HomeMy Public PortalAboutGolf Commission -- 2023-06-13 MinutesTOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of June 13th, 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), and Peggy McEvoy
(Friends of Captains, virtual), Susan Olin (Ladies Nine Holers), Rob Harris (Men's Association).
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:/lreflect-brewster-
ma.cablecast.tv/CablecastPublicSite/show17555?site=I
Chairperson Anne O'Connell called the meeting to order at 4:00 p.m.
Declaration of a Quorum — 6 Golf Commissioners present constituting a quorum.
Public Comment: Peggy McEvoy (Friends of Captains) - Stated how well the putting contest went and
thanked Jay Packett, Colin Walsh, Pat Fannon and Jon Mohan for each of their efforts. The bird houses
they have put up are doing great and The Friends are now focusing on the tournament in the Fall. They
are still looking and need more volunteers.
Superintendent's Report (Colin Walsh): Colin noted that the warmer weather and rain has been
helpful. The month of May was extremely dry, 15% of the water budget was spent in May but with the
rains in June that should balance out. Colin Walsh commented about the Pleasant Bay Nitrogen load. It
was revealed that the town was responsible for 13% of the nitrogen load to Pleasant Bay, and the golf
course played a significant role in reducing that load. It was noted that the surrounding towns of Orleans,
Chatham, and Harwich were involved in a lawsuit, but Brewster chose not to join at that time. Mark
Nelson, the consultant from Horsley Witten, presented a report indicating that the golf course had
successfully reduced approximately 75% of the nitrogen load through implemented measures. It was
noted that this reduction was a significant achievement. It was announced that a Zoom meeting was
scheduled for the following day with Jay, Mark Nelson, and potentially other participants. The purpose of
the meeting was to discuss the impacts of nitrogen fertilizer and determine strategies to maintain proper
nitrogen levels. Colin Walsh noted the recently held Mass Senior Four Ball tournament was praised as a
fantastic event. The efforts of the staff and volunteers were acknowledged, and the course received
positive feedback from participants. An update on the pump house protection study was provided by
Colin. It was mentioned that Laurie Kennedy from Horsley Witten was wrapping up the project, and the
results were expected by the end of the month. The study focused on modeling various scenarios to
mitigate flooding, including evaluating existing infiltration basins, incorporating swales and valleys to
divert water flow, and exploring potential measures to control water reaching the pump house. Colin
Walsh stated that Kurt Raber had submitted updated drawings for the proposed expansion or upgrade of
the maintenance building. The plan included converting the existing building into cold storage, adding
heated bays for pesticide storage and sprayers, constructing a new building for offices, break room,
mechanic shop, additional storage, and potentially improving the remote building between holes seven
and one port. A meeting with Kurt Raber to discuss these plans and gather input from the Golf
Commission members was planned. Colin Walsh noted the delivery of a new mower for use on the
greens, enhancing the quality of cuts. It was mentioned that the mower provided superior quality of cuts
compared to the previous equipment. Additionally, it was noted that the backhoe, which had been
previously backordered, was expected to arrive by the end of the week. Colin mentioned that
preparations for the summer heat included the application of wetting agents to improve soil moisture
retention and irrigation efficiency. The wetting agents provide 90 days of coverage, ensuring adequate
soil moisture levels throughout the summer. It was noted that this practice reduced the amount of water
needed for irrigation. Colin Walsh noted that the golf course staff recently welcomed two new employees
who had been praised for their hard work and dedication.
Director's Report (Jay Packett): Jay Packett noted the successful hosting of the Mass Senior Four Ball
tournament on May 22nd and 23rd. Positive feedback was received from players who commended the
quality of the greens and the overall condition of the golf course. The efforts of the staff and volunteers,
including Pat, Keith, Jon, and Eddie Beckler, were acknowledged. The coordination of the event, with
numerous players and carts, was praised by Jay Packett. The staff at Freeman's Grill, particularly Sean
Sullivan and his team, were recognized for providing excellent food services during the tournament,
serving over 400 meals in one day. The event generated good revenue and raised awareness about the golf
course. Jay Packett spoke about the budget status through the end of May. It was mentioned that the
budget was at 88% compared to 82% in FY 22. However, this difference was attributed to a $400,000
transfer to the capital stabilization fund. It was expressed that the budget was in good shape, and
conversations were held with the finance and accounting teams to ensure a smooth end to the fiscal year.
Jay provided a comparison of revenue in May 2023 and May 2022. The report showed that the revenue
for May 2023 was over $146,000 ahead of the previous year. It was noted that the increase in revenue
from cart fees was due to the Mass Senior Four Ball tournament, which required all players to ride in
carts. The revenue from handicap fees was mentioned, highlighting a rebate received from Mass Golf for
taking over handicap services. The revenue for the fiscal year through May was discussed, indicating that
the golf course was $342,000 ahead of the previous year. The increase in membership fees, greens fees,
cart fees, handicap revenue, and solar revenue contributed to this positive trend. It was stated that the golf
course was trending in the right direction and expected to surpass original revenue projections. Jay
Packett went over the play totals for May, revealing that it was the second-best May since transitioning to
36 holes. A total of 10,588 rounds were played in May, with an average of 342 rounds per day. Memorial
Day weekend was particularly busy, with 2,263 rounds played in four days. It was acknowledged that
these numbers were remarkable, and credit was given to Colin and the staff for maintaining the course.
The overall play totals for the calendar year 2023 were discussed, indicating a positive trend compared to
the previous. Jay Packett spoke about capital spending updates which included the significant expenditure
of over $230,000 on the HVAC system. It was noted that the maintenance equipment replacement from
FY 22 was in progress, with $136,000 remaining on that line item. The equipment had been ordered and
was being received gradually. The FY 23 budget, particularly the sprayers, was mentioned, and it was
hoped that they would be delivered in late July.
Discussion followed on the directors report: During the discussion, several questions and clarifications
were raised regarding the capital spending and financials. Dave and Rob inquired about the current cart
path improvements and the discrepancy between the amount spent and the reported figures. It was
clarified that the bill for the work had not been processed by the end of May, but it will be reflected in the
July meeting's financials. The topic of pumphouse protection was also brought up, with concerns about
the remaining budget. Jay Packett confirmed that there is enough funding to cover the project as it was
initially budgeted for a specific amount. Regarding the HVAC system, there was a question about
whether it would impact the FY 23 budget. It was acknowledged that there might be some additional
costs, particularly for the installation of the makeup air unit in the fall. However, the details and extent of
those costs were yet to be determined. Rob David asked about the maintenance study bill and whether its
timing would affect the budget. It was clarified that capital projects are not tied to the fiscal year calendar,
so the billing timing wouldn't impact the budget's availability for spending.
Jay Packet then provided an update on membership numbers. It was mentioned that the current
membership count is slightly ahead of last year by about 50 players. It was anticipated that the numbers
would continue to grow until the end of June but might taper off thereafter. Jay Packett also noted that
the target of 25 nonresident members had not been reached yet. Currently, there have been 18 new non-
resident members who have joined from the waiting list. There are seven remaining on the list, and the
breakdown is as follows: five of them were spoken to in May and will join in June, while three were
contacted in early June but have not responded yet. The process involves contacting individuals, giving
them a 10 -day timeframe to respond, and moving on to the next person if no communication is received.
So far, the staff has made it through 37 people on the waiting list. Considering that three individuals have
not responded within a week, it is likely that the staff will move on to the next applicants. However, there
is confidence that filling the remaining 25 non-resident slots will not be an issue, as there are individuals
who are eager and excited to join. Discussion followed: During the discussion, Anne O'Connell raised the
point that while they are adding 25 new members, they have also experienced some member loss. She
suggested revisiting the topic in the first meeting of July to explore potential solutions. Dave Valcourt
reiterated that the decisions made regarding fees and tee time allocations have been successful, as there
has been no decrease in membership and play remains strong. The group acknowledged that some
members who sign up as groups may face challenges due to point allocations. Jay Packett mentioned that
Mondays have become popular for golf, and there have been occasional instances where groups get shut
out. However, he stated that overall, there have been no complaints received. Jay also advised members
not to hesitate in widening their tee time window to increase their chances of securing preferred tee times.
Keefe Refund Request (Anne O'Connell): Anne O'Connell presented the refund request for Steve
Keefe, a motion was made, seconded, and all members voted in favor of the refund. Jay Packett presented
a refund request for a member. A motion was made, seconded, and all members voted in favor of the
refund. Anne O'Connell suggested that Jay Packett handle the communication with both individuals,
which he agreed to do.
Update Remote Meeting Policy (Anne O'Connell) Anne O'Connell provided an update on the remote
meeting policy. She mentioned that she had sent a letter on behalf of the Golf Commission to the Select
Board, requesting a modification to the requirement of a physical quorum for meetings to comply with the
Open Meeting Law. However, the Select Board discussed the matter at their meetings on May 22 and
June 5, but they declined to modify their policy. As a result, the Golf Commission is obligated to follow
the existing policy. Anne O'Connell will send out another copy of the policy to the members.
Strategic Planning Updates (Commission): Rob David provided an update on the signage at the golf
course. He noticed that some signs were covered with algae and needed cleaning, so he spoke with Jay
about getting them cleaned. They also discussed the starter shed sign, which is broken and needs
updating. Rob conducted an inventory of signage at other courses and submitted a revised list to Jay. Jay
Packett apologized for not having responded yet but mentioned that he would look into it. There was talk
about the sign that hangs low over the entrance to the pro shop and it was agreed to get it moved. Anne
O'Connell mentioned the need to reevaluate the dress code sign and questioned its necessity. Jay Packett
explained that the dress code was primarily for members and not enforced for non-members. They
discussed the possibility of having a sign that simply states "proper attire is required" and agreed that it
would be sufficient.
John Kissida acknowledged the work done by the Friends of Captains on the landscape of holes 11 and
13, which have improved the appearance. He expressed the hope that The Friends would continue their
efforts in the starter shack area, which still needs additional planting. Jay Packett confirmed that The
Friends are also responsible for maintaining the flowerpot in the walk-up area, which has helped prevent
unauthorized access. Peggy McEvoy (Friends of Captains) mentioned that the Friends recently sponsored
the summer golf program for children aged 6 to 12, and the program filled up quickly with 24 participants
on the waiting list. She also mentioned the possibility of organizing a second clinic for interested
participants that would be paid for by the participants themselves. Jay Packett expressed gratitude for the
Friends' support and their willingness to provide opportunities for junior golfers. Peggy McEvoy
suggested exploring additional opportunities to collaborate in the future. Jay Packett agreed to follow up
with Keith and Jon regarding the second clinic.
Preliminary discussion on purpose of Golf Commission as provided for in Town Bylaws; Chapter
6; Article V; Sub -section 6.6: Anne O'Connell addressed the next agenda item requested by John
Kissida, which was a review of the commission's responsibilities as outlined in the town code. She
acknowledged that the current bylaw was outdated and in need of updates. She explained the process
involved in making changes to the bylaw, including obtaining approval from the town council and the
Select Board, and presenting the changes at a special town meeting. She mentioned that the goal was to
have the changes approved by the end of September and implemented by the end of Q 1 or Q2 of 2024.
Anne O'Connell pointed out some obvious modifications that needed to be made, such as removing
references to the former director of golf and updating references to the town's financial arrangement with
the golf department as an enterprise account. She invited further discussion on other aspects that might
require changes. Anne O'Connell proposed appointing a small group of individuals to work on the
revisions and report back at the next meeting in two weeks, considering the urgency of the matter due to
the summer holidays. She gave John Kissida the opportunity to share any additional input he had on the
topic. John Kissida expressed the need to review and define the commission's responsibilities as a whole,
considering their role as the largest business in town. He highlighted examples such as the need to modify
references to the former director of golf and include the commission's involvement in hiring key staff.
Dave Valcourt suggested that the commission be granted more decision-making authority on routine
matters related to eligibility, fees, and operating hours. He emphasized the expertise within the group and
the ability to make informed decisions. Anne O'Connell supported the idea and encouraged Dave and
John to work on a proposal to present to the Select Board. She requested the proposal to be available
before the next meeting and offered her assistance. The next meeting was scheduled for two weeks later,
and Anne O'Connell urged Dave and John to consider the town charter in their discussions.
Questions and Comments from Associations and Liaisons:
Review and approve minutes (5/9): A motion to approve the minutes as amended was made. The
motion was seconded and approved by all.
Future Agenda Items and Meetings (6/27) - Wyn Morton announced his retirement from the Golf
Commission, stating that he will not seek reappointment. He mentioned that his term will end at the end
of the month and reflected on his eight years of service, including over 100 meetings. He acknowledged
the collaborative efforts of others and expressed contentment with the current state of the course.
Although retiring from the commission, Wyn revealed his plans to remain involved by providing input for
the Captains Chronicle, participating in regular email blasts, and working with Keith on website upgrades.
He mentioned transitioning from a ranger to a golf course ambassador, engaging with stakeholders, and
commended Pat for improving the culture and organization of the employees. Wyn expressed pride in
being a member of the "captains' crew" and emphasized that the course has become a premier golf
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destination. He concluded by stating that he will still be present and involved in the golf community.
Anne O'Connell expressed her gratitude to Wyn Morton on behalf of the Golf Commission for his years
of service, recognizing the value he brought to the team. She encouraged Wyn to continue sharing his
observations from the course, emphasizing that his insights would be valuable and appreciated. Jay
Packett also expressed his gratitude to Wyn Morton for his contributions over the past two years. He
acknowledged Wyn's assistance with various aspects such as the website, drone footage, and other
matters, highlighting the invaluable support he provided during Jay's transition. Jay expressed his
appreciation for Wyn's efforts in making his own role smoother and easier.
Matters not anticipated by the Chair:
Jay Packett informed the golf commission that he had been approached by a gentleman interested in
hosting an event in October, specifically on Friday, October 20. The event, called "Fishing for the
Mission 20-2.org," aimed to support struggling veterans and fund various programs for their benefit. Jay
mentioned that he had worked with the gentleman before and believed in his good intentions. The
requested date was available, and Jay sought the commission's approval for the event. He mentioned that
the goal was to sell out the event with 144 players, although the first year might not reach that number.
Jay clarified that the event would take place on the Friday prior to the member -member tournament and
would like the Golf Commissions thoughts, discussion followed: Dave Valcourt expressed his initial
intention to discuss the Veterans Day tournament with Jay Packett. He recalled a previous conversation
where there was an intention or plan to work on the tournament. However, he acknowledged that
November 11th, which is Veterans Day, and the event in question appeared to have no connection,
despite their close proximity on the calendar. Jay Packett clarified that while they don't have a specific
Veterans Day event, they offer free green fees to veterans and current military members on that day. Dave
mentioned that there was a discussion about the Veterans Day tournament in the past. Anne O'Connell
suggested going back to the minutes to refresh their memory on the topic. Peggy McEvoy, representing
the Friends group, mentioned their plan to combine the turkey shoot and food drive with a donation for
veterans on Veterans Day. Jay Packett confirmed the plan and expressed enthusiasm for the event. Dave
Valcourt indicated his agreement and expressed interest in getting in contact with the organizer. The Golf
Commission approved the event, and Jay Packett assured everyone that he would provide updates if there
were any changes.
John Kissida requested an update on the business manager position and its current status. Jay Packett
mentioned that the position will be posted shortly after July 1, as the necessary funds were not yet
available. The final draft of the job description has been approved, and Susan from HR will be
responsible for sending it out and advertising the position with interviews beginning in early July, with
the aim of having someone on board soon. In response to the commission's request to see the job
description, it was mentioned that an expanded description could be provided.
Dave Valcourt suggested that the Commission should gather essential information to communicate to the
membership at the end of the fiscal year. The goal is to tell the story of how the Commission successfully
completed the fiscal year and to provide explanations for certain aspects such as environmental issues and
new equipment. It was mentioned that a topical outline would be created and circulated among the
Commission members for their input. It was noted that a draft would be ready for the next meeting to
ensure timely communication with the membership.
A motion to adjourn was requested by Anne O'Connell - Motion was approved and the meeting
was adjourned.
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