conducting the initial interviews in early or mid-November and selecting the finalist in late November; conducting the final internal interviews and then in early December presenting a finalist to the Selectboard, thus having enough time to offer the position to the preferred candidate, wrap up the paper work and allow them to give some notice to their current employer, having a couple of weeks of overlap with Mark O ' Brien in the beginning of the next calendar year before he retires in the middle of the month. Questions followed . • Director ' s report : Mark O ' Brien turned the report over to Jay Packett. Compared to 2019 , the August numbers are up $ 125 ,000 which is a 22 per cent increase . July was great as well. September through the 15 ' is up as compared to 2019 . Driving range fees are up from 2019 . Revenues are up , pro shop sales are down but are better than expected . Golf clubs are not being rented . Revenues for the calendar year are up from 2019 despite the golf course being closed for several months . Memberships are up . Eleven staff members are gone; several new employees have been hired . Kudos to the grounds crew for a great job . • Jay Packett thanked Mark O ' Brien for his friendship and support over the last twenty years . • In answer to Carl Blanchard' s question, the budget reports will again be available after the end of September. • Discussion followed regarding the pro shop : customers would rather not be inside the building . Jay is considering some outdoor events-msidewalk sales, etc . 2 Superintendent's Report : • Colin Walsh has been working with the crew and reports everything is going very smoothly. The pump is installed. Fall projects are underway. The crew is doing a great job in spite of being short-staffed . Operations Questions and Concerns : • Bill O ' Brien reported members of the Men' s Association are concerned as to how the tee times are allocated as they are feeling they are being cut out as there are a large number of guest times on the tee sheet. Discussion followed. Bill O 'Brien will share the tee time information from Mark O ' Brien with the membership of the CCMGA. • Anne O ' Connell asked Mark O ' Brien for an update on Freeman ' s Grille, There have been some issues with the gas lines , National Grid came in and located a leak in the line that connects to the fire system . It was repaired. There was another leak coming from the same sport which was again repaired . Several days later there was an odor; the leak came from the same spot and was repaired. The odor remained . National Grid and the plumber pressure-tested all the lines . The HVA people came in and found no leaks . There was an issue with the grill ; that was repaired . National Grid identified two leaks in the basement; McDonnell Mechanical repaired these . All other lines have been tested, it appears that this situation has been taken care of. The restaurant was closed for several days due to these issues but should be operational tomorrow. National Golf Foundation Proposal Review: • This project needs to go out to bid and get quotes from two other vendors . This project was initiated last February. Mark O ' Brien asked the National Golf Foundation to provide the golf course with a review of the operations as outlined in the proposal , Mark O ' Brien wants the golf commission to let him know if there are any other areas not included in the proposal . He is looking for them to review this proposal, capital needs going forward and the viability to be fiscally solvent and successful and the feasibility of turning into an enterprise fund . Discussion followed. Mark O ' Brien asked the golf commissioners to send him all of their concerns regarding this project so they may be included in the request for the quotes . There will be an opportunity for the vendors to meet with the golf commission . Irrigation Study : • Mark O 'Brien is looking for an evaluation of the current system, the expected life of the current system, when we should be foreseeing replacement, when we are looking at a replacement system, what the cost would be and whether or not we would want to do this as a phased4n project or whether it would be more cost-effective to do it all at once . Would they recommend a third well? He is looking for names of some companies to do this study before the end of the year. Discussion followed . Maintenance Building Study : • Mark O ' Brien would like someone to come in and identify the shortcomings in the building, if they can be addressed in the current facility with upgrades , the need for more space or a new building and cost updates . He would put together the information and put it out for quotes . He will be looking for input from the commission, Discussion followed. 3 Refund Policy Review : • Andrea sent out a draft on a suggestion to make it more simple: you can ask for a refund if that application is made before June 30; you can ask for a credit if you ask within forty-five (this would be up for discussion) days from the date of your application ; you can ask for a credit to be applied to your next year' s AFP that would be the balance after your rounds have been deducted. All such refunds or credits would be made at the discretion of the golf committee (which is not necessary and is up for discussion) , Discussion followed . A motion was made by Jeff Odell to approve the requests from Joseph Cardito and Andy Aleski for credits against next year' s greens fees the net of the rounds previously played . Motion passed 7-0 Anne O ' Connell appointed Carl Blanchard and Andrea Johnson to work on the policy and to put out another draft with the intention of the commission . Questions and comments from Associations and Liaisons : • None . Update on Solar Project : • To be reviewed by the Planning Board. The company doing the work has proposed a new redesign. This matter should be at the meeting on Wednesday night. Strategic Planning: • Approval of Minutes : • Jeff Odell moved approval of the minutes of October 27 , 2020 , seconded by Carl Blanchard. Motion passed 74 • Jeff Odell moved approval of the minutes of August 11 , 2020, seconded by David Valcourt. Motion passed 74 Topics the Chair did not reasonably anticipate : Future agenda items and meetings : • October 6 , October 20, 4 : 00 pm-refund policy A motion to adjourn was made by JEFF ODELL, seconded by JOHN KIS SIDA, and passed 7-0 . Meeting was adjourned at 6 : 00 pm. Respectfully submitted, Dorothy Vesperman, Department Assistant 4 5 S COIF ®No " 96y t / O _ //!!//!/k/llfflll111wlll\\1\\\\\\�\ B � S Edi TOWN OF BRE WSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of October 6, 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.) . THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at: htt _//video_ . brewstemna . Lov/C_ablecastPu_blicSitc/show/4941 ?channel= l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Golf Operations Updates and Concerns : • Carl Blanchard has noticed there are a great many groups not following the recommendation for wearing a mask . Mark O ' Brien said there are two signs on each putting green, but are hard to police . Players are required to wear masks in the clubhouse, on the putting greens and at the driving range and are not required to wear masks elsewhere on the grounds unless they cannot social distance . Large groups are advised of the mask policy and are asked to check the website for golf course rules . • Discussion followed re signage, cleaning and opening of the restrooms . Possible Vote on Revised Refund Policy : • John Kissida brought up the matter of the three-play limit. Discussion followed . • A motion was made by Dave Valcourt, seconded by Wyn Morton to change the word unanimous to majority in the last paragraph of the amendment to the policy. Motion passed 7-0 . • Anne O ' Connell made a motion, seconded by Andrea Johnson, that the third paragraph remains and is rewritten as follows : for an AFP to be eligible for a refund of the remaining balance they must make application prior to June 30 of the current membership year. The next paragraph should read if the AFP applies after June 30 of the current membership year he/she would be eligible for a credit. Discussion followed , Motion was withdrawn as currently written. • The refund policy will be rewritten and presented at the next meeting. 1 Strategic Planning: ® Dave Valcourt assumes most people were satisfied with the current plans and he would like to include the National Golf Foundation study, the irrigation study and the maintenance facility study. Anne O'Connell asked Dave Valcourt to include these studies and send out the plans . ® John Kissida would like to include management of property to maintain and enhance the course aesthetics and course visibility and playability, explaining the view and maintenance of the various gardens and the trash containers . ® The capital plan was discussed and will be revisited. Mark O ' Brien will generate a five-year forecast . ® Discussion followed regarding signage . The Friends will replace the sign at the front entrance . ® Budget contingency line-item was suggested . Topics the Chair did not reasonably anticipate: ® Solar project materials should be delivered within the next three weeks . The driving range should be open through mid-November. Future agenda items and meetings : ® Proposed budget and rates . ® Refund requests . ® Finalize refund plan . ® Solar project. ® Capital budget . A motion to adjourn was made by Jeff Odell , seconded by Wyn Morton, and passed 7 -0 . The meeting was adjourned at 4 : 45 p . m. Respectfully submitted, Dorothy Vesperman Department Assistant 2 ��o��l a�tliuiululurlrirrirr//i s Go , � E W A Sget go T Z 0 _9 y I r- 01 ORPOW6 es //ryjA1111111\�� BR/111111111111 ER TOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of October 20, 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.), Bill Meehan (Finance Committee liaison), Rob Harris (CCMGA), Sarah Robinson ( 19-Hole Women ' s Assn . ) and Donna Potts (9-11oleWomen ' s Assn.). THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at: httl) :Hvideo, brewster- ina loov/CablecastPublicSite/show/4961 ?channel= l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Superintendent ' s report: • Colin Walsh reported trouble with Pump No . 2 which will be taken care of later on this week. Other than that everything is going well . Other repairs were noted . The crew is getting the course ready for winter. Plans are being made for next season . John Kissida thanked Colin for clean-up on the driveway and the gardens . Director's report : • Mark O 'Brien discussed the budget status report through September breaking down expenses by category. Revenue reports were discussed. Revenue comparisons January through September were almost the same as last year. Play totals were up . Budget projections were discussed and should show a surplus . Fiscal year projections are up. A "worst-case-scenario" was presented depending on the status of the pandemic . • FY22 budget preliminary starting point was presented . No capital expenses are included . • John Kissida asked if a contingency would be included . Mark O ' Brien said a contingency should be discussed and included . Jeff Odell asked about building the cash reserve which also needs to be included . The capital plan will be discussed at the next meeting which Mark O ' Brien has laid out for the next ten years and shows the retained earnings balance year-by-year going forward . 1 • Rates: Mark O ' Brien recommends all rates be kept the same for the 20-21 year and will be presented to the Selectboard in December. Rates will be discussed at the November meeting. • Anne O ' Connell asked why the rakes are not back in the bunkers . The state has said it ' s OK to touch the flag sticks, but has not given a positive directive on bunker rakes . The foam will be kept in the holes . • Dave Valcourt asked what the neighboring golf courses are doing as to their rates; Mark O ' Brien understands they will be keeping their rates the same, Cranberry Valley has special rates for residents of various towns which will be eliminated over the next three years and will go back to regular rates . Barnstable has recommended keeping their rates and greens fees the same . Mark O 'Brien will get rate information from the other courses before the next meeting. He also suggested that if there are any questions regarding state regulations, they be directed to MA Golf, the lobbying arm for the golf industry. Questions and comments from Associations and liaisons : • Bill Meehan indicated the various associations are very pleased with the way the golf course is running. Rob Harris is the new president of the CCMGA ; they had a very successful year, Memberships are down slightly to about 100 members , play has been phenomenal with 2- 1 /2 times more players weekly than usual. Sara Robinson welcomed Colin Walsh and will have some questions in the latter part of the meeting, Update on Captains Golf Course contribution to reduction of nitrogen in Pleasant Bay watershed : • Anne O ' Connell reported this matter was discussed at the Selectboard meeting last night noting Captains was mentioned favorably on multiple occasions . Mark O 'Brien had the opportunity to listen to the Selectboard meeting last night and has been involved with the Consultant, Horsley Whitten, represented by Mark Nelson, along with Chris Miller, Director of Natural Resources for the town and Ryan Bennett, the Town Planner, This has been an ongoing effort that the town has been dealing with for a long time, and the golf course is an integral part of Brewster' s plan . In its past practices the golf course has enabled the town to achieve a lot of the nitrogen goals that are required, and brought in the USGA Consulting Service . Their consultant, Paul Jacobs, did a virtual review of the situation . Tom Flynn and Dwight Wiggin provided him with information on past records , pictures, soil samples, etc. enabling him to give some recommendations . On June 30 he came to the golf course and did a site review on order to look at the possibility of reducing the fairway areas that need maintaining, converting to rough the areas between the forward tee and the beginning of the fairway on certain holes in areas where appropriate. Fertilizing practices will be changed to more frequent but smaller applications in order to reduce nitrogen, as opposed to broadly applying fertilizer once or twice a year. This can be done without impacting the quality of play and will save the taxpayers millions of dollars . Enhanced soil testing to study the leach rate of the fertilizers on the golf course was also discussed They assume a 20 per cent leach rate and there' s a good chance that it ' s less than that giving the town more credit towards achieving its goals , They are talking about possibly upgrading not replacing the main septic system by adding another component that would reduce the nitrogen that ' s dispersed . They assume the size of the septic system is equal to about 10 households which is an advantage in helping achieve the goals . Any costs associated with these projects will be borne by the town, not the golf course . • Colin Walsh reported reducing the nitrogen rate to 2 pounds/thousand square feet is running very lean but it will work. He reported on the spring schedule using smaller doses without doing a blanket application. Heavily trafficked areas may require a bigger dose. Mark O 'Brien views this as good news, promoting the golf course to non-golfers in town and benefitting the golfers . 2 Mark O ' Brien suggested watching the Selectboard meeting from last night for informational purposes . Discussion followed . • Sara Robinson expressed concern from the 18 -holers regarding the reduced fairway areas . Discussion followed . ® Revised refund policy: • There are two refund requests which fall under the category of a 2-year membership. • Jeff Odell made a motion, seconded by Carl Blanchard, to approve refunding Brad Bevers his resident early membership fee of $ 1 ,003 .00 Motion passed 74 • Jeff Odell made a motion, seconded by Carl Blanchard, to approve refunding Frank Bridges his resident early membership fee of $ 1 ,003 . 00 . Motion passed 7-0 . • Andrea Johnson made a motion, seconded by Jeff Odell, that the revised October 8 credit/refund policy be accepted . Motion passed 74 • Mark O ' Brien will post this policy on the website. • Update on consultant report: • Mark O 'Brien received everyone ' s input and has incorporated it into the information he sent out. Hopefully this report will be done by the end of January. Update on irrigation study : • John Kissida reported on a meeting with Mark O ' Brien, Andrea Johnson, and Colin Walsh. Mark O ' Brien will incorporate everyone ' s comments, send it out for review, check with Donna Kalnick regarding the necessary quotes and send it out sometime next week. Update maintenance building study : • Carl Blanchard met with Mark O ' Brien, Colin Walsh, Anne O ' Connell and Dave Valcourt to discuss the RFP ; it was decided to wait until the RFP and the consultant' s report are finalized and using any insights to help develop the RFP. Mark O ' Brien indicated the timing for this was doable and will be sharing the final version with the people in their swim lanes . Update on solar project: • Jeff Odell reported the Planning Board reached an impasse; four voting one abstaining, five is required. The current application was withdrawn without prejudice and refiled so all seven members can vote . The same plan is to be resubmitted with updates, possibly to be approved in December. There is an eight to ten-week delay. • Mark O ' Brien reported the driving range project is moving forward and ready to go . Materials will be delivered at the end of this month, and the footings for the solar canopies should be poured by the first week of November. When the canopies are being put up, the driving range will be shut down for about a month . Discussion followed. 3 Topics the Chair did not reasonably anticipate : • Jay Packett reported that the pro shop sale through Columbus Day weekend brought in just shy of $ 11 ,000 . 00 and thanked the membership and staff for their support . • Mark O ' Brien was able to provide tee times for a fundraiser for Freeman ' s Grille. The weather was beautiful and the turn=out was great. Thanks to Dave and Cheryl Villandry who organized this tournament. Approximately $22,000 was raised . The girls from Andrea Johnson ' s girls ' team were invaluable in their assistance to the Villandrys . • Wyn Morton thanked Jeff Odell for pointing out the article in MA Tourism publication listing The Captains as one of five notable courses in Massachusetts . Jen will convert this into a more in- depth article and will outsource it to one of her associates . • Mark O ' Brien will be on vacation next week. Future agenda items and meetings : • Report from Jerri Carlin regarding the Friends . • Rates • Capital plan • Approve calendar for next year • Outstanding minutes for approval A motion to adjourn was made by John Kissida, seconded by Wyn Morton, and passed 7 -0 . The meeting was adjourned at 5 : 35 pm . Respectfully submitted, Dorothy Vesperman Department Assistant 4