DONCASTER GOLF CLUB MINUTES OF COMMITTEE MEETING HELD ON 07/03/2018 Ian Atkinson (IA) Allan Beaumont (AB) Jon Whiteley (JW) Ges Garton (GG) Duncan Macphee (DM) Tony Wesley (TW) Paul Elliott (PE) Simon Causier (SC) Captain Vice Captain Chair of Committee Chair of Finance Chair of Admin & Hon Secretary Chair of Membership Chair of Golf Chair of House & Social Item 1. Apologies: Rick Morris Chair of Greens Action 2. Previous Minutes: 2.1 The minutes of the meeting held on 06/02/17 were confirmed as a true record. 3. Matters Arising: 3.1 (3.1) DM reported that he had now obtained a final quote for upgrading the CCTV for the clubhouse and greens buildings, at an overall cost of 3363 ex VAT. He noted that this action had originated from concerns over car park security. However, the recent break ins to the greens building had identified the need to also improve CCTV coverage in this area. The proposal included the use of high definition cameras, with additional cameras being provided for the greens buildings. The Committee approved this expenditure. DM stated that, as part of this exercise, he had also obtained a price for installing a stand alone camera system in the trolley store, at a cost of 670 ex VAT. However, he noted that a camera directed at the entrance to this area was already provided as part of the main CCTV system. The Committee agreed that this provision was sufficient and that additional cameras in the store were unnecessary. 3.2 (3.2) JW stated that he had started to gather views on the Sky TV issue as part of meeting the various sections in the Club. It appeared that there may be support for reconsidering this matter but only if the following matters were addressed: An apology from the Committee over how this had been dealt with previously. Justification for why Sky would be the right option. Page 1 of 8
Examples of how this facility might be used in the future for major events, backed up, if possible, with some supporting evidence. An improved offer from Sky. Details of how use of the facility will be managed in the future in order to aid member comfort (eg normally only used in one room with the volume turned down). The Committee discussed these requirements and how best to take this matter forward. It was noted that there was some impatience within certain groups that this matter was not being progressed. It was agreed that JW, IA and SC take the above feedback on board and consider whether there was now sufficient information to take this matter back to Members. JW/IA/SC 3.3 (3.5) DM had previously circulated the following revised policy for use of mobile phones at the Club: Members, guests and visitors are reminded that Mobile Phones (including PDAs) must be on Silent at all times when on the course or in the clubhouse. When using a mobile phone on the course, care must be taken not to delay play or disturb other golfers. Mobile phones must not be used in the clubhouse bar and lounge areas or dining room. Persistent use of a mobile phone is considered to be very poor etiquette and is not acceptable either on the course or in the clubhouse. Use of mobile phones for texting, emailing and access to the internet is permitted providing the equipment is on Silent. Members, guests and visitors are requested to be considerate of others when operating their mobile phones in this way. Finally, the Rules of Golf state that a smartphone may be used as a distancemeasuring device, but it must not be used to gauge or measure other conditions where doing so would be a breach of Rule 143. 3.4 The Committee approved this policy and asked that it be displayed in a prominent position in the Clubhouse. (4.4) GG is to amend the Club s purchasing policy and reissue to the Committee. DM GG 3.5 (7.3.3) DM reported that he met with JW and GG to review the list of late payers from the recent subscription cycle and action had been taken to recover outstanding administration fees, with the fee for two of these Members already paid. DM noted that, although the late payment position for the recent Page 2 of 8
cycle had not been significantly different from previous years, it was clear that there was some learning for the future and that he will be discussing this with TW and GG in readiness for the next cycle. It was agreed that the process for collection of subscriptions should be managed by the Chairs of Finance and Administration. 3.6 3.7 3.8 3.9 3.10 3.11 4. 4.1 5. 5.1 5.2 (7.5.1) SC reported that he had spoken to RM about the services of a handyman for the clubhouse and they had agreed that House should recruit their own handyman for this purpose. Recruitment is underway. (7.5.2) The policy on use of temporary greens was included in the recent newsletter made available to Members. (8.1) SC confirmed that he had spoken to John Neesham regarding his concerns over the catering service. (8.2) DM confirmed that he had emailed Ian Robinson regarding the matters he raised with the Committee. (8.3) JW confirmed that he had spoken with Bob Rawson regarding the various matters he had raised with the Committee. Bob had generally been satisfied with the response but was keen that further action be taken to display Graeme Clark s golfing achievements in the clubhouse. This matter was discussed later in the meeting under Section 6.6. DM reported that he had spoken to member Rob Leggott, who had agreed to assist in providing an honours board for the Halstead Trophy Captain s Report: The Captain had prepared a brief report on his activities during the previous month and this report had been circulated. He stated that it had again been a most enjoyable month with several excellent social events. He also noted that the signs for the Captains Charity bunkers were now in place and he hoped Members will donate whenever they are unfortunate enough to go in either of these bunkers. Health & Safety: DM reported that there had been an accident on the course when Mrs Chris Ellis had fallen and broken her wrist while using the temporary path between the 3 rd green and 4 th tee. This matter had been entered in the accident book and referred to the Head Greenkeeper. DM reported that the Club had undergone an inspection by the South Yorkshire Fire Service. Although there were a Page 3 of 8
number of actions identified, the Fire Officer had concluded by saying that the Club was managing this area well and, with the structure in place, he would expect this to continue. He therefore judged the Club to be a low risk and indicated that a future inspection will not be for some time. DM confirmed that work was underway to complete all the actions identified. 5.3 6. 6.1 6.1.1 6.1.2 6.1.3 6.2 DM reported that the next visit by the Club s Health & Safety Advisor will take place on 12 th March 2018. Sub Committee Reports Administration: The Sub Committee had met on 27th February 2018 and the minutes had been circulated. The following matters were raised: DM referred the meeting to the proposed action plan to achieve compliance with the General Data Protection Regulation (GDPR). He stated that this had been drafted following attendance at an external presentation on GDPR and was considered a pragmatic approach to this matter. The Committee noted the action plan and confirmed that they were happy with current progress. DM reported that the sub committee had been reviewing the key policies for the Club, the bulk of these having some form of legal requirement (eg Health & Safety, Safeguarding). However, it was felt that preparation of a course policy document would also be of benefit for management and communication purposes. DM is to discuss this matter with RM. The sub committee had carried out work relating to Visitor Experience. Some actions have already been taken with the reminder linked to future projects discussed later in the meeting under Section 9. DM noted that he had received an email from Neil Allen thanking the Club for allowing the Sheffield Union Team Squad courtesy of the course for a preseason event. The players had been very complimentary about the course. DM reported that a concern had been raised by the Ladies Committee that some Members were using the trolley store without paying the annual fee. DM agreed to look into this matter and consider how best to address it. Finance: DM DM 6.2.1 The Sub Committee had not met during this reporting period. A report on the management accounts for the three months ended 31 st January 2018 had been circulated. Page 4 of 8
GG noted that green fees were down on budget due to recent weather conditions and bar trading was also below budget. He stressed the need to implement the increase in bar prices, discussed later in the meeting under Section 6.6, as soon as possible. He also suggested there was a need to review food sales and their relationship to the Club s staff costs. Finally, GG noted that while the 5 year rolling programme for greens equipment was continuing to work well, the annual expenditure for this year, due in April, will reach a peak at circa 53,000 6.3 6.3.1 6.3.2 6.3.3 6.4 6.4.1 Membership: The Sub Committee had met on 27 th February 2018 and the minutes had been circulated. The 6 applications currently on the notice board will bring full playing male membership to the limit of 375, with full playing ladies at 72. In addition, there are currently 39 male members in the 80+ category and 14 ladies in this category. There are currently no further applications being processed. TW reported that the sub committee was looking at ways to gather more information on prospective candidates, including use of a simple questionnaire in the application pack. JW suggested that it may also be useful to contact an applicant s previous Clubs. TW noted that Anna Clish and DM are to meet with the Professional to discuss arrangements for this year s rookie programme. Also, two ladies are awaiting better weather before completing taster sessions. Golf: The Sub Committee met on 13 th February 2018 and the minutes had been circulated. The following matters were noted: Following recent CONGU changes increasing the maximum handicap to 54, a second handicap review had been carried out. As a result, nine members will be advised that they qualify for a handicap increase of up to 3 shots. The sub committee is currently reviewing the byelaws and annexe A with a view to removing any lack of clarity. From this date, members are being allowed to play off yellow plates in order to complete cards for handicap purposes. Page 5 of 8
6.5 6.5.1 Greens: The Sub Committee had met on 13 th February 2018 and the minutes had been circulated. A report had also been received from the Head Greenkeeper. JW noted that, in advance of the meeting, he had met with RM to discuss any matters that needed to be raised in his absence. These matters were raised later in the meeting when discussing future projects. No other matters were raised under this heading. 6.6 House/Social: 6.6.1 6.6.2 6.6.3 6.6.4 The Sub Committee had met on 27 th February 2018 and the minutes had been circulated. SC raised the following matters: The kitchen dishwasher has been subject to regular breakdown and is not performing effectively. A price of 5361 ex VAT has been obtained for a new machine and adjacent worktops. The Committee approved this expenditure. The water supply to the halfway house is to be checked for adequacy during cold weather. There is currently no grease trap on the drain from the kitchen, leading to regular blockages. A price of 2690 ex VAT has been obtained for installation of an external sunken grease trap. This expenditure was approved by the Committee. SC reported that further meetings had been held with the brewery regarding price increases and latest prices are awaited from the wine supplier. It is intended to have the new price list in place within the next couple of weeks, with increases covering latest supply costs and the impact of the national living wage. There has been excellent feedback from the gin tasting evening, with a wine and cheese event being planned for late April/early May. The recent Sunday Lunch was well received, with lunches now planned for Mothers Day and Easter Sunday. The Summer Ball is already sold out. SC noted that a 6 Nations Rugby event had also been arranged with the hope that this may generate future interest in events of this nature. JW noted that Bob Rawson had suggested that more be done to display Graeme Clark s golfing achiements in the clubhouse. The Committee discussed various options for this and DM was actioned to meet with Graeme to consider the information available and how best this can be displayed. DM Page 6 of 8
7. Correspondence: No matters were raised under this heading 8. Estates: DM tabled an email from Ian Machin in which he advised that DMBC had confirmed the completion date for FARRRS will be 9 th March 2017, resulting in the immediate payment of the remaining settlement of 229,000. The Committee expressed their thanks to all those involved in bringing this matter to a close. 9. 9.1 9.2 Forward Planning: JW referred to work he had been doing with Committee members to arrive at key words that best described their aspirations for the Club. There was a good degree of alignment on this matter which can be used to develop an appropriate statement of intent (ie the Club s brand ) and to influence future decisions. JW reported that he had been gathering information from sub committee chairs regarding projects they wish to take forward to Members for feedback and, ultimately, approval. These projects include: Refurbishment of the gents and ladies toilets on the 1 st floor of the clubhouse. An extension to the balcony Driving range and buggy Store Replacement of the irrigation system Improvements to the Club entrance and reception areas He stated that it was now necessary to properly prepare a case for each project, including an appropriate range of options and the associated costs. The intention is to strongly debate each project in Committee before seeking further member feedback. He hoped that this exercise will then enable the Committee to effectively respond to any questions that might arise from an open meeting to be held in the Summer. JW asked the project leaders to have this work completed by the May meeting. 10. 10.1 Any Other Business: TW stated that he received some comments regarding the location of the charity car park space and a suggestion that this be moved away from the area reserved for Club officials to a location adjacent to the disabled parking area. DM noted that two of bays available in this area are reserved for disabled use, with the third bay not suitable for this purpose. Page 7 of 8
It was agreed that no further action will be taken on this matter. 10.2 IA noted the significant expenditure necessary for the Steward s Flat prior to its use by Joe Leedale. This had followed a lengthy period when little decoration work had been carried out in the flat. He suggested that an annual sum be set aside in the accounts for this purpose. GG stated that he had already made such a provision. Date of Next Meeting: 10 th April 2018 Page 8 of 8