HomeMy Public PortalAboutGolf Commission -- 2023-11-14 MinutesTOWN OF BREWSTER
Brewster, Massachusetts 02631
(508) 896-3701
GOLF COMMISSION
Minutes of November 14th, 2023
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Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice Chair), Rob David, Jim Juras,
Anne O'Connell, Jay Paggi, and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Susan Olin (9-
Holers Association), Terry Ivester — Remote (Ladies 18 Holers)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-
ma.cablecast.tv/CablecastPublicSitelshow17774?site=l
Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m.
Declaration of a Quorum — Seven Commissioners present which constitutes a quorum.
Public Comment — No public comment
Superintendent's Report (Colin Walsh) - Colin Walsh began by noting the onset of fall weather. He
highlighted improvements in course conditions, mentioning the occasional frost delays and the need for
caution during those times. The mowing of the golf courses had reduced, and the focus shifted to leaf
cleanup, acknowledging the extended period for this task. Colin Walsh detailed ongoing projects,
including bunker rebuilds on par threes and drainage work on hole 10 Port. He commended the
maintenance team for their efforts, citing the effectiveness of the recently acquired Kubota backhoe.
Updates on specific projects included a sinkhole repair on seven port and upcoming repairs to the cart
paths. Colin Walsh mentioned the irrigation system blowout was rescheduled post -Thanksgiving, delayed
due to compressor issues. He touched on safety and pesticide training programs, emphasizing the
commitment to staying updated on regulations.
Colin Walsh provided information on the Request for Proposal (RFP) for the well project and the
finalized maintenance building study report, signaling progress on these fronts. A new piece of capital
equipment, a rough mower, had arrived after a two-year wait, replacing a well-worn unit. Colin Walsh
acknowledged the positive impact of such additions on staff morale.
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In personnel updates, Colin Walsh reported on seasonal staff finishing their tenure and upcoming layoffs,
along with the retirement of Jerry Hough, expressing gratitude for Hough's over 10 years of dedicated
service.
Director of Operations Report (Jay Packett) – Jay Packett started his financial report with an overview
of the Budget Status through October. He pointed out that the current budget used was at 46%, exceeding
last year's 40%. Notable increases were observed in diesel fuel and credit card expenses. Jay Packett
expressed concern over the latter, as the budget couldn't be adjusted, and an increase in credit card
transactions has incurred higher expenses.
Jay Packett then provided a summary of the financial performance for October 2023. Increases were
observed in pro shop sales, greens fees, and carts, contributing to an overall surplus of approximately
$49,000. Pro shop sales played a significant role, rising by nearly $10,000. Jay Packett was optimistic
about maintaining positive trends.
Calendar year statistics were presented, showcasing substantial gains in membership revenue, greens fees,
carts, and pro shop income. The overall surplus compared to the same period in 2022 amounted to
$400,000.
Moving to fiscal year totals, Jay Packett pointed out a surplus of about $90,000 in green fees. Carts also
demonstrated noteworthy increases, resulting in a grand total surplus of almost $142,000. Despite
October's operating expenses exceeding projections due to pre -ordered maintenance supplies, Packett
emphasized an overall fiscal year projected surplus of $268,000.
The financial report concluded with Jay Packett noting a successful October in terms of play totals, with
9,307 rounds recorded—the second highest ever. Calendar year play totals reflected a substantial lead of
1,882 rounds compared to the same period in 2022. Jay Packett attributed these positive trends to the
efforts of Colin Walsh and his team, expressing gratitude for their consistent hard work. Jay Packet then
asked for any questions and comments on the financial data presented.
Anne O'Connell raised concerns about the high percentage of credit card usage, prompting discussions
about potential surcharges or incorporating fees into the overall cost structure. John Kissida and Rob
David shared insights on existing precedents and alternative approaches, suggesting potential discounts
for cash payments. Packett committed to exploring these options in collaboration with the town treasurer
and the finance team.
Business Manager Update – Jay Packett provided an update, stating that second -round interviews for the
position were conducted with three candidates. The panel, consisting of himself, Peter, Donna, Mimi, and
Susan (HR director), participated in the interviews. Following the meetings, they engaged in a discussion,
and it was revealed that there would be further communication with the candidates during the week.
While details were limited at the moment, Jay Packett expressed hope to share more information in the
next meeting, indicating ongoing progress in the hiring process.
Calendar of Events - Jay Packett presented the golf course's 2024 calendar events, highlighting key
activities and tournaments scheduled throughout the year. The presentation covered adjustments like an
earlier opening due to aeration considerations, hosting US Junior amateur qualifiers, and significant
events in each month. A request to host an event for Women's Week on October 14th generated concerns
among the commission members regarding it being Columbus Day weekend. The Women's Week golf
tournament is part of the annual Women's Week festivities in Provincetown, scheduled for October 12th
to 20th, 2024. The event aims to attract around 100 to 110 participants. The organizer specifically
requested hosting the golf tournament on October 14th, coinciding with Columbus Day. Despite an
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expressed preference for an alternative date, the organizer cited scheduling constraints. The decision was
made to not host the tournament. The calendar discussion involved considerations for the schedule,
potential adjustments, and the general approval of the presented calendar. Jay Packett presented the 2024
calendar events for the golf course. Notable points include:
March 30: Opened 36 holes earlier than usual due to the calendar structure, starting aeration on April 8.
April: Aeration scheduled for the second week.
May 4th: Annual Martha White Tournament.
June: Consideration for hosting US Junior amateur qualifiers on June 17.
July: No association play in the first week, couples' championship on the 13th, and parent-child event on
the 21 st.
August: Club Championship spans two weekends, 17th -18th being the busiest.
September: CUDA Cancer Fundraiser on the day after Labor Day, Nine-Holer's Association Invitational
on the 5th, and Captain's Invitational on the 7th -8th.
October: Various charity events, with Columbus Day affecting the schedule. Member -Member moved to
the weekend of the 26th -27th.
November: Course closures for maintenance starting from the 4th, one course closed Monday -Thursday,
both open Friday -Sunday.
Discussion and possible vote on 2024 daily fees, cart fees and range fees (Andrea Johnson) — The
Commission discussed tee time percentages. The current setup, with 50% members and 50% daily fee
players on the member course and 25% members and 75% daily fee players on the second course, was
considered effective. Jay Packett and the commission agreed on maintaining this ratio. A motion for the
recommendation to keep the current tee time percentages was approved and would be presented to the
Select Board for approval. Anne O'Connell then presented non-resident waitlist data, noting a decrease in
non-resident members from 386 to 377. Despite this, she suggested allowing up to 25 new non-resident
members for the next golf season. Discussions ensued regarding the decrease in non-resident
memberships, strategies for handling unresponsive individuals on the waitlist, and potential adjustments
to non-resident fees. Dave Valcourt proposed setting a target membership number around 1150 as a
compromise for AFPs and daily fee players. The commission agreed to decide on non-resident
memberships by the first meeting in February, with a motion to allow up to 25 new non-residents for the
2024 season being approved.
Discussion of 2024 Membership rates (Andrea Johnson) - The focus then shifted to daily fees, with
Anne O'Connell expressing reluctance due to the absence of an updated financial forecast. Jay Packett
shared information about a meeting to update the five-year financial forecast for the golf course. John
Kissida emphasized the importance of additional information, specifically average rounds played per
category and cart usage percentages. The discussion touched upon the potential impact of fee increases on
membership and the need for careful consideration to avoid discouraging golfers. Jay Packett provided
insights into the rates charged by other courses in the area based on his research. The conversation delved
into the need for revenue generation and the necessity of a balanced approach. John Kissida suggested
gathering more data, such as the average number of rounds per category and cart usage percentages, to
make informed decisions. Dave Valcourt advocated for a fiscally responsible approach, considering
deferred maintenance, capital improvements, and the goal of having 20% of the budget as retained
earnings. Andrea Johnson referred to Peter Lombardi's recommendation for a minimum 5% annual
increase over the next five years. Dave Valcourt emphasized the importance of informing and explaining
the decisions to the membership. The discussion expanded to projections of cost increases and the need
for transparency in the budgeting process. Colin Walsh highlighted that significant capital items were
included in the capital plan and Anne O'Connell acknowledged that as an enterprise fund, expected to
meet the requiements by the State of retained earnings. The discussion concluded on potential
adjustments to fee structures based on peak play times and the consideration of weekdays. John Kissida
proposed exploring ways to increase revenue during high -demand periods. The meeting was then quickly
shifted to approval of a minutes as time was running short.
Strategic Planning Updates (Commission) - None
Questions and Comments from Associations and Liaisons: None
Review and approve minutes (10/10 & 10/24) — Both 10/10 and 10/24 minutes approved with
amendments.
Future Agenda Items and Meetings (11/28 & 12/12) —Speaking on the maintenance building study was
added to the future agenda for meeting on 11/28.
Matters not anticipated by the Chair: - Andrea Johnson acknowledged the new requirement for more
detailed agendas. She expressed that she had been informed the day before that stating "department heads
giving us an update" would no longer suffice. Instead, detailed information had to be provided. Andrea
Johnson mentioned the potential loss of the ability to provide general strategic planning updates. She
indicated that she would be reaching out to request detailed information when seeking agenda items. The
emphasis was on creating specific and informative agendas so that anyone looking at them would have a
clear understanding of the topics to be discussed. Andrea Johnson also clarified that if a matter wasn't on
the agenda, it couldn't be discussed during the meeting.
A motion to adjourn was made - Motion was approved and the meeting was adjourned.
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