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HomeMy Public PortalAboutGolf Commission -- 2023-09-26 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of September 26th, 2023 Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Jay Paggi, Jim Juras and David Valcourt. Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Terry Ivester (Women's 18 -Hole Assoc.) and Bill Meehan (Liaison to Finance Team) THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:Llreflect- brewster- ma.cablecast.tv/CablecastPublicSite/show/­7700?site=1 Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m. Declaration of a Quorum — Six Commissioners present which constitutes a quorum. Public Comment: None. State of the Captains - Discussion and approval (Dave Valcourt) - Andrea Johnson noted they will be unable to approve The State of Captains at this meeting as she had sent out a draft not the completed version. Dave Valcourt expressed his appreciation for the opportunity to discuss and clarify any discrepancies or issues related to the commission's message. The main focus of the discussion was on the "State of the Captains," with two key objectives in mind: finalizing adjustments to the document and establishing a plan for how these documents will be created and distributed in the future, including the frequency of such reports. The discussion covered various topics related to The Captains Course. Key points and decisions made during the conversation include: Financial Review: - The discussion began with a financial review, highlighting the revenue and expenses for the year. - Overall, it was reported that the course had a successful year, exceeding revenue targets. Course Conditions and Renovations: - The discussion touched on course renovations, the condition of the course, and specific areas that needed attention. Teaching Programs and Growing the Game: - The teaching program, led by Patrick, received praise for its role in introducing and teaching golf to new 1 players, especially in youth programs. Pro Shop and Merchandise: - The success of the Pro Shop was noted, with a mention of diversifying merchandise to cater to different tastes and price ranges. Capital Planning Updates: - The Commission discussed the town's Capital Planning updates for the 2024 season. Several capital projects, such as equipment replacement, new maintenance building, and course improvements, were mentioned. Environmental and Water Savings Initiatives: - The Commission highlighted technological advancements, such as using drones for thermal imaging of the golf course to improve irrigation efficiency and conserve water. It was noted that significant water savings could be achieved through these measures. Nitrogen Mitigation Plan: - The conversation mentioned the nitrogen mitigation plan, which involves drilling wells on the golf course and using pan lysimeters to measure the nitrogen flow and its impact on groundwater. The results indicate that the golf course's impact on nitrogen levels is less than previously estimated, contributing positively to the town's environmental goals. Discussion of Communication Strategy: - The need for reorganizing and possibly condensing the information in the report was discussed. It was suggested that the most critical information, such as capital planning updates and environmental initiatives, should be placed closer to the beginning of the report to ensure it receives proper attention. Quarterly Reporting: - There was a recommendation to move towards quarterly reports to keep the information current and allow the Golf Commission to better monitor and communicate course operations, initiatives, and challenges. The idea of rotating responsibility for compiling these reports was also considered. In summary, the Commission covered a broad range of topics, with an emphasis on the golf course's financial performance, future plans, and environmental initiatives. The decision to transition to quarterly reports could help streamline communications and keep the Golf Commission updated more regularly. Dave Valcourt expressed a desire to organize and capture the comments and input from the Commission members. Anne O'Connell suggested that comments should be consolidated and sent to one person, then shared accordingly. The discussion emphasized the need to maintain the Commission's collective voice and engage all members in the reporting process. Overall, the goal was to streamline communication and share critical information effectively. Pump House Protection: RFP, Irrigation water source/supply study, scope of work (John Kissida & Jay Paggi) - The Golf Commission discussion revolved around the proposed scope of work for the "irrigation water source and supplies study." The scope was renamed to be more focused and precise, previously named "pump house protection plan". There were concerns about the budget of $100,000 for the study, but the consensus was that it should be sufficient given the available data. The conversation also touched on the importance of selecting the right consultant for the project. The potential use of a pond as a storage solution was debated, considering the need for adequate water storage and its impact on the golf course. The reliability of electrical power for the irrigation system was highlighted, especially in the context of past issues during storms. It was clarified that the purpose of the scope was to prepare for a Request for Proposal (RFP) related to the irrigation system study, not for presentation to the Select Board or Finance Committee. The urgency of completing the study during the non -irrigation season was emphasized, as the golf course's irrigation system could not be designed until the study's results were available. Overall, the focus was on addressing the golf course's water supply and irrigation system challenges, finding the right consultant, and ensuring the study's completion in a timely manner to avoid delays. 2 Capital Plan for 2025 - 2028; discussion of existing plan. - The discussion focused on the Capital Plan and potential adjustments. The primary objective was to identify any missing elements or projects that should be included in the plan. This was in response to previous discussions where some projects were mentioned but not formally added to the capital plan. The main points of discussion included the need to address specific budget elements. One notable concern was related to the Owner's Project Manager (OPM) cost, which had not been included in the budget and might require a separate line item. The commission acknowledged the need to resolve this and other issues promptly. The group also considered the timing for discussing and potentially adding these items to the capital plan. It was suggested that they aim to include the necessary adjustments for the special town meeting in 2024. The focus of the discussion was on ensuring that the capital plan accurately reflected the upcoming projects and their associated costs. Strategic Planning Updates (Commission) - Anne O'Connell reported that both the Select Board and the Finance Committee had unanimously approved the proposed bylaw change with slight modifications. John Kissida also mentioned that she and Colin Walsh had been working on obtaining pricing for plant materials to be used in the area around the starter shack. Friends of the Captains had expressed an interest in providing $5,000 toward the first phase of planting. While the project was in progress, it was expected to be completed in the following spring due to the time of year and the availability of Colin's staff during the busy spring season. The planting primarily consisted of perennials. Questions and Comments from Associations and Liaisons: Terry Ivester noted that the Women's Fall Cup Team was undefeated and heading to the state Cup Championship on October 17. Andrea Johnson spoke about the Friends of the Captains' annual golf tournament, which was canceled due to Hurricane Lee, and that refunds were in process. She thanked all the sponsors and volunteers who signed up, and anyone that donated. The Friends of Captains next events are Daffodil planting on October 28, The Turkey Shoot and food drive on Veterans Day November 11 and their annual meeting will be October 23. Andrea Johnson also noted that the new clock configuration will be finalized next week, and order placed with expected delivery being approximately three months. Future Agenda Items and Meetings (10/10& 10/24) - "State of Captains" vote on 10/10/23 Matters not anticipated by the Chair: - None. A motion to adjourn was made - Motion was approved and the meeting was adjourned.