Golf Committee 2008

Town of Barnstable Golf Committee Meeting

Olde Barnstable Fairgrounds January 8, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton, Vice-Chairperson, Richard Aliberti, and David Herlihy Absent: James McEvoy and Councilor Leah Curtis Meeting opened at 5:36 p.m. Minutes from the November 13, 2007 meeting were approved and accepted. Minutes from the November 27, 2007 special meeting were approved and accepted. Public Comments: None. New Business: The December 2007 Fee Hearing regarding fees was very concise and to the point. All proposed fees for FY09 were accepted as presented to the Town Manager. Mike Ghelfi expressed his thanks to the Committee for their support throughout the fee process. Old Business: Richard Aliberti supplied a sample of the Jr. Membership plaque. Richard received approval to order the Walnut plaque from Falmouth Trophy Company priced at $153 that will be paid for by the Membership Committee. Richard brought forth some concerns regarding the First Tee Program. He sent a letter dated December 7, 2007 to Joe McCabe, Executive Director, First Tee Program regarding the lack communication between Mr. McCabe and Barnstable’s First Tee Committee. In addition, the hiring of the Executive Secretary seems to be at a standstill and awaiting Mr. McCabe’s approval. Richard also expressed that there is no accountability regarding distribution of funds from the First Tee Budget. He is worried about safety measures for expenditures. Who is keeping track of spending – income and expenses? As the First Tee Committee acts as representatives of the Town, he is requesting clarification. Shouldn’t there be a paper trail? Currently, the program is at a halt until Mr. McCabe issues the “go ahead” for hiring and starting up the school program. The contract with the Town states “mutual participation”. Richard Aliberti will follow up with the First Tee Headquarters in St. Augustine, FL.

TOWN OF BARNSTABLEBARNSTABLE RECREATION DIVISION

DIVISION MANAGER DAVID CURLEY 141 Bassett Lane

Hyannis, MA 02601 Tel: 508-790-6345 Fax: 508-790-6279

E-Mail: [email protected]

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Ruth Provost has joined the Committee. Ed Tynan will be Director of the First Tee National School Program. Terry Deunas gave approval to Richard Aliberti and David Herlihy to aggressively pursue their concerns so that the program can stay on schedule by contacting Mr. McCabe again. Mar y Creighton suggested a Plan B – contact Mr. Joseph Sprague, Regional Director and supervisor to Mr. McCabe – if they do not get the results and answers they want. Mike Ghelfi brought forth a question to the Golf Committee. Should a new policy be put in place for FY10 regarding age requirements for Non-resident Memberships. Recently a father/son signed up. They each paid $1500 for their memberships. The son is 9 years old. There is no restriction on age of non-residents so this 9-year-old boy has the same rights as a Resident Member. From an administration standpoint, this needs to be addressed in the future. Mike presented the figures for December 2007. OBF revenue was down approximately $4000 and HGC was down about $12,000. January is off to a great start due to weather conditions. Richard asked Mike to include number of rounds on future Revenue and Expense sheets. Mike talked about a proposed recreation field adjacent to HGC that will bring forth a new cart barn and maintenance building. RFP’s for OBF’s concession will be opened and reviewed on January 11th. Bruce McIntyre reported that clean up is ongoing at both courses. Major tree pruning will be necessary soon. Staff will be attending seminars and schools. Phase 2 of 3 phases for the pumphouse at OBF will be commencing soon. We have just completed the first calendar year at HGC. Tremendous progress was made regarding maintenance but there is a lot more to do. A motion was made to cancel the February meeting. Motion accepted. Next scheduled meeting will be March 11, 2008 – 5:30 p.m. at OBF. Meeting adjourned at 6:56 p.m.


Olde Barnstable Fairgrounds March 11, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton, Vice-Chairperson, David Herlihy and Councilor Leah Curtis, Liaison Absent: Richard Aliberti and James McEvoy Meeting opened at 5:36 p.m. Minutes from the January 8, 2008 meeting were approved and accepted. Public Comments and Response: Penny Levert expressed her disappointment that punch cards are no longer available for purchase and would like to see them reinstated. Terry explained that this was discussed during the budget process and what type of effect the elimination would have on the members. The fact that punch card sales have been diminishing over the past few years did have some bearing on this decision. Mike Ghelfi explained the biggest reason is the access to tee times – especially the demand for early morning times. The punch card members are filling in as an actual member for those tee times and complaints have been coming in that people getting bumped out of those tee times are seeing people with punch cards taking those times. The punch cards are paying a discounted rate over the member rate – and trying to service full members and to be fair and give good access to those tee times was a big reason. Also, punch card holders cannot play in tournaments. Due to rising costs and expenses, the punch cards are really not realizing that much of a discount anymore as opposed to the resident rate. Penny stated that if punch card members are playing such limited golf, and they become an $800 member, they are still going to get preferential tee times. She is in “demand” to join a foursome because of the great tee times. Penny asked that the Committee please reconsider when discussing the FY10 budget. Mike said he will take it into consideration. Penny stated that the key is the membership tee times to play with your friends. Elizabeth McCabe asked the committee to take a survey of members to help in the decision making for next year. Joanne Roycroft asked about the possibility of offering punch cards for carts. She has seen it at another course and it appears to be more efficient. Old Business: David Herlihy brought the committee up-to-date on the First Tee Program. He presented a letter from Joe McCabe to be placed on record with the minutes. The letter explains that Mr. McCabe remains in charge of the First Tee Program and the advisory committee set up with the assistance of Richard Aliberti and David Herlihy will work together with him. Mr. McCabe set up a breakdown of expected group participants, fundraising goals and future committee meeting dates, and the Governing Structure of The First Tee of Massachusetts. David Herlihy explained that





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David Scudder, Chairman of the Advisory Committee, has expressed his disappointment with the lack of communication from Mr. McCabe. David said that approval came through and our Golf Pros have been given permission to act as instructors for First Tee. Joe McCabe said that James Rondeau will be instructing the program. Leah Curtis extended kudos to the First Tee Advisory Board and thanks to everyone involved. She explained that it is a privilege to be a part of The First Tee Program and the integrity of the Advisory Board needs to be maintained. Under Terry’s advisement, it was left that Mike Ghelfi will be in touch and remain in contact with Joe McCabe and proceed through the proper channels. Leah offered her assistance to Mike should he require it. Terry asked David Herlihy to hold off on any further action and let Mike handle it at this point. David Curley reinforced to the Committee that with the assistance of the golf staff, they will absolutely run a first-class program. They will not let the community down. New Business: None. Mike Ghelfi reported on the figures for February, 2008. OBF Revenue came in at $196,923 and an actual Y-T-D of $1,099,711. HGC’s February revenue was $88, 126 with an actual Y-T-D of $848,795. Annual passes Y-T-D: Adult – 359, Non-Resident – 25, and Jr/Student – 12. Golf rounds are up at both courses compared to Feb, 2007. OBF are up by 12 and HGC are up by 42. Ian Philbrick was awarded the contract for the OBF restaurant. He will be opening on March 18, 2008. Bruce reported that maintenance is moving along. Mowers and machines are ready. Spring clean-up has begun at both courses. A couple of seasonal employees will be hired shortly. The Phase II irrigation pump house upgrade for OBF – the new pump and motor arrived and the work will be complete within two weeks. David Curley updated the Committee on the result of a recent needs assessment indicated that the Town’s fields are in very poor condition and not have enough of them. We go before the CPC this year asking for $60,000 for a master plan. Land in town has been identified (2001-2002 property that was purchased) abutting Hyannis Golf Course – 36 acres to the left of the HGC. The $60, 000 will allow us to take a look at the fields that we have prioritized, it will take a look at the driving range and it will put it all in perspective and give us a cost to provide us with an outdoor complex – golf, soccer fields, baseball fields, and driving range. This will be a win-win situation for all. Meeting adjourned at 6:48 p.m.


Olde Barnstable Fairgrounds April 8, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton, Vice-Chairperson, David Herlihy Absent: Richard Aliberti, James McEvoy and Councilor Leah Curtis, Liaison Meeting opened at 5:36 p.m. Minutes from the March 11, 2008 meeting were approved and accepted. Public Comments and Response: None Old Business: David Herlihy presented a letter (see attached) from David Scudder announcing his resignation as Chairman of First Tee Advisory Board. David Herlihy also submitted a letter from himself (see attached), giving the Advisory Board an update on where the program is now and where he thinks it will go in the future. David’s recommendation to the Board is to “step back and watch until the results of this year’s program are complete in the fall.” Terry Duenas accepted both letters and asked that they be entered into record. Terry stated that he will prepare a letter to David Scudder thanking him for his assistance to date. Terry asked Merry Holway to update the committee on her involvement with Joe McCabe and the First Tee Program. Merry stated that Joe has met with the staff regarding instruction of the program. A schedule has been drafted of the First Tee clinics. Merry and Joe have been in contact through e-mail making sure the children are placed in the correct program. Terry stated to Merry that they will need to decide what the role of the First Tee Advisory Board will be. David Herlihy said that the Advisory Board will reconvene in September and they will decide if they want to continue. Terry explained that the Golf Committee will decide on some outline of duties and, if they want to do them, they can. They do not decide if they are going to be an Advisory Committee. The Golf Committee decides if they are going to be an Advisory Committee. Terry stated that he would rather not discuss it any further at this point. If the Advisory Committee wants to wait until the fall, then Terry stated that the Board will wait until then. David stated that as volunteers, they can decide if they want to volunteer or not. Terry said, “That is absolutely right. We have not given them enough direction.” Terry stated that we, (meaning the MGA, the Town of Barnstable, and Management) together, will oversee the Advisory Board. David then passed off his paperwork to Terry and said that it was now in Terry’s hands. Terry thanked David for his work thus far on the First Tee Program. Terry said that he is “confused about what David expects to do and what he wants to do”. David asked Terry to take him off the committee. Terry said that David could do what he wanted but, as a volunteer, David would have to resign. Terry was not taking him off the Committee. As far as Terry is concerned, “we do not have anything for the committee to do at this point. We will decide what that is going to be.”





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David’s response to Terry was “You be sure and let me know.” Terry said, “I will. I will definitely do that.” David expressed his desire to walk out of the meeting but, that would leave the meeting without a quorum. Terry stated that David was more than welcome to walk out. At that point, David left the meeting. Meeting adjourned at 5:46 p.m.


Olde Barnstable Fairgrounds May 13, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton, Vice-Chairperson, Richard Aliberti, and Councilor Leah Curtis Absent: David Herlihy and James McEvoy Meeting called to order at 5:30 p.m. Minutes from the April 8, 2008 meeting were approved and accepted. Public Comments and Response: Gary Blazis asked why a number of trees have been cut down. Bruce explained that the trees are 20 years old and the greens are affected by the shade from the trees. Cutting the trees allows sunshine on the greens thus improving the turf. Gary mentioned his concern regarding geese droppings on the course. Why is there no dog on the premises? The prior dog’s master is now an employee at Hyannis Golf Course. An employee from OBF must be willing to take on a dog and there is not a current employee willing to take on this responsibility. Gary asked since no one is willing to take on a dog, then what is the next step to take care of the problem? Terry suggested contracting this out to area Border Collie trainers. Gary would like to see Mike take responsibility for this problem and he looks forward to hearing from Mike at the next meeting. Mary Creighton stated that every month and at every meeting the Board gets a report on course conditions and there have been no surprises that trees were coming down. Old Business: Richard Aliberti asked about the status of the Jr. Member’s Plaque. The company that is making the plaque is looking for additional information in order to complete it. Mike has been in contact with Gary Roberts. He will duplicate the template of the plaque on-site at OBF and get that information to the plaque company. Richard expressed his disappointment regarding the dates that the Jr. Program Clinics are being held. They are not accommodating members who live off-Cape. Mike said he would talk to Tony and Allan to see of they will offer clinic dates that will accommodate everyone. Richard entered into record a letter he wrote to Mr. Joseph Sprague, Jr., M.G.A. Executive Director (see attached) regarding the First Tee Program. The letter expressed Richard’s concerns regarding lack of accountability for funds received and spent to date on the First Tee. Prior letters and phone calls to Mr. Joseph McCabe have been ignored. Mr. Aliberti explained that there are two distinct programs – The First Tee Program falls under Joe McCabe – and The First Tee School Program that falls under the National and Regional Offices. The Barnstable First Tee School Program is headed by Dr. Edward Tynan. Terry Duenas explained that the MGA is funding the





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First Tee Program and they do not have to account to the Town how they are spending the money. But, the School Program being funded by a grant must report their spending. Terry is not denigrating the School Program. Terry explained that we have never been involved with that program and they have never come to the Golf Committee. The Golf Committee only knows what has been presented by the First Tee Program. This is where Terry feels that David Herlihy came in with the First Tee Advisory Committee. Terry only hopes that this will be a smooth, positive experience for the children. The Town of Barnstable has committed no money to it – we have only committed to be partners with the MGA. Terry states they have the right to keep their accounting private. It was quite possibly rude of them to not respond back to Richard’s letter. David Curley stated that we are in the process of working with them to get an accounting to date. Terry stated that as an Advisory Committee, “we” targeted Michael to handle this program and he is doing a great job. Terry assured Richard that we will work something out. Councilor Curtis spoke in terms of the Golf Committee as an entity and the relationship between the Golf Committee and the Advisory Committee, her recollection of the discussion was establishing an Advisory Committee to be a support system to the First Tee Program. She attended 4 -5 meetings where minutes were taken; she thinks the liaison-ship between the Golf Committee and the Advisory Committee brought together issues and well-versed people to make a commitment to support the First Tee Program. The Advisory Committee began brainstorming for fundraising opportunities. There needs to be clear interrelationship between the Town of Barnstable, the Golf Committee and the First Tee Advisory Board as it was formulated. Hopefully, it will be able to be resurrected in a meaningful way. We are now 18 months into the First Tee Program. We need to move forward but realizes it’s a lot of work. Terry Duenas stated we certainly want to repair any misconceptions that we have with the First Tee Committee and Terry intends on meeting with them and Mr. Herlihy to try and rectify any problems or concerns. Terry added that The Advisory Committee has to be willing to follow a logical pattern of movement through the program and headed through the staff. Raising money and having a great Advisory Committee is all well and good, but they have to accept the schedule laid out by the MGA. We work better in a collaborative sense than with a sense of animosity. Richard Aliberti asked the Committee to reconsider David Herlihy’s letter of resignation. If we lose him, we lose a lot. Mary Creighton commented that last month’s meeting was not handled correctly. She asked that members step back, understand the perspectives that people have and understand that we all have the same goals. As professionals, these are our core values as a committee and we have to act to professionally. Gary Blazis asked if he could make a statement. He wants it known that the one person the Town cannot afford to lose is Bruce McIntyre. He does a fantastic job. Gary had the chance to go over to HGC and he cannot believe the difference over there. There is no one more important in the whole golf complex than Bruce. Management’s Reports: OBF had revenue of $212,000 – projected was $196,100 – overall for year is $1.483 million HGC had revenue of $141,000 – projected was $121,000 – overall for year is $1.07 million Mike explained that they are cutting expenses the best they can by using full-timers (not on an overtime basis) in Pro Shop and delaying the hiring of seasonals. The May edition of Golf Styles magazine lists OBF and HGC in the “Top 100 Must Play New England Courses”. Bruce reported that the courses are in good shape. OBF was closed this past week. A lot of course work was completed. Meeting adjourned at 6:55 p.m.

Town of Barnstable Golf Committee Meeting Olde Barnstable Fairgrounds

June 10, 2008 – Minutes Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, and Richard Aliberti Absent: James McEvoy Meeting opened at 5:40 p.m. Minutes from the May 13, 2008 meeting were approved and accepted with the clarification that the MGA First Tee Program does have to account to the Town how they are spending the money. Public Comments: None. Old Business:

Richard Aliberti asked about the Jr. Member’s plaque. Mike Ghelfi said he would pick it up at the Trophy Co. Mary Creighton asked about a Border Collie. Mike Ghelfi said that there are a few possibilities; The Golf Course could buy two fake coyotes and place them around the pond moving them frequently, or a new non-resident member in Harwich breeds Collies and they would see about using a dog short term. Mary Creighton asked about liability if the dog gets hurt. Leah Curtis suggested writing a letter to the owner stating that the Town is not responsible for the dog. Terry Duenas suggested bringing in a Border Collie on a contract basis.

Richard Aliberti asked that the letter from Joseph Sprague be put into the minutes; see attached. Mike Ghelfi said that he added a couple of free clinics for Jr.’s on Richard Aliberti’s request. Mary Creighton asked if the staff was trained on The First Tee Program. Mike Ghelfi said that they have gone over the curriculum books, but he will discuss with Joe McCabe the requirements for the class. Leah Curtis said she was under the impression that the school aspect of The First Tee Program was linked to the golf program. Richard Aliberti said that the two programs, the First Tee School Program and The First Tee Program are to work hand in hand. They fall under the same office; they have different personnel and different goals, but they want to work together. Richard wants to make sure the children of the program learn core values, character education, integrity, honesty, etc. and carry it over to golf. He said that the instructors have not been properly trained and Joe McCabe only received two days of training. Mike Ghelfi said that he is in contact





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with Joe McCabe about training for the Hyannis Golf Course instructors. Terry Duenas said that when MGA first approached the Golf Committee they did not make it clear as to the two programs. He said that they thought they core values were taught in the golf sessions. Terry said they were going to make a report about this. Mary Creighton asked who is doing the classroom aspect of The First Tee Program. Terry said they want the whole program, not half a program. Terry said that golf is not as important as the core values, which makes better people. Leah Curtis said she would help if she could with The First Tee Program, please call upon her. New Business: Mary Creighton put into the minutes a petition to reinstate the punch cards. She said that the senior’s feel very strongly about this. They do not play a lot of golf and the punch cards saved them some money and now they do not play at all because it is too expensive. She asked that the budget process be looked at for next year to reinstate the punch cards. Also, Mary said that there are no ranges this summer. She said that the staff is telling the members that. Mike Ghelfi said it is all budgetary. They will be put on at the end of the summer. He said he has not heard anything about it. Mary said that the weekend’s pace of play was very slow. Mary brought up the issue about water. The members said that the Pines have bladders and disposable faucets. Mike said they talked about this last year and they are very costly. He said that there are vending machines and they should make provisions before going out onto the course. Richard Aliberti asked about the water for the kids, there is no water for them. Mary asked about Hole #12, it is rated for Ladies at 140 yards, they always play it up to the 96 yard mark, and the better golfers are losing strokes on the hole. They were told that once the new cards come out that it would be rated differently and they ask that it goes one tee box back. When are they going back to where the course is rated? Richard Aliberti said that the Members Association wants to have a garden where they can put a small stone with the persons name on it to honor the members who have passed, possibly in the Gary D. Philbrick Memorial Garden. Mike Ghelfi asked for a visual plan to give to Bruce. Richard said he would talk to Bruce and then present it to the Membership Committee. Also, Richard asked for the list of names to be placed on the Sr. plaques for the 07 champions, men and women. Mike Ghelfi gave his manager’s report, see attached. Weather is good and the Hyannis Golf Course is getting ready for The First Tee Program which starts June 23rd. Tournaments:

Ladies Member/Member at Olde Barnstable June 10th. Men’ Club Champion is down to final eight. At Hyannis qualify for State Amateur Championship taking place Monday, June 16th.

Public Comment: None. Meeting adjourned at 6:50 p.m.


July 8, 2008 – Minutes Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, and Richard Aliberti Absent: Two vacant positions Meeting opened at 5:35 p.m. Public Comments: Mr. Anthony Antin (Member # 8172) read into record (see attached) a proposal for setting senior tees at Olde Barnstable and Hyannis Golf Courses. This proposal is urged by other senior golfers and by the under players. Terry Duenas thanked Mr. Antin for his work in preparing the proposal. Terry explained that workflow and cost would be factors in the decision. Richard Aliberti stated that older people are leaving courses to play at Par 3 courses. If adjustments were made for older players, that might reflect in our membership. Richard feels that Hyannis has plenty of room to place the tees. Bruce McIntyre said that this plan is do-able. The expense, even being a one-time expense, would cost about $2,000 per course. The weakness of these two courses is that the size of the lady’s forward tees is small. Olde Barnstable has about 1/3 of the actual teeing space necessary to handle 50,000 – 60,000 rounds of golf. Mike Ghelfi explained that the MGA would need to come down to determine the slope and the course rating. Mike asked Bruce to research the proposal, determine the cost factor and discuss it next month under Old Business. Old Business: Richard proposed removing 4 bricks from Gary Philbrick’s Memorial Garden and inserting a 2-inch granite marker in memory of Earl Martin. Earl was a very active member at OBF. Richard will get pricing for the marker and present it to the Membership Association. Terry stated that being a municipal golf course, we have to think over and above in terms of fairness, cultural sensitivity, and political correctness. If we honor Earl in this manner, where do we draw the line for future memorial markers? Terry’s question is how do we establish the criteria for this? Knowing that we have established memorials in certain areas, Terry’s concern is adding this marker to Gary’s Memorial area. Richard said, “If down the road there is someone else equal to what Earl Martin has been, then we bring it before the Committee and the Member’s Association. It cannot be just anybody – they will have to past test.” Terry said the only thing that bothers him is that Earl’s





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marker will be placed in Gary’s area. It is possible to form a Memorial Walkway where families purchase bricks in memory of their loved one. Terry would like to divert potential problems. He would like to explore other locations. Richard said that a memorial for Earl Martin has been discussed for two years and nothing has been done. Discussion included a memorial on Number 11. Mary and Terry explained to Richard that Gary’s Memorial was built with specific funds for a particular purpose. Bruce explained there are several areas that could be looked into potentially for memorial purposes. Bruce said Martin’s Meadow was once discussed – with resources, a stone with a plaque for Earl could be put in the low-cut area near the ball washer and bench where it will always been seen and have wildflowers planted. Richard feels a precedent has already been set with Starr and Gary. Richard questioned what is wrong with a municipal honoring certain people? Terry said he feels the granite should not be placed in Gary’s Memorial area. Richard will look at the area near the ball washer and see what size shape can be installed. Richard voiced his concern that Terry tries to negate every thing brought to the Committee. Mary asked Bruce to look into space, location and cost for Earl’s marker and bring if forth next month under New Business. Terry Duenas said that earlier in the day he spoke with David Herlihy and extended an apology and asked him to reconsider his resignation. David replied that he wants his resignation stand. Terry, Michael Ghelfi, and Merry Holway met with Joe Sprague to discuss the First Tee. They feel they have a better handle on the First Tee Program and how it will proceed in the future. Richard asked if a breakdown of the finances was provided and Michael said, “Yes it was provided.” Michael will get a copy of that to Richard. Terry explained that the school program and the golf program will work hand in hand and that it is a cooperative effort. Joe McCabe is taking on the administrative assistant role. Manager’s Report: OBF revenue for June reported as $197,067. HGC revenue reported $159,053. Good job overall – recouped all costs for the fiscal year. Golf rounds for 2008 are up 57 at OBF and 310 at HGC compared to June 2007. Richard questioned the two vacancies on the board – David Herlihy and James McEvoy. Terry said he will bring the request to Councilor Curtis of the Appointment’s Committee. Mary would like to see a business person on board and Terry would like to see a financial and marketing person. Inquire about Channel 18 advertising for these vacancies. Bruce McIntyre reported that both courses are doing well. The new pump and meter were installed today. Staffing at both courses is down 4 employees each. The Service Priority request for pay increases was denied. Some employees have been working for five years without a raise. New Business:

None Public Comment: None. Meeting adjourned at 7:05 p.m.


August 12, 2008 – Minutes Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, and Richard Aliberti Absent: Two vacant positions Meeting opened at 5:30 p.m. Minutes from the July 8, 2008 meeting were approved and accepted. Richard Aliberti entered into record a letter from David Herlihy (see attached) stating his resignation from the Golf Committee will stand and disputed the July minutes in which Terry Duenas stated that he offered an apology to David. Public Comments: None Old Business: First Tee Program Dr. Mark Feldman, a volunteer with the First Tee Program at Hyannis Golf Course, stated that the staff at HGC is great. They do a wonderful job with the First Tee Program. He feels the ball has been dropped at the local level. The demographics are wrong. He does not think needy kids are being targeted. To make this program successful, you need people on a local level to go into church organizations, recreation offices, and elementary schools to find the children. With money available, look into a bus that can transport the children to the program. There are plenty of people like Dr. Feldman who will volunteer their time to expand the hours of each session. The current one hour and fifteen minutes does not allow enough time for the children to learn all they need to learn. He feels it should be a two and one-half hour to three hour session. Dr. Feldman suggested that someone internally appoint a person to go out and find the kids, appoint a person to go out and find the volunteers and have the kids progress through each of the stages of the program. Once the children have finished the first session of par, they move right along to the next session of birdie. This allows them the opportunity to learn the game and the rules. Dr. Feldman expressed his desire to volunteer in any capacity in order to see the First Tee Program succeed. Two of his passions are golf and children. Dr. Feldman’s last comment, “find the kids, bring them to us, and we will take care of them. Appropriate the money and let us take care of it.”





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Terry Duenas thanked Dr. Feldman for his presentation. Terry explained that the program will be evaluated and the Committee will be sitting down with the MGA as well as with Mike Ghelfi and Dave Curley, Director of Recreation. Richard Aliberti entered into record the budget for the First Tee Program and a letter that Richard sent to David Curley expressing his concerns on the operation of the First Tee Program and David’s lack of communication regarding conversations that David has had with Joe Sprague. Richard explained the need for an Administrative Assistant and does not understand why one is not appointed. David Curley stated Michael Ghelfi is running the First Tee Program and is doing a wonderful job. But, one thing making it more difficult to work with Joe McCabe and Joe Sprague is Mr. Aliberti’s letter writing. David does not want letters going out to Councilors Curtis and Toby with inaccurate information. David wants it on record that he has never met Mr. Sprague, he has never spoken with Mr. Sprague and Mr. Aliberti’s letter is inaccurate and damaging to David Curley’s character. Terry Duenas stated that we have completed our second year. It is time to move forward and stay away from old news and old history. Terry stated the need to sit down as a group and evaluate how the program is run. Michael Ghelfi is sitting down with the pros to set up the fall schedule for the next session. Terry asked Richard to be a part of the evaluation for next year and for the school programs and Richard accepted. Mary Creighton stated the need for someone to be the principal of the program. You need to hand the program over to the right person. Mary explained that it’s not just the demographics. It’s the process – it’s educating the instructors. Terry feels we cannot be discriminatory on who gets in the program. It has to be on a first come, first serve basis. Leah Curtis disagreed with that statement. Appreciating the first year needing to get children into the program; in the second year outreach should have started in February (a list of agencies was provided). The first come, first serve are kids are recruited from these agencies. Then, if there are spots left over, you take kids off the waiting list to round up the demographics. Look at the intent first. Leah has knowledge on outreach procedures and is more than happy to help if needed. The first evaluation meeting will be held on September 4, 2008 at 11:00 a.m. at the Hyannis Golf Course. Terry, Richard, David, Michael, and Leah will be in attendance. Senior Tees Terry Duenas stated that he was under the understanding that the Committee would proceed on looking into his proposal. The MGA has to come out and do measurements and see where gold tees would exist. At the moment, Mr. Antin would like to begin by using the existing red tees as senior tees. All this is based on the fact that seniors are not as strong as younger players. At 85 years of age, Mr. Antin would like the use of senior tees to be based on age. The committee agreed the determining age to use the forward tees will be 78. Phil Pisano stated that the entire field needs to be treated fairly. The forward tees can be used anytime but should not be allowed in competition. In order to protect everyone else, handicaps cannot be altered in anyway until a decision comes in from the MGA. Gary Roberts said to enjoy the game of golf, which is all that Mr. Antin wants to do, then move forward to the red tees and enjoy the game.

Richard made a motion that the Board is in favor of having senior’s tees and the Board is proceeding on how that can be accomplished. Mary Creighton seconded the motion. All in favor. Motion passed. Terry said the red tees will be evaluated through the MGA. Earl Martin Memorial Marty Barrett and Phil Pisano spoke about Earl Martin and the need to honor such an important man. He participated in many functions and was a great help. He performed a great deal of behind the scene work. It would be necessary for this club to honor him in some way. Gary Roberts proposed that a memorial be set up on the opposite side of Gary’s Memorial, not just for Earl but for all members who have passed away. Families will be given an opportunity to purchase a brick in the memory of their loved one and it will be placed in the Memorial area. Bruce McIntyre will call vendors to subcontract for the stonework. Bruce would like the memorial to have the same cobblestone edging to match Gary’s Memorial. New Business: Mary Creighton read into record the letter reappointing Terry Duenas as a member of the Golf Committee to a term expiring on June 30, 2011. Mary also announced a donation in the amount of $50 to the First Tee Program from Elizabeth Bergere in memory of William Banks. Manager’s Report: Mike Ghelfi reported OBF revenue of $246,311 compared to July 2007 $258,000 and HGC revenue of $210,140 compared to July 2007 of $206,000. Golf rounds at OBF were 7161 and OBF were 4084. Bruce McIntyre reported July was a difficult month dealing with severe diseases. Overseeding and aeration will be performed soon. As in the past, one course will close while the other remains open during this time. Thinking years ahead, Bruce passed out material on the escalating costs of golf course maintenance. The current budget needs to be increased in order to meet these costs. Public Comment: None. Meeting adjourned at 7:23 p.m.

Town of Barnstable Golf Committee Meeting Olde Barnstable Fairgrounds October 14, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, and Richard Aliberti, Jim Lawson and Councilor Leah Curtis Absent: One vacant position Meeting opened at 5:35 p.m. Minutes from the August 12, 2008 meeting were approved and accepted. Terry Duenas welcomed and congratulated Jim Lawson, new appointee to the Golf Committee. Public Comments: None Old Business: Richard Aliberti reported that the First Tee School Program went before the School Committee and received their approval to raise $11,000. Richard is meeting with Superintendent of Schools, Patricia Grenier to get a list of prospective donors. Michael Ghelfi reported that the status of the hiring of the Administrative Assistant for the First Tee Program will be discussed at the next Jr. Golf Committee meeting within the next few weeks. Terry commended Michael on the letter he sent on behalf of the Golf Committee to the First Tee Program. New Business: Richard received a notice from the Member’s Association that it will be disbanding as of December 31, 2008. Richard asked Michael to contact Gary Roberts and ask him to attend November’s meeting to give a breakdown as to where the remainder of the money within the Association is going. Mary Creighton asked Councilor Curtis to explain the process in applying for the vacant position on the Golf Committee. Councilor Curtis said the person should address a letter of interest and an application (available on-line) to Councilor Curtis, Chairperson of the Appointment’s Committee or Barbara Ford. Requirements – applicant must be a resident of the Town of Barnstable and a registered voter. They will be scheduled for an interview. The Appointment’s Committee does not appoint the person. They interview the person to determine qualifications, and if so, they are then recommended to the Town Council to be appointed. Terry Duenas asked Michael about the status of applications for upcoming tournaments. Michael said that they are always looking for more at HGC. He is working with Dan (concessionaire) to bring more in.





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Terry read into record a letter of appreciation from Mr. Emil Elinsky (see attached) for exceptional treatment received for a Memorial Tournament he booked on September 23 at HGC. Jim Lawson asked how the Committee deals with open items that become Old Business. Terry explained that Mary keeps track of them to make sure they are addressed and resolved. Terry explained that if a Committee Member brings up an issue then that person should follow up on its status. Michael reported on the budget reports. August – OBF revenue of $198,634 with a projection of $205,276. Rounds – 6168. HGC revenue of $204,338 with a projection of $201,444. Rounds – 4211. September - OBF revenue $106,548 with a projection of $151,682. Rounds – 5002. HGC revenue $114,099 with a projection of $156,622. Rounds – 2798. September’s rainy weather had a major impact on the revenue. Expense total for both courses totals $1.1 million. Michael brought up a discussion he had with David Curley regarding the possibility of closing one of the courses for a couple of months in the winter. He is unsure of how much it would save in energy costs. There are a number of courses on the Cape that do exercise this option. Michael explained that if there was a nice weekend, they would be able to have both courses open. Before this could take place, Michael would have to speak to the concessionaires. Mary asked what would happen to the staff. She thinks the public may question six people working behind the counter. Mike said there is plenty of work for the staff; such as the POS system. There are always ways of making the operation better. This would allow vacation time for the full-time staff. David stated that economically, this could be a sound idea. Richard asked if OBF was closed and the members had to shift to HGC, would it be possible to discount the carts by $2 because most of the seniors would be forced to take a cart at HGC. Richard asked Michael to put together a comparison of energy costs for these two months in 2007. Mary asked Michael to also present the number of rounds played for these months as well. Ed Lip off (public comment) stated that he prefers to play at OBF over HGC, but after playing a number of games at HGC he is more comfortable with it. Councilor Curtis applauded the committee for thinking about this idea and being proactive. Understanding the realities and coming forth with a plan will help out. Terry feels that if we do not become proactive, then someone is going to impose something on us. If we do something in small steps, maybe it’s a good idea. Richard asked Michael if he thought rates would increase in FY10. Michael stated that at this time, and with the economy as it is, there would be no rate increases but discussions are still ongoing. David informed the Committee that the FY10 Fee Hearing is scheduled for November 18th. With that in mind, the Committee decided to hold their November meeting on Thursday, November 13th (due to November 11th being Veteran’s Day) so that fees can be discussed with the public input. Terry wonders if small incremental increases yearly rather than a large one spaced out between years might be better. Mary asked Michael if he would send an e-mail via the Chelsea System to members notifying them that 2009 rates will be discussed at the November meeting as well as the possible closure of one golf course. Terry would also like to discuss whether punch cards will be implemented for 2009 as promised to the membership. Penny Levert stated that some members might not be able to afford the $800 membership, but if punch cards were reinstated they might choose to purchase them. Public Comment: None. Meeting adjourned at 6:38 p.m.

Town of Barnstable Golf Committee Meeting Olde Barnstable Fairgrounds November 13, 2008 – Minutes

Attendance: Terry Duenas - Chairperson, Richard Aliberti, Jim Lawson Absent: Mary Creighton - Vice Chairperson, One vacant position Meeting opened at 5:35 p.m. Minutes from the October 14, 2008 meeting were approved and accepted. Terry Duenas stated that he spoke with Councilor Leah Curtis who told Terry the vacant position on the Golf Committee has been filled. Public Comments: Walter Kaplan asked who approved the coyote decoys near the maintenance barn . He does not feel they are working. Michael Ghelfi explained that it was a golf course decision. He consulted other courses that use them and they are satisfied with the results. Michael said the decoys are on a trial basis and, if he finds they are not working, he will look into other options. The maintenance crew told Mike they do appear to be working in the area where they are placed. Old Business Michael Ghelfi reported that after researching and discussing the option of closing one of the golf courses this winter, it was decided that both courses will remain open. The courses did generate sufficient funds to cover costs at both golf courses during the winter months. This decision will avoid any lay-offs that would have occurred if a course shut down. Also, the vendors at both courses requested to remain open for the winter months. Terry Duenas stated that if closing a course in the future is considered, this would have to be addressed in the vendor contracts. Michael Gerling asked Michael Ghelfi if he ever thought of closing greens or T-boxes. Michael said it depends on the type of weather during the winter and he will take the suggestion into consideration. Dr. Dan Mahoney suggested closing one course and keeping the full-time maintenance staff on to make some much needed improvements, i.e. bunkers are all different. Even if 9-holes are closed at OBF – go hole by hole and repair and upgrade each one. Some holes have more bunkers than needed. Dr. Mahoney asked for a list of capital improvements that will be addressed once the debt service is paid off in 2009. Terry realizes this list is something that needs to be completed very soon. Dr. Mahoney wants to be reassured that the Committee is ready to step up next fall when the priority list will be addressed and that he has concerns that revenue will be coming in and nothing is being improved. New Business:





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Michael Ghelfi addressed those in attendance with the following recommendations for FY10 Fee Rates:

1) The annual pass rates will remain the same - $800 for Adult Pass, $665 each Additional Family member, $235 for Student/Junior, and $1500 for Non-Resident.

2) Recommended change: Charge $1200 for Additional Non-Resident Family Member. 3) Recommended change: Allowing members to bring guests within member

tee time slots in the morning. 4) Recommended change: Raise the cart fee for Members at HGC to $14/18 hole round and eliminate the mandatory requirement for members – will remain mandatory for the public. 5) Recommended change: Raise the cart fee for members at HYC by $ 1.00 to $ 8.00 per nine hole round.

Discussion: #3 Recommended change: Dr. Dan Mahoney stated that if you are going to allow members to bring guests, you will be restricting the member’s availability to play, you have to extend the window of member’s time. You have to make the same number of member slots available. You may want to use this option as leverage to force more play at HGC. More revenue is being generated but the membership is being squeezed a bit. Terry Duenas explained that members stated in the past that they would like to have guests be able to play in member’s tee times and this recommendation is also an alternative to the punch cards. Terry feels this is a nice balance to member’s requests. As employees, Tony Day and Alan Menne are in full support of members bringing guests. #4 Recommended change: Richard Aliberti would like the carts to remain at $12 and $7 – he feels the amount would entice members to go to HGC and take a cart. Michael Gerling stated that he feels golf is a walking sport. He does not go to HGC because he does not want to be forced to take a cart. Jim Lawson sees potential for ill-will if a foursome consists of residents and non-residents. The non-residents will have to take a cart and residents are able to walk. Michael Ghelfi explained that this equates to “the privilege of being a member”. Jim Lawson has reservations about freezing the rates. Going into a difficult time with the economy, need to look at what’s best for the golf course operation. If rates are frozen for 2009, and inflation is , there is actually less money to spend at the same level of revenue. There will have to be cuts somewhere. Michael Ghelfi said he has taken this into consideration and is looking at cutting down on the Pro-Shop help and having full-time staff more involved in this area. Jim computed increasing rates by 3% would generate approximately $50,000 in revenue. Richard Aliberti disagrees and feels the rates should remain the same.. Michael Gerling would like the rates to remain as they are. He feels bringing back the rangers speeds the time of play, which increases more people going through the turn style, which generates more revenue. Dr. Dan Mahoney said if you increase the rates and allow members to bring guests during member time, he thinks members will feel they got hit twice. Do one or the other, but not both. Implementing both of these changes sends a bad message to the members. Terry Duenas agreed with Dr. Mahoney. Michael Gerling suggested bringing in volunteer marshal/rangers. The Committee thought this was a great idea and Michael will look into it. Dr. Dan Mahoney suggested getting some of the Junior members, or any members, to spot balls for a couple of hours a week and in exchange they can get a range pass. Penny Lavert expressed her thanks to the Board for considering the punch card option.

Jim Lawson stated he is in agreement with the volunteer suggestion. And he also suggested that the Starter begin with a two-minute talk on the rules prior to the first tee. Dr. Dan Mahoney suggested a print out of Pace and Play rules to be handed out. And handing out a plastic bag with a couple of tees and ball markers to players labeled “Help us keep our course in tip-top shape”. A motion was made by Richard Aliberti and seconded by Jim Lawson to vote on the following FY10 Fee Rate recommendations:

1) $1200 fee for each non-resident additional family member. 2) Member tee time allowing guests daily. 3) Elimination of mandatory cart fees at Hyannis Golf Course. 4) Increase of $2 per cart at Hyannis Golf Course – from $12 to $14 daily. 5) Increase of $1 for nine-hole cart at Hyannis Golf Course – from $7 to $8.

The motion for the five recommendations passed unanimously. A motion was made by Richard Aliberti and seconded by Jim Lawson to accept the Pass and Public rates without increases as presented by Michael Ghelfi. The motion for the Pass and Public rates without increases passed with two in favor, and one opposed. Terry Duenas and Richard Aliberti voted to keep the rates without increases. Richard Aliberti would like on record his desire to have the nine–hole cart remain at $7. Jim Lawson was opposed. He would like to have a 3% rate increase across the board for Pass and Public rates, and raise the $60 cart fee to $62 at Olde Barnstable only. Michael Ghelfi presented and reviewed the FY10 Proposed Budget – (see attached). The FY10 proposed budget shows a $100,000 decrease from FY09 at each course. Jim Lawson said he would like to see figures indicating where the year will end. He requested a column be added to this FY10 Proposed Budget showing 2009 revenue and expense projections. Michael Ghelfi explained that they use these figures internally when preparing the budget, but did not provide them to the Committee. He will provide them in the future. Old Business: Jim Lawson is concerned about old business items that are unresolved at a meeting and carried forward. In order to track them, he would like them added to the agenda monthly under Old Business until the matter is resolved. Terry stated that this information needs to be communicated to Trisha Otto prior to the Agenda being mailed out and, thus, should be communicated at each meeting. Jim asked that the following be placed on the December 2008 Agenda under Old Business:

1) Discussion of ranger volunteers 2) 5 year Capital plan

Richard Aliberti asked Michael Ghelfi to attend the December 2, 2008 Member’s Association Meeting to request a fund be set up and maintained by the club for annual beautification and purchase and maintenance of Member plaques at the courses. Public Comment: None. Richard Aliberti made a motion to adjourn the meeting, seconded by Jim Lawson. All in favor. Meeting adjourned at 7:45 p.m.

Town of Barnstable Golf Committee Meeting Olde Barnstable Fairgrounds January 13, 2009 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, and Daniel Ginther Absent: None Meeting opened at 5:30 p.m. Minutes from the November 13, 2008 meeting were approved and accepted. Terry Duenas welcomed the newest member to the Golf Committee, Mr. Daniel Ginther who was appointed by the Town Council in December. Public Comments: Richard Aliberti introduced David Miller, the new president of the Member’s Association. David stated that a meeting was held on January 10, 2009 and the following members make up the Board: David Miller, President Bernie McElhinney, Vice-President Bill Bigelow, Treasurer Steve Kies, Secretary Ralph Chesnavskus, At Large Dr. Steve Blumberg, At Large Jim Gray, At Large John Moynihan, At Large Mike Bodily, At Large Richard Aliberti also commended Jim Cahill for picking up the two Senior Plaques. David Curley introduced Lindsey Counsell, Chairman of Community Preservation Committee, and Jim Vasser from VHB an architectural firm. VHB will be designing the proposed outdoor recreational complex which will be located on 35 acres abutting the Hyannis Golf Course. The complex is proposed to include: Two Little League fields, two softball fields, two baseball fields, two soccer/lacrosse/multi-use fields and two basketball courts, and parking for 400 vehicles. Lindsey Counsell explained that the land was purchased with funds from the Land Bank. An additional eight acres that abuts this land was purchased as an easement by DPW for wastewater. The plan is showing potential use. Jim Vasser stated that comments and recommendations will be accepted for any changes in the proposed plan. VHB is has received a wish list and suggestions for





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developing the property. VHB will be coming back with options and different variations. The entrance-way will be updated to be more appealing and improved functionally. Jim Vassar explained that now is the time to put everything on the table and challenge VHB to come up with options for parking, the cart barn, golf cart operation, the driving range, field usage, etc. Discussion/Questions: Richard Aliberti asked who would maintain the facility. David Curley answered that further discussion of maintenance issues will take place in the future. It is still in the thought process and the golf course is being considered for some maintenance especially with being so close to the complex. Terry stated that if things need to be done at the golf course, now is the time to do it. The entrance does not serve us well and the parking lot is a problem. This could be a win-win situation. Dan Ginther asked if the driving range could be redesigned to drive away from Route 132. Jim stated that this is possible and answered Dr. Steve Blumberg’s question that there is also is the option of having a lights installed at the driving range and the complex for night time use. Bruce McIntyre stated the present maintenance building is in deplorable condition and the fuel storage facility sits on top of Barnstable Water District’s well. With this in mind, the new cart barn should be looked at as a multi-functional facility; taking into consideration golf maintenance. The cart barn would be on the first floor, second floor golf and turf maintenance equipment and the top floor would be office space. Jim Lawson asked where funding would come from to maintain the complex. Lindsey answered that money would come from foundations, Community Preservation, grants and user fees. Bruce explained that if an irrigation system will be installed, it will not be possible to tie into the existing system. It is old, undersized and in need of replacement. He suggested going to DEP to get a permit to install a well and pumping station – maybe kill two birds with one stone and help out the golf course. Mary Creighton asked what will be the next step. Jim Vassar explained that VHB will come back with options and plans for discussion. Terry stated that from the Golf Committee’s standpoint, they are looking at enhancing the parking and entrance, the addition of a cart barn, looking into the irrigation situation and how HGC can be integrated with the new complex. Richard asked if the maintenance over the years will come from the enterprise account. David stated that there might be a price tag initially until its up and running and less dedicated dollars from the golf course to this program in future years. Lindsey explained that the complex has been looked at as a phase program for financial reasons. Half of the fields and parking lot may be developed at first and then more will be added as time goes on. Daniel Ginther asked what the projected time frame is. Lindsey explained the planning phase will be six to eight months. They have not discussed a start-up or completion date at this point. This still has to go before the Town Council. Old Business: Ranger Volunteers: Michael Ghelfi is looking at different ways to bring Rangers back. The problem with members volunteering leads to a liability issue. Other options in place of rangers that have been reviewed are a flag system, or signage at each of the holes where there is usually a back up. Mike suggested a type of timing mechanism – giving players an estimated time to finish 18 holes. Dave Miller feels having volunteers is not a very good idea. Confrontations are too frequent. Paid rangers had little impact in the past. He feels training is key. Dan Ginther suggested offering something in trade to the volunteers. Terry Duenas stated that this may be something that needs to be evaluated over a season - pace of play vs. the demographic. Mary Creighton stated that once players get past the fourth hole, it opens up until the 15th hole. Dave Miller feels the problem is only for about six weeks – July and August – and mainly only on

weekends. Eric Giessler suggested posting a ranger at each problem hole. Steve Kies suggested an interim plan to have something written on the scorecards and posting signs at certain holes that there is a penalty for slow play and Mary suggested writing something in the handbook. Terry answered Jim Lawson’s question that the next step is to put this concern to the membership and pace of play is important and urge the Pro Shop employees to post signage or say a few words to the players. Jim Lawson suggested turning this all over to Mike. Knowing the goal in mind, let Mike take the necessary steps to achieve it. Terry agreed and asked Mike to proceed with the plan of getting signage, communication to the players, and some training with the starters. Five-Year Capital Plan: Bruce reported that discussions have taken place and more discussions are needed. Bruce requested an extension until the February meeting to submit a plan. He will work closely with Mike to break it up into three main areas: Plant Equipment, Plant Improvements and Course Improvements. Terry honored Bruce’s request and this will be placed on February’s agenda. Jim Lawson asked that the report include a prioritized “laundry list” and their expected costs and the revenue projections for the next five years with overall expenses and debt service. Richard Aliberti complimented Mike Ghelfi on the article in the recent newsletter allowing those 78 years of age and older to use the forward tees. Jim Lawson requested a copy of the FY10 Budget Calendar be sent to the committee. Mike Ghelfi presented the December Revenue & Expense Report (See Attached). Michael extended his thanks to the Board for their support in preparing the FY10 rates. All of the fees were approved. Richard Aliberti asked Mike if a Senior Punch Card would ever be considered for those members of ten years or more and 75 years of age. Michael replied that this is one of the reasons the new rule that members are allowed to bring guests was implemented – to eliminate the punch card. New Business: Dr. Blumberg brought forth his concern regarding risk management at both courses. He asked if defibrillators are on site and if staff is First Aid/CPR certified. Bruce replied that all permanent staff is certified for First Aid and CPR. Bruce stated that there is an AED machine at OBF but not at HGC. Dr. Blumberg suggested incorporating First Aid/CPR training for the rangers as well. Dr. Blumberg also stated that there are a couple of places at both courses that are dangerous. At HGC, 14th hole, on approach shot you cannot tell if anyone is on that green. At other courses they have put up bells – when golfers leaves the green they ring the bell. And at OBF, on the 1st hole – in order to exit off the green the golfer must walk back. The players approaching the first hole do not realize this and they play their ball thinking the green is cleared. Dr. Blumberg suggested that either the starter should warn golfers of this or a sign placed in the pro shop indicating same. And, lastly, the pro shots from the fifth green to the sixth tee go over heads of the players which could cause an injury. Public Comment: None. Richard Aliberti made a motion to adjourn the meeting, seconded by Jim Lawson. All in favor. Meeting adjourned at 7:08 p.m.


Olde Barnstable Fairgrounds February 10, 2009 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Jim Lawson, and Daniel Ginther Absent: Richard Aliberti Meeting called to order at 5:30 p.m.

Minutes from the January 13, 2009 meeting were approved and accepted with one correction. Change the spelling of the word “Capitol” on page 3 to reflect the correct spelling, “Capital”. Terry thanked Dan and Jim for their e-mails containing positive input in wanting to communicate and make sure everyone has the tools and information when they come to the meetings. Terry found an overriding feeling in both of them that the meetings need to move along and be more organized. Meetings will stay on pace. The public will still have the opportunity to respond at the beginning and end of each meeting. In the future, all public speakers will be required to stand up and state their name for the record. Public Comments: None. Old Business: Jim Lawson made a motion to have a defibrillator installed at HGC. Dan Ginther seconded this motion. Mary Creighton asked Mike to look into this year’s budget to see if the purchase could be made before the end of FY09. Five-Year Capital Plan: Bruce presented a Five-Year Capital Needs Assessment – DRAFT (see attached) to each member of the Advisory Board. The members will review this draft and bring their comments and concerns back to the next meeting. Dan Ginther asked if Bruce borrowed other equipment from other golf courses. Bruce stated that he did but, unfortunately, it is not reciprocal. Jim Lawson asked what has changed over the years that will not allow the purchase of capital with ongoing funds. David Curley explained that the economy has a major negative impact on our revenue streams. Bruce said that fertilizer and pesticide costs have gone through the roof. Mary Creighton explained that the assessment payment to the Town alone is $200,000. Terry explained that we are trying to balance it out and make it work. Being able to establish where the capital needs are is very important. Jim Lawson asked for a five-year projection on revenue. David Curley explained that revenue is extremely difficult to project but expenses are known. David Curley states that the next five months will be a good indicator. Being an enterprise only allows you to expend what you take in. The Town Finance Dept. currently has projected a proforma that includes the revenue and expenses. Dan Ginther asked if there is any flexibility on changing the set rates. Mike Ghelfi stated that rates cannot be changed; however, coupons for money off can be applied to the rates. Terry made a motion for Jim to chair a sub-committee to meet with Mike and Mark Milne to discuss using the existing budget to project a five-year financial





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plan. Seconded by Mary Creighton. All in favor. Jim Lawson presented a revised monthly report along with suggestions on how to improve the presentation of the report (see attached). Jim is requesting changes to the following:

a) Font b) Comparisons c) Revenue Categories d) Expense Categories e) Rounds played f) Timing

Terry stated that he wants to make sure that any of these changes, if accepted, can be done with little or no impact on the time and effort of the staff at OBF and HGC. If allowed, all future agendas and minutes will be e-mailed to the Advisory Committee and Golf Management. David Curley with check with the appropriate authorities to see if this is allowed. Terry requested that if any Advisory Board members would like to place an item on the Agenda, please send the request to him which he will then forward to Trisha. Terry will review time slots appropriated for Agenda items with Trisha and come up with an accurate allotment for each item. It was decided that the two time slots for Public Comment on the Agenda will remain. If time does not allow for discussion for an agenda item, then that item will be placed on the following month’s agenda. Daniel Ginther asked Terry to appoint him to chair a marketing sub-committee. Dan has many ideas to bring forth that could possibly bring revenue into each course. Terry granted this appointment. Terry stressed that it is the responsibility of the chair of each sub-committee to get all information to the sub-committee members. Mary Creighton provided Trisha Otto a copy of the Golf Committee Member’s Guidelines to update and provide copies to each Advisory Committee member. Jim Lawson raised concerns regarding the FY10 budget submittal and feels management is being too optimistic. The projected revenues for FY10 are higher than he feels they should be. Terry explained that the Advisory Committee is a liaison that reports to Town Council. The Advisory Committee is not supposed to micromanage the Golf Course. Not to say that some suggestions presented are not valid and could help in the management, but the Board has to realize their responsibility is to be a liaison. Jim asked for a separate meeting to review the Town Code and then agree on what the Board’s function/role is. Terry accepted his question and will ask Councilor Curtis and Assistant Town Manger Tom Lynch to attend this meeting and ask for their guidance. New Business: None

Public Comment: Steve Kies, Secretary of Member’s Association, stated that the Association is taking proactive steps to increase the number of the members in the Association. They have sent out a mass mailing, asking past members to join the Association. They remind members that it is time to renew their membership. Steve said he will bring sub-committee information to the Association in hopes that someone will be interested in joining one of the committees. Being more proactive could bring in an increase in golf memberships. Mike Ghelfi spoke briefly about the current fiscal times and projections leading into the end of June, and after extensive meetings and discussions about how to cut costs, it was decided to lay-off eight employees for about six weeks and hold off on some maintenance programs at both courses.

Terry announced that there will be no March meeting. Mary Creighton made a motion to adjourn the meeting, seconded by Daniel Ginther. All in favor. Meeting adjourned at 7:10 p.m.


Olde Barnstable Fairgrounds April 14, 2009 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther and Councilor Leah Curtis Meeting called to order at 5:37 p.m.

Minutes from the February 10, 2009 meeting were approved and accepted.

Public Comments: None. Old Business: Five year plan projecting revenue and expenses – Jim Lawson presented the minutes (see attached) from two meetings he attended. The first meeting was with Mike Ghelfi to prepare a format for the five-year plan. The second meeting was with Mike Ghelfi and Mark Milne (Finance Director for the Town of Barnstable). During this meeting, Mark Milne gave copies of the golf course debt schedule for the next 15 years. Jim, Mike and Mark also discussed how an enterprise system operates. Marketing Sub-Committee – Dan Ginther stated that he is still looking for members to join this committee. Terry Duenas said he will give him contact information for Barry Nagle of Nagel Associates. Barry has a marketing background and comes highly recommended. Open-Meeting Law – Jim Lawson attended a meeting to discuss Massachusetts Open Meeting Law (OML) and submitted documents (see attached) for the committee’s review and records. Highlights of this meeting include:

1) The OML applies to town committees and sub-committees. 2) All meeting notifications must be posted 48 hours in advance (48 hours does not include Sundays and holidays). Notification is accomplished by sending an e-mail to Susan Maffei, Town Clerk’s Office ([email protected]). 3) It is not necessary to post an agenda. 4) Minutes must be kept for every meeting. They must indicate what occurred at the

meeting. 5) Questions about the OML can be directed to Town Attorney (Ruth Weil, 508-862-

4620) or the Cape DA’s office (508-362-8113). Questions must be in writing and not hypothetical.

Terry Duenas explained that the Advisory Board’s role is to advise the Town Manager and not be to an oversight layer of management. Terry asked Councilor Curtis for her input on what the main goal of the advisory board is. Councilor Curtis stated that the role is advisory not regulatory. The board represents its constituents. The Board listens to the public comments dealing with issues and comments. It is important for the Board to share opinions and ideas with management. But, the final decision rests with management and the administration. Committees assist with both the





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legislative and administrative branch in making decisions. The Advisory Committee is involved in two-way conversations to assist people in understanding increases or decreases in service, but in a positive way.

Mary Creighton stated that the greatest dialogue between the advisory board and management is during the budgetary process.

David Curley stated that we do want to be close to our customers and constituents, but we must not forget the general public, the community, our taxpayers and our visitors. The bottom line is to serve the public. New Business: Mike Ghelfi presented OBF and HGC’s revenue and expense reports (see attached).

Jim Lawson asked Mike to explain the logic behind the revenue split between the two courses. Mike explained when HGC first opened, about 80% of the members stayed at OBF while 20% went to OBF. Now it appears it is close to 60% remain at OBF and 40% are at HGC.

Jim stated that the format changes to the report are good. The history comparisons are outstanding and exactly what he wanted to see. It shows historical actual comparison for revenue and expenses.

Bruce McIntyre reported that course conditions are pretty good. The maintenance crew is actively working. Course clean up is complete. The town approved the purchase of a replacement sweeper. The previous sweeper was destroyed last year when it caught on fire. The settlement check minus the deductible allowed the purchase of a brand new sweeper. The irrigation system is on and working. Aeration and topdressing will begin on the 21st at HGC and the 28th at OBF.

David Curley applauded the efforts of Mike Ghelfi, Bruce McIntyre and the entire staff at both courses. When the courses experienced lay-offs this past winter, the staff stepped up to the plate – they changed their schedules and did whatever they had to do in order to make things run smoothly and efficiently.

Mike asked Mr. Miller to put a reminder in the Member’s Association newsletter telling members they can bring guests at anytime. Mr. Miller said he will put in the next month’s newsletter.

Richard Aliberti has a meeting with the Member’s Association this Saturday to make a presentation on the First Tee School Program. Richard asked Bruce for a total discount dollar amount on equipment purchases which Bruce said was about $60,000 on Toro equipment. Mike stated that grant total is about $75,000 which has not been spent. Richard stated the through grant money and soliciting, $8,200 has been raised. With this money, four of the school sites have equipment; two schools still need equipment at an estimated cost of $5,700. Richard will make an appeal to the Member’s Association for their assistance in reaching the $5,700.

FY10 Budget submittal (see attached). Michael reported that for FY10 a minimum of three existing seasonal employees will be changed to from year-round positions to nine month positions. And it’s possible that one of the courses may be closed during the winter months.

Jim Lawson stated that the Town Code states two specific areas: 1) The board makes a recommendation of the rates and, 2) The board gives equal significance to the committee providing advice to the Town

Manager in preparation of the operating capital budget. In going forward for FY11, Jim feels that just as much attention should be given to the operating budget as is given to rate settings. The Board will give feedback, then management would come back to the next meeting with a final proposed budget and the Board will vote and, agree and disagree, and then notify the Town Manger of those results.

As soon as the budget is presented in November, the Board will review and give their feedback, review and vote on it in December and then present it to the Town Manager.

Jim Lawson had a procedural question for the Board. Jim referred to Town Code 241.8, Section E, refers to multiple member boards and organizations and the election of officers. According to this section, “at a minimum, each board should annually elect from its membership a chair and a vice chair. Jim stated this has not been done in a couple of years and ask what the plan is. Terry stated that this is a great idea and asked that an election and vote for these positions be placed on the agenda for May’s meeting.

Terry announced that John Klimm would like the Advisory Board’s meetings to be televised. This may cause the meetings to be moved to Town Hall or David Curley stated that once the new HYCC is open, the meetings may be held there instead.

Public Comment: None

Mary Creighton made a motion to adjourn the meeting, seconded by Richard Aliberti. All in favor. Meeting adjourned at 7:10 p.m.


Olde Barnstable Fairgrounds May 12, 2009 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther Meeting called to order at 5:35 p.m. Roll call was taken.

Minutes from the May 12, 2009 meeting were approved and accepted.

Public Comments: None. Old Business: Richard Aliberti presented into record a letter (see attached) from the Member’s Association to Dr. Patricia Grenier indicating their donation of $1,000 to the First Tee School Program. Five year plan projecting revenue and expenses – Jim Lawson presented the minutes (see attached) from the April 14, 2009 and April 27, 2009 meetings. Jim presented a five-year financial forecast (see attached) for FY11 – FY 15. For the most part, revenue and expenses will increase by 3% across the board. The bottom line – all capital (remaining money that can be put into capital investments) – decreases yearly after FY11. At the end five year period, the total capital will be $554,433. The reason this line decreases each year is because of the Town fees (administrative costs) increase far above the 3% of all the other revenue and expense projections. If the Town fees remained at the 3% level as all other fees are based, the total capital at the end of the five year period would be $1,000,000. Jim asked Bruce to bring a prioritized list of capital improvements to the June meeting. Terry Duenas stated that he thinks it is time to lobby the Town about the enterprise (administrative fee) expense. That number is an arbitrary number. It is time to start making some arguments that unless they allow us to reduce that expense so there will be greater capital amounts, the long-range accessibility is jeopardized. Mary Creighton presented the formula used to determine the amount of the administrative fee. This figure encompasses a percentage of fees paid to every department in Town (minus the School Department) for their salary and expense costs. Defibrillator for HGC – Terry Duenas said he will research the purchase and pricing of a defibrillator and report back at the June meeting. David Miller, President of the Member’s Association, said the Association will help share the cost of the purchase. Marketing Sub-Committee – Dan Ginther explained that he has been out of town for the past month but will have a marketing and revenue report available for the June meeting. Judy Souza, Beautification Committee, reported that her committee is in needs of funds for plantings and mulch. She understands the budget does not allow it at this time but realizes making the areas presentable falls under marketing. Dan suggested asking nurseries to “sponsor a bed”. Judy said she will look into this.





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Televised meetings – Due to the fact that the Town Manager wants all meetings televised, the day and time of future meetings may have to change. The location will definitely change to Town Hall to either the Town Hearing Room or the Selectman’s Conference Room. Terry will bring available days and times to the June meeting.

New Business: Nominations: Richard Aliberti nominated Terry Duenas as Chair. Mary Creighton seconded the nomination. Jim Lawson nominated himself as Chair. Mary Creighton seconded the nomination.

Richard Aliberti nominated Mary Creighton as Vice-Chair. Jim Lawson seconded the nomination.

Votes: Terry Duenas received four votes. Jim Lawson received one vote.

Mary Creighton received five votes.

Results: Terry Duenas will remain as Chair for one-year. Mary Creighton will remain as Vice-Chair for one year.

Mary Creighton explained to Mike that play is picking up thus the need to get rangers out on the course. She saw four groups walk off the course this past weekend.

Mike Ghelfi presented the Manager’s Report (see attached). Mike expressed his thanks to Judy Souza, Dave Miller, and the Beautification Committee for their help in making the course look better. There is approximately $237 in funds remaining in the Gary Philbrick account. This money will be given to the Beautification Committee to use once Lisa Peterson’s gets authorization from Mark Milne to withdraw these funds. Bruce McIntyre reported that the balance on the purchase loan for HGC was earmarked for capital expenditures and was used to purchase a 2006 Dump Truck. Bruce reported that the large area rough mower is broken and not repairable. It will cost approximately $49,000 for a new one. The maintenance staff is equal to the winter staff and is working hard on the courses.

Public Comment: Dave Miller asked about the Member’s Association purchasing memorial benches for the course. Bruce stated that a policy was put in place years back that there has to be consistency on the course. Bruce has a file on the benches and will give it to Dave for his review.

Terry Duenas made a motion to adjourn the meeting, seconded by Jim Lawson. All in favor. Meeting adjourned at 6:58 p.m. Respectfully submitted, Trisha Otto Trisha Otto


Olde Barnstable Fairgrounds June 9, 2009 – Minutes

Meeting called to order at 5:34 p.m. Roll call was taken.

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther Minutes from the May 12, 2009 meeting were approved and accepted.

Public Comments: None. Old Business: The prioritized list of capital improvements will be provided at the July meeting. Richard Aliberti spoke about a section of the minutes from the May 12th meeting regarding Gary Philbrick’s Memorial account. Authorization from Mark Milne is not required to spend these funds. Invoices are processed in the same format as any other invoice brought forward for payment. As long as there are funds in the account, the money can be spent by the Town. Terry Duenas spoke with the American Heart Association. The defibs cost approximately $600 each. The woman that Terry spoke with said she would look around to see if she could find a benefactor to assist with the purchase. Dan Miller again mentioned that the Member’s Association would donate money towards the cost as well. Terry Duenas spoke with Theresa Santos who is looking into the possibility of having the Golf Commission meetings taped at OBF rather than at Town Hall. The reason being that Terry told her the Commission did not want to change the nights of the meeting and she stated there was no time available on Tuesday evenings for our meetings to be held at Town Hall. Terry asked that the members be respectful of our communications with Mark Milne or other Town employees. Please bring your requests through David and/or Mike if you would like to speak to anyone in the Town. Richard Aliberti presented an article (see attached) from the Barnstable Patriot about appointment’s committee. After reading the article, Richard asked what is the Commission’s responsibility? Mary Creighton’s reappointment was mentioned in the article, and Councilor Crocker stated in the article “he was not addressing the individual up for reappointment (Mary Creighton) so much as the situation of the town-owned courses”. Councilor Crocker “wants to learn more about the situation (status of the courses) so he can understand what qualifications are most needed on the committee to help make the course viable. He said the incumbent might well be that person”. Upshot is the Town Councilors want the courses to sustain themselves. Richard Aliberti asked Bruce to bring a year-to-date financial report on the Gary Philbrick account to the July meeting. This report should include money collected/raised and expenses paid out. Dan Ginther presented the minutes (see attached) from a Marketing and Revenue meeting he chaired. Barry Neagle of Neagle and Associates attended as a consultant and offered ideas up to





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Dan. The mission of said sub-committee is to provide to management suggestions on increasing the revenue of the Town’s two golf courses. This meeting reviewed marketing ideas and discussed revenue generators. Revenue generators on golf courses include: Clinics, lessons, leagues, reduced rates a specific times, inter-town play, annual cart fee and promote replay rates. Revenue generators in the pro shops include: Member discounts, sale of non-active items, special day sales and discount on multi-purchases. Dan will sit down with Mike Ghelfi to discuss implementing some of these ideas. Jim Lawson requested that Bruce have his staff move the bench back to the 15th hole. Jim spoke about the problems with the rough. Bruce replied that staffing, weather and machine problems are behind this issue. FY10 budget passed with $49,000 in capital for the purchase of a new rough mower. Jim also raised his concerns regarding lack of rangers. Mike replied that no new hiring will take place until July and, for the time being, existing employees will act as rangers. Jim asked for general agreement from the Board that the golf courses are a business and should be viewed as a business by the Town and the Golf Committee. All in agreement. And the primary source of revenue (greens fees, golf carts, pro shop and the range) for this business is non-members. Jim stated the main focus to bring non-members back is reputation – the experience that people have on the courses. In conclusion, there are two choices:

1) State that we are stuck since we can only spend what we take in, or 2) Take an aggressive approach and look for creative solutions to the financial

problems. Going back to the long-term financial plan, Jim feels we are being “banged” by the town on financial expenses. This must be brought to the attention of John Klimm and Town Council. The revenue issue currently is causing a cut back on maintenance and rangers and that is hurting the reputation of the course. The debt situation needs to be addressed as well. Jim feels that HGC is killing OBF. Without HGC, OBF shines. Jim asked if there should be two accounts, rather than the one existing Enterprise account. Terry Duenas agreed that the town needs to restructure the administration fees. Terry wants to make balances on the expense side and upgrade the marketing. If the investment is jeopardized, the members will not come back. First Tee: Four new sessions have been put in place with the first one beginning on June 15th. Mike Sarney (Phys. Ed teacher at Horace Mann) has been hired as the administrative person. Dr. Mark Feldman has signed up as a volunteer. New Business: Mike Ghelfi presented the May 2009 financial report (see attached). OBF took in a little over $200,000 – down about $38,000 of projection. HGC took in about $170,000 – about $30,000 short of projection. Down about 4% on memberships. Mary Creighton asked Mike if he could include the percentage of capacity rates for member/non-member tee times (golf rounds) available each month. The report shows how many golf rounds played but not how many were empty. Bruce McIntyre reported that all staff is in place. Performing timely maintenance and grooming. Dave Miller asked Bruce to supply him with donation forms for member’s Memorial Benches.

Terry Duenas made a motion to adjourn the meeting, seconded by Richard Aliberti. All in favor. Meeting adjourned at 7:04 p.m. Respectfully submitted, Trisha Otto Trisha Otto


Olde Barnstable Fairgrounds July 14, 2009 – Minutes

Attendance: Terry Duenas - Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther Meeting called to order at 5:35 p.m. Roll call was taken. Minutes from the June 9, 2009 meeting were approved and accepted.

Public Comments: Dave Miller requested to speak about the status of the defibrillator for HGC. Dave commented on the tremendous job the Beautification Committee is doing on all areas at OBF. Judy Souza (Beautification Committee) thanked Bruce and his staff for two beautiful courses in the Town of Barnstable. Bruce and his staff are very helpful in assisting Judy. The latticework around the porch has been replaced. The mulch will be spread next week, some trees will be replaced on the markers that are overgrown, and perennials and ornamentals will be planted. Bruce McIntyre told Judy he is available to anyone if they have any questions and explained that because of liability issues certain tools cannot be used. Bruce wants everyone to be on the same page. Judy asked the following questions:

1.) Is it possible to have a ladies’ league next year at HGC, as there is currently one at OBF?

2.) Is it possible to move the current one at OBF from 7:00 a.m. to 8:00 a.m.? Bruce said he does not see a problem with this change.

3.) Could Mike e-mail rules to the members? 4.) Does anyone have any ideas of any non-profits that will accept the bottles and cans

that get thrown away? Terry Duenas asked Mike how a league gets started. Mike said a group comes to him; he looks at tee times and such. But Mike needs to look at both sides. He does not want to block out too many things because members will start getting shut out. Old Business: Jim Lawson, Mike Ghelfi, Terry Duenas, and Dave Curley met with Mark Milne to discuss the basis of the fees charged by the Town. Mark gave Jim a print out of the explanation and theory behind the town’s fees (see attached). All fees are justified. But they are not all “hard” numbers; there are some soft costs. Mark told Jim that the $75,000 charge-back for the land cost that might cause a problem in the next five years, could possibly be put off. David Curley said that Mark is aware of the situation and does not want to put the courses in a bad state. Dan Ginther spoke on the marketing meeting he had with Mike to discuss how the committee could help him implementing some marketing ideas. Knowing the golf pros are allowed to make a certain amount of money teaching lessons – how can the committee open up that cap as they can





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generate a lot of money teaching, spending time on the range talking with people. Dan feels people get a good feeling when they see the pro out on the course rather than behind the counter. Also discussed was the possibility of offering discounts different groups on the Cape (i.e. town employees, firemen, Cape Cod baseball league, policemen, teachers, etc.) during the open tee times between 1:00 and 4:00. Mike stated that the 1:00 – 4:00 rate of $40 will begin Monday, July 20th and will be offered weekly Monday through Thursday. Also, Mike spoke with the Legal Department and they said employee discounts cannot be offered. Dan asked if the pro shop could offer member’s only pricing and, could they order golf shirts without the course logos? Mike stated that along the same lines and reasons for no employee discounts, legal will not authorize a member’s only discount. And he will order shirts without logos. Jim Lawson suggested a discount for all taxpayers/residents. Jim thinks this would be one of the biggest dollar ideas to generate revenue. Terry Duenas presented a quote (see attached) from CF Medical, Inc for a defibrillator for HGC in the amount of $1,671.83. Terry thought the price would come in around $800 so he will research different companies for different prices. David Curley told Terry that he will get pricing to him as for the units that Recreation purchased for Hyannis Youth and Community Center. Jim Lawson asked about the status of the Rangers. Mike said it’s not a budget issue point, but it’s finding qualified people. Mike said the staff continues to monitor the tee sheets. Bruce said the purchase of the rough mower will have a great impact on speed of play. Jim has two specific suggestions for consideration on speed of play – make openings in the fence to pull carts through at the fourth and ninth holes. New Business: Jim Lawson feels from a public relations/publicity point of view, the Director of Golf should be allowed to play in tournaments. A motion was made that “The Golf Committee urge the Town Manager to encourage the Golf Director to play in a limited number of high visibility tournaments each year for the purpose of promoting our golf course in gaining some free publicity”. Dan Ginther seconded the motion. All is favor. The motion passed unanimously. Jim Lawson made a motion:

Move that the Golf Committee ask Barnstable Golf Management to develop a statement of the mission and long-term objectives for the golf course operations. The motion was not seconded. Mike Ghelfi presented the current mission statement and long and short-term objectives. Jim said “he did not have to look any further at what Mike presented for it does not even come close” to what he is looking for. Mike asked Jim to read the first paragraph which is “The Barnstable Recreation Division is committed to providing leisure opportunities to improve the quality of life in our community through exceptional programs and services. The Management staff at Barnstable Golf is dedicated to provide, operate and maintain affordable, attractive and self-supporting public golf facilities while protecting them for the future by maintaining and improving the courses.” Jim took back his previous comment. He asked the committee to review the mission statement and long-term objectives provided and bring comments back to the August meeting. Because the motion was not seconded, it could not be tabled. Jim withdrew his motion. Mary Creighton asked about the Thursday league for women and could it take place this year? Mike said it’s not that it can’t be done; he just wants to make sure he is not shutting members out and he will try and put it in place this year. Bruce McIntyre stated the Beautification Committee has done outstanding job. A new rough mower was purchased ($50,313) for OBF. Lightning struck at HGC and blew out three computers, fax machine, copy machine, the alarm system, and phones. Irrigation computer was covered by insurance so a replacement was hooked up the next day. Bruce presented the financial reports for

Gary’s Memorial Garden (see attached). Bruce presented the five-year OBF capital needs report (see attached). The plan totals $1,363,000 for FY11 through FY15. Mike Ghelfi spoke with Councilor Curtis earlier today who told Mike she would not be attending tonight’s meeting. Leah will be resigning as Town Councilor and will no longer be the liaison to the Golf Committee. She asked Mike to convey to the Committee how much she enjoyed working with them and extended her thanks and gratitude. David Curley acknowledged that Councilor Curtis was very supportive of the Board and the golf course staff and how nice it was to have her on board. She will be missed. Mike Sarne is on board with the First Tee Program. TD BankNorth is sponsoring the First Tee and supplied the program with golf balls and tees. Mike presented the revenue reports (see attached). OBF Actual revenue for June was $160,998 and HGC June revenue was $ 168,783. Jim Lawson asked that Mike e-mail the revenue reports directly to each Committee member rather than go through Terry to forward. Jim would like to see total guest rounds FY08 vs. FY09.Mary Creighton pointed out that handicap and tournament revenue need to be added under HGC. Mary would like to see under rounds of golf the percentage of “heads in the bed”. Public Comment: None Meeting adjourned at 7:12 p.m. Respectfully submitted, Trisha Otto


Olde Barnstable Fairgrounds August 11, 2009 – Minutes

Attendance: Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, and Daniel Ginther Absent: Terry Duenas, Chairperson Meeting called to order at 5:32 p.m. Roll call was taken. Minutes from the July 14, 2009 meeting were approved with the following corrections: Page 1, Public Comments,

3.) Could Mike e-mail rules to members? (In place of “Would Mike to e-mail rules to the members?”.

Page 1, Old Business: Jim Lawson, Mike Ghelfi, Terry Duenas and Dave Curley met with Mark Milne to discuss the basis of the fees charged by the Town. (In place of “Jim Lawson met with……..” )

Page 2, New Business: (First paragraph) A motion was made that “The Golf Committee urge the Town Manager to encourage the Golf Director to play in a limited number of high visibility tournaments each year for the purpose of promoting our golf course in gaining some free publicity”. Dan Ginther seconded the motion. All in favor. The motion passed unanimously. (In place of “Jim brought forth a recommendation to the Town Manager through David Curley, Director of Recreation, that “The Golf Committee urge the Town Manager to encourage the Golf Director to play in a limited number of high visibility tournaments each year for the purpose of promoting our golf course in gaining some free publicity.” Dan agrees with Jim.”

Public Comments: None Old Business: Jim Lawson extended a personal thank you to Bruce and his staff for their rapid response to the suggestion for fences on Holes 4 and 9. Jim passed out an updated Five Year Financial Plan (see attached) that now includes Capital figures. Richard Aliberti questioned if the fee increases suggested on this Five Year plan were recommendations that were going to be presented for FY11? David Curley explained that management has not discussed fees and they may not want to go up on fees. Management will need to discuss the operating capital budget. This plan is only an exercise and David appreciates this exercise. There is a whole number of variables in this plan. David feels we need to look at the dollars available now that the note on OBF has been paid off rather than increasing membership fees. Dan Ginther stated that he thinks rates need to remain competitive. There is a need to find a fine balance. Mary Creighton wants to look at other ways to bring revenue in – i.e. offering specials throughout the year. Jim requested a meeting with Mike and David to review the Five Year Plan and get their thoughts on it.





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Jim Lawson made a motion that “the Golf Committee works with golf course management to develop a mission statement and long term objectives for the golf courses”. Dan Ginther seconded motion. All in favor. Passed unanimously. Richard Aliberti asked about the status of a memorial garden that was discussed last year. Richard asked if the brick blocks that are surrounding Gary Philbrick’s garden could be used by adding the member’s name (Earl Martin, John Murdock, etc.), which would, in effect, enhance Gary’s Memorial Garden. Mike Ghelfi thinks this might upset the people who donated to and created Gary’s Garden. Mary Creighton questions the Board’s authority to oversee this process. Dave Miller stated that the Member’s Association will bring forth ideas for a memorial. Dan Ginther asked if the bog area near one, five and 18 could be marked as water hazards? And, as far as speed of play, could a red line on one and five to speed things up? Make some local rules to speed up play. Mary Creighton suggested printing local rules on the next batch of scorecards. Jim Lawson asked David for his comments regarding Mike being able to play in tournaments. David said that personnel duties rest with management and that Mike will not be playing in tournaments. David Curley reported to the Board that Terry Duenas received better pricing on the defibrillators than David could get so he asked the Board to move forward with the purchase from CF Medical, Inc. in the amount of $1,671.83. New Business: Daniel Ginther asked about the possibility of getting drinking water on the courses on hot days. David Curley said providing water is an expensive program. Dan said when Gary was in charge years back, he made sure on hot days that rangers or starters would ride around on golf carts equipped with water coolers offering cold water to the golfers. Mike Ghelfi said he will talk to Ian Philbrick at the concession to see if he could offer any suggestions. Ideas will come back to the Board for the September meeting. Jim Lawson asked David Curley to forward a copy of the FY11 Budget calendar to the Board. Mike Ghelfi reported that the Gary Philbrick Tournament will be held on August 12, 2009. Two-day member/guest will be held this upcoming weekend. The Mid-afternoon rate of $40 after 1:00 is in effect at HGC. Richard Aliberti requested signs on trees for walkers indicating location of certain holes at HGC. And, would Mike please find another location to hang the Sr. Championship plaques for better visibility. Currently they are hung where people cannot see them. Lastly, could we offer some competitions for the juniors so names can be added to the plaque? Bruce McIntyre reported that HGC will be closed for irrigation work on August 17th and 18th, and OBF will be closed for the same purpose on August 24th and 25th. The senior tees are in place. The motor burnt out on the submersible pump; replacement costs between $18,000 and $25,000. Bruce expressed his thanks to Judy Souza and the Beautification Committee for all of their time and efforts. David Curley informed the Board of David Herlihy’s (former Board Member) passing. David stated that David was a nice man and an asset to the Board. Daniel Ginther made a motion to adjourn. Seconded by Jim Lawson. All in favor. Meeting adjourned at 7:05 p.m. Respectfully submitted, Trisha Otto


Olde Barnstable Fairgrounds September 8, 2009 – Minutes

Attendance: Terry Duenas – Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, and Daniel Ginther Absent: Jim Lawson Meeting called to order at 5:33 p.m. Roll call was taken. Minutes from the August 11, 2009 meeting were approved. Public Comments: None Old Business: Mike Ghelfi presented the revenue and expense reports (see attached) for July and August 2009. July 2009 revenue at OBF was $210,100 - down $33,000 from projected; HGC - revenue was $187,177 - down $22,103 from projected. August 2009 revenue at OBF was $166,652 – down $39,738 from projected; HGC revenue was $152,376 – down $51,224 from projected. As a team, the management along with David Curley, reviewed the revenue and expenses and realized the need to reduce expenses internally. Because of the economy, they decided measures needed to be taken. The additional reduction at OBF totaled $153,471 and HGC totaled $96,427. These adjustments affected seasonal salaries, capital, and some maintenance expenses. Mary Creighton asked if there are any plans to close one of the courses this winter. Mike replied that one of the courses will be closed, but the decision for which one and how long has not been decided. Terry Duenas expressed how bad he felt that some of the full-time employees had to go to 9 month positions. If there was some other way to save money other than by this means, he would definitely do it. Judy Souza asked if the two pros are working for their salaries. She said she sees them at the counter a lot. Mike explained that although she may see them at the counter their time is well spent being involved in tournaments and many other responsibilities. Dan Ginther stated that the pros actually took a bigger cut when their positions went from full-time to nine months. Not only did their salary decrease but so did the time they had to give lessons. Richard Aliberti asked if Sr. Tees could be placed at HGC or could the whites be moved 50 yards up - closer to the whites. Bruce McIntyre reported that the aerification has been completed. Bruce explained that he applied a new fertilizer, less costly than the organic which is usually purchased, resulting in fertilizer burn. Samples of the fertilizer have been sent for testing to make sure what was ordered was what was actually in the bags. Bruce has confidence that John Deere (fertilizer vendor) will come through and help with the repair process.





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Dan Ginther read an article on the USGA website explaining that all courses in the northeast region, because of heavy rain and cooler temperatures, are experiencing problems with their greens making turf management difficult. Bruce is unhappy with the negative comments he is receiving from members while the aerating is going on. They should understand that it has been two years since the last aeration – the staff is trying to do the right thing and everyone is upset. Mid-August thru September is “make or break” for golf courses in the Northeast. For the last two years Bruce has been managing greens only – lack of staff, lack of time, lack of equipment. Mary Creighton asked Bruce if it is possible to communicate with members regarding course conditions on the website. Bruce said yes, it can and will be done. Dan Ginther spoke about placing memorial bricks in the bag drop off area. A person purchases a brick and maintenance will place the bricks. Richard Aliberti suggested placing memorial bricks in the walk area near Gary Philbrick’s Memorial. Richard is going to call Diane, Gary’s wife, to ask her feelings about placing bricks near Gary’s Memorial. If she does not want them there, then that will be the decision. Management will make the final decision after Richard talks to Diane. Mike Ghelfi just received a box of red lateral hazard stakes. They will be put in left of hole # one and right of hole # five. Left of # 18 is questionable. Billy Goff (maintenance staff) drove around the course a couple of times a day on real hot days and gave out water to the golfers. Ian (manager of the concession) told Mike that if a golfer shows his starter receipt at the concession, he will sell them their first bottle of water for half price. New Business: January 2010 rate discussions will begin in September. Dan Ginther offered to donate a hand-made bench (4 X 4 pressure treated) for one of the holes. Mike Ghelfi applauded Judy Souza and the Beautification Committee for their help. The First Tee Program held their tri-match (First Tee of MA, First Tee of NY, and the First Tee of Ireland) in New Jersey. Molly Marcotte, a participant from OBF’s First Tee Program, was on the First Tee of MA team that placed second overall. Dan Ginther made a motion to adjourn; seconded by Richard Aliberti – all in favor. Meeting adjourned at 6:40 p.m. Respectfully submitted, Trisha Otto

Town of Barnstable Golf Committee

Special Meeting – 2010 Fee Rates Olde Barnstable Fairgrounds October 27, 2009 – Minutes

Attendance: Terry Duenas – Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, and Daniel Ginther Meeting called to order at 5:30 p.m. Roll call was taken. David Curley opened the meeting welcoming those in attendance and thanking them for their interest and input. The fee hearing is scheduled for November 17, 2009. David Curley will make recommendations to the Town Manager. Mike Ghelfi presented management’s recommendations for 2010 fees (see attached). In the interest of keeping as many members as we can and in comparing with other courses in the area, all fees are recommended to remain the same except as follows:

Non – resident annual pass from $1,500 to $1, 100 Handicap fees – Adult from $37 to $40 Cart rates: Pass Holder 18 holes at OBF from $16 to $17 and HGC from $14 to $15 Pass Holder Handicap at OBF from $12 to $13 and HGC from $12 to $13 Public 18 holes at OBF from $18 to $19 and HGC from $18 to $19 Public 9 holes at OBF from $9 to $10 and HGC from $9 to $10 N/R Green Fees: May 28-Sept 6 OBF daily from $60 to $61; HGC from $50 M-Th and $61 F-Sun to $60 daily Sept 7 – Oct 24 OBF from $60 F-Sun/Hol to $61; HGC from $55 F-Sun to $61 1/2 hour Golf Lesson from $40 to $50 with $5 being paid to operations

Committee Comments: Mary Creighton stated that Mike did a great job putting the recommendations together but asks if there is enough revenue to run both courses without raising rates. Mike feels confident especially with the debt service at OBF being paid off. Dan Ginther is pleased to see the non-resident rate decreased. He does not see a lot of imagination put into the cart rates - $1 increase across the board really does not do anything. He does not see anything to do with punch cards. He feels the rates for an additional family member should have been increased. There are about 230 couples currently and, if the rate was increased by $35, that would bring in over $8,000 in income. In reference to the daily rate, some people who do not play a lot may opt to pay the daily rate rather than the $800 yearly fee and they will come out ahead. Last comment is on the half-hour golf lesson – the pros have a limited teaching time. He thinks there are opportunities





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for additional revenues if agreements are looked at. Look into the “dead time” between 1:00 and 4:00. Attract people with lower rates. He is not pleased with the rates other than the non-resident change. Richard Aliberti is satisfied with the recommendations. These are tough times and it is reflected in the rates. He agrees with Dan to offer specials during open/dead times in the afternoons. There is money to be made. Mary Creighton stated that the course for non-resident rate tee times, Monday through Thursday, is played at 40 - 50% capacity every day. Jim Lawson asked Mike to adjust the cart rate for the pass holder for 9 holes as there was no increase. Jim shares a lot of Dan’s concerns. Rates were tweaked and do not address the revenue problems. He asked Mike how much is in Capital for the 2011 budget which Mike stated would be about $150,000 for the two courses. Jim commented on the five-year capital plan that was discussed in a prior meeting and with a $20M asset (two courses combined) and putting nothing into capital does not allow you to maintain the asset. Need to figure a way to put more into capital. Terry Duenas agreed about being concerned with capital needs; income vs. expenditures. Need to look at creativity in these times. Public Comment: John Heslin: Inquired about the administrative fee breakdown and has it even been broken down. Terry Duenas explained that the administrative fee is charged to every enterprise account and it is computed by a formula. It covers services that the golf courses use in the town, such as accounting, human resources, purchasing, information technology, insurance, retirement, etc. John asked about a food cart operating out on the course. Terry stated that would be the responsibility of Ian Philbrick, manager of the concession at OBF and Mr. Keefe at HGC. Jim Lawson disagreed slightly about the administrative charges. The formula is kind of fuzzy and not concrete. It’s a way to get funds back to the Town to some extent. He would like to take a marginal approach asking what costs the golf course operation adds to the Town budget. It would be a much smaller figure. If the golf course disappeared and went away, how much would the town save? That answer is much less that what is being charged. Steve Morrison: Asked if the charge is consistent on a year to year basis. Terry believes that it is but is not entirely sure. David Munsell: Offered his congratulations to the Board – they do a great job. In looking around he sees a lot of programs offered to the youth and the older generation has the golf courses. He asked if someone could look into subsidizing golf courses, maybe through grants, to offset some of the expenses incurred annually. He would like someone to look into revenue options. Brian Conway: Commented on how well both courses are maintained. He would like to give Ian an “atta boy” for a super job in the concession. Regarding slow afternoon play, Brian thinks management should look at cutting costs a bit and maybe offer a “four for three” deal. Michael Gerling: Asked how much revenue the First Tee Program brings in and are we expecting that to go up or down next year. Mike answered that OBF receives a $5000 hosting fee per year. He also commented on Dan’s comment on handicap fees. It seems like an easy way to jab the members, make a little money. When he first joined it was $5 then jumped to $10 to cover new equipment but it appears that the same computer is still being used. He feels it’s an easy mark. Thirdly, he has not seen an increase in the Junior Fees in a couple of years and feels it’s the best summer camp here on the Cape. Increases should be shared equally. And, during the slow time, thinks the “four for three” is a great idea. He sees a lot of work with merchandising with marketing the course and what are the plans for doing more of that? Regarding raising the pro fees and taking $5 away. He thinks the pro has worked hard to earn that title for PGA professional that it’s not right to take the $5. Terry Duenas gave kudos to Dan Ginther for all of the marketing research and ideas he has given to date.

Dan Ginther asked when the contracts are up for the carts. If they are ending this year and we will be entering into new contracts and rates will be increasing, then he can see us keeping the rates the same or increasing. If there is a static price, and we are losing money, offer an incentive to take a cart to the players. What avenue is there if the new rates fail and we are still looking at a deficit? Can the Board go back to the Town Manager? Ed Polaczak: Regarding the handicap fees, there are programs available on-line that cost less money. Can members use this program and submit the results or are they held hostage to the MGA program at OBF? Mike does not want to say they will be held hostage but he knows it’s the one that the majority of courses on Cape uses. Will OBF honor a handicap coming from another course? Mike will have to look into it. Mary believes some people use their Florida handicap. Patsy Bates: Said she knows of two women who dropped out of a league because their handicaps from Florida were not accepted. Gary Blazis: Brought up the possibility of a punch card – it was eliminated in the past. His thought being now that people have said they do not want to join as a member but would purchase a card to play ten or twenty rounds. They really never use anywhere near what they paid for. It would be a new way to bring in revenue. John Walsh: The handicap fee to members is $40, but what is the golf course charged for this fee? Mike answered that it’s $25 - $26 by the MGA. Terry Duenas polled the audience asking them if a $25 increase in the annual membership would deter them from joining. A couple of people raised their hands. Tom Michael: When the course was initiated, three opportunities were going to be offered:

1) Opportunities for senior citizens 2) Attraction for tourism 3) Provide money for the Town

The senior population remains. He was very pleased when Mike presented the fee recommendations and the sensitivity for not increasing the fees. Mort Zajac: Suggested offering a member/guest discount. Also encourage members to play during the slow time and maybe offer a free cart. Steve Kies: Complimented Mike for not raising the rate. When Mike identifies the capital needs, maybe the Membership Association will be able to assist. He feels there is a need to attract more members such as a “Nine and Dine”. Dan Ginther: Repeated a suggestion from an earlier meeting that the Pro Shop offer a Town Resident discount on purchases. Stan Jones: Explaining the profit and loss from the pro shop. Take what buy it for and then what you sell it for to see the profit. Jim Lawson: Whatever the revenue is, if it drops by 20% then management has to keep the expenses in line. Will do whatever it takes to come in under the revenue. Breaking even is not necessarily a good thing. Need some kind of an increase in rates. Want to maintain a facility that is attractive to the outside. Tom Michael: Referring to the administrative fees – are these are arbitrary and up for discussion? Need to take a closer analysis and look at departments that have higher budgets – maybe one area can be adjusted. Brian Conway: Additional revenue with a cart pass could be an option. Charge an annual fee for a cart pass – i.e. $200. Clyde Takala: One advantage to the cart pass is the course has the money up front. And regarding capital expenditures – 3-4 years ago there was talk of a machine on the driving range for golf balls. He has seen people walk on the starter shack and take a bucket of balls. Terry said there has been discussion about the ball machine in past meetings.

Mary Creighton: Asking management to please look at the punch cards. There has to be a way to handle them through the Pro Shop. She thinks we are losing out on a lot of people by not offering them. It was tabled last year but she would really like to see them offered. Steve Kies: Consider the possibility of offering a Monday through Thursday member rate? Or a Monday through Friday? Play for $600 Monday through Friday. Jim Lawson: The increase in the rate for lessons – need to take a second look. Through the three months of FY 10, 34% behind last year on lessons. To raise that rate from $40 to $50, he would not do that. Terry Duenas made a motion to adjourn. Seconded by Mary Creighton. All in favor. Meeting adjourned at 6:48 p.m. Respectfully submitted, Trisha Otto


Olde Barnstable Fairgrounds November 10, 2009 – Minutes

Attendance: Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, and Daniel Ginther Absent: Terry Duenas, Chairperson Meeting called to order at 5:30 p.m. Roll call was taken. Minutes from the October 13, 2009 meeting and October 27, 2009 (Special fee hearing) meeting were approved unanimously. Public Comments: None Old Business: 2010 Fees Dan Ginther commented on the amended fee schedule presented by Mike Ghelfi (see attached) that indicates the handicap rate remained the same as last year, the correction was made on the 9-hole pass holder cart rate and golf lessons remained at $40 rather than the $50 that was presented at the last meeting. Dan still is not understanding the reason why punch cards cannot be offered – is it administrative problems, computers or cost based? Mike Ghelfi explained that it is cost factor. Mike called around to other courses and we are the only course that offers a resident discounted rate, so why discount a discount? Plus the cost of the punch card comes out to the same as the resident rate in the end. The tee-time factor also comes into play. In order to service annual pass holders paying $800, he does not want them to get kicked out of a morning tee time because a punch card holder has taken that time. However, punch card holders can play in those times with a member now that members are allowed to bring a guest. Mary Creighton stated that the board could articulate, if asked, “it’s really the same - you don’t have to buy. You can’t make a tee time during the member time but you are probably going to be playing with members who can make a tee time”. Dan Ginther asked, if the pros are giving lessons on their own time, why does that money have to go through the Town and not directly to the pros. Mike explained that it is a legal issue. All money passing hands must be accounted for and go through the proper channels. Richard Aliberti suggested we opt for the higher end of the scale when the course is completely empty in the afternoon. He liked the suggestion at the last meeting for a special rate for a member and guest. During the height of the season – charge $20 plus $9 for a cart on Wednesdays, other days $30 plus a cart. Then, if there is an overwhelming response, raise the rate up $5, $10 or $15. With the economic times, people are straining. If members start bringing guests in, maybe the guests will join. He feels the proposed $45 mid afternoon rate plus a cart is too high at a $54 total. Jim Lawson asked Mike what the estimated revenue impact will be on each of the proposed rate changes. Through David Curley, the estimated revenue is around $25,000 to $30,000. Jim stated





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that this is not a lot of revenue to be added given the situation. Jim feels if you raised the annual pass rate and additional family member 5%, that change alone is worth $36,000 in additional revenue. He does not see how that cannot be touched. Mike feels that by raising fees, we may lose members. Mary Creighton is not sure the increased rates will meet the expenses. Mary knows that Bruce made so many cuts throughout the year – staffing, fertilizer, closing a course – she just cannot see another year come with cuts being made monthly. Dan Ginther reviewed some of the financial reports regarding personnel at OBF - October at $62,000 was the second highest month of the year (June was highest at $82,000); HGC in October was second highest month at $60,000. David Curley stated that he is highly confident that the courses will always have enough revenue to cover their costs. The $200,000 in debt service is now freed up allowing more latitude for the capital area. Mary Creighton feels the need to set the budget before setting the rates. Jim Lawson feels the revenue meets the budget because so many cuts are made during the year. This year alone the rough, rangers and fertilizer had issues. Because there was no money to purchase a rough mower, the rough was too high, too thick and frustrating for people who played the course. There were 5 – 5 ½ hour rounds because there were no rangers on the course. And then, Bruce having to purchase $23 a bag fertilizer rather than $50 a bag resulting in the fairways being burnt. David Curley is proud of his staff and its conditions and it is frustrating for him to sit at these meetings and hear negative comments. David spoke at the Osterville Men’s Club this past month and it was such a pleasure to hear the positive comments he received about HGC and OBF. David feels great about these courses. We are in hard times and his staff is making it work. The users seem to be very satisfied with the golf product. He hears the Board’s frustration and he does not agree with it. He feels bad about the frustration but he feels good about the Town of Barnstable golf courses. He is disappointed that the Board is not as upbeat as he is. Clyde Takala commented that he is a member of the Osterville Men’s Club and he and the members play in many events in the spring and fall and if the members had to make a choice on all the different courses, they would all rate equal to OBF and HGC. Mary Creighton stated that she is not saying the courses are not great. She is just saying that it’s hard to set a rate without a budget to match it to. Mary asked when the numbers are plugged in, where will we make it up so the two lines (expense and revenue) are equal? Mike explained that if the debt service was not going away, the Board would see more increases in the proposed rates. Mary asked why the rate on mid-afternoon play is $45 on September 6 but $50 on September 7? Mike said he was trying to target the summer time frame when posting the rates. Jim Lawson asked, going back on the annual pass rate, is it correct to assume that if the rate is raised by 5% ($40) times 900 members equaling $36,000 in revenue, Mike thinks we will lose 45 members. Mike said, this year alone we lost 100 members and Jim replied that we lost them without raising the rates. David Curley informed the board that the fee hearing has been changed to December 1, 2009 at 11:00 a.m. Judy Souza asked if the Board if there could be consideration to an increase in the Junior Pass to $250 or $275. Mike said in comparison to other towns, we have the highest rate. David Curley explained that we like to subsidize the youth of the Town. Jim Lawson entered into record the following motion regarding the Board’s standing on golf course management’s proposed 2010 rates: The Board accepts all of the rates as presented except for the annual adult pass, the additional family member pass, and the prime time rate for non-resident green fees (recommended at $61). Dan Ginther seconded the motion. All in favor.

Defibrillator will be ordered by December’s meeting. Mission and Objectives has been tabled until the December meeting. A copy of a draft presented by Jim Lawson will be sent to the Board for their review and will be discussed at December’s meeting. New Business: Dan Ginther spoke to Diane Philbrick to set up a meeting to discuss adding memorial bricks to Gary’s Garden. Diane felt there is no need for a meeting. She spoke to her children and they all agreed that no one be excluded from purchasing a memorial brick. Gary loved all the members and she wants all members to be included. Diane asked if Dan and the committee could research back to the opening of the course and contact family and friends of deceased members to make them aware of the memorial. Dave Miller said this would be a hard task to complete and suggested that ads be placed in the newspaper asking for people to come forward. Dave said he would place an ad in the monthly newsletter. Dan has been in contact with a company called Will Sand. Come early spring, Dan and the committee will work with this company to come up with a plan for the memorial. Dan is thinking a nice location might be near the bag drop-off area. Dan gave all of the art changes and committee contact information to Ian regarding the new restaurant sign for the roadway so Ian can move forward. Clyde Takala told the Board that the Cotuit Athletic Association has a brick walkway at Lowell Park that the committee could take a look at when planning the memorial bricks for the course. Paul Logan would be a contact person. Richard Aliberti asked if Member’s Association applications could be mailed out with golf course member mailings. David Curley explained that it is considered endorsing and is not legal. Richard is asking for assistance in letting people know about the Member’s Association and the vital role they play in aiding the golf course such as the Beautification Committee and the scholarship program. There is nothing that can be done through the Town. Mike Ghelfi expressed his thanks and appreciation to Dave Miller and the Association for their assistance with the Turkey Open. Bruce McIntyre reported that fall maintenance has begun. The seasonal staff will be gone at the end of next week. The end result of the fertilizer burn reported in August is that John Deere issued a credit for $7,500, which was used to purchase the fall fertilizer. Richard Aliberti asked Bruce about creating a new tee at #18. Bruce explained that it would have to be totally reconstructed. This would involve moving the irrigation lines and would have to be budgeted. Dave Miller asked Bruce if his staff could inspect the original fences, especially the high ones, on the course. He leaned on one at #9 and the whole fence collapsed causing him to fall on his back. Bruce said he would put his staff on that. Mike Ghelfi presented the Manager’s report (see attached). Richard Aliberti made a motion to adjourn. Seconded by Jim Lawson. Meeting adjourned at 7:07 p.m. Respectfully submitted, Trisha Otto


Olde Barnstable Fairgrounds December 8, 2009 – Minutes

Attendance: Terry Duenas, Chairperson, Mary Creighton - Vice Chairperson, Richard Aliberti, Jim Lawson, and Dan Ginther Meeting called to order at 5:32 p.m. Roll call was taken. Minutes from the November 10, 2009 meeting were approved with the following amendment: Jim Lawson stated that not all of his comments pertaining to his frustration (Page 2, fifth paragraph) were included in the November minutes and he would like them to be entered into the minutes as follows:

“The whole discussion about we always keep our expenses in line. Because we cut the sh** out of the budget to do it. Just a few examples that illustrate the issue here is the rough, the ranger and the fertilizer thing. The most important asset we have is our reputation. Two-thirds of our revenue comes from outside people. We want to have a good reputation with that population. Up through about half the year, because we could not afford to replace an old mower that crapped out, we have rough too high, too thick, and it was frustrating to play the course. The ranger thing – we had 5 to 5 ½ hour rounds throughout busy times of the year because we did not have rangers on the course. And, the new budget starts in July so we put them on the course for two days a week for about four weeks and then “boom”, reality set in with the new year’s revenue and they were gone. And then this fertilizer is the latest thing, and if I am reading it right, we are basically forcing Bruce to pay $23 a bag where he would have normally bought a $50 bag of fertilizer and we burnt out half the fairway. So what does that do to the people from outside that come to play the course? In terms of the mentality needed to run this thing as a business, it isn’t there. Okay? It isn’t there and it’s really frustrating to sit here and watch it not be there.”

Public Comment: Dave Miller asked about the status of the defibrillator for HGC. Mike Ghelfi will follow through with Terry Duenas to see that it is ordered. Old Business: Golf Course Mission and Objectives will be moved to February 2010’s agenda. Jim Lawson requested to speak about the rate hearing held in December. Jim submitted into record a letter (see attached – dated November 12, 2009) that he sent to John Klimm after the





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last golf meeting but prior to the rate hearing. Jim made comments at the hearing regarding management structure (see attached) and also followed up with an e-mail (see attached). Jim stated that he is being outspoken about the way things are done, but his time here is limited. His term is over in June 2010 and he will be moving to Florida. He is going to tell it like it is until his term expires. He said there is nothing personal in any of his statements. He sees a lot of things that he thinks should be run in a different way. Terry Duenas feels it is very important to get that information out. He likes when Jim puts his communication out as a citizen and not necessarily as a reflection of the committee. Terry said that one of the things that the Committee makes sure they do is get the information out within the committee, discuss it, and come to a consensus when recommendations are brought to Mr. Klimm annually on the rates. The committee does have to make suggestions if they see things in management that they think would be better and these suggestions go to Mike and it’s his responsibility to evaluate them. The Committee has made great recommendations i.e. the Pro-Shop, points on protecting assets, maximizing revenue – valid solid points. Terry is not sure if there is any positive input about saying to restructure the Town Hall. Terry feels there is a huge benefit having David overseeing Recreation as a whole. He does not see where else Golf would fit in the town management structure. Jim feels four levels of management are too much. Terry explained although the letters submitted by Dan and Jim have valid points, some of there were already discussed. Terry would like to see the communication unless it’s strictly another issue. When the communication is under the guidelines of the committee, it will fall down to Terry from the Town Manager and he will be asking whether the issues are discussed at the meetings. There is a need to provide a more unified front. Richard Aliberti stated that Jim is right when he looks at it as a business. Richard looks at it as enhancing the community and you don’t have to always look at the bottom line. Managements has other responsibilities and he does not see the layers of management as a major thing. But the committee has to be involved with capital improvements. Dan Ginther commented on the management tree. He also has looked at it and was concerned about the levels, who was making the decisions and where they were coming from. He was not aware of the Community Service Director. The Committee makes suggestions month after month and Dan is not sure if those suggestions go to Mike. Dan feels there are too many levels. In looking at the Recreation website, Dan came across the 2001 Golf Audit that indicates issues faced in 2001 are the same issues facing us today, i.e. signage on highways, pace of play, etc. Dan feels the course needs more $10 clerks and less of the higher paid staff. With only one course open for the winter, why keep the higher paid ones on? It bothers him that management is making this decision. Management should be training the rangers. He too is frustrated with the levels of management. Terry Duenas agreed with Jim and Dan that the golf course is a business. Regarding some of the concepts about management and upper management, Terry feels upper management is the quality of people that we need to keep on a year-round basis. Lower workers are the ones that are more transitory. In the height of the seasons, we need quality people. Terry does not see any problem when ideas are brought to Mike. He does not worry too much about going up the line to David, Lynne and John. Dan asked if copies of minutes should be forwarded to John Klimm so that communication does not break down. Terry explained that the structure of this style of administration is to trust your managers. John Klimm does not need to know every aspect of the golf course. If he starts hearing about problems or getting feedback from his managers, he will react.

Richard Aliberti agreed that people under the Town Manager bring problems to him. He is only as good as the people under him. To go over management to the Town Manager is not the way to go. Richard has been on the committee for 6-7 years, and he has always gone to Mike (or the other Mike) and it would be resolved. David Curley stated that the Town Manager expects things to run through Mike and that process works well. The Board could not come up with a vote for the fee hearing which resulted in nothing being brought from the Board and that caused a few problems. Now fee issues are being brought forward without full discussion (including public input) and that process may not be appropriate. Terry Duenas felt the Board did their due diligence to get input from members, community members and golf management. Terry felt that what was brought forth to the Town Manage was very appropriate for fee increases. David Curley stated that he supported various fee increases and would have liked to have a positive or negative Board vote, but it did not occur that way. Terry felt the consensus from the members was that they did not want to see the rates raised. But, he says they do not see the Board’s side. Jim Lawson says the perspective that the Board has to apply that the members do not apply is that revenue is needed to accomplish the mission statement. Members do not see that from their standpoint. Jim also asked if there will be any changes made within the pro-shop as far as product pricing. Jim feels that prices are too high and people choose to go to a competitor and pay less money. When it comes to buying golf items, he chooses to shop where he can get it for less, which means he does not buy from the pro shop. Dan Ginther feels the stock is not rotated thus the same clothing items remain on the rack season after season. David Curley feels the pro shop cannot compete with Edwin Watts or Nevada Bob’s but is open to try new things and see what works but would leave the decisions to Mike and Merry. Terry Duenas thinks the push for new marketing ideas will help the revenue stream. HGC is a great tournament venue and should be used for such. Richard Aliberti asked David if Mike has the authority to coordinate and set the rate for “specials” and David said Mike does have that ability without having to go to the Town Manager. Dan Ginther asked Mike if he could perform a statistical analysis for p.m. rate play from the point of sale receipts. Mike said that this is possible. Dan offered to review the tapes and set up a spread sheet for this report. David Curley commented on the letter submitted (see attached) by Dan Ginther. The Town Manager would like the Committee to review the ideas in the letter over the next couple of months and then submit comments to him. Jim Lawson is surprised that the budget is not being reviewed by the Committee before being submitted. Jim said according to the Charter, the committee is supposed to be a part of the process. This was discussed last year and now here we are and the Committee was not part of the process again. Jim said if the Committee is going to participate in the budget process they need to be a part of it before it’s submitted. This is one of the reasons why Jim gets so frustrated when coming to these meetings. Mike will supply a copy of the budget submittal to the Board for the January 2010 meeting. What Jim would like to see is not how the budget for FY11 compares to the budget of FY10, but how the new budget compares to what the estimates are for FY10. The budget for FY10 was prepared a year ago. As of today, we know much better how we are doing in FY10 so it makes more sense to compare it to where we expect we will end up.

New Business: Mike Ghelfi presented the Manager’s Report (see attached). OBF will be closed from December 25 until February 28th, but HGC will remain open. Mary Creighton asked if people will have to take a cart. Mike said yes they will but the carts will be offered at a $12 rate. Jim Lawson thinks Mike could reduce the rate more than $3. Mary Creighton commented on Dan Ginther’s comment regarding the $10 clerks behind the desk. Mary said she would take multiple $10/hr clerks compared to some of the $15/$16 clerks that we have behind the desk. It’s the first impression that we need to make with the public. Public Comment: None Mary Creighton made a motion to adjourn. Seconded by Dan Ginther. Meeting adjourned at 7:13 p.m. Respectfully submitted, Trisha Otto


Olde Barnstable Fairgrounds January 12, 2010 – Minutes

Meeting called to order at 5:30 p.m. Roll call was taken. Attendance: Terry Duenas, Chairperson, Mary Creighton - Vice Chairperson, Jim Lawson. Absent: Richard Aliberti and Dan Ginther. Minutes from the December 9, 2009 meeting were accepted and approved. Richard Aliberti arrived. Public Comment: None. Old Business: Mike Ghelfi introduced his staff in attendance: Bruce McIntyre, Chris White, Lisa Peterson, and James Bentley and thanked them all for their hard work and assistance with the budget preparation. Discussion of FY11 budget submittal. Mike Ghelfi presented and reviewed the submittal (all copies attached). Total budget submittal for OBF is $1,608,365 and HGC is $1,445,170. Jim Lawson analyzed the y-t-d figures and has no major problems with the proposal for FY11. The figures are getting closer to being realistic. Jim has an issue with the split of memberships at 50 – 50. Jim feels the pro shop is still too high – both the projection for FY10 and the budget for FY11. Versus 09, through five months, 18% below on equipment and 9% below on clothing. Mark Milne provided Jim Lawson with Proforma Funds Summary (ten year plan for the Town) that showed debt number and charges ten years out and the proforma indicates that the charges to HGC were not supposed to start until 2012 yet they are showing on the 2011 sheets provided by Mike. David Curley spoke with Mark Milne and he may consider removing the $25,000 charge to General Fund for FY11 but the $50,000 for open space is a firm number and will remain. Jim asked Mike how much of the salary line is set aside for rangers? Mike said he has earmarked $4,000 - $5,000 for rangers.





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Jim Lawson presented a revenue report using a different breakdown than is currently in place (see attached). Jim feels the splitting of the revenue only masks the problem. He feels the revenue should be reported so it shows how bad HGC really is. He feels reports should indicate that money is being taken from OBF to support HGC. Jim does not want anything taken out of the expense budget from HGC. Report it in a reasonable way – split the revenue 50/50, do the town charges 91/9. David Curley explained to Jim that there are a lot of charges related to OBF – Bruce could be spending more time at OBF than HGC, Lisa could be doing more financials that need to be charged off to OBF, thus their salaries need to be charged as such. Lisa Peterson explained that the rounds at HGC are increasing and that is why they feel comfortable going forward with the 50/50. With the expense end, and transfer to general fund she would like to see that even off. The way the debt service is level and increases for the land bank, that precludes the expenses from being split. Jim understands that, but they way it is being reported right now, it indicates that HGC is doing okay. David explained that it gets into a lot of different expenses that will get thrown over to OBF from HGC. Terry Duenas does not want to show accounting that makes HGC look likes it’s in horrible shape. He thinks the two courses are a major benefit for the town. Terry complimented the staff on a great job in making the budget balance in a tough situation. Terry entertained a motion to approve the proposed FY11 budget. Mary Creighton made the motion to “Accept the proposed FY11 budget”. Motion was seconded by Jim Lawson. All in favor. Recreation Division will order the defibrillator for HGC. Richard Aliberti reported that the First Tee National School Program met its goal by raising $15,600. The program received a great response from the community. New Business: Jim Lawson commented on a sentence in an e-mail that was sent out in December regarding the closing of OBF for the winter months. The sentence reads “Anyone caught playing golf at OBF will receive a warning. Repeat offenders will be referred to the Director of Golf.” Jim said that last thing you want to do is talk to members like parent/child. Jim feels this is terrible communication and the person who wrote it needs an attitude adjustment. David Curley accepted Jim’s comment as “understood”. Michael presented his Manager’s Report (see attached). The Town Manager would like the Board to being their meetings “live” within the next couple of months. Unfortunately, the second Tuesday of the month is not available. Trisha Otto will send out a form listing available nights. The Board will then choose a night that works for everyone. The February meeting will be held as scheduled at OBF on February 9, 2010. Public Comment: None Jim Lawson made a motion to adjourn; seconded by Richard Aliberti. Meeting adjourned at 6:53 p.m. Respectfully submitted, Trisha Otto

Town of Barnstable Golf Committee Meeting Olde Barnstable Fairgrounds February 9, 2010 – Minutes

Meeting called to order at 5:30 p.m. Roll call was taken. Attendance: Terry Duenas – Chairperson, Mary Creighton – Vice Chairperson, Jim Lawson, Daniel Ginther. Absent: Richard Aliberti. Minutes from the January 12, 2010 meeting were accepted and approved. Public Comment: None Old Business: Terry Duenas informed the Committee members that their monthly meetings were to be televised and they could either meet the 4th Tuesday of the month at 5:30 pm or the 3rd Wednesday of the month at 5:30 pm. Mary Creighton asked if other times were available for the meeting. Terry Duenas said there were not a lot of days open to meet; he said he would further look into the 4th Tuesday of the month. He was concerned about the size of the meeting room. If they had a large meeting they would have to request the Town Council Hearing Room to hold a large meeting. Terry asked Jim Lawson to read his Mission and Objectives he had drafted for the Golf Courses. See Attached. Terry thought Jim did a nice job. Mary said that objectives are usually measured. Jim Lawson said it was an over all mission with long term objectives that support the mission; they are not measurable objectives. Dan Ginther suggested a few changes in the objectives: #2 to include “members” before “outside” play and include “value received” on course condition. Terry thought they were very broad objectives that fit. Mike Ghelfi said the Annual Town Report lists short and long term goals for the Golf Courses. What do these objectives have to do with the ones all ready in place. Jim thought that Mike should distribute copies of the goals listed in the Town Report so they can go over them. Jim thought the Golf Courses should have a common set of objectives; long term and measurable. Bruce McIntyre said that their goals and objectives change year to year depending upon budget and finances. Dan asked what the marketing budget was for each course. Mike said about $16,000 - $20,000 per course. Mary said it is advertised a lot by word of mouth. She asked if a survey could be done to rate the play at the two courses. Dan suggested giving $5 off for completing the survey. Merry Holloway said that she liked the objectives written by Jim Lawson. She





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said that is what they strive for everyday. Dan suggested including a word in objective #4 to read: promoting “lessons” and the use of the driving ranges. Merry suggested using “player development”. Terry said that the Town Manager will look at these objectives favorably and break them into annual goals and incorporate them into the mission and annual goals. Jim suggested that each year they focus on one specific objective. He asked Mike Ghelfi to send a copy of his goals that are to be put into the Annual Report to each committee member before the next meeting so they can review them. Manager’s Report: Mike Ghelfi presented his report (see attached). Bruce McIntyre informed the committee that he was taking down dead trees, weather permitting, at Hyannis Golf Course. Large trees that are too close to the greens are coming down to improve sunlight, drainage, etc. They will be continuing to do so all winter. Mechanics are out straight with their equipment. And they want the golf course open as much as possible. Terry said that they have not had any complaints of Olde Barnstable being closed. New Business: Mary asked if the defibrillator was ordered. Mike said that Patti Machado has put the order in at the Red Cross and it should be here in March. Mary said that regarding an email that went out she wanted the committee to know it is a privilege to play at Olde Barnstable Fair Grounds. Also, she suggested that the staff use survey monkey to create a survey and put it into the golf carts for members to rate play. Jim said that he emailed a proposed calendar for the year for the committee members. Jim made a motion to accept the calendar of annual events, seconded by Dan, the committee voted and it was passed unanimously. There will be no meeting in March and April’s meeting will be determined. Public Comment: None Mary Creighton made a motion to adjourn, seconded by Jim Lawson, the committee voted and it was passed unanimously at 6:30 p.m. Respectfully submitted by Samantha Garfield


April 13, 2010 – Minutes

Meeting called to order at 5:30 p.m. Roll call was taken. Attendance: Terry Duenas – Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther. Absent: Mary Creighton – Vice Chairperson. Minutes from the February 9, 2010 meeting were accepted and approved. Public Comment: Dave Miller informed the committee of the Members’ Association Annual Meeting on May 5 at Hyannis. There will be a Taylor-Made driver given away and those in attendance will receive free golf balls from Taylor-Made. Old Business: Terry Duenas informed the Committee members that there is still no liaison to the Town Council. Terry offered an option that the golf committee could be rolled into the Recreation Committee. Terry will be discussing this with the Town Manager in the coming weeks. May golf committee meeting is TBD, but may be taped wherever it is. Terry asked for thoughts on this. Jim thinks it is a terrible idea as there is too much to cover at our meetings. We would be one piece of the Recreation agenda and that would take a lot of focus and attention away from golf. Richard agreed with Jim and said there is too much money in golf and being combined with recreation would minimize our importance. Dan also agreed that it would be too watered down and we wouldn’t have the time to discuss our issues unless the Recreation meetings were lengthened. Terry said one of the positives is that we go over the budget every month and the committee is the tool that the public can go to make comments and be justified. The golf committee is represented in hiring upper level golf management and also bringing in our food vendors. Jim made a motion that the committee’s opinion is that the golf committee should not be merged in with the Recreation Committee. Jim, Richard, and Dan voted in favor. Terry abstained. Starting in June, there will be one golf committee position open. Richard will be continuing, but Jim will not. Thus, Jim’s position will need to be filled. The town council’s appointment committee is responsible for filling the position. The town’s website has a section with information for appointments if members of the public would like to volunteer for any committee. Interested people need to send a letter to the town’s





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appointment committee. Jim said Mike should send an email to the membership about the opening on the committee. Dick submitted for the record 2 letters from The First Tee in appreciation of support for the program. Jim talked about the mission and objectives that will be in the 2011 Town Report. Mike felt we did not need 2 sets of these and that we should agree on one set that is to be drafted up by management. Jim felt there are too many; they should be kept to only 5 or 6 and focus only on those. Short term objectives should be measurable and specific. Dan agreed about being specific and having a time frame to complete tasks. Mike told the committee that the town’s Administrative Fee for 2011 has been lowered by $50K. OBF will be paying $200K, not the original $250K. Jim thinks the land trust charge is wrong and that the golf course shouldn’t be paying it back. He said that we are a small business that is operating with the overhead of the town. He wants the town to outsource the golf course to be more like a small business, not a municipal entity. Dick disagreed and that there should be some give and take. Taxes and fees are very reasonable and golf is a part of that picture. Mike said a golf management company would be a bad idea; fees could go way up. New Business: Jim brought up that the greens at OBF are in excellent condition and that was caused by closing OBF over the winter. Bruce agreed that the lack of traffic and the weather combined to put the course in its current condition. Hyannis drains better and has a better chance to have carts out and have players out in the winter. Jim thinks we should close the “A” course (OBF) each winter if conditions turn out like this. Merry stated that we should not be labeling our courses “A” and “B” as we very hard with both courses, not one over the other. Jim disagreed with Merry’s opinion. Jim thinks credit cards should be used all year for purchase of annual passes, not just the first couple of months. Lisa stated it is our early season incentive to get annual pass money in the slow, winter months and inject us with some cash flow. Mike added that it helps to get the annual pass money in a timely manner in January and February, when decisions need to be made regarding cutting expenses. It gives a better picture of where we’re going to be budget-wise. Lisa added that we may have to charge a service fee for credit card use if it’s done all year for annual passes, as we pay just about 3 percent now. Jim wondered if we were losing outside players because they can’t get a tee time in the early morning. Mike and Merry said no as there is not a large calling for early tee times and that by having tee times in blocks allows for larger groups to play together which they desire. We do have early tee times available for outside play at Hyannis. The current system is working well. Jim asked the committee if driving range passes should last all year. Merry added that we do close one course in the winter and plan to continue to do so. If it snows, players are unable to hit balls Also, that if we have snow on the ground and then get a nice weather day, the balls can not be picked up. The price would also go up, and will people be willing to pay the higher price if any of those reasons happen? Staffing is also an issue to a lesser degree. Lisa added that when the range has been closed, players wanted an extension on the range pass. If we knew we’d have nice winters, there wouldn’t be any problem. Jim wondered why we don’t have any senior rates anywhere. Terry said our demographic is such that the majority of our players are seniors and that our rates are quite reasonable already. Public Comment: Dave Miller asked about the defibrillator. Mike said it has been ordered, but has not come in yet. Dave also brought up that there have been many bottles on the golf course. Bruce said much of it happens in the

afternoon after the maintenance crew has left for the day. Also, we only have had about 4 maintenance employees working, making it tough to get to everything. Bruce brought up that the members’ association would be helping to purchase a goose repellant mechanism. It is a sleep disruption product that puts out an amber strobe light in the evening which doesn’t allow the geese to sleep. This then causes them to leave. Mike added that Mary Creighton wanted to know if we have golf cart insurance in case of accidents that happen on the course. He said we do not have anything in place currently. Problems have been minimal over the past few years. We are working with our procurement office to put something in place to go forward with. Terry Duenas made a motion to adjourn, seconded by Jim Lawson, the committee voted and it was passed unanimously at 7:00 p.m. Respectfully submitted by Michael Ghelfi


May 11, 2010 – Minutes

Meeting called to order at 5:32 p.m. Roll call was taken. Attendance: Terry Duenas – Chairperson, Mary Creighton – Vice Chairperson, Richard Aliberti, Jim Lawson, Daniel Ginther. Minutes from the February 9, 2010 meeting were accepted and approved with the following changes: In the last line of the first paragraph under “New Business” add the word work after “as we”. In the last paragraph under “Old Business” (third line from the bottom), Jim Lawson did not think he stated that he wanted “the town to outsource the golf course to be more like a small business”. Jim thinks he just brought it up as a question. After comments from Bruce and others, convinced him that it was not a good idea to outsource. Public Comment: None. Old Business: Richard Aliberti submitted two letters into record (see attached):

1.) A letter to David Miller, President of the Member’s Association from TOB Public Schools thanking the Member’s Association for their generous donation.

2.) A list to TOB Golf Advisory Committee from Richard Aliberti and David Herlihy – Co-Chairs of the First Tee School Program – indicating contributors to the First Tee School Program that totaled $15,600 in contributions.

Richard called Town Hall regarding his reappointment papers to the Golf Advisory Committee and was told Terry Duenas had the documents for Richard to sign and Richard has not seen them. Richard presented copies of his and Jim Lawson’s reappointment papers that have not been completed or submitted. Terry will look in his paperwork and see what he can find. Richard said he will sign the copy he has and submit it to the Town Council Office. Mary Creighton said that she received a letter/form when her term was expiring and the process was for her to bring it to Terry for him to sign as the Chair and then it would be forwarded to the Town Council. Mary also stated that the website has not been updated to reflect her new term.





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Richard commented in reference to last month’s meeting regarding incorporating the Golf Committee with the Recreation Committee, and the Golf Advisory Committee indicated they thought it would not be a good idea. He feels it would weaken their position as a committee. Richard wanted it known that he called the Town Manager’s office today (May 11, 2010) and left a message with the secretary telling her what was going on regarding First Tee Program and other things and told her it would be a very bad idea to discontinue or eliminate the Golf Advisory Committee. Terry stated that all communication with the Town Manager must go through him. Richard stated that normally he does this, but a couple of letters were sent directly to Mr. Klimm recently by Dan and Jim and Richard thinks these letters “ruffled his feathers” and may be the reason why they are thinking of merging the Golf with the Recreation Committee. Richard stated that it is encumbered upon the Chairman that all communication goes through Terry. Jim Lawson commented that Richard did what he is telling other members not to do. Terry said there is a new procedure that the Chair takes care of the paperwork for reappointments and he will take care of it. Terry stated that the letters should have gone through him. As far as Golf merging with Recreation, Terry said that the Council had difficulty getting a liaison for the Committee and they also want to get all meetings televised. There is very little room and space at Town Hall. Since Golf does belong under Recreation, maybe there is a situation where the Golf Committee ties in. Richard has watched the Recreation Commission meetings and they have at least fifty items on their agenda so there is no way in the world that Golf can be incorporated with Recreation. Jim asked Terry what his opinion is. Terry stated that we do not want to get folded into the Rec Department and not have a voice. As an enterprise account, the Committee has a very important role in terms of that and making sure policy is right. The Committee wants to make sure they are doing what is right for the Town and not only what is right for the golfers and membership. Terry does not think it is a good idea; however, he wants reasons when he meets to discuss this with Mr. Klimm. Jim Lawson has a different view – he feels this Committee’s responsibility is to do what is best for the Town and for the Golf Course. And, if that involves disagreeing with management or town management then the committee’s job is not always to be supportive of management. Terry said to look at what is best for the entire town. If it’s good for the course then it’s good for the town. Mary Creighton asked for clarification – is any liaison a volunteer? Terry is not sure. If no one accepts the position, the Town Council president will appoint one. Mary stated that except for Leah Curtis, the committee has never had a Council member present at their meetings. Terry stated that Gary Blazis attended meetings but Mary said not as much as Leah did. Bruce McIntyre wanted it known that “at some point in time, both courses are going to need a huge infusions of capital. Do we want to have a committee that will work with the management of the golf courses as to how the courses proceed in the future or fall into Recreation into a group of people who have absolutely no idea what we have done, what we’ve been through or where we are going? Do we want to be well represented by like-minded people that know what is best for these courses down the road”? Dan Ginther asked if anyone has been appointed to fill the position that Jim will be vacating. Terry said he his not aware if an appointment has been made. Dan questioned about the use of debit cards at the golf course. He asked the manager of his bank if a fee is charged for debit card and the manager said no. Lisa Peterson explained that the merchant is charged the fee for processing. The manager told Dan that if a key pad is used, there are no fees charged. Lisa explained that if a key pad is provided, she is pretty sure the merchant is obligated to give cash back if the customer requests it. Jim Lawson had a question to Mike about tee times discussed at last month’s meeting. The member tee times on a weekend go form 6 – 8. If a non-resident calls in a week in advance and asks for a 7 a.m. tee time, what would the answer be? Mike said, he would reply that the earliest available would be 8:00.

Jim’s opinion is that in the situation that we are in, the course should never turn away outside revenue. He feels the need to educate the members on how vital the outside revenue is. Dave Miller explained, from a member’s perspective, why should he be paying $800 if member’s times can be taken by non-members? Jim said we need the revenue. He feels Mike should use the Chelsea System to book the non-members in the system and then the system can extend the member time by two tee times. Dave feels this would be a constant happening. Mike said there has never been a lack of non-member play on weekends. Mary stated that we have changed our process by allowing members to bring non-members in. Terry feels if we start violating our policy then it will cause an uproar. Mary explained that people do examine the tee sheet. Mary wanted to go back on old business regarding golf carts. Members should be aware that they are liable for any damages to golf carts. A member damaged a cart recently and was upset when he received an invoice for the damages, not knowing he would be liable. In Florida, players sign a form indicating they are responsible if any damages occur. Mary asked Mike to look into getting something in place so members are aware of this policy. Mike said he will talk to procurement and legal and get back to the Committee. Mike reported that he received a letter for the defibrillator company stating there are problems with one of the components within they system that requires further investigation. Estimated time of shipping is the week of May 17th.

New Business: Jim Lawson announced that this will be his last meeting. With that in mind, he had a few thoughts he wanted to convey. At the last meeting, Jim came up with a few different things such as tee times, credit cards, etc. The one thing they had in common is that they were all turned down as things to do – which is fine. It got him thinking of the topic of change vs. status quo. Jim read a statement regarding this: ”There are two very different management styles required for an organization that is struggling vs. an organization that is doing well. The style that appropriate for an organization that is doing well can focus on continuing on the current path in implementing changes cautiously and infrequently. (In other words, remain status quo, don’t ruffle any feathers.).The style needed when an organization is not doing well is very different. It needs to embrace change. Not just accept change either. Not be afraid to take risks. Not be afraid to rock the boat. Not shy away from creating controversy. We are heading in a direction that is not good revenue-wise. We need to aggressively pursue changes in everything we do. Have brainstorming sessions. Question everything that we do and justify why we do it the way we do. In the long run, the current path will lead to even lower outside revenues resulting in substantial increases in resident’s rates. We are on a downward spiral and we need to take corrective action. Change is not easy. Change is not comfortable. Human nature is to resist change and stay in the comfort zone. Change in this situation is absolutely necessary. These comments apply to golf management and staff as well as the Golf Committee. This Committee needs strong leadership and willingness to challenge the status quo. (Jim asked Terry to take a hard look at his approach given the current environment. He said Terry is a status quo, get-along type of guy). This Committee needs to be more aggressive in pursuing what is needed to make the golf course successful. In the long run, there is not any conflict between what is best for the golf courses and what is best for the Town. It’s in the Town’s best interest for the golf operation to be successful. But everyone needs to take a long range view and not make decisions based on short-term or political considerations. The golf course members must be educated on the need for changes in the vital importance of outside revenue. Finally, don’t make the mistake of thinking that no one in Town Hall listens. Several months ago, out of total frustration, I sent a letter to Fred Chirigotis highlighting some of our problems. Two of the issues

mentioned were the crushing burden of town charges and the “make Hyannis look good accounting” (splitting the membership revenues 50/50 while the town charges are 91 % at OBF and 9% at HGC.) Since that time, the Town charges have been reduced by $50,000 for next year (Jim is not sure if this is a direct result of his letter) and the charges to the two courses will be phased into a 50/50 split. So, hopefully this means somebody actually does listen. You just need to get to the right person. Final comment – I have really enjoyed the opportunity to serve on this committee. It has been extremely frustrating at times but I have enjoyed the opportunity and I wish you all the best of luck in the challenging times ahead. “ Terry thanked Jim and stated that the Board has not always agreed with him, but Jim always made valid points. Mary stated the need to get the defibrillator at HGC. She feels we are setting ourselves up for liability. It has been over a year since this was first discussed. Mike Ghelfi presented the revenue report (see attached). Within a week or two, a new teaching professional (contracted position) should be on board probably based at HGC but available at both courses. Bruce McIntyre reported that the courses are looking okay. They have been aerated and top-dressed – blue grass seeding. Staff is transitioning – more employees coming on board. Dan Ginther reported that the green recovery at HGC was outstanding. Hosta has been planted on the 17th hole. He told Bruce to let him know if more benches are needed and he will be happy to build and install them. Public Comment: Dave Miller asked when new flags will be purchased. Bruce said they will purchased with FY11 funds. Flags have to be purchased in sets of three which is very costly. Dave said the Member’s Association will purchase them now if the Town will reimburse the association. Terry asked Lisa Peterson to check to see if reimbursement would be approved. Dan told Jim that it was a pleasure working with him. Although they did not always agree, especially on the rates. He tends to agree that as a member of the marketing committee, not a lot of the changes he suggested were ever implemented. Need for incremental things. Agrees with Jim to not live in the status quo. He thanked Jim for being a committee member. Mary commented on the Jim Lawson sitting on the public side of the meeting and the Jim Lawson sitting on the Board. She said it was quite a transformation on certain subjects. And it has been a pleasure working with him. Terry thanked Jim for his services. Terry Duenas made a motion to adjourn, seconded by Jim Lawson, the committee voted and it was passed unanimously at 7:00 p.m. Respectfully submitted, Trisha Otto Trisha Otto

Documents

Golf Committee 2008