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HomeMy Public PortalAboutGolf Commission -- 2023-07-11 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of July 11th, 2023 �JtF'�1'STF � Commissioners Present: Anne O'Connell (Chair), Andrea Johnson (Vice -Chair), Rob David, John Kissida, Wyn Morton, and Jay Paggi. Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Rob Harris (CCMGA), Dave Whitney (Select Board liaison), Susan Olin (Ladies 9 holers). THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:y/reflect-brewster-ma.cablecast.tv/`CablecastPubIicSite/show/7595?site=l Jay Packett read the meeting participation statement and called the meeting to order at 4:00 p.m. Declaration of a Quorum — There were 6 golf commissioners present declaring a quorum. Commission Reorganization: Andrea Johnson was nominated as the next Chair and John Kissida was nominated as the Vice -Chair position. Both nominations were approved by rollcall. Public Comment: Andrea Johnson expressed gratitude for Anne O'Connell's leadership and contributions to the commission. A quote from Peter Lombardi (Town Administrator) praised Anne's diligence, communication skills, and institutional knowledge. Dave Whitney, representing the Select Board, thanked Anne for her leadership and handling challenges with wisdom, grace, and humor. Anne O'Connell expressed her appreciation for the kind words. The meeting moved on to public comments, noting no participants in the waiting room. Jay Packett welcomed Jay Paggi to the Golf Commission Superintendent's Report: Colin Walsh began by discussing the hot weather and turf grass diseases. He mentioned the use of the hydration stations for player hydration. He updated the Golf Commission about pump house issues, stating one pump was damaged by lightning and required repairs, leaving them with a single pump for 3 to 6 weeks. He mentioned using sprinklers early in the evenings and shared a cost estimate range of $11,000 to $15,000 for repairs. He talked about the preliminary phase of the maintenance building rehabilitation and meeting with Kurt Raber for planning. Colin Walsh noted a pump house protection study meeting, detailing options to mitigate flooding, including moving the pump house. He reported on aerating greens for root preservation and the minimal impact on conditions. Colin Walsh spoke about personnel shortages and the positive work environment with a dedicated team of employees. Update on 1st Tee area planting project: John Kissida provided an update on the collaboration with Friends of Captains for the project. They received a positive response from The Friends after outlining their approach and discussing funding and labor involvement. The project aims to enhance areas around the starter shack and create an appealing entrance. Colin Walsh mentioned using native plantings, perennials, and drip irrigation for sustainability and visual impact. John Kissida added that Friends' assistance could extend to revamping the clubhouse area and removing old shrubs for a better arrival experience. This partnership allows for enhancements beyond the budget's scope, with use of funds from both Friends and the Captains enhancements budget. Director's Report: Jay Packett provided the financial update, covering several topics as follows: 1. Budget Status: The balance of over $100,000 decreased due to unexpected expenses, mainly rising fuel and maintenance costs. 2. Comparison Reports (June 2023 vs. June 2022): Revenue was up by $53,000 due to higher membership and greens fees, and increased riding cart usage. 3. Year -to -Date Revenue (Calendar Year 2023): Membership fees rose by $55,000, greens fees by $70,000, riding cart fees by $47,000, and miscellaneous income by $86,000, making a total increase of about $259,000. 4. Year -to -Date Revenue (Fiscal Year 2023): There was an overall revenue increase of $396,000 due to higher membership and greens fees. 5. Projection for Retained Earnings: Retained earnings were projected to be slightly over a million dollars, $670,000 more than initially projected for FY 23. 6. Play Totals (June 2023): June 2023 was the second greatest number of rounds played in a June. 7. Play Totals (Calendar Year 2023): Over 34,000 rounds were played, more than 2500 rounds compared to the same period in 2022. 8. Member Play Percentage: Member play percentage was 49% in June, reflecting strong member participation. 9. Capital Spending (FY 2022 and 2023): Capital spending included ongoing bills and future purchases, like mowers and spray rigs, with recent additions such as a backhoe attachment. A few bills were not properly categorized yet, leading to changes in the presented figures for the next update. Jay Packett concluded by welcoming questions. Course Operations Questions and Concerns: Rob David sought clarification on the fiscal page regarding solar revenue. Jay Packett confirmed that the solar revenue is recurring, and last year's revenue was around $72,005. Solar revenue was subject to a 2% escalator for an energy manager. Anne O'Connell expressed concern about the FY 24 budget and the potential for a similar or worse situation in FY 25. Jay Packett acknowledged the need for wiser spending and explained that unforeseen expenses, such as plumbing issues and fuel costs, played a significant role. He emphasized the challenges of managing and sourcing parts for equipment maintenance. Anne O'Connell pointed out that the budget process needed consideration for infrastructure aging. Colin Walsh suggested creating a specific line item for pump station expenses, considering their recurrent issues. The discussion also touched on the effects of lightning strikes and the possibility of improving grounding. Colin Walsh shared insights into the frequent maintenance and repairs of the pump station over the years Review and Discussion on Membership Numbers: Jay Packett provided an update on membership statistics. Jay Packett noted there are currently 1150 members, which is 13 more than the same time in 2022. The increase in play has led to some members getting later tee times than desired, especially on popular days like Mondays. In June, member play accounted for 49% of all play, which is a good percentage. The introduction of the additional 25 non-resident players hasn't significantly impacted play, and Jay Packett is comfortable with the current membership count. He anticipates potentially gaining a few more members and will consider offering offseason memberships in the future. Discussions on this topic are expected to continue more in the future. Anne O'Connell mentioned that last year, 19 people joined between the current date and the end of the calendar year. She questioned if the goal of 25 non-resident members has been fulfilled with the current count of 24. She believes the current membership count is sufficient and that they shouldn't open to more non-resident members. Jay Packett expressed comfort with the current membership count and noted that while some members may get shut out of their preferred tee times, most understand the situation. The peak tee time requests are between 7:00 and 10:30 AM. He advised members to consider wider tee time windows for better chances. Strategic Planning Updates (Commission) John Kissida provided updates on 1 st Tee planting and discussed the importance of addressing the pump station's vulnerability due to global warming and increased storms. He emphasized the need for a comprehensive solution considering the future irrigation system and the fact that short-term fixes won't suffice. He suggested integrating the pump station upgrade with the irrigation project. He also mentioned the significance of the maintenance building. He stressed that these projects are substantial and likely to be budget -intensive due to rising costs and competition for contractors. The discussion revolved around the challenges of pump station repair and renovation, with Colin Walsh acknowledging the complexities involved. The talk also touched upon the need to mitigate the ongoing pump station issues and considerations for potential new well drilling. Overall, the focus was on addressing long-term solutions for critical infrastructure needs. The conversation then shifted to signage updates, with Jay Packett mentioning receiving mock-ups for signage but awaiting pricing details. They plan to finalize the verbiage and move forward soon. Questions and Comments from Associations and Liaisons: Rob Harris from the CCMGA reported having 166 members, an all-time high. They secure the first two hours of tee times on Wednesdays, accommodating 64 players. They had 84 members sign up recently, leading to 20 cuts. They manage cuts through a list, aiming to cut everyone once. Due to demand, cuts might extend through July. A survey of 266 members revealed that those playing more frequently face more shutouts, with those playing four days a week experiencing the most. Future discussions on tee time allocation are anticipated. Review and Approve Minutes: 6/13 - Approved with amendments. 6/27 - Approved with amendments. Future Agenda Items and Meetings: Anne O'Connell mentioned her absence for the next meeting and noted that Jay Packett will also be unavailable for the first meeting in August. A suggestion was made to potentially reschedule the July 25th meeting or consider having the August meeting on a different date to accommodate these conflicts. The idea of shifting the meeting date to the fourth Tuesday of August was proposed, as it seemed to be a more feasible option. John Kissida mentioned that last year, the commission only met once in August. The topic of the business manager job description being advertised was also touched upon, with Jay Packett mentioning that he will share the description once it becomes public. Matters not anticipated by the Chair: None A motion to adjourn was made - Motion was approved and the meeting was adjourned.