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WEYMOUTH GOLF CLUB MINUTES OF THE MANAGEMENT BOARD MEETING Tuesday 17th January 2017 HELD AT WEYMOUTH GOLF CLUB Those Present:
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Gerry O’Connell Bob Mico Colin Huckle Pat Crane Alan Bates Russ Conway
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President Captain Vice president House Chairman Greens Chairman Projects Chairman
Nicola Adams
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Assistant Secretary
APOLOGIES Steve Dewey, Elaine Rockingham
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APPROVAL OF MINUTES OF PREVIOUS MEETING’S The minutes of the meeting held on Monday 19th December 2016 were read and adopted as a true record. Proposed By: Seconded By: -
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Russ Conway Bob Mico
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 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. Buggy Shed Roof – Pat Crane is awaiting quotes to replace the roof & extend the structure. On Going January.
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PRESIDENT’S REPORT – Gerry O’Connell
1. AGM 15th March 2017. I have now displayed the Boards for Elections to the Management Board and the Club Committee. I have agreed with Nicola the date that the Calling Notice will be published in the Dorset Echo. Items for the agenda have to be submitted to me by the 14th February 2017 and I wish to discuss items that we, the Management Board, will be presenting to the membership. 2. Fire Risk Assessment. The Projects Chairman and I have been conducting a Fire Risk assessment on the Clubhouse. The bulk of it has been completed but we are just waiting further detail on what is
2 required to our current Fire Alarm System to bring it up to the minimum requirements of our clubhouse premises. We are hoping this will be completed by the end of the month. 3. Web Site. Sally Davies has been working hard on the final draft of our club website. It has been a difficult and testing time for her as Golf Now does not have the same exacting work ethic and standards as Sally. I had a meeting with Sally on Thursday and she informed me that she hopes the new web site will go live by 31st January 2017. I am very grateful to Sally for all her hard work. 4. CASC. We need to discuss CASC at this board meeting to establish whether to re-join CASC or not. If as a Board we recommend re-joining CASC then I am proposing that we join Association of Community Amateur Sports Clubs (ACASC). This will enable us to capture data from the association that will be of use to us. The Management Board voted unanimously in favour of going back into CASC. ACTION: Proposition to be put forward by the Management Board for consideration by the Membership at the forthcoming AGM. 5.
VICE PRESIDENT - Colin Huckle Colin asked on the progress of the contracts for the Kitchen and Bar Staff. It is still on-going.
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CAPTAIN’S REPORT – Bob Mico
First, I would like to wish you all a happy, healthy and wealthy 2017. With reference to the letter from a member regarding the danger and difficulty of crossing the road at the top of Radipole Lane, I asked Colin Huckle to enquire with the Council regarding having an appropriate sign installed. He was informed that DCC is actually looking into reducing the number of signs on the County’s roads and would not wish to add any more to them. There is a possibility they might have the word ‘SLOW’ painted on the road but that is all. We have therefore taken it upon ourselves to have a sign printed warning of the crossing to be placed half way up the hill on our own land. The sign has now been erected and I hope this will go some way to resolving the situation. The Seniors’ Christmas Lunch was as always well supported and a great success. Not too many injuries this year! Well done Seniors’ Section. The Christmas Staff Meal also went well but with one or two injuries (not serious) due to too much Christmas spirit. I understand the New Year’s Eve festivities were up to their usual high standard. Many thanks to Asia and Steve, all staff involved plus volunteers. Unfortunately my group had to pull out at the last minute due to a broken wrist, a broken toe and a bad back but luckily there was a reserve list so all those wishing to go managed to get in. The Club notice boards have now been updated, including the Ladies’ Section. Well played all the winners for 2016. On the golfing front, the course is still holding up well. Well done to the Greens’ staff for another excellent year’s work. The new gates on Radipole Lane look very smart.
3 A personal thanks also to Des and his team and John and Nikki in the Office for all their support throughout the year. Hope you all enjoy your golf in 2017. I am looking forward to joining you all on the course this year. 7.
FINANCE REPORT – Steve Dewey
Steve Dewey has apologised for his absence for compassionate reasons. He will be distributing figures in the near future once he has spoken with John Northover. Our accounts are being finalised for the Year 2016 and will be available soon 8.
GREENS REPORT – Alan Bates
Total rainfall for the week was 27mm so no Club Buggies today. Aeration of the greens with micro tines has been completed and the greens were cut with hand mowers on Wednesday. Tees were cut at the beginning of the week prior to dismantling the mower in preparation for its annual regrind. Regrinding is progressing well and we hope to finish early next week and then start on the fairway mower. Agrablock has been installed at 9 and 15. Post and rope barriers were put out on the course to protect areas from wear and tear. The new gates have been painted and were hung on Tuesday. Gate posts were painted on Wednesday. Job done. Warning sign for traffic on Radipole Lane has been erected. Ben had his final review with the college this week and fully expects to finish his course work within a week or so. In the office the weekend roster is complete and the 5 year machinery update has been done. Work on updating COSHH is progressing well. I have received the quote for the new 8th tee and the ditch between the 9th and 16th holes, the quotes amount to £31,480 including VAT. He will be putting forward a proposition for the AGM asking the membership to approve Development Fund expenditure for this work. 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) Lift All repairs have been carried out and left in working order. However, the engineer has intimated that in future replacement parts may be difficult to obtain especially the control panel.
4 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. 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. 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. Staff Christmas Meal It was a great success and enjoyed by all. Refurbishment I am currently receiving prices for the refurbishment of the bar and restaurant. This amounts to approximately £22k for redecoration, curtains and carpets. An additional sum would be required for furniture. ACTION: Pat Crane was asked to provide the quotes for the decorating, carpets, curtains and furniture and forward the figures to the Board for consideration. Refuse The current refuse contract with Suez (Sita) is currently under review and alternative quotes are being sought. Staff Concessionary Golf Entitlement to discounted golf for members of staff is currently under review and will be discussed at a later Board meeting. The Board agreed that in future staff golf should be based on the number of hours worked on a pro rata base. ACTION: Russ Conway to check with our HR Consultant on the legal implications. Members Cards It would appear that Staff Members (including Pro Shop) are abusing staff limit and I would suggest that all staff cards should remain in credit by the end of each week. The Management Board agreed that from 1st April 2017 golf club members should not exceed £5 over drawn on their gold card. The bar/kitchen have the authority to over ride this limit once. An email to be sent to the members stating this. Staff members will not be permitted to go in the red on their cards.
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PROJECTS REPORT – Russ Conway 1. Practice Area Improvements: Post the Management Committee agreement at Decembers meeting, I have contacted Bill Kennedy, the Past President of the Dorset Golf Union, to allow him to submit a request for at least 1 of the Practice Shelters owned by the DGU, (2 are currently positioned in Christchurch). I await the outcome of the January DGU Management Meeting.
5 2. The President and I have started the handover of Health and Safety responsibility. This will be complete by the end of January 17. 3. I have a meeting scheduled with the Head Greenkeeper, which will review the annual assessment documentation for his team. 4. A review is ongoing with all Departmental Chairmen re: staff contracts. 5. I will be putting forward a proposition at the AGM for permission to use Development Fund to improve the Practice area. It will be for approximately £26k. 11.
BUSINESS & MARKETING REPORT – Elaine Rockingham No Written Report
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OFFICE REPORT – John Northover No Written Report
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CORRESPONDENCE
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ANY OTHER BUSINESS a) Bob Mico asked Russ Conway what is happening with the template for publicity for Elaine Rockingham. ACTION: On Going January b) It was asked what is happening with New Body Fitness and the promotion of the golf club. ACTION: Colin Huckle to take on the project. c) Russ Conway mentioned members often request chocolate when using the bar and only crisps and nuts are available to buy. ACTION: Pat Crane to ask Asia to order chocolate to sell behind the bar.
There being no further business the President closed the meeting at 20.37 pm. The next meeting will be held on Monday 13th February 2017 at 18.00 hours. Mr Gerry O’Connell President
