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HomeMy Public PortalAboutGolf Commission -- 2023-08-08 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of August 8th, 2023 4`AiNS GOl� hl2E1i'ST�•� Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Rob David, Jay Paggi and David Valcourt. Others Present: Colin Walsh (Superintendent), Rob Harris (CCMGA), Dave Whitney (Liaison to the Select Board) and Bill Meehan (Liaison to Finance Team) THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:/lreflect-brewster- ma.cablecast.tv/CablecastPublicSitelshowy7630?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 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 (8/22): 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.