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HomeMy Public PortalAboutGolf Commission -- 2024-03-26 MinutesTOWN OF BREWSTER Brewster, Massachusetts 02631 (508) 896-3701 GOLF COMMISSION Minutes of March 26th, 2024 �REN'STF � Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice -Chair), Anne O'Connell, Jim Juras, Jay Paggi, David Valcourt and Rob David (Remote). Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Dave Whitney, Liaison to the Selectboard, Michael Moore (CCMGA-Remote) THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https:jlreflect-brewster- ma.cablecast.ty Ca blecastPublicSite show 7960?site=1 Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m. Declaration of a Quorum — 6 Commissioners present and 1 remote which constitutes a quorum. Public Comment: None. Possible Home Rule Petition - Pesticides - (Colin Walsh & Jay Packett) - Colin Walsh presented on behalf of the golf course, discussing their environmental stewardship practices, technological advancements, and opposition to certain regulations. Colin Walsh highlighted their efforts in reducing water usage, implementing nutrient management plans, and adopting safer pesticide practices. The presentation emphasized the importance of precise fertilization, reducing synthetic chemical use, and promoting biodiversity on the golf course. Colin Walsh also mentioned the financial benefits of their practices, including cost savings and efficiency gains. Anne O'Connell and other members expressed appreciation for the presentation and discussed potential avenues for further communication with the membership. Overall, the discussion underscored the golf course's commitment to sustainability and environmental responsibility. Handbook (Anne O'Connell) - Anne O'Connell led the discussion on the contents of the handbook related to their responsibilities and procedures. A summary of the key points discussed: Handbook Review: The Commision reviewed sections of the handbook, providing feedback and suggesting clarifications or changes where necessary. Policy Clarity: Focused on ensuring clarity in policies and procedures, particularly regarding meeting organization, reporting terminology, and compliance with state regulations. Membership Eligibility and Fees: Discussions revolved around clarifying recommendations for membership eligibility, fees, and the handling of non-resident memberships. Long-term Planning: The commission discussed the importance of maintaining continuous five and ten- year plans in collaboration with the town manager's office to align with overall strategic goals. Procurement and Hiring: The Commision considered their role in providing input on procurement and assisting in hiring key staff, ensuring alignment with town policies and procedures. Enterprise Fund Oversight: Discussion occured about the commission's involvement in overseeing the golf course's enterprise fund and ensuring fiscal responsibility. Overall, the conversation reflected a collaborative effort to review and refine the handbook to accurately represent the commission's roles, responsibilities, and procedures, while also ensuring alignment with town policies and goals. Dave Valcourt emphasized the importance of clearly defining the commission's role and responsibilities within the town's bylaws and charter. He highlighted that while financial authority lay with the town manager, the commission's role was advisory, focusing on monitoring financial health and offering recommendations. Dave expressed disappointment with certain aspects of the bylaws, particularly regarding day-to-day operations, but acknowledged the need to abide by them. He stressed the importance of outlining the commission's responsibilities in the handbook to ensure clarity for future members. Anne O'Connell agreed to clean up the handbook and addressed the need to clarify certain sections. John Kissida suggested seeking legal guidance on the relevance of certain appendices. Dave Valcourt further discussed the process of revising the handbook and expressed the commission's commitment to its responsibilities despite feeling undervalued in some areas. Discuss the need for immediate communication with AFP's regarding fee hikes and spring course conditions (Dave Valcourt) - Dave Valcourt recounted a recent golf outing where a CCMGA member expressed to a former Commissioner their dissatisfaction with the 6% increase in fees, questioning its benefits to the players' experiences. He highlighted the need for better communication with members to address such concerns. Dave Valcourt suggested attending members' meetings and utilizing visual aids like sandwich boards to communicate improvements made on the course. Anne O'Connell and Jay Paggi discussed alternative communication methods such as social media and emphasized the importance of highlighting ongoing projects and long-term plans. John Kissida emphasized the need to educate members on the long-term benefits of the budget allocation, including infrastructure projects like irrigation and maintenance building's. The group agreed to work with Jen (Social Media) to improve communication and visibility of course improvements. Questions and Comments from Associations and Liaisons: - Mike Moore (CCMGA) began by acknowledging the challenges of communication based on his 30 years of experience in HR. He highlighted the importance of proactive communication, especially regarding the recent 6% increase in fees. Mike Moore stressed the need for clear and concise communication about the reasons behind such decisions, including financial and strategic drivers. He expressed excitement about upcoming events and initiatives aimed at enhancing the social and educational aspects of CCMGA. Mike also mentioned ongoing collaboration with Keith Gagnon and the continued involvement of Rob Harris in supporting the commission's efforts. He concluded by thanking everyone for listening. Noted that Freemans Grill opened up last Thursday on a limited schedule, Thursday through Sunday. Future Agenda Items and Meetings (4/9 & 4/23) - None. Matters not anticipated by the Chair: - John Kissida mentioned that in the previous meeting, he had discussed Request for Proposals (RFPs) and was able to obtain a couple of sample RFPs to serve as a starting point. He also mentioned speaking with Jon Mohan, the new business manager and will begin working with him. Despite the existing logjam in getting RFPs through, John emphasized the importance 2 of initiating the design phase promptly, as it typically takes six to 12 months, followed by a bidding and construction process spanning a couple of years. Additionally, John noted that there was no mention of Freeman's Grill in the handbook and suggested adding it to clarify any associated responsibilities. A motion to adjourn was made - Motion was approved and the meeting was adjourned.