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Home My Public Portal AboutGolf Commission -- 2022-02-22 Minutes \\\\\\\\a\tUulll°Illpllrrg �t4S GpL� ne '� _ u aD — ` O I 14re oton POO oes d'"� //8NZr�r/i11f11111111111111\\\1\\\\\\\\\\�\\\ ` QRCV1'STr1� 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 ( I &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 = 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. 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 • Pavilion Repair 1 Blue Sky will be doing the Pavilion Repair — building permits are being obtained and are very aware of the April 1 " 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 . Hardcopies 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'x' — 90408 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 161" — 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 67 `I' Senior Amateur Championship . The dates are Monday July 18 "' 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 8pm 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 8«' meeting as it needed input from Jay Packett . Comments Regarding Future Planning (Anne O ' Connell) : -Pushed to the March 8 " 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 9'h will be moved to June 12"' 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 22"d 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