HomeMy Public PortalAboutGolf Commission -- 2023-08-22 MinutesTOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of August 22nd, 2023
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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.tvlCablecastPublicSitelshow17647?site=I
Andrea Johnson read the meeting participation statement and called the meeting to order at 3:30 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update the existing bylaw, which contains outdated language from the 1990s.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.
3. Simplification of language in section 6.6a (defining 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.
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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 Packett:
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 Paggi 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.