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Home My Public Portal AboutGolf Commission -- 2021-01-05 Minutes 5 \\\a\\anuuu��umum�io, _ r Cr `' = ° J PqF 19 , it \\\\8\ TOWN OF BREWSTER Brewster, Massachusetts 02631 ( 508 ) 896- 3701 _ 71 GOLF COMMISSION Minutes of January 5, 2021 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. ), Rob Harris (CCMGA) , Donna Potts (9- Hole Women ' s Assn) and Bill Meehan (Finance Committee liaison) . THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at : http : //video . brewster- ma . gov/CablecastPublicSite /show/5122 ? channel = l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Director 's report : • Mark O ' Brien reported on the consultants ' studies . The National Golf Foundation has been selected . The contract was sent out today. Three consultants submitting proposals were Indigo Golf Partners which was formerly Billy Casper Golf, the National Golf Foundation and J. J . Keegan . Prices were similar, Indigo was the low price . After checking references, Indigo was disqualified . National Golf Foundation was the next lowest price; their references were good . The selection process took longer than anticipated, causing the date to be pushed back from February 15 to at least March I or 15 to give National Golf Foundation enough time to prepare their report . Discussion followed . • Jay Packett reported a request for an outing from the Eastham Chamber of Commerce for September 16 for a 1 p .m . shotgun start . • A motion was made by Andrea Johnson, seconded by Wyn Morton to amend the calendar to include the Eastham Chamber of Commerce . Motion passed unanimously. • Jay Packett reported since the beginning of the year there have been six requests for group outings throughout 2021 . • Colin Walsh reported the winter maintenance program is proceeding on a reduced schedule . The memorial bench for 18 Starboard will be installed in May. • Mark O ' Brien reported it was another record month for play in December. There were 2 , 500 1 rounds played ; a little over 2 , 000 rounds were member rounds . The previous high for the month of December was 2090 rounds . The yearly total is 84 , 758 rounds ; last year was 73 ,416 rounds . This is the most total rounds played since 2006 . Discussion followed . • Mark O ' Brien reviewed the tee time allocation formula . Member play was 48 , 648 rounds this year compared to 38 ,492 last year. Members are playing more . In the past, Mark O ' Brien has always felt the business model was based on 2/3 of the revenue needing to come from outside play with 1 /3 coming from membership , allowing the annual fees to be maintained at a reasonable rate . If the allocation is changed to more member times , it will cut into outside play, requiring an increase in member fees , i . e . a 15 to 20 per cent increase as opposed to the current 3 to 5 per cent increase . The level of play needs to be reviewed : is it going be maintained or is it going to drop off as the world gets back to normal ? It appears that working from home and being able to do less will probably allow play to remain up for 2021 . He would hesitate to make any changes . Tee time allocation formulas and projections were discussed, and caution is recommended in making any drastic changes going forward . Anne O ' Connell said based on her reading of the Town ' s By- Laws, any change in the tee time formula would have to be approved by the Board of Selectmen. Discussion followed . Mark O ' Brien recommends keeping the current allocation practice in effect at least through February and probably through March. • Anne O ' Connell read a question asking about rates and increases . Mark O ' Brien thinks his 10 - year projection, which will be reviewed by the National Golf Foundation when they do their report, will be a good guide as to what can be expected as far as rate increases needed to continue to be solvent . Consistent small increases would be preferred . There was a discussion of possible future debt , options for short-term borrowing and leasing equipment . Bill Meehan suggested the golf course keep the town ' s finances in mind . Rob Harris asked for Mark O ' Brien ' s thoughts on the reserve account. Discussion followed . Events for charities were discussed—available tee times were considered . When approved, the charities raised money and the golf course brought in greens and cart fees . Captains rates for these events are comparable to those of other golf courses . The number of these events has gone down over the past several years and are currently being booked at private clubs . The only college event at Captains is the NEIGA . In that regard, reaching out to the younger golfer is recommended . Captains is hosting Mass Am qualifier this year. The Captains could host the Mass Open and would do well with a state tournament . • Regarding the Chelsea System , as far as the non-member bookings go , the requirement for an account and a password is difficult . Once logged in bookings are easy. On the member side, the lottery system works well . Costs for other systems have not been investigated . • The back- 9 issues requiring tee times have not been solved . Jay Packett will reach out to Chelsea . Points for back- 9 players will be reviewed. Discussion followed . • Rob Harris brought up point allocations especially for twilight members . Mark O ' Brien said this needs correcting . This matter will be discussed at a future meeting . • Wyn Morton asked if Chelsea can determine if players booking on line are booking at Captains because of marketing presentations at various websites . Jay Packett will inquire when he speaks with Chelsea . • John Kissida asked for an update on the irrigation project . The contract for the irrigation study has been signed and Mark O ' Brien told the contractors they could start work . Colin Walsh will be handling this and so far has not heard anything . John Greene will be working on this project . Mark O ' Brien will reach out to Irrigation Consulting to determine a timeframe . Strengths, Weaknesses , Opportunities , Threats memo , • None . 2 Questions and comments from Associations and liaisons : • None . Review and approve minutes : • Anne O ' Connell reported there is no mention of the Friends Tournament under events . • Under FY 2022 budget review and vote, change there is no contract to there is a one-year contract currently in place . • A motion was made by Jeff Odell, seconded by Wyn Morton, to approve the minutes of December 22 , 2020 as corrected. Motion passed unanimously. Topics the Chair did not reasonably anticipate : • Solar carport construction . • Jay Packett spoke with Peter Lombardi yesterday regarding filling his position . He received an email from Susan Broderick which he approved, with a job description and posting to fill his position with a salary range . This will be an internal posting for the first ten days and then an external posting, with Susan Broderick ' s approval , inviting anyone interested to apply. The external posting will be forwarded to the New England PGA , the PGA of America and other outlets . The anticipated closing date will be January 29 . • Peter Lombardi is working on the job description for the department assistant. • Anne O ' Connell thanked Mark for his all his work and all the information he shared with the commission. • Mark O ' Brien noted Dottie Vesperman will be stepping down as department assistant and thanked her for her work . Future agenda items and meetings : • Chelsea points . . . A motion was made by John Kissida , seconded by Andrea Johnson, to adjourn the meeting . Motion passed unanimously. The meeting was adjourned at 5 : 41 pm . Respectfully submitted, Dorothy Vesperman Department Assistant 3