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HomeMy Public PortalAboutGolf Commission -- 2022-03-08 Minutes SNS Gp lE llWi/k, _gg 3 ° - D - ///////; 11111111111U111\\\\\\\\ 01?FwSrMV1 TOWN OF BREWSTER Brewster, Massachusetts 02631 ( 508) 89611113701 GOLF COMMISSION Minutes of March 8, 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) , Peggy McEvoy (Friends of Captain' s) Bill Meehan (Finance Committee Liaison) and Dave Whitney ( Selectboard 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/5907 ? channel= l Anne O ' Connell called the meeting to order at 4 : 05pm after reading remote meeting guidelines and procedures . Declaration of Quorum : All golf commissioners were present and accounted for. No public comment was made . Superintendent' s Report : Course cleanup is really coming along, almost all the dead wood is taken care of. Many employees are starting to come back, and the union workers are back either 21 st or 28th of the month . All in preparation for opening day on April 2nd . The tree grinding work has been completed by Mayer Tree . Seven years of trees worth of wood chips grinded in 2 days . They still have some remaining money in the budget for next year. Next week the crew will begin to add sand and freshen up the traps as well as begin sod work. Aeration will begin the first week of April . Capital equipment getting prices on laser level , tractor, box- blade . Anne O ' Connell noted Jay Packett has a fascinating video of the tree grinding and Jay Packett confirmed this . Overview of Town Water Quality Initiatives (Colin Walsh) : The Town Water Quality Initiatives program began in 2009 as an initiative between the D . E . P . and 1 Pleasant Bay Alliance, which comprises Brewster, Orleans , Chatham and Harwich . It is a 20 -year program for reducing the amount of nitrogen flowing into Pleasant Bay . Brewster' s nitrogen is 13 % of the Nitrogen problem . The Captain' s Course will be reducing the amount of fertilizer applied each year. The Town has adopted a 21b per thousand nitrogen rate which is very lean. In 2020 the USGA came to Captains and recommended 21b per thousand in the fairways and l lb per thousand in the rough. This was implemented at The Captains in 2021 and went well . In order to monitor the leaching rate of the nitrogen there were 3 test wells drilled that are being monitored by hydrologists and lysimeters . We are doing well in terms of Nitrogen leaching and will continue to be monitored for 2 plus years . No chemical residue has ever been seen in the testing in the Captain ' s Course wells . Jay Packett noted that there will be septic upgrades to the golf course, and it would not be coming out of the Captain ' s Golf Course operating budget . It is potentially slated for FY 2023 . Anne O ' Connell noted the Town looks at the golf course as a place of reduction . Colin Walsh spoke that they are looking at about 2 . 5 acres of reduction in fairway size . Can be easily done with very little impact on play and will go hand in hand with the work being done on the forward tees . Jay Packett wanted it to be on record that though we will be looking at reduction of fairways and ultimately the amount of nitrogen, that they will be very cognizant of the playability of the golf course . Ensuring the playability matches up with the marketing and promotion of the course . John Kissida stated the importance of the forward tee location project/forward tee initiative calculation and helping people to play the appropriate tees to improve enjoyment of the game of golf. John Kissida suggested narrowing the fairway at the area for more advanced golfers and contouring fairways or other options rather than taking from just the beginning sections . When speaking on the septic John Kissida noted the septic is in the rotary section by the bag drop area and planning will be important . Jay Packett agreed and noted that the Town is aware of the impact it would have on business operations . Anne O ' Connell thanked Colin Walsh for his excellent report . Director' s Report • Financials Jay Packett opened by mentioning that the Covid- 19 Test Kit Distribution Program went excellently . All the Town Departments came together, and Jay Packet gave kudos to Colin Walsh ' s crew as well . Year to date 61 % of total budget spent - FY 2022 Capital and other encumbrances have been taken out of the other expenses area to create a more realistic look at our actual operating budget . As of February, the membership revenue is down compared to past years . That is since renewals did not open until the end of the month . March is up and looks to be much higher than last year' s March numbers . Jay noted that we are behind where the Golf Course was last year, but the course is ahead of pre-pandemic numbers . Anne O ' Connell noted the best comparison will be with FY 19 since FY 20 has the 2-year membership option. Jay Packett agreed and noted the course is ahead of February of 2019 . Dave Valcourt asked what Jay Packett was seeing with announcements of the rate changes and looking for a spot report . Jay Packett noted no negative feedback thus far, but he could not know the amount that may have switched member categories due to the price increases . Currently the course has a Non- Resident Waiting list and after the month of March they will have a much better idea of membership numbers . In 2021 Proshop sales were $ 1634 . 78 and the proshop is slightly ahead in 2022 . 8 Months into the fiscal year we are slightly down versus FY21 . Attributing this to a drop in nonmember revenue during the Monday through Thursday play times . In terms of play totals the course is over 1000 rounds of play in February and that is up over February 2021 . Calendar 2022 play totals area little under 1800 currently. Anticipated and projected numbers for February are lower due to membership renewals not active until the end of February but we should see an uptick in March . • Pavilion and Hallway carpeting Carpeting in the pavilion is being covered by the insurance claim however the hallway by the bathroom ' s will not be covered in the claim . Quotes are being obtained for the hallway carpet . The initial carpet 2 samples were not satisfactory, and we are currently trying to upgrade the options and are awaiting options from the warehouse manager. Anticipate the carpet being completed by the April 1 st date or a few days after at worst . • Continued Discussion on Allen Bowl Tournament/MGA Requesting The MGA would settle on a $ 35 greens fee that included carts for the Allen Bowl and Women's Day. Patrick Fannon reached out to Naomi who runs the events and they countered with the above offer. Jay Packett noted they would have to bring it back before the board before a decision could be made . Jay Packett noted that it is August and if that number isn't going to be sufficient then he would be okay with not hosting the event, but he is very torn on the decision . Discussion followed on the lost revenue, promoting women ' s golf, and the number of events the course is already hosting . Dave Valcourt noted the loss of revenue could be seen as an advertisement cost . Rob David noted that we could get Mass Golf to agree to a write up in their magazine for hosting . Jay Packett noted that would be a great idea . Colin Walsh noted the other courses that host Mass Golf Events are a solid group to be included in and would be good promotion for the course . Andrea Johnson - noted that she was all for the events . Jeff Odell noted that the tee would reopen at 1 : 00 and it wouldn ' t cost the course much money overall . Wyn Morton asked if this would be Captains first Mass Golf Event? Jay Packett noted it would not be the first Mass Golf event, but it would be the largest all female event ever hosted . Jeff Odell motioned to approve the Allen Bowl/MGA request . Rob David seconded the motion, and it was unanimously approved. The NEPGA reached out to Captains for their annual Cape Week - October 14th is a Friday and only possible date that would work for them and us . Friday is open however the NEIGA is the following two days . Jay Packett recommended not to take away the course for 3 consecutive days as nice as it would be to host the event . Jay Packett noted there is a Cape Cod Golf Card that offers discounted greens fees to courses around the Cape . It ultimately comes out that the greens fee and cart would be 50% off and it is not recommended that it would not be a worthwhile investment . Cranberry Valley has also said no to the company . Jay Packett gave an update on the hood/vent system in the kitchen . Jay Packett will be getting some pictures from further up in the system to send to the company so they have a better idea of what they will be dealing with . • Course Operations and Concerns Rob David asked about an update on the Pavilion restoration - Jay Packett noted that the insulation has been completed and inspected . The fire suppression pipe that' s leaking has been replaced. Sheet rock will be delivered tomorrow with construction to begin on Thursday. Jay Packett gave thanks to Sean Sullivan for helping with the different crews . Strategic Updates (Commission) Anne O ' Connell noted a very productive meeting with Town Administrators and that a 10 -year capital project proposal will be shared with the Commission and some input will be needed . Jay Packett noted that they must begin looking at FY31 that might need to be added to future plans . Dave Valcourt noted to add a quick brief of that 10 -year plan during the next meeting and it needs to be discussed . Jay Packett agreed . Annual Report (Wyn Morton) Wyn Morton noted the annual report will be going out soon. Jay Packett noted that the annual report had been sent over to the project manager at town. The annual report should be all set to go . Wyn Morton met with Kiran Noonan at Community Internet with focus on updating the website . In the short-term, the aerial video of the course . In the long term the website would like to be updated in the next year and update the overall look of the site . 3 Anne O ' Connell noted we will need to cost estimate this plan and add it to the budget plan . Jay Packett agreed with Anne O ' Connell and asked Wyn Morton to get a cost estimate and plan of upgrades to be done . Jay Packett noted the webcam will be upgraded but the top priority is getting the new computers installed in the pro shop . Bill Meehan noted that he did not think any of the computer upgrades would be able to be a capital expense , Solar Panel Update (Jeff Odell) Jeff Odell noted the last of the Eversource equipment got hung and on Monday the Phase 3 was set up as well and it looks like the course is a very short time away from the hook up being complete . Jay Packett noted that they are close to completion . Friday morning there is a meeting with DSD to determine final dates . Chelsea Notification Process (Jeff Odell) Jeff Odell noted that this is a request from last fall for a 3 day rather than 2 -day notice regarding tee time notifications for members . Jeff Odell noted that Jay Packett is looking into making this change with Chelsea and what it would take and that we should just currently think about it . Rob Harris noted he polled the members of his board, not the whole association, but no one thought that the idea was a very good idea . It would impact the CCMGA, and everything would have to be completed one day earlier . The same would be for the 18 Hole Women ' s association as well . It is also believed it may cause some general confusion with the membership . Jay Packett echoed both Jeff Odell ' s and Rob Harris ' s comments and noted that it would take a lot of administrative work to change . It is something we can look at moving forward as Jeff Odell noted but not necessarily implementing at this time . Anne O ' Connell seconded that the effect on the associations is something to note . Dave Valcourt noted we should revisit this again after the update to the Chelsea Reservation System . Approval of meeting minutes moved to the next meeting. Continued Discussion and possible vote on revised Cancellation Policy (Time Permitting/Rob David/Andrea Johnson/Jay Packett) Anne O ' Connell noted that in some ways they are still waiting on updates to the Chelsea System and asked if anyone had comments . Rob David noted that from slides 7 - 9 from the previous meeting's presentation had several recommendations and some larger items such as Golf Now and wanted any thoughts on those suggestions , Jay Packett asked if Rob David or Andrea Johnson would reach out to Golf Now and present them the Captains Golf Course situation. Jay Packett encouraged gathering as much information as possible , Anne O ' Connell proposed everyone look at the slides Rob David sent out and if there will be changes to process there will need a vote and if there are just steps needed to take a vote would not be needed . Questions and Comments from Associations and Liaisons Rob Harris stated the CCMGA is getting ready to start the season and working with Nauset High School for the scholarship program . The CCMGA is excited to award a scholarship again . Rob Harris noted that the email from Jay Packett didn ' t mention that the rates and times changed, justifiably, and that maybe another email should go out as he had received several emails from members about the topic . Dave Valcourt noted that they will certainly do that and agree with what Rob Harris said . Anne O ' Connell thanked Rob Harris for bringing it to their attention. Bill Meehan noted that the conversion to enterprise fund account status and the $400 , 000 Capital Stabilization fund were both unanimously recommended for approval by the finance committee . 4 Rob Harris noted the Town Meeting got moved May 14th the date of the Member/Member. Jay Packett noted they should be able to move the Member/Member to May 21 st weekend . Dave Whitney noted the Selectboard also unanimously recommended the approval of the enterprise fund and the capital stabilization fund . Anne O ' Connell thanked the committees for their support, and it is her understanding remote meetings are approved through April . Future Agenda Items and meetings (3/22) : Wyn Morton would like security on the golf course added to the 3/22 agenda Matters not anticipated by the Chair . None to note . A motion to adjourn was made by Andrea Johnson, seconded by John Kissida, to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5 : 35 pm . 5