Commissioners Present: Andrea Johnson (Chair, Remote), John Kissida (Vice-Chair, Remote), Anne O’Connell, Jim Juras, Jay Paggi, and David Valcourt.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Rob Harris (CCMGA)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/7929?site=1
Anne O’Connell read the meeting participation statement and called the meeting to order at 4:00 p.m.
Declaration of a Quorum – 4 Commissioners present and 2 remote which constitutes a quorum.
Public Comment: Anne O’Connell read an email from Ross Gorman on behalf of the Friends organization. The email highlighted a new yardage marker installed by the Friends on Port #3. This marker provides accurate yardage for walkers, eliminating the need to carry multiple clubs up the hill to the tee.
Update on Business Manager position (Jay Packett) – Jay Packett announced that they have hired Jon Mohan as the new business manager. Jon Mohan has been with them for two years as an administrative assistant. His first day in the new role will be Monday, March 18. Jay congratulated Jon on his new position and noted that they will now need to hire someone to fill his previous role.
Review Financials (Jay Packett) – Jay Packett provided an overview of the financials and a budget update as of February. Total budget expenditures are slightly lower compared to last year. Two items, oil and grease, and scorecards, have been processed but not yet reflected in the expenditure. Memberships were lower due to weather conditions, but there’s a positive outlook for the fiscal year overall. Despite challenges, they are ahead in greens fees and miscellaneous income compared to last year. Monthly play totals were affected by closures. In February, the golf course recorded 903 rounds of golf played overall. Despite being closed for 16 days during the month, this number is not significantly lower compared to the same period in previous years. Calendar year totals are difficult to predict at this point, with expectations to see increased numbers in the coming months. Jay Packett welcomed questions and comments.
Jim Juras suggested considering starting to accept memberships earlier in the year, possibly as early as January, to gain information sooner. Jay Packett acknowledged the idea and he’s open to starting earlier. He noted that there are logistical considerations such as updating the website and coordinating with the online banking system that take time but expressed willingness to discuss starting memberships earlier next year.
Update on Course Operations (Jay Packett) – Jay Packett provided an update on course operations, starting with the non-resident waiting list. Currently, there are 289 people on the list, including the next 25 to be admitted this year. He noted the high demand to play at the course and attributed it to the overall experience offered. Additionally, he reported on membership sign-ups, with a total of $226,003 received in person and online within seven days of opening memberships. Jay mentioned that the memberships are coming in quickly, with a higher proportion likely being from residents. Anne O’Connell expressed the importance of considering membership satisfaction alongside financial aspects, particularly regarding the balance of tee times. Jay Packett acknowledged the significance of monitoring new memberships versus renewals and promised to provide updated information on membership numbers soon. They agreed that having this information by the first meeting in May would be beneficial, considering the return of members from the south or west. Overall, they were content with the current progress of memberships.
Updates on course conditions, winter projects, and staffing (Colin Walsh) – Colin Walsh delivered an update on golf course maintenance operations, including staffing and upcoming projects. He highlighted the return of 40-week and 32-week union staff members and mentioned plans to hire seasonal employees for day-to-day course setup tasks. Additionally, Colin outlined the schedule for aeration, noting that smaller tine sizes will be used for quicker healing. He also discussed turf management practices to ensure smooth greens.
On the project front, Colin reported that a contractor had been selected for the number two port well redevelopment project, with a bid of approximately $45,000, significantly below other bids. He also provided updates on the cart path project, mentioning a revised paving date of March 25, and the sourcing supply RFP, pending approval from the town manager’s office.
Furthermore, Colin discussed plans to enhance the area around the starter shack by installing a clock and plantings in collaboration with the Friends of the Captains. Throughout his update, Colin expressed confidence in the progress made and optimism for the upcoming season.
Updates on Maintenance Building (John Kissida) – John Kissida provided an update on the progress of the golf course maintenance building project. He mentioned that Kurt’s presentation at the last meeting provided valuable insights into the project, but the next crucial step is to assemble the Request for Proposals (RFP). John explained the importance of obtaining sample RFPs from other projects, especially those involving reconstruction similar to theirs. He emphasized the need to gather information on various aspects of the project, including maintenance building, fueling facility, and chemical storage facility. Despite facing challenges in finding RFPs for new maintenance buildings, John highlighted the importance of networking within golf associations and reaching out to organizations like the National Golf Foundation for assistance. John Kissida underscored the significance of casting a wide net to gather relevant information and resources for the project. Anne O’Connell thanked John for his update
Review Capital Projects and timing (Anne O’Connell) – Anne O’Connell opened the floor for questions or comments on the capital projects and timing chart provided by Jay Packett. She began by addressing specific items on the chart, including tree work and grinding, carpeting, maintenance equipment, HVAC system, windows and doors, and the water source RFP. Colin provided insights into the tree work and grinding allocation, mentioning ongoing needs for aerial pruning. Jay elaborated on budget allocations for various projects, such as carpet improvements and HVAC system upgrades. The discussion also touched on upcoming walkthroughs for window and door replacements. Anne expressed satisfaction with the funding for capital projects and inquired about rental clubs, to which Jay provided updates. The meeting concluded with an update on the water source RFP status and potential impacts on the schedule.
Questions and Comments from Associations and Liaisons: – None.
Review and approve minutes (2/27/24) – Approved Unanimously.
Future Agenda Items and Meetings (3/26 & 4/9) – Anne O’Connell suggested reviewing the handbook at the March 26th meeting.
Matters not anticipated by the Chair: – Anne O’Connell inquired about the status of opening Freeman’s, and Jay Packett responded that it was dependent on the weather forecast for the week and the finalization of the HVAC system. Jay estimated that Freeman’s could potentially open by the 20th or 21st of the month. Jay Packett hoped to provide a positive update on Freeman’s operational status at the next meeting on the 26th. Rob Harris reported that although Max and Sean are ready to open Freeman’s, they are waiting for the HVAC to be completed before opening. If the HVAC is not finished by Friday of the current week, they will not open the following week either. Anne O’Connell added that Freeman’s Grill had opened a second restaurant, Navillus in Orleans.
A motion to adjourn was made – Motion was approved and the meeting was adjourned.