HomeMy Public PortalAboutGolf Commission Packet 04.27.21MEETING NOTICE
TOWN OF BREWSTER
GOLF COMMISSION
Location: Remote Participation Only
Date: April 27, 2021
Time: 4:00 PM
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REw • r Jay Packett
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 meeting may be
viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster-
ma.eov), or Video recording (tv.brewster-ma. ov). Golf Commission
Anne O'Connell
Meetings may be joined by:
Chair
1.
Phone: Call (929) 436-2866 or (301) 715-8592. Webinar ID: 8814407 8985 Passcode: 049087
Andrea Johnson
To request to speak: Press *9 and wait to be recognized.
2.
Zoom Webinar:
Vice Chair
htt s://us02web.zoom.us/'/88144078985? wd=MO5K nNsRIR T2FzZE - kSFZD
Carl Blanchard
WLJVOZz09
John Kissida
Passcode: 049087
Wyn Morton
To request to speak: Tap Zoom "Raise Hand" button, then wait to be recognized.
Jeff Odell
AGENDA
David Valcourt
•
Call to Order
The Captains Golf Course
1000 Freemans Way
•
Impact of growth in membership in 2021 on golf course operations including but not
Brewster, MA 02631
limited to FY22 budget, tee time allocation, association block times, staffing, 2022 rates,
(508)896-1716
number of members
www.CaptainsGolfrourse.com
•
Other course operations questions and concerns
•
Public Comment (Only if time permits)
•
Topics the Chair did not reasonably anticipate
•
Future Agenda Items and Meetings (5/11, 5/18)
•
Adjourn
Date Posted:
Received by Town Clerk:
Date Revised:
TEE TIMES
Currently, Annual Fee Players (AFPs) have access to 50% of the tee times
on one course, and approximately 12% of the tee times on the other
course unless a special function is scheduled. The Golf Commission may
adjust the ratio of AFP tee times to DFP tee times after the number of AFPs
is known and the amount of revenue that has been collected is known. At
no time shall the percentage of AFP tee times be lower than the AFP
revenue divided by the budgeted golf course expenses. Remaining tee
times are for Daily Fee Players (DFPs/guests). The courses rotate weekly.
A Brief History of Tee Time Allocations
Rob Harris
April 2021
The first 18 holes were built in 1985. The second eighteen holes in 1999 doubled the number of tee times
available. The tee times are allocated with a larger percentage on the member course, and a smaller
percentage on the non-member course. The member course alternates between Port and Starboard each
week of the year.
My direct knowledge of tee times began in 2007 when the member course had allocated 50% to members
and the non-member course allocated 20% to members. The 50% allocation was every other tee time all
day. The 20% allocation was every other tee time until the quota was reached. The 20% tee times were
changed around 2009 to be one out of every five tee times to equally distribute member tee times throughout
the day.
In September of 2010, The Golf Commission voted unanimously to request approval for adding the following
language to the Golf Commission Policy Handbook. The Select Board voted 4-1 to approve this addition on
09/27/2010. The following was included in the Select Board's packet that day:
C. Tee Times and Reservations
1. AFP Tee Times:
m) The Golf Commission may adjust the ratio of AFP tee times to DFP tee times after the
number of AFPs is known and the amount of revenue that has been collected is known. At no
time shall the percentage of AFP tee times be lower than the AFP revenue divided by the
budgeted golf course expenses.
Currently, the AFPs receive 50% of the tee times on one course and 20% of the tee times on the other course.
Although the number of AFPs has been in general decline for the last few years, and the relative revenue
contribution of AFPs has declined, the number of tee times dedicated to AFPs have remained constant.
This policy change is not meant to punish the membership, but rather attempts to recognize that number of tee
times needed depends on the number of members. It is impossible to set this ratio in advance of the golf
season since the Commission cannot know how many members will sign up in the following year. This system
protects the golf course from having to give a constant number of tee times when facing a declining
membership. However, the members deserve to know that they will have access to the course before paying
their fees. This ratio method protects the members by guaranteeing a minimum ratio of tee times.
After this formula was adopted, the Golf Commission lowered the 2011 member allocation to 31.25% of all
tee times. This was accomplished by allocating 50% of tee times on the member course (every other tee
time), and 12.5% on the non-member course (one out of every 8 tee times). The member course has
remained at 50%, and the non-member course ratio has been adjusted by the Commission over the years.
Currently, the non-member course is 20% M -F, and 12.5% on Sat/Sun.
The key formula is
Member Tee Time Ratio >= Member Revenue - Budgeted Golf Expenses
This year has seen 117 new members through the end of March 2021. Member revenue will likely increase
this year as a result of current economic and health factors.
Budgeted Golf Expenseshas also increased to $3,561,235 (FY22) from $3,370,221 (FY21). Note that this
does not include capital expenses or debt service which are intended to be paid for out of profits or retained
earnings.
Calendar Year
Member Revenue
Budgeted Expenses
Minimum Member Tee
Time Ratio
2020 (FY21)
$1,061,649
$3,370,221
31.5%
2021 (FY22)
r $1,047,175
$3,561,235
r 29.4%
IN Revenue as of April 22, 2021, but it is too early to predict the member revenue for the calculation.
This calculation gives the Golf Commission a minimum number of tee times that must be allocated to the
members. It would be within current policy to allocate more than this minimum number of tee times to
members.
What is a tee time worth?
It has been the working assumption of the golf operations that the golf season on Cape Cod consists of
approximately 100 days of peak golf revenue generating days. This is everyday in July and August, plus
Friday through Sunday in May, September, October.
The morning daily fee rate in July/August is $74 ($77 earlier) plus $23 for a cart comes to about $100. A
foursome of cart -riding golfers is worth $400. A single early morning tee time can generate approximately
$40,000 over that 100 -day season. Rainy days limit the ability to achieve this amount, but likewise, members
don't want rainy tee times either. Golf rates are lower later in the day, but the majority (-80%) of members
have paid for morning tee times.
How many tee times are allocated to members?
The distribution of tee times on the member course varies based on the day of the week.
On Saturday and Sunday, the first 2 hours of tee times are reserved for members (6:00am - 8:00am),
followed by two hours of guest times (8:00am - 10:00am), then alternating after 10:00am.
On Tuesday and Wednesday, the Women's 18 -Hole Association and the Men's Golf Association have the
first 2 hours of tee times (6:30am-8:30am), followed by two hours of daily fee times, then alternating after
10:30am.
On Thursday mornings, the Women's 9 -Hole Association has all of the back -nine tee times on both courses.
On Monday, Thursday, and Friday, tee times on the member course alternate throughout the day to
achieve the 50% allocation.
Tee times start from 6:30am weekdays (6:OOam on weekends) with 9 minute intervals. There are 2'h hours
of tee times before 9:OOam. These tee times can only be used by members with the "Early" memberships.
With 50%/20% allocation on Mon/Thu/Fri, there are 14 tee times prior to 9am each day, and 18 tee times on
Tue/Wed, and 16 times on Sat/Sun. This supplies tee times to 440 golfers before 9pm each week. In 2020,
we had 537 members with access to these 440 slots, so an early member should get a "before 9am" tee time
approximately once every 8.5 days.
There are only 55 tee times for an entire 6am-6pm day in the summer allocated to members of all categories.
Let's do the math... 55 tee times x 4 golfers x 7 days = 1540 member tee times each week. There were
1063 members last year, so a member should get a tee time approximately once every 5 days on average.
Some of our members play many more rounds, therefore some of our members play many fewer rounds.
Tiered Membership Categories
Today, we have a tiered membership model — Early (before 9am), Morning & Back 9 (after 9am), Twilight.
When the tee time allocation formula was adopted in 2010, there was only a single membership category and
all members could book into any available tee time. Roughly, 20% of all members are in the Morning
category, and 20% of are Twilight Members.
Morning members can play after 9am. There are 275 member tee times each week after 9am which is
enough supply for 1100 golfers. In 2020, there were 220 Morning members plus the 537 Early members
could play in these slots as well (although 63 of them will play before 9am on average). After more math, we
get that a Morning member can expect to get a tee time approximately once out of every 5 days.
Twilight members can play after 3pm in the summer months. I'll skip the details, but there are 98 tee times
after 3pm each week which is enough for 392 golfers. In 2020, there were 231 twilight members. If every
twilight member requested a tee time everyday they should expect to get a tee time once every 4 days.
However, all membership categories are able to book into these twilight times so there is additional
competition for these times.
The Golf Commission's recent decision to assign '/2 Chelsea points to back -9 and twilight play will provide
equitable access for twilight members so that a few twilight members do not monopolize all of the tee times.
This has been shown to provide equity within the Early and Morning categories.
Comparison to Private Golf Course Membership Levels
Captains is not a private golf course. A typical private golf course limits its membership to 300 members per
18 -holes. The private member pays for their share of the golf expenses in exchange for privileges at the
course. Every member of a private course could in theory play every day. The cost per member would be
around $6000 based on our expense levels. Based on our tee time allocation and the number of members, it
would be like a private course having 1700 members instead of 300.
Chelsea Points System
The points system ensures equity in tee time assignments for members. Members who play infrequently are
able to get their desired tee times, while high volume players get tee times when excess availability exists.
Prior to 2020, there were a substantial number of unused tee times. The avid golfer was able to access these
unused times at 8pm the night before. This kept everyone happy. Then a global pandemic created
unprecedented demand for golf as a "safe activity". The pool of unused tee times dried up and the avid
golfer lost their ability to get great tee times. If this demand continues remains to be seen as we transition to
a "new normal' in a post -vaccine world.
Balancing Act
The Golf Commission will have to weigh the member tee time demands against the need to generate
sufficient revenue to cover all expenses. Hopefully you will find this information helpful in your process.
Current Membership Totals
Resident Early 304 (27 New)
Resident Morning 188 (9 New)
Resident Twilight 89 (4 New)
Resident Collegiate 17 (2 New)
Resident Junior 12 (5 New)
Non -Resident Early 255 (50 New)
Non -Resident Twilight 94 (18 New)
Non -Resident Collegiate 4 (1 New)
Non -Resident Junior 4 (1 New)
Charter 5
Total Members 972 (117 New)
FY 2022 Projections - rev. 04/01/21
FY 2019
FY 2020
FY 2021
FY 2021
FY 2022
REVENUES:
Actual
Actual
Budget
Rev. Proj.
Projection
Season Passes
$
986,785
$
1,293,344
$
821,000
$
1,064,497
$
1,086,906
Green Fees
$
1,691,233
$
1,519,109
$
1,763,000
$
2,099,475
$
1,800,000
Cart Fees
$
631,559
$
535,807
$
648,000
$
777,382
$
688,000
Driving Range
$
131,768
$
111,033
$
128,000
$
165,140
$
132,000
Pro Shop Revenues
$
277,232
$
203,224
$
243,000
$
277,436
$
300,000
Restaurant Rent
$
37,452
$
28,202
$
38,000
$
20,000
$
42,000
Solar Canopy Lease
$
-
$
-
$
-
$
-
$
22,000
Miscellaneous
$
3,045
$
-
$
-
$
-
$
-
TOTAL REVENUES
$
3,759,073
$
3,690,719
$
3,641,000
$
4,403,930
$
4,070,906
EXPENSES:
Wages
$
1,366,011
$
1,284,723
$
1,483,423
$
1,453,057
$
1,478,468
Operating Expenses
$
857,360
$
704,727
$
887,220
$
918,409
$
940,482
Pro Shop Purchases
$
204,440
$
163,795
$
200,000
$
244,573
$
230,000
Fringe Benefits
$
528,183
$
543,203
$
599,598
$
546,233
$
628,598
Liability & Property Insurance
$
72,019
$
-
$
91,080
$
83,266
$
78,834
OPEB
$
-
$
-
$
17,277
$
17,277
$
21,000
Indirect Costs
$
-
$
-
$
114,967
$
114,967
$
129,324
Contractual Obligations
$
-
$
-
$
-
$
-
$
39,529
Compensated Absences
$
-
$
-
$
-
$
-
$
15,000
Debt Service Interest
$
61,637
$
31,837
$
-
$
-
$
-
Debt Service Principal
$
775,000
$
810,000
$
-
$
-
$
-
Capital
$
52,617
$
88,708
$
110,000
$
110,000
$
100,000
Prior Year Encumbrences
$
15,222
$
- _
$
-
$
-
$
-
TOTAL EXPENSES
$
3,932,489
$
3,626,993
$
3,503,565
$
3,487,782
$
3,661,235
Retained Earnings
$
(173,416)
$
63,726
$
137,435
$
916,148
$
409,671
Sent: Tuesday, November 17, 2020 1:56 PM
To: Golf Commission
Subject: Revision of Reserved Member Tee Times for 2021
Hello All,
First off, I want to say that the past season golfing experience at Captains has been great and that
Mark and Jay and the rest of the staff have been wonderful stewards of the course in these trying times!
I am writing today on behalf of a lot of members and especially those like myself who are primarily
"Early Member" weekend golfers who only get to play Friday -Sunday or perhaps Monday
morning. Before this year, I generally was able to request and get tee times between 6 and 9 am with
just about any 3 other golfers of my choice. That was one reason why I thought that the extra fee for an
"early" membership was well worth the premium (and, by the way, I personally would pay a higher
premium for more of a guarantee of securing these early tee times, although I know that most of my
compatriots do not necessarily share this view). But this year has been different, I suspect because there
has rarely been times when unfilled guest slots were available be switched the night before to member
slots. As a result, since about June 15, 1 have been shut out of weekend 18 -hole tee time requests about
as many times or more than those requests were fulfilled. On those days, I have either had to settle for
back nine play or try to get in as a single late the night before.
I don't think that this is fair to the many early members and I am requesting a full review of the tee
time allocation for next year, with the goal of substantially increasing the number of slots reserved for
member tee times before 9 AM. I would like to see this change for every day of the week, but I would
especially request a modification for at least Fridays -Sundays. I feel that a small reduction of guest tee
times will not hurt revenues significantly as I believe that most guests will still choose to play after 9 AM.
And members often reserve their times with up to two guests in many cases. (And perhaps the
restriction to two guests per member tee time could be increased to 3 guests going forward). I have a
few specific proposals that I would put forward for consideration by the Commission, up to and
including one that reserves all tee times before 9 for early members until the Chelsea system requests
are filled two days in advance. I realize that such a big change might be considered too "radical" and
potentially too harmful to greens fee revenue, but I would argue that right now is the perfect time to try
this idea out as we are coming off a banner revenue year and the long term bond is now paid off. We
need to think about the member's sustaining support of the course and try a strategy of "sharing the
wealth" to see what impacts such a proposal will produce.
I would be happy to discuss these and other ideas for a more equitable tee time allocation process
at a future meeting of the Commission if there is interest in such a discussion. Thanks again for all your
work and support on behalf of the Captains Golf Course.
John Attanucci
Sent: Saturday, April 17, 20217:53 PM
To: Golf Commission
Subject: Allocation of tee times
Golf commission
It is my understanding that the commission is considering changes to the allocation of member tee
times.
Last fall I wrote the commission with my thoughts and they have not changed.
They are:
100% allocation of the members course tee times, members sign up one week in advance, any open tee
time after the sign up period can be sold to the public.
Increase membership fees (not done in 2021)
Limit new members (not done in 2021)
Obviously Covid has given raise to the increased popularity of golf and Captains should take advantage
of this and it has as membership continue to increase. Now you need to satisfy your customers.
Thank you
Tom Magner
Sent: Monday, March 08, 20219:32 AM
To: Golf Commission
Subject: Lack of member tee times
Hello,
I am e -mailing you due to concern over the lack of tee times that are available for Brewster residents
that are members of the Captains Golf Course. I am a weekend player and last year there was a lot of
difficulty on getting tee times for members and this year is looking to be worse. Many new members
have joined the course since the pandemic and the percent of tee times available for member has
stayed the same making it difficult to get tee times. The Captains course was built for the residents of
Brewster and that has not been the case with only 20% of the tee times available for members, this
needs to be increased. Can you tell me if the percentage of tee times available will be increased this
yea r.
Thanks,
Bill MacLeod
Sent: Monday, April 19, 20219:44 AM
To: Golf Commission
Subject: Tee Times
Golf Commissioner,
I understand that there is a meeting on April 27th and the projected lack of tee times will be discussed
based on last year and the influx of new memberships. Based on last year I am sure the members will be
blocked out many times this year on a regular basis, I am a weekend player for the most part and it is
discouraging to get blocked out of a tee time for a course that I am a member of as a town resident. The
course was built for the residents of Brewster and I think that this is being lost. I have a few ideas that I
would like to suggest:
* Make one course 100 % for members and the tee times have to be requested 5 days in advance. 3
days before the tee time any tee
times that have not been taken by members will be open to non members. Non members would have
100% of the non member course
and what is left on the member course. This can go both ways with any tee times not taken on the non
member course can be take by
members 2 days before the tee time.
* If more tee times are made available for members assuring members that they will not get blocked out
of tee times, it would not be
unreasonable to increase the cost of memberships. I would rather pay more for a membership and be
assured a tee time than pay less and get blocked out on a regular basis.
* The way things are done now are to cater to the non members and this is wrong. With the supply and
demand for tee times it would also not be unreasonable to increase the non member fee's.
Thanks,
Bill MacLeod
Sent: Tuesday, April 20, 20211:32 PM
To: Golf Commission
Subject: Concern over tee time allocation
I have been a member of the Captains Course for over 20 years. I have enjoyed my membership over the
years and believe that the Captains Course makes Brewster another reason to live here. Given the
increase in membership and the current split of tee times between members and non members the
chance of getting a tee time is about 1 in 3. for members. Over the last couple of years the case of
getting shut out has increased noticeably.
I would hope that the Commission would increase the allocation from 12% to 25% on the smaller split
and set a limit to the membership level. Perhaps current members could be polled to define proposed
solutions.
If tee times availability becomes a bigger problem I fear that long time members will become less loyal
to the Captains Course and begin seeking alternative golf opportunities
Bob Mumford
Sent: Wednesday, April 21, 202110:30 AM
To: Golf Commission
Subject: Membership
I think we should put a cap on new memberships. I also think we should increase the percentage of
teetimes available to members. I think members would rather pay a little more and have more access.
For those of us who live in Brewster, the beauty of Captains and the convenience and availability are A
treasured port of living here. Thanks for all you do. Bob Cohen -- member number 2960
April 22, 2021
To the Golf Commission:
Thank you for taking the time to consider my thoughts regard the increase play we have seen at
the Captains which I suspect will be with us for some time into the future.
First let me say that as a member I am very pleased with the selection of Jay Packett as Director
of Operations. Jay is working hard at creating a presence while providing excellent communications to
the membership. This is critical skillset that Jay exhibits every day.
And likewise the selection of Colin Walsh as Golf Course Superintendent is already paying dividends. The
work of Colin and his team can be seen every time I play. And now with the growing season finally here I
know we will have 2 of the best courses the Cape has to offer.
And now my thoughts regard the number of members and the increase demand for public play.
I apologize in advance if my thoughts are not well organized but I thought it was more important to get
them on paper.
My opening statement is that I would like to suggest we place an immediate moratorium or
freeze on accepting new memberships. Especially nonresident membership. I feel the demand for tee
times cannot be met with the increased demand for play (member and public).
This was evident all last summer when the tee sheets were full from early morning till 6 pm 7
days a week. It has already began again this year when a rumored 3600 rounds were played in March
and members could not get times.
If we haven't done so I would think we should survey our membership and find out who they
are. I don't think we are strictly a retirement community any longer. With many people working
remotely I think the population/membership is changing and this will not be a short term bleep. I think
with Covid still being the danger it is and golf being one of the safest activities available this will also be
reflected in who is playing, when they want to play, and how often they do play.
Please fact check any numbers I reference as they are based on my memory and I think they are
close to accurate but might be off a little.
Within a few years of the Captains opening we had approximately 1200. In the bylaws the
nonresident membership was restricted to 100 members. I believe this restriction included a line about
nonresidents only from towns that did not have a town owned course. I do not recall the initial fee a
nonresident was charged but I believe that when the 2nd course open the fee was increased to $1500
and eventually got to $2000. The feeling was we had a premium product (which we do). Tee sheets were
full until noon maybe 1:00. Many members played only 9 holes. Many people played only Monday thru
Friday. A high percentage of the membership was retired or seasonal. For this reason I suggested earlier
a survey of who the membership is. In the early years members were allowed 50% of the tee times
available on the member course and 20% of the tee times allowed on the nonmember course.
I think it was somewhere around the year 2000 the State/Cape was saturated with golf courses
and the demand declined. The Captains felt this same impact and membership declined to 600 — 700
hundred. In an effort to attract nonresidents the bylaws were changed to allow for 200 players at a fee
of approximately $1500. Somewhere around this time the nonmember course percentage was changed
to 12% to allow for more public play and in ordered to generate more cash to support the operation. It
was probably around this time that the clause "only from towns without a town owned course" was
eliminated. All this shows that the Course had to remain flexible and adapt to the changing times.
That leads us to this past year and the upcoming year. Last year we saw the beginning of a new
demand to play golf ... the safe, outdoor activity. I think we took in 100 plus new members both resident
and nonresident. We had approximately 1100 members. This year the trend continues. I think we have
added 150+ members, many of whom were nonresident and we are now exceeding 1200 members.
Before we have 1200+ disgruntled members who can't get tee times I would again ask that we
place a moratorium or freeze on memberships (at least nonresident) until we better understand how to
deal with this problem/opportunity. Again, as we did in the past, be flexible to the changing times.
I believe there was an Algorithm created some years back to help understand how much money
is needed annually to support the operation of the Captains. Included in it, I assume were assumptions
about how many members were needed at various price ranges to meet this need. I think this algorithm
can be revisited and updated to reflect the present circumstances we are living in.
I also assume this algorithm can calculate the number of member tee times needed on both
courses to be fair to the membership while supporting the financial needs of the club. I do not think that
50% and 12% are valid numbers with my proposed increase in membership fees (below). I don't think
the original 509/o/20% formula is valid any longer either. I just think we need to relook at it.
I think we need to be biased toward resident members. I think with the changing demographic
we can charge more for a membership giving percentage price breaks to seniors and juniors.
I think a nonresidents should be from a town that does not have a town owned course. I think
their fee should revert back to $2000. 1 think if they want early morning privileges their fee should be
$2500.
Although I don't want to pay more money for a membership I think we can charge more. Or we
can at least structure it so that there is a premium for the number of rounds played during June, July,
August, and September. I think we can charge more of a premium for early morning play for residents. I
think early morning play should be for the year as opposed to only July and August. I also believe that it
should be for the first 2 hours of play or all tee times on the member course prior to 9 am, whichever is
greater.
I think that all tee times that are not booked as of 4 pm the day prior should be made available
to the membership at that time as opposed to being made available at 8 pm (people need to be able to
plan).
I would like it considered that when the 1st tee time becomes 6 am on the weekend that it also
goes to 6 am Monday thru Friday. I know it is later during the week to allow daylight time to work on the
course but perhaps Colin has some ideas on how to accomplish this.
I would also like it to be discussed that during the off seasons based on demand and weather
that Jay and Colin have the flexibility to open both courses at times when there is demand.
And revisiting the algorithm one last time, as another option to open up more member times I
would think that if it is felt the membership needs 10, 20. or however many more times they could be
taken from the public and increase everyone's membership proportionately to cover this lost revenue.
Thank you for taking the time to read my thoughts. Sorry about being so long winded. I'm just
concerned. I've been a Brewster resident for 22 years now. I retired a couple of years ago. My hobby is
playing golf. And now that I have the time I sense the opportunity is slowly be taken from me. Especially
during this new normal we have seen over the past year plus.
Sincerely,
Steve Litwinowich