1 WEYMOUTH GOLF CLUB. MINUTES OF GOLF COMMITTEE MEETING Wednesday 30 th March 2016 HELD AT WEYMOUTH GOLF CLUB

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1 1 WEYMOUTH GOLF CLUB MINUTES OF GOLF COMMITTEE MEETING Wednesday 30 th March 2016 HELD AT WEYMOUTH GOLF CLUB Those Present: Bob Mico - Captain Sally Davis - Ladies Captain Luke Mansell - Vice Captain Graham Vile - Chairman of Competitions Alan Bates - Chairman of Green Pat Crane - Chairman of House Des Lochrie - Professional 1. APOLOGIES Alan Roberts Seniors Captain 2. APPROVAL OF MINUTES OF GOLF COMMITTEE MEETING The minutes of the meeting held on Wednesday 30 th March 2016 Proposed by: Seconded by: 3. MATTERS ARISING 3.1 The entries for the club invitation this year were very low as it was on the same day as Hardy A and B matches. The suggestion is to include the ladies and to try and get the Hardy matches arranged on predictable dates i.e. on the same weekends each to prevent Clashes with the club diary. ACTION:- Dave Watson September 2015 ACTION Completed 30 th March Des Lochrie stated that the use of the card reader in the bar during busy periods was impractical and enquired about claiming a refund from the club on the transaction charges for green fees. Bob Mico stated that the Board require a rough costing of a year s transactions from Des. ACTION:- Des Lochrie for Management Board on 28 th April 3.3 Club Insurance cover was discussed and uncertainty about the level of cover for members/players. Clarification required. ACTION:- Dave Watson Nov 2015 The club insurance provides third party liability for all players on the course but not their equipment. It is still to be confirmed by the insurers how far geographically this cover extends. It is believed that visitors have 50 pence included in their green fee to give them insurance cover and this needs clarification. ACTION:- Dave Watson Continues Jan 2016 Our insurers have responded that club members have Personal/Public cover while playing golf on behalf of the club anywhere in the UK and worldwide. This has raised the uncertainty of cover for: a) Reciprocals and visiting teams from other clubs. b) Visitors from other clubs members of visiting friendly teams. ACTION Continues Feb 2016 A letter has been received from the Insurance Company stating that everyone using the premises are covered. Action completed 30 th March 2016

2 3.4 Societies: The forenoon is the busiest part of the day and it was suggested to encourage better course use in the afternoon that society bookings should be charged a Prime Rate am and an Off Peak (lower rate) pm. To be investigated. ACTION:- Graham Vile/Pro-Shop Nov 2015 A recommendation and proposal needs to be formulated and passed to the Management Board for approval. ACTION Continues Feb 201 Bob stated that the figures presented by Dave Watson didn t give a clear view of what is required. Des and Graham will propose a financial structure for increased rates for visitors at peak times and reduced rates at off-peak. Plus, an incentive to encourage more 4-balls. ACTION: Des and Graham before the 28 th April. Luke Mansell asked whether Management Board needed to agree this proposal and was informed that as it had financial consequences the Board had to be involved. 4. CAPTAIN S REPORT Bob Mico As I said in my first report to the Management Board, I would like to thank Dave Watson for all his hard work as Captain over the last year and I hope that I can continue in the same vein. As with the Board, we have new members to the Committee including our new Vice Captain, Luke, and our Ladies Captain, Sally, House Chairman, Pat, and Greens Chairman, Alan. I would like to welcome them all here tonight and look forward to working with you all. I would also like to thank John Rudall for his contribution to the Committee as Greens Chairman and for all his work for the Club over many years. He has offered to come back on board the Charity Committee which is rather short of helpers at the moment. The Captain s Banquet proved a great success with excellent food and entertainment. The Captain s Jug was well attended with the eventual winners being Pat Crane s Team. The day was topped off by the Race Night which again was very popular and a fun evening raising funds for the Social Committee and my and Sally s charities. The Drive-In was held on Sunday lunchtime and was well supported and there was much humour and a lot of banter regarding the age and state of my clubs but as I told our President, I can still beat him with them!. I haven t seen any photos yet but I think my completion of swing was definitely not text book. I would also like to give the Committee s thanks to Gerry and Graham for all the hard work they have done in restructuring the Tee Booking System after the AGM vote on the subject. Obviously we will still have to monitor closely for any tweaking which may be necessary. In this connection, I have been forwarded s re the proposals on the Tee Booking which will be discussed at this meeting. I d like to wish you all a successful year without too much aggravation. After all, we are all volunteers for the sake of the Club. In this respect, it would save a lot of time at meetings if members could read the reports submitted beforehand so that it is not necessary to read each one out in full. Therefore, it is essential that written reports from each section are produced each month in good time and these can then be logged in the Minutes for the members to see. 5. VICE CAPTAIN S REPORT Luke Mansell I was welcomed into being Vice Captain at the AGM and it is an honour to have such role within the golf club. A club that I have been playing at for over 20 years. This report being the first is short and sweet. At the end of January I took over the login details to facebook and will manage this social media site this year. Any posts you see with twitter at the top are still being posted from Des. It s a free platform to post news, promotions or just share photos so if anyone has anything they want to share with the world please pass to me. We like charities and competition winners so send over your pictures. I felt our Club presence was needed on the Visit Dorset website so I have arranged an advert here for 65 as people visiting south Dorset need to know we are open for visitors and new members. I am currently 2

3 working through websites making sure our details are correct. 6. SENIORS CAPTAIN S REPORT Alan Roberts Seniors Team 3 and the WGC Ladies team formed 12 mixed teams for their annual match, in a Stableford competition. The winners were Dave Ritchie and Marie Woodham with 46 points on count back from Mike Mason and Gill Corben followed by Alan Roberts and Pat Ray with 44 points. After the match all enjoyed an excellent carvery, however some thought this was not competitive (at 13-50) with local pubs. The seniors scramble for members had a disappointing entry of only 27 and was won by Jim Sinclair, Paul Mackeon and Tony Fellows with net Team 2 beat Came Down 4.5 to 1.5 at Weymouth. Many of us were very disappointed at the splitting up of the club over internal societies. Administration of these is still at the committee control and suggest that no new members are to be allowed to join these societies. It was noted that it s the first time some members have been to an AGM. Also I am very annoyed that someone can just turn up to play not knowing his password or number. This is not in any way reasonable. The sad thing about the block booking will be when a new member joins he/she will soon realise the restriction on when he can play. The Seniors Captain s report was not discussed in Alan s absence and will be discussed at the next meeting for clarification 7. LADY CAPTAIN S REPORT Sally Davis It was an honour to take over the role of Ladies Captain and I hope that I can have as good a year as Jean did last year. It was privilege working with her. The season has started well with Dilys Grant and Pam Lee beating The Dorset in the Daily Mail Foursomes. Di Loving, Sally Davis, Julie King, Audrey Garnett and Sue Stroudley beat Came Down 3½ to 1½ to go through to the next round of the Mail on Sunday. Weymouth now face Lyme in the next round on 3rd April. The county scratch knockout competitions, the Humphries for Silver players and The Parkin for Bronze players, which we won last year, are starting. Weymouth are against Ferndown in the Humphries and Bulbury Woods for the Bronze. My Charity this year is the Dorset and Somerset Air Ambulance and it was off to a flying start with the auction of my parking space and the highest bidder was Penny Hunt. 8. CHAIRMAN OF COMPETITIONS REPORT Graham Vile 1. Current funds are The amount doesn t take into account monies that will be come from the club knockout competitions. 2. Competitions during March. 3 The Famous Grouse was held on Sunday 6 th March with just 28 pairs taking part; this may have been due to the clash with Mother s Day, something we have avoided next year! The St Patricks Medal took place on Saturday 12 th March with 88 entries, the Captains Jug on Saturday 19 th March with 34 teams of four, and a Pro Shop Stableford on Fri, Sat, and Sun of the Easter weekend. The Friday competition having a field of 81 including I think our first gent playing off a club handicap of 30. The entries in these three competitions are encouraging and we will be doing what we can to encourage this level of involvement over the coming season.

4 3. The local rule of relief through the green will cease as from 1 st April We are going to retain pick and place on cut grass through to the end of April I believe the county need to be informed of this decision. (Des can you contact the relevant person?) We will update the main notice board to keep members informed of these changes. 4. Knockout Competitions The entries for these competitions have been good this year, with the Overhill showing several new pairings, many of which are made up of new members. The draw has been completed and sheets placed on the relevant notice boards. All fees for these will this year be taken from members gold cards, thus reducing the work load on John when it comes to accounting for all of the monies. Thanks to Des for sorting this. Can I ask all of you to encourage all members to play matches within the stated timescales? 5. Online Tee Booking System The timesheet for 2016 has been reconfigured after the recent vote by members at the AGM. As from Monday April 18 th the system will operate from 09:30 16:00. We will need at least 3 new notices to inform members and visitors of these changes, I think we should ask that members do not start to tee off after 09:20 to ensure the 1 st tee is available for those that have the 09:30 tee time. The views of the committee would be welcome on this point. I also think it would be helpful if we can offer the Professional and his team some support over the first few days to try and avoid some of the difficulties we experienced last year. We have also made some other changes to the timesheet, the tee time interval has been changed form 8 minutes to 7 minutes, and the time from which members can book has been changed from midnight to 07:00am, although the three week lead in period remains the same. Can I ask that you make sure anyone who is responsible for teams/matches check the timesheet as the times will be slightly different to those originally agreed. 6. Roll Up Groups/In House Society s We will need to consider if all of those currently active as a roll up group still qualify after the changes to the tee booking system. The Hales and The Swindlers come to mind as one of these only required times prior to 09:30 and the other only required one booking of 2 tee times after 09:30. Again the committees view would be appreciated. 7. Social The quiz evenings have gone well since they resumed in January with regular attendances of 50+, thanks to Des for giving up his time to take on the role of Question Master. Of the two larger events we ve held this year the Valentine Evening made a small loss of However, the recent race night generated income for the social fund of this event along with the two we held last year means that the social fund currently stands at This will allow us to try one or two other events in the year ahead and possibly improving what is on offer to members in the bar/restaurant area. The events being looked at for the coming year in include a DIY Casino evening, Murder Mystery evening, Fireworks display, Open evening, and of course another Race Night in November. 4 On a personal note I think it would help if these events were organised with the support of the House Chairman, again the committees views would be appreciated. Question to Chairman of Comps from Alan Bates Why is there a competition fund and why doesn t it go back into the club at the end of the year? Why is the money just sitting in the account when it can be used for other things? A debate ensued concerning what the funds could be used for apart from tankards, engraving, cups and medals. Graham Vile said that it had always been the case that some of the funds were put back into the club at the end of the year. Bob Mico would check with John Northover about how

5 much money should go back into the club. Des Lochrie and Graham Vile said that they would do a list of proposed items that could be spent by the competition fund. Action: Bob Mico check how much money goes back to the club. Action: Des Lochrie and Graham Vile to collate a list of proposed items for meeting on 28th April. On line tee booking system - the tee bookings now run from 9.30 am to 4.00 pm. Graham Vile said if players were stood on the tee at 9.20 then he would be happy for a four ball to tee off. The tee bookings are now 7 minute slots and bookings can only be booked from 7.00 am. NO bookings to be made after midnight. Ball shute - As the first tee booking has now changed to 9.30 am, rules about the ball shute needed to be clarified. A question was asked concerning at what point does somebody put a ball in the shute? The committee felt that it would be when all members of the team are on the tee The Rules of Golf state that all players need to be on the tee at least five minutes beforehand and be ready to play. People who have booked a tee time do not have to put a ball in the ball shute. Graham Vile - advised that wording for tee bookings need to be changed to say that the team should tee off at 9.20 and after that period the tee is closed to accommodate those players who had booked the 9.30 slot. The booking system is still on trial and will be adopted at next year's AGM. Roll up groups - A set of guidelines will be drawn up regarding roll up groups to include who is in the roll up and the group will be monitored to ensure that they use 75% of the slots all of the time and the review will be on an ongoing basis. Action: Graham Vile and Des Lochrie will formalise the registration rules ready for next meeting 28th April. Social - Graham Vile thought it would be a good idea for the Chairman of House to help with all social events run in the year of which Pat Crane agreed and would be happy to help. Pro shop competitions - John Northover had questioned if the Pro Shop's competition that was held over Easter was legitimate as in the minutes of April 2014 it stated that all competitions were club competitions. Des Lochrie advised that vouchers made up the prizes for the competition and also 3 or 4 competitions of a similar nature were run throughout the year. All these competitions were classed as qualifiers. Action: Bob Mico will speak to John Northover. Need to look further that competitions always go on to the gold card. Action: Bob Mico will check AGM minutes CHAIRMAN OF GREEN REPORT Alan Bates A comprehensive monthly report from the Head Green Keeper is posted on the Foyer notice board, the club & Pro-Shop websites and displayed inside the menus in the lounge. 10. CHAIRMAN OF HOUSE REPORT Pat Crane No Report Issued Pat informed the Committee that he is in the throes of talking to staff. Bob advised him that there is a HOD Meeting on Monday 4 th April at 2pm and every subsequent first Monday of the month This includes Office staff.

6 6 11. JUNIORS REPORT No Report RE Juniors Sally Davis commented: To date we only have one Weymouth girl who is Molly Kington. Molly had a tremendous season last year knocking 4 shots off her handicap. She started the year playing off 22 and finished the year on She has just qualified for the Peter Allis finals to be played at Ferndown in April. This year she is planning to enter all the junior opens including Weymouth's but she is awaiting to hear the new date as the original date has been altered. Hopefully, she will continue her good form this year. From the Open Family Day last year we have one girl who is still having coaching. The Family Open Day should also incorporate the Women s' Project that Weymouth Golf Club signed up for as well as Girls Rock and Girls Can Golf. Alot of work needs to be done to promote the Family Day. These projects are supported by the County and we don't want to lose their support by not holding any events to encourage young girls/women into golf. 12. PROFESSIONAL'S REPORT Des Lochrie No Written Report 13. ITEMS FOR DISCUSSION 13.1 Tee Booking System: The new tee booking system goes live on the April 18th and one or two people would be needed to monitor the first tee for midweek medals. Graham Vile would do the Monday morning and Alan Bates would do the Tuesday Social Events: Pat will check forthcoming events and report to Committee ACTION: Pat Crane Family Day The Family Day on 8th May is a promotional day and has a 500 budget allocated to it. Sally Davis asked if the Women s' Project, Girls Rock and Get into Golf were going to be part of the Family Day as she felt it was too close to hold the above events properly. Des advised that all the coaching for events had been allocated for May and as the coaching was already arranged the 8th May would be the best time to hold the Family Day along with the projects. Sally felt that the women s' and girls projects would be too rushed. If the Women s' and girls projects were to be held on the 29th May Des would have to have the coaching structure in place to ensure immediate continuity. Sally would phone Elaine Barrow, the Dorset Junior County Co-ordinator to see if Dorset would help with posters for the day. Graham Vile asked what posters are going out for Family Day as he had had no feedback or ideas of what would be needed for the Day from anybody. He also advised that it was a lot of work to put the Day together and it was only 6 weeks away. Most of the committee volunteered to do leaflet drops. Action: Graham Vile would send last year's proof of the leaflet to Bob Mico. Action: Bob Mico would prep staff for the Family Day Action: Sally Davis would speak to Elaine Barrow 13.3 Feedback Forms no forms received 13.4 Local Rules: County were contacted and agreed that a Local Rule could be made for a plug ball through the green and also that the preferred lies on closely mown areas would be extended until the 30 th April. This applies to both local rules and their

7 Cancellation will be posted on the Notice Boards in the Foyer and Pro Shop. ACTION:- Graham Vile April Correspondence: Bob has had two s passed on to him from two members still not happy with the vote on the Tee Booking System by the membership and they are waiting to see how the adjustments work. 14. AOB 14.1 After discussion it was agreed that the website appeared to be a bit stale and that there was a requirement to improve local networking; both required a budget. The captain will raise the topic at the Board Meeting. ACTION:- Dave Watson, Steve Dewey & Management Board Jan 2016 A budget has been agreed for Elaine and websites are being looked at and quotes being formulated. ACTION Complete March FOUR BALLS Luke asked if the Tee Booking System for Stablefords were for 4-balls for Day Book entries. Des Lochrie confirmed that they are Luke asked Pat, Chairman of House, if it was possible to update the drink choices available at the Bar. Bob confirmed that we have a Brewery Contract for one year to supply our main beers but we can include any guest beers so long as we complete our contractual requirements. Pat also stated that he was happy for small quantities of bottled beers as a trial and he was happy for the staff to carry out a survey of members requirements which would be monitored by the Bar. Luke offered to collect from Cash and Carry any such beers. ACTION: Pat Crane and Luke Mansell March Alan Bates asked if the shutters could be kept up in the kitchen to indicate that the kitchen was available for tea and coffee to be served by the Bar Staff when the kitchen closed. ACTION: Pat Crane to inform Staff of arrangement through Asia and Steve March Pat asked if the Junior Captain should get a Club shirt. Des informed him that yes he should and that he has already been informed. ACTION Pat Crane to find out size and colour details and inform Des March Sally mentioned Saturday Morning Competitions and general play. After discussion, a poster has been displayed in the Ladies Locker Room as follows: Saturday competition and general play on Saturday The club operates a tee book system for both Saturday competition players and those ladies who want to play on Saturdays generally. The tee booking system is used in the same way for all club members. Competition Saturday Ladies - you have priority over general players 1. Sign the start sheets in the ladies locker room in the competition column. 2. The start sheets go into the Pro Shop 2 days before the Saturday competition. The professional will register competition ladies into the competition slots that have been set aside. You will have entered the competition if you have paid in the Pro Shop on the morning of the competition and taken your card. 7

8 3. After your round enter your score on the PSI in the bar BUT post your card in the competition box in the ladies locker room. If there are not enough ladies to make up the competition the Saturday general players can make up the slots as long as you are playing with a lady in the competition. General Saturday players 1. Sign the start sheets in the relevant column in the ladies locker room. This is helpful so that we can make sure the competition players will have somebody to play alongside them. 2. Book tee times in the general play times on Saturday - this can be done 3 weeks in advance. Cups - are played on Thursdays If weekend players, or ladies who are unable to play in the normal times on Thursdays, wish to play for the cup they are able to play after 4.00pm. You may need to book the 4.00pm time slot. Anytime after 4.00pm will be on a roll up basis. 1. Sign the entry sheet for the Thursday competition. Indicate if you are playing at 4.00pm or later. 2. After your round enter your score on the PSI in the bar BUT post your card in the competition box in the ladies locker room. If you wish to enter the cup but do not have a partner let the committee know and a marker will be assigned to you. The marker will play alongside you DATE OF NEXT MEETING There being no further business the Captain closed the meeting at 8.25pm and announced that the next meeting will take place on Monday 25 th April 2016 at 6.30pm. Bob Mico Captain Weymouth Golf Club