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Home My Public Portal AboutGolf Commission -- 2021-09-28 Minutes \\\ 0E Wnsi//ii,,, g r � = 0 — N /CRPpAA1 \\\\ AA��A��O�� 1 ' 14'sl � 415 TOWN OF BREWSTER Brewster, Massachusetts 02631 ( 508) 896- 3701 GOLF COMMISSION Minutes of September 28 , 2021 Commissioners Present : Anne O ' Connell (Chair), Rob David, John Kissida, Wyn Morton, Jeff Odell, and David Valcourt Others Present : Jay Packett, Director of Operations, Colin Walsh, Golf Course Superintendent, Rob Harris (CCMGA) , Sarah Robinson ( 18 -Hole Women 's Assn . ), Donna Potts (9-Hole Women 's Assn . ), Bill Meehan (Finance Committee Liaison), Peggy McEvoy, (President, The Friends) and John Attanucci . THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at: http ://video . brewster- ma . gov/CablecastPublicSite/show/5657 ? channel = l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Friends of Captains : • Anne O ' Connell welcomed Peggy McEvoy as the president of The Friends of The Captains who reviewed the goals and projects of The Friends . Discussion and comments followed . Public Comment : • John Attanucci referred to an email he sent and will be recognized at an appropriate time during the meeting given the time available . Course Operations Questions and Concerns : • None . Update FY22 Capital Planning : • Jay Packet and Anne O ' Connell had a meeting with Peter Lombardi , Mimi Bernardo and Donna Kalanick to go over the initial FY22 capital requests . The original requests and revised requests were highlighted in a packet presented to the commission . Jay Packett reported on Capital 1 Planning for FY22 , highlighting a few items addressed in the revised future projections sheet . The adjustment line in FY21 refers to revenues which now coordinates with the town . Jay Packett ' s goal is to have complete transparency monthly, and he is working with Mimi Bernardo to make sure that his presentations are accurate . Moving forward to FY22 capital projects there were a few adjustments . The main theme that came out of the meeting was determining if all projects can be done before the end of the fiscal year; Donna Kalanick is the procurement officer and will handle the bids and quotes for the golf course as well as for the other departments in town and as such she needs to have her attention on all departments . If she were to try to get everything accomplished for the golf course , she might be pulling her attention away from other departments . In view of this , several adjustments were made : the amount of equipment replacement was reduced by $25 ,000—the sand rake has been removed, the laser box level being more important . Tee box renovations have been removed as some of these renovations can be done " in house . " Under restaurant HVAC , new technologies do not work with the older technologies . Jay Packet met with Rise Engineering, Tom Thatcher, Director of Buildings and Maintenance, as well as the HVAC company that installed the new evaporator coils and trained technicians . There will be a meeting with all of the above regarding replacement of the furnaces . Hopefully when all is done , the HVAC system will be working at 100 percent capacity. Clubhouse surrounding improvements have been removed from the request : it was a large , costly project and could not be accomplished in one winter. He feels that breaking down parts of this project and bringing them forward individually would be an easier way to get approval even though it might take longer for the projects to be completed . The new CIP ' s will be ready to be presented to the Selectboard and Finance Committee next week . Bill Meehan offered to attend any meetings where he might be useful . Anne O ' Connell explained the use of the money allotted for the capital requests is not a fiscal year issue, and once the money is given the funds cannot be taken back . The most important projects need to be done in the off- season . Discussion of various plans and projects followed . Most importantly a master plan needs to be in place . Planning for 2022 Golf Season : • Anne O ' Connell spoke about resident and non-resident members . Jay Packett recommends non- resident memberships not be accepted for calendar year 2022 ; those currently a member in 2021 would be " grandfathered in" and have the ability to join in 2022 . Course operations will be reviewed in a year. There will be a waitlist . Discussion followed. • A motion was made by Jeff Odell, seconded by John Kissida , that from tonight going forward applications for new non-resident memberships not be accepted and only renewals from current non-resident AFP players be accepted . Discussion followed . • An amended motion was made by Jeff Odell, seconded by John Kissida , that from tonight going forward applications for new non-residents not be accepted, but to allow current non-residents to renew into any category they choose, with the exception of non-resident junior memberships . Discussion followed . Motion passed 6 -0 . • Jeff Odell suggested sending an email to the members explaining the commission 's reasons for the change in the current renewal policy. Discussion followed . • Anne O ' Connell discussed the tee time allocation numbers she put together, assuming the membership numbers stay the same $ rates should be increased by 3 percent across the board (taken from the NGF report) yielding a revenue of $ 1 . 37 million ; the projected FY22 budget expenses are $ 3 . 6 million, the projected capital is $682 thousand, yielding $4 . 3 million . • Jay Packett presented an overview assuming various rate changes and membership attrition ; he then presented a flat dollar increase across all memberships including an estimated 5 per cent membership reduction in all categories . Brewster resident early membership increases to $ 1 , 300 2 per year; morning resident memberships increase to $ 1 , 000 ; twilight resident membership increases to $ 700 ; collegiate resident membership increases to $ 500 , junior resident membership increases to $250 . Assuming a 5 per cent decrease in memberships the total would be $ 805 , 695 . Early non-resident membership increases to $2000 ; twilight non-resident membership increases to $ 1 ,000 ; collegiate non-resident membership increases to $700 ; junior non-resident membership increases to $ 350 , resulting in a non-resident revenue of $726 , 370 , giving a total of $ 1 , 532, 065 which would be an increase of $ 193 , 636 from calendar year 2021 . Discussion followed . Jay Packett will provide the commission with a spreadsheet showing these figures . Questions and comments from Associations and liaisons : • None . Topics the Chair did not reasonably anticipate : • John Attanucci discussed the fees previously presented, increasing guest green fees and implementing cancellation fees for "no shows . " Future agenda items and meetings ( 10/12, 10/26) : • Continuing discussion on the 2022 season . • Capital update . A motion was made by Rob David, seconded by John Kissida , to adjourn the meeting . Motion passed 64 The meeting was adjourned at 5 : 59 p .m . Respectfully submitted, Dorothy Vesperman Department Assistant 3