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Home My Public Portal AboutGolf Commission -- 2022-01-25 Minutes V4S GO��' n E W QQ 4 f"'t gtDER 64 �� G = kfie M o - Sys —Ap� > " 0 44# N = ti �f EVe e P0Aieo \\ \\\\ $REWSTG� TOWN OF BREWSTER Brewster, Massachusetts 02631 ( 508) 896-3701 GOLF COMMISSION Minutes of January 25, 2022 Commissioners Present : Anne O ' Connell (Chair) , Andrea Johnson (Vice-Chair), Rob David, John jj Kissida , Wyn Morton, and David Valcourt . Others Present : Jay Packett , Director of Operations , Colin Walsh, Golf Course Superintendent, Rob Harris (CCMGA) , Donna Potts (9 -Hole Women ' s Assn), Sarah Robinson ( 18 -Hole Womenis 'AAssn) and Bill Meehan (Finance Committee Liaison) . THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED . The meeting may be viewed at : https : //reflect-brewster-ma . cablecast .tv/CablecastPublicSite/show/5823 ?channel= l Anne O ' Connell called the meeting to order at 4 : 00 pm after reading remote meeting guidelines and procedures . Directors Update : 4 • Budget is solidified other than indirect costs - requesting $ 3 , 942 ,746 . A 7 . 69 percent` increase overall - Health insurance costs have increased 22 . 57 percent ( spread sheet available) . Budget to be presented to the select board and finance committee on the 9th of February . • There has been a full inspection of the pavilion roof and the rest of the property roofing as well . Overall, the roof is in decent shape . There were some suggested short term minor repairs , however 2- 3 more years before a new roof should be included in the capital plan . Minor roof repairs to be fixed in the short-term to be absorbed by the operational budget . Interior pavilion ' s drop -dead deadline of March 15th to finish. Roof is currently slated to be replaced in fiscal year 2025 . Kudos to Rob David for assistance in the roof repair process . • Administrative Assistant update : an offer has been put out to an individual and has been accepted, no more can be said at this time . • Pump Station Protection Study update : John Kissida created a draft RFP and along with Colin Walsh ' s input has been sent over to Donna Kalinik at Town Hall . • Maintenance Building Update — John Kissida assisted in acquiring the services of an architect to assist in future Maintenance Facility Study . Money will not need to be approved until the annual town meeting this May . • Course Operations Questions and Concerns - Jay update on Sean Gannon event has been moved to the fall by the group organizing it . Kudos to 18 -hole Women ' s association for their help and 1 flexibility in organizing a new date in October . October 4th or 21 st are dates being deliberated on. Discussion followed . Strategic Planning Updates : • Anne O 'Connell shared Jeff Odell ' s report the last electrical pole has been installed by Verizon and waiting for Eversource to complete connections . Discussion followed for a timeline of completion. Jeff, Steve Knowles and Pat Fannon are working on a driving range "Wishlist", and the consensus has been the need to improve the teaching facilities . • Anne O ' Connell recognized John Kissida - Discussion followed on the scope of the Pump Station Protection RFP — a rough scope was put together and asked to be review by the Director of Public Works and he will help identify what storms we got flooding on . Maintenance Building - John Kissida spoke with local architect that specializes in golf course projects (Catalyst Company) and they will be giving Captains Course an idea of the scope and budget of such a project . Budget and scheduling of capital projects will need more work as the budget appears inadequate and schedule will need to be coordinated with the irrigation and other projects . John Kissida noted he spoke with Friend ' s of Captain ' s about Daffodil project and positioning of the new clock . He also noted that forward tee evaluation on Port had been delayed due to weather and would be rescheduled in April as weather permits . • Anne O ' Connell recognized Dave Valcourt - Update forecast with new pieces of equipment being purchased and develop the 5 -to - 10 -year plan so that is shown in the budget - Colin noted Toro equipment quote has been received and forwarded to town hall - however supply chain issues remain and will most likely not be seen for this golf season . • Anne O ' Connell acknowledged Wyn Morton whose primary objective is to set up the annual marketing meeting . With intentions to update the website and increase monthly communications with golfers . Jay agreed setting the marketing meeting is a necessity . • Anne O ' Connell made a general statement about maintaining open meeting law and that the swim lane owner is charged with making sure no more than three golf commissioners are involved in any discussions . That will keep the commission on the safe side of open meeting law . Anne O ' Connell encouraged group efforts but be aware of open meeting law. Anne O ' Connell asked about the use of a Phone App making any sense from a marketing position. Noted she was not suggesting one but wanted to open discussion, discussion followed . • Rob David spoke on the roof inspection — The inspection gave us an opportunity to look at the exterior of the building . Rob noted that exterior paint was very deteriorated and if we could accelerate the painting of the main building . • Andrea Johnson noted that herself and Anne O ' Connell had done the first go around for forward tee locations . Andrea Johnson noted there have also been discussions on the cancellation/no show policy and noted Rob David would speak on the topics . • Rob David noted we have researched and pulled data from Chelsea systems and note there is any issue with too many no shows . A no show/cancellation policy needs to be created/updated and we should create a more formal presentation for the February meetings . Jay noted he had reached out to Chelsea and other courses in area and is waiting for responses from them . John Kissida noted the King ' s Way policy and discussion followed . Communication Strategy : • Annual report draft is due to town hall around 21 st of February . Discussion on tee times and allocation tabled till after the meeting with the select board . • Anne O ' Connell and Dave Valcourt have nearly finalized a communication going out by the end of this week giving explanation to the recommendations the golf commission has made . Other communications are in the works as well . Questions and comments from Associations and liaisons : 2 • Anne Recognized Rob Harris of the CCMGA. The CCMGA recommends that member cart revenue should be included in the tee time allocation formula . • Bill Meehan - Renewed his offer to join in any meetings with Town Administration with capital planning and budget items . Future Agenda Items and meetings (2/8 , 2/22) : • Dave Valcourt requested to add a vote to continue the status quo as the 35 . 6% of the tee times as a minimum would continue through the fiscal year and that we should discuss the continuation of that status quo into the next fiscal year . Discussion followed and no modification will be made to the recommendation to the select board for discussion next Monday . • 2/8 - Regular Business Meeting . • Draft cancellation policy. • Discussion about continuation of existing tee time allocation percentage in FY22 for use in FY23 . • 2/22 Specific Detail Oriented Discussions . A motion to adjourn was made by Anne O ' Connell , seconded by John Kissida , to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5pm . 3