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TOWN OF BRE WSTER
Brewster, Massachusetts 02631
( 508) 896- 3701
GOLF COMMISSION
Minutes of March 9, 2021
Commissioners Present : Anne O ' Connell (Chair), Andrea Johnson (Vice- Chair), Carl Blanchard, John
Kissida, Wyn Morton, Jeff Odell , and David Valcourt
Others Present : Jay Packett, Director of Operations , Colin Walsh, Golf Course Superintendent, Donna
Potts (9-Hole Women ' s Assn), Sarah Robinson ( 18 -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 : littp : //video . breNvster- ma . gov/CablecastPLiblicSite/show/5288 ?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 the Starboard has taken a hit from the amount of play recently. Play will be
switched to the Port which will open this weekend and will be open until April 3 . Removal of
dead trees and stump grinding continues on both golf courses . No . 8 Port has been graded and
filled with fill from the DPW, the solar project at the driving range or compost had on site at no
cost . Sodding fairways and seeding into the roughs will begin . Some of the cart paths have been
patched . Bunker work resumes now that the ground has begun to thaw. Trees will be limbed
where needed . Some of the staff has taken last- minute vacation time . Aeration will begin on
Starboard on April 5 "; on the greens, tees and fairways . Equipment preparation is underway.
Sand, seed and fertilizer will be coming in shortly. Thirty-two and forty-week employees will be
coming back . The courses will be cleaned getting ready for the first mowing . Mark Landers
from Automatic Pump was in recently. Upgrades will be made in the pump house . The brush
pile will be ground by Daniels Recycling . Jeff Odell asked if fencing off the Starboard lot will
cause an issue . Colin Walsh does not consider it a problem . John Kissida reported on Starboard
18 there is a tree with the top broken and hanging down . Wyn Morton asked if cosmetic items to
be done are on the maintenance agenda ; Colin Walsh said broken fences and sagging ropes will
be addressed .
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Update on Irrigation Study
• Colin Walsh reported he has compiled the report from Brian Vinchesi of Irrigation Consulting,
John Kissida 's notes and his notes to determine if the points covered were addressed : what kind
of timeline is to be expected until the installation is done in order to be prepared? Can some of
the planning be done early? What are the costs according to this timeline? What are other costs
if the installation is moved forward? What are repair costs versus a new installation? What is the
potential regarding lost revenue if the golf course is closed ? Does the entire golf course need to
be closed, hole by hole or nine holes at a time? Can this timeline be broken down a little better?
Can some of this work be done in- season, can some be done in the winter? Issues with the
pumphouse : what can be done to mitigate flooding? Is there contouring around or berms , can he
break this down a little better? What are the risks in increasing the pressure back up to 135 psi?
The incorporation of new weather stations into the irrigation design : can we put two or three
stations evenly spaced across the golf course in order to get better averages and to better compile
data regarding more efficient watering , better conservation, etc , rather than one at the end of the
parking lot? John Kissida indicated this is a very good first step ; there is more to do regarding
the irrigation pressure test . He also said there were some interesting points raised regarding the
new 18 vs . the old 18 because of the way they are co -mingled, such as how the new 18 is
designed and problems especially with green approaches . Andrea Johnson said the report is very
detailed and interesting to read but more information is needed before moving forward . Anne
O ' Connell asked if Brian Vinchesi answered Colin Walsh 's questions , would everything the
Commission needs to know to make decisions regarding replacing the irrigation system be
covered . Colin Walsh believes it would . He thinks the biggest question is when and how much .
John Kissida said the Commission needs to know the difference between the 18 versus the 36 .
Brian Vinchesi made the point that two 18 -hole mongrel systems are being operated with very old
equipment; they are not a true 18 . The question is how make that work and make it logical . A lot
of pointed questions have been asked regarding items discussed at previous Commission
meetings in trying to make sure all questions would be addressed . Would 36 be the most logical
so there would be a full 36 holes not having the problems of the overlap of older and newer holes ,
and the changes in the design in the two pieces which have a tendency to cause some of the
existing problems . Jeff Odell said replacing the systems and what it will cost is being talked
about when he thought they were looking for an engineering study to determine whether
replacement is needed and what needs to be done , not when and how much . John Kissida said
Brian Vinchesi sees the wear point as the valves and not the piping as the weak link and is
addressing these issues as far as the weakest points . He and Colin Walsh are concerned about the
raising the pressure from 120 to 135psi and does that potentially create more breaks and weak
points in the system . Jeff Odell asked if the piping needs replacing or if replacing the heads and
valves would solve most of the issues . Colin Walsh said the piping itself is not the issue, it is the
heads and valves . The heads are a 1970 's design, old technology, the valves are brass and are
failing internally. By the time the valves that could possibly fail are replaced individually it could
get expensive . Putting pipe in the ground is not the most expensive part . Colin Walsh thinks you
could get five years out of the pipes as the wear on the inside of the pipes is negligible, the pipes
are thinner they used to be, and he thinks there ' s another five years of use in the system , stating
you can easily get twenty to twenty-five to twenty- seven years out of a system . Anything beyond
that is borrowed time . John Kissida said it isn 't necessarily the failure of the pipes , it is the
jointing of the pipes that is the weak link. Colin Walsh indicated the original installation was a
fantastic job . Typically, the failure is at the joints . They are not seeing that yet and will be
monitoring the system throughout the coming years . Carl Blanchard asked if the lifespan is based
on year-round operation as to the life expectancy of a system . Colin Walsh indicated the pipes
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being drained annually for four months of the year and going from pressure to depressure is more
detrimental than keeping the system at consistent pressure . A fully pressured system would
probably have a longer lifespan . Dave Valcourt thinks there is more breathing space than thought
at first . Replacement of the pipes will take two to three years to accomplish . As this is a major
issue, Anne O ' Connell thinks if the study comes in towards the end of April, further discussion
regarding the irrigation system needs to be at an off-business meeting . She is hopeful the
National Golf Foundation study will take the irrigation system into account in its analysis . Dave
Valcourt indicated when the information comes back regarding the maintenance facility both
requirements need to be considered as to which has the most risk and which one needs to be
slated first . John Kissida said Brian Vinchesi has been asked for information and associated costs
in order to lengthen the life of the system to give the Commission a better handle on what the cost
needs to be and what the schedule will be . Another question is can the forward tees be retrofitted
to reduce nitrogen? Anne O ' Connell asked if it is logical to wait until the irrigation system is
done . Colin Walsh said they go together. Carl Blanchard asked if an RFP needs to go out in
order to be included in a contractor ' s calendar. Colin Walsh indicated contractors are booked for
two or three years ahead .
• Director 's report :
Jay Packett sent out the financials, bringing attention to this year ' s revenues so far. There are
thirty- six new members since the first of year: eighteen residents and eighteen non-residents .
February was good for operations since much was accomplished during the first eighteen days of
the month when the course was closed . There were eight hundred fifty rounds played during the
days the course was open—there were 173 rounds on February 6 . John Kissida commented on
the good financials and loss of revenue because the driving range has been closed . Jay Packett
explained prep work is being done for the solar modules which should enable installation faster
than anticipated . John Kissida asked about a new line item ; environmental monitoring . Jay
Packett explained environmental monitoring is primarily for the Pleasant Bay Watershed, making
sure our nitrogen levels are staying where they need to be and doing our role as far as the
agreement states . This line item is new and pays the appropriate contractor. John Kissida asked
if this is part of the wastewater initiative and if it should come out of the town budget . Jay
Packett will research this and get back to the Commission . Dave Valcourt asked how COVID
impacts the pro shop . The Pro shop has received a good amount of merchandise and is moving
forward as if it is any other year. Jay Packett will contact the Director of Health to determine
when the Pro Shop can open and how many people can be in the Pro Shop . Previously, staff were
counted as part of the allowable number of people in the building . Jay Packett thinks 10 to 12
people at a time should be allowed . Jay Packett and Steve Knowles have talked about featuring
merchandise outdoors for those not comfortable in the building . Staff should be coming back
starting Sunday, March 21 . Clerks are coming back and will be scheduled . Starters will not be
back until 36 holes are open. Rangers are anticipated to return towards the middle/end of April .
Anne O ' Connell asked about the new members . The majority of the out- of-town members are
from Harwich and Chatham . The Chelsea point system is up and running . Bookings are based
on tee times, not the number of holes to be played . Back 9 tee times will be handled by email as
before . When tee times are no longer restricted, walk-ons will be allowed . The Cape Cod Men ' s
Club will be scheduled for 24 players on June 10 as a modified shotgun . The Mid Cape Men ' s
Club will be scheduled for October 12 .
A motion was made by Andrea Johnson, seconded by Jeff Odell to approve the addition of the
Cape Cod Men 's Club to the calendar on June 10 for 24 players and the Mid- Cape Men ' s Club on
October 12 . Motion passed unanimously.
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Jay Packett received a phone call from Bill White cancelling the Martha White Tournament on
Saturday, May 1 , for this year.
Anne O ' Connell received an email re tee time allocations . She suggested before making an
allocation decision, a philosophical discussion should be held and then smartly communicated to
the membership . There is a formula in place that cannot be changed unless approved by Town
Hall . This matter should be discussed at the next meeting .
Update on Solar Project :
• Scheduling at the driving range was previously discussed. Regarding the parking lot, the
surveyors have been in and indicated where the footings and the foundations will go ; the drilling
rig was dropped off today at the furthest west end of the parking lot . Drilling is expected to start
next Monday. Jay Packett met with the project manager this morning regarding channels of
transportation to be left open. Fencing will be moved as needed . Work is anticipated to be done
Monday through Saturday, scheduled as necessary on a monthAo -month basis through the
month of April . The biggest concern is the month of May for construction on the weekends .
The stop date is before Memorial Day. Saturday workdays will be scheduled as necessary for
the month of May. This Friday there is a Zoom meeting with the contractors to clarify
construction scheduling . Jeff Odell has been monitoring the parking and assumes the south lane
will stay open. Jay Packett reported on the drilling schedule and parking availabilities . Jay
Packett thinks the golfers will park appropriately as work in the parking lot will be done in
sections . Dave Valcourt suggested encouraging carpooling among the members . John Kissida
asked about a completion date for the range ; Jay Packett said it appears the hard end date was
supposed to be March; there are no penalties for passing that date . John Kissida asked if the
contractor had given any date for completion . Jay Packett said the project manager said the end
of the month without giving any specific date, and he will speak to her about this . Colin Walsh
stated the soil taken from the parking lot will be used to fill a sinkhole on 12 Starboard . John
Kissida suggested damage done by parking on the lawn should be paid by the contractor; Jay
Packett is aware of this issue and will discuss it with the contractor in the very near future .
Strategic Planning Updates :
• Jeff Odell had nothing further on the solar but confirmed the project manager told him it should
be built by the end of March . Regarding the parking lot and the cart barn, the large sink hole by
the gate facing the practice green is not in the plan until capital items go before the fall town
meeting which puts it off for a year.
• Carl Blanchard reports nothing new since the last report . Jay Packett reported site visits by
HVAC contractors , and he is expecting bids shortly. The bids are due on Friday at 4 p .m .
• Wyn Morton reports things in process on the side of marketing suggestions from Jen Defoe
regarding social media and advertising . Web site additions are in process . Carl Blanchard
submitted an article about the Dew Sweepers . Wyn Morton will be happy to receive any articles .
The annual report is finished and has been sent to town hall, but not yet to the members .
• Anne O ' Connell advised that the 2019 town report has not yet been published , and the 2020
report will not be published any time soon. As a start-off to the season, she feels presenting a
pared-down version of the town report to the members would present an excellent communication
piece .
• John Kissida , Colin Walsh, Jay Packett and Andrea Johnson are working on the irrigation.
Andrea Johnson will start working on the forward tees with John Kissida when she returns from
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Florida .
• Dave Valcourt needs to meet with Carl Blanchard to go over their swim lane structures as well as
capital equipment . He asked if the fall meeting will cover plans and requirements ; and if
necessary, could this be added to the spring meeting as well . He reviewed the purposes of the
swim lanes and asked if the concept is workable . The next update will be the first meeting in
April .
• Jay Packett reported working with Richard Singer from the National Golf Foundation who is
waiting for menus from the restaurant for their analytics . The analysis for FYI — FY20 is
complete and the FY21 analysis is in progress . They spoke about the restaurant , pavilion and
patio . Jay Packett asked Richard Singer when the report would be available and was advised it
will be between the 15 ' and the 171` Anne O ' Connell asked if the report would be available for
the meeting of March 23 . Anne O ' Connell would like the report to be available in a timely
manner for the Commission to review before the next meeting . Peter Lombardi expects
information regarding the golf course becoming an enterprise account to be included . Anne
O ' Connell will hold this as a possibility to be the only discussion at the meeting of March 23 .
Questions and comments from Associations and liaisons :
• Donna Potts asked Jay Packett if the June 101" event will interfere with 9-hole play in the morning
and was advised that it will not .
Refund Request :
• Anne O ' Connell received a request for a refund from an individual who had signed up for a 2.
year membership and was unaware that The Captains offered a discount for military-related
disabilities which he did not find out until he received an e-mail regarding this year 's
membership . He is asking for a refund for the 20 -21 membership year. Anne O ' Connell reported
there is no written information regarding the military discount .
A motion was made by Jeff Odell , seconded by John Kissida to approve the approval of this
request .
Jeff Odell asked if since the discount has not been adequately conveyed and the gentleman
involved was unaware of the discount, should the Commission consider a refund for both of his
membership years? Anne O ' Connell feels the refund request should be approved as presented .
Discussion followed . Jay Packett stated it is a 51 % disability to be eligible for the discount . He
will get language together to be inserted into the information guide where appropriate .
Motion passed unanimously.
Review and approve minutes :
• John Kissida noted a duplication on page 3 referring the NGF and the irrigation designer, and it is
not written that he made a comment that he and Andrea Johnson had participated in the irrigation
meetings ; on page 4 he mentions about the colors at the bottom of the first piece- -it appears he
was in error and the last line and a half should be stricken . Jeff Odell indicated at the bottom of
page 3 , the company name is DSD . Colin Walsh reported his report should read tree and stump
work is being done ; under the consultant 's study the name is Tim Gerrish .
A motion was made by John Kissida , seconded by Wyn Morton to approve the minutes of the
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meeting of February 16 , 2021 as amended . Motion passed unanimously.
Topics the Chair did not reasonably anticipate :
• None .
Future agenda items and meetings :
• Philosophical discussion of the tee time allocation system .
• National Golf Foundation report .
A motion to adjourn was made by John Kissida , seconded by Andrea Johnson, to adjourn the meeting .
Motion passed unanimously. The meeting was adjourned at 5A5 pm .
Respectfully submitted,
Dorothy Vesperman
Department Assistant
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