HomeMy Public PortalAboutGolf Commission Packet 9.12.23AMENDED MEETING NOTICE
TOWN OF BREWSTER
GOLF COMMISSION
Golfcommission@Brewster-ma.gov
Location: 2198 Main Street
Date: Sept. 12, 2023
Time: 4:00 PM
This meeting will be conducted in person at the time and location noted above. This means that
at least a quorum of the members of the public body will attend the meeting in person and
members of the public are welcome to attend in person as well. As a courtesy only, access to the
meeting is also being provided via remote means in accordance with applicable law. Please
note that while an option for remote attendance and/or participation is being provided as a
courtesy to the public, the meeting/hearing will not be suspended or terminated if
technological problems interrupt the virtual broadcast or affect remote attendance or
participation, unless otherwise required by law. Members of the public with particular interest
in any specific item on this agenda should make plans for in -person vs. virtual attendance
accordingly.
Members of the public who wish to access the meeting remotely may do so in the manner shown
on our posted agenda. Meetings may be joined by:
1. Phone: +1 312 626 6799 or +1 929 436 2866 Webinar
ID: 881 4407 8985
Passcode: 049087
To request to speak: Press *9 and wait to be recognized. 2. Zoom Webinar:
https://us02web.zoom.us/i/88144078985?pwd=M05KOnNsR1ROT2FzZEFkSFZDWUVO
Zz09
Passcode: 049087
To request to speak: Tap Zoom "Raise Hand" button, then wait to be recognized.
When required by law or allowed by the Chair, persons wishing to provide public comment or
otherwise participate in the meeting may do so by attending the meeting in person or by accessing
the meeting remotely.
Please note that for any item listed on this agenda, the Golf Commission may take official action
including votes.
Jay Packett
Director of Operations
Colin Walsh
Course Superintendent
Golf Commission
Andrea Johnson
Chair
John Kissida
Vice Chair
Rob David
Anne O'Connell
Jay Paggi
David Valcourt
The Captains Golf Course
1000 Freemans Way
Brewster, MA 02631
(508) 896-1716
www.CaptainsGolfCourse.com
Additionally, the meeting will be broadcast live, in real time, via Live broadcast (Brewster Government TV Channel
18), Livestream (livestream.brewster-ma.< ov), or Video recording (tv.brewster-ma.p;ov_i.
AGENDA
• Call to Order
• Declaration of a Quorum
• Meeting Participation Statement
• As required by the Open Meeting Law, we are informing you that the Town will be video and audio taping
as well as broadcasting this public meeting. In addition, if anyone else intends to either video or audio
tape this meeting they are required to inform the chair.
• Public Comment
• Superintendent's Report Colin Walsh)
• Director's Report (Jay Packett)
• Course Operations Questions and Concerns
• Seasonal Memberships
• #8 Port gravel — local rule
• New Staff Member Update
• Capital Planning Update (Anne O'Connell)
• SOC input (Dave Valcourt)
• Strategic Planning Updates (Commission)
• Questions and Comments from Associations and Liaisons
• Review and approve minutes
• 8/8; 8/22
• Future Agenda Items and Meetings (9/26; 10/10)
• Matters not anticipated by the Chair
• Adjourn
Date Posted: Date Revised:
Received by Town Clerk:
BUDGET STATUS rev. 8/31/23
WAGES
Full-time Wages
Part-time Wages
Overtime
Longevity
C o ntra cu al Obligations
SUBTOTAL
GENERAL EXPENSES
Oil/Grease $
Diesel Fuel $
Heating $
Gasoline $
Electricity $
Electricity -Irrigation Pump $
R&M Equipment $
R&M Irrigation $
Proffessional/Technical $
OSHA Training $
Phones $
Alarm $
OfficeSupplies $
Score Cards $
Maintenance Supplies $ 784.71
Range Supplies $ 3,480.58
Computer Supplies $ 949.00
Custodial Supplies $ 2,844.78
Rubbish Removal/Sanitation $ 3,012.43
Seed & Sod $
Tee & Green $
Landscaping $
Topsoil & Sand $
Fertilizer $
Fungicide
Insecticides $
Misc. Wetting Agents/Lime $
Cart Lease
Clubhouse Fum./Repair
Credit Card Expense $ 32,850.77
Environmental Monitoring $
Safety Clothing Allowance_ $ 1,425.49
Mileage -Maintenance $ _ _ -
Meetings/Travel $
Dues and Subscriptions $
Clothing Allowance-Admin �$
Advertising/Promotions $
CVEC Administration Charges $
FY 2024
Expended thru
August Budget Balance
T % of
!Budget
Spent
$ 141,892.10 $1,106,892.00 $ 964,999.90 12.8%
$ 132,960.75 $ 570,394.00 $ 437,433.25. 23.3%
$ 15,897.51 $ 67,302.00 $ 51,404.49 23.6%
$ 1,500.00 $ 14,170.00 $ 12,670.00 10.6%
$ - $ 33,000.00 $ 33,000.00
$ - $ - $
$ - :_$ - $
$ 292,250.36 $1,791,758.00 $1,499,507.64 16.3%
SUBTOTAL
Other Expenses:
Transfer to Trust
Pro Shop Purchases
Capital
Indirect Costs
Life Insurance
Unemployment
Health Insurance
Medicare
Compensated Absences
Workers Compensation
General Liability Insurance $ 70,386.77 $ 82,000.00
Retirement/Pension Exp. $ 296,704.66 _ $_296,705.00
Transfer to Capital Stabilization $ 350,000.00 $ 350,000.00
SUBTOTAL $1,028,468.61 $1,687,178.00
GRAND TOTAL $1,476,184.41 $4,598,474.00
$ 3,500.00 $ 3,500.00
4,231.61 $ 12,500.00 $ 8,268.39
744.79 $ 16,000.0D $ 15,255.21
2,459.80 $ 13,000.00 $ 10,540.20
11,070.06 $ 50,000.00 $ 38,929.94
4,328.65 $ 25,000.00 $ 20,671.35
11,207.09 $ 95,000.00 $ 83,792.91
5,719.24 $ 40,000.00 $ 34,280.76
1,113.08 $ 8,500.00 $ 7,386.92
$ 2,500.00 $ 2,500.00
120.18 $ 1,600.00 $ 1,479.82
1,320.00 $ 2,200.0D $ 880.00
- $ 10,000.00 $ 10,000.00
$ 6,000.00 $ 6,000.00
$ 15,000.00 $ 14,215.29
$ 13,000.00 $ 9,519.42
$ 8,500.0D $ 7,551.00
$ 25,000.00 $ 22,155.22
$ 35,000.00 $ 31,987.57
$ 35,000.00 $ 35,000.00
1,475.47 $ 13,000.00 $ 11,524.53
$ 8,000.00 $ 8,000.00
1,772.23 $ 40,000.00 $ 38,227.77
8,580.00 $ 100,000.00 $ 91,420.00
3,180.00 $ 135,000.00 $ 131,820.00
1,092.37 $ 20,000.00 $ 18,907.63
1,394.83 $ 60,000.00 $ 58,605.17
$ 37,000.00 $ 111,000.00 $ 74,000.00
$ 4,237.67 $ 51,000.00 $ 46,762.33
$ 85,000.00 $
$ 3,500.00 $
$ 10,000.00 $
$ 450.00 $
$ 2,500.00 $
1,875.00 $ 4,100.00 $
$ 4,000.00 $
6,804.98 $ 50,000.00 $
39.0.63 $ 4,688.00 $
- $
$
- $ $
52,149.23
3,500.00
8,574.51
450.00
2,500.00
2,225.00
4,000.00
43,195.02
4,297.37
0.0%
33.9%
4.7%
18.9%
22.1%
17.3%
11.8%
14.3%
13.1%
0.0% OSHA Training
7.5% Phones -
60.0% Alarm
0.0% Office Supplies
0.0% Score Cards
5.2% Maintenance Supplies
26.8% Range Supplies
11.2% Computer Supplies
11.4% Custodial Supplies
8.6% ,Rubbish Removal/Sanitation
0.0% -'Seed & Sod
11.3%{Tee & Green
0.0% I Landscaping
4.4% Topsoil & Sand
8.6% Fertilizer
2.4% Fungicide _
5.5% Insecticides
2.3%Misc. Wetting Agents/Lime
33.3%.Cart Lease
8.3% Clubhouse Fum./Repair
38.6%:Credit Card Expense
0.0%I Environmental Monitoring
14.3%,Safety Clothing Allowance
0.0%I Mileage -Maintenance
0.0% Meetings/Travel
45.7%
0.0%
13.6%
8.3%
WAGES
Full-time Wages
Part-time Wages
Overtime
Longevity
Contractual Obligations
SUBTOTAL
GENERAL EXPENSES
Oil/Grease
Diesel Fuel
Heating
Gasoline
Electricity
Electricity -Irrigation Pump
R&M Equipment
R&M Irrigation
Proffessional/Technical
f.
Dues and Subscriptions
Clothing Allowance-Admin
Advertising/Promotion s
CVEC Administration Charges
Expended thru
August
FY 2023
Budget
Balance
% of
Budget
Spent
$ 146,352.74 $ 1,001,971.00 I $ 855,618.26 14.6%
$ 128,385.09 $ 518,540.00 ( $ 390,154.91 24.8%
$ 15,365.41 $ 61,184.00 $ 45,818.59 25.1%
$ 3,081.00 $ 15,197.00 $ 12,116.00 20.3%
$ $ $ _ _-
$
$ - $ $
$ 293,184.24 $ 1,596,892.00 $ 1,303,707.76 18.4%.
$ $ 3,200.00
$ 2,392.00 $ 10,500.00
$ 683.10 $ 14,000.00
$ 1,287.35 $ 9,000.00
$ _ 13,283.98 $ 48,760.00
$ 8,073.18 $ 23,320.00
$ 17,911.18 $ 88,000.00
$ 4,573.08 $ 37,000.00
$ 801.00 $ 4,500.00
$ - $ 2,500.00
$ 113.33 $ 1,600.00
$ 1,896.31 $_ 2,200.00
$ 3,000.16 $ 9,500.00
$ 2,985.00 $ 5,000.00
$ 2,956.62 $ _12,000.00
$ 1,495.10 $ 13,000.00
$ 2,484.54 $ 8,000.00
$ 2,397.62 $ 22,000.00
$ 2,343.56 $ 20,000.00
$ 4,810.00 $ 29,000.00
$ - ; $ 12,000.00
$ 444.82 $ 5,000.00
$ 5,396.28 1 $ 31,500.00
$ 11,612.25 $ 96,000.00
$ 4,945.37 $__126,000.00
$ - $ 16,000.00
$ 1,015.00 $ 58,000.00
$ 55,500.00 $ 111,000.00
$ 6,682.48 • $ 50,000.00
$ 19,626.90 $ 75,000.00
$ - $ 3,000.00
$ 896.87 $
$ - $
$ $
$ 2,065.00 $
$ - $
$ 4,625.98 j $
$ 1,171.88 $
$ - i$
$ - $
$ - $
$ - $
$ - $
$ $
$ $ $ - - $
$ 155,465.44 $1,119,538.00 $ 964,072.56 13.9%SUBTOTAL $
9,000.00
450.00
2,500.00
4,100.00
4,000.00
50,000.00
4,688.00
- $ _ $
- $ $
- ! $ - $
3,200.00 0.0%
8,108.00 22.8%
13,316.90 4.9%
7,712.65 14.3%
27.2%
34.6%
20.4%
12.4%
17.8%
35,476.02
15,246.82
70,088.82
32,426.92
3,699.00
2,500.00 0.0%
1,486.67 - 7.1%
303.69 86.2%
6,499.84 31.6%
2,015.00 59.7%
9,043.38 24.6%
11,504.90 11.5%
5,515.46 31.1%
19,602.38 10.9%
17,656.44 11.7%
24,190.00 16.6%
12,000.00 0.0%
4,555.18 8.9%
26.103.72 - 17.1%
84,387.75
121,054.63
16,000.00
56,985.00
55,500.00
43,317.52
55,373.10
3,000.00
8,103.13
450.00
2,500.00
2,035.00
4,000.00
4.5,374.02
3,516.12
12.1%
3.9%
0.0%
1.8%
50.0%
13.4%
26.2%
0.0%
10.0%
0.0%
0.0%
50.4%
0.0%
9.3%
25.0%
187,469.94 $ 1,021,318.00 $ 833,848.06 18.4%
Other Expenses:
$ - $ 21,000.00 $ 21,000.00 0% Transfer to Trust $ - $ 21,000.00 _ $
$ 33,610.98 $ 240,000.00 $ 206,389.02 14% Pro Shop Purchases $ 45,085.60 $ 230,000.00 $ 20%
$ $ $ Capital $ - $ $
$ 211,619.00 $ 211,619.00 $ - 100% Indirect Costs $ 205,356.00 ! $ 205,356.00 $ 100%
$ 105.70 $ 712.00 $ 606.30 15% Life Insurance $ 111_.76 i $ 671.00 $ 559.24 17%
$ $ 50,000.00 $ 50,000.00 0% Unemployment $ I $ 55,080.00 $ 55,080.00 0%
$ 47,409.5D $ 373,092.00 $ 325,682.50 13% Health Insurance $ 46,265.50 $ 343,608.00 $ 297,342.50 13%
_ $ - $ 26,050.00 $ 26,050.00 0% Medicare $ - $ 23,976.00 $ 23,976.00 _ 0%
$ 7,308_00 $ 20,000.00 $ 12,692.00 37% Compensated Absences $ 5,308.00 $ 20,000.00 $ 14,692.00 27%
$ 11,324.0D $ 16,000.00 $ 4,676.00 71% Workers Compensation $ 10,605.00 $ 16,480.00 $ 5,875.00 64%
$ 11,613.23 86% General Liability Insurance $ 68,262.241 $ 81,198.00 _ $ 12,935.76 84°k
$ 0.34 100% Retirement/Pension Exp. $ 238,554.00 I $ 238,554.00 $ - 100%
$ 100% Transfer to Capital Stabilization $ 400,000.00 $ 400,000.00 $ - 100%
$ 658,709.39 61% SUBTOTAL $ 1,019,548.10 $ 1,635,923.00 $ 616,374.90 62%
53,122,289.59 32% GRAND TOTAL 9 1.500,202.28 $ 4,254,133.001 $ 2,753,930.72 35%
21,000.00
184,914.40
0%
CAPTAINS GOLF COURSE COMPARISON REPORT
AUGUST
Aua-18 Auq-19 Auq-20 Auq-21 Auq-22 Auq-23
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 2,093.00 $ 2,963.00 $ 3,015.00 $ 1,053.00 $ - $ -
RESIDENTS - Morning $ 795.00 $ (1,670.00) $ - $ $ - $ 990.00
RESIDENTS -Twilight $ 447.00 $ 636.00 $ 501.00 $ 468.00 $ 1,040.00 $ -
CHARTER NON-RESIDENTS $ - $ $ $ - $ - $
NON-RESIDENTS $ 1,596.00 $ 1,676.00 $ 5,280.00 $ 1,752.00 $ $ -
NON-RESIDENT TWILIGHT $ - $ 1,036.00 $ 544.00 $ 700.00 $ $ 800.00
AFP COLLEGIATE $ $ $ $ $ $ 450.00
AFP JUNIOR $ - $ $ - $ 292.00 $ - $ -
SUBTOTAL $ 4,931.00 $ 4,641.00 $ 9,340.00 $ 4,265.00 $ 1,040.00 $ 2,240.00
GREEN FEES:
18 HOLE GREEN FEE $ 329,551.84 $ 347,989.06 $ 431,403.00 $ 380,293.60 $ 399,120.00 $ 405,317.20
TWILIGHT GREEN FEES $ 34,837.60 $ 35,531.00 $ 53,405.00 $ 43,981.00 $ 43,079.00 $ 94,025.15
BACK 9 GREEN FEES $ 19,488.03 $ 28,448.00 $ 29,303.00 $ 39,539.00 $ 63,327.00 $ 8,197.00
ADVANCED RESERVATIONS $ 3,772.00 $ 13,946.00 $ 530.00 $ 814.00 $ 19,963.20 $ 36,788.60
SUBTOTAL $ 387,649.47 $ 425,914.06 $ 514,641.00 $ 464,627.60 $ 525,489.20 $ 544,327.95
CARTS:
18 HOLE CART
9 HOLE CART
SUBTOTAL
DRIVING RANGE
PULL CARTS
SNACK BAR RENT
GIFT CERTIFICATES
CREDIT BOOK
PRO SHOP SALES
HANDICAP REVENUE
SOLAR REVENUE
MISC. SALES
SUBTOTAL
TOTAL REVENUE
105,298.60
28,133.33
133,431.93
27,241.00
1,994.64
2,086.86
5,000.00
(8,111.76)
8,744.96
45, 824.85
82,780.55
$ 107,406.70 $ 134,592.00
$ 28,588.08 $ 32,041.84
$ 135,994.78 $ 166,633.84
27, 898.00
1,749.99
2,041.98
5,000.00
(6,220.89)
9,250.31
47,751.96
87,471.35
27, 873.00
2,492.46
2,013.21
5,000.00
(4,850.60)
3,634.22
42,213.32
$
78,375.61
131,916.26 $ 137,649.67 $ 135,575.16
29,267.72 $ 33,306.27 $ 32,108.67
161,183.98 $ 170,955.94 $ 167,683.83
38,958.00 $ 29,932.50 $ 32,688.00
1,340.31 $ 1,570.60 $ 1,703.67
1,253.55 $ $ -
5,000.00 $ (4,085.87) $ (2,355.57)
(3,991.25) $ 5,805.77 $ 5,691.42
7,409.43 $ 50,050.76 $ 64,117.48
$ 2,100.00
$ - $
46,107.19 $ (337.59) $ 55.00
96,077.23 $ 82,936.17 $ 104,000.00
608,792.95 $ 654,021.19 $ 768,990.45 $ 726,153.81 $ 780,421.31 $ 818,251.78
CAPTAINS GOLF COURSE COMPARISON REPORT
CALENDAR YEAR THROUGH AUGUST ( 8 months )
YEAR 2018 YEAR 2019 YEAR 2020 YEAR 2021 YEAR 2022 YEAR 2023
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 274,098.85 $ 306,661.00 $ 424,830.02 $ 283,150.00 $ 390,561.00 $ 395,146.71
RESIDENTS - Morning $ 216,681.99 $ 212,836.45 $ 233,513.00 $ 167,045.70 $ 261,186.50 $ 294,422.70
RESIDENTS -Twilight $ 41,475.00 $ 47,088.33 $ 69,717.00 $ 52,651.00 $ 67,356.40 $ 69,746.00
CHARTER NON-RESIDENTS $ 6,895.00 $ 7,240.00 $ 6,080.00 $ 7,600.00 $ - $ -
NON-RESIDENTS $ 312,148.00 $ 328,242.00 $ 452,858.00 $ 409,274.00 $ 538,192.87 $ 560,529.96
NON-RESIDENT TWILIGHT $ 40,425.00 $ 40,691.00 $ 77,390.00 $ 71,648.00 $ 81,951.00 $ 72,804.00
COLLEGIATE $ 4,760.00 $ 7,441.00 $ 21,710.00 $ 19,993.00 $ 19,380.00 $ 17,650.00
JUNIORS $ 2,910.00 $ 4.442.00 $ 6,844.00 $ 5,464.00 $ 3,917.00 $ 4,956.00
SUBTOTAL $ 899,393.84 $ 954,641.78 $ 1,292,942.02 $ 1,016,825.70 $ 1,362,544.77 $ 1,415,255.37
GREEN FEES:
18 HOLE GREEN FEE $ 375,542.00 $ 354,367.52 $ 1,048,056.86 $ 1,249,470.04 $ 1,339,260.24 $ 1,411,132.75
TWILIGHT GREEN FEES $ 45,351.00 $ 53,171.30 $ 156,488.99 $ 166,732.20 $ 174,772.98 $ 317,961.19
BACK 9 GREEN FEES $ 14,364.00 $ 15,535.95 $ 71,766.00 $ 111,424.00 $ 183,059.14 $ 50,457.00
ADVANCED RESERVATIONS $ 72,233.20 $ 68,882.60 $ 22 901.40 $ 36,663.90 $ 46,042.75 $ 80,205.35
SUBTOTAL $ 507,490.20 $ 491,957.37 $ 1,299,213.25 $ 1,564,290.14 $ 1,743,135.11 $ 1,859,756.29
CARTS:
18 HOLE CART
9 HOLE CART
SUBTOTAL
DRIVING RANGE
PULL CARTS
SNACK BAR RENT
GIFT CERTIFICATES
CREDIT BOOK
PRO SHOP SALES
HANDICAP REVENUE
SOLAR REVENUE
MISC. SALES
SUBTOTAL
$ 172,373.08 $ 149,501.12 $ 333,685.29 $ 466,741.83 $ 483,762.24 $ 520,301.10
$ 31,996.30 $ 25,214.96 $ 83,909.36 $ 105,686.64 $ 114,611.75 $ 122,081.02
$ 204,369.38 $ 174,716.08 $ 417,594.65 $ 572,428.47 $ 598,373.99 $ 642,382.12
$
41,995.80
2,387.34
8,500.00
107.08
3,151.16
105,836.05
161,977.43
51,376.00
2,339.24
10,451.58
(3,839.22)
1,725.01
103,384.51
165,437.12
95,227.00
6,292.59
10, 000.00
(15,657.64)
2,855.81
119, 932.82
218,650.58
130,423.00 $ 136,841.50 $ 140,755.00
4,628.80 $ 4,565.68 $ 5,586.09
10,000.00 $ 5,000.00 $ 6,000.00
(8,723.24) $ (12,450.77) $ (14,928.98)
14,212.54 $ 11,780.99 $ 17,536.73
202,994.27 $ 229,589.65 $ 258,473.72
$ $ 12,560.00
$ $ 72,117.00
$ 5,389.50 $ 4,140.75
353,535.37 $ 380,716.55 $ 502,240.31
TOTAL REVENUE $1,773,230.85 $1,786,752.35 $ 3,228,400.50 $ 3,507,079.68 $ 4,084,770.42 $ 4,419,634.09
CAPTAINS GOLF COURSE COMPARISON REPORT
FISCAL YEAR THROUGH AUGUST ( 2 months )
FY 2019 FY 2020 FY 2021 FY 2022 FY 2023 FY 2024
REVENUE
MEMBERSHIPS:
RESIDENTS - Early $ 12,598.00 $ 5,972.00 $ 12,392.00 $ 7,371.00 $ $ 1,300.00
RESIDENTS - Morning $ (795.00) $ 3,340.00 $ (793.00) $ 3,390.00 $ 3,280.00 $ 2,970.00
RESIDENTS -Twilight $ 2,997.00 $ 1,974.00 $ 2,885.00 $ 2,808.00 $ 4,680.00 $ 1,080.00
CHARTER NON-RESIDENTS $ - $ $ $ - $ - $ .
NON-RESIDENTS $ 4,776.00 $ 6,683.00 $ 14,040.00 $ - $ 2,080.00 $ 2,165.00
NON-RESIDENT TWILIGHT $ 1,905.00 $ 1,036.00 $ 894.00 $ 1,400.00 $ 2,310.00 $ 1,600.00
COLLEGIATE $ 740.00 $ 945.00 $ 1,221.00 $ 1,221.00 $ 450.00 $ 450.00
JUNIORS $ 1,085.00 $ 388.00 $ 496.00 $ _ 584.00 $ $ 496.00
SUBTOTAL $ 23,306.00 $ 20,338.00 $ 31,135.00 $ 16,774.00 $ 12,800.00 $ 10,061.00
GREEN FEES:
18 HOLE GREEN FEE $ 722,806.81 $ 745,041.93 $ 868,187.92 $ 804,063.58 $ 848,532.00 $ 887,552.25
TWILIGHT GREEN FEES $ 72,375.20 $ 81,431.00 $ 106,717.99 $ 94,774.20 $ 95,868.00 $ 198,922.15
BACK 9 GREEN FEES $ 44,641.04 $ 55,514.00 $ 56,729.00 $ 76,416.00 $ 129,465.01 $ 16,341.00
ADVANCED RESERVATIONS $ 18,656.50 $ 21,673.60 $ 8,699.20 $ 6,977.70 $ 22,337.20 $_ 39,368.60
SUBTOTAL $ 858,479.55 $ 903,660.53 $ 1,040,334.11 $ 982,231.48 $ 1,096,202.21 $ 1,142,184.00
CARTS:
18 HOLE CART $ 233,501.18 $ 234,432.80 $ 268,552.38 $ 277,075.56 $ 288,662.37 $ 287,922.29
9 HOLE CART $ 56,919.72 $ 60,032.66 $ 61,686.79 $ 60,360.82 $ 69,917.82 $ 67,914.00
SUBTOTAL $ 290,420.90 $ 294,465.46 $ 330,239.17 $ 337,436.38 $ 358,580.19 $ 355,836.29
DRIVING RANGE $ 56,262.00 $ 62,219.00 $ 69,987.00 $ 67,787.00 $ 68,755.50 $ 74,058.00
PULL CARTS $ 4,127.61 $ 3,791.97 $ 4,505.67 $ 2,593.86 $ 3,102.79 $ 3,544.56
SNACK BAR RENT $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 5,000.00 $
GIFT CERTIFICATES $ (15,097.46) $ (13,162.72) $ (10,173.36) $ (10,135.26) $ (10,056.64) $ (11,433.16)
CREDIT BOOK $ 8,489.20 $ 8,828.23 $ 3,372.68 $ 9,827.05 $ 8,320.93 $ 6,160.50
PRO SHOP SALES $ 103,599.86 $ 100,923.61 $ 80,757.12 $ 103,408.07 $ 103,772.66 $ 138,203.22
HANDICAP REVENUE $ $ $ - $ - $ $ 2,100.00
SOLAR REVENUE $ - $ - $ $ $ $ -
MISC. SALES $ - $ 15,347.00 $ - $ - $ 1,598.41 $ 3,325.10
SUBTOTAL $ 167,381.21 $ 187,947.09 $ 158,449.11 $ 183,480.72 $ 180,493.65 $ 215,958.22
TOTAL REVENUE $1,339,587.66 $1,406,411.08 $ 1,560,157.39 $ 1,519,922.58 $ 1,648,076.05 $ 1,724,039.51
FY 2024 Projections by month
REVENUES,
Season Passes
Green Fees
Cart Fees
Driving Range
Pro Shop Revenues
Restaurant Rent
Solar Array
Miscellaneous
TOTAL REVENUES
EXPENSES:
Wages
Operating Expenses
Pro Shop Purchases
Life Insurance
Unemployment
Hearth Insurance
Medicare
Compensated Absences
Workers Compensation
Retirement/Pension
Liability& Property Insurance
Transfer to Trust
Contractual Obligations
Indirect Costs
Transfer to Capital Stabilization
FY23 Capital
TOTAL EXPENSES
SURPLUS/IDEFIOT)
JUL
12,000
510,661
167,585
28,507
47,000
8,000
773,753
170,600
148,899
26,400
712
31,091
26,050
20,000
16,000
296,705
82,000
21,000
33,000
211,619
350,000
1,434,075
(660,322)
AUG
6,000
510,661
175,565
37,416
40,000
8,000
777,642
SEP
3,664
297,886
119,704
24,944
25,770
6,000
477,967
OCT
191,498
87,783
17,817
20,000
4,000
321,098
NOV DEC JAN FEB MAR
- $ $ $ 204,606 $ 457,355
63,833 $ 21,278 $ 21,278 $ 21,278 $ 42,555
31,921 $ 7,980 $ 5,586 $ 3,990 $ 6,384
7,127 $ 1,782 $ 3,563 5 3,563 $ 3,563
10,000 $ 4,000 $ 5,000 $ 2,000 5 20,000
2,500 $ - $ - $ 5 1,500
- $ $ - $ $
- $ - 5 5 - 5
115,380 $ 35,039 $ 35,427 $ 235,437 $ 531,358
APR MAY
324,963 $ 156,464
63,833 $ 127,665
31,921 $ 63,842
14,254 $ 16,035
25,000 $ 30,000
2,000 $ 6,000
$ 72,517
461,970 $ 472,523
170,600 $ 153,012 $ 133,666 $ 123,113 $ 112,561 $ 116,078 $ 87,938 $ 119,596 $ 130,148 $ 167,082 $
143,301 $ 116,432 $ 66,053 $ 59,336 $ 40,303 $ 40,303 $ 50,379 $ 79,487 $ 118,671 $ 123,149 $
24,000 $ 16,800 5 10,800 $ 4,800 5 6,000 $ $ - $ 5 40,800 $ 55,200 5
$ $ $ - $ - $ $ $ $ $ $
$ $ - $ 7,000 $ 9,000 $ 9,000 $ 9,000 5 9,000 $ 7,000 $ $
31,091 $ 31,091 $ 31,091 $ 31,091 $ 31,091 $ 31,091 $ 31,091 $ 31,091 $ 31,091 5 31,091 $
$ $ - 5 $ - $ - $ - $ - $ $ - 5
$ $ - $ $ 5 - $ $ 5 - 5 $
$ $ - $ $ - $ - $ $ $ - $ $
5 - $ - $ $ 5 $ $ 5 - $ $
$ 5 - $ - $ - $ $ $ 5 $ $
$ $ - $ - $ - $ $ 5 $ $ $
$ 5 $ $ $ $ - $ $ $ $
$ $ - $ - $ 5 $ $ $ 5 $
5 5 . 5 - $ 5 $ $ $ 5 5
5 5 - 5 - $ 5 $ 5 5 5 $
368,991 $ 317,335 $ 241,609 $ 225,340 $ 198,955 5 196,472 $ 178,408 $ 239,174 $ 327,710 $ 376,522 5
408,651 $ 160,632 $ 79,488 5 (109,959) $ (163,915) $ (161,045) $ 57,029 $ 292,184 $ 134,260 $ 96,001 $
JUN TOTALS
38,514 $ 1,203,566
255,330 5 2,127,754
95,763 $ 798,024
19,599 $ 178,171
45,000 $ 273,770
7,000 $ 45,000
$ 72,517
461,206 $ 4,698,802
274,366
133,225
55,200
31,091
493,882
(32,676)
ACTUAL ACTUAL PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED PROJECTED
REVENUES, JUL AUG SEP OR NOV DEC JAN FEB MAR APR MAY JUN
Season Passes $ 7,821 $ 2,240 $ $ - 5 $ - $ 5 5 - 5 5 5 - $
Green Fees 5 597,856 5 544,32E $ $ - 5 $ $ 5 $ $ $ - $ - $
Cart Fees $ 189,993 $ 169,388 $ $ - $ 5 $ 5 5 $ $ 5 - $
Driving Range $ 41,870 $ 32,688 $ 5 $ - $ $ 5 5 $ 5 - 5 $
Pro Shop Revenues $ 74,086 $ 64,117 $ $ - $ 5 $ $ - $ 5 5 5 - 5
Restaurant Rent $ - 5 • $ $ $ 5 5 5 - $ 5 $ 5 • $
Solar Array 5 - 5 - $ 5 - 5 $ 5 $ 5 $ $ $ - $
Miscellaneous 5 3,270 5 2,135 $ $ 5 $ $ 5 - $ $ $ 5 - 5
Gift Certificates $ (9,078) 5 (2,356) $ $ - 5 - 5 $ 5 - 5 $ $ $ - $
Credit Book 5 469 $ 5,691 $ $ - $ 5 5 $ - 5 5 $ $ - 5
TOTAL REVENUES $ 905,788 $ $18.752 5 $ $ $ $ - 5 - $ $ 5 $ - $
EXPENSES,
Wages
Operating Expenses
Pro Shop Purchases
Life Insurance
Unemployment
Health Insurance
Medicare
Compensated Absences
Workers Compensation
Retirement/Pension
Liability & Property Insurance
Transfer to Trust
Indirect Costs
Transfer to Capital Stabilization
Capital
FY23 Capital
TOTAL EXPENSES
127,977
53,472
12,475
53
23,705
1,308
11,324
296,705
70,387
597,404
SURPLUS/(DEFICIT) $ 308,383
5
5
5
$
$
$
$
164,274
101,993
23,136
53
73,705
6,000
211,615
350;000
879,790
5 P,U)
$ 5 $ - $ 5 $
5 $ $ 5 $ $
$ $ $ 5 $ 5
$ $ S $ $ 5
5 $ 5 $ 5 5
5 $ 5 $ $ 5
5 $ $ 5 5 5
5 - $ 5 $ - 5 $
5 - 5 5 5 5 $
5 5 5 5 $ 5
5 $ $ 5 $ 5
5 5 - $ 5 5 $
5 5 5 5 5 $
5 $ $ $ $ $
5 5 $ $ - 5 5
$ $ $ $ 5 5
$ - 5 5 5 - 5 - 5
5 $ 5 5 - $ S
$ 5
5 $
5 $
5 $
$ $
5 5
$ $
$ 5
$ 5
5 5
$ 5
$ $
5 5
5 $
5 $
1,758,758
1,119,538
240,000
712
50,000
373,092
26,050
20,000
16,000
296,705
82,000
21,000
33,000
211,619
350,000
4,598,474
100,328
TOTALS
10,061
1,142,184
359,381
74,058
138,203
5,425
(11,433)
6,161
1,724,040
292,250
155.465
33,611
106
47,410
7,308
11,324
296,705
70,387
211,619
350,000
1,476,184
247,855
CAPTAI N'S G OLF FY24-33 CAPITAL IMPR OVEMENT PL AN
03 .07.21,aWt eFINAL
'Capitol Needs:
FY 2034
Ft2023
FY2026
FY2027
FY 2023 1
FY 2020
FY_2030
632035
FY2032
FY2033
EqupmentRe¢laceme st
5 350.000
5 400,000
$ 400,000
$ 400,000 .
$ 350,000 .
$ 300900
$ 300,000
$ 5000530
$ 300,000
$ 300,000
Pump Hou se Feasibility
$ 100,000
Irrigation Desiig .5(�copa of Wo rk
Irrigation System- All Holes
5 625 ,000
$ 625,000
0 625.000
0 625,,000
$ 625900
5 625 ,000
$ 625 .000
Irrigatio n Svrtem Constru ction M anagement
5 100,000
5 100,000
Maintenan ce Building Ruda
M aintena nce Bulldlnylaslin
3 400,000
M ',IMena nce Facility Upgrades
$ 300 .000
$ 300.000
$ 300,000
5 300,000
5 300 .000
$300 .000
1$300000
$300.00
5300000'
Maintenance Faclllo Constru ction Mana geme nt
$ 175,000
Cart Baru Palnthg
$ 15,000
Main Cou rse Irrigation Well Recondkionlnl.
5 100,000
DrNln 1LRan ge Well Recon ditioning
Sink Ho le Repair
$ 20,000
$ 50000
Cart Path lmprwe rner.
1 120 000
Tee Bog Improvements _
$ 20,000
$ 20000
$ 20,000
$ 20,000
New Fo rwa rd Tees
Clubhouse Palnp
$ 50,000
Restaurant HVAC9 ,2b and31
Addition al Costs Restauran t HVAC (2a , 4, an d 51
Clubhouse Roo f Re place ment
$ 125 ,000
Clubhouse Restroom Upga de s
0 100.000
New Satellite Reseroo ms
$ 150,000
$ 150,000
Pro Sho o Fu mlrhlnp
$ 25.000
Clu bho use Window & Doo r Replace me nt
Additio nal Costs Windo ws and Doors
$ 700. 000
eRchen Equ ipment Replacement
$ 15000
$ 15,000
$ 15,000
Clubhoraa 5unoun dltrlmprove r's..& Theme En hanc eme nts
5 10000
5 10000
5 10.000
$ 10000'
Water DNe rsion. c um, House Protection
Park , Lo t Re' . al.,
$ 150,000
Drfvi- 4055 a Ins. /5 0055000
5 15.000
5 75.000
I
1 5 1 010 000 $ 1'105 000
$ 1.475.000
To ta l Planned Ca pita l Nereee n ae a
$ 1.700 000
$ 1 435 000
$ 7 .,375,000
$_1,325,000
51 ,375,000
51,375,000
$1,225,000
Current Reserve 00 (onoes
FY23edoe d E.om a $2,103,010
Caplet gab waete
P'0W500r FY24 Capita/ A
FY23 R.a lto d hafts 01.300,000
Ca pital Rah saame $'100,000
574,E
Pro ler0d Ye ar -End Res erve Bakmres
leased Faxehap
Capita l sub 0alan ra
5+4,0 19
015. 121
Miscellaneous
1. Pro Shop HVAC- po te ntial Green Co mmunitie s fu nde d project
2. Clubho use side deck
olln to se nd details on equipment repia cement; check with legal on warra nt artlole/c omm',Mary la nguag e sp ecifi city
pdated to r efl ect 00,5M pr oj ect cost, I ncludi ng $2M for major pump ho use upgrade; 4% Interest @ 20 years @ level debt
'er1Hed as of 03.23; -10% of construction c osts
pdated to refl ect $9M total pr oj ect c oat includi ng new fu el & chemical stor age fa ciliti es; 4% Interest @ 20 years @ l evel debt
ndudes$15k for spe cs
nciuding forward te es
lddltiom per N GF & USGA ('12- 551, per tee b ox); G off Commissi on & Ladles Assoc to discuss
ay to c onfirm
Ro of Impaction completed in Jan 2022 (2nd of 3 costing scenarios) -Jav to confirm; may need more funding for sp ec s
First 2 bid r esults have been $1nM; $263k available from prior appr opriati ons; need to check whether desig ner s electi on k need ed
Checking with E 055 01,ce (R onk) regarding telephone pole availability for bollards (20)
5406 to r esod ta e b ox plus n ew all -s eas on t urf m ats pl us b uilding r epairs; need to add 5106 to F525 G olf Dept operating budg et f or driving ra nge balls, etc .
TOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of August 8th, 2023
Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Rob
David, Wyn Morton, Jay Paggi and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Rob Harris
(CCMGA), and Bill Meehan (Liaison to Finance Team)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: httw:s:j:!reflect-brewster-
ma.cablecast.tviCablecastPublicSite/show17630?site=1
Andrea Johnson 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.
Public Comment: None
Superintendent's Report including water usage: Colin Walsh provided an update on the recent weather
conditions and their impact on the golf course. He mentioned that they received about two and a half
inches of rain within an hour and a half, causing flooding around the pump house. Despite this, he assured
that it shouldn't lead to any significant issues, and they should be able to restart the pumps the following
day. The rain, though sudden, will benefit the dry fairways. Colin explained that the course had a reduced
pumping capacity due to equipment limitations, with only about 43% of the regular pumping power,
resulting in longer watering times in the evenings. He also mentioned that a new pump had arrived, which
would be installed soon, improving irrigation capabilities. Colin discussed safety training plans, including
hazardous communication plan retraining, respirator training for pesticide applicators, emergency action
plan training, and personal protective equipment (PPE) training. The golf course had utilized about 29.7
million gallons out of the 50.1 -million -gallon allotment from the Department of Environmental
Protection. He acknowledged that the recent rain could help with water conservation. Andrea Johnson
raised concerns about potential damage due to the heavy rain, but Colin explained that the combination of
intense rainfall and dry fairway conditions might have prevented more serious issues this time compared
to previous incidents.
Colin Walsh also provided an update on the preliminary proposal for the Maintenance Building Project.
The estimated total cost for the project is $4.2 million, including a new building, renovations to the
current building, and minor changes to the cold storage building. The primary focus of the project is to
1
improve efficiency by consolidating operations into one location. Colin acknowledged that the cost was
higher than anticipated due to factors like materials, labor, engineering, and prevailing wage. John Kissida
emphasized the effort put into the project, highlighting the importance of the new facilities for fueling,
pesticide storage, equipment washing, and septic systems, all of which have environmental
considerations. Dave Valcourt stressed the need to invest in proper maintenance facilities for the
equipment purchased, ensuring effective long-term operation. Andrea Johnson raised a question about the
fate of the old facilities, and Anne O'Connell inquired about the expected lifespan of the new building, to
which Colin mentioned that it's designed to last at least as long as the current facility.
Swim Lane Discussion Andrea/Dave: Dave Valcourt introduced the concept of "swim lanes" within the
commission, established in 2019 for improved organization and communication. Swim lanes assign each
commissioner a specific area of expertise to address questions and concerns from members. The
assignments are dynamic and can change over time. Swim lane owners gather information from golf staff,
collaborate with town personnel, and bring issues to the commission for discussion. Their role is to
inform, not speak on behalf of the commission. Dave encouraged revisiting and reassigning swim lanes to
re -energize this approach and enhance commission effectiveness.
Andrea Johnson discussed the ongoing capital projects and the need to assign commissioners to specific
areas. She listed various projects and assigned commissioners to oversee them, such as irrigation system,
maintenance building design, HVAC upgrades, kitchen equipment replacement, clubhouse painting,
sinkhole repairs, and more. Some projects were still without an assigned commissioner, and they
discussed potential reassignments. Anne O'Connell mentioned the importance of the website and
communication management. It was discussed who would be responsible for drafting and finalizing the
communications. Anne O'Connell emphasized the combined effort of commissioners, Jay Packett, and
Jen (Social Media Manager) to handle communication, including the annual report for the town and
website updates. They also discussed involving the incoming seventh commissioner in these efforts.
Andrea Johnson mentioned her plan to consolidate the information about commissioner assignments, and
Anne O'Connell noted that they have an updated list of capital projects. They aimed to finalize
commissioner assignments in the coming month.
Discussion and possible vote on proposed revisions to Town Bylaw; Chapter 6; Article V; Sub -
Sections 6.5-6.10 - Anne:
Andrea Johnson asked about the process of getting the bylaw revision onto the town warrant. Anne
O'Connell explained that they need a document everyone agrees on. Once finalized, it goes to the Town
Manager and then to the Town Council for approval. It eventually goes to the Select Board and Finance
Committee for review. The target date for completing this process is the end of September. John Kissida
suggested that Dave Valcourt start by explaining the background and how they arrived at this point. Dave
Valcourt discussed the origins of the proposed bylaw revision, which stemmed from a previous meeting
where he was tasked with addressing the Commission's handbook. He highlighted the importance of the
bylaws, which serve as the foundation for the Commission's operations. He referred to paragraph 6.6-6 of
the bylaws, which outlines the purpose of the Golf Commission. This paragraph originally contained
principles related to operating the golf course to cover its expenses and return a reasonable profit to the
town while making it available to residents. Dave Valcourt mentioned that during the last meeting, they
worked on modifying the wording of these principles to reflect the change in the golf course's operation
as an enterprise fund, which necessitates adherence to Massachusetts state law. He outlined the revision
which stated that the golf course should be operated and maintained to be self-sufficient, eliminating the
concept of returning a reasonable profit to the town. This change reflected the golf course's new financial
model. Discussion followed. During the discussion, Anne O'Connell highlighted the changes she made to
the proposed bylaw, specifically addressing the golf course's operation as an enterprise fund and its
availability to residents and the public. Dave Valcourt suggested finalizing the language and distributing a
clean copy of the proposal for the next meeting. Anne O'Connell agreed, adding that the golf commission
2
should take a vote after having the revised language. Dave Valcourt recommended moving forward with
the proposed paragraph B, which outlines the golf commission's responsibilities for establishing plans,
policies, and operational processes for the golf course. This includes matters related to eligibility, hours of
operation, tee time allocation, annual calendar development, website publicity, and communications with
golf associations. John Kissida brought up two additional points for consideration. First, he suggested the
commission provide input on the performance reviews of key staff, including the Director of Operations,
superintendent, and golf pros. Second, he proposed that the commission be involved in providing input
for the new RFP for Freeman's Grill operations, which will be up for renewal in the future. Dave Whitney
noted that reviews of key staff are now handled by the human resources department and town
management and suggested that such a provision in the bylaws would likely face resistance. He also
mentioned that including such provisions in a bylaw might not be practical. The discussion also touched
on the issue of tee time allocation. Rob Harris, a golf course member, expressed concerns about non-
elected bodies making decisions without recourse for members. There was a suggestion to remove the
phrase "tee time allocation" and find different language that would encompass the concept without
specifying the allocation method. In conclusion, the commission agreed to finalize the language and
distribute a clean copy of the proposed bylaw for the next meeting.
Update on Capital Planning Meeting - Anne, Dave, John
During the meeting, several key decisions and discussions were made regarding the capital plan for the
golf course. Anne O'Connell highlighted that many existing estimates for major projects were
underestimated due to rising costs and delayed timelines. Windows and doors, initially estimated at
$340,000, are now projected to cost double that amount. The maintenance building and irrigation
replacement costs have also increased significantly. Dave Valcourt pointed out changes in the capital
plan, including combining the pump station and irrigation system projects and delaying certain items like
clubhouse painting, pro shop furnishings, and driving range improvements. John Kissida emphasized the
need to address the urgent risk posed by the irrigation system. Concerns were raised about potential
failures and the impact on the golf course's viability. The importance of conducting a comprehensive
study on irrigation system options was stressed, with the intention to allocate funds for the study and
prioritize it for completion within the year. Rob Harris underscored the urgency of addressing irrigation
system risks and advocated for prioritizing this project to avoid potential catastrophic outcomes. The
consensus was to proceed with a detailed study on irrigation system options and costs. The importance of
ensuring the pump station's integrity, as well as addressing other projects like the maintenance building
and clubhouse painting, was emphasized. The commission expressed a willingness to allocate necessary
funds and engage experts to thoroughly assess the situation. Additionally, Anne O'Connell suggested
exploring options to protect the pump station and assessing the overall system's vulnerabilities in the face
of climate -related challenges. In summary the discussion was centered on the urgency of addressing the
irrigation system's risks and exploring solutions to ensure the golf course's long-term viability. The
commission agreed on the need for an in-depth study, increased funding, and prioritization of critical
projects.
Questions and Comments from Associations and Liaisons: None
Future Agenda Items and Meetings (7/11): Regular business meeting planned.
Matters not anticipated by the Chair: None
A motion to adjourn was made - Motion was approved and the meeting was adjourned.
3
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TOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of August 22nd, 2023
Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Jay
Paggi, and David Valcourt.
Others Present: Peter Lombardi (Town Manager), Jay Packett (Director of Operations), Colin Walsh
(Superintendent), Rob Harris (CCMGA), Terry Ivester (Ladies 18 Holers), Susan Olin (Ladies 9 Holers),
Dave Whitney (Liaison to Select Board) and Bill Meehan (Liaison to Finance Team)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-
ma.cablecast.tv/CablecastPublicSitejshow/7647?site=1
Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m.
Declaration of a Quorum — a quorum was declared.
Discussion and possible vote on proposed revisions to Town Bylaw; Chapter 6; Article V; Sub -
Sections 6.5-6.10 — Anne O'Connell and Dave Valcourt:
The discussion during the meeting focused on proposed modifications to the golf commission bylaw.
Peter Lombardi, Town Manager, outlined his rationale for these changes. He mentioned the need to
update the existing bylaw, which contains outdated language from the 1990s.
Peter Lombardi noted that the recent approval of the town charter by the state legislature necessitated
aligning town bylaws with the charter. The charter serves as the town's governing document, and
discrepancies between the bylaws and the charter should be resolved. He emphasized the importance of
ensuring consistency between these two documents to avoid confusion.
Peter Lombardi suggested several changes to the golf commission bylaw:
1. Removal of sections 6.7 (removal of commission members), 6.8 (required reports), and 6.9 (audit) as
these matters are already addressed in the town charter.
2. Adjustment of language in section 6.5 to remove the specific numerical reference to a policy number
since policies are regularly updated.
1
3. Simplification of language in section 6.6a (defming the purpose of the golf commission) by avoiding
naming specific principles.
4. Elimination of language in section 6.6b that refers to the golf commission's involvement in daily
routine operational processes, as this conflicts with the town charter that assigns such operations to the
Town Manager.
5. Suggestion to include some of the content from the golf commission draft into the golf commission
handbook, instead of explicitly in the bylaws, to maintain alignment with the town charter.
6. Exclusion of language referring to the golf commission's involvement in operational details like hours
of operation, block time, calendar development, website, publicity, and RFPs. These matters are
considered administrative and operational responsibilities that should not be codified in the bylaws.
7. Clarification that the golf commission's role in reviewing and refining the long-term capital plan should
not be explicitly mentioned in the bylaws but can be addressed through existing administrative processes.
8. Acknowledgment that the Town Manager, as the chief procurement officer, is responsible for RFPs,
rather than specifying the golf commission's role in the bylaws.
Peter Lombardi proposed a revised version of the bylaw that maintains the golf commission's
responsibilities for long-term planning, financial recommendations, and specific areas where the Select
Board should have the opportunity to vote on policy changes. He also emphasized ongoing collaboration
between the Town manager, Select Board, and golf commission in budget and capital plan development.
Overall, Peter Lombardi highlighted the need to align the golf commission bylaw with the town charter,
maintain clarity, and avoid duplicating language that is already covered in the charter.
Discussion on the topic followed: John Kissida commented on the importance of clear language in the
bylaw, preferring "will" over "may" to indicate a stronger connection. Rob Harris provided historical
context about the handbook, explaining that he had retyped it and had not revised it in 2010. He
highlighted that the handbook had been originally written in 1986 when the golf department's structure
was different. Bill Meehan, the Finance Committee's liaison to the golf commission, emphasized the
importance of adhering to the town charter's delineation of authority and supported Peter's approach to the
bylaw.
The Golf Commission members expressed a collective understanding that while there would always be
open communication between the town and the golf commission, clarity regarding roles and authority was
essential. Dave Valcourt summarized that the proposed revisions would be better suited for the handbook
rather than the bylaw.
Peter Lombardi clarified that he didn't disagree with the proposed revisions but believed they belonged in
the handbook. He emphasized that the town charter and bylaws provided the framework for roles and
responsibilities.
The discussion concluded with members agreeing to the revisions being placed in the handbook and
showing overall support for Peter's approach to align the bylaw with the town charter. They also approved
the motion.
Public Comment: None.
2
Superintendent's Report — Colin Walsh: Colin Walsh mentioned that the pump damaged by lightning
had been repaired and was back to full capacity. Despite recently being almost five inches of rain, the
course had recovered well. The Club Championship had gone smoothly, with no adverse effects from the
flooding. Colin Walsh explained that they would continue to aerate and seed dry areas on the course. He
spoke about where golf carts should travel, with the consensus being that keeping them mostly on the
fairways was better for the course, especially with the bank grass handling cart traffic well. The fairways
were recovering, and they planned to thatch and seed some areas. Colin Walsh additionally mentioned
safety training and inspections by the Department of Labor to ensure compliance with safety standards.
The team had been working on this and would conduct in-house training for the staff. He also highlighted
ongoing work in cleaning up underbrush and detailed maintenance tasks like edging sprinkler heads and
preparing for aeration. Aeration was scheduled to begin on the 11th, starting with greens, tees, fairways,
and roughs in that order. Colin praised the maintenance team's performance despite being short-staffed.
Director's Report — Jay Packet:
o Course Operations and Concerns
Jay Packett provided a financial update for the golf course. He mentioned that although it was still early
in the fiscal year, the budget was in line with the previous year, and wages were slightly lower. He
highlighted the positive financial performance in July, with higher greens fees, cart rentals, and pro shop
sales. Total revenue for the year was significantly ahead of the previous year, demonstrating strong
performance. Jay also discussed the increased number of rounds played, with July falling just short of the
record set in the previous year. He commended the staff for their hard work in managing the increased
play and noted the challenges it posed in terms of course maintenance. Finally, Jay reviewed the financial
projections based on a five-year forecast, emphasizing the importance of maintaining strong revenue
numbers moving forward for future capital projects. There was a brief discussion about some
discrepancies in the reporting of back -nine greens fees versus Twilight greens fees but clarified that the
overall revenue numbers were accurate.
o Memorial Bench Request - Motion was unanimously approved to bring the request to
the Select Board.
o Possible change to clock
Jay Packett discussed a proposed revision to a project involving a clock donated by the Friends of
Captains Golf Course. The existing clock was different from what had been anticipated and had
experienced some issues. The Friends of Captains Golf Course wanted to replace it with a new clock that
had a smooth hand movement. Jay presented pictures of the new clock design.
The proposal involved removing the existing clock and replacing it with the new one. The Friends of
Captains Golf Course would handle the installation and related expenses.
There was a brief discussion about the placement of the existing clock, in which the post might be moved
to the side of the seventh fairway on the starboard course. The idea was to use it to signal players to clear
the way, but specifics were not discussed. The size of the existing clock was not mentioned, but it was
noted that the new clock would likely be larger.
The commission voted to approve the proposal to replace the clock, with Jay Packett taking it to the
Select Board for further consideration. Additionally, Jay mentioned the installation of new signs around
the golf course, which had been completed successfully.
Jay Packett discussed an event request for October 16th from the Harbor Church in Hyannis, who wanted
to hold an annual fundraising event at the golf course. The day in question, a Monday, was currently
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available for scheduling. The event would have an 8:30 AM shotgun start, and while they expected many
participants, they were flexible and could adjust to a smaller field if necessary. Jay mentioned that
Mondays in October are not typically high revenue days for the golf course, so hosting this event would
provide guaranteed income, benefiting both the course and the restaurant. The commission approved the
request for the event, and a vote was taken in favor of it.
Jay Packett provided an update on the recruitment process for the Business Manager position. He
mentioned that there was a stack of resumes, and the deadline for applications was approaching. Donna
Kalanick is also involved in the selection process.
John Kissida had raised concerns about the transparency of the hiring process, particularly the timing of
when the Commission was made aware of the job posting. He believed that the Commission should have
had access to this information earlier. Jay Packett took responsibility for the decision to wait until the job
posting went public before sharing it with the Commission. He felt that it was important for the town to
publish it first but acknowledged the concern raised by John Kissida.
Update on Pump House Protection — Jay Paggi, John Kissida: The discussion then focused on the
Pump Protection Study and irrigation system. John Kissida discussed the need for an engineering study to
assess the condition of the water source and supply for the irrigation system. He emphasized that this was
a critical component of the system and that the study should be carried out while the irrigation system was
not in use. Jay Packett suggested that the study should have two parts: one when the well is not in use,
and one when it's in use. The primary objective is to determine if two specific wells, referred to as well
one and well two, can still be used. The initial steps involve inspecting the wells, including pulling out the
motor and pumps. This initial assessment is critical in understanding the structural integrity and condition
of the wells. If they are found to be sound and the screens intact, the next phase involves a specific
capacity test, where pumps are used to stress the wells. The goal is to compare this test's results to
historical data from when the wells were drilled 1985 or 1997. A positive outcome from this assessment
would mean that the wells can be used, albeit potentially needing some rehabilitation. However, if the
wells are deemed unsalvageable, the alternative would be relocating them, a process that would involve
various challenges and permitting issues. Overall the study would help determine if the existing wells
could be utilized or if they needed to be relocated, which would involve permitting and other challenges.
John Kissida also highlighted the importance of getting the study done as soon as possible to avoid
potential delays. He had suggested aiming for town meeting approval of a warrant article for funding that
year and getting the study underway shortly after the beginning of the year. The discussion touched on the
complexity of the irrigation system and its significant financial implications. The goal was to have a clear
understanding of the situation before proceeding with any major changes. Finally, there was mention of
revisiting the Horsley Witten report, which had been based on a 25 -year storm event, and the need to
consider more restrictive recurrence intervals for the pump station protection given the changing climate.
Other Strategic Planning Updates (Commission)
John Kissida and Colin Walsh have made progress on the first tee area project with the help of The
Friends who have offered $5,000 towards the project's cost. John has put together a list of potential plant
materials after discussing it with Colin. Colin will gather cost estimates for these plant options. They plan
to assess which plants they can afford with the available funds. Additionally, they will consider
scheduling the project for either this fall or the following spring, depending on staffing and availability.
Overall, the project is advancing to the next phase.
Anne O'Connell reported on her involvement in monitoring developments related to water resources.
During a recent Select Board meeting, a presentation on new Title Five and watershed regulations was
given by Mark Nelson from Horsley Witten. He emphasized the significance of the work done by Colin
Walsh and his team. Following the meeting, Anne emailed the Town Administration noting that future
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communication should highlight Colin's vital role. Peter Lombard (Town Administrator) responded by
acknowledging that Colin and his team's efforts in reducing fertilizer application without affecting play
have greatly impacted nitrogen mitigation requirements in the Pleasant Bay watershed, resulting in
significant cost savings for the town and residents. Colin is commended for the positive publicity he has
generated.
State of the Captains ideas — Dave Valcourt
Dave Valcourt discusses the "State of the Captains" (SOC) communication, clarifying that it's the
Commission's way to interact with members. It's not meant to replace Jay Packett's periodic emails but
serves as an avenue to address member concerns and provide updates. The previous SOC was well -
received, so it's time for a new edition. Dave notes that the timing is suitable as the fiscal year just ended,
and they've experienced the busiest golf season. Swim lanes, or areas of responsibility, were discussed at
a previous meeting. Each swim lane holder should review information since the last SOC, assess FY 23
performance, and discuss what's coming in FY 24. Dave asks commissioners to send their input to him
and Andrea by the next commission meeting on September 12. After receiving input, Dave will draft the
SOC, get Andrea's approval, and aim to publish it by the end of September, keeping members informed
about developments and encouraging ownership of their golf course.
Andrea Johnson made a note about the first annual volunteer fair organized by the Town Hall.
Representatives from various commissions, committees, and boards are invited to attend this fair on
September 30th at the Bay property between 10 AM and 2 PM. The golf commission will be represented
by one of its members.
Questions and Comments from Associations and Liaisons: Terry Ivester reported on the Women's 18
Hole Association's annual member -member event. She highlighted the exceptional course conditions.
Terry also mentioned that the association's tournaments are dedicated to supporting charities or nonprofits
and that the recent event collected personal hygiene items for the Family Pantry of Cape Cod. She went
on to discuss upcoming tournaments, such as the member -guest event supporting the Center for Coastal
Studies in Provincetown and the September CUDA Solheim Cup benefiting the outpatient programs of
the CUDA Women's Health Center. Terry Ivester expressed gratitude for the opportunity to host these
events and praised the Freeman's Grill staff for their excellent work with menus and presentation. Terry
also touched on an email from one of the association's members regarding the ranking of a particular hole
on the course, hole 16 of Starboard. The concern was about the ranking, especially when women play
against men and have to give them strokes due to the hole's ranking. Jay Packett discussed the email
received regarding the ranking of handicap holes and the potential need for re -ranking. He mentioned
speaking with Keith Gagnon, the former head director of ratings for Mass Golf, who is making inquiries
regarding the last course rating. Typically, a full course rating is needed to re -rank handicap holes, and it's
recommended every 10 years. Jay explained that they are not at the point of re -rating yet but are
exploring options. Typically there's a wait of six to eight months to get in the queue for re -rating, which
could potentially lead to a best -case scenario of spring 2024, or possibly after Labor Day 2024. Jay
Packett emphasized their willingness to go through the process to see where it might lead.
John Kissida discussed the Forward Tee program. Originally, they planned to implement this program
during the past winter, but due to extensive work on cart paths, it got delayed. John emphasized that if
they are considering a course re -rating, it's essential to include these new tees as part of the process to
avoid investing in them separately later. Jay Packett supported this idea, noting that introducing new tees
in stages could complicate matters, especially as they order scorecards in bulk. Colin Walsh highlighted
the positive impact of the new tees, such as the one on hole number six on the port side, which has
improved the comfort of teeing off. Andrea Johnson thanked Terry for her input and the discussion
concluded with appreciation for the ongoing improvements to the course.
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Future Agenda Items and Meetings (9/12, 9/26)
The minutes for meeting 7-11-23 were approved with amendments.
Andrea Johnson scheduled future agenda items for the next two meetings. The meeting on September
12th will be a business meeting, featuring a report from the Capital Planning Committee, along with a
capital planning update. On September 26th, they will discuss the SOC (State of the Captains) document
and discuss the scope of the future RFP.
Matters not anticipated by the Chair: - None
A motion to adjourn was made - Motion was approved and the meeting was adjourned.
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