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Home My Public Portal AboutGolf Commission Packet 08.10.21 MEETING NOTICE TOWN OF BREWSTER GOLF COMMISSION Location: Remote Participation Only Date: August 10, 2021 Time:4:00 PM \\�\\\11411VIH11I Iq$UI!!//1 p $pEW&.., o/% 4p•�1�5 COt� \\ �P� a O u a. > /��////111UUIIIIlIg1l1UR\1\\\\\ BkE�� V Jay Packett This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts Director of Operations of 2021. No in-person meeting attendance will be permitted.If the Town is unable to live broadcast this Colin Walsh meeting,a record of the proceedings will be provided on the Town website as soon as possible.The Course Superintendent meeting may be viewed by:Live broadcast(Brewster Government N Channel 18),Livestream (livestream.brewster-ma.gov),or Video recording(tv.brewster-ma.gov). When required by law or allowed by the Chair, persons wishing to provide public comment or Golf Commission otherwise participate in the meeting, may do so by accessing the meeting remotely, as noted on our Anne O'Connell posted agenda. Chair Meetings may be joined by: Andrea Johnson 1. Phone:+1312 626 6799 or+1929 436 2866 vice Chair Webinar ID: 8814407 8985 John Kissida Passcode:049087 Wyn Morton To request to speak:Press*9 and wait to be recognized. Jeff Odell 2. Zoom Webinar: https://us02web.zoom.us/j/81520911334_?t)wd=UUxEOU1vMVBRNkEIR051Wk1qcc David Valcourt VROdz09 The Captains Golf Course 1000 Freeman Way Passcode:049087 Brewster,MA 02631 To request to speak:Tap Zoom"Raise Hand"button,then wait to be recognized. (508)896-1716 www.CaptainsGolfCourse.com AGENDA • Call to Order • Public Comment • 5 Year Capital Plan • Course Operations Questions and Concerns • Questions and Comments from Associations and Liaisons • Future Agenda Items and Meetings (8/24,9/13(Joint with Select Board),9/14) • Adjourn Date Posted: Date Revised: Received by Town Clerk: TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2022 - FY2026 NEW REQUEST FORM PROJECT NAME: Department Priority Ranking: # Original Dept.Request: $ 25,000 (1 = highest, 2 =second highest, etc) TA's Rec.for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Golf Retained Earnings Project Description: This is to replace a flat top grill,a deep fryer,a convection oven with 6 burner stovetop and double door fridge for main kitchen. Project Justification and Purpose: The kitchen equipment is owned by the Town and it is the Town's responsibility to replace. The above referenced equipment is original to the 1999 opening of the new clubhouse. It is well beyond its normal useful life. Cost Estimate& Timing: The cost is estimated based on estimates from a vendor.We would look to make the purchase in the winter of 2021/2022. Estimated Annual Cost or Savings of Operation and Maintenance: There would be some annual cost savings in the initial years resulting from less R&M. Repair costs for the current fridge have been at least $3,000 over the 1past 4 y ears. Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2022 $25,000 2023 2024 2025 2026 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2022 -FY2026 NEW REQUEST FORM PROJECT NAME: Department Priority Ranking: # Original Dept.Request: $ 15,000 (1 = highest, 2 =second highest, etc) TA's Rec.for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Retained Earnings Project Description: Range Equipment and balls Project Justification and Purpose: These monies would be used to purchase new range balls and equipment that need re lacement due to the increased demand at the driving range. Cost Estimate& Timing: Range balls-$10,000.Range ball picker-$5,000.Items would be purchased in late winter 2022. Estimated Annual Cost or Savings of Operation and Maintenance: The replacement of the medium-duty picker to a heavy-duty picker would save money on continuous repairs made by the maintenance department.New range balls would allow us to stop purchasing replacement balls for the current ones that are in terrible shape.This would also enhance our image at the driving range._ Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2022 $15,000 2023 2024 2025 2026 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2022 -FY2026 NEW REQUEST FORM PROJECT NAME: Department Priority Ranking: # Original Dept.Request: $20,000 (1 =highest, 2 =second highest, etc) TA's Rec.for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Retained Earnings Project Description:Maintenance Facility Study Project Justification and Purpose: The purpose of this study would be to determine what repairs/upgrades need to be made to the existing maintenance building and vehicle washdown area.As the buildingages we need to know that the conditions are safe for our em to ees. Cost Estimate& Timing: $20,000 with the study being conducted during the winter/spring 2022. Estimated Annual Cost or Savings of Operation and Maintenance: This study will help us understand how to be more energy efficient which will lead to lower electric bills moving forward. Safer conditions will also create an environment that could prevent possible accidents, leading to savings from medical bills. Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2022 $20,000 2023 2024 2025 2026 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2022 -FY2026 NEW REQUEST FORM PROJECT NAME: Department Priority Ranking: # Original Dept.Request: $ 25,000 (1 =highest, 2 =second highest, etc) TA's Rec. for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Retained Earnings Project Description: Purchase of 20 sets of rental clubs Project Justification and Purpose: Our current rental clubs are in disrepair.The purchase of new sets would result in an increase of pro shop purchases and would create a better golfing eg erience for customers who are not able to travel with their own clubs. Cost Estimate& Timing: $25,000—winter of 2022 Estimated Annual Cost or Savings of Operation and Maintenance: The new clubs would generate revenue for the pro shop.We would save money by not having to repair/replace broken or lost clubs from our current sets. Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2022 $25,000 2023 2024 2025 2026 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2021 -FY2025 NEW REQUEST FORM PROJECT NAME: Sink Hole repair Department Priority Ranking: Original Dept.Request: $40,000 (I =highest, 2 =second highest, etc) TA's Rec.for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Golf Retained Earnings Project Description: This is to repair the sink holes in the cart barn and the parking lot. Project Justification and Purpose: The sink holes in the cart barn and the parking lot are both safety hazards. Cost Estimate& Timing: $40,000—November 2021 —March 2022. Estimated Annual Cost or Savings of Operation and Maintenance: The repair will result in safer conditions,which may result in savings in the event of an accident. Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2021 2022 $40.000 2023 2024 2025 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2022 -FY2026 NEW REQUEST FORM PROJECT NAME: Department Priority Ranking: # Original Dept.Request: $ 80,000 (I = highest, 2 =second highest, etc) TA's Rec.for FY22: $ Submitted by: Jay Packett Department: Golf Proposed Funding Source(s): Retained Earnings Project Description: The purpose of this project would be to make improvements to the first tee, starter's shed and bag drop areas. Project Justification and Purpose: Making improvements to these areas would not only make the facility look better,but it would improve efficiency.We would be looking to improve signage, fencing and a better overall traffic pattern. The starter's shed needs some wood replacement, roof replacement or cleaning,and painting. Since both golf courses begin at the same spot this area is viewed by all players and should reflect that of a top notch facility Cost Estimate& Timing: $80,000—timing would be late fall 2021 through early spring 2022 Estimated Annual Cost or Savings of Operation and Maintenance: These projects would save money annually by cutting repair costs to maintain the building and signs.Customer satisfaction could potentially lead to more revenue for the course from return customers. Fiscal Year Dept.Request/Proposed TA Recommended/Plan 2022 $80,000 2023 2024 2025 2026 SWIM LANE#1 CAPITAL EXPENSE RECOMMENDATIONS 2022 RECOMMENDED PLAN DIFF TEE IMPROVEMENTS $20,000 0 $20,000 INCLUDE 2 FORWARD TEES,TEE LEVELING, MISC. CLUBHOUSE SURROUNDS IMPROVEMENTS $80,000 $20,000 $60,000 INCLUDE THEME,SIGNAGE, FENCING, BAG DROP AREA,STARTERS SHED, FIRST TEE AREAS TREE WORK AND GRINDING $35,000 0 $35,000 WATER DIVERSION - IRRIGATION PUMP STATION PROTECTION HYDROLOGIC ANALYSIS STUDY $10,000 0 $10,000 MAINTENANCE BUILDING STUDY $20,000 $10,000 $10,000 EVALUATION STUDY INCLUDES VEHICLE WASHDOWN $135,000 IRRIGATION WELL RECONDITIONING $55,000 $55,000 0 SINKHOLE REPAIR $40,000 $40,000 0 CART PATHS $40,000 $40,000 0 Future Projections-rev.08/09/21 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 REVENUES: Actual Actual Actual Projection Projection Projection Projection Projection Projection Projection Projection Projection Season Passes $ 986,785 $ 1,293,344 $1,089,751 $1,086,906 $ 1,100,492 $1,114,248 $ 1,128,177 $ 1,142,279 $1,156,557 $1,171,014 $1,185,652 $1,200,473 1.25% Green Fees $1,691,233 $ 1,519,109 $2,243,811 $1,800,000 $ 1,822,500 $1,845,281 $ 1,868,347 $ 1,891,702 $1,915,348 $1,939,290 $ 1,963,531 $1,988,075 1.25% Cart Fees $ 631,559 $ 535,807 $ 839,701 $ 588,000 $ 696,500 $ 705,308 $ 714,124 $ 723,050 $ 732,089 $ 741,240 $ 750,505 $ 759,886 1.25% Driving Range $ 131,768 $ 111,033 $ 189,851 $ 132,000 $ 133,650 $ 135,321 $ 137,012 $ 138,725 $ 140,459 $ 142,215 $ 143,992 $ 145,792 1.25% Pro Shop Revenues $ 277,232 $ 203,224 $ 260,073 $ 300,000 $ 303,750 $ 307,547 $ 311,391 $ 315,284 $ 319,225 $ 323,215 $ 327,255 $ 331,346 1.25% Restaurant Rent $ 37,452 $ 28,202 $ 10,000 $ 42,000 $ 45,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 $ 50,000 Miscellaneous $ 3,045 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Solar Canopy Lease $ $ $ $ 22,000 $ 22,000 $ 22,000 $ 22,000 $ 22,000 $ 22,000 $ 22,000 $ 22,000 $ 22,000 TOTAL REVENUES $3,759,074 $3,690,719 $4,633,186 S 4,070,906 $4,123,992 $4,179,705 $4,231,051 $4,283,039 $4,335,677 $4,388,973 $4,442,935 $4,497,572 EXPENSES: Wages $ 1,366,011 $ 1,284,723 5 1,414,854 $ 1,478,468 $ 1,508,037 $1,538,198 $ 1,568,962 $ 1,600,341 $ 1,632,348 $ 1,664,995 $1,698,295 $1,732,261 2.0% Operating Expenses S 872,582 $ 704,727 $ 893,708 $ 940,482 $ 949,887 $ 959,386 $ 968,980 $ 978,669 $ 988,456 $ 998,341 $1,008,324 $1,018,407 1.0% Pro Shop Purchases $ 204,440 $ 163,795 $ 189,018 $ 230,000 $ 232,300 $ 234,623 $ 236,969 $ 239,339 $ 241,732 $ 244,150 $ 246,591 $ 249,057 1.0% Fringe Benefits $ 528,183 $ 543,203 $ 496,020 $ 628,598 $ 660,028 $ 693,029 $ 727,681 $ 764,065 $ 802,268 $ 842,381 $ 884,501 $ 928,726 5.0% OPEB $ - $ - $ 17,277 $ 21,000 $ 21,420 $ 21,848 $ 22,285 $ 22,731 $ 23,186 $ 23,649 $ 24,122 $ 24,605 2.0% Liability&Property Insurance $ 72,019 $ - $ 71,827 $ 78,834 $ 79,622 $ 80,419 $ 81,223 $ 82,035 $ 82,855 $ 83,684 $ 84,521 $ 85,366 1.0% Town Hall Indirect Costs $ - $ - $ 114,967 $ 129,324 $ 132,557 $ 135,871 $ 139,268 $ 142,749 $ 146,318 $ 149,976 $ 153,726 $ 157,569 2.5% Compensated Absences $ - $ - $ - $ 15,000 $ - $ - $ - $ - $ - $ - $ - $ - Contractual Obligations $ - $ - $ - $ 39,529 $ - $ - $ - $ - $ - $ - $ - $ - Expansion Debt Service Interest $ 61,637 $ 31,837 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Expansion Debt Service Principal $ 775,000 $ 810,000 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ Short Term Debt Principal $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - ShortTerminterest $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - Capital-Discretionary $ 52,617 $ 88,708 $ 65,077 $ 100,000 $ $ $ $ $ $ $ $ TOTAL EXPENSES $3,932,489 $3,626,993 $3,262,747 $3,661,235 $3,583,852 $3,663,374 $3,745,368 $3,829,930 $3,917,164 $4,007,176 $4,100,079 $4,195,990 Su lus/Deficit $ 1173,415 $ 63,726 $1,370,439 $ 409,671 $ 540,141 $ 516,331 $ 485,684 $ 453,109 $ 418,513 381,797 342,856 301,S82 Capital Needs: FY 2020 FY 1 FY 2022, FY 7023 FY 2024 FY 2025 FY 2,026FY 202,7 IFY 2028 FY 2029 FY 2030 Equipment Replacement $ 70,708 $ 242,000 225,000 290,000 225,000 180,000 150,000 S 150,000 150,000 150,00 Irrigation System-Expansion Holes 153,109 153,109 153.109 S 153.109 153,109 153,109 $2.2M bond over 20 yrs @ 3.5% Irrigation Sstem-Original Holes _ 208,785 3M bond over 20 yrs @ 3.5% Consultant reports $ 40,000 $ 20.000 Irrigation Wells Reconditioning 55.000 50,000 Clubhouse trim and gutterrepair 20,000 Maintenance Facility Upgrades 130,000 S 127.000 124,000 121,000 $ 118,000 $ 115-000 $SM 10 yr shortterm bond @3% Sink Hole Repair 40000 Cart Path Improvements $ 40,000 $ 120,000 Tee Box Renovations 20,000 Bunker Renovations Clubhouse Painting 30,000 Restaurant HVAC 50,000 Clubhouse roof $ 60,000 Pavilion Pro Shop Carpeting $ 25,000 Clubhouse Window&Door Replace $ 50,000 Kitchen Equipment Replacement 20,000 Rental Clubs 24,000 Range Balls/Equipment $ 15.000 First Tee Starters Shed 80.0D0 Brush Pile $ 20,000 Irri ation Design/Scope of Work Tree WorVGrincling 35,000 Water Diversion/Pump House Protection $ 10,000 Other $ 18,000 Total Capital Annual Improvements 88.708 $ 110,000 697 000 375,000 340 $ 568,109 $ 460,109 $ 427,109 $ 424,109 $ 421 109 $ 626 894 Retained Earnings: FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Beginning Retained Earnings $ - $ - $ 63,726 $1,434,165 $1,146,836 $1,311,977 $1,488,307 $1,405,882 $1,398,882 $1,390,287 $1,347,974 $1,269,721 Plus:Current Year Surplus/(Deficit) $ 63,726 $1,370,439 $ 409,671 $ 540,141 $ 516,331 $ 485,684 $ 453,109 $ 418,513 $ 381,797 $ 342,856 $ 301,582 Less:Non-Budget Capital $ $ $ $ (697,000) $ (375,000) $ (340,000) $ (568,109) $ (460,109) $ (427,109) $ (424,109) $ (421,109) $ (626,894) Ending Retained Earnings $ $ 63,726 $1,434,165 $1,146,836 $1,311,977 $1,488,307 $1,405,882 $1,398,882 $1,390,287 $1,347,974 $1,269,721 $ 944,409