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Home My Public Portal AboutGolf Commission Packet 11.29.22REVISED MEETING NOTICE TOWN OF BREWSTER GOLF COMMISSION Location: Remote Participation Only Date: November 29, 2022 Time: 4:00 PM +rye � • 40131.0A111 5 Pursuant to Chapter 107 of the Acts of 2022, this meeting will be conducted in person and via remote means, in accordance with applicable law. This means that members of the public body may access this meeting in person, or via virtual means. In person attendance will be at the meeting location listed above, and it is possible that any or all members of the public body may attend remotely. No in -person attendance of members of the public will be permitted. If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on the Town website as soon as possible. The meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster-ma.,,ovk or Video recording (tv.brewster-ma.=ov!. 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 posted agenda. Meetings may be joined by: 1. Phone: +1 312 626 6799 or +1 929 436 2866 Webinar ID: 881 4407 8985 Passcode: 049087 To request to speak: Press *9 and wait to be recognized. 2. Zoom Webinar: https://us02web.zoom.us/j/88144078985?pwd=M05KQnNsR1ROT2FzZEpkSFZDWUVO Zz09 Passcode: 049087 To request to speak: Tap Zoom "Raise Hand" button, then wait to be recognized. AGENDA • Call to Order • Declaration of a Quorum • Public Comment • Financial Forecast Presentation (Mimi Bernardo, Donna Kalinick, Jay Packett) • Discussion and possible vote on 2023 Rates • Discussion and possible vote on Membership changes eREN•tir Jay Packett Director of Operations Colin Walsh Course Superintendent Golf Commission Anne O'Connell Chair Andrea Johnson Vice Chair Rob David John Kissida Wyn Morton Jeff Odell David Valcourt The Captains Golf Course 1000 Freeman Way Brewster, MA 02631 (508) 896-1716 www.CaptainsGolfCourse.com • Discussion and possible vote on Tee Time Allocation process • Golf Course Questions and Concerns • Questions and Comments from Associations and Liaisons • Review and approve 10/25 minutes • Future Agenda Items and Meetings (12/13; 12/27(?)) • Matters not anticipated by the Chair • Adjourn Date Posted: Date Revised: Received by Town Clerk: CAPTAINS GOLF COURSE FINANCIAL FORECAST FISCAL YEARS 2024-2028 Peter Lombardi, Town Administrator Mimi Bernardo, Finance Director Donna Kalinick, Assistant Town Administrator Jay Packett, Director of Golf Town of Brewster, Massachusetts November 29, 2022 Agenda PMEIII Golf Department transitioned to a fully self -funded Enterprise Fund as of July 1, 2022. Finance Team, Golf Director, and Golf Commission had a goal to create a 10 Year Capital Plan and Five -Year Financial Forecast for the Golf Department Rate setting would be based on the annually updated Financial Forecast and long-term capital plan Overview of FY23 Budget Actual revenues continue to exceed projections Significant deferred capital needs begin to be addressed, including the creation of a Capital Stabilization Fund with $400,000 transferred in in FY23 Personnel expenses were significant with the implementation of the Comp & Class Study and addition of full-time maintenance/custodial position and transitioning administrative support from part to full time Indirect charges were reviewed and fully accounted for $205,356 transferred back to the Town FY23 Budgeted Expenses increased by 15% over FY22 with the cost of doing business increasing (incl. 400K transfer to Capital Stabilization) Membership fees were increased on April 1, 2022 (average increase 13.5%) Golf Department pays for its' share of OPEB, Retirement, Health Insurance and related benefits (fully self-supporting) 3 FY24-28 Budget Forecast: Revenue Assumptions Revenues were calculated by averaging FY21 and FY22 actual revenues @ 98% for the FY24 baseline revenue assumption Revenues for FY25 through FY28 assumed 3% growth on the base In FY25 & FY26, $400,000 is being transferred in from Capital Stabilization to help cover the debt payments; alternately, those funds could be used to off set the amount of money borrowed Recommend reviewing reserves at the end of FY23 and FY24 and consider transferring additional funds to Capital Stabilization at the November 2023/2024 Town meeting for future debt payments and other capital New Solar Revenues $20k in FY24+ to General Fund for Energy Manager $70+ k balance to Golf Department 4 11 29/2022 Golf FOR ILLUSTRATIVE PURP OSES Go lf Financial Forecast FY24-28 Visualization aa FY2 ',,5, Fiscal Ye a, FY25 Burma FY26 Colla pse Ali FY 21 Actual FY22 A ctual • G re ens Foes $ 2.243.570 S 2,098,792 s Member ships 1 089.751 ".386. 506 1' Carts 839,658 788,964 • Other Golf Revenue 475. 186 520.140 P ro Shop Sa te s 280.073 298.641 Range Fee s 180. 851 173.763 Restaurant Rental Fees 10.000 25,000 Tourn ament Entry Fees 8. 810 28.983 Gm Certificate Revenue - Fe e 8,865 12, 874 Credit Book Transactio ns -232 -17. 121 • Tra nsfers from O ther Fun ds 0 0 Transfer fro m Trusts 0 • De penmemal Re venu e 72.517 CVEC Solar Panel Reve nu e 0 72,517 • MiSC Revenue 1, 384 10.160 Tote ! S 4 649 528 5 4. 857,079 FY23 Budget S 1, 773,000 '.459.100 677.880 472.020 300.000 '30.020 42,000 0 Y27 Budo w FY28 B udge' FY24 Budget FY25 Budget S 2.127.754 $ 2 .191 .587 1 203 .568 1.239 .873 198.024 821,965 501.941 515,499 273.770 '78.17' 50.000 O 0 O 0 O 0 O 400.000 U 0 71000 71000 71000 71000 71000 71.000 O 0 0 5 4 452.800 5 4 702.285 S 5. 230. 724 281 983 183.518 50,000 E e 4 Sort Large to Small Greens Fees • Mernbershtps • Carts Oth er G olf Revenue • Tra nsfers from Other Funds Departmental Rev enu e • Mac R evenue FY26 Budget FY27 Budget FY28 B udget S 2,257 .334 S2,325,054 S 2.394 806 1 .278.867 1.315 169 354.624 848.624 872,022 896,183 529 .494 543.848 558,864 290,443 299 156 3013 131 !94892 200 .533 50.000 50000 O 0 0 O 0 O 0 400.007 0 40{, .000 0 '1 .000 71 000 71 000 "1 .000 •• ..000 7'.000 O 0 0 S 5.381.265 $ 5 .127.094 $ 5.277 277 50000 Cre ated vr .5+ Ope. Go v FY24-28 Budget Projection: Expense Assumptions General Expenses: FY24 expenses are up about 7% Ex penses were reviewed by line item and adjustments based on current conditions FY25-FY28 Expenses assume a 2% increase for the majority of items except for items such as electricity, fuel and some materials that are particularly volatile right now The items below use the same assumptions that the general fund forecast carry for the outward years Personnel 3.78% (average over 5 years) Pension 9% in FY24, then 10% FY25-28 Health Insurance 5% for FY24 & FY25, then 7% FY26-28 6 FY24-28 Budget Projection: Expense Assumptions (cont'd) Ind i rects OPEB New Personnel 5% increase each year FY24 -28 $21K - flat amount $75K for Salary + 25K for Benefits For Discussion: Assumes the hiring of a project manager/procurement staff person for the Golf Department, based on the number of projects coming on-line in the next few years, deferred capital 7 11/29 h Golf Expenses FOR ILLUSTR ATIVE PURPOSES Golf Financial Forecast FY24-28 Visu alization 5 File, Yea, !V4 FY26 helmo °Y78 Mr" bo w Sat Large to Small • Salaries 8 Wages • Expenses Employee Benefits Debt • Transfers to Other Funds • Capital Expenses r' Expen d All FY21 Actu al FY22 Ac tu al FY23 Budget FY24 W B udget FY25 B udget FY26 Budget FY27 Budget FY28 B udget s Salaries & Wages S 1.414.854 5 1 475.959 S 1. 596.892 S1.761271 S 1 .834 .130 5 1 .907.080 S 1,973.351 S 2,035.360 F Expenses 1 175.842 1.187801 1 348.998 , !st; ,4 • --,nr, 324 ' 558.850 - 603.223 1 650173 * Employee Benefits 484.581 523.977 881. 889 709.928 755,727 805,072 868.054 932 158 s Debt 0 0 u .. 896.85t 870.975 849.163 828 .163 Trans fers to O ther Funds 132.244 150,324 828. 358 838.824 247 .405 258 725 270 .612 283 .092 1 Cannel Expenses 45.547 50,373 0 C 0 0 0 Total S 3.253.068 $ 3.388.435 5 4.254.133 S 4.565. 437 S 5.239.435 5 5.400.502 S 5 .562 .402 $ 5,728,946 C.1 ., wen On MGov 8 '11 "'I I '41911111111111 FY24-28 Forecast: Debt Assumptions Golf Irrigation Project- $6.5M in Long Term Debt with 4.4858% TIC (true interest cost') . Debt payments to start in FY25; 20 -year loan Maintenance Building Project - $2M in Short Term Debt with 4% interest rate. Debt payments to start in FY25; 10 -year loan. Current forecast uses $400,000 from golf Capital Stabilization to offset debt payments in FY25 & 26 9 11/29/2022 FY24-28 Budget Forecast Implications Estimated FY24 Golf revenue totals: $4,702,285 Projected FY24 Golf Fund operating appropriations: $4,565,437 Estimated available FY24 capacity: $136,848 (3% of annual operating budget) Starting in FY25, when debt comes on for major capital projects: Maintenance Facility and Irrigation, Golf Department finances start to become much tighter Decision points need to be discussed and made starting in FY26 F OR ILLUSTRATI VE PURP OSES Golf Financial F orecast FY24-28 Visualizatio n Co llapse All Revenues • G reen s Fees • M.mbe rshtps • Cart s • O ther Golf Rev en ue • Transfers from Other Funds • Departmen tal Reven ue • M lec Reven ue • Expe nses • Sa laries & Weeps • Expen se • Employe e Be rre ltta • D ebt • Transfers to Other Funds • Capital Ex pen ses Rev enues Les s Ex pense s Rrual Yset FY2 EL... , R FY27 Sort L arge to Small + Revenues Expens es e FY21 Ac tual FY22 * owl FY23 Budget FY24 Budget FY2 Budg et FY29 B udget FY27 Budget FY28 Budget S 4.649.528 S 4, 657.079 S 4 452.800 S 4.702.285 5 5.239 724 5 5,381 285 S 5.127.094 $ 5.277.277 2,243,570 2. 098. 792 + 773. 000 2 127 754 2 191 587 2,257 .334 2,325.054 2.394,806 1, 089. 751 1,386,506 1459. 100 1 .203 .568 1,239,673 1.276 .883 1.315.169 1,354,624 839. 858 788.964 677 680 798.024 .321 985 846 .624 872,022 898 .183 475, 166 520 140 472 020 501 941 515.499 529 464 543.848 558 664 O 0 0 0 400 .000 400.000 0 0 O 72.517 71.000 71.000 71 000 71 000 71000 71000 1, 384 10,160 0 0 0 0 0 0 3.253068 3. 388A35 4 254 133 4.565 437 5239 435 5.400.502 5562,402 5 728 946 1,414654 1475.959 c 598, 692 1 761.271 834 ,130 .907080 1,973.331 2.035,380 1.175.842 1.187.80' 1. 348.996 1 457.514 t 505 .324 1,558.650 1,803 ,223 1 ,650 .173 484 561 523. 977 681 588 109. 926 753 727 805,072 888.054 932 158 0 0 0 0 898,850 870.975 849,163 828,163 132.244 150, 324 628 358 836. 624 247.405 258.725 270.812 293.092 45.547 50.373 0 0 0 0 0 0 51.398. 481 61,488,644 51986 67 S 136.848 5288 5 -19,217 S-435.308 S.451 669 Caves. vr.M1 Ooen Orr. _r. FY24-28 Capital & Reserves Assumes about 1 to 1.2 million dollars in capital annually Starting in FY25, about three quarters of that is in debt payments Reserves may not be able to cover debt payments and additional capital needs Balance in reserves as of 7.1.22 was $1,913,492 $730,000 was authorized for capital at the FTM Another $325,000 for capital is proposed in Spring 2023 New Balance: $858,492 Free Cash/Reserves policy recommends 5 to 7% of operating budget annually be put aside with no less than 2 to 2.5% remaining after capital expenses paid out Some reserves could be used to fund future capital, but revenues, expenses (operating & capital) and reserve balances all need to be monitored closely in FY25 and beyond 12 Golf Capital Improvement Plan FY23 - 27 4 - Capital Projects 23-27 Collapse All • Goff Enterprise Irrigation Replacem ent Construction (36 holes) Equipm ent Replacement Maintenance Building Replacement Cart Path Improvements Maintenance Building Design Pump House Protection Additional Clubhouse W indow & Door Replacement Driving Range Improvements Irrigation Replacement Construction Management Clubhouse Surroundings & Theme Enhancements Tee Box Renovations Irrigation Replacement Design (36 holes) Additional HVACIBoiler Upgrades Replace Forward Tees Kitchen Equipment Replacem ent Irrigation Pum p Reconditioning Maintenance Building Construction Management Clubhouse Painting Sink Hole Repairs Pro Shop Furnishings Cart Barn Painting Total Creates a'th DoenGo. FY23 Fell FY23 Spring FY24 FY25 FY26 FY27 5730.000 5 325,000 5 990,000 5 1 .165,000 S 1 .040,000 51 .080 ,000 0 0 0 480.000 480,000 480,000 380,000 0 315.000 250.000 200.000 200 .000 U 0 240,000 240.000 240000 240 .000 120.000 0 0 0 0 120.000 0 200 .000 0 0 0 0 0 0 75.000 75,000 0 0 0 '25,000 0 0 0 0 0 0 100.000 0 0 0 0 0 0 50.000 50.000 0 30.000 0 20 .000 20.000 20.000 0 0 C 20.000 20.000 20 .000 20,000 75.000 0 0 0 0 0 75,000 0 0 0 0 15,000 0 15 .000 15.000 15 000 0 15,000 0 15.000 15,000 15 .000 0 0 0 55 .000 0 0 0 0 0 50.000 0 0 0 0 0 45 .000 0 0 0 20. 000 0 0 0 0 20 .000 0 0 25,000 0 0 0 0 0 15.000 0 0 0 5 730. 000 S 325.000 5 990.000 5 1 .185.000 S 1.040.000 51.080 000 13 National Golf Study Plan Goals: Budget Implications Rate increases recommendations from NGF: Green, cart, etc. fees - 2% per year Membership - 4% every two years 3% - 5% per year likely from Captains Adding new non-resident members (not NGF) 25 per year, can always add more if needed, will help offset attrition and create revenue Beginner golf programs/lessons/clinics/fittings - teaching staff - some programs in place, add more? Interested players spend money at the facility Pro shop, restaurant, driving range Increased visibility through media - social, marketing, etc . Increase hotel/resort awareness Promotions - Frequent player cards, 10 play cards? Enhancements around the facility - Capital/Operating budget Forward Tees More player friendly, faster pace of play Other Considerations: Recession/Economy - It's a possibility Decline in participation - No covid restrictions Commute - last public golf course on Route 6 Expenses - maintenance especially - chemicals Major Capital expenditures - irrigation, maintenance facility, HVAC, windows, and doors, etc. 14 Questions & Answers 0111111011r1)111111/4/ / oW N -,v 4*$ F • i Ou• 2 ▪ 3 aka= ▪ r `! ��y TOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of October 25t", 2022 Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), John Kissida, Wyn Morton, and David Valcourt. Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent,), Cindy Bingham (Select Board), Rob Harris (CCMGA), Peggy McEvoy (Friends of Captains), Donna Potts (Women's 9 Hole Association), Dave Whitney (Select Board Liaison) THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting may be viewed at: https1/reflect-brewster-ma.cablecast.tv%Ca blecastPublicSite/show/6231?channel=1 Anne O'Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures. Declaration of a Quorum — Five Golf Commissioners present and accounted for which constitutes a quorum. Public Comment — Cindy Bingham thanked the Golf Commission and Jay Packet for allowing the 18 - hole Association to participate in the Mass Fall Cup Play. The Captain's Course Women won their cup and moved on to the State Tournament and placed third. Linda Nichols, Judy Freeman, Regina McIntosh, Peggy Jablonski, Kathleen Oeschlager and Cindy Bingham made up this year's Fall Cup Team. Peggy McEvoy — noted that the Friends of Captains — they had the daffodil planting and thanked John Kissida for his help. There is a food drive coming up on November 12th from 7-12. The Friends of Captains will work along side the Golf Commission to ensure they are not overlapping each other on Capital Improvements at the Captains Course. Update FY23 HVAC Project (Jay Packett) — There was a site visit with Performance Plumbing and Heating — the company that won the conditional bid. They as well as Rise Engineering looked over all the spaces involved in the project. The next step is the creation of a timeline by the end of the week or beginning of next week. Then there will be a meeting with the Freemans Grill Staff and owner Sean Sullivan. Update FY23 Windows/Doors Project (Jay Packett) - Captains only received one bid for the windows and doors and it was much higher than expected. The bid was not accepted, and it will be sent back out to 1 bid on the 1St of the year. If additional funding is needed that would have to go to Annual Town Meeting in May. Then plan is for the project to be completed next winter. The RFP for the windows and doors would only need a few small changes. Discussion on membership changes —The moratorium on new Non -Resident Memberships was discussed at last Golf Commission meeting - Jay Packett opened the discussion with a survey was sent out to 50 people on the Non -Resident Waiting List to see interest in membership and if so what type. 32 responses came back — 25 interested in full membership — 5 in twilight — and only 2 responses were no longer interested in joining. There is still a strong interest in membership from Non -Residents. Discussion followed on membership revenue, member access to tee times, membership numbers/attrition rates and how to proceed with the Non -Resident Waiting List. Anne O'Connell noted that there would be no vote on this today. Jay Packett noted that there will be further discussion on the topic before a vote will occur. Discussion on Tee Time Allocation Process — Anne O'Connell noted that the decision to be made is to stay with formula that has been in use for a long time or is it now approached in different manner/revert to the original process of set percentages assigned to guest and member courses. Jay Packett noted along with Anne O'Connell that waiting till May/June to set allocations is giving the Captains Course no benefit. Discussion began on this topic. It was determined that more information was needed on ideal membership numbers and revenue before being able to make more informed decisions. Discussion on 2023 Rates — No Golf Commissioners thought that a significant rate increase was warranted for 2023. However, John Kissida noted that seeing the 5 -year plan that will be provided by the Town would assist in this discussion. Anne O'Connell noted that they will vote on the topic after the 29th of November. Discussion followed on the topic. Discussion and possible vote on 'Golf Course Enhancements' list — Wynn Morton put together the list of proposed upgrades. Discussion followed on the topic. There is $30,000 to be allocated for Clubhouse surrounds and enhancements. This is a relatively general category, so Captains can improve the area nearest to the clubhouse and increase its "curb appeal". Anne O'Connell will organize the list into what fits together, and she will try to identify a list of immediate capital projects and see what is left after that. John Kissida will assist with this. Jay Packett made some quick notes on the list of capital improvements. Questions and Comments from Associations and Liaisons: - Bill Meehan noted the importance of retained earnings and that it is okay to make more money than anticipated future costs/projects. Golf Course Questions and Concerns — No Comments Future Agenda Items and meetings (11/1, 11/15; 11/29) — The normal scheduled meeting cannot be held on the 8th as that is election day so it will be on 11/1. Matters not anticipated by the Chair: Rob Harris clarified that there is a possible vote on Nov 29th for the Rates, but the vote will have to happen to later than 12/12. Peggy McEvoy — Noted that they will speak with Jay/Golf Commissions to make sure they are not overlapping on projects as well. They will discuss it further. Jay Packett — Gave a big congratulations to Steve Knowles retiring last Thursday. Keith Gagnon his replacement started this past Tuesday and noted to welcome him to Captains. A motion to adjourn was made by Wynn Morton, seconded by Andrea Johnson, to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5:40 pm. 2