WEYMOUTH GOLF CLUB. MINUTES OF THE MANAGEMENT BOARD MEETING Monday 13 th February 2017 HELD AT WEYMOUTH GOLF CLUB

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1 1 WEYMOUTH GOLF CLUB MINUTES OF THE MANAGEMENT BOARD MEETING Monday 13 th February 2017 HELD AT WEYMOUTH GOLF CLUB Those Present: Gerry O Connell - President Bob Mico - Captain Colin Huckle - Vice president Pat Crane - House Chairman Alan Bates - Greens Chairman Russ Conway - Projects Chairman Elaine Rockingham - Business & Marketing Nicola Adams - Assistant Secretary 1. APOLOGIES Steve Dewey 2. APPROVAL OF MINUTES OF PREVIOUS MEETING S The minutes of the meeting held on Tuesday 17 th January 2017 were read and adopted as a true record. Proposed By: - Seconded By: - Bob Mico Russ Conway 3. MATTERS ARISING Use of TV to display competition scores Russ Conway is still investigating. On Going Russ Conway & Gerry O Connell to look into the options available On Going February: Alan Bates to speak to Des Lochrie Men s Locker Room - Pat Crane advised quotes are awaited to replace wall tiles in the sink area & also new hand dryers. On Going. January. The tiles are going to be replaced by boards. On Going February Buggy Shed Roof Pat Crane is awaiting quotes to replace the roof & extend the structure. On Going January. On Going February 4. PRESIDENT S REPORT Gerry O Connell 1. The new website is up and running and it will be populated with content from various section of the club in the very near future. A big thank you goes to our Ladies Captain Sally Davies and Elaine Rockingham for all their hard work.

2 2. It is good to see some names of volunteers for positions on the Management Board and we must encourage more members to get involved in the business of managing the club. 3. In the past month Rob Bayliss has provided me with Course Risk Assessments, COSHH assessments and the Greenshed Fire Risk assessment for He has also updated the Risk Assessment Form. The Clubhouse Fire Risk Assessment carried out by Russ Conway and is complete. In our assessment we have recommended that the Management Board upgrade our Alarm system in the near future. 4. At the board meeting we must finalise the agenda for the AGM as I need to publish it by the 15th February. 5. The auditors are in at the moment and it is not expected that they will have finished our accounts by the date of our meeting. I have spoken to Steve Dewey and he anticipates having some figures for us at the meeting and aims to have draft accounts available for us and the membership in the very near future. Copies will be displayed on the AGM Notice Board and available in the Lounge. 5. VICE PRESIDENT - Colin Huckle 1. The agreement with The Wessex is agreed. 2. Preliminary enquiries with the Gym reveals that we are both advertising at each other s premises. The Gym will provide group lessons for our members but to date nothing has been arranged. The Gym advertises our Golf Club on periodic news items; this does not appear to have brought any new members. I will arrange to have a meeting with the owners to see if things can be firmed up to our mutual benefit. 3. Action points from the Head of Departments Meeting held on 6 th February. a) Can room hire fee for private functions be increased to 100 The Management Board agreed to increase the Room Hire Charge to 100 for weddings only. b) Asia to arrange for Bill to repair door of the rubbish compound. c) Rob Bayliss has County Policy and application forms for Brown Signs from Chickerell. d) The function room is too cold. A suggestion was made for an electric blow heater to be placed over the entrance door as well as the front door There is a lack of insulation in the loft between the Bar and Kitchen. ACTION: Pat Crane to check the roof space insulation. e) Can the bar and kitchen accounts be merged? Action: - Finance Chairman, House Chairman & John Northover f) The gas cut off in the kitchen is hidden behind the stove and needs moving to an accessible location. ACTION: Pat Crane has ordered the required parts today. g) Should House Staff be trained in the use of Fire Extinguishers? It was agreed that House Staff should not be trained in the use of fire extinguishers. 2

3 6. CAPTAIN S REPORT Bob Mico 3 This will be my last report to the Board as Captain. First, I would like to thank you all for your support throughout the year. I would like to wish all those of you still doing time and not being let off for good behaviour best wishes for next year, especially Basher as the new Captain. We have had our last Golf Committee meeting where I asked the Committee for any propositions for the AGM and there are none, other than those we already have. I would just like to say how well our Two-Tier Management System has worked. As you are probably aware, my Captain s Banquet is on March 11 th and tickets are selling well. I look forward to seeing some of you there and hope to make it an enjoyable end to my Year. Sally and I have decided to present our charity cheques on Friday, 7 th April, before Quiz Night begins. I will still be organising Charity Week this year and the early entries are looking good so hopefully we will get another successful Event. 7. FINANCE REPORT Steve Dewey Management figures for 12 months to 31 st December 2016 Income totalled 778.6k which is 104.7k up 0n The Bar generated an extra 13.6k at 110.7k & the kitchen was 18.6k up on the previous year at 136.5k. Our subscriptions were up slightly by 7.4k at 376k. Green fees at 58.9k were also up 12.2k on The VAT rebate we received of 29.3k plus interest of 18.4k and an employer s NI refund of 3k made a significant contribution to the increased income generated. Costs for the year amounted to 668.4k up by 32.1k on Payroll was 9k higher than 2015 at 311k with the increase spread across Bar, Kitchen & greens staff salaries. Greens spending amounted to 91.6k which whilst below budget was 14.6k up on last year, although 8k of the total relates to the sprinkler system which was authorised through the development fund. House & Admin costs were 265.8k which was 18.5k greater than 2015 with the principal variation relating to the increased business rates. I will report more detailed Bar & Kitchen figures at the Board meeting. Overall a net profit before depreciation was 62.5k higher than 2015 at 110.2k which after adjustment for the VAT rebate & interest is 14.8k better than the previous year. Our Finance & Lease commitments amounted to 27.6k for the year. 8. GREENS REPORT Alan Bates Winter has shown its teeth finally saturating the course last week and freezing it this week, leading to course restrictions for trollies and buggies and some temporary greens. Wet conditions and frost has given the opportunity for some essential buildings maintenance seeing door bolts repaired on metal containers, a fresh coat of creosote to the wooden shed, oil store tidied and shelves made for easier storage. On the course greens have been hand cut and work has started on trees and copses, with siding up, thinning up and de-brambling. It was suggested putting in concrete supports on the 8 th and facing it with wood.

4 ACTION: Alan Bates to speak to Rob Bayliss and obtain quotes for the cost of hiring a digger. 9. HOUSE REPORT Pat Crane House Music System The music system (ipod) previously ordered is unfortunately out of stock. A more expensive item is available. (appr 200). The whole audio system needs replacing including microphones. Men s Locker Room Unfortunately the verbal quotes received would seem to be excessive and I would put forward myself to carry out the work at cost. Action Pat Crane - To be started in March. Handrails Still the weather is not suitable to complete the sealing of the joints. Dance Floor A temporary repair has been carried out, pending a refurbishment upstairs and until such times a decision is made to replace the carpet. Buggy Shed Prices for the removal of the central steel pillar and replace it with beams have been placed on hold, until a price for a new roof has been received. Action Pat Crane - On Going. Refurbishment I am currently receiving prices for the refurbishment of the bar and restaurant. Including additional quotes as requested. The Management Board agreed unanimously for the painting of the Clubhouse to go ahead. Refuse The current refuse contract with Suez (Sita) is currently under review and alternative quotes are being sought. What is the position with the Professional waste? Action: - Pat Crane & Captain Staff Concessionary Golf Following the meeting with the staff and the signing of their Contracts of Employment the provision of concessionary golf will in future be calculated on a pro rata basis (as per attached schedule. However this concession will be withdrawn for any member of staff who wishes to exercise their membership rights. Gold Cards It has now been agreed by the Management Board that staff cards must remain in the black before use as from the 1 st April 2017 and members revert back to 5 overdraft. Action: - Admin and House Staff 10. PROJECTS REPORT Russ Conway Please see attached AGM Proposal ref the Practice Area. Still waiting for 2 of the 3 Green specialists to come back with up-dated costs, however I have built the expected uplift into the proposal. I am still trying 4

5 to get my hands on pictures/ plans to depict the planned changes for the members prior to the AGM (all help accepted). As some of you will know, there was a glitch with the DCGU decision on the provision of the Practice Net(s). Bill Kennedy, the Past President could not attend the meeting in January due to ill health, so our request was not fully supported by the Board. This is being re submitted at the next meeting. Post my discussions with many groups and members, ref CASC and the full use of the BRS system for tee bookings. it is now not my intention to submit an AGM proposal to this end. We will no doubt discuss this topic at the meeting on Tuesday. We have 2 quotes for the upgrade to the Fire Alarm system. We will have these ready for discussion on Tuesday night. Circa 6,000 + Vat. Action: - The Management Board agreed unanimously to accept the quote from Pye Hill. The President is to contact the company and ask them to schedule the work in conjunction with the House Chairman. This work is to be completed before the planned redecoration of the Clubhouse. Improvements to Weymouth Golf Club Practice Area Task Remove large trees from around current practice area Improve practice area Remove the right-hand practice net frame and net, clean up area Dig Foundations for 1 or 2 practice shelters (hopefully provided by Dorset Golf Union). Concrete footings, with attaching bolts, lay sleepers for shelter attachment Green Staff Cost Green Staff Green Staff + sand 300 Green Staff + 1,500 Disassemble Practice Shelter(s) at Christchurch 2 Rivers Meet Golf Facility and move to WGC (hopefully funded by DCGU) 3200 Machinery for uprooting and implanting trees around practice area 3,000 Extend Practice Putting Green away from clubhouse, onto old 1 st Tee Box. Landscape area in front of Old 1 st Tee Box for Chipping Area. 22,000 Erect Picket fencing. Estimated Total 30, BUSINESS & MARKETING REPORT Elaine Rockingham This is a very brief report but Sally Davis and I are still in the process of transferring all the photographs that I took in 2016, to their relevant areas on the new website. I have been approached by various newspapers about advertising the club and the restaurant but thought it prudent to wait until after the AGM.

6 12. OFFICE REPORT John Northover 6 No Written Report 13. CORRESPONDENCE 14. ANY OTHER BUSINESS Elaine Rockingham advised the Management Board she will continue to take photos of Charity Week. Bob Mico informed the Board that the Nothe Tavern are keen to sponsor Charity Week and he will pursue this. There being no further business the President closed the meeting at pm. Mr Gerry O Connell President