Golf Commission

Commissioners Present: Anne O’Connell (Chair), Andrea Johnson (Vice-Chair), Rob David, John Kissida, Wyn Morton, and David Valcourt.

 

Others Present: Jay Packett, Director of Operations, Colin Walsh, Golf Course Superintendent, Rob Harris (CCMGA), Donna Potts (9-Hole Women’s Assn), Sarah Robinson (18-Hole Women’s Assn) and Bill Meehan (Finance Committee Liaison).

 

THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/5823?channel=1

 

Anne O’Connell called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures.

 

Directors Update:

• Budget is solidified other than indirect costs – requesting $3,942,746. A 69 percent increase overall – Health insurance costs have increased 22.57 percent (spread sheet available).  Budget to be presented to the select board and finance committee on the 9th of February.
• There has been a full inspection of the pavilion roof and the rest of the property roofing as well. Overall, the roof is in decent shape.  There were some suggested short term minor repairs, however 2-3 more years before a new roof should be included in the capital Minor roof repairs to be fixed in the short-term to be absorbed by the operational budget. Interior pavilion’s drop-dead deadline of March 15th to finish.  Roof is currently slated to be replaced in fiscal year 2025.  Kudos to Rob David for assistance in the roof repair process.
• Administrative Assistant update: an offer has been put out to an individual and has been accepted, no more can be said at this time.
• Pump Station Protection Study update: John Kissida created a draft RFP and along with Colin Walsh’s input has been sent over to Donna Kalinik at Town Hall.
• Maintenance Building Update – John Kissida assisted in acquiring the services of an architect to assist in future Maintenance Facility Study. Money will not need to be approved until the annual town meeting this May.
• Course Operations Questions and Concerns – Jay update on Sean Gannon event has been moved to the fall by the group organizing it. Kudos to 18-hole Women’s association for their help and flexibility in organizing a new date in October.  October 4th or 21st are dates being deliberated on.  Discussion followed.

 

Strategic Planning Updates:

• Anne O’Connell shared Jeff Odell’s report the last electrical pole has been installed by Verizon and waiting for Eversource to complete Discussion followed for a timeline of completion. Jeff, Steve Knowles and Pat Fannon are working on a driving range “Wishlist”, and the consensus has been the need to improve the teaching facilities.
• Anne O’Connell recognized John Kissida – Discussion followed on the scope of the Pump Station Protection RFP – a rough scope was put together and asked to be review by the Director of Public Works and he will help identify what storms we got flooding on. Maintenance Building – John Kissida spoke with local architect that specializes in golf course projects (Catalyst Company) and they will be giving Captains Course an idea of the scope and budget of such a project.  Budget and scheduling of capital projects will need more work as the budget appears inadequate and schedule will need to be coordinated with the irrigation and other projects. John Kissida noted he spoke with Friend’s of Captain’s about Daffodil project and positioning of the new clock.  He also noted that forward tee evaluation on Port had been delayed due to weather and would be rescheduled in April as weather permits.
• Anne O’Connell recognized Dave Valcourt – Update forecast with new pieces of equipment being purchased and develop the 5-to-10-year plan so that is shown in the budget – Colin noted Toro equipment quote has been received and forwarded to town hall – however supply chain issues remain and will most likely not be seen for this golf season.
• Anne O’Connell acknowledged Wyn Morton whose primary objective is to set up the annual marketing With intentions to update the website and increase monthly communications with golfers. Jay agreed setting the marketing meeting is a necessity.
• Anne O’Connell made a general statement about maintaining open meeting law and that the swim lane owner is charged with making sure no more than three golf commissioners are involved in any discussions. That will keep the commission on the safe side of open meeting law. Anne O’Connell encouraged group efforts but be aware of open meeting law.  Anne O’Connell asked about the use of a Phone App making any sense from a marketing position.  Noted she was not suggesting one but wanted to open discussion, discussion followed.
• Rob David spoke on the roof inspection – The inspection gave us an opportunity to look at the exterior of the building. Rob noted that exterior paint was very deteriorated and if we could accelerate the painting of the main building.
• Andrea Johnson noted that herself and Anne O’Connell had done the first go around for forward tee locations. Andrea Johnson noted there have also been discussions on the cancellation/no show policy and noted Rob David would speak on the topics.
• Rob David noted we have researched and pulled data from Chelsea systems and note there is any issue with too many no shows. A no show/cancellation policy needs to be created/updated and we should create a more formal presentation for the February meetings.  Jay noted he had reached out to Chelsea and other courses in area and is waiting for responses from them.  John Kissida noted the King’s Way policy and discussion followed.

 

Communication Strategy:

• Annual report draft is due to town hall around 21st of February. Discussion on tee times and allocation tabled till after the meeting with the select board.
• Anne O’Connell and Dave Valcourt have nearly finalized a communication going out by the end of this week giving explanation to the recommendations the golf commission has made. Other communications are in the works as well.

 

Questions and comments from Associations and liaisons:

• Anne Recognized Rob Harris of the CCMGA. The CCMGA recommends that member cart revenue should be included in the tee time allocation formula.

 

• Bill Meehan – Renewed his offer to join in any meetings with Town Administration with capital planning and budget items.

 

 

Future Agenda Items and meetings (2/8, 2/22):

 

• Dave Valcourt requested to add a vote to continue the status quo as the 35.6% of the tee times as a minimum would continue through the fiscal year and that we should discuss the continuation of that status quo into the next fiscal year. Discussion followed and no modification will be made to the recommendation to the select board for discussion next Monday.

 

• 2/8 – Regular Business Meeting.
• Draft cancellation policy.
• Discussion about continuation of existing tee time allocation percentage in FY22 for use in FY23.

 

• 2/22 Specific Detail Oriented Discussions.

 

A motion to adjourn was made by Anne O’Connell, seconded by John Kissida, to adjourn the meeting.  Motion passed unanimously.  The Meeting was adjourned at 5pm.