DONCASTER GOLF CLUB MINUTES OF COMMITTEE MEETING HELD ON 03/09/2018 Ian Atkinson (IA) Allan Beaumont (AB) Jon Whiteley (JW) Ges Garton (GG) Duncan Macphee (DM) Tony Wesley (TW) David Parker (DP) Rick Morris (RM) Simon Causier (SC) Captain Vice Captain Chair of Committee Chair of Finance Chair of Admin & Hon Secretary Chair of Membership representing Chair of Golf Chair of Greens Chair of House & Social Item Action 1. Apologies: Paul Elliott (PE) 2. Previous Minutes: 2.1 The minutes of the meeting held on 07/08/18 were confirmed as a true record. 3. Matters Arising: 3.1 3.2 3.3 3.4 3.5 3.6 (3.1) A draft proposal for the Junior Foundation was discussed later in the meeting under Section 6.2. (3.2) SC reported that a communication to Members on the reasons behind switching the main bar supply contract from Carlsberg to Heineken will be issued later this week. (3.3) SC reported that changes had been made to the disabled parking area to provide two disabled parking positions with space to manoeuvre a wheelchair. (3.8) The email received from Simon Fearns regarding ditches on the 12 th, 13 th and 14 th holes had been covered in the minutes of the Greens Sub Committee. This matter was discussed later in the meeting under Section 6.5. (6.2.1) SC reported that concerns over the application of room charges for functions held in the clubhouse had been discussed with Ray Bradley. Action is being taken to address this matter. (6.5.2) RM reported that he had only received comments on the Course Policy Document from JW. JW suggested that it could therefore be assumed other members of Committee SC Page 1 of 8
were happy with the document. He proposed that RM, DM and he should meet to finalise the document before publication. The Committee approved this action. JW/RM/DM 3.7 3.8 3.9 3.10 3.11 4. 4.1 4.2 5. 5.1 (6.6) Actions being taken to replace the shoe/trolley cleaner were discussed later in the meeting under Section 6.6. (6.7) DM reported that he had reinstated the lock on the men s locker room door but it had failed again shortly after. He suggested that the current lock was unsuitable for such heavy usage and an alternative option should be investigated. After some discussion it was agreed that immediate action be taken to improve the outer clubhouse door security by regular changing of the access code and that options for the locker room door be considered. (7.1) Further information had been received relating to concerns that arose from the recent Annual Bogey. However, due to a change in circumstances, no further action was necessary. (8.1) DM reported that the missing fence panels from the area behind the 12 th green will not be replaced until Northern Powergrid complete their work to remove the power cables running alongside the 5 th and 15 th fairways. (9.1) JW reported that a summary of the priority being given to the various projects had been sent to Members. Captain s Report: The Captain had circulated a brief report on his activities during the previous month. He thanked RM on organising the Club s Charity Weekend, which raised 3,677. The Captain noted that RM s knowledge and contacts had proved invaluable when arranging the corporate event which had raised the bulk of the money from the weekend. The Committee discussed the Charity Weekend which was felt to be in need of a relaunch and agreed that this should be considered as part of the 125 th anniversary celebrations discussed later under Section 10. The Captain congratulated the Ladies Section on raising 400 for the Captains Charity from their charity competition. Health & Safety: No matters were raised under this heading. The next visit by the Club s Health & Safety Advisor is due on 17 th September 2018. DM Page 2 of 8
6. 6.1 6.1.1 6.1.2 6.2 6.2.1 6.2.2 6.2.3 6.3 Sub Committee Reports Administration: The Sub Committee had not met during this reporting period. No matters were raised under this heading. DM tabled a request from the Sheffield Union of Golf Clubs to play their InterClub Foursomes Medal at the Club on Sunday 14 th April 2019. The Committee approved this request. Finance: The Sub Committee had not met during this period. A report on the management accounts for the nine months ended 31 st July 2018 had been circulated. The current overall position stood at 1,497 below budget and there were no significant concerns. GG noted that, as a result of recent membership applications, an additional 4k in entrance fees had been received this month. DM noted that work was underway to prepare for the next subscription cycle. Again, invoices will be issued by email where possible and a notice will be published shortly to advise Members of these arrangements and to encourage payment prior to 31 st October as required by Club Rules. JW asked that TW be kept informed on collection of subscriptions. GG tabled a proposal for the junior foundation intended to provide financial assistance to help junior golfers to further their ambitions. The Committee approved this proposal subject to minor comments. Membership: 6.3.1 The Sub Committee had not met during this reporting period. TW provided the following report: The five recent applications had now been taken off the notice board and invoices for membership issued. This had brought the number of male members up to the limit of 375. Several of these applicants had been offered 5 day membership while they await a vacancy. One interview had been carried out during the last month. The applicant, David Goodwin, had had a successful interview and TW request approval to offer him membership. The Committee approved this application. One interview of a male applicant is planned for this month, with a further two males expressing an interest Page 3 of 8
6.3.2 6.4 6.4.1 6.4.2 6.4.3 6.5 6.5.1 in joining the Club. In addition, there are two couples who are wishing to join. TW reported that the failure of some ladies to turn up for taster sessions was being looked into. JW suggested that this feedback was important and asked that the matter be followed through. Golf: The Sub Committee had met on 15 th August 2018 and the minutes had been circulated. The following matters were noted: The Sub Committee had proposed changes to Bye Law D16. It was agreed that this be brought forward as part of further bye law changes to be presented at the next meeting. The Sub Committee had raised concern that Bye Law C6, restricting play by visitors before noon at weekends, was not being strictly adhered to. DM stated that he had discussed this with the Professional and agreed that, during summer months, this bye law be applied. However, it would cause problems during the offseason, and a time of 11.30am would be more appropriate. DM agreed to bring this forward as part of bye law changes discussed above. The Committee noted the proposal to bring the qualifying requirements for girls to play in ladies honours boards in line with those applying to boys (ie handicap of 12 or less or over the age of 18). The Committee did not agree with this proposal, particularly when considering the very small number of girls at the Club. The Committee felt that everything should be done to encourage junior girls. SC noted that there had been problems due to Seniors who had booked meals not turning up or paying for these meals. The Committee agreed that payment must be made for meals ordered. Greens: The Sub Committee had met on 14 th August 2018 and the minutes had been circulated. The following points were noted: TW DM The Sub Committee had discussed the email from Simon Fearns expressing concerns over the introduction of slabs in the base of the ditch between the 13 th and 14 th holes. He also suggested that consideration be given to piping and filling the ditch Page 4 of 8
6.5.2 between the 12 th and 13 th holes as this currently incurs a double penalty due to having to take a drop in a copse. The slabbing of the ditch was in order to enable it to be kept clean and tidy. No action was therefore proposed for this ditch. The Sub Committee also noted that the ditch between the 12 th and 13 th holes had been in place for many years and again saw no reason to change this, other than to thin out the copse in this area to improve the dropping area. The Committee felt that this matter should be reconsidered. The path from the 1 st tee is now showing significant signs of damage due to shortcomings in the initial construction and consideration needs to be given to replacing this path. Widening the path alongside the 1 st tee can also be considered as part of this work. RM agreed to prepare options and costs for this work. GG asked that the greens team look at gaps that have recently appeared along the path from the 11 th tee. The Sub Committee has agreed to establish a trial dropping zone for the area of rough in front of the 10 th tee. This will be implemented following further guidance from the R&A on local rules, expected in September 2019. The waste bins on the course are now in need of replacement. It is proposed to order 8 normal sized bins and 3 larger bins for the 2 nd, 10 th and 11 th tees at a cost of approximately 2k. DM asked that consideration be given to providing some bins for waste suitable for recycling. The Committee approved this proposal. JW noted a suggestion that had been made to provide a path from the rear of the 15 th green to the 16 th tee. It was agreed that the Greens Sub Committee should make and publish a firm decision on this matter. RM RM RM 6.6 House/Social: The Sub Committee had met on 29 th August 2018 and the minutes had been circulated. SC noted the following points: Quotes are currently being sought to convert part of the cellar outer area into a chilled room. The change to Heineken and installation of chilled beer pipes means that the chiller in the cellar can be switched off. A chilled area is still required to store prepared food and, while there will be a one off cost to convert this area, the ongoing running costs will be significantly lower than for the existing chiller. Page 5 of 8
Quotations are being obtained for replacement of the bain marie in the kitchen. The existing equipment is 20 years old and is regularly breaking down. Discussions are currently ongoing regarding refurbishment of the Con Davies Lounge, involving redecoration and new soft furnishings. This area is now looking very tired. JW noted that it was always the intention to have a rolling decoration programme for the clubhouse and that this work should therefore be considered as part of this programme. This work is currently planned for Spring 2019. A review of subsidies currently charged to the house budget for prizes and complimentary drinks is required. It was agreed that GG should look into this matter. Plans are underway to promote use of the clubhouse for watching the Ryder Cup, with bar and catering available to support this event. In addition, a Sunday Lunch event is planned for Remembrance Sunday on 11 th November and will mark the 100 th anniversary of the end of World War 1. Quotes have now been obtained for a bespoke shoe cleaning facility, which will comprise 4 wall mounted hoses and a quiet compressor located in the boiler room. The air lines and compressor will be located around the corner from the existing facility on a paved area with floor grill. The overall cost should not exceed 2k. The Committee approved this expenditure. GG No other matters were raised under this heading. 7. 7.1 7.2 8. 8.1 Correspondence: JW tabled an email from Roy Parr providing feedback following the recent Open Meeting. JW noted that this feedback had been passed onto the relevant Chairs for further consideration. DM tabled an email from Ray Black raising concerns over disruption to Ladies competitions on Wednesday due to other golfers starting from the 10 th tee. He had suggested that consideration be given to limiting casual play start times from the 10 th tee on Wednesdays. DM stated that he had discussed a few recent problems with the Professional and felt that it was not normally an issue. The Committee asked the Golf Sub Committee to consider whether any further action was needed. Estates: No matters were raised under this heading. PE Page 6 of 8
9. 9.1 Forward Planning: The Committee reviewed progress on the projects presented at the Open Meeting: i. First Floor Toilets The current plan is to commence this work in February 2019 and the Committee agreed that this particular project may warrant approval to proceed prior to the AGM. Various configurations to provide an additional WC cubicle in the Ladies have been considered and the preferred option will be displayed in the Ladies Locker Room before proceeding. The Committee supported this approach and agreed that GG should review the preferred tender with the contractor before the matter is brought forward for approval. ii. Lowering the pond level by the 12 th Green The case for using a gabion wall for this purpose had been set out in the recent Club newsletter. Work is ongoing to compile costings for this work. iii. Car Park Entrance An initial plan has been set out to enable this work to proceed immediately if approved at the AGM. Initial work involves preparation of a specification and design / planning documents. The Committee approved expenditure of up to 2k for this initial work. A specification is to be brought back to the next meeting. iv. Buggy Storage No further work has been carried out on this project. Initial discussions are planned within the next couple of weeks. v. Short Game Practice Area No further work has been been carried out on this project. vi. Lift Refurbishment The current view of the existing lift is that it operates satisfactorily, with the frustration expressed by users being primarly related to insufficient guidance on its use. The initial work will therefore focus on providing appropriate guidance both outside and inside the lift and consider whether the internal decor can be improved. The Committee agreed that this work should be given some priority, with further feedback then sought from users. vii. Entrance Hall No further work has been been carried out on this project. viii. Balcony Extension No further work has been carried out on this project. SC noted that this project continued to generate significant debate within the Club and, following suggestions made at the Open Meeting, he was unsure how best to proceed. After some discussion, it was agreed that GG should look at the design documentation for the existing clubhouse and consider whether this might identify benefits of adopting a specific configuration. GG GG Page 7 of 8
ix. Resiting of 14 th yellow tee No further work has been carried out on this project. x. Covered practice area No further work has been carried out on this project. 9.2 10. 10.1 JW noted that the Committee had spent the first part of this year considering the projects that may receive support from Members, with work underway to develop these projects further. He proposed that the Committee now give some thought to further income generation, with the intention of including proposals in the forward plan to be presented to Members. JW stated that he was aware that GG was in discussion with Sub Committee Chairs regarding opportunities to reduce expenditure. He suggested that thought be given to further income generation through, for example, increasing the number of lady and junior members, reviewing visitor income and making better use of the function room. The Committee agreed to discuss this matter at the next meeting. Any Other Business: AB reported that a small working group, including the Lady Vice Captain, had been formed to consider what actions can be taken to celebrate the Club s 125 th Anniversary in 2019. He tabled a note on their initial thoughts regarding a general approach and potential events and actions. These included a Festival Week and Gala Dinner in July 2019. The Committee was very supportive of the proposals and encouraged the working group to develop these further. JW suggested that this work would get a lot of support and input from the various sections within the Club. He also asked that, following the earlier discussion, the working group give some consideration to Charity Weekend arrangements. Date of Next Meeting: 2 nd October 2018 Page 8 of 8