HomeMy Public PortalAboutGolf Commission Packet 5.9.23MEETING NOTICE
TOWN OF BREWSTER
GOLF COMMISSION
Golfcommission@Brewster-ma.gov
Location: 2198 Main Street
Date: May 9, 2023
Time: 4:00 PM
This meeting will be conducted in person at the time and location noted above. This means that
at least a quorum of the members of the public body will attend the meeting in person and
members of the public are welcome to attend in person as well. As a courtesy only, access to the
meeting is also being provided via remote means in accordance with applicable law. Please note
that while an option for remote attendance and/or participation is being provided as a courtesy
to the public, the meeting will not be suspended or terminated if technological problems
interrupt the virtual broadcast or affect remote attendance or participation, unless otherwise
required by law. Members of the public with particular interest in any specific item on this
agenda should make plans for in -person vs. virtual attendance accordingly.
Members of the public who wish to access the meeting remotely may do so in the manner shown
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/i/88144078985?pwd=M05KQnNsR1RQT2FzZEpkSFZDWUVO
Zz09
Passcode: 049087
To request to speak: Tap Zoom "Raise Hand" button, then wait to be recognized.
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
David Valcourt
The Captains Golf Course
1000 Freemans Way
Brewster, MA 02631
(508) 896-1716
www.CaptainsGolfCourse.com
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 attending the meeting in person or by
accessing the meeting remotely.
Additionally, the meeting will be broadcast live, in real time, via Live broadcast (Brewster
Government TV Channel 18), Livestream (Iivestream.brewster-ma.gov), or Video recording (tv.brewster-
ma.gov).
AGENDA
• Call to Order
• Declaration of a Quorum
• Meeting Participation Statement
• As required by the Open Meeting Law, we are informing you that the Town will be video and audio
taping as well as broadcasting this public meeting. In addition, if anyone else intends to either
video or audio tape this meeting they are required to inform the chair.
• Public Comment
• Superintendent's Report
• Director's Report
• Course Operations Questions and Concerns
• Strategic Planning Updates (Commission)
• Questions and Comments from Associations and Liaisons
• Review and approve minutes
• 4/11
• 4/25
• Future Agenda Items and Meetings (6/13)
• Matters not anticipated by the Chair
• Adjourn
Date Posted: Date Revised:
Received by Town Clerk:
BUDGET STATUS rev. 4/30/23
WAGES
Full-time Wages
Part-time Wages
Overtime_
Longevity
FY 2023
% of
Expended thru (Budget
April Budget Balance I Spent -
11T��- WAGES
$ 807,659.84 $ 1,001,971.00 $ 194,311.16 1 80.6% Full-time Wages
$ 375,956.12 $ 518,540.00 $ 142,583.88 72.5% Part-time Wages _
$ 43,939.85 $ 61,184.00 $ 17,244.15 71.6% Overtime
$ 4,731.00 $ 15,197.00 $ 10,466.00 31.1% Longevity
$ - $ - $ - Contractual Obligations
$ - 5 - $ -
$ - $ - $ -
51,232,286.81 , $ 1,596,892.00 $ 364,605.19 77.2% SUBTOTAL
SUBTOTAL
GENERAL EXPENSES
Oil/Grease
Diesel Fuel
Heating
Gasoline
Electricity
Electricity-Inigatlon Pump
R&M Equipment
R&M Irrigation
Proffes s io nal/iech nical
OSHA Training
Phones
Alarm
Office Supplies
Score Cards
Maintenance Supplle
Range Supplies
Computer Supplies
Custodial Supplies
Rubbish Removal/Sanitation
Seed & Sod
Tee & Green
Landscaping
Topsoil & Sand
Fertilizer
Fungicide
Insecticides
Misc. Wetting Agents/Lime
Cart Lease
Clubhouse Fum.IRepair $ 41,038.
Credit Card Expense $ 50,916.13
Environmental Monitoring $ 2,119.19 $ 3,000.00
Safety Clothing Allowance $ 4,875.13 $ 9,000.00 $
Mileage -Maintenance $ 88.45 $ 450.00 $
Meetings/Travel $ 1,060.00 $ 2,500.00 $
Dues and Subscriptions $ 4,208.00 $ 4,100.00 $
Clothing Allowance-Admin 5 - $ 4,000.00 $
Advertising/Promotions $ 23,486.84 $ 50,000.00 $
CVEC Administration Charges $ 3 515.63 $ 4,6
$ $ - $
GENERAL EXPENSES
$ 3,802.42 $ 3,200.00 $ (602.42) 118.8% Oil/Grease
$ 15,089.48 $ 10,500.00 $ (4,569.48) 143.7% Diesel Fuel
$ 13,003.92 , $ 14,000.00 $ 996.08 92.9% Heating
$ 9,074.76 $ 9,000.00 $ (74.76) 100.8% Gasoline
41,419.95 I $ 48,760.00 $ 7,340.05 84.9% Electricity _$ 39,761.72
17,421.58 1 $ 23,320.00 $ 5,898.42 74.7% Electricity -Irrigation Pump _ $ 12,712.28
87,397.031$ 88,000.00 $ 602.97 99.3% R&M Equipment $ 74,675.08
39,540.83 I $ 37,000.00 $ (2,540.83) 106.9% R&M Irrigation $ 18,647.94
Expended thru
April $ 675,845.68
$ 360,267.36
FY 2022
% of
Budget
Budget Balance Spent
$ 890,037.00 $ 214,191.321 75.9%
$ 579,478.00 $ 219,210.64 1 62.2%
$ 38,836.02 $ 50,000.00 $ 11,163.98 ! 77.7%
$ 5,505.00 $ 16,560.00 $ 11,055.00 33.2%
$ 6,500.00 $ 6,643.00 $ 143.00 97.8%
- _$ $ - $
_ - $ - I $
$ 1,086,954.06 $ 1,542,718.00 $ 455,763.94 70.5%
$
$
$ 2,818.94 $ 3,000.00 ' $ 181.06 _ 94.0%
7,559.06 $ 10,000.00 $ 2,440_94 75.6%
$ 11,185.17 $ 14,000.00 ; $ _ 2,814.83 79.9%
$ 8,070.55 _ $ 8,500.00 $ 429.45 94.9%
$ 46,000.00 $ 6,238.28 86.4%
$ 22,000.00 $ 9,287.72 57.8%
$ 80,000.00 $ 5,324.92 93.3%
$ 35,000.00 $ 16,352.06 53.3%
$ 11,925.13 $ 4,500.00 $ (7,425.13) 265.0% Proffessional/Technical $ 11,794.80 ' $ 4,500.00 $ (7,294.80) 262.1%
$ 1,658.66 $ 2,500.00 $ 841.34 66.3% OSHA Training $ - . $ _ 2,500.00 $ 2,500.00 0.0%
$ 1,180.81 $ 1,600.00 $ 419.19 73.8% Phones $ - 1,129.30 ($ 1,600.00 $ 470.70 70.6%
$ 3,787.34 $ 2,200.00 $ (1,587.341 172.2% Alarm $ 3,265.40 1 $ 2,200.00 $ A1,06540). 148.4%
$ 5,686.38 $ 9,500.00 $ 3,813.62 59.9% Office Supplies $ 7,504.19 , $ 9,500.00 $ 1,995.81 79.0%
$ 2,985.00 $ 5,000.00 $ 2,015.00 59.7% Score Cards $ 3,045.37 , $ 4,000.00 $ 954.63 _ 76.1%
$ 23,148.91 $ 12,000.00 $ 111,148.91).192.9% Maintenance Supplies $ 11,629.67 $ 12,000.00 $ 370.33 96.9%
$ 5,507.83 $ 13,000.00 $ 7,492.17 42.4% Range Supplies $ 4,066.62 $ 13,000.00 $ 8,933.38 _ 31.3%
$ 8,380.46 $ 8,000.00 $ (360.46).104.8% Computer Supplies $ 6,784.56 $ 8,000.00 $ 1,215.44 84.8%
$ 10,512.18 $ 22,000.00 $ 11,487.82 47.8% Custodial Supplies _ $ 18,270.40 $ 20,000.00 $ 1,729.60 91.4%
$ 12,357.06 $ 20,000.00 $ 7,642.94 61.8% Rubbish Removal/Sanitation $ 19,134.32 $ 26,000.00 $ 6,865.68 73.6%
$ 24,082.65 $ 29,000.00 $ 4,917.35 83.0% Seed & Sod $ 13,490.92 $ 25,000.00 $ 11,509.08 54.0%
$ 12,766.20 $ 12,000.00 $ (766.20) 106.4% Tee & Green $ 9,433.57 $ _12,000.00 $ 2,566.43 78.6%
$ 3,170.56 $ _ 5,000.00 $ 1,829.44 63.4% Landscaping _ $ 1,500.00 $ 5,000.00 $ 3,500.00 30.0%
$ 19,499.31 $ 31,500.00 $ 12,000.69 61.9% Topsoil & Sand $ 24,879.70 $ 30,000.00 $ 5,120.30 82.9%
$ 92,553.88 $ 96,000.00 $ 3,448.12 96.4% Fertilizer $ 56,312.60 $ 80,000.00 $ 23,687.40 70.4%
$ 138,627.37 $ 126,000.00 $ (12,627.37) 110.0% Fungicide $ 129,716.67 $ 120,000.00 $ ,(9,716.67) 108.1
$ 2,514.92 $ 16,000.00 5 13,485.08 15.7% Insecticides _ $ 8,506.26 $ 15,000.00 $ 6,491.74 56.7
$ 47,829.86 $ 58,000.00 $ 10,170.14 82.5% Misc. Wetting Agents/Lime $ 48,090.00 $ 55,000.00 $ 6,910.00 87.4%
$ 92,500.00 $ 111,000.00 $ 18,500.00 83.3% Cart Lease $ 92,500.00 $ 111,000.00 $ 18,500.00 83.3%
$ 50,000.00 5 6,961.35 82.1% Clubhouse Fum./Repair - $ 19,343.96 $ 35000.00 $ 15,656.04 1 55.3%
$ 75,000.00 $ 14,083.87 81.2% Credit Card Expense $ 53,869.61 $ 57,000.00 $ 3,130.39 94.5%
$ 880.81 70.6% Environmental Monitoring $ 2,983.57 $ 3,000.00
4,124.87 I 54.2% Safety Clothing Allowance $ 4,907.76 $ 9,000.00
361.55 19.7% Mileage -Maintenance $ - $ 450.00
1,440.00 L 42.4%Meetings/Travel $ 130.00 $ 2,500.00
1106.00) 102.6% Dues and Subscriptions_ $ 3,569.99 $ 4,100.00
4,000.00 0.0% Clothing Allowance-Admin $ - $ 4,000.00
26,513.16 47.0% Advertising/Promotions $ 21,476.90 $ 50,000.00
88.00 $ 1,172.37 75.0% $ - $
- $ $
$ $ - a - $ _$
$ $ - $ $ $
$ - $ - $ - - a $
s - s
5
$
- I$
- $
$
a• $
- $ - .$
16.43
4,092.24
450.00
2,370.00
530.01
4,000.00
28,523.10
99_5%
54.5%
0.0%
5.2%
87.1%
0.0%
43.0%
SUBTOTAL
888,732.50 $1,026,318.00 $ 132,585.50 1 87.0% SUBTOTAL $ 752,768.88 $ 939,850.00 $ 187,081.12 1 80.1%
Other Expenses:
Other Expenses:
Transfer to Trust $ - $ 21,000.00 $ 21,000.00 0% Transfer to Trust
Pro Shop Purchases
Capital
Indirect Costs
Life Insurance
Unempl�rment
Health Insurance
Medicare
Compensated Absences
Workers Compensation
General Liability Insurance
Retirement/Pension Exp.
Transfer to General Stabilization
SUBTOTAL
$ 21,000.00
152,715.39 $ 230,000.00 $ 77,284.61 66% Pro Shop Purchases $ 108,792.14
$ - 1 $ $ - Capital
$ 205,356.00 1 $ 205,356.00 $ - 100% Indirect Costs
$ 511.64 I $ 671.00 $ 159.36 76% Life Insurance
$ 35,163.76
$ 245,255.50
$ 15,351.26
$
$
$
21,547.75
10,605.00
68,262.24
238,554.00
400,000.00
$ 993,322.54
GRAND TOTAL
5 3,114,341.85
$ 55,080.00 $ 19,916.24 64% Unemployment
$ 19,065.00
$ 129,324.00
$ 436.82
$ 35,168.17
$ 343,608.00 $ 98,352.50 71% Health Insurance $ 191,380.90
$ 23,976.00 $ 8,624.74 64% Medicare $ _ 14,103.90
$ 20,000.00 $ (1,547.75). 108% Compensated Absences ' $ 1,193.00
-- _ $ .._ 9,646.00
$ 70,511.92
$ 251,300.00
$ 6,237.30
$ 858,159.15
$ 16,480.00 $ 5,875.00 64% Workers Compensation
$ 81,198.00 $ 12,935.76 84% General Liability Insurance
$ 238,554.00 $ - I 100% Retirement/Pension Exp.
$ 400,000.00 $ - 100% Encumbrances
$ 1,635,923.00 $ 242,600.46 61% SUBTOTAL
$ 4,254,133.00 $ 739,791.15 4 73%; GRAND TOTAL
FY23 Capital $ 12,507.53 $ 730,000.00 $ 717,492.47
FY22 Capital
2%
192,666.88 0 982,000.00 0 789,333.121 20%
$ 21,000.00 $ - 100%
$ 230,000.00 $ 121,207.86 47%
$ 100, 000.00 $ 80, 935.00 19%
$ 129,324.00 $ 100%
$ _ 652.00 $ 215.18 67%
$ 54,000.00 $ 18,831.83 65%
$ 298, 518.00 $ 107,137.10 64
$ 22,151.00 $ 8,047.10 64%
$ 15,000.00 $ 13,807.00 8%
$ 16,000.00 $ 6,354.00 _ 60%
$ 78,834.00 $ 8,322.08 89%
$ 251,300.00 $ _ - 100%
$ 6,237.30 $ 100%
$ 1,223,016.30 $ 364.857.15 70%
$ 2,697,882.09 $ 3,705,564.30
$ 1,007,702.21 Y 73%
CAPTAINS GOLF COURSE COMPARISON REPORT
APRIL
Apr -18 Apr -19 Apr -20 Apr -21 Apr -22 Apr -23
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 78,957.00 $ 93,111.00 $ 15,795.00 $ 78,273.00 $ 83,750.00 $ 95,569.00
RESIDENTS-Moming $ 76,912.00 $ 78,165.00 $ 8,539.00 $ 48,892.00 $ 72,163.50 $ 67,973.30
RESIDENTS - Twilight $ 16,117.00 $ 14,534.33 $ 468.00 $ 16,695.00 $ 25,236.40 $ 25,666.00
CHARTER NON-RESIDENTS $ - $ 2,896.00 $ 1,520.00 $ 1,520.00 $ 1,735.00 $ 1,805.00
NON-RESIDENTS $ 106,006.00 $ 85,119.00 $ 8,760.00 $ 102,790.00 $ 92,063.60 $ 71,325.00
NON-RESIDENT TWILIGHT $ 14,940.00 $ 16,679.00 $ - $ 27,300.00 $ 22,330.00 $ 20,800.00
AFP COLLEGIATE $ 370.00 $ 2,109.00 $ $ 5,825.00 $ 4,000.00 $ 5,350.00
AFP JUNIOR $ 1,005.00 $ 1,610.00 $ - $ 2,392.00 $ 1,836.00 $ 2,536.00
SUBTOTAL $ 294,307.00 $ 294,223.33 $ 35,082.00 $ 283,687.00 $ 303,114.50 $ 291,024.30
GREEN FEES:
18 HOLE GREEN FEE $ 32,669.00 $ 27,819.00 $
TWILIGHT GREEN FEES $ 4,896.00 $ 7,615.00 $
BACK 9 GREEN FEES $ 1,703.00 $ 1,097.00 $
ADVANCED RESERVATIONS $ 5,852.20 $ 10,233.90 $
SUBTOTAL $ 45,120.20 $ 46,764.90 $
$ 58,418.00 $ 60,578.44 $ 60,471.00
$ 10,297.00 $ 10,640.00 $ 8,491.00
$ 5,468.00 $ 10,719.13 $ 11,859.80
$ 74.00 $ 220.00 $ 9,403.00
$ 74,257.00 $ 82,157.57 $ 90,224.80
CARTS:
18 HOLE CART $ 14,233.76 $ 14,247.52 $ $ 27,472.89 $ 26,540.99 $ 29,889.70
9 HOLE CART $ 3,642.65 $ 4,585.66 $ - $ 7,237.55 $ 7,496.92 $ 8,753.37
SUBTOTAL $ 17,876.41 $ 18,833.18 $ $ 34,710.44 $ 34,037.91 $ 38,643.07
DRIVING RANGE $ 7,384.00 $ 8,765.00 $ 221.00 $ 15,808.00 $ 15,628.00 $ 12,989.00
PULL CARTS $ 379.44 $ 295.52 $ $ 302.13 $ 136.53 $ 265.50
SNACK BAR RENT $ 1,500.00 $ 1,701.58 $ - $ - $ - $
GIFT CERTIFICATES $ (5,005.50) $ (2,373.51) $ (1,595.00) $ (2,273.22) $ (2,681.69) $ (3,090.36)
CREDIT BOOK $ 376.79 $ (1,200.97) $ $ 517.67 $ (487.63) $ (738.15)
PRO SHOP SALES $ 21,040.36 $ 16,940.29 $ 880.00 $ 19,130.00 $ 26,258.10 $ 21,194.34
MISC. SALES $ $ - $ $ - $ $ -
SUBTOTAL $ 25,675.09 $ 24,127.91 $ (494.00) $ 33,484.58 $ 38,853.31 $ 30,620.33
TOTAL REVENUE $ 382,978.70 $ 383,949.32 $ 34,588.00 $ 426,139.02 $ 458,163.29 $ 450,512.50
CAPTAINS GOLF COURSE COMPARISON REPORT
CALENDAR YEAR THROUGH APRIL ( 4 months )
YEAR 2018 YEAR 2019 YEAR 2020 YEAR 2021 YEAR 2022 YEAR 2023
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 215,204.00 $ 247,882.00 $ 261,304.02 $ 249,561.00 $ 355,986.00 $ 344,890.00
RESIDENTS -Morning $ 155,945.00 $ 162,942.45 $ 131,410.00 $ 132,106.70 $ 211,519.50 $ 236,403.70
RESIDENTS -Twilight $ 25,042.00 $ 26,576.33 $ 19,332.00 $ 35,415.00 $ 44,996.40 $ 46,706.00
CHARTER NON-RESIDENTS $ 5,516.00 $ 7,240.00 $ 1,520.00 $ 7,600.00 $ 6,940.00 $ -
NON-RESIDENTS $ 261,206.00 $ 254,988.00 $ 239,654.00 $ 353,321.00 $ 468,564.20 $ 498,104.96
NON-RESIDENT TWILIGHT $ 24,250.00 $ 24,683.00 $ 24,910.00 $ 59,748.00 $ 70,401.00 $ 62,944.00
COLLEGIATE $ 2,540.00 $ 5,551.00 $ 1,183.00 $ 10,658.00 $ 8,630.00 $ 9,100.00
JUNIORS $ 2,010.00 $ 2,082.00 $ 776.00 $ 3,684.00 $ 3,101.00 $ 3,848.00
SUBTOTAL $ 691,713.00 $ 731,944.78 $ 680,089.02 $ 852,093.70 $ 1,170,138.10 $ 1,201,996.66
GREEN FEES:
18 HOLE GREEN FEE $ 50,321.00 $ 39,724.00 $ 12,755.00 $ 74,581.00 $ 80,568.44 $ 82,216.00
TWILIGHT GREEN FEES $ 9,003.00 $ 12,225.00 $ 5,665.00 $ 18,019.00 $ 16,535.00 $ 14,151.00
BACK 9 GREEN FEES $ 1,963.00 $ 1,279.00 $ 470.00 $ 9,333.00 $ 14,314.13 $ 20,059.80
ADVANCED RESERVATIONS $ 9,952.20 $ 12,133.90 $ 10,692.20 $ 6,924.00 $ 3,510.00 $ 30,516.45
SUBTOTAL $ 71,239.20 $ 65,361.90 $ 29,582.20 $ 108,857.00 $ 114,927.57 $ 146,943.25
CARTS:
18 HOLE CART $ 20,566.40 $ 20,408.84 $ 8,122.47 $ 39,219.96 $ 36,435.07 $ 47,803.37
9 HOLE CART $ 5,486.08 $ 7,335.43 $ 4,057.60 $ 13,784.18 $ 11,440.19 $ 16 948.20
SUBTOTAL $ 26,052.48 $ 27,744.27 $ 12,180.07 $ 53,004.14 $ 47,875.26 $ 64,751.57
DRIVING RANGE $ 11,732.00 $ 13,934.00 $ 5,450.00 $ 18,582.00 $ 24,567.00 $ 23,828.00
PULL CARTS $ 582.72 $ 580.76 $ 153.36 $ 577.78 $ 136.53 $ 438.66
SNACK BAR RENT $ 1,500.00 $ 1,701.58 $ - $ - $ - $ -
GIFT CERTIFICATES $ (3,869.09) $ (3,194.41) $ (5,787.73) $ (1,789.22) $ (5,397.37) $ (3,924.72)
CREDIT BOOK $ (373.33) $ (1,579.10) $ (520.59) $ 492.57 $ (1,655.11) $ (1,616.06)
PRO SHOP SALES $ 36,158.39 $ 33,188.39 $ 17,573.83 $ 40,179.42 $ 51,522.25 $ 34,921.79
MISC. SALES $ - $ - $ $ - $ 8.00 $ 287.15
SUBTOTAL $ 45,730.69 $ 44,631.22 $ 16,868.87 $ 58,042.55 $ 69,181.30 $ 53,934.82
TOTAL REVENUE $ 834,735.37 $ 869,682.17 $ 738,720.16 $ 1,071,997.39 $ 1,402,122.23 $ 1,467,626.30
CAPTAINS GOLF COURSE COMPARISON REPORT
FISCAL YEAR THROUGH APRIL ( UO months )
FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 FY 2023
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 225,190.00 $ 265,862.00 $ 275,028.02 $ 272,673.00 $ 363,357.00 $ 345,370.00
RESIDENTS - Morning $ 159,037.00 $ 162,147.45 $ 134,750.00 $ 131,313.70 $ 215,786.50 $ 239,683.70
RESIDENTS -Twilight $ 28,325.00 $ 31,063.33 $ 24,764.00 $ 42,111.00 $ 47,804.40 $ 52,654.40
CHARTER NON-RESIDENTS $ 5,516.00 $ 7,240.00 $ 1,520.00 $ 7,600.00 $ 6,940.00 $ -
NON-RESIDENTS $ 268,586.00 $ 264,153.00 $ 250,108.00 $ 377,921.00 $ 471,368.20 $ 500,184.96
NON-RESIDENT TWILIGHT $ 26,231.00 $ 26,837.00 $ 28,018.00 $ 66,784.00 $ 73,201.00 $ 65,254.00
COLLEGIATE $ 3,055.00 $ 6,291.00 $ 2,128.00 $ 11,879.00 $ 9,851.00 $ 9,550.00
JUNIORS $ 2,730.00 $ 3,167.00 $ 1,164.00 $ 3,908.00 $ 3,685.00 $ 3,848.00
SUBTOTAL $ 718,670.00 $ 766,760.78 $ 717,480.02 $ 914,189.70 $ 1,191,993.10 $ 1,216,545.06
GREEN FEES:
18 HOLE GREEN FEE $1,003,217.55 $1,037,844.34 $ 1,045,402.58 $1,390,842.58 $ 1,230,723.93 $ 1,297,672.56
TWILIGHT GREEN FEES $ 119,086.00 $ 123,621.20 $ 122,058.00 $ 194,904.88 $ 167,661.89 $ 166,959.50
BACK 9 GREEN FEES $ 50,742.20 $ 59,086.04 $ 68,312.00 $ 93,953.95 $ 132,065.38 $ 200,054.81
ADVANCED RESERVATIONS $ 81,648.48 $ 65,720.90 $ _ 64,748.60 $ 34,027.80 $ 37,864.25 $ 77 722.00
SUBTOTAL $1,254,694.23 $1,286,272.48 $ 1,300,521.18 $1,713,729.21 $ 1,568,315.45 $ 1,742,408.87
CARTS:
18 HOLE CART $ 370,937.43 $ 379,632.23 $ 364,332.37 $ 501,410.41 $ 481,261.57 $ 499,080.21
9 HOLE CART $ 81,759.31 $ 92,290.49 $ 93,124.74 $ 123,944.65 $ 111,149.19 $ 129,691.90
SUBTOTAL $ 452,696.74 $ 471,922.72 $ 457,457.11 $ 625,355.06 $ 592,410.76 $ 628,772.11
DRIVING RANGE $ 94,895.00 $ 96,416.00 $ 91,547.00 $ 138,948.00 $ 130,244.00 $ 121,605.50
PULL CARTS $ 6,938.12 $ 6,608.97 $ 5,564.55 $ 7,329.86 $ 3,355.31 $ 4,924.90
SNACK BAR RENT $ 35,500.00 $ 28,201.58 $ 28,202.16 $ 10,000.00 $ 25,000.00 $ 24,603.05
GIFT CERTIFICATES $ (6,748.02) $ (6,880.05) $ (4,746.91) $ 4,844.38 $ 10,125.45 $ 6,039.70
CREDIT BOOK $ 5,939.88 $ (6,166.74) $ 2,028.40 $ 5,502.87 $ 16,448.92 $ 11,444.23
PRO SHOP SALES $ 195,755.01 $ 209,753.90 $ 186,946.00 $ 191,566.51 $ 224,359.44 $ 203,342.53
MISC. SALES $ $ $ $ $ 6,231.27 $ 4 585.71
SUBTOTAL $ 332,279.99 $ 327,933.66 $ 309,541.20 $ 358,191.62 $ 415,764.39 $ 376,545.62
TOTAL REVENUE $2,758,340.96 $2,852,889.64 $ 2,784,999.51 $ 3,611,465.59 $ 3,768,483.70 $ 3,964,271.66
FY 2023 Projections by month
REVENUES: JUL
Season Passes $ 12,000
Green Fees $ 449,961
Cart Fees $ 150,082
Driving Range $ 24,929
Pro Shop Revenues $ 47,000
Restaurant Rent $ 5,000
Solar Array $ -
Miscellaneous $ TOTAL REVENUES $ 688,972
AUG SEP
6,000 $ 3,886
449,961 5 262,477
157,229 $ 107,202
32,719 $ 21,813
46,000 $ 30,000
5,000 $ 5,000
- $
696,909 $ 430,377
OCT NOV DEC
- $ - $ - 5
168,735 $ 56,245 $ 18,748 $
78,614 $ 28,587 $ 7,147 $
15,580 $ 6,232 $ 1,558 $
25,000 $ 15,000 $ 5,000 5
5,000 $ 2,500 $ 2,000 $
- 5 - $ - 5
- 5 - 5 - $
292,930 $ 108,564 $ 34,453 $
JAN
18,748
5,003
3,116
10,000
36,867
FEB
248,047
18,748
3,573
3,116
2,000
275,485
5
$
5
5
$
5
$
MAR
554,458
37,497
5,717
3,116
20,000
2,500
623,288
APR
393,957
56,245
28,587
12,464
25,000
5,000
521,254
$
$ 72,517 $ - $ 72,517
5 - 5 - $ -
MAY JUN TOTALS
189,683 $ 51,069 $ 1,459,100
112,490 5 224,980 $ 1,874,837
57,174 $ 85,761 $ 714,677
14,022 $ 17,I38 $ 15$,804
30,000 5 45,000 5 300,000
5,000 5 5,000 $ 42,000
480,887 $ 428,949 5 4,618,935
EXPENSES:
Wages $ 154,899 5 154,899 $ 138,930 $ 121,364 $ 111,782 5 102,201 $ 105,395 $ 79,845 5 108,589 $ 118,170 5 151,705 $ 249,115 $ 1,596,892
Operating Expenses $ 134,505 $ 129,449 $ 105,177 $ 59,668 $ 53,600 $ 36,407 $ 36,407 $ 45,509 $ 71,804 $ 107,200 5 111,245 $ 120,347 $ 1,011,318
Pro Shop Purchases 5 25,300 5 23,000 5 16,100 $ 10,350 $ 4,600 $ 5,750 $ - $ - $ - $ 39,100 $ 52,900 $ 52,900 $ 230,000
Life Insurance $ 671 $ $ - $ - $ - $ - $ - 5 - $ - $ - $ - $ - $ 671
Unemployment $ $ 5• $ - $ 9,200 $ 9,200 $ 9,200 $ 9,200 $ 9,200 $ 9,080 $ $ - 5 55,080
Health Insurance $ 20,629 $ 28,629 $ 28,629 $ 28,629 $ 28,629 $ 28,629 $ 28,629 5 28,629 $ 28,629 $ 28,629 5 28,629 5 28,629 $ 343,548
Medicare 5 23,976 $ - 5 - 5 - 5 - $ $ - $ - 5 - 5 - $ - 5 - 5 23,976
Compensated Absences 5 20,000 $ - $ $ - $ - $ - $ - 5 - $ - 5 5 - 5 - $ 20,0906
Workers Compensation $ 16,480 $ - $ - $ - $ • $ $ - $ - $ - $ $ - $ - 5 16,480
Retirement/Pension $ 238,554 5 - 5 $ - $ - $ - $ 5 - $ - 5 $ - $ - 5 238,554
Debility & Property Insurance $ 81,199 5 - $ - $ - $ 5 $ $ - $ - $ $ - $ - $ 79,437
Transfer to trust $ 21,000 $ - 5 - $ - $ - 5 - $ $ - $ $ $ - $ - 5 21,000
Contractual Obligations
$ $ 5 5 $ 5 • $ 5 5 5 $ 5 5
Indirect Costs $ 214,0116 $ . 5 5 - 5 - 5 $ 5 - $ $ $ $ - $ 214,006
Transfer to Capital Stabilization $ 400,000 5 - $ $ - $ - 5 5 $ - $ 5 5 5 - $ 400,000
FY23 Capital $ - $ - $ $ - $ - $ - 5 - $ - $ - 5 5 - 5 - $
TOTAL EXPENSES $ 1,359,219 $ 335,976 $ 288,836 $ 220,011 $ 207,811 $ 182,188 $ 179,631 5 163,183 $ 218,221 $ 302,179 $ 344,479 $ 450,991 5 4,250,962
SURPLUS/(DEFICIT) $ (670,247) 5 360,932 5 141,542 $ 72,920 $ (99,247) $ (147,734) $ (142,764) $ 112,302 $ 405,067 $ 219,075 $ 136,408 5 (22,042) 5 367,973
REVENUES:
Season Passes
Green Fees
Cart Fees
Driving Range
Pro Shop Revenues
Restaurant Rent
Solar Array
Miscellaneous
Gift Certificates
Credit Book
TOTAL REVENUES
EXPENSES:
Wages
Operating Expenses
Pro Shop Purchases
Life Insurance
Unemployment
Health Insurance
Medicare
Compensated Absences
Workers Compensaton
Retirement/Pension
Liability & Property Insurance
Transfer to Trust
Indirect Costs
Transfer to Capital Stabilization
Capital
P123 Capital
TOTAL EXPENSES
SURPLUS/(DEFICIT)
ACTUAL ACTUAL 980310(10 4071791 ACTUAL ACTUAL ACTUAL ACTUAI ACTUAL ACTUAL
4LA AUG A47UA1 on NOV DEC IAN R8 MAR APR
$ 11,760 $ 1,940 $ 866 5 480 S 200 $ 290 $ • $ 119:664 $ 791,318 5 291.024
$ 670,713 S 525,409 5 282,925 $ 153,926 $ 51,928 5 10,425 $ 29,893 $ 10,795 $ 16,590 $ 90,225
$ 199,156 8 172,527 8 108,143 5 63,896 5 28,874 $ 5,905 $ 9,671 $ 5,862 $ 10,656 $ 38;643
$ 38,823 5 29,933 5 14,676 $ 8,044 5 2,892 $ 3,410 5 1,852 5 2,693 $ 6,294 $ 12,989
5 53,722 5 50,055 5 25,524 $ 27,148 $ 9,833 5 7,177 5 3,667 $ 7,522 $ 7,$39 $ 21.194
S 5,000 5 - 5 $ 18,1113 5 0,100 5 - $ - $ - 5 5
$ • 5 • 5 $ - $ $ 5 • $ - 5 $
$ 1,936 6 (303) $ 1.657 $ 1,043 5 - $ - $ - $ 287 $ $ -
$ 1.7, 371? 5 Athol 5 11,124] 5 (2,550) $ 1,155 S 22,202 $ 213 $ 299 5 (1.341) $ (3,090)
$ 2,515 $ 5,806 $ 4,69? 5 2,480 5 (7.149) 5 (1,250) $ (630) S 75 5 (322) 5 (738)
$ 867,655 $ 730.431 $ 437.371 $ 867,625 $ 95.554 $ 48,019 $ 44,607 $ 141,680 $ 830,734 $ 400,241
5 129;686 $ 163,498 5 156,236 5 144,965 5 133,749 5 148,356 5 80,797 $ 67.564 $ 83,352 $ 110,464
5 58,451 5 129,019 5 100,166 5 94,397 5 71,942 $ 158,566 $ 73,771 5 42,189 5 92,161 5 08,050
$ 21,257 $ 25,719 5 24,557 5 13,167 $ 4,301 $ 15,735 $ 3,292 $ 8,580 $ 6,860 $ 34,847
5 56 $ 56 5 132 $ - 5 53 $ 46 $ 50 $ 43 5 96 $ -
$ • 5 - $ • $ $ $ 1,631 $ 3,398 5 12.180 5 9,354 $ 8.396
5 21,381 5 24,929 5 28,138 5 48,266 $ $ 22,885 $ 42,302 5
$ 41,619 S 22,835
5 • 5 • 5 • $ 6,503 $ • $ 5,796 $ • 5 $ 3,052 $
$ 2.308 5 3,000 5 5 - 5 16,240 $ - $ - $ $ $
$ 06,605 $ $ 5 5 $ 5 5 5 5
$ 236,504 $ - $ $ - $ - 5 - 5 $ $ 5
$ 69.262 5 - S $ 5 • 5 • - $ - $ 5
$ $ $ 5 5 • 5 • $ S 5 5
5 5 20,956 5 $ $ 6 - 5 3 5 5
5 470,000 5 - $ $ - $ - 5 5 $ $ - $
5 - 5 5 - $ - $ - 5 s - 5 - $ - $
$ - 5 - $ $ - S 5 5 $ 5 5
$ 984$26 $ 549,576 $ 304,704 $ 305,497 $ 226,264 $ 348,987 5 204,310 $ 143,661 $ 236,584 $ 744,612
5 522.972) 6 271.341 5 133,187 5 (37,672) $ (134730) $ (300,96[) 5 1159,704) 6 (1,961) $ 594,150 5 205,635
PROJECTED PROJECTED
MAY JUN TOTALS
$ $ $ 1,216,545
$ $ $ 1,742,409
$ $ 5 633,338
$ $ $ 121,606
$ $ - 5 209,343
5 5 - $ 24,603
5
$ - $ - $ 4,566
5 - $ - 5 6,040
$ 11,444
5 - S - $ 3,963,913
$ - 5 - $ 1,232,287
5 $ - 5 888,732
$ - $ - $ 152,715
$ - $ $ 511
$ - $ 5 35,164
$ - 5 $ 245,256
$ $ - 5 15,351
$ $ - $ 21,548
$ $ - $ 10,605
5 5 - 5 238,554
$ $ - $ 68,262
$ - $ 5
$ $ $ 205,356
$ $ $ 400,000
$ 5 - 5 -
$ $ - $
$ - $ $ 3,514,341
$ $ $ .449,572
MONTH: IApr-23
DATE DAY
1 SAT
2 SUN
3 MON
4 TUE I
5 WED
6 THU
7 FRI
8 SAT
WED
THU
FRI
SAT
SUN
MON
TUE
FRI
SAT
SUN
MON
24
25 TUE
26 WED
27 THU
28 FRI
29 SAT
19 I
27 J10
12 2
20
24
85
53
22
13
35
25
TOTALSI 1,099
GUEST PLAY
TAI -LT PP COMP OTHER TOT-G5T 18
19 3
61 68
20 88
35 48
`31
19
1 15
17
18
10 4
24 2
16 24
7 17
13 8 2
16 6 4
2211 7 44
13 25 68
7 6
263. 371 213
ApnI-22 _1,109 3021 408 284
April 21 1,189 1886 376 139
607 38 307 197 78
638 57 220 253 112
871 130 380 241 153
770 107 240 233 162
669. 69 402 205 82
8 34
52 39
134 110
90 47
44 61
35 72
44
36
50
133
84
49
23
65
61
50
138
181
17
41 , 134
75� 49
69 , 116
49 ,t 59
157 117
219 95
18 35
2,193
1,989
1,252
1,832
1,570
1,478
664 1 27 348 265 85 - 1,409
834 45 344 403 173 100 1,899
945 51 425 306 i 155 ! 149 2,031
April -11 772
April -06
ApnI.03
April -00
33 216 570
55
60
69
822 106
679 107
280 420
255 541
251 655
634
214
168
220 88 2,198
116
298 902 162
171
220
164
959 160
1,034 112
822 166
1,809
2,237 151
1,884
107 1,962
138
2,744
126 2,249
198 2,471
121 2,046
184 3,2801
L
104 3,780
49 Z853
MEMBER PLAY GRAND ' _
B-9 TWI-LT TOT-MBR TOTALS COMMENTS/WEATHER
1 4 23 I Rain, 45 deg
11 7 86 147 1 Sunny, Windy, 44 deg
11 9 108 128 Sunny, Windy 44 deg _
31 3 82 117. Nice, 55 deg
23 , - 57 _ 65 Cold, Windy,. 44 deg _
11 4 54 106 Cloudy, Misty, 51 deg
16 25 151 285 Partly Cloudy, Chilly, 51 deg_
20 _ 17 84 174 _ Sunny, Cool, 49 deg
9 7 77 121 Sunny, 46 deg, Easter _
8 22 102 137 _ Sunny, 57 deg
49 17 22 88 132 _ Sunny, 62 deg
106 34 12 152 188 Sunny, 63deg
62 44 7 113 163 Sunny. 70 deg _
169 28 66 263 396 Sunny, 72 deg
68 19 15 102 _ 186 Decent, 66 dog
63 10 10 63 , 132 Cloudy Foggy, 55 deg
94 18 12 124 . 147 Cloudy, 50 deg
55 30 28 113 178 Windy, 55 deg
102 58 _ 9 169 230 Pa ly Cloudy, 53 deg
65 62 5 132 182 Sunny, 53 deg
139 18 _ 50 _ 207 345 Sunny, Cool, 51 deg _
105 17 29 _ 151 332 Cloudy, Cool, 52 deg
50 6 6 _ 62 79 Rainy, 50 deg__
25 8 167 208 Cloudy, 53 deg
44 j 4 97 172 Sunny, 55 deg
57 11 184 253 Cloudy, Cool, 53 deg
30 1 _ 90 139. Overcast, 50 deg _
50 25 192 349 Sunny, 57 deg__
20 , 12 127 346 Cloudy, Cool, 50 deg
3 6 44 62 Rain, Wind, 55 deg
2,302 730 I 433 3,465 5,522 No Closed Days
2,372 471 630 ' 3,473 5,666 No Closed Days
2,675
1,577 240 360
1,455 348
1,827 325
1,556 337
1,770 337
1,858 358
1,862
2,253 531
2,205 442
1,933 465 681
2,236 390 250
1,906 405 646
1,922 392
2,532 540
2,444 539 447
2,625 414 170
2,122 328, 427
2,568 498 365
2,394 434 222.
2,636 284
177
308 915 3,898 5,887 No Closed Daps
30 days closed - Covld
2,197 t 3,449 10 days with ram
288 2,091 i 3,401
288 2,4401 4,272
482 2,375 3,945
247 2,354 3,832
225 2,441
378 618
3.850
2,858 4,757
308 3,092
147 2,794
5,123
4,601
1 day closed
1 day closed
1 day closed
2 days closed
0 days closed
0 days closed
0 days closed
2 days closed
2,979 4,923
0 days closed
2,876 4,916 1 day closed
2,957
178 2,492
5.155. 2 days closed
4,454 2 days closed
325 3,397 6,141 no closed
3,430 I 5,679 1 closed day _
3,209 5,680 3 closed days
2,877 I 4,923 4 closed days
3,451 6,731. 1 closed day _
3,050 6,830 4 closed days _ _-
3,097 5,9501
CALENDAR YEAR 2023 PLAY TOTALS
Member
Play %
GUEST PLAY
18 hole Back 9 Twilight Guest
green Prepaids w/mbr green Misc. Play
MEMBER PLAY
Back 9 Twilight Member
18 hole play play play Play
TOTAL
PLAY
Monthly
Totals
January
152
-
95
53
15
315
1,100
285
138
1,523
1,838
83%
February
_
186
-
60
76
24
346
791
212
101
1,104
1,450
76%
March
268
-
128
99
13
508
1,356
385
149
1,890
2,398
79%
April
1,099
213
263
371
111
2,057
2,302
730
433
3,465
5,522
63%
May
-
-
-
-
-
-
-
-
-
-
-
#DIV/0!
June
-
-
-
-
-
-
-
-
-
-
-
#DIV/0!
July
-
#DIV10!
August
-
-
-
-
-
-
-
-
-
-
-
#DIVIO!
September
-
-
-
-
-
-
-
-
-
-
-
#DIVl0!
October
-
-
-
-
-
-
-
-
-
-
-
#DIVIO!
November
-
-
-
-
-
-
_ -
-
-
-
-
#DIVIO!
December
-
-
-
-
-
-
-
-
-
-
-
#DIVIO!
TOTALS
1,705
213
546
599
163
5,549
1,612
821
7,982
11,208
71%
3,226
2022
25,465 1,650 6,471 6,867 2,760
8,671 7,407 46,543
89,756
43,213
30,465
2021
26,122
1,201 3,939 8,265 1,376 40,903
34,259 7,995 10,569 52,823
93,726
56%
2,503 8,682 564 36,110
3,240 4,728 11,480 48,648
84,758
57%
2020
23,830
531
1,769 2,344 6,082 2,591 34,924
26,234 5,425 6,833 38,492
73,416
52%
2019
22,138
2,032 6,112 3,932 I 36,253
25,608 6,171 6,363 38,142
74,395
51%
2018
22,289
1,888
1,825 6,534 2,926 35,097
26,477 6,426 5,477 38,380
73,477
52%
2017
21,905
1,907
2016
2,357
1,809 6,595 4,206 38,869
27,309 7,663 5,577 40,549
79,418
51%
23,902
1,174 6,117 3,435 1 38,260
24,845 5,605 5,502 35,952
74,212
48%
2015
25,318
2,216
2014
23,422
2,405 929 5,885 3,867 36,508
26,145 5,975 3,932 36,052
72,560
50%
2013
23,220
2,438 1,138 6,311 3,799 1 36,906
25,748 6,108 3,769 35,625
72,531
49%
2012
1,231 6,161 3,618 I 37,169
28,694 7,121 2,963 38,778
75,947
51%
23,523
2,636
3,2421 843 5,128 3,44936,385
28,422 6,854 2,678 37,954
74,339
51%
2011
23,723
2010
20,652
3,180 878 6,594 4,457 35,761
27,379 6,782 3,442 37,603
51%
73,364
I
2009
22,986
3,517 I 2,089 5,011 5,218 I 38,821
26,929 6,107 3,160 36,196
75,017
48%
4,582 1,204 5,837 5,816 40,963
6,959 5,918 38,874
2008
23,524
25,997
79,837
49%
2007
24,113
4,858 1,177 6,544 6,577 43,269
29,758 7,470 3,353 40,581
83,850
48%
2006
1,485 5,828 6,9621 43,454
31,342 7,376 3,654
42,372
85,826
49%
22,099
7,080
2005
16,577
11,948 2,162 4,601 6,404 41,692
28,879 7,270 4,869 41,018
82,710
50%.
2004
16,731 12,074 1,858 4,602 5,472 40,737
30,078 7,250 4,212 41,540
82,277
50%
2003
17,168 12,342 1,912 4,371 5,397 j 41,190
28,837 6,065 3,800 3.8,702
79,892
48%
1_
2002
17,705 15,353 1,953 5,482 4,487 1 44,980
30,641 7,111 3,205 40,957
85,937
48%
2001
13,280 21,699 1,943 5,034 4,070 46,026
30,163 7,039 1,837 39,039
85,065
46%
2000
14,082 18,987 1,779 3,480 2,382 40,710
4,375 2,879 36,221
76,931
47%
28,967
TOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of April llth, 2023
Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Rob David, Wyn
Morton, Jeff Odell, John Kissida and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent,), Peter Lombardi
(Town Manager), Mimi Bernardo (Finance Director), Donna Kalanick (Assistant Town Manager), Rob
Harris (CCMGA), Susan Olin (Ladies Nine Holers), Peggy McEvoy (Friends of Captains)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https: ;• reflect-brewster-
ma.cablecast.tv/CablecastPublicSitei'show/6468?channel=1
Chairperson Anne O'Connell called the meeting to order at 4:00 p.m.
Declaration of a Quorum — 7 Golf Commissioners present and accounted for which constitutes a
quorum.
Public Comment:
Peggy McEvoy (Friends of Captains) shared updates on various activities and events happening in their
organization. The first event is a ball popping activity where volunteers will retrieve buried balls from the
driving range. Participating in this event will give people a chance to attend a free clinic the following
Wednesday. The Friends are also helping with gardens and new plantings around the starter shack and on
hole 13 on port, and 11 on starboard. The bag drop will also be fixed by putting on a new top and new
sides. The organization has joined the Chamber of Commerce and will be participating in the Brewster
and Bloom event on May 7th. They are looking for volunteers to help with various tasks, including
writing newsletters and taking registrations. Additionally, the organization is still looking for someone to
help with their tournament in September.
Jay Packett noted that the ball popping excursion at the driving range is a past activity that has been done
before, the Nauset golf team has done it in the past as a thank you for Captains hosting their season. The
driving range has areas where the ball picker machine cannot reach and will miss some balls, which end
up getting buried. In the past, this activity has yielded thousands of golf balls. Jay Packett expressed
gratitude towards the Friends for their participation in the event.
Discussion with Town Manager and Finance Team regarding indirect costs and Discussion with
Town Manager and Finance Team regarding proposed new position included in FY24 Golf
Department Budget:
1
Peter Lombardi discusses the inclusion of a project manager/business manager position in the budget for
the Golf Department in the coming year. The position is primarily for procurement and project
management to handle the increasing workload in the department. Peter Lombardi explains that the Golf
Department is part of a generally lean organization and that staffing levels have remained the same or
decreased despite providing more services and programs. He mentions that the decision to add a new
position was made based on discussions and analysis by the finance team. Peter Lombardi also notes that
similar departments in the town have dedicated full-time assistant department heads, but the Golf
Department does not. Peter Lombardi discusses the indirect costs related to this decision and mentions
that Donna, who supports the Golf Department, devotes 25% of her time to the department. Peter
Lombardi notes that the work still has to be done even if it means longer work hours for employees. He
notes that Jay Packett, has taken only two vacation days in two years, which is not sustainable. Peter
Lombardi acknowledged that their current charging system for different departments may not accurately
reflect the actual time and work put in and hopes that hiring a new position will help reconcile and align
indirect charges with actual time worked. They express confidence that the new position will lead to a
better distribution of responsibilities and a more efficient system. They hope to hire someone for the new
position and see how it will affect the allocation of responsibilities in real-time. Peter Lombardi
concluded by saying that the decision to add a new position is not necessarily the perfect answer, but they
hope it is a step in the right direction.
Anne O'Connell then opened the floor to any comments or questions by the Golf Commission and
discussion followed:
During the discussion, there were concerns raised about the indirect costs and how they are computed.
Additionally, there were concerns about the financial impact of adding a new person to the team and the
potential decrease in revenues in the future. Dave Valcourt expressed their concerns about the potential
impact on the enterprise fund and the need to be cautious in spending. Dave Valcourt requested more
information to alleviate their concerns about the decision to hire a new person and how it would affect the
enterprise fund. Peter Lombardi acknowledged that the addition of a new position may not be needed in
the same form in five years, but it is necessary to address the current workload related to capital projects.
Consultants are not a viable option due to cost. Peter Lombardi also mentioned that the current HVAC
project has been time-consuming and larger projects require additional support.
John Kissida echoed many of Dave Valcourt's thoughts and acknowledged the need for a person to
manage various projects in the town. However, John Kissida is concerned about the future budget and that
the job description for the position has not been clear. He believes that project -specific delegation might
be a better approach than hiring one person to wear many hats. John Kissida was concerned about the
long-term nature of the maintenance building and irrigation projects, which are several years down the
road, and feels that spending money on a new position to manage these projects seems premature. Peter
Lombardi noted that the town recognizes that the workload is significant, and if they don't hire someone,
the existing staff will be overburdened. The town intends to hire a construction firm to assist with larger
projects, but they still need town staff to manage the oversight. The position is a personnel bylaw
employee, which means that it is non-union, and the town has more discretion on adding or changing
positions.
Donna Kalinick noted the importance of having someone with a specific skill set to manage ongoing
contracts and projects for the golf course, such as the HVAC project and irrigation. The person
responsible for these tasks will need to have expertise in procurement and overseeing contracts to ensure
they are fulfilled properly. Donna, who is currently managing these tasks for all town departments,
emphasizes the importance of having an extra set of eyes and ears to attend meetings and report back to
her. Donna Kalinick praised the support and expertise provided by the town administrators and finance
office. They agree that having someone with a specific skill set to manage ongoing contracts and projects
will be a benefit to the golf course's overall operation.
Jeff Odell discussed various financial concerns related to the golf department and its budget. They suggest
2
that the town should credit indirect services that are being charged to the golf department. Jeff Odell
expressed disagreement with the money being taken out of the solar project for the energy manager and
suggested that it should be spread across the town as an indirect fee. They believe that the RFP
procurement process should be contracted rather than hiring another town employee and emphasize the
importance of the quality of the grounds crew's work in bringing in revenue for the golf course. Jeff Odell
suggested that the new position should be contracted out, as it is not critical who drafts the contract, as
long as it is compliant with procurement regulations and ultimately reviewed and signed off by the
procurement officer.
Peter Lombardi noted that he disagreed with a lot of Jeff Odell's statements but did not wish to comment.
Jay Packett noted he disagrees with Jeffs comment that the condition of the golf course is not part of
town operations, saying that the town plays a large role in procuring the necessary supplies for the golf
course such as seed, fertilizer, and fungicide. The speaker believes that the town has played an important
role in making the golf course what it is and disagrees with Jeff's statement.
Rob David noted frustration with capacity limitations and sees the investment as a way to ensure
successful projects. He believed that the proposed solution is a reasonable alternative for the short term
but shared some concerns about the long-term needs. They strongly suggest considering this investment
to move things along and ensure the success of the course.
Anne O'Connell noted she agrees with Rob David and Andrea Johnson that this is the best course of
action for their projects to succeed, as they need more capacity. Anne O'Connell did also bring up the
issue of indirect costs and requested that next year, the reason for any changes in the number be shared in
writing with the Commission. Further discussion continued about the addition of a new position to help
with the workload in the golf department. There was concern about the indirect costs and the lack of
savings that the new position will bring. Jay Packett explained that salary increases, and cost -of -living
adjustments are some of the drivers behind the increase in indirects each year. Donna mentions that her
indirects are being calculated at 12.5% but are actually closer to 24% because of the time spent on
budgeting, contractor oversight, and insurance for the whole town, including the Golf department. She
suggests that the project manager position in their office could be eliminated with the addition of the new
position. She also mentions that she is a finalist for the town manager position and that her experience and
efficiency will be hard to be replicated by someone new. The group agrees that the indirects will need to
be revisited in the next fiscal cycle, and they will see how the new position impacts the workload and
efficiency in the golf department.
John Kissida stated that it would have been good to have a detailed definition of the proposed position
since it has changed significantly during the process. John Kissida believes it's important to understand
the reporting structure and where the person will be housed since there's limited space. The idea of a full-
time commitment raises concerns, and they prefer the idea of a contract person who can be task -oriented
and driven. John Kissida will investigate the job but cannot comment since they haven't seen the final
contract.
Rob Harris encouraged the board to support the proposal, stating that they are all on the same team and
that the issue is just an accounting matter. He shared his experience of eliminating indirect costs in the
past and how it helped the golf course financially. He believes that the town is ultimately responsible for
the golf course's financial stability and that supporting the proposal can help in the procurement process
and make the golf course more profitable quickly. He praised the finance team for their work and urged
the board to support the proposal. John Kissida appreciates the budget information provided but is
worried about the increasing costs and the need for additional administrative positions, which may result
in pricing the business out of the market. The speaker is concerned about the 5% increase per year
required to maintain the business and believes that adding an extra $100,000 for a consultant may not be
financially viable. Peter Lombardi noted that hiring a consultant can be expensive, with hourly rates
ranging from $200 to $300. The implication is that the $100,000 being discussed could be easily spent on
such services.
Bill Meehan noted he is neutral on whether the position should be created or not but trusts the judgment
of the golf commission and the town's financial administration. He recognized the hard work and
3
forecasting that has been done to keep everyone informed. Bill Meehan ultimately trusts that the right
person will be hired for the job and guide the difficult work ahead.
Brief update on Windows and Doors Project: Donna Kalanick gave an update on the Windows and
Doors Project: Donna Kalanick had some negative news regarding the bids received for a construction
project. In September 2022, four sub -filed sub bids were received, but the lowest bidder was disqualified
due to missing documentation, and the next lowest bid was restricted to the general contractor. Only one
general bid was received in the amount of $1,033,000. Another bid process was initiated in February
2023, where three filed sub bids were received, but the lowest bidder was again restricted to the general
contractor. Only one bid was received in the amount of $1.2 million. The speaker reached out to a general
contractor who estimated they would have bid in the range of $750,000 to $800,000. The bid was
rejected, and the town will have to update the 10 -year capital plan to revisit the project's approach and
how to pay for it. Donna Kalinic mentioned that construction materials and construction costs are high,
making the bidding process difficult. Donna Kalanick had to go out to bid three times in the past and will
have to regroup on this project. Donna Kalanick noted in regard to the Maintenance Building Project that
the cost of materials and lead times are still causing issues in the construction market, particularly in the
vertical construction field. However, there may be some stabilization in the market by the time the
maintenance building is ready for construction. In contrast, the irrigation project may have better luck
finding contractors since there are fewer in that space.
Peter Lombardi rioted in response to the previous comments about the market stabilization and lead times
for construction materials. Peter Lombardi notes that the anticipated cost of the maintenance building has
already been increased in the capital plan. They suggest that the cost of the windows and doors projects,
while significant, may be only a fraction of the maintenance building cost. It is unlikely that there will be
enough funds in the enterprise or capital stabilization fund to cover the costs, so short-term borrowing and
debt issuance may be necessary, leading to a recalibration of the capital plan.
Authorization for Chair to send email to Select Board on behalf of Commission regarding meeting
requirements:
Anne O'Connell thanked everyone for attending the meeting and acknowledged the difficult news about
the cost of the windows and doors project. The next agenda item is withdrawn, and the final item is
regarding the cancellation of a golf commission meeting due to lack of physical quorum. Anne O'Connell
suggested that the Select Board should take another look at the physical quorum requirement since it may
be an ongoing issue in the winter months and proposes that it is appropriate for boards to meet in person
with the chairperson present but canceling meetings due to lack of physical quorum may not be necessary.
Anne O'Connell noted that no one on the commission objects to the proposal to write a memo on this
matter.
Peter Lombardi acknowledged that there have been challenges in implementing the expanded open
meeting law provisions. One practical challenge is the potential difficulty of having only a few committee
members present in a meeting with a large number of in -person attendees from the public. This sensitivity
might not apply to the golf commission but could apply to other boards, especially regulatory boards.
Peter Lombardi noted that it would be challenging to have different rules for different boards and
committees, and balance needs to be struck for all.
Future Agenda Items and Meetings (4/25; Regular Business Meeting)
Matters not anticipated by the Chair: - None
A motion to adjourn was made by Anne O'Connell - Motion was approved.
4
otawiriummoo
N ti
— `/1111111111111111110
TOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of April 25th, 2023
Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Rob David, John
Kissida, Wyn Morton, and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Rob Harris
(CCMGA), Terry Ivester (Ladies 18 Holers), Susan Olin (Ladies 9 Holers), Peggy McEvoy (Friends of
Captains)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:l/reflect-brewster-
ma.cablecast.tv/CablecastPublicSite/show/7488?channel=l
Chairperson Anne O'Connell called the meeting to order at 4:00 p.m.
Declaration of a Quorum — 6 Golf Commissioners present and accounted for which constitutes a
quorum.
Public Comment: Peggy McEvoy (Friends of Captains) noted the "ball -popping" event at the range the
next day with over 20 people attending. They also mention upcoming events on May 7th and May 18th,
including a Brewster in Bloom celebration with a closest to the pin contest and a planned divot repair
event.
Superintendent's Report: Colin Walsh the speaker praised the weather conditions which have helped
the golf course recover well from a recent aeration. The greens are smooth and will be regularly rolled to
maintain their speed, and growth regulators will be used to control growth and maintain the greens. The
speaker also mentions that the irrigation system is fully functional, but the jockey pump that handles
smaller jobs has been giving some issues. On Thursday, a new jockey pump will be installed, along with
paving work starting at the cart barn area and moving to the starboard first tee. Colin Walsh noted that
there will be plenty of trucks and paving machines on the course, so golfers should be careful when
playing. Colin Walsh noted the arrival of a new piece of equipment, a mower, that has been on order for
16 months from a company called Turf Products Corporation. They will be using this to replace a 37 -
year -old mower. Colin Walsh also mentions that they are preparing for the Mass Senior Four Ball
Tournament in a month's time and are short-staffed with seasonal workers. They are also looking forward
to the month of May as it is a great month for grass maintenance. Overall, morale is high, and the team is
excited about the upcoming events. John Kissida asked about divot boxes and Colin Walsh noted they
will be out this week.
1
Director's Report: Jay Packet starts by praising Colin and his crew for their hard work in maintaining
the property. The mower is being replaced after 16 months, and Jay Packett gives a shout out to Rob
Campbell and the mechanic crew for keeping it running for 7 years. There will be paving work done
around the first tee area, and the professional staff has come up with a plan to handle the inconvenience
caused by the project. Lawrence Lynch, the paving company, will be on site around 6:30 am on Thursday,
and Jay Packett, Pat Fannon, and Ed Beckler have gone over the plan and will communicate it to the
clerks. The cost of the paving project is around $65,000. Jay Packett acknowledged the hard work done
by staff and contractors in preparation, which has saved money. Jay Packett also mentions other
improvements being made, such as addressing sinkholes and adding parking spaces. They emphasize the
importance of recognizing the team effort and getting a lot done with a modest amount of money.
Terry Ivester provided an update on the Spring Cup Golf Tournament starting on Thursday for four
Thursdays in May. The Captain's Team of the Spring Cup will play with the Bay Cup, including Dennis
Highlands, Duxbury Club, Pocasset, and Woods Hole. Terry Ivester mentions that the league play is
starting on May 2.
Jay Packett presented a budget status update, stating that they are hanging close to where they were last
year at 67% versus 65% for FY 2022. The biggest driver behind this is unanticipated costs for plumbing
and work done to get the restaurant open. The part-time wages were significantly higher due to the mild
winter, which led to the need for additional pro shop staff. The full-time wages and overtime expenses are
set by Town Hall and should not go over. However, the wildcard is the part-time wages, and Jay Packett
hopes not to overspend in that area. They are being more vigilant about spending and tracking invoices to
avoid overspending. The capital spending in FY 22 was primarily for the HVAC project in the restaurant
area, and they have spent $230,000 of the $265,000 allocated. They have $75,000 remaining for FY 23.
They spent $2,000 on refurbishing the loading dock and the bulkhead, which is a short money expense,
and they did not have to contract out for the work. In March, total revenue was behind compared to
March of 2020 due to bad weather and closure for two days. However, looking at the calendar year and
fiscal year, the revenue numbers for membership, greens fees, and cart fees are ahead. Overall, the total
revenue for the calendar year is over $73,000 ahead of where it was in 2022, and for the fiscal year, the
total revenue is up by more than $203,000. The increase in memberships and greens fees by 4% is the
main driver behind the revenue increase. Miscellaneous items had a slight decrease in revenue.
Jay Packett reports positive financial results for the current month and is confident that they will meet or
exceed their overall projections for the fiscal year. Greens fees are at $1.6 million, with a projection of
just shy of $1.9 million for the year. Membership revenue for April is just under $250,000, with $1.2
million in season passes for FY23. Non-resident membership revenue is currently $285,089 short of the
projection of $1.459 million, but Jay Packett is optimistic that they will reach or exceed this number.
March had the highest number of rounds since 2002, with just shy of 2400 rounds played. The speaker
anticipates an increase in memberships as people return from southern states and good weather prevails.
There is also an increase in bookings for groups and prepaid rounds from hotels. The speaker believes that
they are trending in the right direction and expects play totals to continue to rise as the weather improves.
Jay Packett provided an update on membership numbers, stating that as of the current date, there are 239
fewer members overall compared to 2022. However, the speaker anticipates members coming back from
down south, and there have also been inquiries from new members moving into town. The non-resident
waiting list currently has 15 people who have taken advantage of the 25 available slots, with four more
expected to join in May. The speaker expects to fill all 25 slots soon. The non-resident wait list currently
has just under 150 people. There were six unresponsive people on the waiting list, so Jon Mohan has
begun reaching out to the remaining names. There are still some people adding their names to the waiting
list.
-Course Operations and Concerns - John Kissida asked about the progress on pump station
2
protection and if there is a schedule for the work. He asked for an update on what has been done to date
and when the work is expected to be completed.
Colin Walsh spoke about two projects: pump station protection and maintenance, and updates on the
progress. They haven't spoken to Laura Kennedy from Horsley Witten recently, but she has been out to
the site and they expect to receive something from her by the end of May. On the maintenance front, no
payments have been made yet, and measurements have been taken, but there is no schedule for when to
expect something. The speaker also mentions not hearing from Kurt regarding initial drawings but
anticipates receiving some concepts soon.
Jay Packet noted that the HVAC project is fully operational and functioning. The new makeup air unit
was delivered and will be housed for the summer months. That portion of the work is deferred until after
the restaurant closes for the 2023 season. The makeup air unit currently in the ceiling has had a full look -
over and the Performance Plumbing and Heating has zero reason to believe that it would not fully
function for the entire year, tied in with the new system. The owner of the company was responsive and
easy to work with. Sean from Freeman's Grill is aware of the plan moving forward and is okay with it,
despite both parties wishing that the timing had been different. The new unit will be stored in cold storage
off of Port number one green until the restaurant closes, and then it will be installed. Rob David asked if
there is a contingency plan in case there is an issue with the new makeup air unit, and if they have
discussed accelerating its installation? Jay Packett noted that if they decided to install the unit, it would
take about 10 days to get it up and running, but they would need to get the company back on the project,
which might be a challenge. However, they have no reason to believe that the current system will not
work since the professionals have assured them that there should be no issues moving forward.
Anne O'Connell suggested that it would be a good idea to inform members about the four-ball
competition and the course closure until 2 pm. Jay Packett noted that the courses would be closed for the
entire day, and agreed that it was important to stress the importance of this to the golfers. Jay Packett will
reach out to other municipalities to let them know about the closure and the reciprocal play schedule.
Strategic Planning Updates (Commission): - None
Questions and Comments from Associations and Liaisons: Rob Harris (CCMGA) provides an update
on the CCMGA League, stating that they have a limit of 64 players each week, and this week reached
their player limit and have a waiting list. They also mention membership numbers, which are currently at
79% of last year's numbers, with 25 new members and 116 returning members, bringing their return rate
to 73%. There are still 46 members who have not renewed yet, which could potentially bring the total
membership to 185. Rob Harris is happy with the league's success and hopes it continues.
Review and approve minutes:
- 3/28/23 -The 3/28/23 minutes were discussed and some revisions to reflect who was present and
who spoke during the discussion of the business manager/project manager.
Anne O'Connell thanked Jeff Odell for his service on the golf commission and announced that the next
meeting would be in Room B on May 9th. The 3/28 Minutes were approved with revisions.
Future Agenda Items and Meetings (5/9; Room B) - John Kissida asked about the driving range
schedule - Jay Packett noted the driving range will be closed on Thursday mornings as it is a maintenance
day. This past Thursday it may have run longer than the expected time of 10 am, the times are noted on
their website and the rules and information guide. There were yardage markers installed during the
maintenance day. Jay Packett noted the closure may have been unexpected for some, but it was a normal
maintenance day, which will continue every Thursday moving forward.
3
Rob David asked if there has been any interest in the open position on the Golf Commissioners, to which
it was mentioned that some applications have been received by the town manager's assistant. The
applications will then go to Dave Whitney as the liaison.
Matters not anticipated by the Chair: - None
A motion to adjourn was made by Anne O'Connell - Motion was approved.
4