Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice-Chair), Anne O’Connell, Jay Paggi, and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Rob Harris (CCMGA), Bill Meehan (Liaison to Finance Committee), Dave Whitney (liaison to Select Board – Remote), Judy Miller (Remote).
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/7984?site=1
Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m.
Declaration of a Quorum – 5 Commissioners present which constitutes a quorum.
Public Comment: Bob Bersani, a Brewster resident, mentioned that it is his third year working at The Captains as part of Colin Walsh’s crew. Bob praised Colin Walsh for his excellent management and leadership skills, highlighting his satisfaction in working with him. Jay Packett echoed those comments.
Update on financials, member enrollment, windows/doors project, Freeman’s Grill opening (HVAC), senior department assistant (Jay Packett) – Jay Packett provided a financial update for the month of March. He noted that the budget status was 5% less than the previous year, primarily due to lower general expenses. However, they were in a good spot overall. March’s revenue was $115,000 higher than the previous year, mainly due to increased membership renewals and sales of surplus inventory. The golf course is still $100,000 ahead for the fiscal year versus the previous fiscal. A large factor in this was due to increased pro shop sales, with Keith Gagnon’s efforts being praised.
Play totals for March were 22,180, with some challenging days due to weather. Calendar year totals were not yet available, but it was noted that January and February were slow. Membership numbers were discussed, with a total of 718 members, 443 short of 2023 so far. Jay highlighted efforts to fill the 25 non-resident memberships from the waitlist, with 11 signed up and more in progress.
Anne O’Connell expressed concern about membership trends, suggesting a conversation for next year if there’s no rebound. Jay agreed, expecting a better understanding by the next meeting in May. Jay Packett also clarified membership rules regarding rejoining after leaving.
Regarding the windows and doors project, a walkthrough with prospective bidders was held, with three companies present. Sub bids were opening the next day, and general bids were expected in two weeks. Jay Packett assured the commission that financing was in place, and he would provide further updates in the next meeting.
Freeman’s Grill operated successfully despite an adjusted schedule, capturing good revenue. Jay Packett updated on HVAC work, including the installation of a relay for fire alarm integration and a walkthrough with HVAC service companies. The golf course will be included in the HVAC maintenance contract starting July 1st.
There were discussions about the financial impact of these contracts on indirect expenses, with uncertainty about how it will be shown in the budget. Dave Valcourt expressed relief that HVAC issues wouldn’t cause revenue losses again.
The search for a Senior Department Assistant to replace Jon Mohan, who was promoted to Business Manager, was discussed. Concerns were raised about increasing headcount, but Jay Packett explained the necessity and budget considerations. Colin Walsh praised Jon’s work ethic, and Jay expressed agreement.
Updates on course conditions, projects, and staffing (Colin Walsh) – Colin Walsh provided an update on golf course staffing and maintenance. They are short one position but have added three new employees who are doing well. They plan to hire five more seasonal part-timers soon. The golf course is in good condition despite recent rain, and aeration is going smoothly. The maintenance crew is praised for their hard work. They are using smaller tines for aeration which should heal faster. Irrigation systems are being maintained by John Greene, and improvements are planned for the driving range. Colin Walsh provided updates on various projects, including well redevelopment, cart path improvements, and the upcoming delivery of a laser grader.
Project Notes: Well Redevelopment Project – anticipated completion date is May 17th, with efforts to finish by the end of the month.
Cart Path Improvements – Lawrence Lynch completed paving work on cart paths six and seven, which significantly enhances the areas. Next steps include seeding, cleaning, and potentially adding sod to further improve the cart paths.
Friends of the Captains Projects – They are working on improvements at the starter shed, including installing a permanent electrical for the new clock. Also, money has been allocated for planting, with plans to install plants after aeration.
Anne O’Connell and Dave Valcourt praised recent improvements on the course, particularly with the cart paths and cleaning up between fairways.
Jay Packett provided an update on the timeline for the maintenance building project, mentioning a memo from Donna Kalanick and Peter Lombardi about the process moving forward. The memo outlines steps, starting with Town Meeting in May 2024, followed by meetings with the procurement officer, Donna Kalanick, in June. They intend to include Golf Commission members in the process. John Kissida expressed disappointment at the delay, as this was discussed last fall, and now the OPM process pushes the building schedule back a year. He highlights the importance of this project before irrigation. They discuss various aspects like hiring an OPM, determining fees, and potential budget adjustments. Jay Paggi suggests coordinating the maintenance building and irrigation system projects, but John Kissida advises against it due to complexity and risk. Jay Paggi expresses concern about the timeline and the $1.5 million threshold for structures. John Kissida isn’t sure about the threshold, but it is agreed to address these issues in upcoming meetings with the town. The need for collaboration and thorough planning in the capital planning process is emphasized.
Handbook (Anne O’Connell) – The Golf Commission had a discussion on the revision of the handbook to ensure clarity and alignment with the commission’s responsibilities and goals. Multiple topics were discussed. Membership Qualification -Jay Packett clarified how membership qualification works, particularly regarding property ownership and tax payments. He explained the process of verifying membership eligibility. Employee Hiring Process – Jay Packett also outlined the process for hiring employees. Anne O’Connell raised the issue of legal opinions and their importance. Jay Packett mentioned that he would need to reach out to the town to obtain them. The Commission further discussed revisions to the handbook and they reviewed sections related to open meeting laws, conflict of interest, and commission functions. Dave Valcourt raised questions about the commission’s policy-making authority. Anne O’Connell and others discussed what falls under the commission’s responsibilities, such as setting fees and tee time allocations. Dave Valcourt emphasized the importance of managing the golf course as an enterprise fund and monitoring its financial performance closely. He suggested that the commission should have clear guidelines for identifying financial issues and proposing solutions. John Kissida suggested adding footnotes for clarity and referencing specific dates for information included in the handbook. The Golf Commission agreed on the goal of maintaining the golf course as a premier municipal facility while ensuring financial stability.
Questions and Comments from Associations and Liaisons: Judy Miller (Women’s 18-Hole Association) gave an update on upcoming tournaments. The league will start play in May, with six teams participating in a spring tournament being hosted at Captains on April 25th.
Rob Harris (CCMGA) gave an update on membership numbers and noted that they begin play tomorrow morning.
Review and approve minutes (3/12/24 & 3/26/24) – Approved with amendments.
Future Agenda Items and Meetings (4/23 & 5/14) – 4/23 Chelsea point updates and handbook added to the agenda.
Matters not anticipated by the Chair: – None.
A motion to adjourn was made – Motion was approved and the meeting was adjourned.