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HomeMy Public PortalAboutGolf Commission Packet 03.22.22 MEETING NOTICE TOWN OF BREWSTER GOLF COMMISSION Location: Remote Participation Only Date: March 22,2022 Time:4:00 PM \\\a��aNul4lUnllulrrnirpiI�i� Ws Gp gOftEW j O� F So ftj, 1 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 TV Channel 18),livestream (livestream.brewster-ma.gov), or Video recording(tv.brewster-ma.eov). Golf Commission When required by law or allowed by the Chair, persons wishing to provide public comment or otherwise participate in the meeting, may do so by accessing the meeting remotely, as noted on our Anne O'Connell posted agenda. Chair Andrea Johnson Meetings may be joined by: 1. Phone:+1312 626 6799 or+1929 436 2866 vice chair Webinar ID: 8814407 8985 Rob David Passcode:049087 John Kissida To request to speak:Press*9 and wait to be recognized. Wyn Morton 2. Zoom Webinar: Jeff Odell ht s://usO2web.zoom.us/'/88144078985? wd=MO5K nNsRIR T2FzZE kSFZDVV VO David Valcourt ZZ09 Passcode:049087 The Captains Golf Course To request to speak:Tap Zoom"Raise Hand"button,then wait to be recognized. Brew ter,FreMA 0 Way Brewster,MA 02631 (508)896-1716 AGENDA www.CaptainsGolfCourse.com • Call to Order 0 Declaration of a Quorum • Public Comment • Discussion and vote on meeting format for months of April and May • Continued Discussion and possible vote on updated Cancellation Policy(Rob David/Andrea Johnson/Jay Packett) • Golf Course Security(Wyn Morton) • 10 Year Capital Plan • Course Operations Questions and Concerns • Questions and Comments from Associations and Liaisons • Review and approve minutes • 2/g • 2/22 • Future Agenda Items and Meetings(4/12;4/26) • Matters not anticipated by the Chair • Adjourn Date Posted: Date Revised: Received by Town Clerk: No Show /Cancellation recommendations 1. Re-implement the Check-in slip for all players to ensure accurate check-in data and receipts allowing staff to more easily identify and enforce policy. 2. *Upgrade the Pro Shop PCs and add an additional PC so check- in staff can ensure that all check-ins occur without having to rely on walk-in workflow due to pc slowness. 3. +Upgrade Chelsea to newest version for added functionality (tbd). 4. *Ensure staff track accurate data (in-service training TBD) regarding no-shows and cancellations and Jay to report out monthly to Golf Commission to include no-show, cancel volume and lost revenue associated. 5. At the time of DFP booking, send DFP confirmation email updated with contact info for the Captains GC, stating Cancellation policy and terms of the booking, including steps for cancellation and ramifications of not complying with the policy. 6. Policy to state we penalize repeat DFP offenders with inability to schedule future tee times. 7. *One week prior to tee time, send DFP reminder email of tee time with cancellation terms and steps/info to do so, if cancellation required. (and sent 2 days in advance now) 8. *AFP email reminder should also include policy reminder of the 5 point penalty PER GUEST for no-shows without proper cancellation. 9. *Update the player guide/email packet to inform Members of the 5 point per no show guest policy. 10. Ensure On-line Booking confirmation process is re- designed with stated policy so it's clear and requires user to acknowledge with check box, sends immediate email with Confirmation # and phone # with steps to cancel no later than X hours of tee time. 11. •Add Starter shed PC/tablet so starter sees real time check-in/changes. 12. Consideration of Advanced booking system or call- in line and process credit card charging at time of booking for bookings greater than X weeks. 13. •Consideration of Chelsea replacement system with a more current and robust offering including PCI ®SS compliancy and budget accordingly. - E z — 3 's Z i E a a 3s� y� dE 10 .E Y2. " a `s� eoaaae z m §§ s El ma t y8 rg�ry �� �Ceg E E E �° e•26° "�' v�pmL3o9c a �r�e t_f�fffoN3� "�° tfNf111/l/Jl/l�j X45 "� �FtE W S�„ *111`Off.tl� D A1�F. .y CSG > - w a0 TOWN OF BREWSTER Brewster,Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of February 08,2022 Commissioners Present: Anne O'Connell(Chair),Andrea Johnson(Vice-Chair),Rob David,John Kissida,Wyn Morton, Jeff Odell and David Valcourt. Others Present:Peter Lombardi,Town Administrator,Jay Packett,Director of Operations,Colin Walsh, Golf Course Superintendent,Donna Kalinick(Assistant Town Administrator),Bill Meehan(Finance Committee Liaison)and Dave Whitney(Select Board 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/5848?channel=l Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures. Declaration of Quorum:All golf commissioners were present and accounted for. Anne O'Connell jumped to an item from the bottom of the agenda that was not anticipated by the Chair and introduced Jay Packett to speak on the topic. Jay Packett Announced the hiring of Jon Mohan as the new Senior Department Assistant for Golf. He spoke to the impact Dottie Vesperman has had as the part- time department assistant. With Dottie retiring it is an end of an era at Captains as she was an integral part of the Golf Department during her nearly 30-year career. A huge thank you to Dottie Vesperman and you will be missed at Captains. The sentiments were echoed by all. Discussion of the 1/31/2022 Select Board Meeting: What might have improved the process? Roles and responsibilities of the Golf Commission including but not limited to the role in future areas of critical concern for the Captains: Anne O'Connell did a brief recap of the selectboard meeting-the Golf Commission had three recommendations in front of the select board as follows: Rate recommendations-The Select Board had concerns about the disparity between percentage increases in rates for nonresidents versus residents. An amendment that would raise non-resident rates to $2080, freeze junior rates and allow new non-resident junior members was offered by Dave Whitney and was passed unanimously. The second recommendation 1 was the change to league requirements,there was no discussion on the topic, and it passed unanimously. The 3rd recommendation was the Tee Time Allocation recommendation-there was no discussion on the Golf Commission recommendation-Peter Lombardi instead presented a recommendation that included a Capital Stabilization account and included cart revenue in the allocation formula. The revised result was a 37.4%allocation which was approved unanimously. Jeff Odell had prepared a statement for the meeting and stated it was his sole opinion and not that of any other commissioner.Jeff Odell stated he felt the Golf Commissions trust with the public was undermined by the select board during the 1/31/2022 meeting and that information was misconstrued to portray the Golf Commission had acted unfairly in the interests of the Residents of Brewster and AFP players when recommending the rates for the 2022 season. He noted that Captains has now priced themselves 60% higher than the competition and stated the Golf Commission does extensive research when considering rates and does not consider any political pressures in these considerations. Jeff Odell spoke on how overriding the current tee time allocation formula and adding cart revenue the Select Board is allowing 10% of the revenue stream to dictate policy at the course. Jeff Odell and the Golf Commission had made alternative suggestions to increase golf course access fairness,all which had been denied. He strongly believes the record must be set straight to preserve the public trust with the Golf Commission and hopes for the Select Board to apologize to the public for the misimpressions put out in January's meeting. He would like the true increase information that was recommended by the Golf Commission presented and that the Select Board should revisit the addition fee increase and the tee time allocations enacted in the January meeting. John Kissida noted similar disappointments as Jeff Odell. He noted his disappointment by how the decisions made by the Select Board and Town Hall occurred without any prior discussion with the Golf Commission. He had wished they had all worked more as a team. The decision for an increase of the tee time allocation needed further discussion with the commission and not rush to an end. John Kissida was troubled by the talk of a future with no decision-making power for the Golf Commission. The involvement of politics in decision making when it needs to be run like a business was also noted by John Kissida. Dave Valcourt publicly stated he fully concurs with Jeff Odell's specifics and the details they have been discussing tonight. He also agreed with John Kissida and thanked the Commission members for their unique talents and agreed that they all care greatly about Captains. Dave Valcourt stated they had a major disconnect in December and would have expected better communication before the January meeting. Also,he felt the CCMGA input that was periodically submitted has carried more weight than that of the Golf Commission.Dave Valcourt asked to hear from the Town Administrator about his expectations of the Golf Commission to the Select Board as they move forward so that the Golf Commission can support the town and provide the best recommendations to Captains moving ahead. Andrea Johnson-Echoed what had been said by Dave Valcourt, John Kissida and Jeff Odell. Thanked them for their sentiments. Jeff Odell-Questioned the chart the Select Board had in their packet and questioned why the Select Board chose one number based on percentages and not dollar amount?Jeff Odell asked why the town proceeded to tell Brewster residents that they should be upset with the commission?Reiterated sentiments from his initial statement and asked for an answer. Jay Packett spoke and acknowledged how hard working the commission has been and noted the disconnect between the golf commission,himself and Town Hall. Jay Packett noted he will work in the future to mitigate these issues and that it can and will be accomplished. Peter Lombardi appreciated the comments by the Golf Commission and had Dave Whitney answer more specific questions to his prior recommendation before he would speak further on a broader topic of how the town budget and forecasts are created. Anne O'Connell echoed comments made by the Golf Commission and asked Dave Whitney the question 2 of why the Golf Commission was not contacted in advance of the Select Board meeting on 1/31/2022 if he was so concerned about the rates issue and would like those questions addressed. Dave Whitney spoke to the fact that he thought he asked in the previous December meetings for the justification of what was driving the rate increases across the several categories. The proposal for rate change was made based on the information presented in the public packet presented by the Golf Commission. Which was brought to his attention through emails received from Captains members. Dave Whitney took responsibility for some lack of communication and not being able to attend all golf commission meetings and will be more vocal going forward in that regard. Anne O'Connell recognized Peter Lombardi who would speak on the broader picture about how they approach developing the town budget and five-year financial forecast. Peter Lombardi stated during this process they are making conservative but reasonable assumptions on the expense and revenue side of things. Peter Lombardi spoke on how the goal is to set expectations and develop policy guidelines for department heads based on the capacity we have for increases and limits on increases to budgets. The town then makes decisions that are sustainable year over year. Peter Lombardi spoke on the general timeline for budget creation within the town and capital planning committee,and they look to marry the towns capital needs with the towns anticipated ability to pay. Making sure that year to year we can sustain a consistent level of investment in our capital needs. He noted there are many factors especially within Golf when determining a reasonable revenue estimate. For golf it seems that the process this time through had been inverted,where because of timelines,rates are set before the budget being developed. Peter Lombardi noted how appreciative he was of the work of the Golf Commission and specifically their work on rates this past fall. He stated when going back through the recommendations to the Select Board, relevant to rates,they didn't make any changes to recommendations to policy changes made by the Golf Commission. However, if we assume those rates proposed by the Commission were put in place and based upon reviewing the operating budget,the golf course was showing over 20%budget surplus as percentage of the total operating budget. The Department of Revenue heavily scrutinizes our budgets and particularly for enterprise funds do not approve budgets that show surpluses of that magnitude. There is established case law that states municipalities cannot charge fees that essentially bring your revenues higher than what the expense needs of the operation are. We had significant concerns about the surplus on the budget, so a$400,000 Golf Capital Stabilization fund was created,and this serves multiple purposes. It reduces our projected budget surplus to about 5% of annual operating expenses,prepares for looming capital projects and builds up reserves so we can potentially avoid issuing debt for larger capital projects in the future fiscal years, specifically irrigation projects and the maintenance facility. The stabilization fund would give us the capacity to have little or significant impact on member rates or revenues in the future. Peter Lombardi understands there is a timing component to setting the rates early as possible at the Captains Golf Course and will work in the future with the Golf Commission and Captains Golf Course to mitigate those issues. John Kissida reiterated the importance of the communication prior to any Select Board Meetings. He noted the stabilization fund is a good idea if used properly to offset costs over time. Peter Lombardi agreed the process was out of order this time around and noted the goal of the stabilization fund is not to grow it indefinitely but be prepared to avoid significant increase in rates due to debt from future capital projects. Establishing the funds and appropriating them to a capital stabilization fund budget allows to access them a full calendar year ahead of time. Peter Lombardi recognized that we needed to set the rates in the initial meeting on December 201,however the decision point on got pushed backed. We needed to complete the budget development process on the expense side for Golf before we could come back to recommendations to the tee time allocation. These were the variables and there was concern about the amount of surplus if the rates were approved that the fiscal 2023 budget was showing. Jeff Odell addressed John Kissida's concern of the stabilization fund not being used timely and that the funds would be accruing interest for the Town. Peter Lombardi confirmed this. Jeff Odell asked other 3 than AFP Players wanting more tee times what is rational for cart revenue going into tee time allocation equation? Why is cart revenue considered access money when other revenue items are not? Peter Lombardi—Noted it was a fair question. Once changes were made to the operating budget, updated the capital plan and entered back into the tee time allocation formula the tee time allocation without cart revenues was lower than what the golf commission recommended. Based on extended discussions from the previous summer and he felt it did not make sense to not include Cart Revenue. Peter Lombarti recommended a full review of tee time allocation formula and potentially setting a fixed percentage in terms of access for members and potentially revisiting it every few fiscal years. That would allow us to make reasonable assumptions for future years. Jeff Odell asked if the golf commission has the discretion to recommend the distribution of those tee times throughout the day to as fairly recognized the twilight and other time restricted members? Peter Lombardi noted he would candidly say that those nuances would be best decided by the Golf Commission. Dave Valcourt—Thanked Peter Lombardi for all the information provided, and asked what authorities if any and how he sees the Golf Commission in the hierarchy between the select board and the membership at the golf course? Peter Lombardi noted that the Golf Commission has a vey important role. Wanted to take a similar approach to other departments with the Town. The Golf Commission would be able to help make policy decisions based of information provided by the finance team. The expense and capital budgets would be completed first to see what is needed on the revenue side and allow the golf commission to use this information for future decisions and policies. Dave Valcourt hoped that the Golf Commission hopes has Peter Lombardi support in future and make sure the lines are drawn so the Golf Commission can operate within them and not be micromanaged. Dave Valcourt noted that the Golf Commission will be updated that scribe the rules and missions and could be useful in the future. Peter Lombardi suggested having a further discussion about the role of the Golf Commission being laid out. Going forward it was noted that the finance team will be involved in any policy decision points that have penitential significant financial implications—which includes rates,tee time allocation and operating capital budget. The intent is not to micromanage the Golf Commission. Peter Lombardi noted the expertise and value the Golf Commission brings to the Town. Peter Lombardi apologized if how things played out in the past few months have communicated anything other than that. Anne O'Connell stated the Golf Commissions is scheduled to discuss possible improvements to The Captains Golf Course cancellation policy. Anne asked if the finance team should be involved? Peter Lombardi asked the financial implications that the cancellation policy changes could result in and stated as that they should have open lines of communication to determine this going forward. John Kissida noted a team approach is essential for future success.John Kissida noted his concern the Pleasant Bay Water Nitrogen project and how they have not been involved in the process at all. Jay Packett noted himself and Colin Walsh have been involved in the process and they are not trying to keep the Golf Commission out of the loop. Peter Lombardi apologized for not inviting the Golf Commission to the presentation on the project. Peter Lombardi noted there were two recommendations to Captains in the presentation, a new septic system and reducing the size of fairways. It was noted that none of the changes to the course could be implemented without prior approval. John Kissida just noted he would like the nitrogen project to be added to the agenda for discussions going forward. Colin Walsh stated that he is following the USGA recommendation for nitrogen already and has switched to liquid fertilizers. Colin spoke on the narrowing of fairways and how to accomplish that. Anne O'Connell thanked Peter Lombardi for attending the meeting at such short notice. 4 Role of Select Board Liaison: Anne O'Connell—noted she will share a document about the generic role of the Select Board Liaison. It does point out that the Golf Commission must have a more structured relationship to the Select Board Liaison. More detail to be discussed at future meetings. Dave Whitney note he will communicate better in the future. Course Operations Questions and Concerns: Jeff Odell asked if we could match the other courses in the area and give a 72-hour notice of tee time versus 48? Future Agenda Items and meetings(2/22): Anne O'Connell added Jeff Odell's question to the future agenda and noted the cancellation policy will be added. Dave Valcourt and Rob David—Would like to go back to the state of the captains and discuss what changes need to be made to the document we intended to send out and send out an amended addition. Matters not anticipated by the Chair: A motion to adjourn was made by Anne O'Connell,seconded by Jeff Odell,to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5:37 pm. 5 G©�fi g�\\\\\\\\\�$1%EW& ° �tG' Q0y 414 > i0 000 �rfyf�//!//Nl111111AINtt1n\�\\�\� �.�t� TOWN OF BREWSTER Brewster,Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of February 22,2022 Commissioners Present: Anne O'Connell(Chair),Andrea Johnson(Vice-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),Donna Potts(9-Hole Women's Assn), Sarah Robinson(18-Hole Women's Assn)and Peggy McEvoy(Friends of Captain's). THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting maybe viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/5881?channel=1 Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures. Declaration of Quorum: All golf commissioners were present and accounted for. Directors Update: * FY23 Golf Department Budget and Five-Year Capital Plan Jay Packett stated the course was closed for 13 days—the play total for 2022 was down. Still looking at a very retained earnings surplus at the end of fiscal 2022. It was noted that a 400,000 Stabilization Account was added to budget status and monthly financials. Draft 2023 is up to date in open gov. The final requested budget for 2023 was $4,244,134.00. 5 Year Capital Plan—Looking for additional funds at the May Annual Town Meeting for doors/windows project,HVAC project,the maintenance building study, and cart path repair. Stated the roof replacement will be brought up at the next capital meeting. Bill Meehan—expects no issues with the approval of the Golf Department Budget or Five-Year Capital Plan John Kissida—spoke on adjustment of cart path improvement costs helping with the roof and wanted to revisit the irrigation and cart path repair timelines. Jay Packett Agreed with John Kissida o Pavilion Repair 1 Blue Sky will be doing the Pavilion Repair—building permits are being obtained and are very aware of the April Pt date of completion. Carpet samples have arrived as well. Blue Sky will begin on 2/28/2022. Fire Suppression system needs a small repair to pipe and is just waiting for approval from Town Hall. The fire suppression system will be upgraded as well with a generator to avoid past issues—also awaiting approval from Town Hall. Jeff Odell—Asked if the carpet samples were in stock and available? Jay Packett confirmed this and noted Sean Sullivan(Owner of Freemans Grill)had requested other samples. The carpeting for the pavilion is covered by insurance. Discussion followed on the carpet and financials of installing new carpet outside of the Pavilion. • Membership Applications Membership paperwork updated and will be going live online with memberships on Thursday. Hardeopies are available in the Pro Shop as well though. There is a non-resident waiting list and current Non-Resident members will be able to renew online and there has been a system implemented to allow for this.Discussion followed clarifying renewal deadlines and policies. John Kissida—Noted the importance of a communication to the members about the increase in the membership rates. Anne O'Connell noted Dave Valcourt will be updating that. Updates,if any,on Capital Projects in process: • Carpeting—Sean has received carpet samples(Spoken on earlier) • Kitchen Equipment—Freemans Grill will have new equipment delivered and installed, as well as old equipment removed for under$10,000.The new equipment has been approved by Town Hall. • Range Balls/Push Carts/Rental Clubs—update at the end of March. • Tree Work—Colin Walsh had Mayer Tree come in to do stump/debris grinding. Have money left in the budget for future tree work. • Pump House Protection-Catalyst Architects came in on John Kissida's recommendation and did a quick walk around to prepare a proposal for the building assessment and plan and budget. • Toro Equipment update—Aerators may arrive by May,but all other equipment will be for 2023. • Pump House Protection Plan—A scope of work was put together and being sent to the DPW. Colin Walsh noted that there are OSHA and Chainsaw Trainings coming up. The Barnstable County paid for 10 of the Maintenance Staff that took classes about a month ago. Course Operations Questions and Concerns: • Jay Packett brought several events for approval in front of the Golf Commission—The Mass Golf Allen Bowl,Mass Golf Women's Play Day-Target date 8/18/2022. Discussion followed on revenue loss,marketing exposure gained and tournament operations.It was determined that Jay Packett will reach back out to Mass Golf with a contingent offer and revisit it at next meeting in March. • Jessie Schectman—Director of Golf for Barnstable—GIF(Golf Is Fun Tour)May 19"—90-108 Players with tee times only starting at 11:00 until about 3 pm. $60 Per person and$2000 Pro Shop sales given in prizes. —Jeff Odell moved to Approve GIF TOUR, seconded by Wynn Morton. Unanimously approved. • Adult Shared Living Incorporated—Monday May 16'— 1 PM Shotgun Start with a$60 per person charge. Rob David moved to Approve, seconded by Wynn Morton. Unanimously approved. • Dave Hurlbut Group—Tuesday AM shotgun on 6/7/2022—70-80 people. Andrea Johnson moved to Approved, seconded by Wynn Morton. Unanimously approved. • Jay Packet noted the USGA approved the Captain's Course dates for the 671 Senior Amateur Championship. The dates are Monday July 18th and the rain date is Monday August 8'. 2 Cancellation Policy(Rob David/Andrea Johnson): Rob David presented a power point presentation(available in packet)and spoke on stopping revenue leakage,achieving higher Daily Fee Player revenue, improving AFP satisfaction,PCI Compliance, administrative workload,what the competitors use,other options available and proposed recommendations. Jay Packett thanked Rob David for his time and wanted to do more research into Golf NOW as prior relationship was not satisfactory. Jay Packett agreed we can certainly update the timing of the e-mail reminders for tee times and start using receipts for carts and tee times as well. There are new computers being installed in the Pro Shop and once that will allow for better implementation of policies. Jay discussed issues from his experience.Discussion followed John Kissida thanked Andrea and Rob for the great presentation. Suggested a voice recording line for cancellations the staff could check on a regular basis and that we need to have a penalty in place. Discussion followed and Anne O'Connell clarified that the unused tee time are accessible by members has been changed from Bpm to 4pm. Dave Valcourt noted the importance of getting that information out to the public. Jay Packett had to leave the meeting due to and alarm issue at the Golf Course. Chelsea Notification Process(Jeff Odell): -Jeff Odell's topic was pushed to the March 81h meeting as it needed input from Jay Packett. Comments Regarding Future Planning(Anne O'Connell): -Pushed to the March 8th meeting as it needed input form Jay Packett. Questions and Comments from Associations and Liaisons: Andrea Johnson noted that Rob David did the Lion's share of the work on the cancellation/no show policy and his amazing PowerPoint. Peggy McEvoy noted The Friends of Captains has moved for their events. Friends' tournament will move from June to August or September and the April 9t'will be moved to June 12th Future Agenda Items and meetings (3/8,3/22): Wynn Morton added to the agenda for the general exploration of alternatives to the Chelsea System to have it built that it better tracks the effectiveness of our marketing. Jeff Odell noted he had a conversation with members and that they didn't have enough time to rearrange their schedules or find times elsewhere. He would like some feedback before now and the next meeting. Anne O'Connell noted this would require the restructuring of the request window. Review and Approve Minutes 1/11 —Motion to approve by Wynn Morton,seconded by Andrea Johnson. 1/25—John Kissida noted several changes to the notes and will send notes to Jay Packet. Motion to approve minutes as amended made by Andrea Johnson, seconded by Rob David. Matters not anticipated by the Chair: Wynn Morton wanted to add a future agenda item revisit security at the golf course and our liability. More discussion is needed. Anne O'Connell added that to the March 22nd agenda. 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 6:50pm. 3