Commissioners Present: Anne O’Connell (Chair), Andrea Johnson (Vice-Chair), Rob David, John Kissida, Wyn Morton, Jeff Odell and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent,) Rob Harris (CCMGA), Peggy McEvoy (Friends of Captains), Bill Meehan (Liaison to Finance Committee), Donna Potts (9-Hole Women’s Assn), Sarah Robinson (18-Hole Women’s Assn), and Dave Whitney (Liaison to the Selectboard).
THIS MEETING WAS HELD REMOTELY WITH AUDIO AND VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/6100?channel=1
Jay Packett called the meeting to order at 4:00 pm after reading remote meeting guidelines and procedures.
Declaration of a Quorum – All Commissioners present and accounted for which constitutes a quorum.
Commission Reorganization
Andrea Johnson nominated Anne O’Connell for the Chair, seconded by John Kissida. No other nominations. Anne O’Connell unanimously appointed Chair of the Golf Commission.
John Kissida nominated Andrea Johnson for Vice Chair, seconded by Jeff Odell. No other nominations. Andrea Johnson unanimously appointed Vice Chair.
Public Comment – Peggy McEvoy – Friends of Captains thanked Andrea Johnson for her help with the putting contest. Home on the Range will be the Friends of the Captains next event on July 23rd from 3pm to 5 pm at the driving range. Pat Fannon will be doing a clinic during the event and there will be several golf games for participants. Volunteers are needed and you can sign up on the Friends of Captains website. The little library will be going in by the golf bag drop shortly. Friends of Captains wanted everyone to see the “meet the staff” section in their recent newsletter highlighting Rob Campbell and his service at the course of 37 years.
Superintendent’s Report – July is the most difficult time of the year – the irrigation system is holding up quite nicely – could use some more rain but irrigation tech John Greene is doing a fantastic job. The course is in great condition for the high volume of play and dry weather. Colin asked for as much help filling divots and replacing them from everyone and appreciates the help. Colin gave big kudos to the staff for keeping the greens alive during the hot afternoons. They have put out a light fertilizer application on the tees to help encourage the filling of the divots. The staff cleaned up a lot of brush behind 8th green on Starboard and are working around the course to limb trees and clean up underbrush. U.S. Senior Amateur Qualifier will be played on the Starboard Course coming up and preparing the course for that day. After the qualifier they will be needle tinning the greens and shouldn’t affect the quality of play. The staff will continue to be adding sand to bunkers around the course and continue work to improve those. Maintenance will work to clean up the range for the Friends of Captains Home on the Range event on July 23rd.
John Kissida noted he had seen some temporary cart path repair going on and wanted to give kudos to Colin and his staff.
Director’s Report – Jay Packett gave kudos to Colin and his crew. He noted from July 1st through Thursday July 7th the Captains Course did over 4000 rounds in those seven days alone, so a big thanks to the maintenance crew.
Budget Status – 90% use of Fiscal 2022 Budget – there are still 2022 bills being processed and should fall between 92%-94% of budget used.
June comparison report – year over year membership revenue is up, greens fees are down slightly, and this is accredited to slightly less play Monday through Thursday afternoons. Though the month of June is slightly down when comparing the calendar year, the course is up almost $450,000 versus last year. Can be accredited to increase in membership fees and greens fees and that the Pro Shop sales are up a little over $25,000.
For the fiscal year membership revenue is up $309,000 and the greens fees are slightly down which was anticipated. $48,000 higher in pro shop sales for the fiscal year and a little over $200,000 higher in total revenue.
Rounds in the month of June totaled 12,230. A little over 1000 less than last year – however the number of rounds played in June of 2022, you would have to go back to 2005 to find a June with more rounds played. The average rounds per day came to 407 in June, which is a lot of foot traffic for the course.
The Captains Course is projecting about a $650,000 increase on our original projection. Jay Packett will be working with the Finance department to certify these numbers and work to present a report to the Golf Commission come August.
Membership number update – There are currently 1,137 members and 80 of them are new since last meeting. The course has 128 members less than we had last year yet membership revenue is up $309,000. The non-resident restriction has certainly helped with the tee time allocation process, and he feels we are at a very good spot membership wise. Anne O’Connell echoed Jay’s comments.
Bill Meehan – congratulated everyone on a job well done at the end of the fiscal year. Saying that it was an impressive job by everyone to follow up a banner year especially with everything going on from management turnover to a worldwide pandemic.
Course Operations Questions and Concerns – Dave Valcourt – asked for an update to the Non-Resident waiting list- Jay Packet noted the list is at about 70-75 people when he looked last week.
2nd Hydration Station Update – Jay Packett noted the station is ordered and has a 20-to-30 day window for delivery. There are two parts that need to be installed, a below ground adapter and the above ground station. The water department is aware the adapter will be delivered first and is a priority for the water department to install as quickly as possible. So that when the filling station arrives it can be immediately installed. A temporary hydration station (water cooler, bladder, etc.) has been ordered and will be placed on the Port turn as soon as it arrives.
Restroom Doors – Specifically the Ladies restroom door (Snack Shack Bathrooms) – it has been found that there was termite activity (exterminators have been contacted) and the frame needs to be replaced and a completely new door frame/door etc. is needed. Lou Moreno has taken on the project and hopes to have it completed soon. The door lock that was once at eye level has been moved much higher and is no longer a hazard. There will be a new door and the padlock will not be necessary with the new door.
Jeff Odell – USGA Senior Qualifier coming up and concerned the current range ball situation is not putting our best foot forward. Asked if we could set aside some new range balls for the USGA Senior Qualifier – Jeff Odell offered his assistance. Jay noted we can certainly do that and that he wanted to note that there have been many issues with the current range picking cart including a wheel falling off. Jeff Odell asked if we could talk about the range being considered an essential part of the golf course so that we might be able to use some fertilizer and do some overseeding. Jeff Odell asked that it be thought of in the long term.
Strategic Planning Updates – Jeff Odell noted himself and Dave Villandry will be working to get an estimate to re-side the Range Building with a more durable material. They have estimated 400 cubic feet of concrete if they were to do the concrete pad (6 feet wide, 200 feet long, 4 inches thick) across the back of the range. That would be approximately a $15,000 project for the concrete pad and hitting matts. No estimates on the netting or the shed yet.
Wynn Morton – noted a few email blasts have gone out but nothing new to update. Hopes people will come out to spectate for the USGA Senior AM qualifier
Rob David – nothing new to update, asked Jay or Colin if any update on the Maintenance building study? Jay Packett noted it is going through the proper channels to be approved by the town. No date set at this point but noted the Town Hall has a lot of capital plans moving forward and a lot going on and gave a big thanks to Donna Kalinick for help with the ranger picker and must be patient at this time. Jay Packett noted that currently the HVAC system is up and running in all 3 areas, restaurant, hallway, and pavilion. The HVAC system has had many different issues and hopes the system will make it through the rest of the summer.
John Kissida asked Colin if Horsley (Spelling?) and Whitten would propose on the pump station protection plan that had gone out. Colin Walsh noted that Mark Nelson had not locked down or had any committed engineers to the project but thought they could get someone for the fall.
Golf Commission Calendar Updates (Dave Valcourt) – The golf commission’s calendar is an internal document that the commission will use to help anticipate and prioritize commission meeting agenda items. The calendar should include annual systemic decisions, recommendations, actions, and communications that the commission should include as agenda items for our future discussion and action. Ideally the calendar will serve as a tool to help anticipate, prepare, and visualize the coordination of timelines necessary to provide commission inputs to town boards and departments as well as coordinate activities with the director of golf and superintendent. Dave Valcourt volunteered to start the calendar and asked the other commissioners to review past agendas and minutes to capture those systemic events that will have commission action each year. Dave Valcourt asked the golf commissioners to reflect on past actions to send their recommendations by Tuesday the second of August. Asked for the 9th of August meeting for the commission to have a discussion of the calendar with permission of the Chair.
Andre Johnson asked how to divide the review of agendas and meeting minutes to not send Dave Valcourt repetitive information. Dave Valcourt noted that a whole review of every minute or agenda is not needed but wanted an overview and yearlong review and was open to any suggestions of how to break it up? Anne O’Connell recommended looking at the past calendar/fiscal years – and for everyone to send to Dave the suggestions.
Anne O’Connell thanked the three golf associations for giving up their block times during the week of the 4th. Jay Packett echoed those sentiments.
Questions and Comments from Associations and Liaisons:
Sarah Robinson thanked Jay Packett for staying with the ongoing situation with water on the course and for taking care of the restroom issue by Port, much appreciated.
Anne O’Connell welcomed Terry Ivester who is the vice president of the 18-Hole Association.
Review and Approve Minutes
6/14 – Motion to approve as amended by Andrea Johnson, seconded by Jeff Odell – Unanimously approved.
6/28 – Motion to approve as amended by John Kissida, seconded by Andrea Johnson – Unanimously approved.
Future Agenda Items and meetings (7/26)
Anne O’Connell noted the July 26th meeting will be held in person and that the Selectboard will be looking for input on current and future meeting formats.
Matters not anticipated by the Chair:
Anne O’Connell shared that during Brewster Conservation Day the Ponds Coalition specifically highlighted the excellent work done by the golf course regarding nitrogen protection.
A motion to adjourn was made by Andrea Johnson, seconded by Wyn Morton, to adjourn the meeting. Motion passed unanimously. The Meeting was adjourned at 5:10 pm.