Commissioners Present: Andrea Johnson (Chair), John Kissida (Vice-Chair), Anne O’Connell, Rob David, Jim Juras, and Jay Paggi.
Others Present: Jay Packett (Director of Operations), Colin Walsh (Superintendent), Jon Mohan (Business Manager), Donna Kalinick (Asst. Town Manager), Rob Harris (CCMGA), Terry Ivester (Women’s 18-Hole Assoc.), Susan Olin (Women’s 9-Hole Assoc.), Bill Meehan (Finance Committee Liaison)
THIS MEETING WAS VIDEO RECORDED. The meeting may be viewed at: https://reflect-brewster-ma.cablecast.tv/CablecastPublicSite/show/8053?site=1
Andrea Johnson read the meeting participation statement and called the meeting to order at 4:00 p.m.
Declaration of a Quorum – 6 Commissioners present which constitutes a quorum.
Public Comment: None.
Capital Projects Presentation (Donna Kalinick) – Donna Kalinick opened the meeting noting she would be focusing on various capital projects for the golf course. She noted the well rehab, which involved selecting an engineer and issuing a bid invitation, was successfully completed with Colin Walsh’s assistance. The cart path project, initially straightforward, became complex due to changing vendors and contract timing. The air makeup unit for Freeman’s Grill was completed after winter delays.
Golf cart leases, expiring soon, required budgeting and procurement through a state contract, reflecting significant cost increases. The Captains Course is switching vendors, adding complexity. The window and door replacement project finally secured favorable bids after multiple attempts, reducing costs by $300,000 due to increased contractor competition.
Maintenance equipment procurement faced price escalations, requiring quick action post Town Meeting for timely acquisition. A new credit card services contract is out for bid, with a tight timeline before the current one expires.
Donna Kalinick noted that operational tasks included ensuring Colin had necessary materials for course upkeep and will begin training Jon Mohan on procurement processes. The fuel bid, crucial for operations, came in better than expected despite market concerns. The old fuel tank insurance was secured for another two years amid age-related concerns.
Donna Kalinick noted that the interviews/hiring for a new business manager took longer than expected. The golf course restaurant lease entered its option year, necessitating discussions for future terms. Preparations for a water supply study were ongoing, with a decision pending on the procurement process.
Lastly, plans for the maintenance facility involved hiring an Owner Project Manager (OPM) due to the project’s scale, requiring a prescriptive selection process. A selection committee for the OPM and designer was proposed, involving golf and town officials, aiming for an August 2024 timeline for advertising. The OPM would oversee the designer selection, following state-prescribed procedures to ensure quality in public construction projects.
Donna Kalinick emphasized the necessity of understanding the coordination required for the irrigation project. She acknowledged the importance of separating the bids and projects to facilitate scheduling and prevent cost markups from a single contractor. Kalinick noted that the maintenance building was the first of a series of projects, and highlighted the need to balance multiple priorities, such as moving forward with the water supply study and selecting an OPM and designer.
She mentioned the importance of clear communication to the membership about the reasons behind the projects, recognizing the challenge of maintaining operations during construction. Donna Kalinick planned to work with Jay Packett and his team to develop a comprehensive schedule for the projects and to manage expectations effectively. She expressed confidence in Colin Walsh and his staff’s ability to handle the disruptions and underscored the significance of explaining the benefits to the membership.
Donna Kalinick also pointed out the critical need to synchronize the projects with the capital budget, noting the large financial implications. She acknowledged the additional costs and time required for design and stressed the importance of having all pieces together on a unified schedule to monitor progress and manage escalating costs. She highlighted the positive aspects of moving forward with the watershed study and the maintenance building design, aiming for a smooth process despite the complexities involved.
Update on Chelsea Points (Jay Packett) – Jay Packett gave an update on the impact of Chelsea guest points tee time placements. He noted that before his tenure began it was decided not to include guest points in placements. Though they can be seen on the member portal page they are not included during the tee time allocation process. Jay Packett noted that the documentation was correct according to their handbook, and he found no issues upon review. They confirmed that the points system was accurate, with guest points correctly excluded from replacements.
Commissioner updates as needed – Colin Walsh noted they took delivery of 266 plants for around the starter shed and first tee area.
Questions and Comments from Associations and Liaisons: Terry Ivester (18-Hole Women’s Association) noted the impressive quality of the Captains Course, specifically the greens.
Future Agenda Items and Meetings: Jay Paggi added that John Kissida and he might have some matters to discuss, including the representation of the golf committee on the OPM selection committee. He suggested that this discussion should happen soon.
Matters not anticipated by the Chair: -None.
A motion to adjourn was made – Motion was approved and the meeting was adjourned.