WEYMOUTH GOLF CLUB. MINUTES OF THE MANAGEMENT BOARD COMMITTEE MEETING Thursday 28 th April 2016 HELD AT WEYMOUTH GOLF CLUB

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1 1 WEYMOUTH GOLF CLUB MINUTES OF THE MANAGEMENT BOARD COMMITTEE MEETING Thursday 28 th April 2016 HELD AT WEYMOUTH GOLF CLUB Those Present: Gerry O Connell - President Colin Huckle - Vice President Bob Mico - Captain Alan Bates - Greens Chairman Steve Dewey - Finance Chairman Pat Crane - House Chairman Elaine Rockingham - Business & Marketing Malcolm Watson - Projects Chairman John Northover - Secretary/Treasurer Nicola Adams - Assistant Secretary 1. APOLOGIES 2. APPROVAL OF MINUTES OF PREVIOUS MEETING S The minutes of the meeting held on Wednesday 23 rd March 2016 were read and adopted as a true record. Proposed By:- Seconded By:- Bob Mico Elaine Rockingham 3. MATTERS ARISING 4. PRESIDENT S REPORT Gerry O Connell 1. A letter has been received from HMRC confirming our withdrawal from the CASC scheme. It the letter it stated that they would be writing to us in the near future. 2. Radipole Lane Hedge. Rob Bayliss reported the following:- A local councillor called in on Tuesday to enquire about the hedge and bank along Radipole Lane. Apparently there have been complaints that the footpath is becoming narrower due to the hedge bank getting wider. Not sure if that is the case but I doubt it is our responsibility to cut back the bank. I think it best to just wait and see if anything comes of it. Can any board member shed any light on what our responsibilities are with regard to the bank? I know we are responsible for keeping the hedge trimmed but I think we should seek clarity. ACTION: Alan Bates to check with Rob Bayliss about the Wessex and Chaffey s roundabouts.

2 ACTION: Colin Huckle to ask Weymouth & Portland County Council to clarify the hedges the councillor referred to. 3. Any Other Business. I am proposing for the next 6 months that we change how we deal with any other business with regard to board meetings. My personal opinion is that we treat it in a similar manner as we do for General Meetings where a matter is raised but not voted on at that meeting. It will give Board Members the opportunity to distribute discussion papers or a future proposal to be placed on the agenda for the next meeting. I sometimes feel that after a long board meeting we get to any other business and an item is brought up that requires examination, investigation and a full and frank discussion before a decision is reached. Sometimes the matter is not dealt with in this manner and board members may feel pressurised into making a rushed decision which they may regret in the future. This was passed by the Board. 4. England Golf - Recruitment and Retention Workshop. I have received this from England Golf as I expect some of you may have as well. I would like to discuss our participation in the workshop at Wiltshire or Devon. The cost is 50 or 100 depending on which option we take. Follow link below. +Workshops&preview=1 ACTION: Gerry O Connell to register for John Northover to attend and one Board member. 5. VICE PRESIDENT - Colin Huckle No Written Report 6. CAPTAIN S REPORT Bob Mico We had a constructive Golf Committee Meeting on Tuesday, 25 th April, with certain matters requiring discussion and agreement by the Management Board. It was agreed that it would be advisable to have some written regulations for Swindles to sign up to and which should be completed each year. Graham Vile has produced a list of requirements of which I have a draft copy for your information. ACTION: Bob Mico to speak to Graham Vile and ask him to contact the Hoteliers. The Committee also agreed that an application should be made to England Golf to run 9-hole competitions. We have applied for an SSS for the 9 holes. These competitions to be run at quiet times during the week and weekends. Des and Graham have produced a list of Green Fee Offers which might be made to encourage visitors to the Club at off-peak times. We need a Board decision on this. The Management Board passed the green fees offers. The signs for the tee-booking system have now been completed by Sprint Signs and will be erected shortly. 2

3 The Dorset Captains met a team from Wiltshire at Weymouth yesterday and the match was drawn. This means that, once again, Dorset retain the Trophy. The Club was complimented on the excellence of the Course and the Catering and the Dorset Captains looked forward to coming back again. A donation was made to the Club. I understand that the arrangements for the Family Day are going ahead and flyers and posters have been distributed locally and to schools etc. Unfortunately, I am on holiday at that time so will be unable to attend. I received a letter from parents of a junior commenting on the lack of interest there seems to be amongst the Juniors and what might be done to improve matters. I have written to the parents and Des has spoken to them and suggested that they might form a parents group to encourage more participation. The Juniors Presentation Evening was cancelled through lack of support and Des is actively pursuing ideas to attract more juniors to the game. ACTION: Bob Mico to speak to Des Lochrie about the lack of publicity for junior members. The problem of Facebook has reared its ugly head again with a member posting rude comments regarding the Club on Des s Facebook page. This was removed by Des immediately but the matter was raised at the meeting by Pat, House Chairman, who wanted something done about it. It was pointed out that other members had posted derogatory comments previously and the then Committee s decision had been to ignore anything printed on Facebook. Perhaps we need to clarify WGC s position on this in the light of the ever increasing use of Facebook. ACTION: Gerry O Connell asked for any members who see are items on Facebook to print them off before they are deleted, so action can be taken. The Facebook is set up by the Pro Shop although Des Lochrie is unware of items being posted on it. I would like to thank Elaine for completing the photographs for this year s Board and Golf Committee and also to thank Dave Watson for updating the photo boards. I understand that the survey reference the Restaurant/Bar name showed a preference by the members who completed the form for Hardy s View. I have only one comment and that is on the grammar: it has been pointed out to me by an English Teacher that this means Hardy is looking at the view and, as he is no longer a member! it should read Hardy View meaning the view over Hardy s countryside. I agree that Hardy s View flows better but do we need to be politically correct? I have received three letters which I will discuss with you during correspondence. 7. FINANCE REPORT Steve Dewey Management figures for 3 months to 31 st March 2016 Figures for the first 3 months of 2016 show income of 156.1k which is 11k up on the same period last year. Bar takings are 2.4k better, Kitchen up by 1.1k & Green fees increased by 1.3k. Payroll, Greens, House & Admin costs of 147.6k resulted in a small loss of 11.5k compared with 15.3k in Depreciation & amortisation amounted to 20k resulted in a cash profit of 8.5k. Payroll costs of 73.2k are 1.9k greater than last year but includes back pension payments of 3k. Greens expenditure amounted to 21.2k & 5.8k more than 2015 but is within budget. House & Admin costs were virtually the same as last year at 53.1k. The Bar & Kitchen has generated a small trading profit of 0.9k after the back pension payments & capital purchases of 2.5k. Both of these areas are better than 2015 & is encouraging that 2016 budgets can be achieved. Close monitoring will continue. 3

4 Steve Dewey pointed out that the figures for March are slightly distorted as Easter was early this year and appears in these figures. John Northover asked if the Flexi Membership can be reviewed as we are losing members who wish to change from a full member to a flexi member. Currently members have to have one year off to be able to do this. The Board s decision has been deferred until after a Finance Meeting scheduled for 19 th May A nearby club currently offers a one month s trial of and if the member joins the amount is deducted from their membership. The Board agreed to offer a one month s trial membership to encourage new members at a cost of ACTION: Elaine Rockingham to check prices to advertise the one month s golf offer and the restaurant. 8. GREENS REPORT Alan Bates A busy week for the mowers again trying to get everything cut before the predicted downpour today. Handrails to the 5th tee were removed at the start of the week to allow the grass tee to be used. All par 3 tees are now playing from grass. Greens were rolled on Wednesday with the greens iron to smooth out the bumpiness caused partly by last week s heavy rain and the patchy growth due to the cold wet soil. New cutting units were fitted on to the greens mower to cut the greens on Thursday morning. The new units are a marked improvement on the old machine and despite being set at 0.5mm higher took appreciably more grass off. A Stimpmeter reading on the 14th & 15th greens measured 9 foot, which is equal to last year s readings after a cut from the old mower set a full 1.5mm lower. Areas of turf that have become bare through the winter playing conditions have received some attention this week. The area around the 18th tee mat has been worked into a tilth with a rotovater and sown with grass seed. All other traffic areas have likewise been sown with grass seed from the Cushman Overseeder. Today s rain will at least have some benefit there. Irrigation contractors rang to let me know they will be available to start sometime around the first week in June. They will ring nearer the time when they are able to confirm a date. Topsoil for the divot party has been delivered and the preferred date is Wednesday May 11th. Discussion required on how to get more bodies than last year. It was agreed to offer free tea, coffee and sandwiches to the helpers who attend the Divot Party. Ben Tyrell has passed a test to be an Emergency First Aider which is good news. A local councillor called in on Tuesday to enquire about the hedge and bank along Radipole Lane. Apparently there have been complaints that the footpath is becoming narrower due to the hedge bank getting wider. Not sure if that is the case but I doubt it is our responsibility to cut back the bank. I think it best to just wait and see if anything comes of it. Contractors Wilson Ronald will be fixing the safety fence on the first tee one day next week; this will facilitate the first tee being moved for a short period of time. Alan Bates asked the Board if the Green Staff could be paid for overtime. They currently take these hours as toil. 4

5 It was agreed to defer any decision until after the next Finance Meeting and review at the next Board Meeting HOUSE REPORT Pat Crane I have had meetings with kitchen and bar staff to ascertain if there are any outstanding concerns, but they tell me all is ok and working at the moment. We have a cleaner taking a holiday next month and have found someone to stand in on a temporary basis. Leaflets are being distributed for family day and Asia and Steve are up to speed with Graham as to what they can do on the day. We have run a poll to name the restaurant area of the club and the winning name is Hardy's View. We would like permission to carry on and now name the restaurant. Bookings are coming in for functions and are going well. Asia and Steve have asked about new tables and chairs for the dining room and I have explained that we would have to wait and that we could maybe add this to the budget hopefully for next year? The next event at Weymouth Golf Club is Quiz night on Friday 6 May followed by Family Day on Sunday 8 May, 2-5pm. Any help on the day would be appreciated. 10. PROJECTS REPORT Malcolm Watson STAFF CONTRACTS I forwarded a proposed template for revised Staff Contracts in March 2016 to all MB members for comment, however unless I have missed it I have not had any response to date. I would like to raise the matter again in that the current staff contract is not fit for purpose and not all staff to the best of my knowledge actually have a contract. The revised proposed contract needs to be amended/approved by the MB prior to be forwarded to Sue Conway for her HR stamp of approval and then each staff member has to have the new contract. I will attach the proposed amended contract with this report. The Management Board approved the staff contracts. TOR S This is a request for confirmation that all individual TOR s have been completed and approved by the MB for all staff members, Golf Committee members and MB members. Additionally collective TOR have been completed and approved by the MB for the MB and the Golf Committee. POLICIE S This is a request for confirmation that all policies have now been reviewed and approved by the MB. STAFF ACCESS TO GOLF CLUB COMPUTER SYSTEM John Northover and Steve Cook agreed to take an action at the annual staff meeting to populate the club computer system with all relevant staff information that would only be accessible to staff by the use of a password, this includes the Staff Handbook and all Staff Policies. This system also allows information for

6 staff to be included on the system and accessed by them. John Northover confirmed to me on Friday 22 April that this requirement was in hand. It is very important that this action is completed ASAP as the staff handbook and staff policies that have already been approved by the MB all relate to staff gaining access to all relevant the information on the club computer system, please note this info will only be accessible to staff and not club members. John Northover confirmed that Steve Cook has set up a staff area on the website. John is currently waiting for passwords to be ed to him. ENHANCEMENT OF THE PRACTICE FACILITIES PROJECT The sub-committee have approved the activities and phases that make up the project. I am now in the process of obtaining 3 quotes for each phase or combination of phases that would be carried out by the same contractor; once this is completed I will produce a business case for the Project for approval by the MB prior to being identified to the members. There would be 4 contracts as follows: 1. To carry out all the golf club specific ground works such as new greens, drainage, bunkers etc. 2. Where appropriate to move trees from their current locations around the course by the use of a Tree Spade and replant around the periphery of the practice range and new short game area as required. 3. To erect a small amount of Ball Stop Fencing. 4. To construct a 4 bay covered tee facility for the practice range. My intentions are to have 2 or 3 briefings for members prior to an EGM to vote on the proposed project, options being: 1. To vote for the whole project on a phase by phase basis as and when funds are available. 2. To vote for each phase on a priority basis as and when funds are available. I hope that the above can be completed by August/Sept of this year so if approved tree planting can take place in the autumn and the major work to provide a dedicated short game area can commence around April/May BUSINESS & MARKETING REPORT Elaine Rockingham Photographs of the new committee members Golf/Ladies/Management/ have been completed and are on the display boards. Photos of the Captains Drive in with the month s results have been published by the Echo and Weymouth View newspapers at the beginning of the month. ACTION: Elaine Rockingham to contact Wessex FM and the Echo to advertise our Family Day. A photograph of Molly Kington plus the club results have been sent to the Echo and Weymouth View newspapers Captain s Drive In ` photo has been put onto the Web Site Wessex FM advert first hearing was on April 2 nd. The advert will run every week-end for three months. (4 times on a Saturday and 6 times on a Sunday) The marketing subcommittee consisting of the club secretary, The President, Ladies Captain, Club Vice-Captain, and myself have had a second meeting to discuss quotes for a new web design and it s hosting. The committee have chosen three possible designs these, with their cost; will be brought to the Management Meeting for discussion.

7 7 ACTION: Elaine Rockingham asked the Board for a maximum of 1,000 for a new website. The Board agreed. Elaine will now contact two suppliers and ask for a demonstration. 12. OFFICE REPORT John Northover No Written Report John Northover had received requests from some members wishing to change from a full membership to a flexi membership. They have stated that they will cancel their membership if this cannot be done as they are unable to use the course enough to warrant the subscription cost. The Board s decision has been deferred until after a Finance Meeting scheduled for 19 th May It was asked as we now have a policy on Service Personnel, does this apply to the Merchant Navy. The Board agreed that this does not apply to the Merchant Navy. John Northover asked if the junior locker rooms could be moved as we are receiving more and more requests for buggy storage. 13. CORRESPONDENCE 14. ANY OTHER BUSINESS Bob Mico mentioned that he is still waiting on quotes for the hand rails. Pat Crane is going to get the springs in the seating in the clubhouse repaired. There being no further business the President closed the meeting at pm. The next meeting will be held on Thursday 19 th May 2016 at 6.30pm. Mr Gerry O Connell President Weymouth Golf Club

1 WEYMOUTH GOLF CLUB. MINUTES OF GOLF COMMITTEE MEETING Wednesday 12 th January 2017 HELD AT WEYMOUTH GOLF CLUB

1 WEYMOUTH GOLF CLUB. MINUTES OF GOLF COMMITTEE MEETING Wednesday 12 th January 2017 HELD AT WEYMOUTH GOLF CLUB 1 WEYMOUTH GOLF CLUB MINUTES OF GOLF COMMITTEE MEETING Wednesday 12 th January 2017 HELD AT WEYMOUTH GOLF CLUB Those Present: Bob Mico - Captain Alan Roberts - Seniors Captain Sally Davis - Ladies' Captain