MINUTES OF THE EXECUTIVE MANAGEMENT COMMITTEE MEETING
HELD AT BRYNHILL ON
Monday 3rd February 2025
Members Present:
Glenn Taylor (Finance)
Chair: Elliot Palmer
Also Present:
Scott Warne (General Manager), Brian Phillips (Auditor) Leon Warne (Director of Golf)
& Nicky Duval (Office Manager - taking minutes)
Apologies for absence:
Cael Penberthy (Greens) & Sam Pascoe (House)
Minutes of the last meeting.
These were approved by Mr. Palmer & seconded by Mr. Warne
MATTERS ARISING
2025/1.1.3. Mr. Warne reported that with the recent changes in employment laws/contracts from the labour government we need to make sure we are 100% adhering to all employment law, that we need to consider an external HR freelancer to come in to the club and set us up so were 100% compliant. Mr. Palmer stated that he would speak to a specialist in his company and give Mr. Warne access to courses and information on any new legislation and policies. This has been done.
2025/1.1.4. Mr. Warne suggested setting up separate quarterly meetings with section leaders rather than them attending ad hoc committee meetings. All agreed. Mr. Warne to action. It was agreed that the meetings would take place March, June and September.
2024/5.12.4. It was suggested that the payroll be brought back in house rather than employing an outside payroll company. Mr. Warne & Mrs. Duval to action. Scott looking at Zero.
General Manager’s Report
(There was no report)
2025/1.2.1. A discussion took place regarding redundancies. A scoring process was underway for 3 Green Keepers. The date of the final consultation meeting was Monday 10th February.
2025/1.2.2. It was agreed that a full audit of employment policies be looked at. Mr. Warne & Mrs. Duval to action.
2025/1.2.3. Mr. Warne informed the committee of the grant application that was being submitted for improvements to the Ladies locker room and disabled toilet. The closing date for this application is 8th February 2025.
2025/1.2.4. Mr. Warne reported that the Club had been approached by a film location agent for a BBC drama. Filming on course – 1 hole closed for the day. Possible income to the club £3-5K.
2025/1.2.5. Mr. Warne stated that the number of full members was now 440 and was confident to get to 500. Mr. Warne commented on the number of new members from Wenvoe that had joined in recent weeks, benefitting from the new welcome packs with vouchers.
2025/1.2.6. Mr. Warne discussed attendance at AGM’s looking at the possibility of getting more members to attend so that future plans could be shared rather than people just attending to vote. It was agreed that no reports would be distributed before the meeting.
2025/1.2.7. It was agreed that every member should be on the Club Whatsapp so that any urgent messages could be read and received by all. Mr. Warne to action.
2025/1.2.8. Mr. Warne mentioned that he had been approached by a car charging company again. Mr. Palmer agreed for him to pursue. Mr. Warne to action.
Director of Golf Report
(There was no report)
2025/2.2.1. D.O.G. reported that the sim had been constantly booked out in December and January. He noted that there were regular users and wanted to encourage other members to come and try it out. Leon reported that the hire charge was underpriced and that there should be a flat hourly rage of £20 and not a charge dependent on number of people. A sim Masters tournament would be introduced this year together with a beat the Pro’s tournament with all monies raised going towards improvements to the sim.
2025/2.2.2. D.O.G. reported that adverts for the Mixed Open had gone on both Empire Golf and social media, hoping to get increased numbers this year. It was decided that a Men’s open not be re-introduced this year as there was too much going on in the golfing calendar to take up another day.
2025/2.2.3. D.O.G. stated the Green fees from April would be increased tp £35 week days and £45 on weekends. The society rates would also been increased with the EMC happy for the D.O.G. to adjust prices as he saw fit.
2025/2.2.4. Prices for Visitor buggies would remain the same at £25 but that members buggy hire would increase from £12 to £15 but with a loyalty programme for frequent users. Mr. Warne to action loyalty cards.
Greens Report
(There was no report)
2025/3.2.1. Mr. Warne reported that the new welfare unit for the Green staff was arriving Wednesday and would be situated at the side of the Greens Shed. Once this was up and running the second floor of the Green shed could be removed to fit in more machinery. Mr. Palmer to look at ceiling.
2025/3.2.2 Mr. Warne reported that £5,700 had been received from the insurers for storm damage to the Green shed (after £1k excess). This would cover immediate repairs to the shed, wash off area and storage bays.
2025/3.2.3. Mr. Warne reported on the bad state of the tractor. It is £19 years old and has had £7,000 spent on it this year already in repairs and needs another £4k spent on it. Mr. Warne had spoken with the rep from Toro discussing costs for leasing a new tractor.
2025/3.2.4. Mr. Warne stated that the possibility of a Robot mower was still in the pipeline.
Clubhouse Report
(There was no report)
2025/4.2.1. Mr. Warne reported that the lounge refurbishment was starting on Monday 10th February for 2 weeks. Mr. Warne was confident on the return from bookings once the works were complete as the function room had never been marketed before and this would generate further bookings.
2025/4.2.2. Mr. Palmer suggested that the Sports Bar refurbishment happen as soon after the lounge as possible.
Finance Report
(There was no report)
2025/5.2.1. Mr. Taylor reported that he was meeting with the accountants in the next couple of weeks. It was decided that their attendance was not necessary at the AGM. Mr. Taylor to action.
.
Chairman’s Report
(there was no report)
2025/6.2.1. Mr. Palmer stated that he was speaking with Wales & West regarding the possibility of a nursing home on the 3rd or 17th.
Any other business
It was discussed that Clubs in the area were commenting on Brynhill and what has been done here in the passed 18 months. Well done to all.
Date of Next Meeting
Monday 3rd March 2025 6.15pm
ACTION POINTS
2025/1.2.1. It was agreed that a full audit of employment policies be looked at. Mr. Warne & Mrs. Duval to action.
2025/1.2.7. It was agreed that every member should be on the Club Whatsapp so that any urgent messages could be read and received by all. Mr. Warne to action
2025/1.2.8. Mr. Warne mentioned that he had been approached by a car charging company again. Mr. Palmer agreed for him to pursue. Mr. Warne to action.
2025/2.2.4. Prices for Visitor buggies would remain the same at £25 but that members buggy hire would increase from £12 to £15 but with a loyalty programme for frequent users. Mr. Warne to action loyalty cards.
2025/5.2.1. Mr. Taylor reported that he was meeting with the accountants in the next couple of weeks. It was decided that their attendance was not necessary at the AGM. Mr. Taylor to action.
Ongoing Action points
2025/3.1.5. Mr. Warne suggested that tipping/holding bays be constructed near the green shed to help prevent loss of sand and gravel and to tidy up the area. Mr. Warne to action.
2025/1.1.2 Mr. Warne asked that he explore getting a bin store created in the car park so that the bins may be hidden from public view. Mr. Warne to action.
2025/3.1.2. Mr. Warne stated that the Course Manager had requested a 5mx5m concrete base for washing down machines. The cheapest quote received was £685. After considerable investment in machinery Mr. Warne felt this was essential. Mr. Warne & Mr. Penberthy to look at positioning for soak away.
2025/3.1.1. Mr. Warne stated that when the welfare unit was in situ the club may need to consider removing the upper level in the green shed so machinery can easily be accessible and be put away without incident. Mr. Palmer & Mr. Penberthy to action.
2024/4.7.1. Mr. Taylor commented that the Bar staff needed uniforms for special events taking place at the Club. Also improved casual uniforms to be sourced. Leon Warne to provide prices. Ms. Pascoe & Mr. Warne to action
2024/5.1.2. Mr. Taylor stated that the Employment allowance had gone from £5,000 to £10,000. Mr. Taylor to contact the accountant and payroll company. Mr. Taylor to action.