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HomeMy Public PortalAboutGolf Commission -- 2023-09-12 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of September 12th, 2023 Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Jay Paggi and David Valcourt. Others Present: Jay Packett (Director of Operations), Peggy McEvoy (Friends of Captains), Rob Harris (CCMGA), Terry Ivester (Women's 18 -Hole Association), and Dave Whitney (Select Board Liaison). THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: htt, s::. reflect-brewster- ma.cablecast.tvlCablecastPublicSite/show .7673?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 present. Public Comment: Peggy McEvoy discussed The Friends of Captains Tournament. She mentioned the upcoming tournament on Sunday, the 17th, with over 100 participants and 20+ volunteers. She also thanked the Select Board for approving a new clock purchase by The Friends, finalizing details in two weeks. The Divot Day was scheduled for September 28th and noted the Brewster Rec Summer Golf Camp Support, she mentioned that they had received a thank -you note from the sponsored campers. Superintendent's Report — Jay Packet for Colin Walsh: Jay Packett shared course maintenance updates and storm preparedness measures for Colin Walsh. Below are the key points Jay Packett spoke about. Aeration Update: Aeration of the starboard course is in progress, impacted by less -than -ideal weather. Cleanup continues to bring courses back to 100%. The port course will be addressed next week. Hurricane Lee: Uncertainty surrounds Hurricane Lee's path, potentially bringing significant rainfall. Pump Station: Pump number two's performance has declined and will be reconditioned in the fall, including pump replacement. Tee Project: A tee on Starboard number six was leveled using sod from port number seven. The area on number seven will become rough, aiding nitrogen mitigation. Fall Projects: Planned projects include cart path repairs, improvements to tees, bunker face repairs, and tree removal for better turf health. Staffing: A staff shortage is noted, with appreciation for the hardworking maintenance team. Additional Notes: Anne O'Connell sought clarification on funding for cart path improvements and John Kissida raised concerns about power shutdown for pump station protection during the upcoming storm. Director's Report — Jay Packet: Jay Packett provided updates on financials, memberships, cart paths, staffing, and highlighted the local rules for cart path extensions. Below are the key points Jay Packett spoke about. Financial Updates: He mentioned that the budget status was slightly better than the previous year. He anticipated an increase in expenses in September due to bulk purchases like fertilizer and fungicides. Despite rising prices, they had planned for it. August financials showed an overall surplus, with increased revenue from greens fees and the pro shop. Seasonal Memberships: Jay Packett recommended offering seasonal memberships for Brewster residents from October 1, 2023, to March 31, 2024, with a 4% price increase. This option provided flexibility for those with limited time during the summer. Cart Path Extensions: He mentioned the use of gravel to fill potholes on cart paths and addressed concerns about cart path extensions. He highlighted the local rules allowing relief from cart path extensions but acknowledged the gray area and the need for golfers to use their judgment. New Staff Member: Jay Packett introduced Matt Rocco, who had been hired for a 32 -week position after working seasonally at the course. Matt's addition was welcomed by the team. Seasonal Hiring: Colin was reviewing applications for seasonal help, given the current staff shortage. Efforts were made to find additional staff. Jay Packett discussed the business manager position and the hiring process for a new candidate. Resumes were reviewed, and interviews were to be conducted by Susan, Donna, and Mimi. They aimed to hire someone sooner rather than later to facilitate their introduction to the role. Many resumes were received, including some from online platforms. Dave Valcourt asked about a $105,000 increase in the budget for FY 24. Jay explained that it accounted for the new hire's salary and health insurance. Capital Planning update (Anne O'Connell) Anne O'Connell discussed the FY 24 capital plan, highlighting significant changes compared to the previous year. The major points included the following: The capital plan for FY 24 had increased to $1.7 million, up from $990,000 the previous year. The major drivers for increase were due to several factors, including equipment needs, pump house protection study, maintenance building study, well reconditioning, and tee box improvements. The biggest challenge was allocating $700,000 for window and door replacements. Anne O'Connell mentioned the possibility of allocating some funds for cart path improvements in FY 25, as cart path paving was limited due to budget constraints. There was a discussion about reallocating funds from FY 26 to FY 25 to support cart path improvements. Anne O'Connell highlighted various other capital expenses, such as restaurant equipment, driving range improvements, and maintenance building design. The discussion also touched upon funding sources, including retained earnings and stabilization balances. Ultimately, the motion to approve the FY 24 capital plan for $1.7 million was made and seconded. SOC Input (Dave Valcourt) Dave Valcourt spoke about the annual "State of the Captains" email to update golf course members. He emphasized the importance of conveying key messages about the course's performance and projects. Discussion followed on topics that included membership statistics, course improvements, environmental impacts, capital projects, and initiated RFPs. Jay Packett provided input on golf statistics, John Kissida offered to write about initiated RFPs, and Rob Harris suggested keeping the email concise. Discussion continued on the content of the email. Dave Valcourt emphasized the importance of highlighting the golf commission's achievements and good working relationships. John Kissida discussed capital projects, including the cost of tee box improvements and the need for a placeholder regarding future expenses. Andrea Johnson offered to contribute to the discussion on the Friends of the Captains. Overall, the conversation revolved around what content should be included in the "State of the Captains" email, with an emphasis on keeping the information both informative and concise. The golf commission members provided input on various topics and messages to be included in the email. Strategic Planning Updates (Commission) In the 10 -year capital plan, there's a concern about the irrigation system upgrade being scheduled for fiscal year 2027. There's a plan to have a water source and supply study this winter/spring, but everything depends on approval. A suggestion was made to add a link to the plan on the Captain's website, making it clear that large projects represent the first nine years of a 20 -year bond. Jay Packett acknowledged this suggestion and mentioned that a link to the town's OpenGov platform could be added to the Captain's website. However, he wanted to discuss this further with the finance team to ensure transparency. Jay Packett noted that the capital plan is meant to encourage discussion and address questions or concerns, while John Kissida emphasized the need to explain that these investments are crucial for the course's future, and member participation at town meetings is vital for funding approval. Questions and Comments from Associations and Liaisons: Rob Harris (CCMGA) suggested using the town website with detailed information with pictures and descriptions for each capital project. This would provide a better reference than the email. He recommended including tee box enhancements but not specifying prices to avoid alarming readers about the expenses. Review and approve minutes. 8/8 & 8/22 - Both sets of minutes approved with amendments. Future Agenda Items and Meetings (9/26,10/10) Review the capital plan, with a suggestion to have an annual discussion about it. The Golf Commission planned to look at any potential adjustments or shifts in the plan in the coming years. Discuss the scope of work for the RFP for the Water Source and Supply Protection Plan at the next meeting, scheduled for September 26. Matters not anticipated by the Chair: -None A motion to adjourn was made - Motion was approved and the meeting was adjourned.