Commissioners Present: Andrea Johnson (Vice-Chair), Rob David, John Kissida, Wyn Morton, Jeff Odell.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent,), Rob Harris (CCMGA), Peggy McEvoy (Friends of Captains), Donna Potts (Women’s 9 Hole Association)
THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/6191?channel=1
Andrea Johnson called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures.
Declaration of a Quorum – Four Commissioners present and accounted for which constitutes a quorum.
Public Comment – Peggy McEvoy thanked everyone for their support during the Friends of Captains Tournament. She noted the Daffodils will hopefully be on October 8th. They have ordered 36 new bird houses to replace the ones in disrepair. They will also be working to donate/take the food to the food pantry during the Turkey Shoot tournament. Andrea Johnson commented on the success of the Friends of Captains Tournament. Peggy McEvoy thanked Dave Villandry for all his efforts. Jay Packett thanked Pat Fannon and Jon Mohan for their efforts during the tournament and kudos to the staff. John Kissida gave kudos to the delicious food presented by Freeman’s Grill.
Superintendent’s Report – Colin Walsh – besides the couple of rain days they completed aeration within the allotted time – hats off to the crew for getting it done. Starboard side is coming back well and Port is a week behind that. Fertilizer has been going out on the fairways currently and seeding as well. Working on establishing the rough areas where irrigation had been turned off. The course is still about 2 million gallons short of what the Courses permit allows them to use. Given how hot the summer was it is a big kudos to the maintenance crew. Winter layoffs for the staff are beginning to happen and there are some small drainage projects going on. It is early order season so beginning to buy those products as they can be bought at substantial discount in October. Andrea Johnson asked why we aerate when we do? Colin Walsh noted that the Captains Course chooses to aerate when it does because they feel it gives the grass the quickest recovery and most potential time to regrow with good conditions for root growth and there tends to be a lull in play that first week after Labor Day. Colin noted that one course will close this winter with one remaining open – deep tineing will occur on the course that is closed while the one to remain open will not. Jay Packett noted with all the work going on in the club house/restaurant side that they will most likely close Starboard for the winter.
Director’s Report Jay Packett – Budget Status – only two months in and things are looking good. With the October ordering season for maintenance, we will see those numbers for fertilizers etc. start to be used. Jay Packett noted that all numbers in August 21′ need to move up a line, August 22 numbers are in the correct lines – Jay Packett noted he can send out corrected copies. Captains is currently ahead in green fees and riding carts. $577,000 higher revenue than the previous calendar year and we are currently up $10,000 in advanced reservation money with more groups returning in 22. For the fiscal year we are $128,000 better than last year – biggest difference being greens fees and advanced reservations. Play totals of just shy of 16,000 rounds in the Month of August – highest totals (not including 2020 since 2008). The average number of rounds in August was 513 rounds played per day. So far for the calendar year there have been 65,000+ rounds played so far. Slightly down from last year – differences mainly being seen in higher play totals in January and March the previous year. Currently the actual numbers are showing slightly higher than what was predicted – hopefully that will continue for fiscal 22.
John Kissida asked for an update on the Maintenance RFP – Jay Packett noted they currently do not have an update. John Kissida noted they have had a draft at Town Hall since January and now it is October and at this point, we will not give the architect enough time to get this done and wanted to note there should be more focus on that if we want it to be completed.
Discussion and possible vote on 2023 Senior Four- This year Captain Course hosted the U.S. Senior AM Qualifier and that got the ball rolling on this proposal – The Four Ball tournament would need to be held from May 22nd to June 2nd (Tournament would only fall on weekdays within this time period) and would account for both the golf courses to be closed for 2 full days in that time periods. There would be 176 teams or 356 competitors in an AM and PM wave. It is a great way to show off the golf course, yet it will have effects on revenue and Jay Packett wanted to get commissioners initial feelings on the event. Discussions followed. Wynn Morton noted he was in favor and Jeff Odell noted the exposure from past events was great and also supported hosting the event. John Kissida noted the exposure is great but would like to know the revenue numbers that they would be losing. Rob Harris noted that the average revenue for that time in May was $9500 per day and the Four Ball tournament was held on a Monday/Tuesday last year. Jay Packett will put together some financial numbers to see what the revenue loss would be and have more information for the next meeting.
Course Operations Questions and Concerns
Correspondence regarding branding – Jay Packett noted he received an email from a member discussing different logo options and having branded memorabilia in the pro shop. Once Steve Knowles replacement has been hired there will be discussions going forward on the logo what options there can be going forward. Jay Packett noted that at last night’s Select board meeting the off season memberships were approved for Brewster Residents only. They will not be offered online and will be available for purchase in person in the pro shop only. Twilight is $200 and full membership is $480 and the membership runs from October 1st to March 31st, 2023. The 2nd hydration station has been received and they are beginning that project and will start trenching tomorrow and the project should be installed the following week. Jay Packett noted they have a signed letter or employment for Steve Knowles replacement but it is not 100% official so he cannot name a name at this point. Wynn Morton noted that he would like to meet with the new hire to discuss the logo some more when possible. Jay Packett noted the new hire will be doing all the buying for the pro shop for the 2023 season.
Update FY23 HVAC Project (Jeff Odell)
Jeff Odell noted that on Friday there was a status call regarding timing – There has been a company selected called Performance Plumbing and Heating out of Medford with a project manager who resides in Sagamore Beach. The one issue is the bid is about 40 to 50 thousand short of what we have appropriated. As it is a lump sum bid they cannot sign the contract until the total amount is approved in the November town meetings. A conditional notice of award is being issued in the interim so the contractor can work with the equipment vendors. A formal contract will be signed November 15th. The total contract was $294,000. There will be an in-person on site meeting including Sean from Freeman’s Grill before any install begins. The same will happen with the Windows and Doors project.
Update FY23 Windows and Doors Project (Rob David)
Rob David noted that the subcontractor bid opening yesterday. The General Contractor side is on Friday. The range for bids came in the $260-$323,00 range for materials. They will see what the total cost will be once we have the General Contractor bids come in. There will be more of an update during next meeting.
Other Strategic Planning Updates (Commission)
No updates.
Questions and Comments from Associations and Liaisons:
Review and Approve Minutes
- 8/9/22 Motion to approve by Jeff Odell, Seconded by John Kissida and unanimously approved
- 8/23/22 Motion to approve by Jeff Odell, seconded by Rob David and unanimously approved
Future Agenda Items and meetings (10/11 (Town Hall); 10/25 (Remote))
Future Four Ball Tournament Vote
The 10/11/22 meeting will be in-person at Town Hall and the 10/25/22 meeting will be remote.
Matters not anticipated by the Chair:
Andrea Johnson gave kudos to the maintenance crew.
A motion to adjourn was made by John Kissida, seconded by Rob David, to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5:20 pm.