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HomeMy Public PortalAboutGolf Commission -- 2023-06-27 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of June 27th, 2023 �1i��1'STFR Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Rob David, John Kissida, and David Valcourt. Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Susan Olin (Ladies Nine Holers) and Dave Whitney (Select Board Liaison). THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https.Z reflect-brewster- ma.cablecast.tv/CablecastPublicSitelshow17582?site=1 Chairperson Anne O'Connell called the meeting to order at 4:00 p.m. Declaration of a Quorum — There were four golf commissioners participating in person and Andrea Johnson was participating remotely, so there was a quorum. Public Comment: Anne O'Connell read an email on behalf of Ross Gorman (Friends of Captains), it reported that they now have over 240 members and are seeking volunteers for their annual tournament in September. They are also committed to beautifying the starter shack area in cooperation with John Kissida and Colin Walsh. Update Course Signage (Rob David): Rob David provided an update on the starter shed signage. They finalized the language and met with a local sign company in Harwich to discuss the signage. They also decided to replace the sign at the entrance of the driving range. Mockups for both signs will be prepared by the sign company, with an expected turnaround time of about a week. The sign company is known for their quality work, and the cost for the signage is estimated to be around $300 to $400. The new signs will be more durable than the previous ones. Additionally, Anne O'Connell mentioned the need to address the roof of the starter shack. Discussion and possible vote on proposed revisions to Town Bylaw; Chapter 6; Article V; Sub- sections 6.5-6.10: Anne O'Connell initiated a discussion on proposed revisions to the town bylaw, Chapter Six, Article Five, subsection 6.5-6.10. Dave Valcourt and John Kissida highlighted the need for golf commission input in filling vacancies on the commission, recommending that the commission be involved in the selection process. Dave Whitney, who is responsible for interviewing candidates for appointments, explained the current policy and consultation with the chair. The commission discussed the language in the bylaw regarding appointment terms and agreed to include the word "superintendent" and "other key staff' in addition to the director of golf. The commission then moved on to the revision of paragraph six -purpose, suggesting the removal of the verbiage about returning a reasonable profit to the town and instead emphasizing compliance with the approved fiscal year budget and state law. Anne O'Connell mentioned an email from Rob Harris questioning the need to state the golf course's status as an enterprise fund in the bylaw. Dave Valcourt argued for its inclusion, stating it is acceptable redundancy that ties into state law. Anne O'Connell suggested rephrasing the statement to be more affirmative and that it would be submitted to town council for review once completed with all revisions. Dave Valcourt suggested a revision to paragraph 6-2 of the bylaw, recommending the deletion of "exclusively" and the addition of "available to the public" with priority to the residents of Brewster. Anne O'Connell expressed concerns about using the word "priority" and suggested rephrasing it as "available to the residents of Brewster as well as the public." Rob David agreed with the revised wording, emphasizing that the golf course and its facilities are available to both residents and the public. Dave Valcourt proposed skipping paragraph 6-B for the time being and moving on to paragraph 6-7, "Removal," which was agreed upon to remain unchanged. The discussion then turned to paragraph 6-8, "Required Reports," with Dave Valcourt suggesting the need for two separate reports each year: a fiscal end -of -year report on financials and an end -of -calendar -year report on accomplishments and noteworthy points. Jay Packett and Dave Whitney mentioned the existing annual report that covers both fiscal and calendar aspects, which is included in the town's annual report. They discussed the challenges of completing the report within 30 days and proposed linking the report to the town's annual report and its deadline. John Kissida suggested wording the bylaw to state that the report will be completed for inclusion in the annual report without specifying a calendar time period. The commission agreed with this suggestion and discussed the content of the annual report, which includes financial summaries and accomplishments. They emphasized the distinction between the annual report and the separate reports for the membership. Conversation continued and the Golf Commission discussed the need to revise the golf commission bylaws and clarify their responsibilities. They decided to focus on rewriting paragraph six -dash -six, which outlines the purpose of the commission. It was agreed that the bylaws needed to be cleaned up and made more specific. Dave Valcourt expressed the desire for the commission to have more decision-making authority within the limits set by the Select Board. He emphasized the importance of the commission's expertise and dedication to the golf course. Anne O'Connell mentioned that the financial decisions would remain the responsibility of the Select Board, but other aspects, such as policies, procedures, and tee time allocations, could be handled by the commission. Dave Whitney suggested revisiting the entire list of responsibilities in the bylaws and determining what could be delegated to the commission. John Kissida agreed, suggesting that the commission's role should be clearly defined, allowing them to focus on running the golf course efficiently. It was proposed that the bylaw revision could be done in conjunction with updates to the golf commission's policy handbook. They discussed the need to take time for this project and aim for revision at the upcoming annual town meeting rather than rushing for the fall town meeting. The meeting concluded with the agreement to work together to revise the bylaws and develop a clearer understanding of the commission's responsibilities. Questions and Comments from Associations and Liaisons: Dave Whitney noted that there still was a vacancy on the commission and mentioned that Jay Paggi would be appointed at the next Select Board meeting. They discussed the idea of sending out another email blast for recruitment. Dave Whitney mentioned his appointment to the bay property Planning Committee and his reappointment as the liaison. He acknowledged potential meeting conflicts and assured the commission of keeping them informed. Anne O'Connell shared that one of the individuals who received a refund expressed gratitude for the approval and conveyed their desire to recover by 2024 and return to the golf course Future Agenda Items and Meetings (7/11) - Anne O'Connell mentioned that the next meeting is scheduled for July 11th and discussed upcoming topics such as commission reorganization and evaluating 2 membership, specifically regarding the moratorium and the number of non-residents. Matters not anticipated by the Chair: John Kissida mentioned that Friends of the Golf Course has offered additional donations and assistance in improving the starter shack area. They have already made improvements to other holes, showcasing the beautification efforts and the importance of membership. John expressed gratitude for their support and emphasized the significance of member participation in the upcoming fundraiser on September 17th to further enhance their activities. Jay Packett echoed these sentiments. John Kissida noted he participated in a meeting on pump station protection where it was highlighted that flooding in the area results in 53,000 cubic feet of water, emphasizing the need for improvements. This will impact the budget discussions and will be further discussed in the next meeting. He also noted that preliminary plans for the maintenance building have been made, and a meeting with Catalyst architects is being arranged. The project includes pesticide and sprayer storage, equipment wash, new fueling facility, and an expanded maintenance facility, with a significant impact on the capital budget. The aim is to have a preliminary cost estimate for the August capital meeting. A motion to adjourn was requested by Anne O'Connell - Motion was approved and the meeting was adjourned.