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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 0 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. 5