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HomeMy Public PortalAboutGolf Commission -- 2023-04-11 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of April 11th, 2023 $RE�1'STF.� Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Rob David, 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 Kalinick (Assistant Town Manager), Rob Harris (CCMGA), Susan Olin (Ladies Nine Holers), Peggy McEvoy (Friends of Captains) Bill Meehan (Finance Committee Liaison), Dave Whitney (Select Board Liaison) THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: hUps://reflect-brewster- ma.cablecast.tv/CablecastPublicSite show/ 468?channel=1 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) 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: 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 approximately 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 concerns about the potential impact on the enterprise fund and the need to be cautious in spending. Dave Valcourt requested more information to alleviate 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. Peter feels 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 noted he 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 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 cost. 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 also 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. 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 said it will be 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 the idea of a contract person who can be task -oriented and driven is preferred. 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 our golf business out of the market. He 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 Kalinick gave an update on the Windows and Doors Project: Donna Kalinick 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 Kalinick mentioned that construction materials and construction costs are high, making the bidding process difficult. Donna Kalinick had to go out to bid three times in the past and will have to regroup on this project. Donna Kalinick 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 could have better luck finding contractors since there are more specialized and bid under different requirements. Peter Lombardi noted 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